How to Write an Email Introduction What is

How to Write an Email

Introduction • What is a Good Business Email? • A good business email is one that can clearly & effectively deliver your intention, meaning, background/or reason. 永远牢记商业书信不是在写情书，应该明确地点明你的来意。客套话能省 即省。 Why are good business writing skills important? 1. Customers see your writing more than they see you. 2. Good writing skills show that you really care. 3. Good writing skills contribute more forcefully to arguments/persuasion/selling. 4. Good writing skills reduce risk of losing a customer or damaging a customer relationship, and foster good relationships with colleagues. 许多原地的客户虽然通了无数的Email，但彼此可能未曾谋面。因此一份合宜 的商业书信不但可以帮助你建立正面的形象，也可以避免因语言隔阂造成争 端而上级与客户间的友好关系。

Dear Professor Weishaar, My name is Lee Hana, and I take your English Reading and Writing class on Monday and Wednesday. I have a question about our recent assignment. As I understand, the task is to write an appropriate email. Is it alright if I choose the topic? I’d like to write an email to say thank you to my English Discussion and Presentation professor because she helped me so much. I look forward to your response. Regards, Lee Hana

商务英语电子邮件写作应遵循的5 C原则： Correctness 正确 Conciseness 简明 Completeness 完整 Clearness 清晰 Courtesy 谦恭

商务英语电子邮件的基本格式 • Dear Mr. xx/Mrs. xx/Sir/Madam/all， • 正文 • Best Regards, /Yours Sincerely, • XXX

Example Dear David and Steve, -----（Salutation） Good afternoon. On May 10, 2010, a raid action against this target was conducted. On site, totally 77 boxes and 7200 meters UTP Cables were seized. Please provide us with verification report and price certificate. Samples would be sent to you soon. Thank you. Should you have any comments or suggestions, please contact us at any time. Best Regards, ------（Complimentary Close） Sincerely yours, Yours truly, Best wishes Piggy Zhu-------（Signature） ============= Shanghai Gre. Royalt & Co. , 2505, Universal Mansion 168 Yu Yuan Lu, Shanghai 200040 Tel. : +86 21 5108 2633 fax. : +86 21 6249 3321 please visit www. greroyalt. com

Dear David and Steve, -----（Salutation） Good afternoon. On May 10, 2010, a raid action against this target was conducted. On site, totally 77 boxes and 7200 meters UTP Cables were seized. Please provide us with verification report and price certificate. Samples would be sent to you soon. Thank you. Should you have any comments or suggestions, please contact us at any time. Best Regards, ------（Complimentary Close） Piggy Zhu-------（Signature） ============= Shanghai Gre. Royalt & Co. , 2505, Universal Mansion 168 Yu Yuan Lu, Shanghai 200040 Tel. : +86 21 5108 2633 fax. : +86 21 6249 3321 please visit www. greroyalt. com

例： Hi, ① I'm sorry about this. ② Now, we have been clear about the problem about our system. ③ There is a new colleague joining our team, and he will 原 arrange for checking the system. ④ Because he is busy with another 文 requirement now, he will give us the optimal plan after finishing that one. Regards!

E-mail Writing

Salutation • • Mr. / Mrs. / Miss/ Ms. Last name/ family name/ surname first name/ given name Dear / Hi Sir/ Madam Dear Sir/ Madam To whom it may concern

Reference for Beginning • with reference to your job post on the internet, • regarding your letter of July 10, • about your phone call today, • Thank you for your letter of August 5,

Reasons for Writing • • • I am writing to inquire about. . . I want to clarify the details. . . I would like to confirm. . . I suggest that we should set up a meeting. . . Attached please find the agenda. . .

Request for Action • • We would be grateful if you could I would appreciate if you can Please make sure you can Could you please let me know what you think? • Please sent it back to me by tomorrow.

Closing Remarks • • Thank you for your help Please contact us again if we can help. if there any problems, please. . . I look forward to. . . hearing from you soon. meeting you next Tuesday. seeing you next Thursay.

Polite Closing • • Your sincerely Sincerely, Best wishes, Best regards, Regards, All the best, Cheers,

Words and Sentences

缩写： ASAP = As Soon As Possible 尽快 FYI=For Your Information 你要的信息 PLS=Please 请 BTW=By The Way 顺便 AMMOF =As a Matter of Fact 事实上 IC = I see 我明白了 OTOH =On the Other Hand 另一方面 NRN =No Response Necessary 无需回复 IMO=In My Opinion 依我之见 P. S. =Postscript 附言

1. Initiate a meeting 发起会议 I suggest we have a call tonight at 9: 30 pm (China Time) with you and Brown. Please let me know if the time is okay for you and Ben. 我建议我们今晚九点半和Brown小聚一下, 你和Ben有没有空? I would like to hold a meeting in the afternoon about our development planning for the project A. 今天下午我建议我们就A项 目的发展计划开会讨论一下。 We‘d like to have the meeting on Thur. Oct 30. Same time. 十月三 十号(周四), 老时间, 开会。 I want to talk to you over the phone regarding issues about report development and the XXX project. 我想跟你电话讨论下报告进展和 XXX项目的情况。

2. Seeking for more information/feedbacks/suggestions 咨询信息/反馈/建议 Thank you and look forward to having your opinion on the estimation and schedule. 谢谢你, 希望能听到更多你对评估和 日程计划的建议。 Look forward to your feedbacks and suggestions soon. 期待 您的反馈建议! What is your opinion on the schedule and next steps we proposed? 你对计划方面有什么想法? 下一步我们应该怎么做 ? Feel free to give your comments. 请随意提出您的建议。 Any question, please don't hesitate to let me know. 有任何问 题, 欢迎和我们联系。 Any question, please let me know. 有任何问题, 欢迎和我们联 系。 Please contact me if you have any questions. 有任何问题, 欢 迎和我们联系。 Please let me know if you have any question on this. 有任何 问题, 欢迎和我联系。 Your comments and suggestions are welcome! 欢迎您的评 论和建议!

3. Attachment 附件 I enclose the evaluation report for your reference. 我附加了评 估报告供您阅读。 Attached please find today's meeting notes. 今天的会议记录在 附件里。 Attached is the design document, please review it. 设计文档在 附件里, 请评阅。 For other known issues related to individual features, please see attached release notes. 其他个人特征方面的信息请见附件。

4. Thanks note 感谢 Thank you so much for the cooperation感谢你的合作! Thanks for the information 谢谢您提供的信息! I really appreciate the effort you all made for this sudden and tight project. 对如此紧急的项目您做出的努力我表示十分感谢。 Thanks for your attention! 谢谢关心! Your kind assistance on this are very much appreciated. 我们对您的 协助表示感谢。 Really appreciate your help! 非常感谢您的帮助!

IMPROVING YOUR BUSINESS ENGLISH SKILLS • To improve your Business English Skills • 如何增强你目前的商用英文程度 Focus on English for the specific purposes you need in your field. (针对你的需要, 然后持续深耕这个特定的领域) Understand that spoken and written language is very different. (要明白口语英文和书面英文可是不同的) Focus on being aware of and looking for phrases(collocation) whenever you are reading in English or listening to English. (当你在阅读或听到一句英文时, 多注意文字的关联性和使用的片语) Put some “pleasure” back into studying English: Always reserve some of your “study” time just for reading for just fun. (最后, 就是所有的老师都会传授你的一項秘诀: “乐在学习”)

Dear Mr. /Ms, Mr. John Green, our General Manager, will be in Paris from June 2 to 7 and would like to come and see you, on June 3 at 2. 00 p. m. about the opening of a sample room there. Please let us know if the time is convenient for you. If not, what time you would suggest. Yours faithfully, XX