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【整理】英语电邮的格式及范文

如果你没在外企工作过,对于英文电子邮件的写法可能不是很了解。今天望京OK英语培训中心就给大家正式讲解一下:英文电邮的格式和范文。

Clarity, conciseness and being correct are the keys!

清晰、简洁、无误,是写英文电邮的关键。

一般,英文电子邮件包括以下4个部分:

  • Subject line 主题
  • Salutation 称谓
  • Main point 正文
  • Closing 结尾
1、英语电邮的格式之邮件主题

英语电邮的格式之邮件主题

邮件主题要简明扼要,讲清楚你这封邮件的主要内容/目的。

Make sure the subject line is simple, specific, but catchy. Remember always that professionals may receive hundreds or more emails per day, the more specific and appealing the subject is the more easier is to connect it with one’s personal work.

邮件主题尽量保持简单、明确,但一定要抓人眼球。你要知道,专业的工作者每天会接收上百封邮件,你的邮件主题越简单明确、越能吸引他的注意。

2、英语电邮的格式之称谓

英语电邮的格式之称谓

在邮件正文的开头,一般要加上礼貌称谓。具体的称谓用词,视收件人和你的关系而定。

1、Friends and colleagues

写给朋友/同事

在给朋友或普通同事写电邮时可以直接用“Hi”开头,如果你和ta关系不错,也可以用“Hello”或者“Hello Tom”这种表达来开头。

2、For acquaintances

写给一般熟人

如果你知道收信人的名字,可以用“Dear Mr Jones”或“Dear Ms Jones”来开头,对于不知道对方是否已婚的女性收信人,用“Ms”来代替“Miss”或“Mrs”比较保险。

3、Formal emails

正式邮件

如果你不知道收件人的名字,可以写“Dear Sir”或者“Dear Madam”,如果你连对方的性别也不知道,可以直接写“Dear Sir/Madam”。

4、Writing to a group of people

收信人不只1个

如果你的收信人不只1个,那么你可以写“Dear customers”或者“Dear partners”。

如果你的收信人们和你是同一个公司或部门的,可以用“Dear All”,“Dears”,”Dear colleagues”,或者说“Hello everyone”。

5、Writing to a group of bosses in your company

写给自己公司的几个老板

给老板[们]写电邮,用”Dear Managers”, “Dear Directors”或者”Dear Board members”。(经理、主任、董事会成员)

6、No greeting

不写称谓

这种情况经常出现在公司内部邮件中,同事们之间快速电邮沟通。这种形式的电邮,更像是使用电话的作用。这种情况下就不需要写称谓了,直接写事情就可以啦。

3、英语电邮的格式之邮件正文

英语电邮的格式之邮件正文

Your first sentence should tell the reader what your email is about. Here are four of the most common reasons for writing an email, along with some sentences you can use to start:

邮件正文的第一句话,你需要告诉收件人这封邮件的主要内容是什么。下面列举了几种常见的、不同目的的电邮类型,以及相应的句式表达:

1. Replying to a previous email

答复别人此前发来的邮件

Thanks for the information.

Thanks for your phone call.

Thanks for getting me the figures.

2. Giving brief updates

简单同步事项进展

Just a quick note to tell you…

Just a quick note to let you know…

Just to update you on…

3. Referring to an attachment

提示附件内容

Take a look at the attached file.

Have a quick look at the file I’ve attached about…

Thought you might find the attached interesting.

4. Changing plans

计划变更

Sorry, but I can’t make the meeting tomorrow.

Sorry, but I won’t be able to meet you next week.

Sorry, but something has come up and I can’t meet you for lunch.

Your first sentence should only have one theme. For example, your reason for writing may be to ask for help, or to share some information, or to ask a question. Your first sentence for these different situations could be:

第一句话只能有一个主题。比如说你写电邮是想寻求对方的帮助,或者分享某些信息,或者询问一个问题。那么对不同目的的邮件,你的第一句话应该是这样的:

“Have you got a few minutes to help me with…?”

你能抽点时间帮助我……吗?

“Just wanted to let you know…”

只是想知会到你……

“Regarding X, can you tell me if…?”

关于X事,你能告诉我是否……吗?

If you have more than one reason for writing, give each reason its own paragraph. It doesn’t matter if your paragraph is only one line long. In fact, the extra space helps your reader to understand you have more than one reason for writing.

如果你写电邮的目的不只一个,那么每件事要有单独分段。如果某一段只有一个句子,那也没关系。因为回车空行可以帮助收信人迅速了解,你的邮件沟通的不只是一件事。

4、英语电邮的格式之邮件结尾

英语电邮的格式之邮件结尾

在邮件结束之前,再次对收件人表示感谢。比如,你可以用这些表达:

“Thank you for your consideration.”

多谢关照。

“Should you have any questions, please feel free to contact me.”

有任何问题,请随时联系我。

“I look forward to hearing from you.”

期待您的回信。

最后的最后,你还需要在你的名字落款前,加上一个beautiful closing. 也就是文末的客套话啦。具体用哪种英文表达,也视你和收信人的关系而定:

1、Formal

正式

Yours sincerely,

Yours faithfully,

2、Semi-formal

半正式

Kind regards,

Regards,

Best wishes,

3、Informal

非正式

Love from,

Take care,

All the best,

好了,写英文电子邮按照上面的套路就可以啦!要知道,一封professional的电邮可以为你加分不少哦!下面就来看看English Email中的加分项:

How to write better emails?

【整理】英语电邮的格式及范文

1. Use a descriptive subject line.

在邮件主题中写一些描述性的关键词

尽量简明扼要地写清楚重要信息,比如你可以写“Meeting at 10am about pay rise”,这样把会议时间、主题等关键点都交代清楚了。尽量不要写“Urgent”这样抽象空洞的主题词。

回复邮件时也要注意重新写主题,而不是用邮件系统自带的Re: or R:R:。

一定不要用通用无意义的主题词,比如“Hello”“Hi”,这样的邮件很容易被当做垃圾邮件删掉。

2. Keep your emails short.

邮件尽量简短

Try to keep to only one point in each email. If necessary, you can send more emails on different points. If you write a descriptive subject line for each email, it’s easier for your reader to understand the content of your email.

尽量在一封邮件中只包含一个主题。如果有必要的话,多件事可以分开发几封不同的邮件。如果你的邮件主题描述清晰,那么收件人会更容易理解你整个邮件要表达的意思。

3. Make sure your reader knows what to do next.

给收件人明确的动作指示

Help your reader act on your email. For example, if you want your reader to find some information for you, write “Please can you find me the sales figures for 2009” instead of the vaguer “I’m going to need the sales figures for 2009”.

让收件人在看完你的电邮后知道做什么。举个例子,如果你想让ta帮你收集信息,那么你就要用这样的表达“Please can you find me the sales figures for 2009?”而不是“I’m going to need the sales figures for 2009.”

4. Don’t send heavy attachments.

不要放容量过大的附件

If possible, send a zip file, or give web addresses where your reader can find information.

如果可以,尽量把附件中的文件压缩一下、或者给一个下载(网盘)地址。

5. Be careful what you write in your email.

注意你邮件里所写的内容

Try to make your emails informative and polite.

邮件行文尽量保持信息充分、礼貌周到。

Avoid using emoticons and smilies in business emails, or too many exclamation marks.

商务邮件中不要使用表情符号,也不要用太多感叹号。

6. Check your email before you send it.

邮件发送之前要检查

邮件发送前要检查,尤其避免语法、拼写等低级错误。同时问自己这几个问题:

“Is this clear?”

我说得够清楚吗?

“Does my reader know what to do next?”

收件人知道要做什么吗?

“Is this polite?”

我写得够有礼貌吗?

7、Use a neutral Email address. 

使用正式的邮件地址

Your Email address should be a variation of your real name, not a username or nickname. Never use an unprofessional email address like fluffykitten@email.com. No one will take you seriously if your reply-to is joke name or inappropriate name.

你自己的邮件地址,应该由你的真实姓名演化而来,不要用网名或昵称。千万不要使用fluffykitten@email.com 这样不专业的地址,因为没有人会把一个不严肃地址发来的邮件当回事儿。

最后,给大家上一个Email的示范:

To: jjones@jonesofficesolutions.com
From: tmcaden@jonesofficesolutions.com

Subject: Meeting About New Internet Service Provider 1/8/2013

Mr. Jones,

I have been researching our choices for internet providers over the past week, and I wanted to update you on my progress.

We have two options: H.C. Cable and Toll South. Both offer business plans, and I will go over the pricing of each plan at the meeting on Tuesday. Both of the options I listed have comparable speed and data usage offerings as well. I called your personal provider, GoGo Satellite, but they did not have any business offerings. They primarily do residential internet service.

I will talk with Joe and Susan in IT about these options and get their suggestions. I will also send out meeting requests to everyone, including Mr. Morris in operations. If you have any questions prior to the meeting, please let me know.

Respectfully,
Tina McAden
Administrative Assistant
Jones Office Solutions
(555) 124-5678
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