No 1-1 Email Etiquette Workshop 商务英语 教学课件.pptVIP

Email Etiquette Workshop Why is email etiquette important? We all interact with the printed word as though it has a personality and that personality makes positive and negative impressions upon us. Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone. The elements of email etiquette General format Writing long messages Attachments The curse of surprises Flaming Delivering information Delivering bad news General Format: The Basics Write a salutation for each new subject email. Try to keep the email brief (one screen length). Return emails within the same time you would a phone call. Check for punctuation, spelling, and grammatical errors Use caps when appropriate. Format your email for plain text rather than HTML. Use a font that has a professional or neutral look. General Format: Character Spacing Try to keep your line length at 80 characters or less. If your message is likely to be forwarded, keep it to 60 characters or less. General Format: Lists and Bullets When you are writing directions or want to emphasize important points, number your directions or bullet your main points. For example, Place the paper in drawer A. Click the green “start” button. Another example, Improve customer satisfaction. Empower employees. General Format: Tone Write in a positive tone “When you complete the report.” instead of “If you complete the report.” Avoid negative words that begin with “un, non, ex” or that end with “less” (useless, non-existent, ex-employee, undecided). Use smiles ?, winks ;), and other graphical symbols only when appropriate. Use contractions to add a friendly tone. (don’t, won’t, can’t). General Format: Addresses Avoid sending emails to more than four addresses at once. Instead, create a mailing list so that readers do not have to scroll too much before getting to the actual message. To: maillist4@ Attachment