how to write email

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1、HOWTOWRITEPROFESSIONALEMAILEditor:AngelaLee/MXICTestDiv.(OG100)Datasource:JamesB.DeLange/B.E.S.T(BusinessEnglishService&TrainingCo.,Ltd.)Date:November28,2001LectureonHowtoWriteProfessionalEmailCONTENTSIntroductionRequestsFollow-upEmailsRemindersPostponementsINTRODUCTIONWhatisaGood

2、BusinessEmail?Agoodbusinessemailisonethatcanclearly&effectivelydeliveryourintention,meaning,background/orreason.永遠牢記商業書信可不是在寫情書,應明確的點明你的來意.客套話能省即省.Whyaregoodbusinesswritingskillsimportant?1.Customersseeyourwritingmorethantheyseeyou.2.Goodwritingskillsshowthatyoureallycare.3.Goodwriting

3、skillscontributemoreforcefullytoarguments/persuasion/selling.4.Goodwritingskillsreduceriskoflosingacustomerordamagingacustomerrelationship,andfostergoodrelationshipswithcolleagues.許多遠地的客戶雖然通了無數的Email,但彼此可能未曾謀面.因此一份合宜的商業書信不但可幫助你建立正面形象,也可以避免因語言隔闔造成爭端而傷及與客戶間的友好關係.BUSINESSEMAIL:REQUESTSReq

4、uests:Arequestisamessageaskingthereceivertodosomething.要求收信人配合達成某項目標即是所謂的REQUEST文件.1.Focusimmediatelyontheinformationyouneed.Makeyourcallforaction(themainidea)atorneartheopeningoftheemail.2.Tellwhyyouneedtheinformationifthereasonisnotobvious.3.Emphasizeduedates.Phrasessuchas:atyourearl

5、iestconvenience”or“assoonaspossible”seempolite,buttheymakeiteasyforthereadertodelayanswering;ifyouhaveaduedateinmind,sayso.Forspecialemphasisputtheduedateinaparagraphbyitself.4.Supplyanyfurtherinformation,contactnamesandnumbers,orformssothereadercanrespondquicklyandeasily.重點放在你希望對方配合的事

6、項上.尤其應該強調你希望對方回覆的截止期限.類似像atyourearliestconvenience或assoonaspossible這類較客套的句子,反而容易因目標不明確而增加對方延遲回覆的機率.要提供明確的資訊讓對方知道如何回覆.如pleasegivemeacall…,如果只用contactme(注意!不加with..在台灣常見有人喜歡用contactwithme)似乎不夠具體.應說明方式email,fax,….等.EXAMPLEOFREQUESTS讓我們一起來看一個典型的REQUESTS文件DearJames,Thanksforyourpreparationa

7、ndtimeonthisproject.I’veattached(orAttachedpleasefind)theprocessflowchartsyourequested.Astotheexactimplementationdate,ElainewillcoordinatewiththesupervisorsinvolvedandletyouknowbyDecember7.Sincethistrainingisnotinouroriginalapprovedbudget,Iwouldappreciateitifyoucouldprovidemewithsome