职场大佬告诉你,如何正确的写邮件

上个周五,我收到了一封CC全公司的邮件。这份邮件之前我都有看过,只是没有太在意,今天再次出现的时候,我觉得对于自己,对于经常需要写邮件的职场人士来说,都是价值千金。这是我们集团公司的创始人Tom Schneider先生写给全公司的每一位同事的,他列举了20点邮件写作的rules,确实字字玑珠。无论你是职场新人,还是资深职场人士,这17点email rules都值得一看。

我作为一个搬运工将这20点email rules翻译过来,恕我英文不好,当然我会把英文原文放在最后,供你们参阅。

Dear all,

是时候提醒各位同事注意email rules,请大家仔细的阅读email rules并且遵守。

1.最好的邮件就是不要写邮件。如果位置允许的话,在很多情形下一个当面的交谈要比写邮件好的多。在原则中,我们要对给同一间办公室的同事写邮件的情形说不。

2.邮件交流的语言是英语。(很多外资公司都是这样要求的)

3.书写邮件和回复邮件最好的字体是Arial 12(微软雅黑12号)

4.收到邮件后,24小时内必须回复。这表示对其他同事和其他公司的一种尊重。如果我们无法立即准确的答复到别人,回复“我将xx天以内回复你”也是足够的。

5.在邮件中智慧的选择CC给谁。有可能你CC的那位同事根本不想看到这封邮件。你得去问问你得同事,我是否应该每一封邮件都CC给你?或者哪种邮件我才能CC给你?在这里有一个同事给了一个建议:在发邮件前必须再多考虑一件事,邮件发送者必须考虑将合适的人放进CC栏。不要CC那些根本没有卷入这件事情的同事。

6.关于使用“Dear all”。邮件中称呼“Dear all”只适用于你想做通知的情况。如果你需要的是执行一个行动或者是需要一个答复,“Dear all”是万万不可的。这种情形下,你需要用Dear 某某。

7.如果你对某人有一个问题需要每个人的分配表在交谈中,只有把它们回到一旦你可以宣布解决方案/答案。

8如果你只是想简单的感谢某个人并且从整个集体中分离出来,除非这个人对整个公众做了一件了不起的工作。这种情形是被鼓励的。

9.如果你有一个令人激动的消息想要告知大家如接到了一个好的订单或者有好的事情要发生,你可以抄送给尽可能多的人--这种情形是被鼓励的。

10.如果你觉得某个人存在一些问题并且想要批评他,不要抄送给任何人。最好是当面和他交谈。

11.避免发送大文件作为附件。试想一下,当人们在旅行出差中,使用着网络数据、自带热点或者慢速的WiFi。下载一个大文件附件是很耗费时间和金钱的。像DOC或者PPT这样的文件最好转化成PDF以后再发送,图片的话最好压缩到150-300KB.

12.密送(BCC),这是盲目的复制一个第三方。在我们ISA集团在没有这种文化和哲学存在。我们不要别人秘密的参与一个交谈,有话敬请公开讲。

13.我一直铭记一点email rules,那就是邮件的主题和内容是同等的重要的。一个简洁而清晰的主题能使邮件接受者很快的引起注意。并且当你需要重新看到这封邮件的时候你能很方便的搜索到。还有一点,就是应该使用适当的优先级。遇到紧急的情形下,选择更高的优先级使人是明智的。毫无疑问,比起普通的邮件,邮件接受者会更愿意选择打开并且标记那些带着感叹号的邮件。

14.只有一个人在“TO”的领域,那么这个人会很直接的回复这封邮件。当所有人的名字在“CC”的领域,那么这封邮件只能算得上是通知邮件。如果你希望某个具体的人回复你,你必须确保他在“TO”的领域。

保持邮件简介,直入主题。传达信息或者问题的最好的方式是如子弹一般直接而不是像写论文一样臭长臭长。

15.在回复给所有人的之前,发送者得要想清楚这是否需要。(很多人会犯这个错误。他们只顾着点击“reply to all”,而没有想一想事实上这些内容很多接受者根本不需要。

邮件没有主题。重要的邮件必须要有一个主题。很多人通常忽视了邮件的主题。

在一些重要的邮件中,有些人喜欢使用“首字母缩写”。有些同事可能会不熟悉这些缩写需要花时间去查询这些缩写,为此会感到沮丧。

16.我发现我们的很多同事,不知道如何正确的使用“TO”和”CC”,究竟谁该放在“TO”谁该放在“CC”这需要下功夫。他们称呼了某个人的名字,却把他放在了CC这一栏,然而在TO那一栏又放了很多其他人的名字。

17.关于自动回复。如果你在自动回复的名列里面而又不想接受,请找IT部门帮忙解决。

18.在发送邮件之前需要考虑有一件事,邮件发送者需要考虑将合适的人放在CC那一栏,千万不要将没有卷入这件事的同事放在CC一栏中。

19.在和不同的人进行分工协作之中,不要另外平行的开新的邮件讨论同一个问题。一直保持邮件讨论到事情结束。如果你需要新加入某个人进来讨论,请将他CC在最新的那个可用的邮件中。

20.某些邮件没有主题,很难承认这一点。因此,邮件必须要起一个清晰的主题。

It is time to remind everybody on the email rules !

Pls read the following very carefully and follow the rules .

email rules

1

the best E-mail is the one you don’t write . In many casesa talk to the other person is much betterif the location allows . Sending an email within the same room should be in principle a NO NO

2

Email communication is in English language .

3

Font for writing and answering mode should be Arial 12

3

Emails shall b responded to within 24 hrs .This is respect to the other party . If an answer cannot be given immediately a response " I get back to you in X days " is adequate

2

who to CC on your mail : choose wisely ! You may have  put people on CC who actually don’t want. Ask your colleague ! " shall I cc you on every email ?" , or  " on what kind of mails do you want me to CC you ? "                                                                                                  and here a suggestion from one colleague :One more thing that before sending email, sender should consider to put appropriate people in cc, do not cc people who are not directly involved to the email.

3

" Dear all ": Addressing " dear all " in a mail is only applicable if you want to inform (e.g. visit reports or Email rules etc ) .If you need an action been done and you require a reply "dear all " is a No-No.You need to address it : dear X

4

If you have a question to somebodytake everybody off the distribution list during the conversationand only put them back on once you can announce a solution / answer.

5

If you simply want to thank somebody take everybody off the distribution list unless you want to praise somebody to the public for doing a great job - this is encouraged

6

If you have a exciting news to tell like got a good order, something good happened,  you can copy as many people as you like  - this is encouraged

7

If you have a problem with a person and want to criticize , never copy anybody and better talk to the person directly .

8

avoid to send big files as attachments. Think that many people are travelling and relying on modems, hotspots or slow WI-FI .It can be very costly to download a big file . Also to is very time consuming . Files like DOC , PPT better send as PDF. Resize pictures to 150-300 KB.

9

BCC: this is blind copy a third party . This is not the culture and philosophy of ISA . We don’t let other people secretly participating on a conversation . Speak it open!

10

Hi Tom,

- One rule in my mind, SUBJECT IS AS IMPORTANT AS CONTENT.

A brief but clear subject can mind the receiver in less than one second. And it’s better when the email needs to be searched.

- Another one is, PROPER PRIORITY SHOULD BE USED.

For such emergent cases, choosing high-priority option makes a lot of sense. It’s no doubt the receiver will open the email with an exclamatory mark first than others

11

• Only a person in the "To" field can be expected to reply directly on an email. All names in "CC" can consider the mail as informative. If you expect a reply from a specific person make sure he/she is in the "To" field.

• Keep the mail simple. Get straight to the point. It is better to convey information or questions as bullet points instead of making a long essay

12

1. Before reply to all, the sender must consider it is necessary or not. ( many people got this mistake – they only clicked “reply to all” while the contents are not necessary for receiver

2. Email without subject : Important email should has clear subject – people usually ignore the email without subject

3. Some important email but some people usually use “acronym” . Some people didn’t familiar with this & take time to find the meaning & feel upset

13

I found many emails from our colleagues, they don’t know how to allocate the email address into TO, and CC correctly.

They call X name but they but X name on the CC loop with a lot of others i/o TO.

14

auto produced reports : are you on the list but don’t want - Pls inform IT !

15

One more thing that before sending email, sender should consider to put appropriate people in cc, do not cc people who are not directly involved to the email.

16

Do not start parallel email threads about one issue, with different people in the distribution list. Keep one email thread rolling until the end.. If you need to include a new person in the distribution list, Do it by replying the very last email available.

17

some emails do not have a subject - it is difficult to admin this . There fore : Emails should carry a clear subject !

With best Regards

Tom Schneider

President & CEO

ISA TanTec Limited

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