没有比英国更喜欢收发邮件的国家了,家人亲人同事私事公事无论巨细,都爱说drop me a few lines. 国外很流行的手机聊天软件What’s Up(相当于我们的微信)在英国的市场普及率远远低于欧洲其他国家,为啥?因为人家英国人觉得有个邮箱地址即可天下无敌。那么怎样写出让英国人都觉得漂亮的邮件呢?因为工作原因,我每天都收发很多英文邮件,和大家谈谈我的感受。
Principals:
写邮件基本原则:
1. Who Is Your Reader? 写给谁看?
First of all, think of who your reader is before you write the email. Professional emails usually have a neutral tone; bad grammar and an over-friendly style will not be acceptable. Note the difference between Informal and Formal.
Informal– Thanks for the email. / Yes, I got your email.
Formal– Thank you for your email received 15 February.
Informal– Sorry, I can’t make it.
Formal– I am afraid I will not be able to attend.
Informal– Can you…?
Formal– I was wondering if you could….?
2. Be Polite! 要有礼貌!
You can be direct, but always have to be polite. Your reader might find your directness rude and sometimes offensive, especially when you are writing in another language. But by adjusting your tone, you are more likely to get a more positive response from your reader.
Your email is the image you create about yourself. The words you use show your attitude to life, so choose your words wisely. Deliver the positive messages to your reader if you would like the positive in return.
前一阵很火的那个段子是If you want to say Thank you, don’t say Sorry. 就正是这个意思。同一个场景,我们可以用正负两种方法来表达,就像那个著名的半杯水。选择有正能量的那个。
4. Re-Check the Grammar 再三检查语法
Give yourself time to check your email; Re-read and edit what you’ve written before you click the Send button. Be very careful of basic grammar, spelling, capital letters, punctuation, expression and tone. A mistake could cause misunderstanding, be embarrassing, or even offensive.
Use short and easy sentences. Long sentences can often be difficult to read and understand. Don’t try to translate directly from your own language. This can often lead to confusing sentences.
Try to get some feedback on the emails that you write. Encourage your reader to write back of your email, usually by raising a few questions. This is how the communication starts.
Always have a subject line that summarizes briefly and clearly the contents of the message.
一定要有清晰明确地总结出邮件内容的主题。
If you are replying an email discussing the same topic, better always start by following all the previous emails. Don’t need to change the subject. This would help to sort your emails and solve your problems in the future.
Don’t forget the salutation of your receiver in proper way. You can start with “Dear Mr./Ms./Prof./Dr. [Full Name]” to senior people in high position. If in doubt, “Dear [First Name]” will usually work just fine.
It was very niceto meet you at the XXX Conference in Hong Kong last week. Greetings fromfrozen Beijing. I miss the warm weather we had in Hong Kong so much!
Thank you for contacting me/ providing so much useful information /your prompt reply/getting back to me/ your feedback…
4. Email body: Get Straight to the Point 意愿清晰明了
Explain why you write the email, or report the updates of the issue you both concern, or state the information you want to confirm, or raise questions you ask for help or clarify CLEARLY.
Thank you for your last email. Hope you are doing well. Beijing this week is luckier to have much more sunshine and less polluted days. And it is the exciting season to travel: Chinese spring festival is coming this weekend.
Regarding to your Beijing visit schedule this March, I’ve already cc’d our email to Sue, who will help to book the flights and hotel for you. @Sue, could you please talk to John directly for more details. Thanks for helping.
However, as I just mentioned, spring festival is here, which is of the same significance forus as what Christmas is for you. I’m afarid the work is slowing down in China, and many companies have already started their holidays. And I will be out of office from February 6 to February 14 too. Hopefully we will fix your flights and hotel this week, and continue to discuss more of the agenda after Spring Festival.
Also, do you have any preferred supplier company to visit this time, which we may help to arrange? Anything else in your mind, please let me know.
Happy Spring Festival and Happy Chinese New Year of Monkey to you. And looking forward to seeing you in March!