[转载]关于如何写正式英文email的总结

这里说的是比较正式的email,如:写邮件联系国外教授要资料,或者商业email….

感觉自己还有些地方不是很懂..尤其是一些礼貌,句子语气之类的.

说来有些惭愧,学了这样多年英语居然不会用英语跟人交流.只会看看英文电影,读写纸面英语…教育的悲哀?

查资料的过程中发现国外的老师是会辅导大一的学生跟授课的老师(professor)之类的如何联系的…

其实国外的人比我们规矩多……小总结下,希望对某些人有用.如有谬误欢迎鸡蛋.

一:常识:

1.要用教育网邮箱,避免被过滤掉。地址格式直接用wi@cqu.edu.cn>避免其他格式某些系统不支持。

2.地址栏只有一个地址,不要同时发给几个人,尤其是不要让一个接收者知道。就是避免在接收者收到的邮件里面看到正文前面一串邮箱地址:(1)不安全,把某些人的邮箱传给了不认识的人。(有时候居然发现有些人写满自己个人信息群发邮件。。)(2)一个问题发给两个人,两个人如果都觉得对方会回答,你的问题就没人回答了。

3.写完,发之前要通读几遍,找错误,最好找别人读一下,看会不会被误解。尤其是要核对后面“句型和句子的注意事项”中的问题,确保在邮件中你显得比较专业,比较认真。。尤其是在找人帮忙或问问题的时候。

4.如果问问题或索要资料,要交代清楚背景,避免收件人不知所问。

二:整体格式框架注意事项:

1 . 称呼和正文之间,段落之间,正文和信尾客套话之间一般空一行,开头无须空格。有多个要点时,分项列举或分行以便于阅读。(参考最后的例子);

2. 介绍自己。

联系关系比较淡,或陌生人时要在开头简单介绍下自己的主要信息,姓名,职业,等。

3. 不要把某个词全部大写,这样常会被认为是在吼叫或骂人(很不礼貌)。如果要强调某些词语或句子用底线,斜字,粗体就可以了. 如:MUST change to OS immediately. 外国人就觉得不礼貌和喝令人一样. 要强调的话。

4. 不要用简写和笑脸等符号 J,不要用长词和不常用的词语。简单的单词便于理解。

( 其实估计我们也只会常用的词语)。。。

5. 整个email不要太长,每个段落不要太长,每个句子不要太长,不要用结构复杂的句子。

大家不喜欢读长的,太长可能人家就不读了。整个email不要超过一个屏幕.即:不需要scroll就可以看完。一个段落大概只由一到三个句子组成。 一个句子不超过15-20个词。

三:标题:

1. 要写一个 meaningful 标题。不要太宽泛,不要含糊不清,不要太长,一般不要超过35个字母,只需要将位于句首的单词和专有名词的首字母大写.

比较下面几个:

“Product A information “ is good than “product information”.

“News about the meeting” vs “Tomorrow’s meeting canceled”.

professional trainees from sister company should abide by rule of local company(太长)
可以写出自己的主要目的

“Could I please get the assignment for next Wednesday?”

2. 视信的内容是否重要,还可以开头加上URGENT或者FYI(For Your Information,供参考),如:URGENT:Submit your report today!
但别乱用,否则就成了喊狼来了的小孩子了.

四:email头称呼:

Dear Professor Sneedlewood  即:Dear Professor +lastname, 千万不要用first name称呼。千万不要写错名字,头衔(会很让人反感),有的人有荣誉学位就不喜欢用一般头衔.

Dear Committee Member:  注意:冒号是可以用的.

不要用词给人鲁莽感觉的词语.(老实说还真不知道英文里面那些词鲁莽除了fuck,shit,bullshit).如果文中要用he ,she,madam,……要查收件人性别,确保无失误。

五:段落:

1. 段落开头写重要的和要强调的事情.同样重要的事情要写在句子首.

(1)Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape.
(2)He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 两者强调的事情就有分别了.

2. 轻重有分, 同等重要的用and来连接,较轻放在次要的句子里.

六:句型和句子的注意事项.(结合了一些商业email和联系教授email的混杂例子)

1. 用主动句型而不是被动。

“We will process your order today” is more personal than “your order will be processed today”. 后者用太多,sounds unnecessarily formal.

2. 那么I和you呢?好烦好烦.一般来说,收信人的利益比较重要,名义上都要这样想.给人尊重的语气就一般不会错了. 多用you有时会有隔阂的感觉.
You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一样)
I am pleased that our board has selected you as the best qualified candidate to serve on our advisory board. I hope you’ll agree to serve. (这就友善多了)
Your book was well written and comprehensive. (不用你来判断我呀~~)
I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客气一点,人家受落)
总之,语气和宾词的运用得当能决定你的礼貌程度.

3. 亲切,口语化是比较受欢迎! 用宾词和主动的词,让人家受落.
例如: (1)This information will be sincerely appreciated.”
(2) We sincerely appreciate your information. 明显地,我们会喜欢第2句.

4. 要求人做事要有客气Ask politely.

“Could you please email me the page numbers for the next reading? Thanks!” sits better than “I need the assignment. Please send it.” It’s a Golden Rule kind of thing, right?

尽量减少词数,如:on a regular basis =====regularly.

5. 不可主客不分或模糊.

Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.”  应改为:Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We决定呀, 不是report.)

6. 结构对称,令人容易理解. The owner questioned the occupant’s lease intentions and the fact that the contract had been altered with ink markings.
应改为: The owner questioned the occupant’s lease intentions and ink alterations of the contract.

7. 单数复数问题:
例如: An authorized person must show that they have security clearance.

8. 动词主词要呼应. 想想这两个分别:
1)This is one of the public-relations functions that is underbudgeted.
2)This is one of the public-relations functions, which are underbudgeted.

9. 时态和语气不要转变太多.看商务英语已经是苦事,不要浪费人家的精力啊.

10. 标点要准确.
例如: He did not make repairs, however, he continued to monitor the equipment.
改为: He did not make repairs; however, he continued to monitor the equipment.  (没想到老外也用分号啊 !!);

11. 选词正确. 好像affect和effect, operative和operational等等就要弄清楚才好用啦.

12. 拼字正确. 有电脑拼字检查功能后,就更加不能偷懒.

13. 意思转接词要留神. 例如: but (相反), therefore (结论), also (增添), for example (阐明). 分不清furthermore和moreover就不要用啦.

14. 修饰词的位置要小心,
例如: He could only reimburse the cost after July 15.
应为 He could reimburse the cost only after July 15.

15. 用语要肯定准确.切忌含糊.
例如:The figures show a significant increase.” 怎样significant,
改为: The figures show an increase of 19%.

16. 立场观点一致. 少用被动语.
例如: Partial data should be submitted by April.
改为: You should submit partial data by April.就很好了.

17. 求人做事,最后写:thanks 即可.

七:结尾

要写自己全名,比较详细的东西。。。

1. 格式问题,

Ken Green

Vice president, Unicom China.

下面这个不如上面的

Ken Green

Vice President of Unicom China (其实就多个”of”,但没办法要专业…要专业.)

2. 书信的结尾致意要留意,弄清大家的关系才选择用词,例子:
(1) Very Formal非常正规的(例如给政府官员的)
Respectfully yours, Yours respectfully,
(2) Formal正规的(例如客户公司之间啦)
Very truly yours, Yours very truly, Yours truly,
(3) Less Formal不太正规的(例如客户)
Sincerely yours, Yours sincerely, Sincerely, Cordially yours, Yours cordially, Cordially,
(4)Informal非正规的(例如朋友,同事之类)
Regards, Warm regards, With kindest regards, With my best regards, My best, Give my best to Mary, Fondly, Thanks, See you next week!

八: 获得别人回复要再回复:Thanks .

九: 如果没有回复,一周后可以再发个提醒一下。

例子:

To: Carmine Prioli <prioli@social.chass.ncsu.edu>

Subject: Will be absent next Wednesday. Could I get the assignment?

_______________________________________________________________

Hi, Dr. Prioli-

I will be playing my cello for a friend’s conference performance in San Antonio, TX next Wednesday, Thursday, and Friday (November 16, 17, & 18).

I am afraid my Wednesday flight leaves before your Colonial Literature class. Could I please get the assignments for that day so I can prepare for Monday?

Thanks!

Susanna Branyon
Colonial Lit, MW 1-3pm

一个外国老师说的如何写英文邮件联系教授——老外的规矩比我们多多了 。

How to write clear emails to your professor (or, why I currently think my undergrad students are rockstars)

we talk about how to address faculty and staff (a hint: call them “Dr” or “Professor” as a default, and they may tell you to call them something else if you’re lucky).

Together we came up with the following guidelines:

Write a clear subject line that actually summarizes what the question is and what it might be connected to in the course.

Address me in the email, and remember to call me “Dr.” or “Prof.”

Give me some context for the question, situating it in the particular assignment or activity you’re working on.

Punctuate. Capitalize appropriately. Use complete words and sentences; this is not texting. Check your spelling.

Be specific and detailed about what the difficulty or challenge is regarding.

Ask an actual question, rather than leaving it up to me to infer what you don’t understand.

Be nice and thank me for answering.

Sign your full name and give what ever institutional markings might be helpful for me to keep this in context.

例子:

Dear Dr. Pawley,
Our lab group was working on the class project for ENGR 126 and we didn’t understand one of the requirements (#4). Can you please clarify for us what you mean by “what the experts say”?
Thanks
Astu Dent, Team 4

一个微软的人写的seek  job 电子邮件写法,抱怨了一大堆不过感觉很有道理;

Sounds simple but so many people screw it up. Seth talks about writing a personal email. But I see these mistakes in the emails I get from job seekers and people trying to get my attention for some other professional reason. Listen up staffing tools vendors, agency recruiters and the people that want me to introduce them to some nameless person within Microsoft that they can contact about their business idea/product concept, etc. Yeah, let me get right on that. I have a ton of extra time and absolutely no priorities. And I definitely would not rather be spending my time doing something else. Ooh, snarky.

I think the worst offenders are the folks that contact me through LinkedIn looking for a job. I can’t even tell you how many of these rules have been broken. But let’s just say that cut and paste isn’t always your friend. If you don’t take the time to craft an email that, say, addresses me by name and/or references my company, then can you really expect that I will take the time to review your resume and forward it along to the recruiters here? Really?

I get a lot of mail from people that don’t really know what they want to do at Microsoft. Oh yes, I actually do. If they don’t know, how the hell am I supposed to know? I always send them to our career site to find some positions that they could be interested in. I would like to believe that they are just experiencing a momentary lapse of reason and are not expecting me to wade through all of our open positions in order to find the ones that would be a fit for their background and that they would personally enjoy. You know, because I know them personally.

The thing is that I actually want to help people. But not if it’s a waste of my time. And helping people that don’t have the good sense to not spam a bunch of staffing folks or do a little research so they know who they are asking for help is definitely wasting time. So here are some of my rules for sending a job search email:

1) Address me personally. If you don’t, I know….KNOW that you are cutting and pasting. And if that is the case, I know that you think that your job search is a numbers game. Knock on enough doors, etc. That makes me think that you are not a sought after prospect. Or, it makes me think you are lazy. Either way… not good.

2) When and if you do address me by name, make sure it’s my name. We all know what mail merge is. Refer to #1 above. And on the same note, that whole “Sir/Madam” thing? Come on! Even if you are not from the US, you have access to the same interwebs I do and can identify “Heather” as a female name. Nobody has ever called me “madam” to my face…ever! Or “sir” for that matter.

3) You don’t have to send me a long email with a narrative of your professional life. It’s best to tell me where you work and what you do plus a little about any previous work that is relevant to the position that you are looking for (“I am currently working as an account manager at XYZ and previously worked at ABC in tech support.”), plus any experience with specific markets (“My experience is primarily in the healthcare and biomedical industries.”) and what you are looking to do (“I would like to get back into a role where I can utilize both my account management and technical expertise. I noticed a position open at Microsoft for a Technical Account Manager, focused in healthcare and feel I would be a good fit.”). The goal is to get the recruiters to view your resume, not to restate the resume. The email is, at most, a teaser.

4) If you are open to relocation, state it up front. It’s one of the first questions we will ask you.

5) If you reference specific positions or groups, include a job code from our career site. You should spend time on our career site looking regardless. Including job codes helps me get your resume to the right person. It also shows me that you are serious.

6) Don’t tell me you are willing to “do anything.” Wow, that is a red flag! OK, well first, nobody is qualified to do any/every job. So it’s not smart. And it sounds desperate. I know that it’s hard if you are out of work; that is probably an understatement. But despite this fact, you want to make employers feel that they would be fortunate to get you. Because you got skillz.

7) Don’t tell me about your personal life. There is some stuff that I am more comfortable not knowing. If you are sending an email to inquire about open positions, include only information that is relevant to the position. I know that people ask for advice and include a little personal info, and that is fine. But if you are reaching out to me about a position, I don’t need to know that the reason you want to relocate is that your mother-in-law is living with you and you’d like to leave her behind because she chews loudly. Just sayin’.

8) Attach your resume from the beginning. I’ll look at it and forward it along to any appropriate recruiters. It’s how I roll. So withholding it and asking me to tell you more about the position is just going to result in extra emails.

9) You can ask me to spend some time talking to you about a position or group, but it’s not going to happen. Of course we all want that. It might be reasonable if you are reaching out to a recruiter and you have all of the requirements of an open position (be honest with yourself about that too), but consider whether the person you are reaching out to is the recruiter for the open positions or even a recruiter at all. And to that end…

10) When you are reaching out to someone at a company, especially when you are asking for something, take a little time to research them. Just search on their name (might I recommend that you Bing them?).  It might inform how you engage that person. For example, if someone did a search on my name, they would find that I am not currently a recruiter but I do work in Staffing, that I am female (picture frequently accompanying my contact info), that I am a blogger, that I am open to forwarding resumes and that I provided a list of how to write an effective job inquiry email.

I don’t mean to be overly critical. Any one of these things is not a deal-breaker but most of it seems like common sense. You obviously want to make a good impression and get your resume in the right place ASAP. So yeah, consider this a little email tough love.

 

原文链接如下:

http://www.cqumzh.cn/uchome/space.php?uid=102519&do=blog&id=278386

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