电子邮件写作
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E-mailwriting 电子邮件写作

1.E-mail is a good way to get your message across when:

✧ You need to get in touch with a person who is hard to reach via telephone, or is not located in the same part of the country or world.

✧ The information you want to share is not time-sensitive.

✧ You need to distribute information to a large number of people quickly . ✧ You need a written record of the communication

2.E-mail is not an effective means of communication when:

✧ Information is highly confidential. E-mail is NEVER private!

✧ Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face.

✧ Your message is emotionally charged or the tone of the message could be easily misconstrued

3.Emails: The Basics

Never send an empty email

✧ Include: subject, salutation, message, and closing salutation

✧ Check for spelling, punctuation, grammar

✧ Remember: once you press send , there’s no going back

4.Rule1:A clear subject

✧ Don ’t leave “Subject ” as blank

✧ Make the subject as concise and concrete as you can

✧ Ensure any confidential/sensitive/offensive information are not shown in “Subject ” ✧ Case 1

✧ David will visit China and attend a technology conference in Shanghai. During his stay there, he will also visit 2 local clients for product demo. 5 days prior to his arrival, one of the client visit has been cancelled. In addition, he will also check in

another hotel since the formerly booked one is not available anymore. As David’s counterpart in China, you need to inform David about this.

✧ Case 1:

✧ Is the highlighted email subject appropriate?

✧ What else should NOT be included in an email subject?

✧ Answers:

✧ Not appropriate. Because salary information are confidential.

✧ Other information should NOT be shown in the subject include

✧ Sensitive information

✧ Offensive information

5.Rule 2:Be Professional

✧ Watch your tone and intonation

✧ Try to use a positive tone as possible

✧ “When I finish my assignment, ” not “If I finish my assignment... ”

✧ Be civil, even when complaining (even when you are angry, use polite language) ✧ Don’t try to use slang or abbreviation

Rule 3. Company E-mail is not private

Rule 4. Don’t use the group sending function, unless the message needs to reach everyone.

Rule 5.tell your expectation directly to the recipient

If any action needs to be taken by the recipient, state that in your closing paragraph. Rule 6. Appropriate response, and answer all the questions

✧ Prompt responses are always appreciated

✧ Even if you could not immediately handle the requests, please let the sender know

your situation and propose your follow up action

✧ Emails: Content

✧ Write in short paragraphs

✧ Get straight to the point – don’t waste time waffling. Split your email into two to four

short paragraphs, each one dealing with a single idea.

✧ Stick to one topic

✧ When Emailing your Professors

✧ Refer to the class you are taking

✧ Explain the situation related to the question you are asking

✧ Mention attachments (if you are attaching a homework assignment or some other

document), and send as:

✧ DOC files (especially for foreign professors who may not have specialsoftware

program on their computer)

✧ remember that 한글워드/こんにちは is not used internationally

✧ Good email

Subject: Late penalty for homework

Attachment: KimYAessay1.doc

Dr. Hong:

I am in your Monday / Wednesday English writing class. The deadlines for the essay given in class and on the web were different. As a result, some students may have received a late penalty by mistake, if they followed the wrong deadline. According to my notes, the web deadline is 2 days after the deadline given in class.

I would like you to consider removing the late penalty. There have been a number of complaints from fellow classmates who feel the same way. Please take this into consideration.

I have attached my original essay with your score if you would like to review my work before making your decision. Thank you.

Regards,

Yeona Kim

✧ Bad email

⏹ Subject: Hello!

⏹ Hi Jack!!!!

⏹ Professor, I am very upset about the late penalty. You gave the

wrong dates for the assignment. I wanna get a better score. Give

me back 5 points because you made a mistake. Please, please,

please, please!! I am so sad if you don’t help me ToT.

✧ Questions to Ask Before You Hit Send

✧ Does the email include precise and concise subject?

✧ Have I used the appropriate tone?

✧ Is my email too wordy (or is it not wordy enough)?

✧ Have I put all I want to address?

✧ Have I proof-read my message? Make sure your spelling and grammar are correct.

Errors will make you look careless.

✧ Have I attached attachments appropriately?

✧ Do I overuse the high priority or confidentiality option?

✧ Assignment

✧ Imagine your professor missed a class and set up a make-up class at a time that you

could not attend. Because you missed the make-up class, your final grade for the semester fell from A- to B+. Write an email to your professor to complain about this situation.

✧ 2.write an email regarding

✧ Your academic success of this semester

✧ inquiry about teacher’s evaluation of your writing course.

⏹ (Be sincere, direct and polite in your email writing.)