手机版
Through the decades the way we communicate in business has changed considerably. From the time of the pony express in 1860 to our present day in age, e-mail. We now can instantly deliver an electronic message to anywhere, with just a click of a button.
With speed and convenience we can spread the word easily. So rapidly in fact that we can easily over look some major guidelines to sending an effective email. Just because electronic messaging gives us the advantage of rapidly composing, speedy delivery and way of quick feedback we often forget some special points.
So what is the proper way to compose an email on might ask? Well first off a main point some often over look is the proper use of a subject line. (I find myself making this same mistake.) When filling in the subject line you have around 25 character spaces to get someone’s attention. The best way to do this is to use capitals for the main point of the message, than followed by a short description of the nature of the main point. For example “meeting tomorrow” versus “DECISION NEEDED: We are choosing new product line today.” (Brogan, 2008)
Okay now you have your attention line which will guarantee more than a glance, what about the meat of the message? Well first are you responding or will this email be an introduction? If you are providing feedback to a prior email, respond as soon as possible. Even if you can’t give the sender an answer right away, you can at least let them know that there email was received and is being reviewed. Often when you reply less then 24hrs since the message was sent out people will be a little more patient for the actual response knowing you received it and gave them the courtesy of letting them know you have. (Email etiquette, 2001-2008)
For an introduction message or one that would require a response, you should get to the point. People are generally very busy and will normally scan through the message. With this in mind, don’t use fancy text, skip two lines when making a new paragraph, and deliver your points swiftly and grammatically correct, not forgetting to properly introduce who you are and why you are sending the email in the first place. Know your audience as you would when writing a letter. Remember this could be your one and only chance to get your message across, so be clear and accurate; proofread, use spell check than proofread again. (Bauer & Jerz, 2000)
Lastly, end your email with a professional signature line; who you are, your title and contact information. Also remember to always be aware that when an email is sent through a server it most likely will be archived on the main server. Meaning when you send an email review your message thoroughly; if my corporation or any other outside agency would see this email could it be used against me in an investigation? (Brogan, 2008) Remember to always be professional and be clear so the reader can properly understand and be able to respond, just the same.
多年来，我们商务交流的方式已有了极大改变，从1860年通过马匹传递信息的年代到如今的电邮。现在只需点击一下，我们就能即时把电子信息传到任何地方。
我们能够快速便捷的传递信息，也由此很容易忽视发送有效电邮的注意事项。因为电子信息让我们能够迅速书写、快速发送和即时回执，我们也会经常忘记一些关键点。
那么，有人可能会问，怎样才能恰当的书写电邮呢？首先，很多人容易忽视的关键是主题的正确书写（我自己都犯这个错误）。在主题栏，你可以填写大约25个字符的空格以吸引他人的注意。最好在关键的地方用大写表示，接着简短描述主要内容。例如，“明天的会议”与“待定：我们今天选择新生产线。”(Brogan, 2008)
现在有了主题，将确保收件人重视此邮件。邮件的正文呢？首先你是回信还是写信？如果是回信，就得越快越好。即使你不能立刻答复发件人，你至少让他们知道你已收到并阅读了邮件。通常情况下，如果在邮件发出后的24小时内回复，发件人知道你已收到邮件，也很注意礼节，就会更耐心的等待答复。(Email etiquette, 2001-2008)
如果是写信或需要回复，你应直击要点。商务人士一般很忙，通常只是粗略看一下邮件�？悸堑秸庖坏�，不要使用修饰文段，重起段落时空两行，快速准确的传达要点。当然不要忘记首先恰当介绍你自己，注明写信目的，了解写信对象。记住这可能是你传达信息的唯一机会，所以要清晰明确；通过拼写检查校对。(Bauer & Jerz, 2000)
最后是专业的结束语，写明你的姓名、职务和联系方式。同时始终记住你的邮件是通过服务器发送的，很有可能存入主服务器。意味着发邮件时要仔细检查，如果我的公司或其他外部机构看到此邮件，会不会用来调查我？(Brogan, 2008) 请记住，始终做到专业明确，收件人才能正确理解，及时准确的回复。
