HOW TO WRITE PROFESSIONAL EMAIL

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HOW TO WRITE PROFESSIONAL EMAIL
Editor Angela Lee/MXIC Test Div.(OG100) Data
source James B. De Lange/B.E.S.T (Business
English Service Training Co., Ltd.) Date
November 28, 2001
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Lecture on How to Write Professional Email
CONTENTS ? Introduction ? Requests ?
Follow-up Emails ? Reminders ? Postponements
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INTRODUCTION
What is a Good Business Email? A good business
email is one that can clearly effectively
deliver your intention,meaning,background/or
reason.
???????????????, ??????????. ???????.
Why are good business writing skills important?
1.Customers see your writing more than they see
you. 2.Good writing skills show that you really
care. 3.Good writing skills contribute more
forcefully to arguments/persuasion/selling. 4.Good
writing skills reduce risk of losing a customer
or damaging a customer relationship,and foster
good relationships with colleagues.
??????????????Email,?????????. ???????????????????
????,??????????????????????????.
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BUSINESS EMAIL REQUESTS
Requests A request is a message asking the
receiver to do something.
??????????????????REQUEST??.
1. Focus immediately on the information you
need.Make your call for action(the main idea)at
or near the opening of the email. 2. Tell why you
need the information if the reason is not
obvious. 3. Emphasize due dates.Phrases such as
at your earliest convenience or as soon as
possible seem polite, but they make it easy for
the reader to delay answering if you have a due
date in mind, say so. For special emphasis put
the due date in a paragraph by itself. 4. Supply
any further information, contact names and
numbers, or forms so the reader can respond
quickly and easily.
???????????????. ??????????????????. ??? at your
earliest convenience ? as soon as
possible????????,??????????????????????. ?????????
????????.?please give me a call ,????contact me
(??!??with..??????????contact with
me)??????.?????email,fax,.?.
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EXAMPLE OF REQUESTS
????????????REQUESTS??
Dear James, Thanks for your preparation and time
on this project. Ive attached (or Attached
please find ) the process flow charts you
requested. As to the exact implementation date,
Elaine will coordinate with the supervisors
involved and let you know by December 7. Since
this training is not in our original approved
budget,I would appreciate it if you could provide
me with some cost information. Thanks you very
much. Best regards,
??????make a request , ????????? I would
appreciate it if you could .( do something).
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BUSINESS EMAIL FOLLOW-UP EMAILS
Follow-up
1
State immediately that the email is a follow-up.
Restate your original message and request. ??1gtI
am writing to follow up on our earlier decision
to . ??2gtAs a follow-up to our phone
conversation yesterday, I wanted to get back to
you about our agreement to ..
????????? Follow-up??,??????????????, ?????? Per
your requirement.., As our decision.., As you
requested .,As we discussed..
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BUSINESS EMAIL FOLLOW-UP EMAILS
Offer an excuse for your readers failure to
reply-- one that will allow him or her to save
face for having failed to respond by the
specified date or to acknowledge receipt of your
request or message. Even a phrase such as, Could
you let me know the status of implies some
progress. lt??gt I can understand how busy you are
this time of year, especially with budget reviews
going on. However, I would really appreciate it
if you could update me on the status of this
order by Friday so that I can inform our
customer.
2
?????????????????,???Follow-up?????????? ---
???????,??????????. ?????, ??????DELAY????REQUEST?
, ?????????, ?????????????????,?????????????
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BUSINESS EMAIL FOLLOW-UP EMAILS
Emphasize the critical need for a response. If
you can, find reader incentive for the action. If
appropriate, use the if-I-dont-hear-from-you-by
approach state your next action if you get no
response. In order to complete our customers
order and deliver on schedule, I will need your
reply by September 20 at the latest. If I dont
hear from you by October 20, I will assume that
you are committed to the travel dates we set in
last week Fridays meeting (December 3-6
ShanghaiDecember 7-8 Beijing).
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?????????,????????. ??????????,????????????? If I
dont hear from you by , I will .. ??
Mr.James?????????????????????????,??????????????.
??,??????????????, ?????????????????????.
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EXAMPLE OF FOLLOW-UP EMAILS
Dear Betty, Could you please check why Orders A04
and A07 of the Anvil 6400 still do not have
shipping dates? (The order had been entered for 7
days). At this time, the shipping date of Orders
A05 and A06 had been given as September 9. If at
all possible, we would like to move up the
shipping date for all orders (A04,A05,A06 and
A07). HP is a very important customer for us, and
a delay is certain to negatively influence our
business with them. I hope we can have a reply
from you by Thursday so we can update UP. Best
regards, (or sincerely yours,)
? ?
1.????I wish.,??wish??????????????.??. I wish I
can fly in sky. 2.????Your prompt response will
be highly appreciated. ? I would highly
appreciate your prompt response.
??????follow-up????????. 3.??kindly Please
kindly give me your reply. ?????????????.??kindly
?please??,???????please??????????????.
????? 1.?(?)? Bst rgrds, --- ????????,????You
really like a busy person. 2.???? REGARDS, Best
Regards --- ??????????????????????,???????????????
??????! 3.Truly yours ????LOVER?????,?????????! 4
.Thanks and best regards ????????????.Thanks?????
,???????regards????.
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BUSINESS EMAIL REMINDERS
Reminders

• State up front the item you wish to remind the
  reader about and his/her expected action.
• Just a reminder to you that ..
• Just a note to confirm you will be .
• Im just writing to remind you of
• Make the reminder as complete as the first
  announcement.Repeat all necessary information --
  time, date, place, purpose, topics of concern,
  deadlines, and so forth.
• In emails, its a good idea to mention in both
  the subject line and the body of the memo the
  word reminder. Otherwise, the reader may think
  you are sending him new information containing
  some detail about which he or she was unaware
  beforehand.

??????reminder???????????,??????????.
Mr..James ??????????, ?????????????reminder???,
?????????????.
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BUSINESS EMAIL REMINDERS
Reminders

• If the reminder is sent due to some change in the
  former plan or announcement, call special
  attention to that change. To add emphasis, place
  that detail alone in a separate paragraph or
  underline or capitalize it.
• Please note we had originally ..
• This location is different from the one we had
  previously discussed on the phone.
• Theres been a CHANGE ! Please re-mark your
  calendars .

?????????????????????, ??????????/????????????,???
?????????????????????,????????.
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BUSINESS EMAIL REMINDERS
Reminders

• Request confirmation, if necessary.
• Would you please phone me before May6 if we can
  count on you to participate?
• Would you please reply to this email if you plan
  to attend?
• If we dont hear from you by May 6, we will
  assume you will be unable to join us in this
  effort.

??????Reminder?, ????????confirmation???,?????????
????????.
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EXAMPLE OF REMINDERS
? ?
Reminders
Dear Harold, Recognizing your very busy schedule,
Im sending you this note as a reminder that you
were going to select ten sales managers who will
participate in our upcoming management seminar on
December 15. Please check off the names of those
who will be attending in the attached Excel
file. If at all possible, could you get this list
to us before December 2? In this way we can
distribute pre-training materials to the
participants in advance, and they will have
plenty of time to peruse the materials before the
training begins. Im sincerely looking forward to
working with you on this project. Best regards,
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BUSINESS EMAIL REMINDERS
??Nicole???James???????Training
Postponements
????? I apologize you for not replying you
sooner .???? I apologize for not replying sooner
to you.
Dear James, I apologize for not replying sooner.
Christine is back this week. After we discussed
the Management training with our production
managers, we are afraid we have to postpone this
training due to the recent economic downturn and
sales below our projections. Because of this, we
are utilizing our financial and time resources in
other areas at this time. Production management
prefers to postpone this training until at least
the 2nd quarter of 2002. Your patience and
cooperation are highly appreciated. I will inform
you at the appropriate time to reschedule this
training. Best regards, Nicole
????????? economic downturn (?????) . ??????
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IMPROVING YOUR BUSINESS ENGLISH SKILLS
To improve your Business English Skills
??????????????
? Focus on English for the specific purposes you
need in your field. (??????,?????????????) ?
Understand that spoken and written language is
very different. (?????????????????) ? Focus on
being aware of and looking for phrases(collocation
) whenever you are reading in English or
listening to English. (?????????????,?????????????
??) ? Put some pleasure back into studying
English Always reserve some of your study time
just for reading for just fun. (??,??????????????
??? ????)
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THE END
???? ? ???!