Part I　Introduction

Nowadays, e-mail has become the dominant form of communication for most businesses. However, some users make e-mails against them by paying little attention to grammar, spelling, punctuation, capitalization, format and tone, etc. We need to take time over the format and message in order to make e-mails work for us.

Guidelines for writing effective e-mails

1. Give an appropriate subject line

A subject line is the first information the reader will get about the e-mail. An appropriate subject line will help the reader catch the main idea of the e-mail. Readers with huge inboxes will not open your e-mails with blank or vague subject line. Take time over your subject line. Make sure it is specific, concise and to the point.

2. Use appropriate greeting and signing off

Many readers dislike receiving e-mails without greeting and complimentary close. Choose an appropriate form according to your relationship with the reader.

3. Use correct format

A correct format will help make your e-mail more readable. Leave spaces between paragraphs. Make sure that one paragraph sticks to one idea.

4. Use friendly tone

We need to write in our reader’s shoes. With the right tone, communication will be easier and more effective. Otherwise, you could offend or lose an important business contact. A good writer is able to choose his words carefully and get the tone right.

5. Be accurate in grammar, spelling, punctuation and capitalization

Your readers, especially those who do not know you well, will be much more impressed by your communication skills if your e-mails have accurate grammar, spelling, punctuation and capitalization.

6. Use attachments when necessary

If you have lots of information to share, send it as an attachment with a brief covering e-mail instead of sending a long and overwhelming one.

电子邮件是一种用于社会交往和商务联系的电子化信函通讯方式，也是现代办公和商务沟通过程中最主要的一种书面沟通方式。电子邮件通常由邮件头和正文两部分组成。邮件头（Heading）包括收件人的e-mail地址和主题行（Subject line），均由发件人输入，发件人的地址和发件时间电脑自动生成。电子邮件正文的书写方式与常规信函相同，包括称呼语、正文段落、结尾客套语和署名。