職場英文Email格式、回覆方法大拆解,2分鐘寫好email!

想寫一封好的 Email,就要先了解 Email的架構,美國 Carnegie Mellon University 在 Basic Structure of an Email 中,將 Email 內容分為七個要素:

1. Subject line
2. Greeting
3. Identification of self
4. Reason for email
5. Describe situation 
6. Closing Line
7. Signing off

 

一、信件主旨(Subject Line)

信件主旨就是要讓收件者「在最短時間內了解這封信的目的」,所以不要把寫主旨當成作文,寫出 “I want to…” 這種長句,精練的點出信件主旨就好囉!

※舉例而言,

  1. “Requesting information about X”
    「請對方提出有關X的資訊」
  2. “Sales Promotion for X”
    (通知收件人)「有關X的促銷活動」
  3. “Interested in learning about X”
    「請對方教導、分享關於X的知識」


二、開頭稱呼語(Greeting)

稱呼語會依照寫信對象的身分和關係而調整,

※寫給朋友、熟悉的同事:
可以直接寫 Hi / Hello 加上對方的名字(first name),
如 ” Hi John,” “Hello Tammy,”
—–
※寫給主管、長輩等寫正式信件:

寫Dear + Mr. ∕ Ms. + 對方姓氏(last name/surname)∕ 職位 ∕ 全名,舉例而言,若要寫信給美國總統 Donald Trump,
可以寫
“Dear Mr. Trump,”
“Dear Mr. President,” 
“Dear Mr. Donald Trump,”
—–
※如果不知道收件者的性別:

可以用 “To Whom It May Concern,” 

—–
※寫求職信時,
寫 “Dear Hiring Manager,”,直接對雇用經理展示你的敬意
—–
※註,(有點複雜大家解釋一下~):
Mr. 為「先生」,是 Mister 的簡寫,
Ms.是「女士」,未婚、已婚女士皆可適用,
Miss 為「小姐」,只適用於未婚女子;
Mrs. 只能用於已婚女士,後面會加上丈夫的夫姓


三、介紹自己(Identification of self)

如果與收件者不熟,或是透過其他方式拿到對方的聯絡方式,在信件的開頭介紹自己、解釋與對方的關係是很重要的~

—–
※寫信給教授:

  1. “I am a student in your(class name).”
    (我是您某堂課的學生)
  2. “My name is Jessie Chen, Professor Lin gave me your email address.”
    (我叫 Jessie Chen,透過林教授得到您的電子信箱)
  3. “My name is Jaime Smith. We met last week at the Conference at X University.”
    (我叫 Jamie Smith,我們上週在X大學的會議中見過面)


四、解釋寫信目的(Reason for email)

比較正式的常用句型為 ” I am writing to V. …”

—–

  1. ” I am writing about ∕ in reference to ∕ regarding to…
    (這封信是關於…)
  2. ” I am writing to inform you that ∕ of… “
    (我想通知你…)
  3. ” I am writing to enquire ∕ inquire about…”
    (我想問有關…)


五、解釋情況、需求(Describe situation)

這部分的長度因情況而異,記得寫信不用刻意挑困難、冷僻的字寫;簡單、清楚地告知自己的情況或需求,讓對方快速了解就好囉!

另外,建議段落的第一句話用主題句(Topic Sentence),簡單解釋該段的重點和內容,可以幫助收信者快速閱讀,抓到每段的重點!


六、解釋後續規劃(Action Plan)

解釋完自己的情況、需求後,如果有需要收信人協助的部分,可以參考以下幾個範例句型:

—–

  1. “I would be more than happy to meet at your convenience.”
    (希望能在你方便的時間見面)
  2. “If you’re free, I’m available to meet on X day at X time.”
    (如果你方便,希望能在X天X點見面)
  3. “If you have some free time, would you be able to give me a call?”
    (如果你有空,希望你可以打電話給我)


七、結論語句(Closing line)

寫完信件內容後,通常會請對方回覆自己的想法或問題,以下的例句可供參考:

—–

  1. “Please feel free to contact me if you need any further information.”
    (如果你需要任何進一步的資訊,歡迎隨時聯繫)
  2. “If you require any further information, feel free to contact me.”
  3. “If you have any questions, please feel free to contact me.”
    (如果你有任何問題,歡迎隨時告知)

—–

  1. I look forward to hearing from you soon / meeting you next Tuesday.
    (希望能盡快得到你的聯絡 ∕ 我很期待下周二與你見面)
  2. I’m looking forward to your reply.
    (我很期待收到你的聯絡)

※註: “look forward to +Ving” 表示期待、期盼的意思


八、結尾用語(Sign-off)

終於來到Email的結尾!以下為幾種常見的結尾用語:

※正式Email(寫信給長輩、上司等)

  1. Yours sincerely, ∕ Sincerely,
  2. Yours respectfully, ∕ Respectfully,
  3. Best regards,
  4. Best wishes,
  5. Cordially, (「誠心地」意思)

—-
※非正式Email

  1. Cheers, (除了「乾杯」外,這個詞也有「謝謝」和「掰掰」的意思喔)
  2. Best, (為 “Best Regards,” 的簡稱,但比較沒有距離感)
  3. As ever,

更多英文書信範例

道歉信
Dear [client’s name],

Please accept my deepest apologies on behalf of [company or business name] for the poor experience you had at our restaurant.

I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.

As a token of our apology, please accept a gift card in the amount of $50.00 that can be used at our restaurant in the future.

I hope to greet you again soon at [company or business name].

Yours sincerely,
[Your name and job title]

跟新客人聯繫
Dear [Sir/Madame/Name],

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs.

At [company name], there are a number of services we can offer, such as [short list of services]. Our employees are also highly dedicated and are willing to help you with your every need.

I’d love the opportunity to speak or meet with you to discuss your needs further and to tell you more about how [company name] can help you succeed. You can contact me at [phone number] with any questions you may have.

Thank you, [Your name]

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