如何发送和回复邮件

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很多人认为Email是传统信件的网络形式,其实事实并非如此,Email并非是传统信件的电子或者网络形式,发送Email时与传统意义上的信件并不一样。例如Email应该以内容点为分隔,而不是段落。学术界关于Email虽然也有争论,但是以下几点还是普遍都认可的。

不要询问显而易见的问题

在询问问题之前,先学会Google或度娘,找不到了再发送邮件询问。如在邮件中询问论文格式了,投稿样式了等等诸如的问题,完全可以在网站上找到或者搜索到。问这样的问题只能降低自己的智商。

题目

Email的题目应该言简易赅,让读者一下子就能了解信件内容。

可能编辑每天收到大量的邮件,光处理邮件就花费大量的时间。因此,邮件题目说的模棱两可能让人冒火。有时间题目可能看上去不太礼貌,其实并非如此。如果坚持认为是虽然题目一下子点出了Email的内容,但是欠缺礼貌,也没关系,可以在邮件内容中加上「Thanks!」

内容以点为分隔,而非段落为分隔

一个内容一行,不要以段落为分隔。

以点为分隔的好处在于收信人一下子就能抓住信件的内容。

不要以传统的段落写Email,你还想让编辑们没事给你提取主要内容,外加中心思想去?编辑们没这空。

另外,重要点之间建议以空行为分隔,这样看上去更能让读者抓住重点。

例如:不要这样写

I had some ideas about using X to do Y. Is that possible?  It doesn't seem possible to do X without doing W.  I also thought we might be able to do A. I saw paper on B.  Did you read it?  I really like Q because R, S and T.

其实应该这样写更好:

I had some ideas about using X to do Y. Is that possible?

It doesn't seem possible to do X without doing W.

I also thought we might be able to do A.

I saw paper on B.  Did you read it?

I really like Q because

1. R;

2. S;and

3. T.

回复邮件也要据点回复

回复邮件时,也要据点回复。如果回复邮件时同联系人有讨论,不要把讨论内容放在邮件的前面,应该根据每个问题逐个说明。

例如不应该这样写:

You can't use X to do Y, but you can do Y with U and V.  You're right about X and W. Agreed - we might be able to do A. I haven't seen the paper. Can you send it? Q is nice, but R is too expensive and S will take too long. T is feasible.

Your friend wrote:
> I had some ideas about using X to do Y.
> Is that possible?  It doesn't seem possible to
> do X without doing W.  I also thought we might
> be able to do A. I saw paper on B.  Did you
> read it?  I really like Q because R, S
> and T.

应该这样写:

> I had some ideas about using X to do Y. Is that possible?

No, but you can use U and V instead.

> - It doesn't seem possible to do X without doing W.

That's right.

> I also thought we might be able to do A.

Agreed.

> I saw a paper on B. Did you read it?

No. Can you send it?

> I really like Q because

I like it too.

>  (1) R;

Too expensive.

>  (2) S; and

That will take too long.

>  (3) T.

That's feasible.

但是如果问题就一个或者就其中的一个问题进行回复,可以把回复内容放置在最前面,但是把其它不相关的内容建议全删除掉。

把行动纲目放置在最前

如果回复邮件中有必须做的事情,把这些事情放置在最前,而不是融于整个信件内容之中。这样可以让读者对于要做的事情一目了然。

例如不应这样写

page of text on who is eligible for X

Can you send nominees for X before date Y?

应该这样写:

Action item: Send nominees for X before date Y.

page of text on who is eligible for X

根据内容重要程度排序

一封Email中内容的重要程度是不同的,应该把最重要的东西放在最前面,把最不重要的东西放置最后。

假设读者只能注意到邮件只有前5行,那就把最重要的东西放在这5行之内。

回复人

当回复邮件时,先选择回复全部人。

当写完邮件时,再决定确切回复谁,把不需要回复的人删除掉。另外如有新人联系人要回复,也需要添加上。

礼貌

不要忘了在邮件中加上「请」「Please」「谢谢!」「Thank you」之类的客气词。

现在和以往不同了,「Thanks!」要比「Sincerely」看上去更真诚一些。

本文编译于http://matt.might.net/articles/how-to-email/

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