撰寫完美且專業的英文電子郵件

撰寫完美且專業的英文電子郵件
How to Write a Perfect, Professional Email in English

電子郵件比商業書信較為不正式。然而，在商業界仍要避免使用非正式的用語。電子郵件或許比較快速與更有效率，但客戶或商業夥伴不會容許太草率的信件。不用擔心！以下的簡單秘訣將可讓你的英文電子郵件提升到的專業水平。
Although emails are often seen as less formal than printed business letters, in the business world you cannot afford to let your language appear to be informal. Email may be faster and more efficient, but your client or business partner will not easily forgive correspondence that is too casual. Not to fear! Read on to discover simple secrets that will add a high level of professionalism to your English emails.


開頭的問候語
電子郵件的開頭一定要先行問候，這是非常重要的，例如：「Dear Lillian,」。根據你與收信者的親疏遠近，你要稱呼他們的姓而非他們的名，例如：「Dear Mrs. Price,」。如果關係較為親近，你可以說：「Hi Kelly,」。如果你與某家公司而非個人聯繫，你可以寫「To Whom It May Concern:」
Begin with a greeting
It's important to always open your email with a greeting, such as "Dear Lillian,". Depending on the formality of your relationship, you may want to use their family name (surname) as opposed to their given name (first name = forename), i.e. "Dear Mrs. Price,". If the relationship is more casual, you can simply say, "Hi Kelly," If you’re contacting a company, not an individual, you may write "To Whom It May Concern:"


向受文者致謝
如果回覆客戶的詢問，你可先表達感謝。例如：如果某人詢問你的公司，你可以說：「Thank you for contacting ABC Company.」。如果某人已經回覆你先前的電子郵件，務必要說：「Thank you for your prompt reply.」或「Thanks for getting back to me.」。如果你還有其他感謝受文者的方式，那就去做吧。這樣受文者會感到自在，你也會表現得更有禮貌。
Thank the recipient
If you are replying to a client's inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, "Thank you for contacting ABC Company." If someone has replied to one of your emails, be sure to say, "Thank you for your prompt reply." or "Thanks for getting back to me." If you can find any way to thank the reader, then do. It will put him or her at ease, and it will make you appear more courteous.


表明你的目的
不過，你可能無法用感謝詞來作為電子郵件的開頭。在這種情況下，你可以表明目的。例如：「I am writing to enquire about…」或「I am writing in reference to…」。儘早在電子郵件中清楚說明目的，然後進入郵件的主題內容。記得要注意文法、拼字及標點符號，避免冗長的句子，讓句子簡潔明瞭。
State your purpose
If, however, you are initiating the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, "I am writing to enquire about ? or "I am writing in reference to ? It's important to make your purpose clear early on in the email, and then move into the main text of your email. Remember to pay careful attention to grammar, spelling and punctuation, and to avoid run-on sentences by keeping your sentences short and clear.


結束語
結束電子郵件以前，可禮貌性地再次感謝受文者，或者再寫些客氣的結束語。你可以先說「Thank you for your patience and cooperation.」或「Thank you for your consideration.」，然後接著說「If you have any questions or concerns, don't hesitate to let me know.」及「I look forward to hearing from you.」
Closing remarks
Before you end your email, it's polite to thank your reader one more time as well as add some courteous closing remarks. You might start with "Thank you for your patience and cooperation." or "Thank you for your consideration." and then follow up with, "If you have any questions or concerns, don't hesitate to let me know." and "I look forward to hearing from you."


結尾辭
電子郵件的最後一步是使用適切的結尾辭與屬名。專業用語是「Best regards,」 「Sincerely,」及「Thank you,」，避免使用結尾辭「Best wishes,」或「Cheers,」，因為這些辭語是在非正式及私人電子郵件中使用。傳送電子郵件以前，請再次檢查電子郵件中的拼寫，確定你的電子郵件完美無暇！
End with a closing
The last step is to include an appropriate closing with your name. "Best regards," "Sincerely," and "Thank you," are all professional. It's a good idea to avoid closings such as "Best wishes," or "Cheers," as these are best used in casual, personal emails. Finally, before you hit the send button, review and spell check your email one more time to make sure it's truly perfect!