E-mail Messages

E-mail MessagesE-mail Messages

Practical Writing

Practical Writing: Writing E-mail Messages Practical Writing: Writing E-mail Messages

About E-MailAbout E-Mail

Sample Reading Sample Reading

Guidelines for writing E-mail Guidelines for writing E-mail messagesmessages

ExercisesExercises

About E-MailAbout E-Mail e-mail 一般由三部分组成 :

邮件头（ e-mail header ） , 正文（ message content ） ,

签名（ signature ）From: 寄件人邮件地址To: 收件人邮件地址Cc: 抄送Subject: 主题Date: 日期Bcc: 暗送Attachments: 附件Message content: 正文Signature: 签名

Sample 1:From: Jackson He To: Snow White Cc: [email protected]; [email protected] Subject: meeting summary Attachments: the meeting summary Date: Sun, Aug 10th, 2003 09:09:42

Dear Snow: I have distributed the meeting summary to all of you, but none of you have raised any questions. This is to ask for response from you. Attached is the meeting summary. Please read it carefully and don’t hesitate to raise your questions. Thanks! Jackson


Sample 2:From: [email protected] To: [email protected]: lunch at Holiday InnDate: 2006-10-08 09:10:13

Forest,

I was very glad to learn from your message that you will be in Beijing next week and I’d be delightedif you could spare an hour for lunch on October 12 at the Holiday Inn.

Unless I hear from you, otherwise I’ll wait for you in the foyer of the Holiday Inn at about 12:30.

Best RegardsRain


I. Message AddressesI. Message Addresses1. Be careful when addressing your e-mail. There are 1. Be careful when addressing your e-mail. There are addresses that may go to a group, but the address addresses that may go to a group, but the address looks like it is just one person. Know to whom you are looks like it is just one person. Know to whom you are sending each message. sending each message. 2. Watch cc’s when replying. Don’t continue to include2. Watch cc’s when replying. Don’t continue to include thethe people irrlevant if the mail has become a two-way people irrlevant if the mail has become a two-way conversation. conversation. 3. Verify all addresses before initiating a long or personal 3. Verify all addresses before initiating a long or personal discourse.discourse.

Guideines for writing E-mail Guideines for writing E-mail messages messages

II. Message ContentII. Message Content 1. Think first! Remember that the other person cannot see your face or hear your voice and therefore cannot determine the emotional context of the message. Sarcasm ( 讲反话 ) can easily be misinterpreted. 2. Be careful with upper case. Upper case looks as if you’re shouting, which may be considered rude. 3. Be brief without being overly terse. When replying to a message, include enough original material to be understood, but no more. It is extremely bad form to reply to a message by including the entire previous message; edit out all the irrelevant material.


III. Attachments & the Size of E-mails III. Attachments & the Size of E-mails Know how large a message you are sending. Including large files such as postscript files or programs may make your message too large to deliver or at least consumes excessive resources. Consider file transfer as an alternative, or cutting the file into smaller chunks and sending each as a separate message. In the rare cases where it is necessary to send a large file, keep in mind that the UXB Internet Servers will not accept e-mail messages larger than 3 megabytes.


Ex. 1. Complete the following e-mail in reply Ex. 1. Complete the following e-mail in reply to Jackson He, the sender of the above to Jackson He, the sender of the above sample e-mail, according to the following sample e-mail, according to the following information.information.

以 Snow White 的名义回复，邮件地址是 [email protected] .抄送至： [email protected]内容：收到邮件并致谢。同时表示自己对总结没有问题要问。告知对方自己这两天一直在思考推销计划（ promotion plan ），认为它听起来不错，但不尽完善。这是自己在会上就提了的。可能的话，最好先做市场调查（ market investigation ），然后实施推销计划。。

Exercises Exercises

From: _______________ To: ____________ Cc: __________________ Subject: _____________________ Date: __________________________ Dear _______ Got it. Thanks. I have ___________ about the summary. These past two days I’ve been _______________________ plan. Although it sounds ____, the plan, as I mentioned at the meeting, is far from ______. Probably it’s better for us to _______________________ before we carry the plan out.

With best regards, ______

[email protected]

[email protected]

reply to meeting summary

(Mon, Aug 11th, 2003 08:30:45) Jackson

no questions

good

[email protected]

thinking about the promotion

perfect have a market investigation

Snow

Ex. 2. Rearrange the e-mail message.

① To: 〈 [email protected] 〉

② Dear Ted,

③ Sincerely yours,

④ Date: 2006-2-20 16:44

⑤ From: Paul

Anderson 〈 [email protected] 〉

⑥ We may also take some side trips during the

week, so any information you may have on

other locations around your area would also be

helpful.

⑦ Paul Anderson⑧ I am planning a vacation to your area this summer and would like to get some information on Shanghai. I need to find a decent place to stay, some affordable restaurants and find out what kind of activities there are to do while I am there. I am planning to travel at the beginning of July and hope to stay for about a week. Can you also send me a list of events taking place around that time?⑨ Thank you for your time and I hope to hear from you soon. ⑩ Subject: My Travel Plan

1 2 3 4 5 6 7 8 9 10

⑤ ① ⑩ ④ ② ⑧ ⑥ ⑨ ③ ⑦

Ex. 3. Ex. 3. The following is an e-mail. Read it and tThe following is an e-mail. Read it and then answer the questions. hen answer the questions.

From: [email protected] (Promotions) From: [email protected] (Promotions) To: [email protected] (Marketing) To: [email protected] (Marketing) Cc: [email protected] (General Manager) Cc: [email protected] (General Manager) Subject: invitations Subject: invitations Attachments: format of invitation Attachments: format of invitation Date: August 16th, 2003 Date: August 16th, 2003

Exercises Exercises

Dear Sir:

I’m writing to remind you that invitations, which should be modeled after the attached format, must be sent out by this Friday at the latest for the Exhibition taking place between September 15th and 17th.

Please tell the guests that they are welcome anytime between 9:00 a.m. and 6:00 p.m. on these days, but do not forget to mention that the Exhibition is “invitation only”.

With best regards,

Pamelah

Director of the Promotions Office

1. The e-mail is from ________ to ________. A. Pamelah/Gelaf B. Gelaf/Pamelah C. Steven/Gelaf D. Steven/Pamelah

2. The e-mail message serves as a ________. A. reminder B. warning C. Suggestion D. contract

3. One can guess that in the attachment there is a(n) ________.

A. instruction of how to invite guests B. suggestion for inviting guests C. sample of the invitation D. contract between the marketing office and promotions office

A

A

C

4. It is ideal that all invitations reach the guests

before ________. A. August 16th B. September 18th C. September 15th D. this Friday

5. Guests can ________. A. visit the Exhibition anytime between September

15th—17th B. visit the Exhibition anytime from 9:00 to 18:00

on September 15th － 17th C. visit the Exhibition anytime on Friday D. buy products at the Exhibition

C

B

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