10 email etiquette rules every professional should know

職場必知的10個電郵禮儀

The average US employee spends about a quarter of the work week combing through the hundreds of emails we all send and receive every day.

美國的員工評價每周會花四分之一的時間來處理每天收發(fā)的成百上千封郵件。

But despite the fact that we're glued to our reply buttons, career coach Barbara Pachter says plenty of professionals still don't know how to use email appropriately.

然而，盡管我們每天都在回復(fù)郵件，職業(yè)生涯指導師芭芭拉·帕切特卻表示，許多職業(yè)人士仍不知道如何恰當?shù)厥褂绵]件。

In fact, because of the sheer volume of messages we're reading and writing each day, we may be more prone to making embarrassing errors — and those mistakes can have serious professional consequences.

事實上，由于我們每天都會閱讀和書寫大量的信息，我們可能更容易犯下令人尷尬的錯誤，而這些錯誤會導致嚴重的職業(yè)后果。

Pachter outlines the basics of modern email etiquette in her book "The Essentials Of Business Etiquette." We pulled out the most essential rules you need to know.

帕切特在她的《商務(wù)禮儀要點》一書中概述了現(xiàn)代電子郵件禮儀的基礎(chǔ)知識。我們選取了你需要知道的那些最重要的規(guī)則。

1. Include a clear, direct subject line.

郵件要有清晰明了的主題

職場必知的10個電郵禮儀

Examples of a good subject line include "Meeting date changed," "Quick question about your presentation," or "Suggestions for the proposal."

好的主題包括：“會議改期”“關(guān)于你簡報的一些小問題”或“計劃書建議”。

"People often decide whether to open an email based on the subject line," Pachter says. "Choose one that lets readers know you are addressing their concerns or business issues."

人們是否會打開一封郵件，通常取決于主題的內(nèi)容，”帕切特說。“寫標題時，要能讓郵件接收者知道你的郵件是他們管鑫的問題，是和業(yè)務(wù)相關(guān)的事。”

2. Use a professional email address.

使用一個專業(yè)的郵件地址

職場必知的10個電郵禮儀

If you work for a company, you should use your company email address. But if you use a personal email account — whether you are self-employed or just like using it occasionally for work-related correspondences — you should be careful when choosing that address, Pachter says.

帕切特指出，如果你為公司工作，你應(yīng)該使用公司的電子郵件地址。但如果你使用個人的郵件賬戶，無論你是個體經(jīng)營者還是只是偶爾使用它來處理工作相關(guān)的信件，在選擇發(fā)送的郵件地址時應(yīng)謹慎。

You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as "babygirl@..." or "beerlover@..." — no matter how much you love a cold brew.

你應(yīng)該有一個含有你名字的電子郵件地址，這樣郵件接收者就可以知道是誰發(fā)來的郵件。無論你多么喜愛以前創(chuàng)建的電子郵件地址，千萬不要使用不適宜工作場所使用的電子郵件地址(也許是小學一直用到現(xiàn)在的昵稱)，如“babygirl@...”“"beerlover@...” 等，無論你有多喜歡喝啤酒，都不要用。

3. Think twice before hitting 'reply all.'

點“回復(fù)全部”前要三思

職場必知的10個電郵禮儀

No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails can be difficult, with many people getting notifications of new messages on their smartphones or distracting pop-up messages on their computer screens. Refrain from hitting "reply all" unless you really think everyone on the list needs to receive the email, Pachter says.

帕切特說，沒有人想要閱讀20個與自己毫無相關(guān)的人發(fā)來的郵件。因為許多人的手機上都有新消息通知，電腦屏幕上也有彈出的消息提示，所以忽略這些郵件不太可能。盡量避使用免“回復(fù)全部”功能，除非你真的認為收件人列表里的每個人都需要接收這封郵件。

4. Use professional salutations.

使用專業(yè)的正式稱謂

職場必知的10個電郵禮儀

Don't use laid-back, colloquial expressions like, "Hey you guys," "Yo," or "Hi folks."

不要使用懶散或者口語的表達，比如“嘿哥們兒”“喲”或者是“嗨伙計”。

"The relaxed nature of our writings should not affect the salutation in an email," she says. "Hey is a very informal salutation and generally it should not be used in the workplace. And Yo is not okay either. Use Hi or Hello instead."

她說：“我們寫作上輕松自然的語氣不應(yīng)該影響到一封郵件里的正式稱謂。嘿(hey)是一個非常不正式的稱謂，一般地，它不應(yīng)該在工作場合使用。‘喲’(Yo)也不可以。要使用嗨(Hi)或者哈羅(Hello)。”

She also advises against shortening anyone's name. Say "Hi Michael," unless you're certain he prefers to be called "Mike."

她同時也建議不要縮寫任何人的名字。一般應(yīng)該說“嗨!Michael，”除非你確定他更喜歡被稱呼為“Mike”。

5. Reply to your emails — even if the email wasn't intended for you.

要回復(fù)你收到的郵件，即使那封郵件不是寫給你的。

職場必知的10個電郵禮儀

It's difficult to reply to every email message ever sent to you, but you should try to, Pachter says. This includes when the email was accidentally sent to you, especially if the sender is expecting a reply. A reply isn't necessary but serves as good email etiquette, especially if this person works in the same company or industry as you.

要回復(fù)所有收到的郵件有一定的困難，但你應(yīng)該嘗試這么做。要回復(fù)的郵件也包括那些錯發(fā)給你的郵件，尤其是那些郵件發(fā)出者希望得到回復(fù)的郵件?；貜?fù)郵件不是一件必要的事，但這表現(xiàn)出了自身良好的郵件禮儀，尤其是如果這個郵件發(fā)出者和你在同一家公司或者是同一行業(yè)工作。

Here's an example reply: "I know you're very busy, but I don't think you meant to send this email to me. And I wanted to let you know so you can send it to the correct person."

可以依照這個范本回復(fù)：“我知道你非常忙，不過我覺得這封郵件并不是發(fā)給我的。寫這個郵件給你是為了提醒你一下，好讓你把郵件發(fā)給本該接收的那個人。”