上個周五，我收到了一封CC全公司的郵件。這份郵件之前我都有看過，只是沒有太在意，今天再次出現的時候，我覺得對于自己，對于經常需要寫郵件的職場人士來說，都是價值千金。這是我們集團公司的創(chuàng)始人Tom Schneider先生寫給全公司的每一位同事的，他列舉了20點郵件寫作的rules，確實字字璣珠。無論你是職場新人，還是資深職場人士，這17點email rules都值得一看。
我作為一個搬運工將這20點email rules翻譯過來，恕我英文不好，當然我會把英文原文放在最后，供你們參閱。
Dear all，
是時候提醒各位同事注意email rules，請大家仔細的閱讀email rules并且遵守。
1.最好的郵件就是不要寫郵件。如果位置允許的話，在很多情形下一個當面的交談要比寫郵件好的多。在原則中，我們要對給同一間辦公室的同事寫郵件的情形說不。
2.郵件交流的語言是英語。（很多外資公司都是這樣要求的）
3.書寫郵件和回復郵件最好的字體是Arial 12（微軟雅黑12號）
4.收到郵件后，24小時內必須回復。這表示對其他同事和其他公司的一種尊重。如果我們無法立即準確的答復到別人，回復“我將xx天以內回復你”也是足夠的。
5.在郵件中智慧的選擇CC給誰。有可能你CC的那位同事根本不想看到這封郵件。你得去問問你得同事，我是否應該每一封郵件都CC給你？或者哪種郵件我才能CC給你？在這里有一個同事給了一個建議：在發(fā)郵件前必須再多考慮一件事，郵件發(fā)送者必須考慮將合適的人放進CC欄。不要CC那些根本沒有卷入這件事情的同事。
6.關于使用“Dear all”。郵件中稱呼“Dear all”只適用于你想做通知的情況。如果你需要的是執(zhí)行一個行動或者是需要一個答復，“Dear all”是萬萬不可的。這種情形下，你需要用Dear 某某。
7.如果你對某人有一個問題需要每個人的分配表在交談中,只有把它們回到一旦你可以宣布解決方案/答案。
8如果你只是想簡單的感謝某個人并且從整個集體中分離出來，除非這個人對整個公眾做了一件了不起的工作。這種情形是被鼓勵的。
9.如果你有一個令人激動的消息想要告知大家如接到了一個好的訂單或者有好的事情要發(fā)生，你可以抄送給盡可能多的人--這種情形是被鼓勵的。
10.如果你覺得某個人存在一些問題并且想要批評他，不要抄送給任何人。最好是當面和他交談。
11.避免發(fā)送大文件作為附件。試想一下，當人們在旅行出差中，使用著網絡數據、自帶熱點或者慢速的WiFi。下載一個大文件附件是很耗費時間和金錢的。像DOC或者PPT這樣的文件最好轉化成PDF以后再發(fā)送，圖片的話最好壓縮到150-300KB.
12.密送（BCC），這是盲目的復制一個第三方。在我們ISA集團在沒有這種文化和哲學存在。我們不要別人秘密的參與一個交談，有話敬請公開講。
13.我一直銘記一點email rules，那就是郵件的主題和內容是同等的重要的。一個簡潔而清晰的主題能使郵件接受者很快的引起注意。并且當你需要重新看到這封郵件的時候你能很方便的搜索到。還有一點，就是應該使用適當的優(yōu)先級。遇到緊急的情形下，選擇更高的優(yōu)先級使人是明智的。毫無疑問，比起普通的郵件，郵件接受者會更愿意選擇打開并且標記那些帶著感嘆號的郵件。
14.只有一個人在“TO”的領域，那么這個人會很直接的回復這封郵件。當所有人的名字在“CC”的領域，那么這封郵件只能算得上是通知郵件。如果你希望某個具體的人回復你，你必須確保他在“TO”的領域。
保持郵件簡介，直入主題。傳達信息或者問題的最好的方式是如子彈一般直接而不是像寫論文一樣臭長臭長。
15.在回復給所有人的之前，發(fā)送者得要想清楚這是否需要。（很多人會犯這個錯誤。他們只顧著點擊“reply to all”，而沒有想一想事實上這些內容很多接受者根本不需要。
郵件沒有主題。重要的郵件必須要有一個主題。很多人通常忽視了郵件的主題。
在一些重要的郵件中，有些人喜歡使用“首字母縮寫”。有些同事可能會不熟悉這些縮寫需要花時間去查詢這些縮寫，為此會感到沮喪。
16.我發(fā)現我們的很多同事，不知道如何正確的使用“TO”和”CC”，究竟誰該放在“TO”誰該放在“CC”這需要下功夫。他們稱呼了某個人的名字，卻把他放在了CC這一欄，然而在TO那一欄又放了很多其他人的名字。
17.關于自動回復。如果你在自動回復的名列里面而又不想接受，請找IT部門幫忙解決。
18.在發(fā)送郵件之前需要考慮有一件事，郵件發(fā)送者需要考慮將合適的人放在CC那一欄，千萬不要將沒有卷入這件事的同事放在CC一欄中。
19.在和不同的人進行分工協(xié)作之中，不要另外平行的開新的郵件討論同一個問題。一直保持郵件討論到事情結束。如果你需要新加入某個人進來討論，請將他CC在最新的那個可用的郵件中。
20.某些郵件沒有主題，很難承認這一點。因此，郵件必須要起一個清晰的主題。
It is time to remind everybody on the email rules !
Pls read the following very carefully and follow the rules .
email rules
1
the best E-mail is the one you don’t write . In many casesa talk to the other person is much betterif the location allows . Sending an email within the same room should be in principle a NO NO
2
Email communication is in English language .
3
Font for writing and answering mode should be Arial 12
3
Emails shall b responded to within 24 hrs .This is respect to the other party . If an answer cannot be given immediately a response " I get back to you in X days " is adequate
2
who to CC on your mail : choose wisely ! You may have? put people on CC who actually don’t want. Ask your colleague ! " shall I cc you on every email ?" , or? " on what kind of mails do you want me to CC you ? "????????????????????????????????????????????????????????????????????????????????????????????????? and here a suggestion from one colleague :One more thing that before sending email, sender should consider to put appropriate people in cc, do not cc people who are not directly involved to the email.
3
" Dear all ": Addressing " dear all " in a mail is only applicable if you want to inform (e.g. visit reports or Email rules etc ) .If you need an action been done and you require a reply "dear all " is a No-No.You need to address it : dear X
4
If you have a question to somebodytake everybody off the distribution list during the conversationand only put them back on once you can announce a solution / answer.
5
If you simply want to thank somebody take everybody off the distribution list unless you want to praise somebody to the public for doing a great job - this is encouraged
6
If you have a exciting news to tell like got a good order, something good happened,? you can copy as many people as you like? - this is encouraged
7
If you have a problem with a person and want to criticize , never copy anybody and better talk to the person directly .
8
avoid to send big files as attachments. Think that many people are travelling and relying on modems, hotspots or slow WI-FI .It can be very costly to download a big file . Also to is very time consuming . Files like DOC , PPT better send as PDF. Resize pictures to 150-300 KB.
9
BCC: this is blind copy a third party . This is not the culture and philosophy of ISA . We don’t let other people secretly participating on a conversation . Speak it open!
10
Hi Tom,
- One rule in my mind, SUBJECT IS AS IMPORTANT AS CONTENT.
A brief but clear subject can mind the receiver in less than one second. And it’s better when the email needs to be searched.
- Another one is, PROPER PRIORITY SHOULD BE USED.
For such emergent cases, choosing high-priority option makes a lot of sense. It’s no doubt the receiver will open the email with an exclamatory mark first than others
11
? Only a person in the "To" field can be expected to reply directly on an email. All names in "CC" can consider the mail as informative. If you expect a reply from a specific person make sure he/she is in the "To" field.
? Keep the mail simple. Get straight to the point. It is better to convey information or questions as bullet points instead of making a long essay
12
1. Before reply to all, the sender must consider it is necessary or not. ( many people got this mistake – they only clicked “reply to all” while the contents are not necessary for receiver
2. Email without subject : Important email should has clear subject – people usually ignore the email without subject
3. Some important email but some people usually use “acronym” . Some people didn’t familiar with this & take time to find the meaning & feel upset
13
I found many emails from our colleagues, they don’t know how to allocate the email address into TO, and CC correctly.
They call X name but they but X name on the CC loop with a lot of others i/o TO.
14
auto produced reports : are you on the list but don’t want - Pls inform IT !
15
One more thing that before sending email, sender should consider to put appropriate people in cc, do not cc people who are not directly involved to the email.
16
Do not start parallel email threads about one issue, with different people in the distribution list. Keep one email thread rolling until the end.. If you need to include a new person in the distribution list, Do it by replying the very last email available.
17
some emails do not have a subject - it is difficult to admin this . There fore : Emails should carry a clear subject !
With best Regards
Tom Schneider
President & CEO
ISA TanTec Limited
