1. Check the name(s) and e-mail address(es) of the recipient(s)s
檢查收件人的名稱和電郵地址
一間大公司可能有三四個John 五六個Iris
究竟係send畀John Chan 定係 Johnny Chan
Jennifer Ma 定係Jenny McKinney
千祈要check清楚啦
對外 Send 錯畀客人 洩漏咗客人/公司嘅機密 當然後果嚴重
對內 Send錯畀同公司嘅同事 其實都係好大鑊
有啲文件可能只限公司某部門的同事查閱
所以一定要小心選擇收件人
If you use Outlook, type the first name or surname, then press Ctrl+K to get the email address.
But do double check to make sure that is the correct recipient.
2. Subject line - clearly spell out what the email is about
說明電郵目的 或 主題 將最關鍵資料 放在主題內
電郵標題經常被忽視，但這一點至關重要，方便日後查找相關訊息，一目了然 。
Subeject: Re: re: re: re: re: re:….
Subject: Pls come in
Subjecct: Let's talk
已經re咗幾十次 不如Delete Re:
重新寫過合適嘅標題
等大家都清楚知道呢個電郵係講啲咩
參考以下例子
• Team name
• Reference number e.g. matter number, invoice number
• Date
• Event name
• [Action required] Probation review - Finance Manager - due by 22 Jun 2020
• [Urgent] Catering arrangement for lunch seminar
• [Approval required] *Final draft* Info Security Policy
• Sales report for Q1-Q2 2020
3. Proofread the content - check the grammar and punctuation
核對電郵內容 文法 串字 標點符號
- Don't just rely on spellcheck; make sure you're using the correct tenses
- Punctuation (question mark, comma, full-stop)
- Capitalization
"DO NOT USE ALL CAPS. THESE MAKE IT SEEM LIKE YOU ARE SHOUTING AT THE RECIPIENT."
大寫在書面英文中意味着強調和嚴肅
用全部大寫用
讓人覺得不禮貌
4. Attachment and links - make sure they work
確保附件及連結沒有錯漏
- Don't forget to attach the documents in correct version and format
- There shall be no broken URL
5. Formatting
字體 對齊 換行與行間距 確保格式一致
如有House style 採用公司規定預設格式設定
- Heading/sub-heading; colour; font size and type 標題用粗體或間線
- Keep it neat. Don't overuse bold/colours. 不要過度使用多種顏色
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