没有比英国更喜欢收发邮件的国家了,家人亲人同事私事公事无论巨细,都爱说drop me a few lines. 国外很流行的手机聊天软件What’s Up(相当于我们的微信)在英国的市场普及率远远低于欧洲其他国家,为啥?因为人家英国人觉得有个邮箱地址即可天下无敌。那么怎样写出让英国人都觉得漂亮的邮件呢?因为工作原因,我每天都收发很多英文邮件,和大家谈谈我的感受。



1. Who Is Your Reader? 写给谁看?

First of all, think of who your reader is before you write the email. Professional emails usually have a neutral tone; bad grammar and an over-friendly style will not be acceptable. Note the difference between Informal and Formal.



Informal– Thanks for the email. / Yes, I got your email.

Formal– Thank you for your email received 15 February.

Informal– Sorry, I can’t make it.

Formal– I am afraid I will not be able to attend.

Informal– Can you…?

Formal– I was wondering if you could….?

2. Be Polite! 要有礼貌!

You can be direct, but always have to be polite. Your reader might find your directness rude and sometimes offensive, especially when you are writing in another language. But by adjusting your tone, you are more likely to get a more positive response from your reader.



Direct– I need this in half an hour.

Indirect and polite – Would it be possible to have this in half an hour?

Direct– There will be a delay.

Indirect– I’m afraid there will be a slight delay.

Direct– It’s a bad idea.

Indirect– To be honest, I’m not sure it would be a good idea.

Don’t copy the slang language from those American movies! Even average Americans won’t talk like that, not mention the Brits. Be educated!


3. Be Positive! 要积极向上!

Your email is the image you create about yourself. The words you use show your attitude to life, so choose your words wisely. Deliver the positive messages to your reader if you would like the positive in return.



Positive: helpful, good question, agreed, together, useful, I’d be delighted, mutual, hope, benefit, opportunity, excited, happy…

Negative: busy, crisis, failure, forget it, I can’t, it’s impossible, waste,

hard, difficult, reject, refuse, bad, poor…

前一阵很火的那个段子是If you want to say Thank you, don’t say Sorry. 就正是这个意思。同一个场景,我们可以用正负两种方法来表达,就像那个著名的半杯水。选择有正能量的那个。

4. Re-Check the Grammar 再三检查语法

Give yourself time to check your email; Re-read and edit what you’ve written before you click the Send button. Be very careful of basic grammar, spelling, capital letters, punctuation, expression and tone. A mistake could cause misunderstanding, be embarrassing, or even offensive.


Tips: KISS principal

Keep It Short and Simple.

Use short and easy sentences. Long sentences can often be difficult to read and understand. Don’t try to translate directly from your own language. This can often lead to confusing sentences.


5. Make it Roll 一来一回,鼓励反馈

Try to get some feedback on the emails that you write. Encourage your reader to write back of your email, usually by raising a few questions. This is how the communication starts.




1. Subject Line 邮件主题

Always have a subject line that summarizes briefly and clearly the contents of the message.


If you are replying an email discussing the same topic, better always start by following all the previous emails. Don’t need to change the subject. This would help to sort your emails and solve your problems in the future.


Note: cc your emails to your team member is very helpful.


2. Appropriate Salutation 对方称呼

Don’t forget the salutation of your receiver in proper way. You can start with “Dear Mr./Ms./Prof./Dr. ” to senior people in high position. If in doubt, "Dear " will usually work just fine.


Check the name carefully before write down, don’t make a typo. Don’t forget the comma following the name.


3. Warm-Up 寒暄问候

Warm up your email by greetings or expressing your thanks, and self-introduction necessary if it is the first email you write to the receiver.




Dear John,

It was very niceto meet you at the XXX Conference in Hong Kong last week. Greetings fromfrozen Beijing. I miss the warm weather we had in Hong Kong so much!

Thank you for contacting me/ providing so much useful information /your prompt reply/getting back to me/ your feedback…

4. Email body: Get Straight to the Point 意愿清晰明了

Explain why you write the email, or report the updates of the issue you both concern, or state the information you want to confirm, or raise questions you ask for help or clarify CLEARLY.


Tip #1.Keep it short 短一点

Try to keep your email short. Make the paragraphs short too.


Tip #2. Use Numbered Points 用数字列举要点

If you've got several questions or points to make, it's very helpful to number them. Don’t number too much however in one email.


5. End and Your Signature 结尾及签名

Emails usually end with best wishes to their readers. Also you can say thanks again to them.



Thank you again for everything you’ve done.

Thank you for all your assistance.

Thank you a lot in advance.

Looking forward to working with you.

See you soon after Spring Festival!

See you in Zagreb!

And don’t forget your signature! Your full Chinese Pinyin name as signature is preferred in serious emails.

不要忘记你的签名!正式场合的邮件中,推荐使用你的中文全名的拼音。很多外国人现在更乐意使用对方的原本的名字,而不是他们的western names,里面更多表示的是对对方的尊重。但是在business场合,有个能让别人瞬间识别的名字能加大被记住的可能性。



Example Email:

Subject: Re:March visit schedule

Cc to: Sue

Dear John,

Thank you for your last email.  Hope you are doing well. Beijing this week is luckier to have much more sunshine and less polluted days. And it is the exciting season to travel: Chinese spring festival is coming this weekend.

Regarding to your Beijing visit schedule this March, I’ve already cc’d our email to Sue, who will help to book the flights and hotel for you. @Sue, could you please talk to John directly for more details. Thanks for helping.

However, as I just mentioned, spring festival is here, which is of the same significance forus as what Christmas is for you. I'm afarid the work is slowing down in China, and many companies have already started their holidays. And I will be out of office from February 6 to February 14 too. Hopefully we will fix your flights and hotel this week, and continue to discuss more of the agenda after Spring Festival.

Also, do you have any preferred supplier company to visit this time, which we may help to arrange? Anything else in your mind, please let me know.

Happy Spring Festival and Happy Chinese New Year of Monkey to you. And looking forward to seeing you in March!

Warmest regards,


看看这封完整的example email,对照一下,是不是要点都get到啦?再写下封邮件中除了继续谈日程,是不是能很愉快的聊天,谈谈供应商,春节,还有猴年? 孩儿们,快快操练起来吧!