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.
美國的員工評價每週會花四分之一的時間來處理每天收發的成百上千封郵件。
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，儘管我們每天都在回覆郵件，職業生涯指導師芭芭拉·帕切特卻表示，許多職業人士仍不知道如何恰當地使用郵件。
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，由於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後果。
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《商務禮儀要點》一書中概述了現代電子郵件禮儀的基礎知識。我們選取了你需要知道的那些最重要的規則。
1. Include a clear, direct subject line.
郵件要有清晰明瞭的主題
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”“關於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，通常取決於主題的內容，”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，是和業務相關的事。”
2. Use a professional email address.
使用一個專業的郵件地址
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，如果你爲公司工作，你應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，無論你是個體經營者還是隻是偶爾使用它來處理工作相關的信件，在選擇發送的郵件地址時應謹慎。
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來的郵件。無論你多麼喜愛以前創建的電子郵件地址，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在的暱稱），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“回覆全部”前要三思
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個與自己毫無相關的人發來的郵件。因爲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。儘量避使用免“回覆全部”功能，除非你真的認爲收件人列表裏的每個人都需要接收這封郵件。
4. Use professional salutations.
使用專業的正式稱謂
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“嗨夥計”。
"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：“我們寫作上輕鬆自然的語氣不應該影響到一封郵件裏的正式稱謂。嘿（hey）是一個非常不正式的稱謂，一般地，它不應該在工作場合使用。‘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。一般應該說“嗨！Michael，”除非你確定他更喜歡被稱呼爲“Mike”。
5. Reply to your emails — even if the email wasn't intended for you.
要回復你收到的郵件，即使那封郵件不是寫給你的。
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.
要回復所有收到的郵件有一定的困難，但你應該嘗試這麼做。要回復的郵件也包括那些錯發給你的郵件，尤其是那些郵件發出者希望得到回覆的郵件。回覆郵件不是一件必要的事，但這表現出了自身良好的郵件禮儀，尤其是如果這個郵件發出者和你在同一家公司或者是同一行業工作。
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."
可以依照這個範本回覆：“我知道你非常忙，不過我覺得這封郵件並不是發給我的。寫這個郵件給你是爲了提醒你一下，好讓你把郵件發給本該接收的那個人。”6. Proofread every message.
複查每一條信息
Your mistakes won't go unnoticed by the recipients of your email. "And, depending upon the recipient, you may be judged for making them," Pachter says.
郵件收件人會注意到你的錯誤。“而且，有些收件人會根據你犯的錯誤對你做出評價。”
Don't rely on spell-checkers. Read and re-read your email a few times, preferably aloud, before sending it off.
不要指望系統的拼寫檢查。在發送郵件之前，反覆多讀幾次，最好是大聲地讀你的電子郵件。
"One supervisor intended to write 'Sorry for the inconvenience,'" Pachter says. "But he relied on his spell-check and ended up writing 'Sorry for the incontinence.'"
“一個主管本來想寫‘造成不便深感抱歉’（'Sorry for the inconvenience’），但他太相信他的拼寫檢查程序，結果寫成了‘尿失禁深感抱歉’（Sorry for the incontinence）。”
7. Add the email address last.
最後添加（收件人）郵件地址
"You don't want to send an email accidentally before you have finished writing and proofing the message," Pachter says. "Even when you are replying to a message, it's a good precaution to delete the recipient's address and insert it only when you are sure the message is ready to be sent."
“在你完成郵件內容和校對信息之前，你肯定不想一不小心把郵件發送了出去。即使是在回覆郵件時，刪掉收件人的郵件地址也是一個很好的預防措施，只有在你確定郵件內容已經完成以後才輸入收件人地址。”
8. Double-check that you've selected the correct recipient.
仔細檢查，確認你選擇的是正確的收件人
Pachter says to pay careful attention when typing a name from your address book on the email's "To" line. "It's easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake."
帕切特表示，在收件人一欄上，從地址簿裏選擇輸入收件人的時候，需要格外謹慎注意。“我們很容易選到錯誤的收件人，這無論對你還是那個錯收到這封郵件的人來說都很尷尬。”
9. Keep your fonts classic.
保持使用經典字體
Purple Comic Sans has a time and a place (maybe?), but for business correspondence, keep your fonts, colors, and sizes classic.
Purple Comic Sans也許曾風靡一時，但對於商務信函來說，字體、顏色和大小應沿用經典樣式。
The cardinal rule: Your emails should be easy for other people to read.
基本規則：你的郵件應該方便他人閱讀。
"Generally, it is best to use 10- or 12- point type and an easy-to-read font such as Arial, Calibri, or Times New Roman," Pachter advises. As for color, black is the safest choice.
“一般地，最好使用10或12的字號，並選用易於閱讀的字體，如Arial,，Calibri或者Times New Roman，”帕切特建議。至於顏色，黑色是最爲安全的選擇。
10. Nothing is confidential — so write accordingly.
沒有什麼能夠保密，所以別亂寫。
Always remember what former CIA chief General David Petraeus apparently forgot, warns Pachter: Every electronic message leaves a trail.
要記得前中央情報局局長彼得雷烏斯將軍的教訓：每一個電子信息都會留下痕跡。
"A basic guideline is to assume that others will see what you write," she says, "so don't write anything you wouldn't want everyone to see." A more liberal interpretation: Don't write anything that would be ruinous to you or hurtful to others. After all, email is dangerously easy to forward, and it's better to be safe than sorry.
“一個基本的方針是要假設別人會看到你所寫的東西，”她說，“所以不要寫一些你不想任何人都看得到的東西。”更寬泛的解釋是：不要寫那些對自身或他人有害的內容。畢竟，郵件容易被轉發，所以有相對的危險性，考慮安全總比他日後悔要好。
