Emails in English - How to Write an Email in English - Business English Writing

怎樣寫英文郵件 — 商務英文寫作

Hi, I'm Mike.

嗨，我是Mike。

Welcome to Oxford Online English.

歡迎來到Oxford Online English。

In this lesson, you can learn how to write an email in English.

在本節課裡，您可以學到怎麼 寫一封英文電郵。

Do you need to write emails at work?

在工作時您要寫一封電郵嗎？

Are you worried that your emails aren’t clear, or that you make mistakes in English?

您有在擔心您的電郵不清晰， 或者您用錯英文了嗎？

In this lesson, you can see a how to write clear, natural-sounding emails easily and

在本節課裡，您能看到怎麼容易並 快速地寫一封清晰、腔調

quickly.

自然的英文電郵。

We’ll show you how to write an email in English from beginning to end, in simple,

我們會告訴您怎麼從頭到尾用您現在 就可以跟隨的簡單、清晰的

clear steps that you can follow right now!

步驟來寫英文電郵！

Let’s start at the beginning.

我們從頭開始。

With emails, you can start like a letter.

您可以像寫一封信件那樣來開始寫電郵。

For example:

例如：

Dear Lina, Dear Sir/Madam,

Dear Lina, Dear Sir/Madam,

Dear Mr Hill,

Dear Mr Hill,

However, emails are generally much less formal than letters.

然而，電郵一般來說沒有 信件那麼正式。

Use a greeting with 'dear' only if you’re writing something formal.

如果您在寫一些正式的電郵， 才使用一個有“dear”的問候語。

So, what else can you use?

所以，您可以用什麼其他的嗎？

Many emails start with hello, or hi plus the person’s name.

很多電郵用“hello”、或 “hi”加上人名開始。

For example,

例如：

Hello, Hi Ryan,

Hello, Hi Ryan,

In many business emails, you’ll follow the greeting with something like:

在很多商業電郵裡，您會遵循 使用一些問候語，像是：

I hope you’re well.

I hope you’re well.

or How are you?

或者 How are you?

In business emails, these are simply polite phrases, and they don’t generally need an

在商業電郵裡，有簡單、禮貌的 片語，它們一般來說

answer.

不需要回答。

For more informal emails, you can start with just the word hi or hey, plus a comma:

對更多的非正式電郵，您可以就用單字 “hi”或“hey”開始，加一個逗號：

You can also just write the person’s name plus a comma.

您也可以只寫人名加一個逗號。

This is a more professional style, even though it’s more informal.

這是一個更專業的方式，甚至 儘管那太不正式。

It’s best with people you already know.

那最好是用於您已經認識的人。

For a very informal email, you might not need a greeting at all.

對於一封非常不正式的電郵，您也許 根本不需要一個問候語。

This is also true if you’re sending several emails to the same person in a short time:

如果您在很短的時間裡寄了幾封 電郵給同一個人，這也是真的：

you don’t need to write a greeting every time.

您不用每次都寫一個問候語。

Let’s review quickly:

我們快速複習一下。

For very formal emails, use a greeting with dear plus a name, like a letter.

對於很正式的電郵，像一封信件那樣， 使用一個有“dear”加名字的問候語。

For most everyday emails, use either hello or hi plus a name.

對於大部分的每日電郵，使用“hello”或 “hi”加一個名字。

For less formal emails, use hi or hey without a name, or don’t use a greeting at all.

對於不正式的電郵，使用不加名字的“hi” 或“hey”，根本不需使用一個問候語。

Okay, but what next?

好，那接下來呢？

After your greeting, you should explain why you’re writing.

在您問候之後，您應當解釋 為什麼您要寫信。

Make this as short as possible.

盡可能寫這個短一點。

If you’re writing to someone who receives hundreds of emails every day, you need to

如果您寫給某位每天要收幾百封 電郵的人，您要迅速

make your purpose clear quickly.

清楚地表明您的目的。

Someone who’s very busy won’t spend a lot of time trying to work out what you’re

有些非常忙碌的人不會花 很多時間來找出

trying to say!

您想說什麼！

How can you do this?

您要怎麼做這個？

Start with a simple phrase, like:

用一個簡單的片語開始，像是：

I’m writing regarding…

I’m writing regarding…

I wanted to follow up on…

I wanted to follow up on…

I would like to ask about…

I would like to ask about…

These phrases are slightly more formal.

這些片語是有點更正式的。

Let’s see how you could use them:

我們看看您可以怎麼使用它們：

I’m writing regarding the issues we’ve been having with our database system.

I’m writing regarding the issues we’ve been having with our database system.

I wanted to follow up on our meeting last week and confirm our plans for this month.

I wanted to follow up on our meeting last week and confirm our plans for this month.

I would like to ask about the new budget and whether this will affect our department.

I would like to ask about the new budget and whether this will affect our department.

In a more informal email, you wouldn’t use a phrase like this.

在一封很不正式的電郵，您不必 使用一個像這樣的片語。

You might ask a more direct question or make a direct statement, like this:

您可能問一個更直接的問題，或寫 一個直接的陳述，像這樣：

Do you know when the database issues will be fixed?

Do you know when the database issues will be fixed?

Let’s confirm our plans for this month.

Let’s confirm our plans for this month.

How will the new budget affect our department?

How will the new budget affect our department?

If you’re writing because you want to find a solution to a problem, here are some useful

如果您因為想找一個問題的解決方案 而寫電郵，這裡是

phrases:

一些有用的片語：

I’m concerned about… or I need to bring something to your attention.

I’m concerned about… or I need to bring something to your attention.

Again, these are more formal phrases.

同樣，這些是很正式的片語。

Let’s see how you can use them:

我們看看您可以怎麼用它們：

I’m concerned about the number of sick days staff have been taking recently.

I’m concerned about the number of sick days staff have been taking recently.

I need to bring something to your attention: using outdated software puts us at risk of

I need to bring something to your attention: using outdated software puts us at risk of

malware infections and data loss.

malware infections and data loss.

Now it’s your turn.

現在，輪到您了。

Imagine that you’re writing an email to your manager, colleague, or client.

想像您正在寫一封電郵給您的 經理、同事或客戶。

You need to write an appropriate greeting, then write one or two sentences to explain

您需要寫一個合適的問候語， 然後寫一兩句去解釋

why you’re writing.

為什麼您要寫電郵。

Pause the video and do it now!

暫停影片，現在開始做！

Start again when you’ve finished.

當您完成之後再開始。

Ready?

準備好了嗎？

Let’s move on.

我們繼續。

After you introduce why you’re writing, you need to add more details and supporting information,

在您介紹為什麼寫電郵之後，您要 添加更多的細節和支持訊息。

so that your reader understands the situation you’re describing.

所以，您的讀者理解您在 描述的請形。

Put this information in a new paragraph.

把這個訊息放在一個新的段落。

This will make your email clear and easy to follow.

這樣，您的電郵清晰並 容易跟隨。

First, ask yourself what the person you’re writing to needs to know.

首先，自問您要寫信給對方的人 需要知道什麼事情。

With emails, less is more.

使用電郵，少就是多。

No one wants to read a very long email, and it’s hard to make yourself clear if you

如果您寫太多，沒人想去讀一封 很長的電郵，您自己

write too much.

很難清楚。

So, try to limit yourself to two to three sentences.

所以，試著自我限制 為兩三個句子。

Put your most important point first.

首先，放入您最重要的觀點。

Let’s look at some examples:

我們看一些例子：

I’m writing regarding the issues we’ve been having with our database

I’m writing regarding the issues we’ve been having with our database

Both clients and staff have been experiencing severe problems for several days now.

Both clients and staff have been experiencing severe problems for several days now.

We are unable to update records or access information on customer interactions.

We are unable to update records or access information on customer interactions.

This is costing us large amounts of money, both in time spent trying to fix the problem,

This is costing us large amounts of money, both in time spent trying to fix the problem,

and in lost sales.

and in lost sales.

Here’s one more:

這還有一個：

I’m concerned about the number of sick days staff have been taking recently.

I’m concerned about the number of sick days staff have been taking recently.

Staff in the IT department have taken a total of 44 sick days so far this month, compared

Staff in the IT department have taken a total of 44 sick days so far this month, compared

to a total of 23 for last month, and just 18 for the previous month.

to a total of 23 for last month, and just 18 for the previous month.

This is affecting productivity, and also placing a lot of stress on the employees who do come

This is affecting productivity, and also placing a lot of stress on the employees who do come

to work.

to work.

In both cases, you’re writing to describe a problem.

在兩個事例裡，您在 寫信描述一個問題。

Your first sentence introduces the problem, and then your next paragraph gives more details.

您的首句介紹問題，然後，您的 下一個段落給出更多的細節。

You can see that in both examples, we use just two sentences, but you can include a

您可以在兩個例子裡看到，我們只 使用兩個句子，但是您可以在

lot of useful information in two sentences.

兩句裡找到大量有用的訊息。

If you have more than one point to make in your email, you can repeat this pattern: first

如果您有多過一個觀點要寫在您的電郵 裡，您可以重複這個結構：

put a short sentence to introduce your point, then add a paragraph with two to three sentences

首先用一個短句來介紹您的觀點， 之後，用兩三句話增加一個

to add details.

段落添加細節。

You can move from one point to another using a phrase like:

您可以使用一個片語來從一個觀點 轉移到另一個觀點，像是：

There’s one more thing I’d like to discuss with you.

There’s one more thing I’d like to discuss with you.

Regarding…

Regarding…

I’d also like to ask you about…

I’d also like to ask you about…

Use one of these phrases to change the topic, and then introduce your next point.

使用這些片語裡的一個來改變主題， 然後介紹您的下一個觀點。

For example:

例如：

There’s one more thing I’d like to discuss with you.

There’s one more thing I’d like to discuss with you.

It seems like the number of customer complaints has been increasing for three months…

It seems like the number of customer complaints has been increasing for three months…

Now, you can practice.

現在，您可以練習。

Take the email you started before.

那您之前有開始寫的電郵。

Add a new paragraph, which should be two to three sentences long.

添加一個只有兩三句 長的新段落。

Add details to the point you introduced before.

添加您之前介紹的觀點的細節。

Pause the video and do it now.

暫停影片，現在做。

If you want extra practice, add another topic to your email, using one of the linking phrases

如果您想額外的練習，增加另一個主題 到您的電郵裡，使用您剛

you just saw.

看到的連接片語裡的一個。

After you explain all the points you want to make, what should you do next?

在您解釋所有您想提出的觀點 之後，您接下來要做什麼？

When you write an email, you should make it clear what you expect from the person you’re

在您寫一封電郵時，您應該 清楚地表明您對

sending it to.

收件人的期望。

Even if you’re writing just to give the other person some information, it’s a good

即使您只是在寫給其他人一些 訊息，那是一個弄清

idea to make that clear.

事情的好主意。

Put your call to action in a new paragraph.

放您的訴求到一個新的段落裡。

Again, putting each thing in its own paragraph makes your email structured and easy to follow.

同樣，放每一件事到它自己的段落， 您的電郵有結構並容易緊跟。

So, what can you write here?

那麼，您可以寫什麼在這裡？

First, let’s consider situations where you need the other person to do something urgently.

首先，我們要考慮您要其他人 去緊急做某事的情形。

You could say:

您可以說：

Please … by tomorrow at the latest.

Please … by tomorrow at the latest.

As a matter of urgency, you need to…

As a matter of urgency, you need to…

For example:

例如：

Please arrange a meeting of all department heads by tomorrow at the latest.

Please arrange a meeting of all department heads by tomorrow at the latest.

As a matter of urgency, you need to contact all the clients who may have been affected

As a matter of urgency, you need to contact all the clients who may have been affected

by this data breach.

by this data breach.

If your request is less urgent, you could use phrases such as:

如果您的要求沒有那麼緊急，您 可以使用像這樣的片語：

Could you please…?

Could you please…?

I would like you to…

I would like you to…

For example:

例如：

Could you please talk to Matt in the HR department and clarify our options on this?

Could you please talk to Matt in the HR department and clarify our options on this?

I would like you to design a poster to inform staff about the new policies.

I would like you to design a poster to inform staff about the new policies.

With calls to action, you should think about your relationship with the person you’re

用一個訴求，您應當考量您與 您要寫信給對方的人

writing to.

之間的關係。

For example, saying something like, you need to… or I would like you to… is relatively

例如，說某些事像是you need to… 或 I would like you to…

direct.

是相當直接的。

That’s fine if you’re a manager writing to one of your team, but it might sound inappropriate

如果您是經理，寫給您的團隊裡的一 個人，那是可以的，但是，如果您寫那個

if you write that to your manager.

給您的經理，那也許聽起來不合適。

This also depends on the corporate culture where you work.

這也取決於您工作地方 的公司文化。

Generally, if you aren’t sure, it’s better to be less direct.

一般來說，如果您不確定， 最好是不要太直接。

For example:

例如：

I suggest that you contact all clients who may have been affected by the data breach.

I suggest that you contact all clients who may have been affected by the data breach.

Can I ask you to design a poster to inform staff about the new policies?

Can I ask you to design a poster to inform staff about the new policies?

But, be careful!

但是，小心！

Don’t be so indirect that the other person doesn’t understand what you need.

不要對那些不理解您需要什麼的 其他人太不直接了。

If you don’t need a response from the other person, say something like:

如果您不需要其他人的一個 回答，說某些像是：

This is just to keep you updated.

This is just to keep you updated.

This doesn’t require any immediate response, but please keep an eye on the situation.

This doesn’t require any immediate response, but please keep an eye on the situation.

Now, it’s your turn!

現在，輪到您了。

Pause the video and add a call to action to the end of your email.

暫停影片，並在您的電郵結尾 增加一個訴求。

Think about who you’re writing to, and make your call-to-action appropriately direct or

考慮您在寫給誰，以及提出您 直接或非直接的

indirect.

適當的訴求。

So, now you’re nearly finished.

所以，現在您準備完成它了。

What’s left?

還剩下什麼？

Finish your email with a sign-off and your name.

用結尾用語和您的名字來 完成您的電郵。

You can use a lot of the same sign-offs you can use in a paper letter, such as:

您可以使用很多可以在紙質信函裡 用的相同結尾用語，例如：

Regards, Best Wishes,

Regards, Best Wishes,

Kind Regards,

Kind Regards,

Like with greetings, you wouldn’t generally use very formal sign-offs like Yours Sincerely

像用問候語一樣，您一般不會 在一封電郵裡使用很正式的

in an email.

結尾用語，像是Yours Sincerely。

You might see it sometimes, but only in very formal emails.

您也許有時會看到它，但是，僅 限於非常正式的電郵裡。

Don’t forget to write each word of your sign-off with a capital letter, and put a

不要忘記用大寫字母寫您的結尾用語 裡的每一個單字，在末尾放

comma at the end.

一個逗號。

The sign-offs you’ve just seen are neutral and can be used in almost any situation.

您剛剛看到的結尾用語是中性的，幾乎 可以在任何情形使用。

If you’re writing something more informal, you might use a sign-off like:

如果您在寫某些更不正式的，您也許 使用一個像這樣的結尾用語：

Cheers, Take care,

Cheers, Take care,

In this case, you wouldn’t capitalise each word, which is why care in take care has a

在這個事例裡，您不用大寫每一個 單字，那就是為什麼”take care“

small ‘c’.

裡面的”care“有一個小寫的”c“。

Like with greetings, you might not need a sign-off at all in an informal email.

像是用問候語那樣，您也許在一封非 正式電郵裡根本不需要一個結尾用語。

Just write your name at the bottom, or don’t write anything at all!

只寫您的名字在底部， 或者根本不寫任何東西。

After you put your sign-off, add your name, and you’ve finished!

在您放入您的結尾用語、增加 您的名字後，您完成了！

For example,

Regards,

例如，

Regards,

Vijay

Vijay

Cheers,

Cheers,

Katya

Katya

Now you know how to write a clear, effective email in English.

現在您知道怎麼用英文寫一封 清楚、有效率的電郵了。

Let’s put everything you’ve learned together.

我們把您學到的每一樣東西整合在一起。

To write an effective email in English, you need to:

要用英文寫一封有效率的 電郵，您需要：

1. Use an appropriate greeting.

1. 使用合適的問候語。

2. Introduce your topic in a single sentence.

2. 用一句話介紹您的主旨。

3. Add details to your topic in a short paragraph.

3. 用一個短的段落給主旨添加細節。

4. Add a call-to-action to explain what you need the other person to do.

4. 增加一個訴求來解釋您要 其他人去做什麼。

5. Use an appropriate signoff.

5. 使用一個合適的結尾用語。

Let’s do a longer example together:

我們一起來練習一個比較長的例子：

Dear Lina,

Dear Lina,

I need to bring something to your attention: many staff are using very weak passwords on

I need to bring something to your attention: many staff are using very weak passwords on

their laptops and for database access.

their laptops and for database access.

Our work depends on keeping our clients’ personal financial information safe.

Our work depends on keeping our clients’ personal financial information safe.

If we lose our clients’ trust on this issue, it will not be easy to recover.

If we lose our clients’ trust on this issue, it will not be easy to recover.

I trust that you can see that it is better to take action now, rather than after something

I trust that you can see that it is better to take action now, rather than after something

goes wrong.

goes wrong.

I suggest we make a rule that passwords must be a specific length, and that staff must

I suggest we make a rule that passwords must be a specific length, and that staff must

change their passwords at least once a month.

change their passwords at least once a month.

Please let me know what you think about this.

Please let me know what you think about this.

Regards,

Regards,

Vijay

Vijay

What do you think: could you write an email like this?

您覺得：您可以寫一封像 這樣的電郵嗎？

Try it!

試一下！

Use words and phrases from the lesson.

使用本節課裡的單字和片語。

Remember to organise your email into paragraphs, like we showed you.

記住要像我們告訴您的那樣 按段落組織您的電郵。

This will make it easier to keep your ideas structured and clear.

這樣，您的想法有結構 並清晰會更容易。

For more free English lessons check out our website:

要看更多免費的英文課程，查看我們的網站：

Oxford Online English dot com

Oxford Online English dot com

Thanks for watching! See you next time!

感謝觀看！下次見！