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

英文邮件-如何写英文邮件-商务英语写作

Hi, I'm Mike.

嗨，我是Mike。

Welcome to Oxford Online English.

欢迎来到Oxford Online English。

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

在本节课程里，您可以学到怎样 用英语写一封电邮。

Do you need to write emails at work?

在工作时您需要写一封电邮吗？

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

您有在担心您的电邮不清晰， 或者您用错英文了吗？

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

在本节课里，您能看到怎样容易并快速地 写一封清晰、腔调看起来

quickly.

自然的英文电邮。

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

我们会告诉您怎样从头到尾用您现在 就可以跟随的简单、清晰的

clear steps that you can follow right now!

步骤来写英文电邮！

Let’s start at the beginning.

我们从开头开始。

With emails, you can start like a letter.

您能像写一封信件一样来开始写电邮。

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，电邮一般来说没有 信件那么正式。

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

如果您在写一些正式的电邮， 才使用一个有“dear”的问候语。

So, what else can you use?

所以，您能用什么其他的？

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

很多电邮用“hello”、或 “hi”加上人名开始。

For example,

例如：

Hello, Hi Ryan,

Hello, Hi Ryan,

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

在很多商业电邮里，您会遵循 使用一些问候语，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

在商业电邮里，有简单、礼貌的 短语，它们一般来说

answer.

不需要回答。

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

对更多的非正式电邮，您可以就用单词 “hi”或“hey”开始，加一个逗号：

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

您也可以只写人名加一个逗号。

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

这是一个更专业的方式，甚至 尽管那更不正式。

It’s best with people you already know.

那最好是用于您已经认识的人。

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

对于一封非常不正式的电邮， 您也许根本不需要一个问候。

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

如果您在很短的时间内寄了几封 电邮给同一个人，这也是真的：

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

您不用每次都写一个问候。

Let’s review quickly:

我们快速复习一下。

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

对很正式的电邮，像一封信件那样， 使用一个有“dear”加名字的问候。

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

对大部分的每日电邮，使用“hello”或 “hi”加一个名字。

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

对没那么正式的电邮，使用不加名字的“hi” 或“hey”，根本不用使用一个问候语。

Okay, but what next?

好，那接下来呢？

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

在您问候之后，您应当解释 为什么您要写信。

Make this as short as possible.

尽可能写这个短一点。

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

如果您写给某位每天要收几百封 电邮的人，您需要迅速

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会花 很多时间来找出

trying to say!

您想说什么！

How can you do this?

您可以怎样做这个？

Start with a simple phrase, like:

用一个简单的短语开始，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.

这些短语是有点更正式的。

Let’s see how you could use them:

我们看看您可以怎样使用它们：

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.

在一封很不正式的电邮，您不必 使用一个像这样的短语。

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

您可能问一个更直接的问题，或写 一个直接的陈述，像这样：

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

如果您因为想找一个问题的解决方案 而写电邮，这里是

phrases:

一些有用的短语：

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.

同样，这些是很正式的短语。

Let’s see how you can use them:

我们看看您可以怎样使用它们：

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.

现在，轮到您了。

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

想像您正在写一封电邮给您的 经理、同事或客户。

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

您需要写一个合适的问候语， 然后写一个或两个句子去解释

why you’re writing.

为什么您要写电邮。

Pause the video and do it now!

暂停视屏，现在开始做！

Start again when you’ve finished.

当您完成之后，再开始。

Ready?

准备好了吗？

Let’s move on.

我们继续。

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

在您介绍您为什么写电邮之后，您要 添加更多的细节和支持信息。

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

所以，您的读者理解您在 描述的情形。

Put this information in a new paragraph.

把这个信息放在一个新的段落。

This will make your email clear and easy to follow.

这样会让您的电邮清楚 并容易去跟随。

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

首先，自问您要写给的人需要 知道什么东西。

With emails, less is more.

使用电邮，少就是多。

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

没人想去读一个很长的电邮，如果 您写太多，那是很难

write too much.

让您自己清楚的。

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

所以，试着自我限制 为两至三句。

Put your most important point first.

首先放入您最重要的观点。

Let’s look at some examples:

我们看一些例子：

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:

这还有一个：

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.

在两个事例里，您在 写信描述一个问题。

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

您的首句介绍问题，然后您的 下一段落给出更多细节。

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

您可以在两个例子里看到，我们只使用 两个句子，但是您可以在两个

lot of useful information in two sentences.

句子里找到大量有用的信息。

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

如果您有多过一个观点要写在您的电邮 里，您可以重复这个结构：

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

首先用一个短句子来介绍您的观点， 然后，用两三句话添加一个

to add details.

段落来添加细节。

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

您可以使用一个短语来从一个观点 转移到另一个观点，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.

使用这些短语里的一个来改变主题， 然后介绍您的下一个观点。

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.

现在，您可以练习。

Take the email you started before.

那您之前有开始写的电邮。

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

添加一个只有两三句 长的新段落。

Add details to the point you introduced before.

添加您之前介绍的观点的细节。

Pause the video and do it now.

暂停视屏，现在做。

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

如果您想额外的练习，增加另一个主题 到您的电邮里，使用您刚

you just saw.

看到的连接短语里的一个。

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

在您解释所有您想提出的观点 之后，您接下来要做什么？

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

在您写一封电邮时，您应该 清楚地表明您对

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

即使您只是在写给其他人一些 信息，那是一个弄清

idea to make that clear.

事情的好主意。

Put your call to action in a new paragraph.

放您的呼吁到一个新段落里。

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

同样，放每一件事情到它自己的段落， 让您的电邮有结构并容易跟随。

So, what can you write here?

那么，您可以写什么在这里？

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

首先，我们要考虑您要其他人 去紧急做某事的情形。

You could say:

您可以说：

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:

如果您的要求没有那么紧急，您 可以使用像这样的短语：

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

用一个呼吁，您应当考量您与 您要写信给的那个人

writing to.

之间的关系。

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

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

direct.

是相当直接的。

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

如果您是经理，写给您的团队里的一 个人，那是可以的，但是，如果您写那个

if you write that to your manager.

给您的经理，那也许听起来不合适。

This also depends on the corporate culture where you work.

这也取决于您工作地方 的公司文化。

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

一般来说，如果您不确定， 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.

不要对那些不理解您需要什么的 其他人太不直接。

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个 回答，说某些像是：

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!

现在，轮到您了。

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

暂停视屏，并在您的电邮结尾 增加一个呼吁。

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

考虑您在写给谁，以及做出您的 直接或非直接的

indirect.

适当的呼吁。

So, now you’re nearly finished.

所以，现在您准备完成它了。

What’s left?

还剩下什么？

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

用结尾用语和您的名字来 完成您的邮件。

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纸质信函里 使用的相同结尾用语，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

像用问候语一样，您一般不会 在一封邮件里使用很正式的

in an email.

结尾用语，像是Yours Sincerely。

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

您也许有时会看到它，但是，仅 限于非常正式的电邮里。

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

不要忘记用大写字母写您的结尾语 里的每一个单词，在末尾放

comma at the end.

一个逗号。

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

您刚看到的结尾用语是中性的，几乎 可以在任何环境使用。

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

如果您在写某些更不正式的，您也许 使用一个像这样的结尾用语：

Cheers, Take care,

Cheers, Take care,

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

在这个事例里，您不用大写每一个 单词，那就是为什么”take care“

small ‘c’.

里面的”care“有一个小写的”c“。

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

像是用问候语那样，您也许在一封非 正式电邮里根本不需要一个结尾用语。

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

只写您的名字在底部， 或者根本不写任何东西。

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

在您放入您的结尾用语、增加 您的名字，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.

现在您知道怎么用英文写一封 清楚、有效率的电邮了。

Let’s put everything you’ve learned together.

我们把您学到的每一样东西汇合在一起。

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

要用英文写一封有效率的 电邮，您需要：

1. Use an appropriate greeting.

1. 使用适当的问候语。

2. Introduce your topic in a single sentence.

2. 用一句话介绍您的主题。

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

3. 用一个短的段落给您的主题增加细节。

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

4. 添加一个呼吁来解释您要 其他人去做什么。

5. Use an appropriate signoff.

5. 使用一个合适的结尾用语。

Let’s do a longer example together:

我们一起来做一个比较长的例子：

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?

您觉得：您可以写一封像 这样的电邮吗？

Try it!

试一下！

Use words and phrases from the lesson.

使用本节课里的单词和短语。

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

记住要像我们告诉您的那样 按段落组织您的电邮。

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

这会更容易地让您的想法 有结构并清晰。

For more free English lessons check out our website:

要看更多免费的英语课程，查看我们的网站：

Oxford Online English dot com

Oxford Online English dot com

Thanks for watching! See you next time!

感谢观看！下次见！