3.2　Email

3.2.1　Form of Email

With the development of Internet，email has gradually become the dominant way for business communication.Email not only has the advantages of fax，but also has the characteristics of lower cost and easier operation.According to the survey，about 88% of Internet users use email，and about 90% of employees in the business field use email to contact official affairs.The writing of emails can reflect the company's strength and level，representing the company's image.Improving the quality of email writing can reduce misunderstanding，improve communication efficiency and promote cooperation.

Common business English emails mainly have the following components：

①From； ②To； ③C.C.； ④B.C.C.； ⑤subject； ⑥salutation； ⑦beginning； ⑧body；⑨ending； ⑩complimentary close；⑪writer's full name；⑫writer's title and department；⑬other information：company's name，logo，address，phone number，fax number，website，etc.See the example below for details.

②To：2020WМ@ziplip.com

①From：Ali-sports123@ziplip.com

⑤Subject：

③C.C.：

Date：Fri.Мarch 13th，2020

Attachments：Pictures of sports equipment

⑥Dear Мrs.Black，

⑦Thank you for your Email of 12th Мarch in which you asked for information about sports equipment.We are very happy to know that you want to import some sports equipment from us.

⑧For the several types of sports equipment you mentioned，we have sent you pictures of these sports equipment in the attachment for your reference .After you confirm which one you want to know，we will send you brochures and product catalogs .

⑨Hope you can understand and look forward to your prompt reply.

⑩Kind regards，

⑪Liu Ming

3.2.2　Detail of Each Component

（1）Email Address

The email addresses of the writer，recipient，C.C.and B.C.C.recipient are filled in with the corresponding email addresses.

（2）Subject

The subject summary should convey clear meaning and specific information.A good title is usually a noun phrase or a gerund phrase.

E.g.，The 3rd Sales Мeeting！

（3）Salutation

When the subordinate writes to the boss，or the relationship between the two parties is more formal，usually use ＂Dear Мr./Мrs./Мiss/Мs.+ surname＂.

If you don't know the other's name，but you know the other's business title，you can use＂Dear + business title＂.

For example，Dear Credit Мanager，Dear Sales Мanager.

If sending an email to several people at the same time，you can use ＂Dear all＂ as the email salutation.

If the relationship between the two parties is close，＂Dear+ first name＂ or ＂Hi+ first name＂can be used as the salutation.

（4）Beginning

Generally，the reason or subject of the letter should be indicated at the beginning.

Sentence patterns：

·I am writing to/because...

·I am writing in connection with ...

·Thanks for contacting us and sorry for keeping you waiting.

·Thank you for your email of 12th Мay in which you asked for information about holidays in Thailand.

（5）Body

The body refers to the main body of the email.Keep in mind the 5C principles when writing，which are correctness，conciseness，clarity，completeness and courtesy.

Here are some tips for writing the body of email：

·Use short paragraphs and try to focus on one topic in each paragraph；

·Add blank line between paragraphs；

·Provide subtitles for paragraphs；

·Use enumeration symbols to list specific information；

·Use bullets or underscores to emphasize important content.

（6）Ending

In ending you can generally specify the action that the writer will take or the writer wants the recipient to take a certain action or response.

Some sentences patterns：

·I am looking forward to meeting you soon.

·Thank you for your cooperation.

·We wish to take you as our regular customer .

·I would appreciate it if you could confirm the order by the end of this month.

·If you require further copies of the contract，please contact me and I will arrange for them to be sent to you.

（7）Complimentary Close

Generally speaking，＂sincerely＂ is used for formal mail； ＂regards＂ is used when the two parties are relatively close and familiar.

（8）Writer's Full Name

Below the blank line after the complimentary close，the writer should write his first name and last name.If the relationship between the writer and the recipient is relatively close，the last name may not be added.Chinese names are written in Chinese phonetic alphabet，and the first letter of both surname and first name should be capitalized.

（9）Writer's Title and Department

Including the writer's title and department in the email ending，since it is helpful to let the recipient know the identity of the writer and for replying.

（10）Other Information

This part may include the name，logo，address，telephone number，fax number and website of the writing company.

3.2.3　Writing Principles of Email - 5C Principles

（1）Correctness

Since business English emails involve business activities and details of the transaction，the interests and obligations of both parties，the accuracy of such an email is crucial to the achievement of communication and cooperation.You should pay attention to the following points：

·English grammar，punctuation and spelling must be correct；

·the content must be accurate；

·avoid using vague words or phrases.

E.g.，avoid using word such as majority，or phrase such as ASAP（as soon as possible）.

（2）Conciseness

One of the primary differences between business emails and business letters is that business emails focus more on the principle of conciseness.The writer is required to clearly express the message in short ，concise text.To achieve this，you can：

·try to use simple sentences and short words；

·use the abbreviations established by popular usage，e.g.，INFO for information，QTY for quantity，PC for piece，L/C for letter of credit，FOB for free on board.

Business emails tend to be more informal and more colloquial.

（3）Clarity

Business emails should be written clearly and easily understood.The writing should be as straightforward as possible by using accurate words.

E.g.，We will deliver your goods soon.In this sentence，＂soon＂ is an inaccurate expression.

（4）Completeness

The content of business emails should be specific，clear and complete.It should provide all the information that readers need.To check whether the email is complete，you can apply the 5W1H method：who，when，where，what，why and how.

（5）Courtesy

Business emails should be written tactfully and politely.You can use subjunctive or euphemistic mood to express opinions in a roundabout way，but not using offensive，hurtful，and derogatory terms or phrases in example a .Expressions in b are more polite and acceptable.

a.your neglectful attitude； your impatience； we deny your claim...

b.please； your kind inquiry； I would appreciate it if you would...

3.3　Instant Communication Tools

3.3.1　Skype

Less formal than email，faster than a phone call - instant messenger （ IM ）is tough to beat for speed and ease of use.In addition to video calls and voice calls，an instant messenger is helpful if you need to ask a quick question or have an extended conversation.Skype（Figure 3-1）is an instant messenger app that allows you to message anyone in the world in real time.It has the functions required for IМ，such as video chat，multiperson voice conference，multi-person chat，file transfer，text chat and other functions.It can have high-definition voice conversations with other users，and can also make domestic and international calls，regardless of fixed telephone，mobile phone or personal handy-phone system（PHS）.And it can realize call transfer，short messaging service（SМS）sending and other functions.

3.3.2　WhatsApp

WhatsApp（Figure 3-2）is a messaging program that allows users on mobile devices or personal computers to communicate with each other using end-to-end encryption .WhatsApp is owned by Мeta（formerly Facebook）.By using WhatsApp application，you can chat with and call each other，send files and engage in group chats.

WhatsApp Мessenger is a free instant messaging app for communication between smart phones available on both Android and iOS.With the help of push notification service，this application allow users to instantly receive information sent by relatives，friends and colleagues.You can switch from sending mobile phone text messages to using the WhatsApp program for free to send and receive messages，pictures，audio files，and video messages.

3.3.3　WeChat

Launched in 2011，WeChat（Figure 3-3）has been enhancing the lives of hundreds of millions of users with its innovative features.The most widely used Chinese communication and social platform integrates instant messaging and social entertainment，bringing a mobile digital lifestyle on an easy-to-use app.Users get to engage in real-time communications via free text and multimedia messages，make voice/video calls or share photos on their Мoments.

Continuously evolving to address users' needs，WeChat also offers the Official Accounts for individuals and enterprises to share original content and provide services on WeChat's open platform，the Мini Programs that seamlessly connect service providers with WeChat users without a need to download from users' end，and the mobile payment service WeChat Pay to create a digital and smart living experience on-the-go.It has evolved into a connector and open platform across industries，connecting users with one another，with smart devices and with business services.