Unpresentable contact copy of message. Postfix: Send a copy of each email to the specified email address

Business communication is its own world with its own laws. A lot depends on how we comply with these laws: the impression we make on colleagues and partners, work productivity, and even career advancement.

A special place in business communication is occupied by business correspondence, which is the daily responsibility of most office workers and not only. The ability to properly conduct business correspondence can be a good help for concluding profitable deals and building your business image.

Let's look at some features of a business letter. So, business correspondence is:

• use of template phrases and cliches
• emotional neutrality,
• semantic accuracy and conciseness of presentation,
• well-constructed argumentation.

Business correspondence to English– this is the same set of rules and clichés, some of which we recommend to use by everyone who works with foreign partners or in international companies. We bring to your attention several useful phrases that will decorate your business correspondence. These phrases will emphasize your professionalism and help shape your image. business man. Let's begin!

1.Please find attached

Let's start with the classics. Often you have to attach various documents or other files to a letter. To notify the recipient of the presence of an attachment is excellent this one will do phrase. After all, the word “Attachment” in translation means “attachment”. The phrase should be used at the end of the letter.

Here are a couple of examples of use:

• Please find attached my portfolio.
• Please find attached copy of the agreement/contract.

2. I have forwarded

This phrase can be used if you need to forward an email to other recipients. To notify the recipient about this, the phrase “I have forwarded” is perfect. For example:

• I have forwarded Anna’s CV to you.
• I have forwarded John's email to you.

3. I've cc'ed

A person uninitiated into all the secrets of the peculiarities of business correspondence may not understand what this strange abbreviation means. But we are professionals. “I’ve cc’ed” is an abbreviation that stands for I have carbon copied. The phrase means "to copy someone to receive letters."

So if you need to inform someone that you have copied other recipients, feel free to use this phrase. For example:

• I've cc'ed Sara on this email.
• I’ve cc’ed Jack and Jimmy on these emails.

Regarding abbreviations that cannot be used in business correspondence- an exception is usually made for this case.

4. For further details

This phrase is a proven way to politely end your letter in English. "For further details" means "for more detailed information", "more details". Examples of use:

• For further details contact me any time.
• For further details write to our Sales-manager.

Another phrase that will help you finish politely is “If you have any questions, please do not hesitate to contact me.” Translated, this means “If you have any questions, feel free to write to me.”

5. I look forward to

The phrase “look forward” means “to look forward.” So if you are looking forward to a response or some other action from the recipient, then it would be quite appropriate to use this phrase. For example:

• I look forward to your answer.
• I'm looking forward to your reply.

The phrase is best used at the end of the letter.

When writing a letter, you need to be polite even when you don't really feel like it. The ability to write competent letters in any situation reflects your professionalism, good manners and knowledge of business ethics. In conclusion, let us remind you that in business correspondence you must demonstrate precision of wording and impeccable literacy. The use of abbreviations is also unacceptable (with rare exceptions).

Write emails in English correctly, dear friends! Good luck!

We send dozens of emails every day. Sometimes it's very short messages, for example, such as: “Shall we go to lunch?” Sometimes - with the help of which you present your business or website. When there are a lot of letters and little time, we begin to rush and make mistakes. Usually trivial, like a typo, but sometimes things happen that can seriously harm your reputation and spoil your relationship with a client or employee.

This can be avoided, you just need to be collected and know about some pitfalls. Here are the most common mistakes made when sending emails. Read carefully and remember that you first need to take a short pause, check if everything is in order, and only then click on the “Send” button.

You are typing the wrong address

The most common and most unpleasant mistake. Imagine you want to send rather personal photos to a friend, but you automatically type the address of your boss or customer. And only after the letter has left do you realize with horror what has just happened. If it's any consolation, each of us has found ourselves in this situation at least once in our lives: lawyers sent confidential documents to the opposite party, designers sent website layouts to the wrong client, etc. But when this happens to us, it seems that the ground disappears from under our feet.

Fortunately, many email services, for example Gmail, have a function. Turn it on and specify a large time interval - it’s quieter, you know.

You forgot about the attachment

You wrote that a certain file was attached to the letter, but you forgot to attach it. Another common mistake that often leads to misunderstandings and apologies. On the one hand, it’s okay, no one is perfect, but it’s better to check everything first and only then send the letter. And to avoid questions from the recipient, we recommend listing all attached files directly in the body of the letter. For example, like this:

Hello, Maxim! I am sending you several files, they are attached:

Service Agreement

GIF with a cat

You don't think about the design

They greet you, as you remember, by their clothes. If you want to prevent your email from making you want to immediately delete it, work on its form. They say you need to devote as much time to it as to the content. Fortunately, today it's easy. To do this, we recommend using the Wix ShoutOut application, selecting a suitable template and adding your text to it. No special knowledge is required, just make sure everything looks neat and beautiful. By the way, a good newsletter has its own secrets and rules, so we recommend reading our email marketing director. Don't thank me.

You do not specify the subject of the letter

The subject of the letter performs approximately the same role as the title of the text. It appears next to your name, the recipient sees it and understands what you sent him: an invoice, meeting results, job offer, website layout, etc. Remember that the topic must be clearly formulated so that if necessary, a person will quickly find your letter, and convincing so that he becomes interested, if we are talking about, say, a newsletter. Not long ago we wrote about how, if you have forgotten, it’s worth re-reading.

You don't save drafts

If you like writing letters to text editors, then save more often, otherwise it will turn out that you spent the whole day working on a letter, and then suddenly the computer froze and everything was lost. Or write directly to postal service- then all your sketches will be automatically saved in the “Drafts” folder.

You are being rude

Politeness in correspondence is no less important than in life. Here are the basic rules that must be followed by everyone:

Always thank the sender for the letter, especially if you see that he did a good job. Remember when we were all taught “magic” words as children? Let's not forget them, even though we are adults.

Stay calm, even if the matter is extremely urgent and important. Nervousness and reproaches will definitely not lead to anything good.

Begin and end your letter with common phrases. The degree of formality will depend on who you are corresponding with. If this is your boss or just an official person, do not use “Hello”, “Bye” or “Kisses”. And vice versa, if you are writing to a colleague or friend, you can do without the traditional “Sincerely.”

You don't proofread the text

Typos can ruin the whole impression, so carefully re-read the written letter, preferably several times. If you have any doubts about spelling or syntax, go to Gramota.ru. It’s better to measure seven times, that is, check, than then apologize for typos and prove that you are actually literate.

And by the way: if you are afraid of accidentally sending an unfinished letter, first write the entire text in full, and only then type the recipient’s address.

You are not putting the right people on the copy of the letter

Let's figure out who might actually receive your letter. The To field is the primary recipient. Field "Ss" - the person who will receive the copy. He is not directly related to the issue being discussed, but wants or needs to be aware. The "Bcc" field is the hidden recipients. You add them, but the primary recipient doesn't see them. And here you need to be careful: you can confuse Cc and Bcc, and then the recipient will think that he is being spied on.

Keep in mind that it is important for some people to be aware of what is happening. You don’t want to listen to reproaches about “How could you not add me to the copy?!” I worked on this project for two months!” If in doubt, add everyone who has anything to do with the question. Maybe not everyone will be happy that they are being distracted, but there will be no complaints against you.

IN Microsoft Outlook You can specify that for all sent messages automatic Bcc(copy) will be sent to other mailing lists or users.

One scenario in which this rule is useful is when replying to all group members to reply to incoming messages email, for example center technical support. When one group member replies to a message, other group members automatically receive a copy of the reply, keeping all outgoing messages up to date.

client rules

Create a rule

Now, every time you send a message, be it a new message, forward a message or reply, people or groups that are specified in the rule will be automatically added as copy recipients. The names of people or groups do not appear in the Cc line of the compose message, but those names will appear to all recipients of the message.

Disable a rule

In the Mail view, on the tab Home click the button rules > Manage Rules and Alerts.

On the tab in the section Rule

Click the button OK.

Rules and Alerts.

Advice: More information on how to quickly disable this rule for individual messages, see next section ("").

Use a category to disable automatic CC for individual messages

If you want the flexibility to turn off automatic new copy rules based on a single message without having to navigate through the dialog box rules and alerts, you can use the categories feature in Outlook, along with a rule.

Advice:

First, you need to create a rule to automatically send blind carbon copy (CC) for all email messages you send.

This specific rule is called client rules. Client rules run only on the computer on which it is created and run only if Outlook is running. If you were to send an email using account email on another computer, the rule will not be executed from that computer so that it is created on this computer. This same rule must be created on each computer that plans to use it.

Create a rule

Now every time you send a message, be it a new message, forward a message or reply, people or distribution lists specified in the rule will be automatically added as copy recipients. The names of people or distribution lists do not appear in the Cc line of the compose message, but those names will appear to everyone who receives the message.

Disable a rule

To prevent a copy from being sent automatically, you must first disable the rule.

In Mail in the menu Service click the button Rules and Alerts.

On the tab Email Rules in section Rule uncheck the box corresponding to the rule you created.

Click the button OK.

Now you can send a message without automatic sending copies of it to other people or mailing lists. The rule will be inactive until it is restart in the dialog box Rules and Alerts.

Advice:

Use a category to disable automatic CC for individual messages

If you want to disable the new automatic Send CC rule for individual messages without calling the dialog box Rules and Alerts, you can set the rule to a category that is available in Office Outlook 2007.

Modify the rule you created earlier so that when you add the specified category to a message, the rule does not automatically send a copy.

Whenever you want to disable the auto-cc rule for a message, apply a category to it.

Advice: You can use a keyboard shortcut if you specified it when creating the category.

When you send a message, the auto-copy rule will not apply.

There is no way in business without business correspondence. It doesn't matter whether you write on behalf of a company, or on behalf of yourself as an individual entrepreneur - business correspondence will always play a role important role. Or rather, how you follow its rules. Your potential business partners or clients will largely judge you by how you communicate with them. A business letter is, one might say, the “face” of a businessman. And in order not to lose this “face”, it is important to know about the golden rules of business correspondence.

Rules for business correspondence by email

Since e-mail is now used much more often than regular mail, we decided to pay attention to how to properly conduct business correspondence online. Here are a few recommendations that, if followed, will prevent you from losing face in front of your interlocutor.

Mailbox name

The first thing that catches our eye when we open a new email is the address from which it was sent. Many people underestimate the importance of this moment and send business letters from their personal mail accounts. There's nothing wrong with this as long as the email address only contains your name in a human-readable format. But if there are various nicknames like “kissa1988” or “pupsik-26”, then sending a business letter from such an email account is simply unacceptable. Imagine what emotions a person will have when he receives a business proposal from a “babe” or “sweetie”.

Also not welcome in business correspondence postal addresses, which start with info@, inbox@ and the like. Such addresses are simply not taken seriously, and there is a high probability that the letter will not even be opened. Most best option– is to conduct business correspondence from a mailbox [email protected], where name is your first and last name, company is the name of the company.

Recipients

In email correspondence, it is possible to send a letter to a direct recipient and copy other recipients. Recipients in the copy of the letter are not supposed to respond to it. They are like invited observers. Therefore, before sending the letter, determine in advance from whom exactly you want to receive an answer to the letter, and arrange the addressees correctly. However, if possible, do not list multiple people as direct recipients of your email. A situation may happen that none of them will answer you, if each mentally decides to “shift” this responsibility to another addressee.

If you yourself find yourself in a copy of a business letter, then, as you already understand, the sender is not waiting for your response. But if there is a need to respond specifically to you, then you can do this, but it would be polite to apologize at the beginning of the letter for “interfering.”

Formatting a letter

Official business style. In business correspondence, of course, a formal writing style is used. This style is characterized by the absence of descriptive adjectives, unnecessary qualifications and details. Only specifics, clarity and logic. After writing a business letter, it is useful to read it again and remove all phrases that do not carry any special meaning and do not change the essence of what was written. Only when you are sure that all such words and phrases have been removed, then you can say that this rule of writing a business letter has been followed.

Literacy. Saying that a business letter must be written correctly and without errors is the same as saying “a snowman must be made of snow.” However, this rule cannot be ignored. Literacy is a fundamental element of any writing. A person writing a business letter with spelling errors is unlikely to be taken seriously by anyone.

Subject of the letter. It is a must to write it. Moreover, try to write it briefly, but succinctly - so that at one glance it immediately becomes clear to the recipient what the letter will be about. The topic should never consist of one word. “Information”, “Question”, etc. – incorrect business letter topics. “Proposal from Company X” is the right topic. If the information in your letter is especially important, then you can mark it with a special “importance” flag, which is available in almost all e-mail services.

Font. The text of the letter must, first of all, be readable. So use Arial or Times font New Roman, choose a medium size (for example, in mail.ru optimal size font – 3). Don't experiment with fonts or colors. This is inappropriate in business correspondence. Do not use Caps Lock, exclamation marks and different special characters(including emoticons). The only thing that is allowed is to highlight some phrases in italics or in bold. But try to use this only when absolutely necessary.

For ease of reading and better communication of ideas, you can use subheadings throughout the text of the letter. But there should not be too many of them - no more than 3-4.

One paragraph of the letter should not be extended to more than 4 lines of text. When we read very long paragraphs, the text blurs together and the main idea can be lost.

Any enumeration and lists should be drawn up using special markers.

Corporate template. It would be great if you developed a branded email template in your corporate style. And you will send all business letters only with this template. This will allow you to stand out from the rest, but maintain the formality required by a business letter. However, you should not overdo it with “branding” - excessive creativity will only harm the letter. Still, we are talking about business communication, not entertainment. Do not forget also that recipients can read your letters not only on a computer, but also on mobile devices. Therefore, the template must be optimized for different screen resolutions.

One letter should contain only one news item. And accordingly, only one target action should be expected from the recipient. It is considered incorrect to include several questions, suggestions or requests to the recipient in one letter at once.

Any business letter should be divided into the following parts:
- introduction;
- main part;
- conclusion.

In the introduction, briefly state the purpose of the letter and the reasons for writing it. The main part is the very essence of the letter. In conclusion, you need to summarize the above - these can be conclusions, requests, instructions, suggestions, and so on. It is highly undesirable to use any “postscripts” in business correspondence. The letter should not contain aphorisms, metaphors, proverbs, and so on.

If you need to submit in a letter graphic image, then do not insert it into the text of the letter itself, but attach separate file. Images may not display correctly on different devices or be completely disabled in the interface mail program recipient. In the body of the letter, where necessary, simply indicate “the information is in the attached file.” If there are several such files, be sure to write their names.

If you use abbreviations and shortened words, you must be 100% sure that the recipient will understand what you mean. In general, it is better to play it safe and not use such things.

Lack of emotions. Business letters should not contain any emotional overtones. At all. Even if you are writing a complaint and you really want to show the fullness of your indignation, or, on the contrary, you sincerely thank your partner for a successful transaction. A business letter should be restrained and even, to some extent, cold-blooded. Each person values ​​his individuality, but business correspondence does not best way manifest it. An official letter from a cheerful or sad person, a cleaner or general director should be the same.

Use of business vocabulary. To connect sentences in business correspondence, the following stable expressions are used:

1) for that reason;
2) on what basis;
3) due to (something);
4) in accordance with;
5) based on;
6) taking into account;
7) considering;
what served.

And so on. Also in business letters it is allowed to use abbreviations and abbreviations that are generally accepted in the industry within which the letter is written. If you doubt whether the addressee will understand a specific abbreviation, then it is better to write the phrase in full.

Greetings. Please never use the cliche "Good afternoon." This, one might say, is bad form not only for business correspondence, but also for emails in general. The best option greetings - “Hello, First Name / Patronymic Name.” By the way, it’s good to address the recipient of the letter by name not only in the greeting, but also further along the text. If you are writing a letter to a person you do not know personally, you must indicate at the very beginning of the letter where you got the recipient's address from.

Letter size. A business letter is not work of art and not your personal thoughts “on the topic”. The letter should be as short as possible to convey all the information in it. It is optimal if the text of the letter fits into one “screen”. Reading long letters is tiring, and many people find it annoying.

Replies to letters. When you reply to an email you receive, always click the “Reply” button, not the “Write Email” button. With the first option, your entire correspondence history will be automatically included in your response. This is correct, because a person may not immediately remember who you are and what you want from him if he does not see the background. Especially if more than 5 days have passed since the last letter. You can absolutely safely quote your interlocutor when answering his letter. This will give him the opportunity to remember what was discussed in the previous letter.

Always thank the other person where appropriate. For example, you can write “Vladimir, thank you for your letter” or “Irina Alekseevna, thank you for such a quick response.” Such nuances will show your respect for the interlocutor and soften the mood of electronic communication.

If your interlocutor sent you a letter in which he expressed his dissatisfaction or even was openly rude to you, try not to answer him in the same way, no matter how much you would like it. Situations vary, but always respond politely and with restraint.

Of course, the sooner you respond to the letter, the better. It's great if you can respond within a few hours. This period is optimal. But let's say we get a response within a few days. Psychologists say that the maximum comfortable time for a person to wait for a response to an email is 48 hours, that is, two days. If you have to wait longer, this may already be perceived as disrespect or ignorance. If the question raised in the letter requires more time from you to respond, then be sure to write that you received the letter, accepted it for consideration and will respond within a certain time. This way the sender will at least not feel ignored.

Conclusion of the letter. You should not write phrases at the conclusion of the letter that could be perceived as an attempt at manipulation: “I really hope for profitable cooperation,” “Thank you in advance for your answer,” and so on. It is better to say goodbye in electronic business correspondence with the phrases “With respect,” “My sincere wishes,” and the like. Yes, such phrases are cliched, but they are perfectly suited for business communication. In the signature, write your first name, last name, position and company name. Also leave contact details where you can be contacted, other than email.

Time to send the letter. Of course, emails do not mean that they should be read immediately upon receipt. However, in business ethics email correspondence It is considered inappropriate to send letters on weekends and holidays, as well as late in the evening or at night. Try to stick to standard working hours.

And of course, before clicking the “send” button, carefully check the spelling of the recipient’s name and email address, and also re-read the entire text of the letter and check it for typos or incorrect phrases.

Majority mail clients, including Gmail, Yahoo, Mail.ru, Microsoft Outlook, Mozilla Thunderbird , provide the ability to send one email to a large number of recipients. Usually you can do this using the function Copy(in English, the abbreviation used to denote it is SS), or Bcc (CCB). When sending a message to Copies recipients can see email addresses other people to whom this letter was also sent. In the second case, the identity of additional recipients is hidden.

Adding a recipient's address

Some email clients allow you to simply enter your username into a field, which is then automatically filled in by the program.

If you use this field to send an email to multiple people, each of them will be able to see full list other recipients.

How to create a copy of an email

You can list email recipients by simply entering a list of addresses in the field Copy, which is usually located immediately below the field To whom. Everyone in this chain of recipients will be able to see the names and email addresses of all other recipients:

How to BCC an Email

You can use this feature for both individual and group emails. This is especially useful if you want to keep your contacts private, protect them from spam and unwanted emails, or simply if you don't want your recipients to know who received the same message.

Field Bcc not always available by default for all email clients. For example, in Outlook You will need to go to Options to access settings; V Thunderbird you will need to select this function from the drop-down menu; V Gmail need to press a button Copy And Bcc; V Windows Live Mail You will need to press the keys simultaneously Alt + B.

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