Email 格式及用語

撰寫Email已經逐步取代了傳統的書信(letter)和便箋(memo)，當然，考試也隨著社會變遷，寫Email變成了另外一種寫作的文體。

Email雖然是Mail，但是格式跟傳統的公文書信也有一段的距離，簡言之:

1. Address. 書信右上角是 sender address，左上角是 receiver address，但Email 只有sender和 receiver 的 email address
2. Subject. 書信的信開頭要有一句 Re:XXXXX Email 則只要加上相應簡單的 subject，例：Re: Purchasing Order of Goods
   
3. Greetings. Email的上款跟書信一樣，也是Dear Ms. XXX，但是很少使用Yours Faithfully ，多使用Best wishes, Regards, Best Regards, 甚至不太正統的 Thanks 。

較 Formal Email 的「公式」，就是：

Greetings
如果不太熟，第一次通訊的會是：

• Greetings! I am Peter of XXX company .....
  
• Greetings from Hong Kong! I am Nancy.....
  

如果是熟人，或者往來書信無限次，則可略過，直至跳入下一步：

Purpose
Email 是一種十分方便的文體，甚至多言，多是單刀直入：

• I am writing to
  
• Referring to your email dated XXXX, I am writing to .....
  
• Referring to our telephone, I am writing to confirm.....
• As you mentioned in the email below, <-- 留意，多數回覆的Email History 會附在下面

Action
Email 多是要求對方有所動作，但亦要注意禮貌：

• I should be grateful if you could ......
  
• Could you let me have .......

如想加一個限期前覆，可以這樣：

• .... on or before 22.8
• .... by today (22/8)

也有可能無聊想人知道，不需要收件者有 action 的

• .... for your information only
• .... for your reference
  

有時你給收件者，不用教其他人做什麼，只希望他處理，那麼：

• ..... for your necessary action
  

Attachments
就是請收件者留意附件：

• Attached please find the document
• Enclose please find the pdf files
  

Endings
Email 少有祝褔人的，ending 的句子多是「如有任何問題，可找我」，或者是「等待你的回覆」之類：

• If you have further enquires, please feel free to contact me on XXX-XXX
• I am looking forward to your reply

簽名前，應該用：

• Best
• Best Regards
• Regards
• Wishes
• Thanks
• Thank you

Example:

Subject: Invitation to School Open Day

Dear Ms. WONG,

Greetings! I am Fish from Kowloon College. As you know by previous emails, our school open day will be on 22.8.2008, I am writing to invite you to be our honourable guest.

Attached please find the draft rundown of the open day ceremony for your information please. It will be our pleasure if you could come and become our honourable guest.

I should be grateful if you could let me have your reply on or before 25.8.2008 so that I could arrange seat for you. Thank you.

Should you have any further enquires, please feel free to contact me on XXX-XXX. Looking for your reply.

Best Regards,
Fish
Head Prefect, Kowloon College