Basic rules for business correspondence by e-mail. Sending an e-mail to the "Sent" folder (BCC to yourself) Letters from "government organizations"

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 conduct business correspondence correctly 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 in English is the same set of rules and clichés, some of which we recommend using for 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 the image of a business person. 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. In order to notify the recipient about the presence of an attachment, this phrase is perfect. 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. Eg:

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

As for 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”, “in more detail”. Examples of using:

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. Eg:

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 show 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!

Good time! Today we will talk about SMS backup by sending all messages from your smartphone to email. This may be required both simply for the purpose of saving correspondence, and for further processing of messages, for example, searching messages for the necessary information (contacts, names, prices, etc.) by third-party applications, which in turn work with E-Mail. Let's look at an option for such copying using a smartphone running Android.

Create a mailbox

To send and save all messages by E-Mail, you first need to register a mailbox; mail from yandex.ru is perfect for this. You can also use your existing mailbox, but I recommend registering a new one. Firstly, over time, a large number of SMS messages will accumulate in it, which can interfere with working with regular letters, and secondly, if you connect your mailbox to a third-party service for analytics, do not indicate the login and password for the main E-Mail in it. .

Install the SMS Backup + application on your Android smartphone

To send all SMS messages to your mailbox, you will need to install and configure a special SMS Backup + application, which can be downloaded from play.goole.com or apk-dl.com (an alternative for smartphones that do not use Google Play) or.

The application has been tested on Android: 3.xx, 4.xx, 5.xx, 6.xx; Support for version 2.xx is declared.

Setting up SMS Backup +

Launch the application;
After launching the application, in the menu that opens, select the item: Advanced settings;
Next, go to Backup settings;
Check the boxes for Backup SMS and Email subject prefix, uncheck the boxes for Backup MMS, Backup Call log (we don’t need MMS and call history, although you can backup them too);
Return to the previous menu and go to the IMAP Server settings section;
Select the Authentication menu item,

set the parameter value to Plain text;
Select the Server address menu item, enter the value: imap.yandex.ru:993
Select the Security menu item and enter the value: SSL
Select the Login (You IMAP account) menu item, specify your login, then select the Password (You IMAP account password) menu item, specify the password for yandex.ru mail;
In the main menu, check the box for Auto backup;
Next, go to Auto backup settings, select the Regular schedule menu item and set the time interval at which SMS will be sent to the mailbox account we specified (for example, every 2 hours).

The SMS Backup + application allows you not only to make backup copies to E-Mail, but also to restore messages from it. The corresponding recovery settings can be found in the Advanced settings -> Restore settings section.

After sending messages by E-Mail, they will all be placed in a folder called: SMS.

Analyzing SMS sent to Email

After receiving a list of SMS messages to your email address, you can use special software to analyze the data they contain. For example, you can track SMS from the bank with messages about cash receipts and debits, based on which you can keep financial records automatically. I implemented a similar solution for a “joint shopping site”, when all SMS messages from the Bank received by the JV Organizers are collected in one place, analyzed and based on them, the system displays data in the control panel about which user who placed the order made the payment.

Most email clients, including Gmail, Mail.ru, Microsoft Outlook, Mozilla Thunderbird, allow you to put multiple recipients in Copy(in English the abbreviation is accepted SS), or Bcc (CCB). IN Copies recipients can see other people's addresses. In the second case, the identity of additional recipients is hidden.

Adding a recipient's address

To specify the recipient(s) of the email, enter their email address in the field To whom (That):

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 email to multiple people, each of them will be able to see the full list of other recipients.

How to create a copy of an email

Field CC or Copy used to exchange electronic messages in a more indirect way than the field To whom. If you are not directly addressing the person in your email, but would like that person to follow the conversation in the email thread or simply be aware of the topic, the field Copy would be a great option. The addressee, who is in Copies letters, receives an unread letter in his mailbox, just like the one who was placed in the box To whom; the only difference is who you address the letter to first in the body of your email. In the professional world, mailing to Copies is used very widely and serves to keep colleagues informed about various events and topics.

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

Every email client (Gmail, Outlook, Mozilla Thunderbird, Yahoo, etc.) allows the sender of an email to reach a large number of people without exposing their information to other users in the email chain. This function is called BCC or Hidden copy. You can hide recipients by entering their addresses in the field Hidden copy instead of using fields To whom And Copy:

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 Hidden copy 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 Hidden copy; V Windows Live Mail You will need to press the keys simultaneously Alt + B.

Image: © Web Hosting - Unsplash.com

In order to place an order for the purchase of certain goods, special order forms are usually filled out, which indicate the quantity of products, their description, price, payment terms ( terms of payment), date of delivery, discounts, etc. In some cases, when it is necessary to make certain points quite clear, a covering letter is written, to which the order form is attached.

If the Seller or Supplier of the goods is able to fulfill the order, he sends the Buyer an order acknowledgment, or confirmation, which

This is most often a copy of the order (order copy, or duplicate), signed by the Seller. Typically, the order confirmation is attached to a cover letter in which the Seller expresses gratitude for the order, and also informs the Buyer about certain changes (changes in prices, delivery times, etc.).

If the Seller or Supplier of the goods is unable to fulfill the order for any reason, he either refuses the order (to refuse (to reject, to decline) the order), or offers an adequate replacement (substitute) for the product that is out of stock.

Clichés and expressions of order letters:

-- In reply (response) to our letter (fax) of (dated)... , we thank you for... - In response to your letter (fax) of..., we thank you for.. .
-- We accept your offer and have pleasure in placing an order with you for... -- We accept your offer and have the pleasure to place an order with you for...

Clichés and expressions of order confirmation letters:

-- Thank you very much for your order No ... of (dated) ... -- Thank you for your order No. ... from...
-- We hope that "you will have a good turnover, and that we will be dealing with your company in the future. -- We hope that you will have a good turnover, and we will cooperate with your company in the future.

Shop-Rite Supermarket

Rio Grande, NJ, 08240

Our Order for Shoes

In response to your letter of 14th February, we thank you for sending us your catalogs and of men's shoes. We are sure there will be a great demand for them in Russia.

We accept your offer and we have pleasure in placing an order with you for men's shoes. We are enclosing our Order No. 14.

Yours sincerely,

Enc. Order No.14

O R D E R No.14
(please refer to

this number on all

Shop-Rite Supermarket

Rio Grande, NJ, 08240

Please supply 1000 clothes for babies in the titles and colors specified below:

Title Color Quantity

T-shirt blue 200

T-shirt white 100

T-shirt black 100

T-shirt pink 300

Price: $4.99 each (total - $4,990)

Delivery: air freight

Payment: by letter of credit

Packing: standard

p.p. Chief Buyer

We send dozens of emails every day. Sometimes these are very short messages, for example: “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 to write letters in text editors, then save often, otherwise you will end up writing a letter all day, and then suddenly your computer freezes and everything is gone. Or write directly in the mail 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 doubts about spelling or syntax, go to Gramotu.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.

You don't subscribe

You wrote “Sincerely, Masha” and think that everything is in order, but the recipient of the letter sits and wonders what kind of Masha this is. From the printing house? Or maybe an illustrator? To avoid leaving him guessing, set up a signature and it will be automatically added to the end of each of your messages. Be sure to include your first and last name, company name, position, and contact information, such as Skype or phone number. You can add an address - although this is advertising, it is unobtrusive.

You're choosing the wrong time

Writing letters at night is not a good idea. Reason one: you're probably terribly tired during the day, you're not thinking very well, and you're at risk of making all of the above mistakes. Reason two: the avalanche of morning mail will bury your midnight letter, and the addressee will definitely not see it in the near future. And third: apparently, you have nothing better to do if you are writing business letters at three in the morning.

Our advice: if nothing Important or Urgent has happened, send messages from Monday to Friday and during working hours, like all normal people.

Need to for your business? Create it yourself on Wix - it's easy and free!