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KỸ NĂNG VIẾT E-MAIL BẰNG TIẾNG ANH

I. Đặc điểm của e-mail:


1. Cách trình bày đơn giản
 Ưu điểm lớn nhất của e-mail là truyền thông điệp đến đối tượng ở mọi nơi trên thế giới chỉ trong chốc lát.
Vì vậy, nó thuận tiện cho việc trả lời ngay của người nhận và mang tính hiệu quả cao. Mục đích chung là
tốc độ truyền thông tin nhanh chóng và tính chất thông tin đa dạng.
2. Cách lưu trữ dữ liệu
 Việc nhận thông điệp bằng e-mail giúp cho việc lưu trữ dữ liệu trong phần cứng và phần mềm máy vi tính
được gọn nhẹ và an toàn.
3. Chi phi
 Trong thời đại máy vi tính, người ta sử dụng internet để truyền tải thông tin ngày càng nhiều, nên chi phí
e-mail phần nào tùy thuộc vào việc làm việc trực tuyến ít hay nhiều.
4. Truyền cùng một thông điệp đến nhiều người
 Trường hợp gửi cùng một thông điệp đến nhiều người, bắt buộc người gửi phải ghi họ tên từng người,
sao chép và gửi đi. Nhưng đối với e-mail, đơn giản chỉ dùng CC.
5. Hình thức văn bản
 Mặc dù e-mail được trình bày theo hình thức lá thư, nhưng văn bản e-mail gần với ngôn ngữ nói hơn
ngôn ngữ viết. Chẳng hạn như những câu thăm hỏi về thời tiết cũng được lược bớt, thay đổi lối viết văn
chương bằng cách diễn đạt đơn giản tiện cho việc đọc trên màn hình máy vi tính …

II. Cách viết e-mail


Có 2 hình thức viết e-mail: trang trọng và thân mật
Đối với hình thức e-mail trang trọng:
1. CC, BCC, Return Receipt
 To: địa chỉ của người nhận e-mail.
 CC (Carbon Copy: sao chép hàng loạt): Việc gửi bản sao văn bản đến địa chỉ của người nhận là cách dùng
khi muốn chuyển đến nhiều người. Khi nhận e-mail, người nhận sẽ hiểu rằng thông tin được truyền tải đến
nhiều người. Tác dụng của nó thuận tiện nhưng không cần thiết khi gửi đến nhiều người không có liên quan.
 BCC (Blind Carbon Copy/Blind Courtesy Copy): Cũng giống như CC, nhưng BCC hàm nghĩa nhấn mạnh “gửi
bí mật”, nên tránh lạm dụng cách gửi này.
 Subject: Chủ đề của e-mail đóng vai trò quyết định đến việc đọc hay không đọc của người nhận.
 Attachment: Tài liệu kèm theo.
 Return Receipt: Xác nhận đã nhận thư. Đây là cách chứng minh người nhận đã nhận được e-mail.
2. Subject
 Thông thường ta sẽ nhận được rất nhiều e-mail, nên có thể đọc lướt qua chủ đề để hiểu sơ lược nội dung và
quyết định đọc e-mail nào trước.
+ Đặc điểm của chủ đề là cần viết cụ thể và ngắn gọn điều quan trọng chứa đựng trong nội dung.
+ Khi ta đưa vào e-mail những thông tin không rõ ràng, người nhận sẽ không có ý muốn “Reply”.
+ Tình huống khẩn cấp “Urgent” chỉ dùng khi thật sự cần thiết.
3. Thể hiện sự tôn trọng
 Trong e-mail, ngoại trừ trường hợp bắt buộc phải thay đổi cách xưng hô, ta không dùng Dear để gọi tên mà
bắt đầu bằng cụm từ xưng hô và tên như Ms. Baker hoặc John, ví dụ: Dear Ms. Baker, hoặc Dear John.
 Trường hợp không rõ giới tính của người nhận thì dùng cách gọi tên đầy đủ như Dear Pat Joners.
 Nếu người nhận là người lạ, ta không thể gọi một cách sơ sài. Hơn nữa, ta không thê dùng cách nói Hello,
Leilani và Hi, Ken vào lần gặp đầu tiên.
 Nếu không biết tên riêng thì dùng cách gọi chỉ phái nam, phái nữ.
 Dear Sir / Madam
 Đối với cách gọi từng bộ phận, phòng ban, ta có thể dùng như sau:
 Dear Customer Service
 Dear Human Resources Manager
 Dear Marketing Director
 Đối với nữ, dùng Mrs. để gọi người lớn tuổi.
 Nếu người nhận có học vị tiến sĩ thì không cần phân biệt giới tính, ta có thể dùng Dr. (Dr. Franklin)
4. Phần nội dung
 Bắt đầu bằng cách chào hỏi đơn giản: hãy tự giới thiệu mình, rồi sau đó mới giải thích cho người nhận biết rõ
nguồn gốc của mình, lý do gửi e-mail.
 Phần nội dung dài hay ngắn tùy theo mục đích diễn đạt của người gửi.
 Trước hết hãy viết việc quan trọng, không nhất thiết phải viết những câu chào hỏi thông thường về sức khỏe,
tình hình thời tiết mà nên đi thẳng vào vấn đề quan trọng. Nếu có nhiều sự việc quan trọng thì hãy trình bày
một cách ngắn gọn, rõ ràng.
 Khi chuyển sang ý mới, ta cần ngắt dòng để người nhận không cảm thấy khó khăn trong việc đọc nắm ý.
 Khi đề cập đến nội dung cần bàn bạc, thảo luận thì nên dùng mẫu câu yêu cầu lịch sự.
 I am writing/write to … (tell about … / let you know about …)
 I would like to … (tell/send/let …)
 I enjoy/ really like …(+V_ing)
 …
 Nếu có tài liệu đính kèm thì nên báo cho người nhận biết đó là tài liệu gì.
 I enclose … (daily report …)
 The attached file is …(list of students … )
 …
 Khi cần yêu cầu sự giúp đỡ, hỗ trợ từ người nhận thì phải nêu công việc cụ thể.
 Could you help me ...(inform the student of final exam…), please?
 I would like to ask your help …
 …
 Khi hối tiếc về một điều gì đó xảy ra không như mong đợi.
 I regret to … (tell/inform …)
 I am (very) sorry about/for …
 I would like to apologize for …
 …
 Nên tránh sự diễn đạt do dự.
Ví dụ:
 I can not attend the meeting.
 I wish I could attend the meeting.
 We can not finish the plan until April 20.
 We will finish the plan on April 20.
 …
 Nên tránh các hình thức viết tắt, ngắn gọn.
Ví dụ:
 I’m  I am
 I don’t  I do not
 I haven’t  I have not
 …
 Chỉ sử dụng hình thức viết tắt cho phép (được chấp nhận).
 ASAP: as soon as possible
 BTW: by the way
 BFN: bye for now
 BRB: be right back
 IOW: in other words
 …
 Yêu cầu, đề nghị lịch sự khi muốn người nhận hỏi lại nội dung hoặc bất cứ thông tin nào trong e-mail nếu
chưa hiểu rõ.
 Please contact me if you have any … (question, complaint …)!
 Please feel free / do not hesitate … to contact me if … (there is any problem…)
 …
 Không gạch dưới, không dùng kiểu chữ to (chữ in hoa), in nghiêng cả câu và ký hiệu đặc biệt. Khi muốn nhấn
mạnh từng phần thì ta dùng kiểu chữ to, dấu hoa thị (* *), hay dùng dấu phân cách ( _ )
Ví dụ:
 This is available to members ONLY.
 I meant *JST*, not PST.
 I will need the report by _ 10 a.m. Monday_
 …
 Trường hợp muốn có câu trả lời từ người nhận thì phải nêu chính xác yêu cầu và việc cần làm. Câu hỏi nên
cung cấp đầy đủ thông tin và viết ở dạng nghi vấn và để người nhận có thể sắp xếp trả lời.
Ví dụ:
 I would like to know when you can send it out.
 When can you send it out?
 Let me know whether you can make the deadline or not.
 Can you make the deadline?
 …
 Cám ơn về e-mail hồi âm
Ví dụ:
 Thank you for your … (e-mail/reply/ prompt reply/ quick response…)
 It is good/nice/great to hear from you.
 I am glad/happy to hear from you.
 …
 Kết thúc e-mail
 Thank you for your … (interest/assistance/cooperation…)
 I am looking/look forward to … (hearing from you/...)
 …
5. Phần kết luận
 Phải thay đổi phần kết luận so với thư tín thông thường.
Ví dụ:
 Best Regards,
 Best Wishes,
 Regards,
 All the best!
 Continues success,
 Sincerely yours,
 Sincerely
 Nếu người nhận là người không quen biết thì có thể dùng các cách diễn đạt sau:
 Bye for now
 Talk to you later
 Talk to you soon
 Take care
 Have a nice/good/great/wonderful day!
 Have a nice/good/great/wonderful weekend!
6. Chữ ky
 Thường hiển thị địa chỉ e-mail, địa chỉ trang chủ, và họ tên của người gửi. Tuy nhiên, tùy từng trường hợp mà
có cách viết như chức vụ, nghề nghiệp, chỗ ở, số điện thoại. Nói chung, chữ ký trong e-mail được ghi nguyên
văn, nhưng cũng không nên quá dài.
 Khi đọc số điện thoại trên chữ ký, tốt hơn ta nên bắt đầu từ mã quốc gia.
 Từ chữ ký, ta có thể hiểu thêm về phương châm kinh doanh hoạt động của người gửi thư.
 Hãy đặt quy ước về chữ ký, chẳng hạn như quy ước dùng trong kinh doanh, dùng cho cá nhân, dùng trong
nước, dùng ở nước ngoài.
7. Đinh kèm
 E-mail có thể đính kèm tài liệu như hình ảnh, biểu đồ …
+ Có thể đính kèm địa chỉ của mình để người nhận hiểu ngay thông điệp là do ai gửi.
+ Dung lượng đính kèm qua internet là 50KB. Nếu dung lượng đính kèm quá lớn, ta nên dùng phương pháp
nén.
+ Khi gửi e-mail lần đầu không nên đính kèm tài liệu vì sẽ mất thời gian, ngay cả người nhận cũng cảm thấy
không cần thiết phải đọc tài liệu đính kèm. Chỉ thực hiện việc đính kèm tài liệu khi được yêu cầu.

Đối với hình thức e-mail thân mật:


Xét về nội dung cần trình bày trong e-mail thì cũng tương tự như e-mail trang trọng. Nhưng hình thức trình bày đơn
giản hơn, ngắn gọn hơn. Cụ thể như sau:
 Đầu thư:
 Hi/ Hello/Dear + tên riêng,
 Dear Friends/Colleagues/Fellows/Members/Everyone,
 Nội dung thư:
 Không cần diễn đạt ý muốn nói thành một câu văn hoàn chỉnh.
 Có thể dùng hình thức viết tắt như I’m, I don’t ...
 Được dùng các ký hiệu đặc biệt để diễn tả cảm xúc như , :-( …
 …
 Cuối thư:
 Bye/ See you/ Take care
 Thanks,
 Cheer,
 Good luck
 …
1. BANKING
COMPANY CREDIT ACCOUNT APPROVAL LETTER
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We have reviewed your application for credit, and it is our pleasure to inform you that an account has been opened for y

Please feel free to use your account as often as you wish. A descriptive brochure is attached which outlines the terms an
opened.

Should your credit requirements change, or should you have any questions regarding your new account, call this office a
representatives.

When you call, please have your account number available, in order that we might have quick access to your file.

Yours faithfully,

[YOUR NAME, ex. Jill Jones]

BUSINESS CREDIT APPLICATION REFUSAL


[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We acknowledge your application for credit extension, regarding special terms with our company.
Regrettably, your request has been declined as your current financial standing does not meet with our credit requiremen
improve, we encourage you to re-apply if and when you feel your financial position has improved. We recommend you
assess your status.

Until such time as you have reached a limit that is possible for us to negotiate, we are pleased to continue to process ord

As always, your business is welcome and will continue to be handled promptly and professionally. Thank you for choos

Yours faithfully,

[YOUR NAME, ex. Jill Jones]

BANK ERROR
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

Re: Account (Name and #)

I am bringing to your attention a situation that recently occurred in my account.

I request that you check this matter and resolve it as quickly possible.

Your hasty action in resolving this issue will be greatly appreciated and I thank you in advance and look forward
to hearing from you.

Yours sincerely,

[YOUR NAME, ex. Jill Jones]

REQUEST BANK TO WIRE FUNDS


REQUEST BANK TO WIRE FUNDS

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.


John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I would like to request a wire transfer $[AMOUNT] from our account #[ACCOUNT NUMBER] to the
following account:

ACCOUNT NUMBER: [ACCOUNT NUMBER]

ACCOUNT-HOLDER NAME: [NAME]

BANK NAME AND ADDRESS: [BANK NAME AND ADDRESS]

BANK TRANSIT NUMBER: [TRANSIT NUMBER]

I would greatly appreciate your executing this request at your earliest convenience.

Sincerely,

[YOUR NAME, ex. Jill Jones]

REQUEST BANK TO TRANSFER FUNDS


REQUEST BANK TO TRANSFER FUNDS

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I would like to request the following transfer of funds:

$[AMOUNT] from our account #[ACCOUNT NUMBER] to our account #[ACCOUNT NUMBER]
I would greatly appreciate your executing this request at your earliest convenience.

Sincerely,

[YOUR NAME, ex. Jill Jones]

REQUEST BANK TO SEND TERM RATES

REQUEST BANK TO SEND TERM RATES

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We are interested in investing $[AMOUNT] in term deposits or other similar instruments for a duration of
[DURATION, ex. nine months]. I kindly request, thus, that you forward your current rates on such instruments
to me at:

[ADDRESS, ex.

Attention: Jill Jones

PowerAccount Industries

4312 Third Street

Anycity, Anystate 85245]

Allow me to thank you in advance for your consideration.

Sincerely,

REQUEST TEMPORARY INCREASE IN CREDIT LIMIT


REQUEST TEMPORARY INCREASE IN CREDIT LIMIT

[DATE, ex. Wednesday, June 11, 1998]


[NAME, BANK AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We hereby request that you temporarily increase the limit on our credit facility to [REQESTED AMOUNT OF
CREDIT LIMIT, ex. $750,000], until [DATE INCREASE REQUIRED UNTIL, ex. September 30, 1998].

[EXPLAIN REASONS FOR TEMPORARY INCREASE, ex. As you are aware, our revenues are seasonal, and
although we are now gearing up for our busiest season, we will not realize these revenues until later in the
quarter. It is for this reason that we require a temporary increase.

Please feel free to call me if you have any questions or comments or if you require any additional information.
We anxiously await your response.

Sincerely,

REQUEST BANK TO PLACE STOP-PAYMENT ON CHECK


REQUEST BANK TO PLACE STOP-PAYMENT ON CHECK

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Bank

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I would like to request that a “stop-payment” be placed on the following check{s}:

CHECK # AMOUNT RECIPIENT DATE ACCOUNT #

[LIST CHECK NUMBER(S), AMOUNT(S), RECIPIENT(S), DATE(S) AND ACCOUNT NUMBER(S), ex.
12423 $1,203.23 ABC Co. 5/3/98 2132342-23423]

I hereby authorize the service charge to be deducted from my [savings / checking] account, #[CHECKING
ACCOUNT NUMBER].

Sincerely,

2. Customer

WELCOME TO NEW CUSTOMER

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear__________,

We welcome you as a new customer to our commercial business. We are quite sure that you will be extremely
satisfied with our line of products and the service we provide to all our customers.

There are a number of ways that you can purchase our product. We will be grateful if you could specify the usual
terms with which you purchase other products. You are invited to purchase our merchandise on our regular open
account terms. Our credit manager will be happy to discuss any aspect of our credit policy with you at your
convenience.

I have enclosed our catalog and price list for you to carefully look through. I believe that you will find our prices
competitive and in keeping with industry trends.

During the year we offer our valued customers frequent discounts as an incentive and as a showing of our
appreciation.

I do hope you will provide us the opportunity to offer you our service you in the near future.

Sincerely,

VALUED CUSTOMER STATUS

[NAME, COMPANY AND ADDRESS, ex.

John Smith
XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Customer,

You have obtained our 'valued customer' status. This is an honor accorded to a select few.

It means that we recognize the very special needs related to your volume and customization requirements, which
include quick access to design and manufacturing information, estimated delivery times, open-to-buy status, and
dozens of other details that call for fast, accurate answers.

To ensure that you receive the data you need within minutes of your asking, we are assigning you your very own
Customer Service Representative. (CSR name) will monitor your orders, review them with manufacturing, art,
traffic and keep me up-to-date on your activity while I’m out of the office. His/her direct dial number is
(number).

(CSR name) will call you next week to introduce himself/herself. He’s/she’s a bright young man/woman who
has been trained for the last three weeks on every facet of your account. I’m sure he/she’ll do a wonderful job.

I appreciate your business. We all do.

Sincerely,

VALUED CUSTOMER PARTY INVITATION

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Customer,

Valued Customer Preview Night!

An after hours spectacular to introduce you to our brand-new line of (our Company Products/Services).

Won't you join us for a preview party?

We are celebrating the best buys in the history of (our company), and we want you to preview our amazing new
collection prior to its announcement to the general public.
(DAY)EVENING, (DATE)

6:00 P.M. - 10:00 P.M.

AT (LOCATION)

As an invited guest, you'll have first choice of our new selection, plus you'll receive a Valued Customer Bonus:

(%) OFF ALL PRODUCTS!

SUPERB BUFFET DINNER

And don't eat before you come over, because we're putting together a fantastic buffet dinner with all the
trimmings!

This invitation is your ticket to join us for a party, preview, and savings!

Sincerely,

THANK YOU TO SATISFIED CUSTOMER

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear _______,

On behalf of our Company, I would like to thank you for your compliments. We pride ourselves on giving our
customers the very best, no matter the magnitude of the occasion.

In response to your kindness, we thought it would be fitting to send you a gift certificate that is but a small token
of our appreciation toward customers such as yourself.

Sincerely,

PRAISE FOR GOOD CUSTOMER SERVICE

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.
1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear________,

Just a short note of appreciation for the service and support I have received from you and your employees.

I recently had a problem with some of the merchandise I had ordered and I placed a call to your support number.
Within minutes my call was returned and my query dealt with in a prompt and professional manner.

Your customer service is of exceptional quality and I wish to thank you and your staff for providing such
excellent service.

I was truly impressed with the level of dedication present.

Sincerely,

NEW REPRESENTATIVE

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear _______,

It is our great pleasure to advise you that a new sales representative will now be representing our firm in your
area.

He has been handling our accounts in various locales for some time and is extremely knowledgeable in this field.
Your new representative is scheduled to visit your office in 10 days time.

If you have any questions or special requests, please do not hesitate to contact him. As I am sure you will agree
after meeting him, he is an asset to any company and we are very proud to have him on our staff.

Sincerely,

GOOD CUSTOMER SERVICE

[NAME, COMPANY AND ADDRESS, ex.


John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear _______,

I wish to thank you and your staff for providing such excellent service. It was a pleasure to deal with members of
your staff. The service was impeccable, and the staff was always very well-mannered and helpful. I was truly
impressed with the level of dedication present.

This is not the usual letter that I have the pleasure of sending out, since it is not every day that one comes across
service of such a high standard.

Sincerely,

CUSTOMER STOPPED PURCHASING

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Customer,

We have had the happy experience of receiving one or more orders from you every year for several years. But,
as I study our list of faithful customers, I note that you haven’t bought anything from us for the past two years.

This set me to wondering: Did we goof on a shipment? Was the merchandise you last ordered not exactly what
you wanted? Or is it simply because you haven’t needed anything?

Whatever the reason, we would really like to know, and we hope you will tell me by replying to this letter, which
you can mail in the postage-paid envelope.

In the meantime, I am sending you a flyer describing our special “rock-bottom prices” sale on all (our
product/services). Maybe when you see the bargains offered, you will start buying from us again.

If we can help you in any way, please let us know. We would really like to have you as one of our regular
customers again.
Sincerely,

CHANGE OF SERVICE COMPANY


[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear _______

We hereby inform you that effective (date), our company will no longer be offering the service of (type of service). This
management decision taken after focusing all our efforts in the area of (type of service). This restructuring, we believe,
benefit our customers as we continue to direct our expertise in the other areas.

However, we are quite aware of the importance, that our customers should continue to receive good of service, so we ar
pleased to announce that our former employee, (name), will now be offering this service. Since he has already had
considerable experience with this type of service during his involvement with our company, and having built up a super
level of competence, we are extremely confident that we will be referring our service to a very good source.

We encourage you to contact (name) at (phone #) for your service requirements. We are quite confident that you will fin
to be professional in every respect.

It has been our pleasure to serve you over the years and we thank you for all your support. Our company is looking forw
a continued association with you as we provide you with the kind of focused expertise you need.

Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: EXCHANGE ISSUED
RETURN PRODUCT ACKNOWLEDGEMENT: EXCHANGE ISSUED

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]


Dear [NAME, ex. John Smith],

I am happy to exchange your [OLD PRODUCT, ex. Magnaflux compressor, model 452B] (invoice #[INVOICE
NUMBER]) with [NEW PRODUCT, ex. model 542X]. [STATE HOW DIFFERENCE IN PRICE WILL BE
HANDLED, ex. Since the 542X is priced $987.62 less than the 452B, I have credited your account in that
amount.]

Since your satisfaction is our goal, do not hesitate to call me at XXX-XXXX if I can be of any further
assisstance.

Sincerely,

ACKNOWLEDGEMENT: DAMAGED GOODS,


REPLACEMENT SENT
RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, REPLACEMENT SENT

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered
in an unacceptable condition. I will immediately ship to you a replacement. {STATE INCENTIVE, ex. Since I
am embarrassed by this matter, I will discount the replacement order by 5%. The difference will be credited to
your account}
Call me at XXX-XXXX if I may be of any other assistance.

Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, CREDIT
ISSUED
RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, CREDIT ISSUED

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered
in an unacceptable condition. I will immediately issue a credit to you in the amount of $[AMOUNT], to be
applied against your next bill.

I am ready to ship to you a replacement immediately and at your request. {STATE INCENTIVE, ex. Since I am
embarrassed by this matter, I will discount the replacement order by 5%} You can reach me at XXX-XXXX.

Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, NO
RETURN FEE
RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, NO RETURN FEE
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

If you are not satisfied, we have not done our job properly. I’m sorry that you are not pleased with [STATE
PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]) and I will immediately process
your return.

Ordinarily, we issue a credit to be used against your next invoice and, levy a [X]% [restocking / return etc.] fee
to cover the costs we incur to restock and repackage the product. Since your satisfaction is our business, I have
waived the restocking fee and enclosed a check for the full amount of your return.

{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I
understand that operating temperature is a key concern for you. May I take this opportunity, Mr. Smith, to
suggest our R3B model? This model will interface with your existing machinery and operate at a far lower
temperature. I will be pleased to discuss the R3B’s features with you at your request.}

Please call me at XXX-XXXX if I can serve you in any way.

Sincerely,

RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, RETURN FEE


APPLIED
RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, RETURN FEE APPLIED

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

If you are not satisfied, we have not done our job properly. I’m sorry that you are not pleased with [STATE
PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]) and I will immediately process
your return in the amount of $[AMOUNT]. This figure includes a [X]% [restocking / return etc.] fee to cover
the costs we incur to restock and repackage the product, and to maintain our competitive prices.

Ordinarily, we issue a credit to be used against your next invoice, but I know you would prefer a check. Your
satisfaction is our business. Enclosed, please find a check in the amount of your return.

{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I
understand that operating temperature is a key concern for you. May I take this opportunity, Mr. Smith, to
suggest our R3B model? This model will interface with your existing machinery and operate at a far lower
temperature. I will be pleased to discuss the R3B’s features with you at your request.}

Please call me at XXX-XXXX if I can serve you in any way.

Sincerely,
3. Sales
a) SPECIAL OFFER
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,

How often have I had to write over the years advising you of a price increase? Why, you ask, am I so happy?
Read on! This is to advise you that, for a limited period of time, we are reducing prices on certain items in our
catalog.

Take a moment to review the enclosed catalog. I have circled in red ink the items that are temporarily reduced.
What an opportunity! Please take advantage of these low prices. If you wish to order large quantities, or stagger
shipments, you can call me at the above telephone number and we will try to work out mutually acceptable
terms and conditions.

In any event, I suggest you place an order as soon as possible, as these prices are only in effect until (date]). I
look forward to receiving your reply.

Thank you in advance for your order.

Yours sincerely,

b) INTRODUCTORY OFFER FOR


A NEW STORE

[NAME, COMPANY AND ADDRESS, ex.


John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,

The (name of store) has opened a wonderful new store in (location) at (address). The (name of

store) has been satisfying home furnishing needs since (year). Our experience has shown us that when you shop, you wa
selection, quality, availability, and value. Our (name of company) can offer you all this and more!

We have expanded our furnishings of over (number of rooms) room groupings to include (name of grouping). This
collection features (name of few brands), as well as many other famous name brands that complete our (amount of
money) inventory.

As an introductory offer to our new (location) store, we are offering you a ( discount) on ALL

regularly priced merchandise. We also have a "get-acquainted" gift for you. It is (gift) which is absolutely FREE with an
purchase of (amount of money) or more. You have a choice of ( choice) to select from.

To make shopping even more of a convenience, (name of store) invites you to open (type of charge) account today. With
this card you can charge your purchases and not have to be concerned about a down payment or tying up your other
charge cards. And your credit card will be welcomed at any of our stores.

All you have to do is complete the coupon below and submit it to us. Why not do it today!

Sincerely,

c) CATALOG SALES
[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,

The More You Buy The More You Save!


Now you can save even more on all items in our catalog. And the more you order from the catalog, the more of a
discount you'll receive. It's simple to save!

If you place an order of (Amount for Level 1 Discount),we will take (Percentage)off your entire order.

If you place an order of (Amount for Level 2 Discount),we will take ([Percentage)off your entire order.

If you place an order of (Amount for Level 3 Discount),we will take (Percentage )off your entire order.

BUT - never mind the math! The easiest way to save is to find what you want from the catalog, add the total
amount of your order and then give us a call. We will make sure you get just the right discount.

Our toll-free number is (number) or 800 Number. So call now and save as much as percentage on Level 3
Discount on your order from (Company Name]. Because with this offer, you just can't help but save money!

Sincerely,

[YOUR NAME, ex. Jill Jones]

P.S. So plan ahead for birthdays, holidays and other special occasions, and save money now on items you need
to buy anyway

d) ANNOUCING SUMMER SALES


[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,

Don't lose this letter, or you'll lose your Free Gift!

Our Store is having our Summer Sale, and we want you to be there, for outstanding savings on everything in the
store. Receive a FREE gift everyone will love.

Beginning (date) and Ending (date), Our Store will have huge discounts, up to 70 % on items like these:
(Describe).

And not only will you save, but if you bring in this letter during the Summer Sale, we will also give you a Gift,
absolutely free.

Mark your calendar now for the Summer Sale! Come to the sale early, and don't forget to bring this letter,
because our Free Gift supplies are limited.

And there's no telling when we'll run out!

Sincerely,

NEW PRODUCT IDEAS

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Mr Smith / Valued Customer,

Re: Innovative New product

Further to out telephone conversation on (date) here is an outline of our proposal.

I am an expert in the field of technology, and I own and run the product development company, which
specializes in (market/technology).

We have developed a highly innovative product (describe market) sector. Our research indicates that our
technology is unique and will offer significant advantage over all available similar and competing products.

We believe that this new product could fit well within the (prospect organization name) portfolio, given your
market strengths, values and customer base, and so we would like to present our ideas to you and your
appropriate team.

If you'd like to proceed to the next stage we would expect to sign a mutual non-disclosure agreement, and await
your advice on this.

I'll call you soon to see if you wish to progress matters,or please do not hesitate to contact me for any further
information.
Yours sincerely,
[YOUR NAME, ex. Jill Jones]

INTRODUCTORY PRODUCTS
OFFER
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,

NEW! We've just received a shipment of thousands of new ( Products) and we wish to get them moving!

So we have knocked off the price by (Percentage) which you, the customer, can save by ordering the Products right now
just (price of Products).

We have never offered (Products) before, and we do not know exactly how you will respond to them, so that is why we
offering them at such a low price, for a limited time only..

We will keep this low price for as long as we can, but if the demand is high, we will be forced to raise our prices.

So order yours now, while we are still offering this incredible introductory price--just (price of Products). Call our Toll-
800 Number right now, and give our brand new (name of the Products) a try.

Sincerely,

[YOUR NAME, ex. Jill Jones]

P.S. Don't forget about our return policy. Return any product to us within 14 days, and we will refund your purchase pric

TELEMARKETING 1
Hi Mr/Ms ----

My name is (name) and I’m calling from (company). How are you today?

Mr/Ms (contact name) I am calling you for a very precise reason. Here at (company) we have developed
(product/service) specifically designed to (describe). I just want to know if you have considered or would
consider acquiring/using (product/service).

Okay, let me just briefly explain to you how our (product/service name) will help you to:

• Benefit 1

• Benefit 2

• Benefit 3

Are you interested in having more details?

Fantastic! I will have your assigned Sales Representative call you to give you further information on (how to
arrange a meeting/where to buy).

Thank you for you time Mr./Ms (contact name) and have a nice day.

TELEMARKETING 2
Hi Mr/Ms (contact name). My name is (name) and I’m calling from (name of company) How are you today?

Mr/Ms (contact name) I’m calling you for a very precise reason. Here at (company name) we have developed
(product/service) specifically designed to (describe). I just want to know if you have considered or would
consider acquiring/using (product/service).

No other company on the market can offer you so many benefits at such an affordable price.

Are you interested in having more details?

Thank you for you time Mr./Ms (contact name) and have a nice day.
PRESS
RELEASE

Company Name

Company Slogan

Street Address

email/web address

PRESS RELEASE

For Immediate Release

For more information contact:

Company
Phone:

Fax:

Email: name@company.com .

HEADLINES

Sub-headline here

[NAME OF COMPANY], the maker of [SPECIFY], based in (city, state) has launched a new website,
[ADDRESS] a site aimed at [SPECIFY].

The new website combines a comprehensive listing of [SPECIFY] and a directory of [SPECIFY].

The site will be of tremendous value to entrepreneurs, business professionals and small businesses. “This is a
cutting edge Internet site far superior to anything in the Marketplace,” said [NAME], the President of
[PRODUCT]. “We expect tremendous sales through our convenient, user-friendly website.”

More than [NUMBER] business are looking for that kind of solutions in [COUNTRY]. “With [NAME OF
PRODUCT], many business owners and entrepreneurs will now be able to [SPECIFY],” said [PRESIDENT].

Company] is the owner of the popular [SPECIFY]. Its [PRODUCT/SERVICE] is known for [SPECIFY]. The
company’s mission is to(ITEMISE ]. At present, (name of Company) employs [NUMBER] people in the greater
[CITY] area and has won many local awards for its [PRODUCT/SERVICE].

For further information and latest updates on the company, website address is

www.company.com contains additional information.

ANNOUNCEMENT OF LICENCING
ARRANGEMENT
ANNOUNCEMENT OF LICENCING ARRANGEMENT

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.


John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer:

We are pleased to announce that we have recently entered into a licensing arrangement with [LICENSOR, ex.
ABC Corp.] pursuant to which we have been granted the exclusive license to manufacture and distribute its
unique automotive skid resistant tires.

[DESCRIBE REASONS WHY THIS WILL BENEFIT YOUR COMPANY AND YOUR CUSTOMERS, ex.
This licensing arrangement will allow us to offer a wider range of tires to our customers and will strengthen our
role as the premier manufacturer and distributor of high end automotive tires].

We look forward to serving you better as a result of the acquisition.

Sincerely,
PRESS RELEASE: NEW
PARTNER
PRESS RELEASE: NEW PARTNER

[DATE, ex. Wednesday, June 11, 1998]

FOR IMMEDIATE RELEASE

[FIRM, ex. Johnson & Brown Consulting] is pleased to announce that it has named [NAME, ex. Jill Smith] as a
new partner.
[BRIEFLY STATE NEW PARTNER’S PROFESSIONAL HISTORY, ex. Mrs. Smith brings with her over fifteen
years of experience in professional financial consulting. She was previously a partner of Green, Smith & Houser
of Toronto and holds an MBA from Harvard University and a CFA designation.]

We welcome [NAME, ex. Jill Smith], and look forward to a prosperous future with [him/her].
PRESS RELEASE: NEW
PRODUCT LINE
PRESS RELEASE: NEW PRODUCT LINE

[DATE, ex. Wednesday, June 11, 1998]

FOR IMMEDIATE RELEASE

[BRIEFLY STATE PRODUCT LINE AND ITS CONSUMER FUNCTION IN ONE SENTENCE, ex. The new
PowerStatement(tm) line of accounting software is designed by accountants, for accountants, to provide a level
of control over financial records not found in conventional accounting software.]

[FIRM, ex. SparkLite Software] is proud to introduce its new [PRODUCT LINE, ex. PowerStatement(tm)] line
of accounting software. [STATE TARGET CONSUMER, AND HOW THE PRODUCT MAY BENEFIT
THEM, ex. Designed specifically for use by accountants, the PowerStatement(tm) software line saves time and
simplifies bookkeeping maintenance tasks.]

{STATE HISTORY, ex. By involving accountants in the design and development of the software, the
PowerStatement(tm) line represents an ergonomic leap over conventional accounting software. The advice,
expertise and suggestions of over 4,000 leading accountants were incorporated to tailor the line for use
specifically by professionals.}

[STATE SIGNIFICANT FEATURES, ex. PowerStatement(tm) software provides sensitive control over general,
payable, receivable, inventory and job costing ledgers, allowing accountants to simplify tasks which are
cumbersome and messy with conventional accounting software. Significant time is saved and reports become
easier to read and follow.]

For more information on the [PRODUCT LINE, ex. PowerStatement(tm) line of accounting software], contact
[FIRM, ex. SparkLite Software] at [ADDRESS / TELEPHONE NUMBER, ex. 5244 First Street, Uptown, CA,
94982, 1-800-452-8421.]
PRESS RELEASE: NEW
PRODUCT
PRESS RELEASE: NEW PRODUCT

[DATE, ex. Wednesday, June 11, 1998]

FOR IMMEDIATE RELEASE

[BRIEFLY STATE PRODUCT NAME AND ITS CONSUMER FUNCTION IN ONE SENTENCE, ex. The
Magnaflux A3 compressor provides double the throughput at half the price of conventional refrigeration
compressors.]

[FIRM, ex. Compress Industries] is proud to introduce the new [PRODUCT, ex. Magnaflux A3 compressor] as
an addition to its product line. [STATE TARGET CONSUMER, AND HOW THE PRODUCT MAY BENEFIT
THEM, ex. Designed for use in cooling devices such as refrigerators and air conditioners, the A3 offers
manufacturers a significantly cheaper alternative to conventional compressors.] {STATE HISTORY, ex. The
new A3 compressor represents a natural evolution of the A2 compressor, introduced over three years ago, which
quickly became the industry standard because of its exceptional longevity and efficiency.}

[STATE SIGNIFICANT FEATURES, ex. By utilizing lighter and more durable ceramic components, the A3 is
able to provide almost twice the airflow of other compressors in its class. Furthermore, the unconventionally
compact design and consequent reduction in material enables the A3 to be priced 50% cheaper than competing
compressors.]

For more information on the [PRODUCT, ex. Magnaflux A3 compressor], contact [FIRM, ex, Compress
Industries] at [ADDRESS / TELEPHONE NUMBER, ex. 5244 First Street, Uptown, CA, 94982, 1-800-555-
8421.]
PRESS RELEASE: NEW CENTRAL
OFFICE
PRESS RELEASE: NEW CENTRAL OFFICE

[DATE, ex. Wednesday, June 11, 1998]

FOR IMMEDIATE RELEASE

[FIRM, ex. WareSoft Industries] has moved its central office from [OLD CITY, ex. Hamilton] to [NEW CITY,
Toronto]. The new address is:

[ADDRESS & TELEPHONE NUMBER, ex.

WareSoft Industries

1242A Yonge Street

Toronto, Ontario

L4D 4F2

(416) 555-2432]

{STATE REASON FOR MOVE, ex. Due to rapid expansion in the Toronto area, the move was made primarily
to increase proximity to WareSoft’s customer base. Customer support and investor relations will be provided
from this new office.}

5.

6.
e) SPECIAL OFFER
[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate 85245]

Dear Valued Customer,


How often have I had to write over the years advising you of a price increase? Why, you ask, am I so happy?
Read on! This is to advise you that, for a limited period of time, we are reducing prices on certain items in our
catalog.

Take a moment to review the enclosed catalog. I have circled in red ink the items that are temporarily reduced.
What an opportunity! Please take advantage of these low prices. If you wish to order large quantities, or stagger
shipments, you can call me at the above telephone number and we will try to work out mutually acceptable
terms and conditions.

In any event, I suggest you place an order as soon as possible, as these prices are only in effect until (date]). I
look forward to receiving your reply.

Thank you in advance for your order.

Yours sincerely,

8. DG
Cách viết mail tiếng Anh
Monday, 9. February 2009, 03:02
Đây là một trong 4 kỹ năng của tiếng Anh. Bản chất của việc viết email cũng là viết thư. Viết thư có 2 loại văn phong: Trang trọng và Thân mật. Trong giao tiếp thương mại,
các bạn nên dùng văn phong trang trọng. Hình thức trình bày thư cũng có nhiều cách phụ thuộc vào mục đích công việc. Ví dụ: Thư chúc mừng, Thư cảm ơn, Thư phàn nàn,
Thư chào hàng… Mỗi loại thư có mẫu câu riêng. Tuy nhiên, điểm chung cho các loại thư này là từ đầu đến cuối tuyệt đối không viết tắt, trình bày ngắn gọn trực tiếp vào vấn
đề và thể hiện sự tôn trọng người đọc.

1. Khi bạn viết phần lời chào của thư, bạn cần phải dùng từ Dear Sir/Madam/Mr. A/Ms. B/Sir or Madam. Có một số trường hợp bạn sẽ phải viết Dr. X hay Prof. D...

2. Mở đầu thư, bạn nên viết lời cảm ơn và tham chiếu cho bức thư mình đang viết. Ví dụ: “Thank you very much for your call this morning”, hay “With reference to your
advertisement on ....

3. Trong nội dung thư, bạn không nên viết tắt. Ví dụ: bạn nên viết “I do not”, không nên viết “I don’t”.

4. Viết lý do bạn viết bức thư này. Ví dụ: I am writing to you to confirm our order...". Hay viết lời đề nghị mà bạn mong muốn. Ví dụ: "I would be grateful if you could include a
brochure...”. Còn rất nhiều lý do khác nữa để mở đầu một bức thư, bạn có thể tìm hiểu thêm ở một số sách hoặc tham gia khoá học tại MEC Vietnam để biết thêm các cách
viết thư chuẩn đa dạng khác nhau.

5. Văn phong trịnh trọng (formal style) hay dùng câu “I would like..., I would be...” thay cho từ “I want..., I will be...

6. Cuối thư bạn nên viết thêm thông tin nếu cần liên hệ thêm. Ví dụ: “Should you need further information, please feel free to contact...”, “I look forward to meeting you at...”,
Thank you for your prompt help...”

7. Kết thúc bức thư bạn nên sử dụng những lời chào như: “Yours sincerely”, “Your faithfully”

8. Cuối cùng, bạn sẽ viết tên của bạn, chức danh, liên hệ...

9. Một điều không thể quên đó là bạn cần phải lưu lại bức thư mà mình đã gửi đi để tham khảo lại sau này.

Trước hết, phải tuân thủ nguyên tắc trình bày thư đã quen thuộc với hầu hết người nước ngoài, đó là thứ tự và căn chỉnh các đoạn. Để tránh rườm rà, hãy thực hiện căn trái
toàn bộ nội dung, dùng font chữ chân phương, chẳng hạn Times New Roman (13 points). Bên trên cùng, ghi địa chỉ liên lạc và số điện thoại của bạn, sau đó đến ngày viết
thư, rồi tên người nhận.

Nội dung thư được trình bày trong diện tích còn lại của trang A4, nên ngắn gọn, rõ ràng.

Văn phong tiếng Anh có đặc thù là đi vào mục đích chính ngay khi mở đầu nội dung. Vì vậy, bạn nên “đặt tên” thư bằng một dòng in nghiêng, mở đầu bởi từ dẫn Reference,
ví dụ: Re: Salesman post (Dự tuyển vị trí nhân viên bán hàng). Chú ý, câu này sẽ được sắp xếp ngay sau địa chỉ người nhận và trước khi bắt đầu trình bày thư.

Tổ chức nội dung thư có nhiều cách khác nhau và còn tuỳ thuộc vào các yếu tố: kiến thức cá nhân của người viết, yêu cầu của nhà tuyển dụng. Tuy nhiên, để tránh lan man,
chỉ nên gói gọn lại trong 3 đoạn, lần lượt nói về nguyên nhân đăng ký thi tuyển, những hiểu biết về chuyên môn của bạn và một số điểm mạnh cá nhân (thông minh, nhanh
nhẹn, sẵn sàng công tác xa...).

Kết thúc thư, hãy khẳng định với nhà tuyển dụng rằng bạn mong muốn được gặp trực tiếp họ trong một buổi intervew (I am looking forward to an intervew at your office).

Dưới đây là một mẫu khá thông dụng để bạn tham khảo:

Nguyen Van Nam

6 Lang Trung, Dong Da, Ha Noi


Tel: 090-260448
May 10, 2001

ABCD Enterprise
Attn: Human Resources Manager
Re: Salesman post

Dear Sir,

In reply to your advertisement in the Newspaper, I am pleased to enclose my C.V to apply for the Salesman position of your office in HCMC.
From my C.V, you will see that, I graduated from Foreign Trade University with a good bachelor degree. I have a good command of Vietnam economic and social situation,
and I am confident in doing business.
At present, I am working for....
In addition, I am active and enthusiastic. I am willing to learn and do what takes to get a job done well even under pressure or on far mission.

I am looking forward to an interview at your office.

Yours faithfully,

Nguyen Van Nam

E-MAIL

Many people enjoy sending an receiving e-mail, especially if they share a common interest. Writing e-mails to a friend in English allows you as much time as you need to write
the message and look up any words or grammar that you don't know. If you are paying for each minute that you are connected to the internet, you may want to write e-mails
while you are not connected and then connect just to type the message and send it.

E-mails are usually written in a less formal style than letters. It is common to start an e-mail with the name of the person you are writing to, without starting with the word
"Dear". The following are examples of some appropriate ways to start and end an e-mail:

(1) Writing to your partner


Start: Use the person's first name or nickname
Ending: "Take care", or "Love", or "Thinking of you"
Signature: Your first name, or nickname

(2) Writing to a friend


Start: Use the person's first name
Ending: "Best wishes", or "Yours", or "Take care"
Signature: Your first name

(3) Writing to someone in your own company


Start: Use the person's first name (in a few companies you might need to be more formal, but this is rare in the UK)
Ending: "Regards", or "Best wishes"
Signature: Your first name and last name, and below this your job title and department, and phone number (or extension)

(4) Writing to someone in another organisation or someone in a formal position of responsibility


Start: Use the person's title (eg: Mr, Mrs, Ms, Dr) and surname (eg: Smith), or just "Sir/Madam" if you don't know the name
Ending: "Regards"
Signature: Your first name and last name (you might add your title after this in brackets if you want to make it clear if you are a man or woman). Below this your job title (if
appropriate) and contact details (you may want to include your telephone number or address)

Lưu ý:

Đối với những lá thư gửi đến người cùng trang lứa ví dụ như bạn thân, bạn không cần phải quá khách sáo, có thể lược bỏ Dear. Có thể dùng những từ sau đây, đặc biệt cho
e-mail thăm hỏi hơn là thư tín.

Hello, Chào,

Hello John, Chào John,

Hi! /Hi, (Chào! /Chào,)

Hi John! Chào John!

John, John,

Những lỗi thường gặp khi viết lời chào đầu thư:

Dear Sir, Thưa ông,


Lời chào này tạo ấn tượng rằng người nhận thư là đàn ông, nghe có vẻ phân biệt nam nữ. Vì vậy, thay vào đó bạn nên dùng Dear Sir or Madam, hoặc To whom it may
concern,.

Dear Ms. Mary White, Hay Dear Mary White, (Mary White thân mến,)
Ta chỉ cần viết Dear Ms. White, hoặc Dear Mary, chứ không cần viết đầy đủ cả họ và tên.

2. Lời chào cuồi thư (Complimentary closings)

Một số lời chào cuối thư thường được viết như sau :

Yours truly, /Yours sincerely, /Yours, /Sincerely, /Very truly yours, (Kính thư,)

Best wishes, (Chúc mọi sự tốt lành,)

Love, (Thân mến,)

See you! /See ya! (Hẹn gặp lại!)

All for now, (Bây giờ xin dừng bút,)

Write soon! (Hãy sớm trả lời thư nhé!)

Good-bye for now, (Bây giờ xin chào tạm biệt nhé,)

Bye for now! (Bây giờ tạm biệt nhé!)

Later, (Hẹn lần sau,)

Bye-bye, (Tạm biệt,)

Talk to you later, (Lần sau nói tiếp,)


Lưu ý:

Lời chào đầu thư và lời chào cuối thư phải phù hợp và thống nhất với nhau và với nội dung bức thư về văn phong, mức độ trang trọng hay thân mật.

Ngoài những bức thư tình ra, nam giới sẽ không viết Love, cho lời chào cuối thư. Nhưng nữ giới có thể dùng lời chào này cho người mà mình có thiện cảm hoặc người thân
thiết. Đối với các thư tín thương mại thường dùng lời chào cuối thư rất lịch sự như : Yours truly, /Yours sincerely, /Yours, / Sincerely, (Kính thư,)

Trong những bức thư gửi bạn bè, lời chào cuối thư như trên nhiều khi không cần thiết. Nếu là e-mail thì có nhiều điều được bỏ bớt. Những ví dụ sau đây được viết khi muốn
lá thư có vẻ thân thiện hơn, mang tính chất riêng tư, cụ thể hơn. Tuy nhiên bên dưới vẫn phải ký tên (nếu là e-mail thì phải đánh máy tên.)

Hoping to hear from you soon. (Hy vọng sớm nhận được tin của bạn.)

Look forward to seeing you next week. (Mong gặp bạn vào tuần sau.)

I have to go to work now. I will write again. (Tôi phải đi làm bây giờ. Tôi sẽ viết lần nữa.)

That’s all I have time to write now. (Bây giờ tôi viết như thế là đủ rồi.)

I’m too sleepy to write any more. (Tôi buồn ngủ quá không thể viết thêm nữa.)

I’d better sign off now. (Tốt hơn tôi nên dừng bút bây giờ. )

-FYI-
Chúc bạn thành công!

Email mẫu

Thư cảm ơn (sau phỏng vấn)

Dear Mr./Ms. Last Name:


It was very nice to speak with you today about the sales position at the ABC Organization. The job seems to be
an excellent match for my skills and interests. The self-confident and aggressive characteristic requirements you
described needed for this position confirmed my desire to work with you.

In addition to my experience, I will bring to the position assertiveness and the skills to motivate others to work
cooperatively as a team.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to
hearing from you regarding this position.

Sincerely,
Your Name
Email Address
Address
Phone Number

Thư xin việc

Dear Hiring Manager,

I saw your job posting for a graphic designer in the ABC site.

In my position as Media Director for XYZ Company, I headed several projects for website design, the company
intranet portal, product brochure design, print and media advertisement as well as newsletters for our customer
subscribers.

I also have extensive experience in both the planning and design of all graphic related projects. I believe I
would be an ideal match for the position advertised. I have attached my resume and below are some sample
websites that I have designed, for your review:

URL
URL
URL

If relevant, I can send additional samples of work for your review. If I can provide you with any further
information on my background and qualifications, please let me know.

I look forward to hearing from you. Thank you for your consideration.

Best Regards,

Your Name
Email Address
Address
URL
Phone Number

Thư yêu cầu cập nhật thông tin

Hi Jane,

Please update me on the status of the project timelines?


Last week you mentioned that you were waiting for Sam to send you the development timeline and that you were
working on communication and planning documents (including timelines) for the project. I am planning for the
project in Asia Pacific and need these dates to initiate discussion with the countries. The pilot will be a topic of
discussion on our weekly status calls next week.

Your assistance in getting this information as soon as possible is appreciated.

Thanks,
Robert

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