Name: How to Write Effective Emails - 6 Tips | Write Better Emails
Uploaded: 2026-04-01T17:31:47.000Z
Duration: 11 min 54 s

未來簡單式

Hey ambitious professionals, it's Linda Rayner of lindarayner.com guiding you to a career in life you'll truly enjoy.

各位有企圖心的專業人士大家好，我是 Linda Rayner，來自 lindarayner.com，在這裡引導大家走向一份真正享受的職涯。

動名詞

Now, if you are someone who seems to struggle with writing really good, clear, professional emails at work, then this video is for you because I'm going to share with you my 6 tips on how you can write more effective emails at work, and

如果你發現自己在工作中，寫出專業又清楚的信件時總是有些吃力，那這支影片就是為你準備的，因為我將分享 6 個讓你工作郵件更有效率的祕訣，

to 不定詞

in general, really, and how to communicate more clearly over email.

還有，基本上，如何更清楚地透過Email溝通。

I'd also like to thank Grammarly for sponsoring this video.

我也要感謝 Grammarly 贊助這支影片。

Now, before I jump into my 6 tips, I first want to share with you something that I think is really useful that'll actually complement the 6 tips that I have to share with you, that helps me to write better emails, and

在我分享 6 個祕訣之前，我先想跟你們分享一個我覺得非常實用的東西，它能真正地輔助我接下來要分享的 6 個祕訣，幫助我寫出更好的信件，

that I know will help you too in terms of being more efficient and confident with your work.

而且我知道這也會幫助你們，讓你們在工作中更有效率、更有自信。

So the holidays are creeping up in the next couple of months, and

with all the projects, assignments, tasks that you're faced with at work, I'm guessing that a lot of your time is likely being spent writing.

工作上你面對這麼多的專案、報告、任務，我猜想你有很多時間可能都花在寫作上。

Writing emails, writing presentations, writing reports, and

it can be overwhelming and stressful to make sure that not only they're completed at a high quality, but

確保它們不僅能高品質地完成，而且

So I found that in order to be more productive at work, it's really important that you look and find tools that you can rely on, such as Grammarly, to help you to get your work done more efficiently.

所以我發現，要在工作上更有效率，找到可以信賴的工具，像是 Grammarly，來幫助你更有效率地完成工作，這點非常重要。

So first of all, let's talk about what Grammarly actually is.

所以首先，我們來聊聊 Grammarly 到底是什麼。

Grammarly is a desktop app that offers instant, comprehensive suggestions as you write.

Grammarly 是一款桌面應用程式，能在你寫作時提供即時、全面的建議。

So for example, if you're writing an email or you're writing a report and you want to stand out from your coworkers and you want to communicate more effectively when you're writing those emails, reports, or presentations, then this desktop app helps you to get your work done.

所以舉例來說，如果你在寫電子郵件或報告，想要在同事中脫穎而出，並在寫這些電子郵件、報告或簡報時更有效地溝通，那麼這款桌面應用程式就能幫助你完成工作。

And more importantly, it'll give you confidence that whatever you're writing about will sound and look good.

更重要的是，它會讓你更有信心，無論你寫什麼，看起來都會很棒。

And I've actually personally used this tool when it comes to writing emails that I send to you guys, and

事實上，我個人在使用這個工具來寫寄給你們的電子郵件時，

I've used it to write content or scripts for videos as well.

And it's definitely something that has helped me to become much more productive with my work so that I can focus my time on other things.

這絕對是幫助我工作效率大幅提升，讓我能專注於其他事情的工具。

所以，它的運作方式是這樣的。

There are currently two versions of Grammarly.

There's the free version, and then there's the premium version.

So the free version, to start, offers you comprehensive writing suggestions, like I said, such as grammar, spelling, and

所以免費版本一開始，就像我說的，會提供你全面的寫作建議，像是文法、拼寫和

And so what that means is it proofreads your work so that you can feel confident that your writing comes across professionally.

這代表它會校對你的作品，讓你對自己專業的寫作更有信心。

Even with typos, like punctuation, hyphens, that sort of thing.

即使是拼寫錯誤，像是標點符號、連字元這類東西。

Now, beyond grammar or spelling or punctuation, if you want something that'll actually help you to write better in general, for example, if you're someone who finds yourself having trouble being concise with your emails or your reports, then Grammarly Premium is what you're going to need because it has advanced features such as the feature that's called the Clarity Full Sentence Rewrite, where it takes your convoluted sentences, your hard-to-read sentences, and

現在，除了文法、拼寫或標點符號之外，如果你想要一個能幫助你整體寫作更好的東西，例如，你發現自己寫電子郵件或報告時，很難寫得簡潔，那麼 Grammarly 進階版本就是你需要，因為它有像「清晰全句改寫」這樣的進階功能，它可以把你的複雜句子、難讀的句子，

it converts it to make sure that your writing is clear and to the point.

轉換成確保你的寫作清晰、切中要點。

And it helps you to just get through your work quicker.

而且它能幫助你更快完成工作。

For example, I wrote this sample sentence in Grammarly Premium, and

例如，我在 Grammarly 進階版本裡寫了這個範例句子，

then immediately Grammarly Premium offers me a suggestion to rewrite my sentence to this.

然後 Grammarly 進階版本馬上就會提供建議，把我的句子改寫成這樣。

As you can see, Grammarly Premium helps you to write better, to sound more concise, to sound more professional.

你可以看到，Grammarly 進階版本能幫助你寫得更好，聽起來更簡潔、更專業。

And this is definitely something that I think every ambitious professional needs.

而且這絕對是每個有企圖心的專業人士都需要的功能。

You can always start with the free and then upgrade to the premium if you find that it's helpful for you.

你隨時可以從免費版本開始，如果覺得有幫助，再升級到進階版本。

It's easy to integrate it into your daily work, and it works where you work.

它很容易整合到你的日常工作中，而且它會在任何地方為你工作。

So if you're working in Google Docs or if you're preparing an email, it'll show up and it'll help you to write more effectively and work more efficiently.

所以，無論你是在 Google Docs 上工作，還是在準備電子郵件，它都會出現，幫助你更有效地寫作、更有效率地工作。

Especially with the holiday season coming up and projects piling up on your plate, the best time to get Grammarly is right now so that you can start clearing through your work with more ease.

尤其隨著假期將近，工作項目堆積如山，現在就是入手 Grammarly 的最佳時機，讓你能夠更輕鬆地完成工作。

Work smarter, not harder, and get your work done faster with Grammarly.

用 Grammarly，聰明工作，而不是辛苦工作，並且更快完成你的工作。

So you want to sign up for a free account and get 20% off Grammarly Premium.

所以，你應該註冊一個免費帳號，並享有 Grammarly 進階版本 20% 的折扣。

The link is on the screen and also in the description box down below.

連結就在螢幕上，也在下方的說明欄裡。

Okay, so now let's talk about the main topic of this video, and

好的，那我們現在就來聊聊這個影片的主要內容，

that is how to write more effective emails at work beyond using Grammarly.

也就是除了使用 Grammarly 之外，如何在工作上寫出更有效的電子郵件。

So first of all, when is it appropriate to write an email versus approaching someone in person instead?

所以，首先，什麼時候適合寫電子郵件，而不是親自去找人呢？

These are the instances where I feel it's appropriate to use email, and

這些情況我覺得用電子郵件就很適合，

that is when you are confirming or clarifying facts and/or data, and

那就是當你要確認或釐清事實和/或數據時，

So if there's certain numbers that you want to confirm, certain statements that you want to make sure that you have in written form, then this is appropriate to ask for over email.

所以，如果你想確認某些數字，想確保某些陳述有書面記錄，那就可以透過電子郵件來詢問。

It's also appropriate to ask over email when you are requesting information, spreadsheets, documents from someone.

當你要向別人索取資訊、試算表、文件時，用電子郵件詢問也很適合。

And then it's also appropriate to use email when you are reaching out to schedule an in-person meeting or appointment with someone.

然後，當你要安排與某人面對面開會或預約時，用電子郵件聯繫也很適合。

Now, it's not appropriate to use email when there are certain instances such as it's a lengthy discussion and it's a complicated topic that you have to talk to that person about.

不過，有些情況下用電子郵件就不太適合了，像是當你需要和對方進行冗長的討論，或是討論一個複雜的議題時。

It's not appropriate to write a huge email discussing that topic.

你不適合寫一封很長的電子郵件來討論那個話題。

Another time where it's inappropriate is if there is confidential information that's being shared.

另一種不適合用電子郵件的情況，是當有需要分享機密資訊的時候。

You do not want to, obviously, share any information that can be then forwarded to someone else who shouldn't be looking at that information.

你當然不希望分享任何可能被轉寄給不該看的人的資訊。

And then finally, another inappropriate time to use email would be if you are upset, you're angry, or you're disappointed.

最後，還有一個不適合用電子郵件的情況，就是當你感到不高興、生氣或失望的時候。

Any negative emotion that you're feeling towards someone, you do not want to communicate that over email.

任何你對某人產生的負面情緒，都不應該透過電子郵件溝通。

It is always best to do that in person, and usually after you've cooled down a bit.

最好是親自去談，而且通常是在你稍微冷靜下來之後。

Okay, so now that you're clear on when it's appropriate to use email versus approaching someone in person, here are the 6 tips.

好的，現在你已經清楚什麼時候適合用電子郵件，什麼時候適合親自找人談了，接下來是六個小撇步。

Tip number one is to have a short but clear subject heading.

第一個小撇步是，主旨要簡潔明瞭。

The best email subject that you write is one that is directly related to the exact topic that you're writing about.

最好的電子郵件主旨，就是直接點出你寫信的確切主題。

For example, if you're writing someone about the October performance report, then put that as the subject heading, October performance report.

舉例來說，如果你要寫信給某人關於十月份的績效報告，主旨就寫「十月份績效報告」。

Don't write a subject that is unclear or unrelated to your main topic because it will be harder for you and for the other person to find and retrieve that email later on if you need to retrieve information from it.

不要寫一個不明確或跟你的主旨無關的標題，因為這樣之後你們要找這封信或裡面的資訊時，都會比較困難。

And it's also not helping the person that's receiving the email to clearly know what the point of that email is for.

這也無法讓收信者清楚知道這封信的重點是什麼。

Part of being a strong performer at work is being someone who's a strong communicator.

在工作中成為一個表現優秀的人，其中一部分就是要成為一個溝通能力強的人。

And being a strong communicator means you have to be clear in your communication.

而溝通能力強，就代表你的溝通必須清晰。

So your email subject has to be clear too.

所以你的電子郵件主旨也必須清楚。

Tip number two is to say hi to the person directly by name.

第二個小撇步是，直接稱呼對方的名字打招呼。

我知道這聽起來可能很明顯，但是

some people, when they're writing emails, they don't even address the person that they're writing to at all.

有些人在寫電子郵件的時候，根本沒有稱呼收件人。

They just jump right in and talk about whatever it is that they need to talk about.

他們就直接切入主題，講他們想講的事情。

In terms of email etiquette, it's important that you say hi to that direct person, that person's name, and

在電子郵件禮儀方面，很重要的一點是你要跟對方打招呼，稱呼對方的名字，

then lead in with what you need to lead in, which we'll talk about in the next tip.

然後再帶出你想帶出的內容，這部分我們會在下一個小撇步講到。

Tip number three is to state your intention or purpose at the beginning of your email.

第三個小撇步是，在信件開頭就說明你的意圖或目的。

In order to write a professional and clear email, you need to ease someone into whatever request or question that you have.

為了寫出專業又清楚的郵件，你需要先讓對方進入狀況，瞭解你的請求或問題。

Instead of asking them the question right up front, you want to write a sentence that would say, "Hi, blank, okay?

與其直接提出問題，你應該寫一句像是「嗨，[名字]，好嗎？

I just wanted to send this to confirm or request or ask about the blank project or report or topic." So right off the bat, you're telling them that this email is about this certain request or question rather than asking the question.

我只是想寄這封信來確認、請求或詢問關於 [專案/報告/主題] 的事情。」所以一開始，你就讓對方知道這封信是關於這個特定請求或問題，而不是直接問問題。

After you say that, then you can ask the question.

說完這些之後，你就可以提出你的問題了。

Now, tip number four is be succinct and organized.

接下來，第四個技巧是保持簡潔和有條理。

So when it comes to being succinct, after you've stated that you want to ask about this certain topic or this certain report, then go ahead and state your question and state it in a very clear way.

所以，在保持簡潔方面，在你說明你想詢問關於這個特定主題或報告的事情之後，就直接提出你的問題，並且要非常清楚地表達。

Whatever you're wondering about, ask the questions.

無論你好奇什麼，就提出問題。

Now, if you happen to have multiple questions or multiple requests of something, then organize your email so that it's numbered and include bullet points and have a bit of space in between each request or each question.

現在，如果你剛好有多個問題或多個請求，請將你的郵件組織好，加上編號，並使用項目符號，在每個請求或問題之間留一些空間。

This is just so that the reader, whoever it is that you're sending this to, is going to be able to read it, look at it clearly, and

這樣做是為了讓讀者，無論你寄給誰，都能清楚地閱讀、查看，

they'll be able to organize their response accordingly.

並且能相應地組織他們的回答。

So what I mean is do not write all of your questions in one long run-on sentence.

我的意思是，不要把你的所有問題寫成一個冗長的句子。

Now, tip number five, add your please and thank yous.

現在，第五個技巧，加上你的「請」和「謝謝」。

It is so important that you show your appreciation in advance by thanking them at the end of your email and telling them that you're really looking forward to hearing their response.

在你的郵件結尾感謝對方，並告訴他們你非常期待收到回覆，這對預先表達你的感激之情非常重要。

So you just want to make sure that you sound polite and you show your gratitude towards the other person for retrieving certain information for you or answering your questions for you.

所以你只是想確保你聽起來有禮貌，並對對方為你取得特定資訊或回答你的問題表達感謝。

It just helps with the rapport that you have with that person, and it helps with your communication.

這有助於你和對方的關係，也幫助你的溝通。

And that ties in with my last tip, tip number six, which is to check your tone.

這就跟我的最後一個技巧，第六個技巧連結起來了，那就是檢查你的語氣。

語氣就是你在 email 裡聽起來怎麼樣？

When you're reading it out loud, do you sound friendly?

當你唸出來的時候，聽起來友善嗎？

Have you made your email sound very clear to read?

你有沒有讓你的 email 讀起來很清楚？

Those are all the things that you want to sound like when you're writing an email.

這些都是你在寫 email 時想要展現的樣子。

你不想聽起來很無禮、很生硬。