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Basic Structure of an English Email

Recipients/ To

Subject Request for letter of recommendation

Dear Professor Johnson,

I’m Abby Lin, from your phonetics class. I’m really interested in phonetics, so I’ve
decided to continue my studies in this area. I plan to apply to three schools:
(1) The Australian National University；(2) The University of California, Berkeley
(UCB)； and (3) UCL (University College London).
I think you are the teacher who knows my work best, so I’m wondering if you
would be able to write a letter of recommendation for me? If you are unable to help out
on this, I will understand, and please just let me know.
Thank you very much in any case, and looking forward to hearing from you soon.

Sincerely,
Abby Lin
1. Subject Line 信件主旨
To inform a recipient what the email is about and why they should read it. Try
to make your subject line clear, specific, and to the point.
在最短時間內了解這封信的目的，精練的點出信件主旨就好。

2. Greeting 開頭稱呼語
At the beginning of your email, greet a person by name. Depending on the
level of formality, your salutations may vary from a simple “Hi” to an official
“Dear Mr./Ms./Dr./Professor…”
稱呼語會依照寫信對象的身分和關係而調整。

 寫給朋友、熟悉的同事: Hi / Hello + first name,

(“Hi May,” “Hello Tammy,”)
 寫給主管、長輩等寫正式信件:
Dear + Mr. ∕ Ms. + 對方姓氏（last name/surname）∕ 職位 ∕ 全名,
(“Dear Mr. Trump,” /“Dear Mr. President,”/“Dear Mr. Donald Trump,”)
 如果不知道收件者的性別:
To Whom It May Concern, /Dear Sir / Madam, / Hi there,
3. Identification of Self (Brief Introduction) 介紹自己
If you’re emailing a stranger, briefly introduce yourself and then go straight to
the point.
如果與收件者不熟，或是透過其他方式拿到對方的聯絡方式，在信件的開頭
介紹自己、解釋與對方的關係是很重要的!
 寫信給教授：
“I am a student in your（class name）.”
“My name is Jessie Chen, Professor Lin gave me your email address.”

4. Reason For Email 解釋寫信目的

比較正式的常用句型為“I am writing to V. …”
 I am writing about∕in reference to∕regarding to…
（這封信是關於…）
 I am writing to inform you that∕of…
（我想通知你…）
 I am writing to inquire about…
（我想詢問有關…）

5. Describe Situation 解釋情況、需求

Try to keep your email short and simple and don’t overload it with extra
details. Remember that email isn’t the best place for a lengthy discussion.
Break your message into paragraphs and take advantage of headings and lists.
簡單、清楚地告知自己的情況或需求，讓對方快速了解。第一段通常會開門
見山說出來信的目的。若是非正式的信件則多會先以噓寒問暖做開頭，先關
心對方一番。
 職場商業書信須注意

6. (Action Plan 解釋後續規劃)

解釋完自己的情況、需求後，如果有需要收信人的協助。
 I would be more than happy to meet at your convenience.
（希望能在你方便的時間見面。）
 If you’re free, I’m available to meet on Sunday at 7.
（如果你方便，希望能在星期天七點見面。）
 If you have some free time, would you be able to give me a call?
(如果你有空，希望你可以打電話給我。）

7. Closing Line 結論語句

The formal email closing tells a recipient what’s next.
寫完信件內容後，通常會請對方回覆自己的想法或問題。
 Thank you for help and feedback. Let’s keep in touch!
 Please feel free to contact me if you need any further information.
（如果你需要任何進一步的資訊，歡迎隨時聯繫）
 If you have any questions, please feel free to contact me.
（如果你有任何問題，歡迎隨時告知）
 I look forward to hearing from you soon. / your reply.
(希望能盡快得到你的回覆。)
 Thanks in advance. 感謝某人幫你完成了某些事情。

8. Sign-off 結尾用語
Email 的結尾，也代表你如何看待對方。
萬用:
• 最正式:Sincerely, / Sincerely yours, / Yours sincerely,
（一開頭有指名收寫給特定某人，但並不熟識）
• Your faithfully,
(信件一開始並沒有寫收信人名字，如 Dear Hiring Manager, 結尾就選
擇有距離感的 Yours faithfully,)
• Yours respectfully, / Respectfully, / Respectfully yours,
• Yours, / Yours truly, / Truly yours,
• Regards, (問候、致意)/ Best regards, / Kind regards,
• Best, / Best wishes, / All the best,
• Thank you,

非正式(較熟識、親密):
• Take care,
• Love,
• Cheers,
• Thanks,
如果信件裡面真的有需要請人幫忙，才用 thanks，如果沒有請避免，
太常用「thanks 家族」會讓人覺得你不真誠，甚至還帶有命令的口氣。
（X）thanks again（X）thanks!!
• Your friend,
• Looking forward,
• Speak with you soon/Talk soon
除非是你真的想繼續聊，否則不要給人空期待。
• TTYL (Talk to you later)/TAFN (That's all for now)
9. Signature 署名
Put in your name, job title, and contact details.

Resource
https://www.eisland.com.tw/Main.php?stat=a_uuSLmru
https://blog.amazingtalker.com/zh-tw/zh-
eng/%e8%8b%b1%e6%96%87email%e5%a5%bd%e9%9b%a3%e5%af%ab%ef%bc
%9f%e5%ae%8c%e6%95%b4%e6%a0%bc%e5%bc%8f%e8%ae%93%e5%af%ab
%e4%bf%a1%e4%b8%8d%e5%86%8d%e9%a0%ad%e7%97%9b%ef%bc%81/389
5/
https://sparkmailapp.com/formal-email-template
https://www.dbs.com.tw/insights/post/job-7-email-intro/index.html
https://www.hopenglish.com/how-to-write-a-letter-of-recommendation-4
https://hkslash.com/zh/blog/email-closing-meaning/

Example: