Email tiếng Anh chuyên nghiệp là gì?

Email tiếng Anh chuyên nghiệp thường được sử dụng giữa đồng nghiệp, đối tác và khách hàng trong công việc. Loại email này đòi hỏi sự trau chuốt từ ngữ hơn so với email gửi đến bạn bè, người thân.

Các mẫu email bằng tiếng Anh chuyên nghiệp sẽ có cấu trúc đơn giản nhưng chuẩn chỉn, không có chữ viết tắt, tiếng lóng hay biểu tượng cảm xúc hoặc thuật ngữ không chính thức để tránh gây hiểu lầm và xuyên tạc.

Cấu trúc của email tiếng Anh

Cấu trúc của email tiếng Anh bao gồm 6 phần, gồm: Phần Greeting – Chào hỏi, Opening comment – Hỏi thăm, Introduction – Lý do viết thư, Main point – Nội dung chính, Concluding sentence – Kết thúc thư, Signing off – Ký tên.

Cấu trúc email bằng tiếng Anh chi tiết như sau:

Subject: [Chủ đề và thông điệp chính]

Dear [Tên người nhận],

I hope this email finds you well. My name is [Tên của người gửi], and I am writing to [giới thiệu bản thân, giải thích mục đích của chiếc email này].

[Cung cấp thêm các thông tin cần thiết, nhấn mạnh lời kêu gọi hành động để nêu rõ mục đích thông điệp của email.]

[Nhắc lại điểm chính và cảm ơn người nhận]

[Lời cảm ơn và lời ngỏ],

[Tên đầy đủ] [Chức danh]

Xem thêm >> Cách đổi mật khẩu Email của tôi với tính bảo mật cao

Hướng dẫn cách viết email tiếng Anh chuyên nghiệp

Greeting (Chào hỏi)

Đây là phần mở đầu email, và cũng là bước cực kỳ quan trọng để gây ấn tượng và tạo thiện cảm với người nhận email. Mở đầu email bằng một lời chào là điều dĩ nhiên, nhưng “chào” như thế nào cho đúng thì không phải ai cũng biết.

Nếu đã biết tên người nhận và nhận định mối quan hệ lịch sự, cần sự trang trọng và nghiêm túc thì bạn sử dụng danh xưng Mr, Mrs hoặc Ms + first name. Nếu chưa biết tên thì bạn dùng Dear Sir/Madam. Còn với mối quan hệ gần gũi, bạn dùng Hi/Dear + first name.

Opening comment – Hỏi thăm

Sau phần chào hỏi ban đầu sẽ là phần hỏi thăm sức khỏe có trong email tiếng Anh. Bạn có thể dùng một số câu như: How are you? How are things? How are you doing? How have you been?.

Trong cách viết email phản hồi bằng tiếng Anh, thay vì hỏi thăm sức khỏe, bạn sẽ cảm ơn hoặc thể hiện cảm xúc vui mừng, sự trân trọng khi đã nhận được email đó. Bạn có thể sử dụng một số mẫu câu như: Thank you for your kind email, I’m thrilled to have received your email.

Introduction – Lý do viết thư

Đây là phần bạn thể hiện lý do viết email gửi đến người nhận. Bạn có thể sử dụng một số mẫu câu như: I’m writing with reference to…, I am writing with reference to…, We’re writing to inform you that / to request / to enquire about/ to complain/explain/apologize.

Trong trường hợp cần sự trang trọng, bạn nên sử dụng câu hỏi gián tiếp để thể hiện sự tôn trọng như Might I take a moment of your time to…?. Bên cạnh đó, bạn cũng cần chú ý đến cách trình bày để gây ấn tượng ban đầu từ người nhận. Câu chữ cần ngắn gọn, súc tích, rõ ràng và không mắc các lỗi ngữ pháp và chính tả.

Main point – Nội dung chính

Đây là phần quan trọng nhất trong cách viết email bằng tiếng Anh gửi đến khách hàng, đối tác hay đồng nghiệp. Nội dung ở phần này sẽ phụ thuộc vào dạng email gửi.

• Dạng 1: Đề cập đến vấn đề trước đó, bạn có thể sử dụng: As you started in your letter, Regarding … / Concerning … / With regards to …, As you told me,..
• Dạng 2: Yêu cầu, bạn có thể dùng: I would be grateful if …, I wonder if you could …, I would like to ask your help …
• Dạng 3: Thông báo tin tốt, bạn có thể dùng: We are pleased to announce that …, You will be pleased to know that …
• Dạng 4: Thông báo tin xấu, bạn sử dụng: It is with great sadness that we…, We regret to inform you…

Concluding sentence – Kết thúc thư

Sau khi trình bày hết nội dung trong email tiếng Anh là sẽ đến phần kết thúc thư. Tùy vào trường hợp và mục đích gửi thư mà bạn lựa chọn lời kết thúc phù hợp. Bạn có thể tham khảo một số mẫu kết thúc như:

• If you need any more information, please let me know
• If you need any further information, don’t hesitate to contact me
• I hope to receive a response from you soon
• I look forward to receiving information to resolve this issue as soon as possible

Signing off – Ký tên

Và cuối cùng trong cách viết email bằng tiếng Anh là ký tên người gửi email để cảm ơn. Phần này khá đơn giản nhưng cũng quan trọng không kém các phần khác khi nó thể hiện được tình cảm cũng như phép lịch sự.

Tùy vào trường hợp cụ thể mà bạn lựa chọn chữ ký kết thúc email tiếng Anh phù hợp. Nếu là mối quan hệ thân mật, bạn có thể sử dụng Best, Best wishes, Regards, Take care, Bye,… Còn nếu trường hợp cần sự trang trọng, bạn có thể chọn Best regards, Warm regards, Yours sincerely,…

Một số lưu ý khi viết email bằng tiếng Anh

• Tránh viết tắt.
• Không dùng từ thô tục, tiếng lóng hay từ quá thân mật.
• Không dùng want cho ngôi thứ nhất và should cho ngôi thứ 2.
• Dù bực tức cũng phải lễ độ trong cách viết email bằng tiếng Anh gửi cho bạn.
• Câu cần đầy đủ chủ – vị ngữ, viết ngắn gọn nhưng đảm bảo đủ ý cần diễn đạt.
• Sử dụng dấu câu phù hợp với ngữ cảnh trình bày.
• Hạn chế tối đa mắc lỗi văn phong và lỗi chính tả.

Một số mẫu viết email bằng tiếng Anh

Bài mẫu viết email bằng tiếng Anh để ứng tuyển công việc

Subject: Application for [Position Title] – [Your Name]

Dear [Hiring Manager’s Name],

I am writing to express my strong interest in the [Position Title] position at [Company Name], as advertised on [Job Board/Company Website]. With my qualifications and passion for [relevant field/industry], I believe I would be a valuable asset to your team.

I have [X years of experience] in [specific field/industry], and I have developed a solid foundation in [relevant skills/knowledge]. Throughout my career, I have successfully [highlight a few key achievements or responsibilities that demonstrate your capabilities]. These experiences have equipped me with the ability to [specific skills or competencies relevant to the position].

In addition to my professional experience, I hold a [relevant degree or certification] from [University/Institution]. This educational background has provided me with a strong understanding of [industry-specific knowledge]. I am constantly seeking opportunities to expand my knowledge and stay up-to-date with the latest industry trends and advancements.

Furthermore, I possess excellent [communication/leadership/analytical/etc.] skills, which have been crucial in collaborating effectively with cross-functional teams and delivering results within deadlines. I am a quick learner, adaptable, and thrive in fast-paced environments.

I am particularly drawn to [Company Name] because of its reputation for [specific reasons, such as innovation, company culture, or industry leadership]. Your commitment to [mention a value or mission statement of the company] aligns with my own values, and I am excited about the opportunity to contribute to your team.

Enclosed is my resume, which provides additional details about my qualifications. I would welcome the chance to further discuss how my skills and experience align with the requirements of the [Position Title] role. I am available for an interview at your convenience and can be reached via email at [your email address] or by phone at [your phone number].

Thank you for considering my application. I look forward to the possibility of joining [Company Name] and contributing to its continued success.

Sincerely,

[Your Name]

Chấp nhận đề nghị nhận việc từ nhà tuyển dụng

Subject: Acceptance of Job Offer – [Your Name]

Dear [Hiring Manager’s Name],

I hope this email finds you well. I am writing to formally accept the job offer for the position of [Position Title] at [Company Name]. I would like to express my gratitude for the opportunity to join your esteemed organization.

After careful consideration of the terms and conditions outlined in the offer letter, I am pleased to accept the position. I am excited about the prospect of working with the [Company Name] team and contributing to the company’s continued success.

I would like to confirm my starting date as [Date], as discussed during our previous conversations. Please let me know if there are any additional documents or paperwork that I need to complete prior to my start date. I am more than willing to provide any necessary information and complete any required onboarding procedures.

I would also like to take this opportunity to express my appreciation for the warm welcome I have received throughout the recruitment process. The professionalism and friendliness demonstrated by everyone I have interacted with have only reinforced my confidence in my decision to accept this offer.

Once again, I want to express my gratitude for considering me for this position. I am eager to begin working with the team at [Company Name] and contribute to the company’s growth and success. If there are any further instructions or details you would like to provide, please do not hesitate to reach out to me.

Thank you once again for this opportunity, and I look forward to starting my journey with [Company Name].

Yours sincerely,

[Your Name]

Từ chối đề nghị từ nhà tuyển dụng

Subject: Declining Job Offer – [Your Name]

Dear [Hiring Manager’s Name],

I hope this email finds you well. I am writing to express my sincere appreciation for the job offer for the position of [Position Title] at [Company Name]. I am grateful for the time and effort invested by you and the hiring team throughout the recruitment process.

After careful consideration and thoughtful deliberation, I have regrettably decided to decline the job offer. Although I hold your company in high regard and acknowledge the valuable opportunity presented, I have come to the conclusion that it is not the best fit for my current career goals and aspirations.

I want to emphasize that this decision was not made lightly, as I have thoroughly evaluated all aspects of the offer and the potential for professional growth within the organization. However, after careful consideration of various factors, I believe it is in the best interest of both parties to respectfully decline at this time.

I genuinely appreciate the time and resources invested by your team in assessing my qualifications and considering me for the position. The positive interactions I had with everyone during the recruitment process only reinforced my impression of [Company Name] as an exceptional organization.

I sincerely hope that you understand and respect my decision. I am grateful for the opportunity to have engaged with your company, and I hope that our paths may cross again in the future.

Thank you once again for your consideration and for extending the job offer to me. I wish you and the entire team at [Company Name] continued success and prosperity.

Yours sincerely,

[Your Name]

Giới thiệu sản phẩm

Subject: Introducing [Product Name]: A Solution to [Customer Pain Point]

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to introduce you to an innovative solution that can address a significant challenge faced by [target audience]. Allow me to present [Product Name], a game-changing product designed to alleviate [customer pain point].

[Product Name] is specifically engineered to [briefly describe the main features and benefits of the product]. With its cutting-edge technology and user-friendly interface, it offers a seamless and efficient solution to [customer pain point]. Our team has invested significant time and expertise to ensure that [Product Name] not only meets but exceeds the expectations of our customers.

Here are some key highlights of [Product Name]:

1. [Feature 1]: Describe a unique feature that sets your product apart.
2. [Feature 2]: Highlight another key functionality or benefit.
3. [Feature 3]: Emphasize a distinctive aspect that provides added value.

We believe that [Product Name] has the potential to revolutionize the way [target audience] tackles [customer pain point]. Its versatility and adaptability make it suitable for a wide range of industries and applications.

We are confident in the quality and performance of [Product Name]. To demonstrate our commitment to customer satisfaction, we offer a [trial period/free demo/discounted pricing] for you to experience its benefits firsthand. We are also available to provide a personalized product demonstration or answer any questions you may have.

I have attached a brochure that provides further details about [Product Name]. Feel free to browse through it at your convenience. If you would like to schedule a meeting or request additional information, please don’t hesitate to reach out to me.

Thank you for your time and consideration. We are excited about the opportunity to introduce [Product Name] to you and explore how it can positively impact your business. We look forward to the possibility of working together to overcome [customer pain point] and achieve mutual success.

Best regards,

[Your Name] [Your Position] [Your Company]

[Contact Information]

Xin lỗi khách hàng

Subject: Apologies for any inconvenience caused

Dear [Customer’s Name],

I hope this email finds you well. I am writing to offer my sincerest apologies for any inconvenience or dissatisfaction you may have experienced in your recent interaction with our company.

At [Company Name], we strive to provide excellent customer service and ensure that our customers have a positive experience with our products/services. It deeply concerns us whenever we fall short of meeting these expectations.

We understand that [briefly describe the issue or complaint]. Please know that we take your feedback seriously, and we are actively investigating the matter to identify the root cause and implement necessary measures to prevent similar occurrences in the future.

We value your business and the trust you have placed in us, and we want to assure you that we are committed to resolving this matter to your complete satisfaction. Our customer support team will be reaching out to you shortly to discuss the situation further and find a suitable solution.

We genuinely appreciate your patience and understanding as we work towards resolving this issue. We are committed to continuously improving our processes and services based on valuable customer feedback.

Once again, please accept our sincere apologies for any inconvenience caused. We value your relationship with our company and remain dedicated to serving you better in the future.

If you have any additional questions or concerns, please do not hesitate to contact our customer support team at [contact information]. We are here to assist you.

Thank you for your understanding and continued support.

Best regards,

[Your Name] [Your Position] [Company Name]

[Contact Information]

Gửi các thông báo nội bộ

Subject: Internal Announcement: Updated Policies and Procedures

Dear [Team/Department/Company],

I hope this email finds you well. I am writing to inform you about some important updates to our company’s policies and procedures. Please take a moment to review the following information:

1. Revised Attendance Policy: Effective immediately, we have updated our attendance policy to ensure greater consistency and fairness across all teams. The policy now includes clear guidelines on reporting absences, requesting time off, and consequences for excessive absenteeism. We kindly request all employees to familiarize themselves with the updated policy, which can be found in the employee handbook.
2. Remote Work Guidelines: As part of our ongoing efforts to support a flexible work environment, we have introduced new guidelines for remote work. These guidelines outline expectations for remote work arrangements, including communication protocols, productivity standards, and equipment requirements. All employees who work remotely, either on a full-time or occasional basis, are required to adhere to these guidelines.
3. Employee Recognition Program: We are excited to launch our new employee recognition program, designed to acknowledge and celebrate the outstanding contributions of our team members. The program includes various recognition initiatives, such as monthly awards, peer-to-peer appreciation, and team celebrations. We encourage everyone to participate actively and nominate deserving colleagues for recognition.

We have made these updates to enhance our operations, promote a positive work environment, and ensure that our policies align with current industry standards. It is essential that all employees review and comply with these changes to maintain a harmonious and productive workplace.

If you have any questions or need further clarification about these updates, please reach out to the Human Resources department. They will be happy to assist you.

Thank you for your attention to these announcements. We appreciate your cooperation and commitment to upholding our company’s policies and procedures.

Best regards,

[Your Name] [Your Position] [Team/Department/Company]

[Contact Information]

Hỏi thông tin

Subject: Inquiry for Information

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to inquire about some information regarding [specific details or topic you want to inquire about].

I recently came across [mention the source or context where you found out about the information you are seeking]. However, I would like to gather more details and clarification on the following points:

1. [Specific question or inquiry

   1]

2. [Specific question or inquiry

   2]

3. [Specific question or inquiry

   3]

I would greatly appreciate it if you could provide me with the necessary information or direct me to the appropriate person or department who can assist me with my queries. Additionally, if there are any relevant documents or resources that can further aid my understanding, I would be grateful if you could share them with me.

Please let me know the most convenient method and time to discuss or receive the requested information. I am available via email or phone, whichever is preferable for you.

Thank you very much for your kind attention to this matter. I look forward to your prompt response and assistance.

Best regards,

[Your Name] [Your Contact Information]

Bày tỏ thắc mắc với cấp trên

Subject: Expression of Concern

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to express my concerns regarding [specific issue or situation that is causing you concern].

Recently, I have noticed [describe the specific observations or incidents that have raised your concerns]. These occurrences have led me to question [explain why these observations or incidents are problematic or raise concerns].

I believe it is essential to address these concerns promptly to ensure the smooth functioning of our team/department and maintain a positive work environment. I kindly request your guidance and support in resolving the following matters:

1. [Describe your first concern in detail]
2. [Describe your second concern in detail]
3. [Describe your third concern in detail]

I would greatly appreciate your insights and suggestions on how to address these concerns effectively. If possible, I would also like to request a meeting or discussion to further elaborate on the issues and explore potential solutions.

I value your leadership and expertise, and I trust that together we can find a suitable resolution. Thank you for your attention to this matter, and I look forward to your response.

Sincerely,

[Your Name] [Your Position] [Your Contact Information]

Xem thêm >> Cách viết Email tiếng Nhật chuẩn chỉnh

Nhắc sếp về việc quan trọng

Subject: Reminder: Important Matter

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to kindly remind you about an important matter that requires your attention.

As we discussed previously [or specify when the matter was initially brought up], there is a crucial issue that needs to be addressed promptly. This matter is of significant importance because [explain the reasons why it is important, highlighting the potential impact or consequences if not addressed in a timely manner].

I understand that you have a busy schedule, but I believe that resolving this matter promptly will contribute to the overall success and productivity of our team/department. Therefore, I kindly request your immediate attention to this issue.

If you require any additional information or assistance from my end, please let me know, and I will be more than happy to provide the necessary support. I am available for a meeting or discussion at your convenience.

Thank you for your understanding and prompt action regarding this important matter. I greatly appreciate your attention to detail and leadership.

Best regards,

[Your Name] [Your Position] [Your Contact Information]

Xin nghỉ việc

Subject: Resignation Letter

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to formally submit my resignation from my position at [Company Name]. After careful consideration, I have made the difficult decision to resign from my current role.

I want to express my gratitude for the opportunities and experiences I have gained during my time at [Company Name]. I have learned a great deal and have had the privilege of working with a talented and supportive team. However, I believe it is time for me to explore new challenges and pursue personal and professional growth outside of the company.

My last working day will be [date]. I am committed to ensuring a smooth transition of my responsibilities. Please let me know how I can assist in this process, whether it be training a replacement or documenting any necessary information.

I would like to take this opportunity to thank you and the entire team for your guidance, mentorship, and collaboration throughout my tenure at [Company Name]. I am grateful for the opportunities I have had to contribute to the company’s success.

I will always look back on my time at [Company Name] with fond memories and appreciation. I wish the company continued growth and success in the future.

Thank you for your understanding and support during this transition period. Please let me know if there are any further steps I need to take regarding my departure.

Sincerely,

[Your Name] [Your Position] [Your Contact Information]

Trên đây là cách viết email bằng tiếng Anh và các mẫu thông dụng nhất giúp bạn trở nên chuyên nghiệp hơn trong mắt đối tác và khách hàng. Hy vọng các thông tin này hữu ích với bạn. Đừng quên tham khảo thêm các tips hữu ích khác tại HR Insider nhé.