英語のビジネスメールの書き方ガイド決定版 [書き出し&結びの挨拶決定ツール + 2つのコールドメールテンプレート]

この記事は日本語と英語で読めるものです。最初は英語で、その下が日本語翻訳。

英語能力に応じて、読む順番をご自由にお決めください。

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The definitive guide to writing business emails in English [opening & closing greetings + two cold email templates]

 

Choosing the right tone—how formal should you be?

The first thing to note is that there’s no hard rule for the level of formality you should use in your email, even if you haven’t met the person before writing. This will mainly depend on your industry and on the impression you want to make.

In sum, it is perfectly acceptable to write in a way that reflects your personality; on the contrary, this will give a clear signal to your reader as to your personality, your brand and your workstyle—and help them to choose you (or not!) as a business partner.

When you write, take the nationality of the person you’re writing to into account. Americans for instance have more tolerance for a casual style than most cultures (try to be more formal if you write to a British company). As a rule of thumb, it is less risky to be a bit formal: you’ll never seem un-professional by adding a few polite words.

 

This being said, with no hard rules and a dozen valid opening and closing greetings, choosing the right tone for a business email can feel overwhelming for non-native speakers…

 

But fear no more! Simply use our online guide to find out what greetings to use in your English business email communication. It should take you less than one minute—so keep it handy every time you need to write an email!

 

Below, we’ll give you two email examples you can use when writing to a prospective client or business partner.

When cold emailing a potential client or business partner

Since you are writing to someone you’ve never met or talked to before, let’s use a higher degree of formality. Let them decide to be more casual in their response, if they want to.

In our example, you are trying to sell a cheesemaker to Elon Musk, to be used aboard his spaceships.

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Subject: Make spaceflight a gourmet experience with our delicious cheeses

Dear Mr. Musk,

In your January 2018 interview with Business Beyond about SpaceX’s future manned missions to Mars, you talked about your efforts to make your space crew’s journey as enjoyable as possible. In particular, you mentioned seeking ways to make spaceflight a “gourmet, if not five-star experience.”

At DIY Cheese & Co., gourmet living is our mission. We produce a wide range of DIY cheese-making kits resilient to microgravity and with exceptional battery life. I have attached our latest catalogue to this email, and remain at your disposal should you have any question.

As a sign of support for your exciting space endeavor, we would like to offer you a special discount for any of our products. Please do not hesitate to contact me if you have any questions.

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

Best regards,

Brenda Gouda

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When emailing someone you’ve met briefly at an event

If you only exchanged business cards or the exchange was very formal, use the greetings we used in the first template. The content of the email will remain as below.

Now, let’s say you had time to exchange a few words with your prospect. Below is an example of what you could write.

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Subject: Nice to meet you at the Cheese for Life conference

/OR/ Subject: This is Brenda, met at the Cheese for Life conference

Dear Elon,

This is Brenda from DIY Cheese & Co., whom you met at the Cheese for Life conference. As promised, I am sending you our list of spaceflight-compatible cheese-making kits.

I shared your concern about battery life with our team of engineers, and they recommended our Smelly-Yummy line of products. As I told you when we met, cheese is our passion, and we’d be honored to make your space crew’s journey to Mars more enjoyable with our delicious homemade cheeses.

Please do not hesitate to contact me if you have any further questions. I look forward to hearing from you.

Thank you for your time.

Best wishes,

Brenda Gouda

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ビジネス英語コミュニケーション.jpg

英語のビジネスメールの書き方ガイド決定版  [書き出し&結びの挨拶決定ツール + 2つのコールドメールテンプレート]

 

相応しいトーンを選ぶ―どの程度フォーマルであるべきか?

まず留意すべきなのは、書く前にその人と会ったことがないとしても、メールで使うべきフォーマルさのレベルについて厳しいルールはない、ということです。主に、与えたい印象と自身の業界によることになります。

つまり、自身の人柄を反映する方法で書いて全く問題ないのです。それどころかむしろ、そうすることで自身の人柄やブランド、ワークスタイルについて読み手に明確なメッセージを送ることになります―そして、読み手がビジネスパートナーとしてあなたを選ぶ (または選ばない) 助けになります。

書く時は、相手の国籍を考慮してください。例えば、アメリカ人の方が、他のほとんどの文化よりもカジュアルなスタイルに寛容です (イギリスの会社に書く場合はもっとフォーマルにするようにしてください)。おおまかに言えば、少しフォーマルにした方がリスクは小さくなります。丁寧な言葉を数ヶ所加えることで、プロフェッショナル「でない」と思われることはないでしょう。

そうは言っても、厳しいルールはなく、多くの書き出しと結びの挨拶を使い、ビジネスメールに相応しいトーンを選ぶというのは、ネイティブスピーカーではない人には大変すぎると感じられるかもしれません…。

しかし、そんな心配はもう無用!

CfIC当校が作っておいた「英語ビジネスメールの書き方完全ガイド」を使うだけで、英語のビジネスメールによるやり取りで自身が使うべき挨拶を見つけてください。1分もかからないはずです―ですから、メールを書く必要がある時はいつも手元に置いておきましょう!

下記に、有望な顧客またはビジネスパートナーに書く時に使えるメール例を2つ挙げます。

見込み客またはビジネスパートナーにコールドメールする時

これまで会ったこと、または話したことのない人に書くため、フォーマルさの程度を上げてください。相手の返答の中でもっとカジュアルにしたければそうするよう、相手に決めさせてください。

例の中で、あなたはイーロン・マスクに対し彼の宇宙船内で使ってもらえるようチーズ製造機を売ろうとしています。

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Subject: Make spaceflight a gourmet experience with our delicious cheeses

Dear Mr. Musk,

In your January 2018 interview with Business Beyond about SpaceX’s future manned missions to Mars, you talked about your efforts to make your space crew’s journey as enjoyable as possible. In particular, you mentioned seeking ways to make spaceflight a “gourmet, if not five-star experience.”

At DIY Cheese & Co., gourmet living is our mission. We produce a wide range of DIY cheese-making kits resilient to microgravity and with exceptional battery life. I have attached our latest catalogue to this email, and remain at your disposal should you have any question.

As a sign of support for your exciting space endeavor, we would like to offer you a special discount for any of our products. Please do not hesitate to contact me if you have any questions.

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

Best regards,

Brenda Gouda

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イベントで少し会ったことのある人にメールする時

名刺を交換しただけだったり交換が非常にフォーマルなものだったりした場合、1つ目のテンプレートで使われた挨拶を使ってください。メールの内容は下記にある通りのままとなります。今度は、見込みのある人物と言葉をいくつか交わす時間があったとしてみましょう。下記が、書くことのできる一例です。

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Subject: Nice to meet you at the Cheese for Life conference

/OR/ Subject: This is Brenda, met at the Cheese for Life conference

Dear Elon,

This is Brenda from DIY Cheese & Co., whom you met at the Cheese for Life conference. As promised, I am sending you our list of spaceflight-compatible cheese-making kits.

I shared your concern about battery life with our team of engineers, and they recommended our Smelly-Yummy line of products. As I told you when we met, cheese is our passion, and we’d be honored to make your space crew’s journey to Mars more enjoyable with our delicious homemade cheeses.

Please do not hesitate to contact me if you have any further questions. I look forward to hearing from you.

Thank you for your time.

Best wishes,

Brenda Gouda

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この記事は役に立ったでしょうか。 英文ビジネスメールを書く訓練をしてみませんか?CfICの「Business Emails」クラスに出席すると、ビジネスメールを書く時の、相手との関係による状況を判断してそれに合わせて適切に対応するスキルを磨いていきます。初回無料体験も可能!

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