如何寫(xiě)商務(wù)信件
在商務(wù)活動(dòng)中，除了每天語(yǔ)言上的溝通，很多時(shí)候我們的交流是通過(guò)郵件等書(shū)寫(xiě)的方式來(lái)與你的上司溝通，因此撰寫(xiě)郵件是白領(lǐng)工作者必須具備的業(yè)務(wù)技巧。相信幾個(gè)月前的Rebecca 郵件事件到現(xiàn)在都是記憶深刻，那兩封英文原件在當(dāng)時(shí)也可謂炙手可熱。這期當(dāng)然不是來(lái)判斷郵件的正確與否，我們來(lái)學(xué)習(xí)一些用英文寫(xiě)商務(wù)郵件的要點(diǎn)。怎樣順暢地通過(guò)郵件來(lái)與上司溝通，盡可能的避免不必要的誤解。希望這些對(duì)你今后無(wú)論是寫(xiě)工作報(bào)告還是提案，或是備忘錄都有所啟發(fā)。
Mr. Smith. I am writing to confirm that.…(史密斯先生，我想確認(rèn)……)
E-mail 一般使用非正式的文體因此正文前的稱呼無(wú)需使用諸如 “Dear Mr. John”之類的表達(dá)，Dear …的使用通常在書(shū)信或初次傳遞郵件的對(duì)象。在同輩的,親朋好友或是同事間可以直呼起名，但是如果是你的上級(jí)或是長(zhǎng)輩最好使用頭銜加上信如：Mr. Smith. Thank you for your enquiry / e-mail.(謝謝你的提問(wèn)/郵件)
這是一句通常正文的開(kāi)頭。在商務(wù)郵件中，雖然看信者不一定會(huì)仔細(xì)的注意你的語(yǔ)法。但是也應(yīng)減少拼法，文法及內(nèi)容等錯(cuò)誤。以免引起誤解。以快速取勝的郵件，更重要的是避免錯(cuò)誤信息流出。以下列舉常見(jiàn)錯(cuò)誤：就是把e-mail寫(xiě)成復(fù)數(shù)e-mails或an e-mail. mail是信件和名信片的總稱，故不能可數(shù)名。如果需就可以加上message之類的單詞。變成：send me an e-mail message 或者send me an e-mail letter來(lái)表示 。
另外不要忘了“internet”要加“ the internet ”是表示世界上獨(dú)一無(wú)二的專有名詞。經(jīng)常是大寫(xiě)并加the。例如：discuss on the Internet.還有一些錯(cuò)誤句子：“Thank you for these information” “I need to improve my vocabularies” “Let’s discuss about it later.”等應(yīng)分別改成this ,vocabulary, discuss it Colleagues, I have been looking for somebody who might go to Thailand for 4 years for market research. Is anybody interested?(各位伙伴，我想找一位能前往泰國(guó)四年，從事市場(chǎng)調(diào)查工作的人)
商務(wù)電子文件不同一般的信件，只敘述重點(diǎn)和相關(guān)事情。因此簡(jiǎn)潔是最重要的'，尤其是在電子布告欄中的使用。 To put you in the picture regarding silk carpets, we would like to give you the following information.(為了讓你了解有關(guān)絨毯的情況，我們提供下述情況)
報(bào)告書(shū)的目的就是為了提供資料，匯報(bào)情況。報(bào)告的正文開(kāi)頭一般用一段話概括基本情況，點(diǎn)出依據(jù)和原因，然后用“現(xiàn)將有關(guān)概況報(bào)告如下”的來(lái)承上啟下起主干部分�；蛘呦裆暇�“we would like to give you the following information”來(lái)引出下面的內(nèi)容。如果分支有好幾點(diǎn)，希望可以分段用數(shù)字或(●)來(lái)表示。讓人一目了然。 Could you please call me later today?
電子郵件的英語(yǔ)雖然不是很正式，但是也絕對(duì)不能沒(méi)禮貌，這是溝通的原則。使用婉轉(zhuǎn)表達(dá)方法對(duì)于由禮貌地溝通起到較好的效果。例如對(duì)事情無(wú)法斷言可以采取保留的態(tài)度，具體的方法是以：“I think …… I wonder if ……等起頭。，使用否定句會(huì)比肯定句委婉。比如Will you …Won’t you…?Could you 比Can you 更好。再者注重簡(jiǎn)潔的電子郵件不喜歡過(guò)于婉轉(zhuǎn)，因此表示適當(dāng)?shù)亩Y貌和恰當(dāng)?shù)拈L(zhǎng)度就可以了。
Regards,/ sincerely,
商務(wù)信件簡(jiǎn)潔明了，姓尾客套話常常只須一個(gè)詞，如美式英語(yǔ)常用“Thanks” “Best” “regards” “sincerely”, 英式英語(yǔ)“yours truly” “yours sincerely” “Best wishes”.稱呼和正文之間、段落之間，正文和結(jié)尾客套話之間一般空一行，開(kāi)頭無(wú)需空格。
無(wú)限擴(kuò)展:
Opening(開(kāi)頭)
Thank you for ordering from us.
In reply to your request I can confirm that……
Thank you for your recent letter/fax.
Thank you for your enquiry about our products.
I am writing to enquire whether...
Reason for writing (寫(xiě)信的原因)
I’m sorry I wasn’t available to take your call yesterday.
I tried to phone you this morning but you were out of the office.
I’m sorry for the delay in replying to your e-mail but I needed to check some information with our shipping department. I can now confirm that your order has been shipped by air freight. It should reach you in two days.
Thank you for your e-mail. There is one point I don’t quite understand. Can you please confirm that the catalogue number of the item you require is 33/444-A?
I am sorry to inform you that we have to cancel this order.
Request for action (確認(rèn)事宜)
If you have any further questions please call me or e-mail me.
If I can help you in any way, please e-mail me at the address below
I will let you know as soon as possible if I have any further news.
Please confirm that these arrangements are OK.
closing
Looking forward to hearing from you.
I am looking forward to meeting you on May 1st.
Tips:
Keep your message short - people don’t like long email (你的信件一定要簡(jiǎn)潔明了，人們都不喜歡太長(zhǎng)的郵件)
Don’t use abbreviations unless you’re quite sure your reader will understand them(不要使用縮寫(xiě)除非你很確定對(duì)方一定能理解)
Only use capital letters for special emphasis(只有在特別強(qiáng)調(diào)的時(shí)候才用大寫(xiě)字母)
Don’t use underlining - underlining looks like a hyperlink to a website(不要用下劃線，因?yàn)榭雌饋?lái)像一個(gè)網(wǎng)址)
For clarity, put a complete line space between each paragraph(為了條理清晰，在兩段之間要空一行)
Make sure your spelling and grammar are reasonably correct(確保你的拼寫(xiě)和語(yǔ)法要正確)
Never send an e-mail without checking it through carefully(如果沒(méi)有仔細(xì)檢查過(guò)不要隨意發(fā)送)
Make sure you have attached any attachments you want to send(確保你的附件都已附上)
Make sure you’re sending it to the right person! (確保你發(fā)對(duì)了人)
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