英文電子郵件的格式68

1、,你還在為顧客誤解你的表達(dá)而苦惱嗎？,你還在為英文郵件寫作而抓狂嗎,EMAIL,Reporter: 曹夢琪,商務(wù)英語電子郵件的格式 商務(wù)英語電子郵件的寫作要求 商務(wù)英語電子郵件寫作注意事項(xiàng) 商務(wù)英語電子郵件常用句式,Contents,4/64,據(jù)調(diào)查，約有88%的互聯(lián)網(wǎng)用戶使用電子郵件，而在商務(wù)領(lǐng)域中約有90%的員工通過電子郵件的形式來聯(lián)系公務(wù)。,英文電子郵件的重要性,商務(wù)英語電子郵件以其方便快捷，在現(xiàn)代商務(wù)活動(dòng)中起著重要作用。,商務(wù)往來中的電子郵件代表著公司的形象，顯示著公司的水平和實(shí)力，直接影響到客戶對公司的評估。所以，商務(wù)電子郵件的寫作在業(yè)務(wù)往來中占據(jù)著舉足輕重的地位。,5/64,商務(wù)英

2、語電子郵件由五部分組成：,Address - 收信人Email地址、抄送收信人Email地址、密送收信人Email地址 Subject -主題 Salutation - 稱呼、Opening - 開頭、Body - 正文、Ending - 結(jié)尾句 Complimentary Close - 禮貌結(jié)束語 Writers Full Name - 寫信人全名、 Writers Title and Department - 寫信人職務(wù)及所屬部門、Address - 地址、Tel - 電話號碼、Fax - 傳真,商務(wù)英語電子郵件的格式(1/16),6/64,Address 地址,收信人地址 To: 抄送

3、收信人地址 Cc: 密送收信人地址 Bcc:,Cc: Carbon Copy Bcc: Blind Carbon Copy,To: Cc: Bcc: ,多個(gè)收信人地址用半角的逗號或者分號隔開。,商務(wù)英語電子郵件的格式(2/16),7/64,Subject 主題 (1/3),1. 主題 (Subject) 框的內(nèi)容應(yīng)簡明地概括信的內(nèi)容，短的可以是一個(gè)單詞，如 greetings；長的可以是一個(gè)名詞性短語，也可以是完整的句子，但長度一般不超過35個(gè)字母。,YES：Supplier Training NO：Professional Trainees from Sister Company Shoul

4、d Abide by Rule of Local Company,商務(wù)英語電子郵件的格式(3/16),8/64,Subject 主題 (2/3),2. 主題框的內(nèi)容切忌含糊不清。,YES：Tomorrows meeting canceled NO：News about the meeting,3.視信的內(nèi)容是否重要，還可以開頭加上 URGENT 或者FYI (For Your Information，供參考),例如：URGENT: Submit your report today!,商務(wù)英語電子郵件的格式(4/16),9/64,Subject 主題(3/3),4. 一般來說，只要將位于句首的單

5、詞和專有名詞的首字母大寫即可。另外一種較為正規(guī)的格式可將除了少于5個(gè)字母的介詞、連接詞或冠詞之外的每一個(gè)單詞的首字母大寫。,YES：New E-mail Address Notification Detailed calculation NO： detailed calculation,商務(wù)英語電子郵件的格式(5/16),10/64,Salutation - 稱呼 (1/4),根據(jù)發(fā)信人的具體情況以及發(fā)信人與收信人之間的關(guān)系而定。,在同輩的親朋好友或同事之間可以直呼其名，但對長輩或上級最好使用頭銜加上姓。,Tom Hanks,Dear/Hi Tom,Dear Mr Hanks,收信人的名字千萬

6、不要寫錯(cuò)。,商務(wù)英語電子郵件的格式(6/16),Jennifer,Miss/ Mrs/ Ms Aniston,11/64,Salutation - 稱呼 (2/4),收信人是多個(gè)男性用Messrs；多個(gè)女性用Mesdames, Mmes, 或Mses；有男有女，弄清楚每個(gè)人的稱呼。已婚Mrs, 未婚Miss, 最好用Ms.,Messrs. Smith, Wyatt, and Fury,有榮譽(yù)學(xué)位多不喜歡用一般的頭銜。,Mses. Dicaprio, Lionel, and Green,Mr. Harold Wright and Miss Margaret Wright,Dr. / Prof.

7、/ General / Senator Wright,商務(wù)英語電子郵件的格式(7/16),12/64,Salutation - 稱呼 (3/4),老外的名字有時(shí)有Jr. 或 Sr., 羅馬數(shù)字I，II等,Martin Luther King, Jr.,John Parker, Sr. is the father of John Parker, Jr.,George Bush Sr.,George VI,When George VI died, Elizabeth II succeeded to the throne.,商務(wù)英語電子郵件的格式(8/16),13/64,Salutation - 稱

8、呼 (4/4),如果沒有名字，或者是很正規(guī)的郵件，則可用：,Dear Committee Member:,Dear Colleagues:,Dear Meeting Planner:,To All Sales Reps:,To Whom It May Concern:,商務(wù)英語電子郵件的格式(9/16),Dear Madam or Sir:,Dear Purchasing Agent:,LadiesorGentlemen:,Dear Customers，,14/64,Opening 開頭 (1/3),澄清你的意圖,在電子郵件開頭澄清你的來意非常重要，這樣才能更好的引出郵件的主要內(nèi)容。感謝讀者是

9、郵件開場白的好辦法。感謝您的讀者能讓對方感到高興，特別是之后你有事相求的情況下會(huì)很有幫助。,商務(wù)英語電子郵件的格式(10/16),記得要注意語法，拼寫和標(biāo)點(diǎn)符號，保持句子簡短明了且句意前后一致。,15/64,Opening 開頭 (2/3),商務(wù)英語電子郵件的格式(11/16),如果回復(fù)客戶的咨詢，向他們對公司的興趣表示感謝,Thank you for contacting us.,如果對方已經(jīng)回復(fù)過你的一封郵件了，感謝回復(fù),Thank you for your prompt reply.,Thanks for getting back to me.,如果你主動(dòng)給別人寫郵件，表明意圖,I am

10、 writing to,16/64,Opening 開頭 (3/3),商務(wù)英語電子郵件的格式(12/16),如果有人給了你特別的幫助,Thank you for all your assistance.,某個(gè)客戶或是經(jīng)理寫對你的工作提出了一定的質(zhì)疑,I truly appreciate,Thank you for your feedback.,如果你詢問一些信息，對方花了點(diǎn)時(shí)間才發(fā)送給你,Thank you for providing the requested information.,17/64,Body 正文,正文是電子郵件的主要部分，大多把話題分成幾個(gè)小主題，每個(gè)小主題一段，每段一般只

11、有一兩句話。正文由兩三個(gè)或三四個(gè)簡短的段落構(gòu)成。,商務(wù)英語電子郵件的格式(13/16),正文書寫格式絕大多數(shù)采用齊頭式。齊頭式是指正文中各部分都從每行的左邊開始，這種格式便于打字和節(jié)省時(shí)間，提高工作效率。,稱呼和開頭之間，段落之間，正文和信尾客套話之間一般空一行。,18/64,Ending 結(jié)尾,在郵件結(jié)束之前，應(yīng)再次感謝收信人。,商務(wù)英語電子郵件的格式(14/16),Thankyouforyourpatienceand cooperation. 或 Thankyouforyourconsideration.,Ifyouhaveanyquestionsorconcerns, dont hesi

12、tate to letmeknow. 或 I look forward to hearing from you.,19/64,商務(wù)英語電子郵件的格式(15/15),Complimentary Close 禮貌結(jié)束語(1/2) 結(jié)尾致意要留意，弄清大家的關(guān)系才選擇用詞。 1. Very Formal 非常正規(guī)的(例如給政府官員的) Respectfully yours, Yours respectfully, Formal 正規(guī)的(例如客戶公司之間) Very truly yours, Yours very truly, Yours truly,Complimentary Close 禮貌結(jié)束語

13、(2/2),商務(wù)英語電子郵件的格式(15/16),Less Formal 不太正規(guī)的(例如親人，好朋友),Sincerely yours, Yours sincerely, Sincerely, Cordially yours, Yours cordially, Cordially,Informal 非正規(guī)的(例如朋友，同事之間),Regards, Warm regards, With kindest regards, With my best regards, My best, Give my best to Mary, Fondly, Thanks, See you next week!,

14、21/64,Signature 簽名,郵件的末尾加上簽名檔，附加必要的個(gè)人信息。,商務(wù)英語電子郵件的格式(16/16),簽名檔可包括姓名、職務(wù)、公司、電話、傳真、地址等信息，但信息不宜行數(shù)過多，一般不超過4行。,Local Organizing Committee Phone: +7-3822-491-776 Fax: +7-3822-492-410 E-mail: isdeiv2012hcei.tsc.ru,22/64,商務(wù)郵件模板,Dear Mr. Lin, I received your letter on May 18. I agree with you that the deal w

15、as a mutually beneficial one. We have gained great profits through the cooperation with Chinese exporters in recent years, and we are keenly desirous of expending our trade with you in home appliance. We really hope we could have further cooperation with each other and achieve greater development to

16、gether. With best regards. Yours sincerely, John Smith signature,親愛的林先生： 我收到了您5月18日的來信。您認(rèn)為我們上次的生意是互惠的，這點(diǎn)我十分贊同。 近年來，我們通過與中國的出口商合作獲利頗豐，我們迫切期望擴(kuò)大與你們在家電行業(yè)的貿(mào)易合作。我們真心希望能繼續(xù)與您深入合作，將來獲得巨大發(fā)展。 獻(xiàn)上最誠摯的祝福！ 約翰史密斯 敬上,商務(wù)英語電子郵件的格式 商務(wù)英語電子郵件的寫作要求 商務(wù)英語電子郵件寫作注意事項(xiàng) 商務(wù)英語電子郵件常用句式,Contents,24/64,商務(wù)英語電子郵件寫作應(yīng)遵循的五C原則,Correctness

17、準(zhǔn)確 Conciseness 簡潔 Complete 完整 Clarity 清楚 Courtesy 禮貌,五C原則 (1/14),25/64,Correctness 準(zhǔn)確原則,由于商務(wù)英語電子郵件涉及的是商務(wù)活動(dòng)雙方的權(quán)利、義務(wù)關(guān)系，其準(zhǔn)確性對商務(wù)管理與溝通至關(guān)重要。,具體而言，不僅電子郵件的英語語法、標(biāo)點(diǎn)符號和拼寫要做到準(zhǔn)確無誤，電子郵件內(nèi)容還要敘述準(zhǔn)確，以免引起誤會(huì)糾紛。,五C原則 (2/14),26/64,Conciseness 簡潔原則(1/3),簡潔原則是商務(wù)英語寫作最重要的原則，指在不影響完整性和禮貌性的前提下，盡量使用簡單句子和簡短詞語。一封拖沓冗長、措詞復(fù)雜的電子郵件既浪費(fèi)寫的

18、時(shí)間，也會(huì)給閱讀者帶來不必要的麻煩，故商務(wù)英語電子郵件應(yīng)以簡明扼要為第一要?jiǎng)?wù)。,在具體寫作中，商務(wù)英語電子郵件呈現(xiàn)出的句法特征是句子結(jié)構(gòu)簡單明了，有大量省略句和不完整句。其詞匯特征是用語簡潔，語言簡明扼要。,五C原則 (3/14),27/64,Conciseness 簡潔原則(2/3),為了節(jié)約時(shí)間和空間，電子郵件中可使用縮略語。,U Pls FYI Info Qty BTW,Postscript,ASAP/asap FOB L/C IMO FAQ PS,五C原則 (4/14),As soon as possible,Free on Board,Letter of Credit,In my o

19、pinion,Frequently asked questions,28/64,Conciseness 簡潔原則(3/3),It is very difficult to sell manhole covers in France. This product must have the quality certificate issued in France. Price：FOB Shanghai USD 1.96PC Hope you can accept it.,舍長句、復(fù)合句，選短句、簡單句，喜并列、棄從屬的句法特征，縮略語的使用，不完整句的選擇，反映了與普通商務(wù)信函相比，商務(wù)電子郵件更

20、傾向于非正式文體，更為口語化。,五C原則 (5/14),29/64,Complete 完整原則,商務(wù)電子郵件內(nèi)容應(yīng)力求具體、明確、完整，提供讀者所需要的信息，尤其像報(bào)盤、詢問貿(mào)易條件等需要回函的電子郵件，更需要清楚完整，因?yàn)橹挥邪唧w信息的郵件，才能達(dá)到良好的溝通效果。,郵件是否完整，可以用5W1H來檢驗(yàn)，即who，when，where，what，why 和 how。,五C原則 (6/14),30/64,Clarity 清楚原則(1/2),商務(wù)英語電子郵件的寫作要做到層次清楚，用詞準(zhǔn)確。具體表現(xiàn)在：,結(jié)構(gòu)方面 語法方面,盡量使用短段落，必要時(shí)使用主題句。,用詞要肯定準(zhǔn)確，切忌使用語義模糊、模

21、棱兩可的詞或詞組，以免產(chǎn)生歧義，造成誤解，延誤商務(wù)溝通和貿(mào)易。,五C原則 (7/14),31/64,Clarity 清楚原則(2/2),The figures show a significant increase. We will deliver your goods soon.,The figures show a year-on-year increase of 15%. We will deliver your goods on Dec 10th.,五C原則 (8/14),32/64,Courtesy 禮貌原則(1/6),商務(wù)英語電子郵件應(yīng)遵循措詞婉轉(zhuǎn)、禮貌的原則。鑒于電子郵件直接影響

22、到整個(gè)交易的成敗，買賣雙方應(yīng)十分注重措辭方式，要婉轉(zhuǎn)、禮貌，使對方容易接受。在寫電子郵件時(shí)，可以通過使用虛擬語氣、委婉語氣等方法迂回地表達(dá)觀點(diǎn)，提出要求。,五C原則 (9/14),33/64,Courtesy 禮貌原則(2/6),If it is not for the larger orders we receive from a number of our regular customers，we could not have quoted for supplies even at that price. Not for the larger orders we receive from

23、a number of our regular customer, we cannot quote for supplies even at that price.,虛擬語氣：要不是我們接到許多老客戶的大量定單，我們尚不能給這些貨物報(bào)如此低的價(jià)格。,五C原則 (10/14),34/64,Courtesy 禮貌原則(3/6),I would appreciate it if you could give me your best quotation for CIF shanghai. Give me your best quotation for CIF shanghai.,委婉語氣：如果你能報(bào)

24、出成本加運(yùn)費(fèi)到上海的最低價(jià)，我將非常感激。,虛擬語氣和委婉語氣的使用，緩和了商務(wù)談判的語氣，既明確了自己的立場，又使對方的面子免于受損，語氣自然誠懇，禮貌得體，易為對方接受。,五C原則 (11/14),35/64,Courtesy 禮貌原則(4/6),It has to be stressed that shipment must be effected within the prescribed time limit, as a further extension will not be considered. We have to stress that you must effect s

25、hipment within the prescribed time limit, as a further extension will not be considered.,表示批評、建議、要求時(shí)，用被動(dòng)語態(tài)可以避免直接觸及施動(dòng)者(自己或?qū)Ψ?，使口氣更加婉轉(zhuǎn)。,五C原則 (12/14),36/64,Courtesy 禮貌原則(5/6),As you (seem to) take advantage of our leniency in this matter, we now have to give you the final notice.,使用半動(dòng)詞表示說話人對所說事情的推測，從而使

26、話語的肯定語氣趨于緩和。,五C原則 (13/14),半動(dòng)詞在功能上介于主動(dòng)詞與助動(dòng)詞之間,本身帶有詞義，但詞義模糊。 seem appear be likely to,37/64,Courtesy 禮貌原則(6/6),Unfortunately we are not hiring any new staff at the moment. I am afraid that we will be unable to meet your order on time due to problems with our supplier.,如果是寫一些壞消息或是道歉，你就應(yīng)該寫的禮貌而得體，并說明問題的原

27、因。,五C原則 (14/14),38/64,商務(wù)英語電子郵件的格式 商務(wù)英語電子郵件的寫作要求 商務(wù)英語電子郵件寫作注意事項(xiàng) 商務(wù)英語電子郵件常用句式,Contents,39/64,商務(wù)英語電子郵件的格式 商務(wù)英語電子郵件的寫作要求 商務(wù)英語電子郵件寫作注意事項(xiàng) 商務(wù)英語電子郵件常用句式,Contents,40/64,Some tips 文法 (1/8),切忌主客不分或模糊,例子：Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.,應(yīng)改為：D

28、eciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment.,問題：decide 的主語是 we , 而不是 report,注意事項(xiàng) (1/12),41/64,Some tips 文法 (2/8),句子不要凌碎,例子：He decided not to audit the last ten contracts. Because of our previous objections about compliance.,應(yīng)改為：He decided

29、not to audit the last ten contracts because of our previous objections about compliance.,問題：第二句是第一句的原因，應(yīng)合并成為一句,注意事項(xiàng) (2/12),42/64,Some tips 文法 (3/8),結(jié)構(gòu)對稱,例子：The owner questioned the occupants lease intentions and the fact that the contract had been altered with ink markings.,應(yīng)改為：The owner questioned

30、the occupants lease intentions and ink alterations of the contract.,問題：and 連接兩個(gè)相同的成分，結(jié)構(gòu)應(yīng)對稱,注意事項(xiàng) (3/12),43/64,Some tips 文法 (4/8),單復(fù)數(shù)前后一致,例子：An authorized person must show that they have security clearance.,應(yīng)改為：Authorized persons must show that they have security clearance.,問題：an person 與 they 矛盾,注意事項(xiàng)

31、 (4/12),44/64,Some tips 文法 (5/8),動(dòng)詞和主語要呼應(yīng),例子：This is one of the public-relations functions that is under-budgeted.,應(yīng)改為：This is one of the public-relations functions, which are under-budgeted.,問題：functions 與 is 矛盾,注意事項(xiàng) (5/12),45/64,Some tips 文法 (6/8),時(shí)態(tài)和語氣不要轉(zhuǎn)變太多,affect 動(dòng)詞，effect 名詞； operative（計(jì)劃、法律等）

32、實(shí)施中的，起作用的 operational（機(jī)器、設(shè)備等）正常運(yùn)轉(zhuǎn)的，可使用的；軍事行動(dòng)的,affect 和 effect，operative 和 operational,選詞要正確,注意事項(xiàng) (6/12),46/64,Some tips 文法 (7/8),標(biāo)點(diǎn)要準(zhǔn)確 拼寫要正確 大小寫要注意,非必要的話，整個(gè)詞不要都大寫，除非要罵人。,MUST change to OS immediately.,要強(qiáng)調(diào)的話，用底線，斜體或者粗體。,注意事項(xiàng) (7/12),47/64,Some tips 文法 (8/8),地址上的數(shù)字直接用阿拉伯?dāng)?shù)字，除了One,127 Ninth Avenue, North

33、 390 Veterans Boulevard, Carlstadt, NJ 07072 5 Park Avenue One Wingren Plaza 556 - 91 Street,注意事項(xiàng) (8/12),48/64,Some tips 文體 (1/3),可讀性-多用短句 注意段落的開頭,一般來說，重要或強(qiáng)調(diào)的事情都放在信件或段落的開頭。,Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape.,注意事項(xiàng) (9/12),49/64,So

34、me tips 文體 (2/3),輕重有分,同等重要的用 and 來連接，較輕放在次要的句子里。,轉(zhuǎn)接詞要留神,but, therefore, also, for example, furthermore, moreover,修飾詞的位置要小心,例子：He could only reimburse the cost after July 15.,注意事項(xiàng) (10/12),50/64,Some tips 文體 (3/3),句子開頭不要含糊不清的代詞,例子：These decisions have been a big disappointment to the committee members

35、. They have delayed further action.,開頭少用this, that, it, they, 或 which。,用語要肯定準(zhǔn)確，切忌含糊 立場觀點(diǎn)一致，少用被動(dòng)句,注意事項(xiàng) (11/12),51/64,Some tips 格調(diào),式樣和句子長度不要太單調(diào) 弱軟的詞(e.g. was, were, is, are.)可以加強(qiáng)一點(diǎn),Bayer products are highly effective in . Bayer products excel in .,口語化比較受歡迎,This information will be sincerely appreciate

36、d. We sincerely appreciate your information.,注意事項(xiàng) (12/12),52/64,商務(wù)英語電子郵件的格式 商務(wù)英語電子郵件的寫作要求 商務(wù)英語電子郵件寫作注意事項(xiàng) 商務(wù)英語電子郵件常用句式,Contents,53/64,Greeting message 祝福,Hope you have a good trip back. How are you? How is the project going on?,祝旅途愉快。,你好嗎?,項(xiàng)目進(jìn)行順利嗎?,英語電子郵件常用句式 (1/16),54/64,Initiate a meeting 發(fā)起會(huì)議 (1/2

37、),I want to talk to you over the phone regarding issues about report development and the XXX project. I would like to hold a meeting in the afternoon about our development planning for the project A.,我想跟你電話討論下報(bào)告進(jìn)展和XXX項(xiàng)目的情況。,我建議我們今天下午就A項(xiàng)目的發(fā)展計(jì)劃開會(huì)討論一下。,英語電子郵件常用句式 (2/16),55/64,Initiate a meeting 發(fā)起會(huì)議 (2

38、/2),Wed like to have the meeting on Oct 30. Same time. Lets make a meeting next Monday at 5:30 PM S.L.C. time.,十月三十號，老時(shí)間開會(huì)。,下周一鹽湖城時(shí)區(qū)下午五點(diǎn)半開會(huì)。,英語電子郵件常用句式 (3/16),56/64,Seeking for more information / feedbacks / suggestions 咨詢信息/反饋/建議 (1/4),Shall you have any problem accessing the folders, please let me

39、 know. Look forward to your feedbacks and suggestions soon.,如果存取文件有任何問題請和我聯(lián)系。,期待您的反饋建議!,英語電子郵件常用句式 (4/16),57/64,Seeking for more information / feedbacks / suggestions 咨詢信息/反饋/建議 (2/4),Thank you and look forward to having your opinion on the estimation and schedule. What is your opinion on the schedu

40、le and next steps we proposed?,謝謝你，希望能聽到更多你對評估和日程計(jì)劃的建議。,你對計(jì)劃方面有什么想法?下一步我們應(yīng)該怎么做?,英語電子郵件常用句式 (5/16),58/64,Seeking for more information / feedbacks / suggestions 咨詢信息/反饋/建議 (3/4),What do you think about this? Any question, please dont hesitate to let me know. Any question, please let me know. Please co

41、ntact me if you have any questions. Please let me know if you have any question on this.,英語電子郵件常用句式 (6/16),59/64,Seeking for more information / feedbacks / suggestions 咨詢信息/反饋/建議 (4/4),Your comments and suggestions are welcome! Feel free to give your comments. Please let me know what you think. Do y

42、ou have any idea about this? It would be nice if you could provide a bit more information on the users behavior.,英語電子郵件常用句式 (7/16),60/64,Give feedback 意見反饋,Please see comments below. My answers are in blue below. I add some comments to the document for your reference.,請看下面的評論。,我的回答已標(biāo)藍(lán)。,我就文檔添加了一些備注，僅

43、供參考。,英語電子郵件常用句式 (8/16),61/64,Attachment 附件 (1/2),I enclose the evaluation report for your reference. Please find an enclosed copy of our price list. Please find the attached report you will need for tomorrows meeting.,我附加了評估報(bào)告供您閱讀。,隨函附寄我公司價(jià)目表一份。,隨信附上你明天開會(huì)所需的報(bào)告，請查收。,英語電子郵件常用句式 (9/16),62/64,Attachment 附件 (2/2),Attached is the design document, please review it. Attached please find todays meeting notes. For other known issues related to individual features, please see attached release notes.,設(shè)計(jì)文檔在附件里，請?jiān)u閱。,今天的會(huì)議記錄在附件里。,其他個(gè)人特征方面的信息請見附件。,英語電子郵件常用句式 (10/16),63/64,Point listing