《商务英语书信写作》PPT课件.ppt

Business English Mail Writing 商务英语书信写作 称呼 salutation Dear Mr. X Dear Ms. X Dear Mrs. X Dear Miss. X Dear Sir Dear Madam Dear Sir or Madam Dear Customer Dear Clients Dear Users Prof. John Baker President John Baker Doctor John Baker Dear Export Manager Dear Project Director Dear Mr. Chairman/President To whom it/this may concern 避免使用 Sirs Gentleman 结尾敬语 Complimentary Close Yours faithfully, Faithfully yours, Truly yours, Yours respectfully, Yours sincerely, Sincerely yours, Cordially yours, Sincerely, Cordially, Best regards, Take care, Love, 发信的开场白 opening sentence 告知资讯 发布坏消息 提醒 确认 要求对方确认 告知资讯 Announcing Im writing 我来信是 Im writing in response to +n.p. 我来信是因为 I am writing in response to a phone call I received from your company this morning. I am writing in response to the misleading statements you made about our company on CNN this morning. Im writing in regard to +n.p. 我来信是因为 the warehouse supervisor position advertised on your website. the problems weve been having with the photocopier we rent from you. I am writing in connection with + n.p. 我来信是关于 Judys request for a promotion. the special offer you advertised in the newspaper yesterday. I am writing on behalf of + n.p. 我是代表来信 my clients to request immediate payment of the full amount owed. Edgeford Insurance to let you know about a few of our exciting new policies. I am writing to ask about the possibility of postponing the dead line for the launch of Version 2.3. I am writing to cancel an order I placed earlier today. I am writing to request a transfer to the Hong Kong branch. I am writing to clear up the misunderstanding about the product specs. (specification 规格) I am writing to inquire about the possibility of a job transfer. I am writing to inform you of our decision to close the department. I am writing to inform you that we will be merging the marketing and sales departments next month. I am writing to let you know that Ive resigned and will be leaving Edgeford at the end of this month. I am writing to tell you that Mary has left the company for personal reasons. I am writing to thank you for your help with the project. I am writing to thank you for recommending us to your friend. Please be informed that our warehouse has been experiencing stock control difficulties and that it may be some time before your receive your order. Please note that we will be closed for four days during the Chinese New Year. I have been informed that starting from next week everyone is required to be in the office before 9:00. We have been asked to check the invoices again. There are some problems with this months closing. invoice 发票 closing 会计决算 This is just a quick note to let you know that my phone extension has been changed to 522. For your information, the product shown on page 6 of the catalogue has been discontinued and is no longer available. Giving bad news We regret having to recall the order, but hope you will understand our position. We regret to advise you that your account has been frozen. We regret to inform you that the cargo has been impounded. impound 扣留 Reminding Did you remember to submit a vacation request form? Just a quick note to remind you to set your automatic email before you go away. Confirming 确认 I am writing to confirm your appointment to the position of Marketing Manager. Congratulations. I am pleased to confirm that your application for a credit increase has been approved. Just a short note to confirm that I will be arriving in Shanghai on the 13th. Please confirm if you would like to go ahead with the project. Please confirm our reservation. Please give me a call to confirm that the order has arrived. Would you please confirm that you have received our invoice? 亲爱的乔治： 此为一简短通知，让你知道我将在下 星期离开这个公司。谢谢你在过去这 几个月的支持，这几个月对我们来说 都不容易。 希望未来一切顺利。 威尔 Dear George, This is just a quick not to let you know that I am resigning from the company as of next week. Thank you for all your support over the last few months, which have not been easy for any of us. Best wished for the future. Will 亲爱的茱蒂： 我写信来确认送货已受到，是在昨天 抵达的。我们这个星期稍晚时会付款 到你的账户。 祝好！ 山姆 Dear Judy, I am writing to confirm receipt of the shipment, which arrived yesterday. We will be making payment to your account later this week. Best, Sam 回信的开场白 表达感谢 回应坏消息 对于延迟表示感谢 表达愿望 表达感谢thanking Thank you for your message. Let me look into the situation and get back to you. Thank you for your email. I was wonder ing why I hadnt heard from you. Anyway, glad to hear youre feeling better. Thanks for you reply Ill pass your suggestions on to John when I see him this afternoon. Thank you for sending me all those free samples. Ill let you know when were ready to place an order. 回应坏消息 Responding to bad news Were sorry to learn from Bill about your decision to find a new supplier. Im sorry to learn about your decision not to accept the position in Beijing. Why dont we get together for lunch to talk about it? I was sorry to hear that our salesperson was rude to you. We take your satisfaction very seriously and are continuing our investigation of the matter. 对于延迟表示道歉 Apologizing for a delay Apologies for the delay. Ive attached the sales figures you asked for. Apologies for the delay in replying to your email. Ive been having computer problems, but I think theyre all sorted out now. Sorry for not getting back to you earlier, but its taken four days to collect all of the information you requested. 表达愿望 expressing good wishes I hope you had a nice weekend/ a good trip. I hope your meeting was successful. I hope youre feeling better now. I hope this email finds you well. I hope you are doing well. Dear Joyce, Thanks for your email and sorry for not getting back to you earlier, but I have been away on leave. Ive included the correct figures below. Regards, Kevin Dear Eva, Thank you for your Email, which I did receive. Apologies for the delay in responding to you, but I have changed job functions recently and an no longer responsible for handling your account. I have passed your question on to the new account manager Tony Wang, who will be contacting you shortly. Thanks for your patience. Montgomery 表达请求 Making Request Can you ? Could you ? Do you think you could ? Do you think you could possibly ? I wonder if you could ? Would it be possible for you to ? Youre heading over to accounting this afternoon, right? Could you ask Mary to call me if you see her? Could you let me know when youll be arriving? Do you think you could arrange for an engineer to come and talk to the sales people about the design? Do you think you could possibly postpone the CEOs visit until next month? I wonder if you could send me the minutes from the negotiation. Id like to compare what was said with what was written in the contract. minutes 会议记录 索取资讯 asking for information Can you tell me ? Do you think you could possibly tell me ? Would it be possible for you to let me know ? I wonder if you could explain . Can you tell me who is responsible for new customer accounts? Do you think you could possibly tell me which company Jamie is working for now? Would it be possible for you to let me know how you arrived at your estimate? I wonder if you could explain how to fill out the customs form again. I always mess it up. 回应请求 making promises Ill . Ill give you a call after Ive spoken to the client and let you know what they say. Ill drop you a line after the conference and let you know there are any new developments. She was supposed to be back today, but there was a problem with her flight. Im sure shell be back tomorrow. Dear Alvin, Ive just received a call from Mr. Stanko asking for more information about the Uniponz project. Since youve been with the project from the beginning, I wonder if you could help me out with this. Could you explain why the project was delayed? Also, can you tell me who exactly was on the original team? I dont want to keep Mr. Stanko waiting, so would it be possible for you to call me with the information as soon as you can? Thanks for your help. Best wishes, Marjorie Dear Gladys, Weve recently been conducting tests on the new chip and theyve shown that it may be unstable at high temperatures. To protect ourselves legally, we need to make sure that all the data from the tests is accurate and freely available. Do you think you could go through the files, pull the relevant data, and put it into a PowerPoint for me? I was also wondering if you could let me know the names and contact information of any of the beta testers who have noticed problems with the product so that I can get more information from them. I appreciate your help. Kevin beta tester : 产品测试人 Dear Oliver, Ill be in meetings the rest of today, and Ill be offsite tomorrow, so Ill give you a call first thing Wednesday morning. My schedule is open on Wednesday, so we can meet at your convenience. Ill be in touch, Emily offsite : 外出洽公的 安排会面 提议会面- 非正式 making a suggestion - informal Can you make ? Can you manage ? Is OK for you? How is for you? How about ? Lets . We could . Why dont we ? Can you make our noon staff meeting on Wednesday? Can you manage 3:00 on Wednesday the 24th? Is early next week OK for you? How is next week for you? How about the Irish Pub at the Hyatt? How about talking about it over some lunch? Lets have coffee together and see if we can work something out. We could have a coffee together during the conference and discuss it more. Why dont we set up a meeting for later in the month? How about the 25th? 提议会面-正式 making a suggestion - formal Id like to suggest When would be convenient for you? Id like to suggest the Four Seasons. Its a little more expensive, but its also a lot more convenient. The Metropolitan is going to be packed, so Id like to suggest that we try the Ritz instead. Lets get together and bounce some ideas around. When would be convenient for you? 拒绝建议-非正式 Rejecting a suggestion - informal is no good for me. is not OK for me. I cant make/manage it then. My schedule is really tight. Sorry, 6:00 is no good for me. Ive got to pick my son up from his ballet lesson. The auditors will be here from the 7th, so next week isnt OK for me. Im on leave next week, so I cant manage it then. My schedule is really tight. Can we have a conference call instead of a meeting? auditor :查账员 拒绝提议-正式 Rejecting a suggestion - Formal Im afraid I have to . Im afraid Im going to be . Im afraid Im tied up then. Im afraid thats not possible. Im afraid I have to meet another client at 6:00. How about tomorrow morning? Im afraid Im going to be conducting a factory visit then. Im afraid Im going to be unavailable then. conduct : 引导 Next Monday is the start of the new quarter Im afraid Im tied up then. Regarding your request for an appointment with the Senior Vice President, Im afraid thats not possible. Accepting a Suggestion - Informal is good for me. is OK with me. Ill be free at . Monday is good for me. The hotel bar is OK with me. Im not picky. Ill be free at the beginning of next week. Accepting a Suggestion - Formal That would be fine. Yes, I can make it / manage that. Describing 描述会议的相关事项 Sb. be going to Sb. be Ill be waiting Ill be arriving Ill be leaving Ive got a meeting / an appointment Tom is going to study the report over the weekend. Karen is leading the discussion at the team meeting this Friday. Ill be waiting in the lobby for you. Ill be leaving immediately after the meeting. Ive got an appointment at 8:30, so lunch should be no problem. See you at 1:30? Changing 更改会议的相关事项 I need to change/cancel/postpone Im afraid I have to Would it be OK if we postponed it till? I need to cancel the conference. Im afraid I have to meet a new client at that time. Im afraid were going to have to postpone the launch date. Im sorry, but Im going to have to reschedule our meeting. Will you have time tomorrow afternoon? Dear Queenie, Im afraid Im going to be on leave on Friday. How about the following Tuesday at 10:00? Louis Dear Louis, Im afraid Im tied up all next week, but Ill be free any time the following week. Why dont we leave it till then? Queenie Dear Richard, Just a quick not to confirm our appointment on Thursday at 4:00. lets meet in the Starbucks across from your office, Ill be leaving for Singapore later that evening, so I hope we can wrap things up by 5:00. My schedule is going to be pretty tight. So I hope we can be punctual. Anyway, Ill see you then. Eleanor Dear Judy, I need to cancel our meeting tomorrow. I need to conduct an urgent spending review with my team, and Im afraid I have to get