研究生英文写作 投诉信见28

1、Writing 2.6 Introduction Letter An introduction letter is used to introduce one person to another person. In the business world, introduction letters are used to introduce a company or organization, or one of its representations, new branch manager, etc. to another company or organization. In some c

2、ases, a self-introduction letter may be necessary for an independent sales representative or to introduce himself or herself to new customers. 1) Structure of an introduction letter An introduction letter is usually structured as follows. The Introductory paragraph introduces the bearer of the lette

3、r or yourself (in self-introduction letter), including the name, the position or role. Include any other important information about the bearer or yourself if necessary. The middle paragraphs give the purpose for writing the letter and what you hope to accomplish by sending it or what you would like

4、 the reader to do in response to your letter. Also state why you have chosen this particular person or company to write to if it is necessary.The concluding paragraph expresses thanks to the person or hope that you can meet the person (in self-introduction letters), and should be written on a positi

5、ve note.An introduction letter should not normally exceed one page. In some cases, it can include attachments such a name card or brochures. 2). Useful expression (1) I have great pleasure in introducing to you Mr. Wang, one of my best friends. (2) we are pleased to introduce Ms. Wang Ling, the new

6、sales manager of our corporation. (3) Allow me to introduce Prof. Li to you. (4) Bearer of this letter is Miss Ding Li whom I personally know to be a most deserving lady. (5) I am writing to introduce Jack Chen, one of my high school classmates in Beijing.(6) I have the pleasure of introducing Miss

7、Liu Fei, one of my former colleagues with IBM.(7) Please allow me to introduce myself to you.(8) Any assistant you may give will be regarded as a personal favor for Zhang Hong.(9) We shall greatly appreciate your help and look forward to the opportunity of reciprocating. 3). Sample letters Introduci

8、ng a manager 2-31 Huili Building 234 Heping Road Guangzhou 500001 August 30, 2006 Anderson Brown 935 W 43rd St., #5C New York, NY 10036Dear Mr. Brown:The bearer of this letter is Mr. Li Feng, our manager of the Sales and Marketing Department. Mr. Li will be spending two months in New York in order t

9、o develop our business with some firms.We shall be most grateful if you introduce him to reliable business people and give him any help or advice he may need. We feel that with your experience and connections and your knowledge of the trade you are the best person we know who is able to do this.We s

10、hall very much appreciate your help and look forward to the opportunity of reciprocating when you come to our city.Yours sincerelyJason He 2.7 Letter of Apology At one time or another, we have said or done something that hurts or causes damage to other people or other organizations, which may strong

11、ly endanger interpersonal or interorganizational relationship. To save or repair a relationship between two parties , usually we should write a letter of apology to say sorry after the offense. 1) Structure of an apology letter A business apology letter begins with saying you are sorry. Then clearly

12、 state the problem and explain what went wrong, followed by solutions to the problem or offering the injured party the appropriate restitution for whatever loss they suffered. In addition, assure the offended party that you will not repeat your regrettable behavior in the future. Finally, apologize

13、again to end the letter. The letter should be written very clearly and sincerely and typed using a formal block or semi-block format. 2) Useful expressions (1) I would like to apologize for (2) The purpose of this letter is to convey to you my sincere apologies for any inconvenience you may have exp

14、erienced last week with respect to the installation of your heating system. (4) Please accept my apology for any confusion my words have caused. (5) Please forgive for not having answered your letter sooner. There is simply no excuse for my tardiness. (6) Will you forgive me for having put you to so

15、 much trouble?(7) I hope you will accept my sincere apologies for(8) My actions were totally out of line.(9) I am sorry for all the inconveniences this might have caused.(10) I must apologize for not replying sooner to your letter.(11) I am genuinely sorry for handling the matter without seeking you

16、r input/ advice.(12) I hope our relationship can weather this misunderstanding.(13) You have my word that this type of childish behavior will not happen again.(14) I wish I had shown more sense than to bring your competitor to the party.(15) I make/ owe you an apology for not attending your birthday

17、 party. 3). Sample letters Apologizing for shipping a wrong order 1711 Price Street Rockford, IL 61111 March 19, 2007 Mr. Steve Reavis 225 Gilbert Road Loves Park, IL 61111Dear Mr. Reavis:I would like to apologize for the mix-up on your last order. We recently hired a new sales person who was not fa

18、miliar with your systems. We have corrected your order and shipped it out this morning. We have applied a 10% discount on your order, and again apologize for any inconvenience this may have caused you.Sincerely,Gerald BelknapCustomer Service Manager 2.8 Complaint Letter A complaint letter requests c

19、ompensation for problems with purchases or inadequate or delayed services. While many complaints can be made in person, some circumstances require formal business letters which are permanent, formal and serious, although sometimes a phone call may also resolve the problem. 1) Structure of a complain

20、t letter A complaint letter begins with stating the reason why you are writing the letter. Then provide a fully detailed narrative or description of the problem by giving all important facts about your purchase, including the date and place where you made the purchase and any information you can giv

21、e about the product or service such as serial or model numbers or specific type of service. Then state the effect of the problem and what you want done about the problem. If necessary, explain why your request should be granted.The letter may be ended by expressing confidence that the recipient will

22、 grant your request and desire for continued business. In addition, leave your contact information including your name, address, phone number, and email address, so that the person(s) can reach you to discuss any questions or concerns.It is necessary to enclose with the complaint letter all document

23、s regarding your problem, for example, the receipt or invoice. But be sure to send copies instead of original and keep a copy of the letter for your records.A complaint letter should be written concisely and factually in firm but respectful tone. Avoid aggressive, accusing, sarcastic, threatening, o

24、r insulting language. 2) useful expressions (1) I am writing to inform you that the goods we ordered from your company have not been supplied correctly. (2) I am writing to you to ask for an explanation of the following issues. (3) I am writing to inform you of my dissatisfaction with the food and d

25、rinks at the “European Restaurant” on 18 January this year. (4) You set up an on-line registration, but I found the facility totally unworkable. (5) You sent us an invoice for 10 532, but did not deduct our usually 10% discount.(6) We have found 16 spelling errors and 2 mislabeled diagrams in the sa

26、mple book.(7) Even after spending several wasted hours trying to register in this way, the computer would not accept my application.(8) I am therefore returning the invoice to you for correction.(9) This large number of errors is unacceptable to our customers, and we are therefore unable to sell the

27、se goods. (10) Im afraid that if these conditions are not met, we may be forced to take legal action. (11) If the fees are not paid by Friday, May 23, 2008, you will incur a 10% late payment fee. (12) I look forward to receiving your explanation of these matters. 3) Sample letters Complaining about

28、insufficient supply of goods Fortune Goods 317 Orchard Road Singapore May 14, 2008 Attn: Mr David Choi Sales Manager Everlong Batteries 171 Choi Hung Road, Hong kongDear Mr Choi:Re. Order No. 768197I am writing to inform you that the goods we ordered from your company have not been supplied correctl

29、y.On May 7, 2008 we placed an order with your firm for 130 long-life batteries. The consignment arrived yesterday but contained only 1 20 batteries.This error put our firm in a difficult position, as we had to make some emergency purchases to fulfill our commitments to all our customers. This caused

30、 us considerable inconvenience.I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.I look forward to hearing from you.Yours sincerelyJ. WongPurchasing Officer 2.9 Adjustment

31、Letter Adjustment letters are the responses to complaint letters. They must be handle carefully, especially if the requested compensation cannot be granted. 1) Structure of adjustment letterBegin the letter with acknowledgement of the complaint letter and the purpose of your letter.Then express your

32、 apology for the problem, concern over the customers troubles and your appreciation to the customer for writing to you. Give a short explanation of the problem or mention the investigation you are to make, and state exactly what you will do to compensate. If you deny the request (partial adjustment)

33、, explain the reasons . Offer some partial or substitute compensation or offer some friendly advice if possible. If a third party is to blame, direct the complaint to that party.Conclude the letter by expressing confidence that you and the writer will continue doing business.An adjustment letter sho

34、uld be written in a positive and respectful tone, no matter how unreasonable the complaint is. 2) Useful expressions (1) Thank you for your letter of regarding/ concerning/ in connection with (2) We would like to sincerely apologize for the error made by our company in (3) Please accept our apologie

35、s for (4) We will investigate the cause of (5) We agree that the usually high standards of our products were not met in this instance.(6) As a result of our investigation, we found that the error was caused by the result of.(7) We assure you that this will not happen again.(8) Enclosed is a replacem

36、ent for the damaged part.(9) We have sent the new items by express . They should arrive by Monday, May 19, 2008. 3) Sample letters full adjustment-reply to sample complain letter (1) in 2.8 Everlong Batteries 171 Choi Hung Road, Hong Kong Tel/Fax 2235 2449 May 16, 2008 Wang Hong Purchasing Officer F

37、ortune Goods 317 Orchard Road SingaporeDear Mr. Wong Order No. 2639/LPlease accept our apologies for the error made by our company processing your order no. 2639/L dated Tuesday, May 13, 2008.You ordered 130 long-life premium batteries, but our dispatch office sent 1 20. This was due to a typing err

38、or.The balance of 10 batteries was dispatched by express to your store this morning and will arrive by Monday, May 26, 2008.Since we value your business, we would like to offer you a 10% discount off your next order with us.We look forward to receiving your further orders and assure you that they wi

39、ll be processed correctly.Yours sincerelyDavid ChoiDistributions Manager 2.10 Congratulation Letter When our associates or colleagues make great personal or professional achievements, accomplishment, or promotion, it seems appropriate to mark their success with a congratulation letter, which conveys

40、 respect and professionalism that earns us a professional reputation and keeps doors open for future dealings and also helps us to show our associates and colleagues that others see their efforts. Such a letter should be offered as soon as possible after the occasions that call them forth. 1) Struct

41、ure of a congratulation letter The best way to approach a congratulation letter is simply to acknowledge the readers special event that has moved you to write the letter, congratulate him or her on it, expressing praise and approval of the achievement and wish him or her well for the future. The letter should be short, clear and in an upbeat and positive tone, which help