英文商务邮件写作要求与应用课件

英文商务邮件写作要求与应用技术部2013年03月12日主讲内容

邮件格式要求常用句型与示例邮件写作注意的问题一、商务邮件特点1、内容单一一文一事，即一份函电只涉及某一议题。2、结构简单

篇幅清晰、便于阅读和理解。3、语言简练言简意明、用词准确有礼。4、格式标准化使用国际通用格式或惯用格式。1.收信人Recipients：收信人地址To：抄送收信人地址Cc：密送收信人地址Bcc：邮件的发送对象和内容：谁发给你的邮件，你回复给谁；不要随意的增加发送的对象，这样不会出差错；涉及投诉（设备厂商、或是相关的供方）可以增加对方一些高级别负责人；涉及需保密的重要内容或技术参数、或内部邮件，不能随意抄送和转发到供方或是船东。

2.标题Subject：明确、尽量简短、具概括性

Subject：（船号：Sub.）一般为首单词、专有名词大写

e.g.N398：Requiretochangemainenginemaker

Examples:Subject:Important!ReadImmediately!!Subject:Simplequestion.Subject:Follow-upaboutlastFridaySubject:Thatdrawingyourequested.Subject:RequestingNO.6789一定不能空白主题！3.正文Content1）称呼Salutation2）开头Starting3）内文格式LetterStyles4)结语Ending1）称呼Salutation：只知头衔，用Dear+TitlePresidentDr.Chairman只知姓名，用Dear+全名Mr.Mrs.Miss.Ms.

Sir(s)Madam(s)

PeterSophy通函，用DearAll，Towhomitmayconcern,3）内文格式LetterStyles：混合式

（Semi-intendedstyle）DearMr.Jack, I’mamemberofMEdepartmentofSME.Atpresent,I’minchargeofmanufacturingprocessofNO.6789.CouldyoupleaseofferusthefilesofthistypebeforenextWednesday? Thanksforyoursupporttoourfactoryallthetime.

Bestregards John,supervisor Manufactureengineeringdepartment Tel:4)结语Ending：

通常是对收文者的希望或要求、或表示感谢的总结语。e.g.Hopetoreceiveyremailsoon.I’mlookingforwardto(receiving)yourearliestreply.Weawaityoursatisfactorynews.Ifyouhaveanyrevisionaboutthedraftcontract,pleasedon’thesitatetocontactme/letmeknow/emailtome/givemeacall.

Will/WouldyoupleasereplyusbeforethisWednesday?

Iwouldappreciateitifyoucould

givefeedbackintwodays/nextMonday/asofJune1st/onMarch6th.

Pleaseinformusyourdecisionsoon/whetheryoumayacceptit.

Thanksforyourattention/yourclosecooperationwithusinthismatter/promptreply/thetroubleyou'vetakeninthismatter.

Somemistakes:1.简(缩)写：Bstrgrds,

---Youreallylooklikeabusyperson.2.大写：REGARDS/BestRegards

---强调，用大写结尾可能表示youfeelveryangryatthetimewhen

youfinishthisletter。3.

误用：Truly

yours---GenerallyusedbetweenLOVERs。4.

画蛇添足：

Thanksandbestregards---中国人最常犯的错误Thanks只用于文本，不适合与regards合用。5.落款Signature：写信人全名、写信人职务及所属部门和公司、地址、电话号码、传真等。（mailboxsetup——Signature）WangDabao（王大宝）（DavidWang/WangHua）TechnicalDepartment,

DeputyDirectorCOSCO(Guangdong)ShipyardCo.,Ltd.DashengIndustrialEstate,Machong,Dongguan,Guangdong,

523146,

China

Tel：8-6611Fax：1Mob：

Email：

wangdabao@

三、常用句型与示例

提要求Requests跟踪邮件Follow-upemails

提醒Reminders接受Acceptance

拒绝Refusal

致歉Apologizing句型：

提要求Requests跟踪邮件Follow-upemails

提醒Reminders接受Acceptance

拒绝Refusal

致歉Apologizing示例：1.自我介绍，请求报价2.回复收函3.

提醒确认意见4.接受修改5.拒绝合作关系/提供图纸致歉延迟/工作出错1.提要求RequestsIwouldbegratefulifyoucould…

Iwouldappreciateitifyoucould…Couldyouplease

providewith

…?

Iamwritingtoinform

/

applyfor

/

request…

Iamproposing…/Isuggest…注：最好写明时间On/in/before/asof/by/next+(date)2.跟踪邮件Follow-upemails

Iamwritingtofollowuponourearlierdecisionto...Withreferenceto…Asrequestedin/Inresponsetoyouremail…

Peryourrequirement…

Asourdecision…

Iconfirmthat...Regarding…

回复收函Subject:N001：ModificationtoERarrangementandConfirmationofthemeetingDearChris,Peryourrequirements,IhavedonesomemodificationtoERarrangement.Theattachmentinvolvesreviseddetails.IhaveaskedMr.LiutocontactJamesandcollectthefeedbackinformationoftheirdesign.

Meanwhile,Iconfirmthatthedateof21Juneisconvenientfortheabove-mentioneddiscussiononthesaiddesign.Bestwishes，HuangLei(黄磊)Subject：N310:Urgefordrawingapproval

DearMr.Kim,Itseemsthatourscheduleisalittlebehindtherequiredplan.

I’llbegratefulifyoucouldmakeitfasterandkeepupwiththescheduletofulfillit.Ifyouneedanyhelp,justletusknow.

Yourssincerely,

SamuleWangSubject：UrgefortechnicalparametersDearMr.Jiang,Icanunderstandhowbusyyouareasapurchasingmanager,especiallythistimeoftheyear.HoweverIwouldreallyappreciateitifyoucouldsendthetechnicalparametersofyournewproductstomesothatwecandiscussaboutthecooperationbetweenyourcompanyandourfactory.Yourssincerely,WangJunqi需要回复确认的提醒:WouldyoupleasephonemebeforeMay6ifwecancountonyoutoparticipate?Wouldyoupleasereplytothisemailifyouplantoattend?Ifwedon’thearfromyoubyMay6,wewillassumeyouwillbeunabletojoinusinthiseffort.提醒确认意见Subject：N490：ReminderforcommentsonVCD

of

A30firedamperHiJim，

JustaremindertoyouthatnewversionofVCDshouldbeprovidedonThursday.Ifyouhaveanyquestion,please

dohesitatetoletmeknow,andIwillcoordinatewithyouintime.

BestRegards，

Joey

4.接受AcceptanceIagreethat…Iwouldliketoaccept…Ithinkit’sacceptable.Wethinkweshouldaccept…Wewouldacceptitif...Wearewillingto…(“buy”口语，表“同意、赞同”)5.拒绝RefusalWeregretto…We’reafraidthatwecouldnot…Wedon’tholdthesameopinion.It’snotallowedto…Wedon’tagree…It’sunacceptable.Werefusethat…/Werefuseto…拒绝合作关系DearSirs,ThankyouforyourletterofMarch4proposingtoestablishbusinessrelationsbetweenourtwofirms.Muchasweareinterestedindoingbusinesswithyou,weregrettoinformyouthatwearenotinapositiontoenterintobusinessrelationswithanyfirmsinyourcountrybecausewehavealreadyhadanagencyarrangementwithXXXCo.,Ltd.inJiangxi.Butyourcontacthasbeenfiledforfuturereference.

Thankyouagainforyourproposalandyourunderstandingofourpositionwillbeappreciated.Yoursfaithfully,WuJieming拒绝提供图纸DearSirs,ThankyouforyourletterofMarch4.I’mafraidthatIcouldn’tofferyoutheGAandthementionedparameters,whicharebothbusinesssecretskeptinourcompany.Ifyouhaveanyotherquestions,contactmebyphonebelowimmediately.(Withregardto…)Yoursfaithfully,WuJiemingCOSCO(Guangdong)ShipyardCo.,Ltd.

Tel:8-6343致歉ApologizingIamafraidthat…

Iregretthat…Sorryfor…Iapologizeforthat…(Iapologizefornotdoing…)Pleaseacceptourdeepestapologyfor…Sorryfortheinconveniencethatcausedtoyou.*Yourpatienceandcooperationarehighlyappreciated.（有助于取得谅解和配合）致歉延迟Subject：TrainingpostponeDearMs.Hu,Iapologizefornotreplyingsoonertoyou.Afterwediscussed

training

ofOSVruleswithourprojectmanagers,weareafraidwehavetopostponeitduetotherecentworkschedule.Because

twoofthreeprojectmanagersandleadingsupervisorsinthisfieldwouldgoforbusinesstripinShanghai,andcouldnotattendtothistrainingatthattime.Theprojectteam

wouldliketoinviteyouforthistraininguntilatleastthe2ndquarterof2013ifit’sconvenienttoyou.Yourattendancearehighlyappreciated.Iwillinformyouattheappropriatetimetoreschedulethistraining.Bestregards,Nicole致歉工作出错DearMr.Chen,I’msorryabouttheproblemofoursystem.Isincerely

apologizefor

itandwe’lltryourbesttosolvetheprobleminaweek.(bestto:Pleasecheck

theenclosedsolution.)Pleasecontactmeifyouhaveanyfurtherinformation.Bestregards,Nicole注意1：在与设备厂商或是船东来往邮件过程中，如碰到自己不清楚的内容需要对方澄清时：对方报价前，可以多问对方，确认供货范围；对方报价后，千万不能让对方知道你不清楚你要咨询的内容，这样的话，对方就会尽可能的将本应该他负责的部分设备、或是成本转嫁到船厂的头上。这时可以通过与其它供方（或是与一个不涉及利益的第三方）进行对比，从而获得需要的信息，再和对方谈；或是首先框定对

应的成本是对方负责，通过询问一些技术参数、交货期等的方式确认成本是对方的。注意2：不要评论竞争对手；不要涉及不便公开的事情或不确定的事情，保守商业秘密；最好避免玩笑、随意的评论、俚语，以免引起误会。尽量不要用红色标注。选择合适的字体、字号建议：TimesNewRoman/Verdana/Arial，10，黑色注意用词表尊重Iwant——Iwouldlike（I’dlike）Iwonderifyoucan——Iwo