英文邮件(商务)格式及常用语
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英文邮件(商务)格式及常用语
Ⅰ邮件主题:
①. 主题(Subject)框的内容应简明地概括信的内容,短的可以是一个单词,如greetings;
长的可以是一个名词性短语,也可以是完整句,但长度一般不超过35个字母。
YES:Supplier training;
NO:professional trainees from sister company should abide by rule of local company(太
长)
②.主题框的内容切忌含糊不清。
NO:像News about the meeting 这样的表达;
YES:应改为Tomorrow's meeting canceled。
一般来说,只要将位于句首的单词和专有名词的首字母大写即可;另外一种较为正规的
格式可将除了少于5个字母的介词、连接词和冠词之外的每一个单词的首字母大写。
YES:New E-mail Address Notification;Detailed calculation
NO:detailed calculation
③.视信的内容是否重要,还可以在开头加上URGENT或者FYI(For Your Information
供参考),如:URGENT:Submit your report today!
Ⅱ称呼:
Dear ××(人名), ,或者Dear Mr./Ms.×× (姓), ,一般正式的邮件这样就OK了,如果和你非常熟悉的人,也可以直呼其名;然后空一行换行,顶格写,不用空格。
Ⅲ正文:
①.邮件第一段开头可以说到自己是谁(This is ××(人名) from ××(公司名)),也可以不说;
②.感谢读者是邮件开场白的好办法。感谢您的读者能让对方感到高兴,特别是之后你有事相求的情况下会很有帮助。
⑴.Thank you for contacting us.如果有人写信来询问公司的服务,就可以使用这句句子
开头,向他们对公司的兴趣表示感谢。
⑵.Thank you for your prompt reply.当一个客户或是同事很快就回复了你的邮件,一定
记得要感谢他们;如果回复并不及时,只要将“prompt”除去即可,你还可以说,“Thank you for getting back to me.”
⑶.Thank you for providing the requested information.如果你询问某人一些信息,他们
花了点时间才发送给你,那就用该句表示你仍然对他们的付出表示感激。
⑷.Thank you for all your assistance.如果有人给了你特别的帮助,那一定要感谢他们!
如果你想对他们表示特别的感激,就用这个句子,“I truly appreciate for your help in resolving the problem.”
⑸.Thank you raising your concerns.就算某个客户或是经理写邮件给你对你的工作提出
了一定的质疑,你还是要感谢他们。这样你能表现出你对他们的认真态度表示尊重及感激。同时,你也可以使用,“Thank you for your feedback.”
③.正文中,段与段之间也是空一行,再顶格写。
注意:正文的内容你需要注意5C原则:Clear(信息明了)、Complete(内容完整)、Correct(准确无误)、Concise(简明扼要)、Courteous(礼貌周到)
⑴.正文中的人称选择:I, You, We等,如果邮件很长的话,you的使用不能过多;I和
We的区别是显而易见的,生意上、客户之间一般都是用We,你是代表公司的;当然该用I表示你个人的时候还是要用I的,视具体情况而定。语气和宾词的运用得当能决定你的礼貌程度。如:
NO: You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一样)
YES: I am pleased that our board has selected you as the best qualified candidate to serve on our advisory board. I hope you’ll agree to serve. (这就友善多了)
NO: Your book was well written and comprehensive. (不用你来判断我呀~~)
YES: I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客气一点,人家受落)
⑵.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.
应改为:Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We我们是主语, 不是report。)
⑶.句子不要凌碎
例子:He decided not to audit the last ten contracts. Because of our previous objections about compliance. 应该连在一起。
⑷.结构对称,令人容易理解。
例子: The owner questioned the occupant's lease intentions and the fact that the contract had been altered with ink markings.
应改为:The owner questioned the occupant's lease intentions and ink alterations of the contract.
⑸.单复数不要搞乱,不然会好刺眼,看不舒服。
例如:An authorized person must show that they have security clearance.