如何写英语e-mail

HOW TO WRITE PROFESSIONAL EMAIL

Editor: Angela Lee/MXIC Test Div.(OG100) Data source: James B. De Lange/B.E.S.T

(Business English Service & Training Co., Ltd.)

Date: November 28, 2001

Lecture on How to Write Professional Email

CONTENTS

?Introduction

?Requests

?Follow-up Emails

?Reminders

?Postponements

INTRODUCTION

What is a Good Business Email?

A good business email is one that can clearly & effectively deliver your intention,meaning,background/or reason.

永遠牢記商業書信可不是在寫情書, 應明確的點明你的來意. 客套話能省即省. Why are good business writing skills important?

1.Customers see your writing more than they see you.

2.Good writing skills show that you really care.

3.Good writing skills contribute more forcefully to

arguments/persuasion/selling.

4.Good writing skills reduce risk of losing a customer or damaging

a customer relationship,and foster good relationships with

colleagues.

許多遠地的客戶雖然通了無數的Email,但彼此可能未曾謀面. 因此一份合宜的商業書信不但可幫助你建立正面形象,也可以避免因語言隔闔造成爭端而傷及與客戶間的友好關係.

BUSINESS EMAIL : REQUESTS Requests: A request is a message asking the receiver to do

something.

要求收信人配合達成某項目標即是所謂的REQUEST文件.

1. Focus immediately on the information you need.Make your call for

action(the main idea)at or near the opening of the email.

2. Tell why you need the information if the reason is not obvious.

3. Emphasize due dates.Phrases such as :at your earliest convenience”

or “as soon as possible” seem polite, but they make it easy for the

reader to delay answering; if you have a due date in mind, say so. For

special emphasis put the due date in a paragraph by itself.

4. Supply any further information, contact names and numbers, or forms

so the reader can respond quickly and easily.

重點放在你希望對方配合的事項上. 尤其應該強調你希望對方回覆的截止期限. 類似像at your

earliest convenience 或as soon as possible這類較客套的句子,反而容易因目標不明確而增加對方

延遲回覆的機率.

要提供明確的資訊讓對方知道如何回覆.如please give me a call …,如果只用contact me (注意!不

加with..在台灣常見有人喜歡用contact with me)似乎不夠具體.應說明方式email,fax,….等.

EXAMPLE OF REQUESTS

讓我們一起來看一個典型的REQUESTS文件

Dear James,

Thanks for your preparation and time on this project.

I’ve attached (or Attached please find ) the process flow charts you requested.

As to the exact implementation date, Elaine will coordinate with the supervisors involved and let you know by December 7.

Since this training is not in our original approved budget,I would appreciate it if you could provide me with some cost information. Thanks you very much.

Best regards,

如果要向對方make a request , 聰明的用法就是使用

I would appreciate it if you could ….( do something).

Follow-up

1 State immediately that the email is a follow-up. Restate your

original message and request.

例句1>I am writing to follow up on our earlier decision to ….

例句2>As a follow-up to our phone conversation yesterday, I wanted to

get back to you about our agreement to …..

商業書信中另有一種Follow-up文件,此類書信往來多半直接表明來意,

可用開場白有

Per your requirement….., As our decision…..,

As you requested ….,As we discussed…..

Offer an excuse for your reader’s failure to reply--one that

2 will allow him or her to save face for having failed to respond

by the specified date or to acknowledge receipt of your

request or message. Even a phrase such as, “Could you let me

know the status of …” implies some progress.

<例句>

I can understand how busy you are this time of year, especially

with budget reviews going on. However, I would really appreciate

it if you could update me on the status of this order by Friday so

that I can inform our customer.

商業書信往來有時亦可使用一些小技巧,其中在Follow-up文件中最常用到的便是---為對方留點顏面,然後順勢道出解決辦法.

例如例句中, 明明對方已經DELAY你交付的REQUEST了, 可是開啟你的信件後, 卻發現你已經為他的失誤找了個台階下,你認為他還會不敢緊補救嗎?

Emphasize the critical need for a response. If you can, find reader incentive for the action. If appropriate, use the if-I-don’t-hear-from-you-by approach; state your next action if you get no response.

In order to complete our customer’s order and deliver on schedule, I will need your reply by September 20 at the latest.

If I don’t hear from you by October 20, I will assume that you are committed to the travel dates we set in last week Friday’s meeting (December 3-6 Shanghai;December 7-8 Beijing).3

BUSINESS EMAIL : FOLLOW-UP EMAILS 商業書信有軟性訴求,當然也有強硬手段. 其中針對慢郎中的對手,你就可以使用

美國人最愛用的If I don’t hear from you by ……, I will ……..

不過Mr.James也提醒大家這類恐嚇的語氣千萬不可用於英國或歐州國家,即使

美國人也對這類敘述很反感. 不過,面對你的下包商遲遲不肯定案時, 這類的敘

述手法可以保護自己與客戶的合約權益.

EXAMPLE OF FOLLOW-UP EMAILS

Dear Betty,

Could you please check why Orders A04 and A07 of the Anvil 6400 still do not have shipping dates? (The order had been entered for 7 days). At this time, the

shipping date of Orders A05 and A06 had been given as September 9.

If at all possible, we would like to move up the shipping date for all orders

(A04,A05,A06 and A07). HP is a very important customer for us, and a delay is certain to negatively influence our business with them.

I hope we can have a reply from you by Thursday so we can update UP .

Best regards,(or sincerely yours,)

範例常見的錯誤:

1.簡(縮)寫: Bst rgrds , ---對方看到這種結語,只會覺得

You really like a busy person.

2.不當大寫: REGARDS , B est R egards ---對歐美語系國家

字母大寫文句通常是想強調某件事,這種大寫結尾讓人

感覺你是很生氣的結束本文喔!

3.Truly yours : 這通常是LOVER 間才會用到,所以千萬別

表錯情囉!

4.Thanks and best regards : 多禮的中國人最常犯的錯

誤.Thanks 只用於本文,並不適合用來和regards 合併使用.1.為何不用I wish ….,因為wish 通常指這件事實現的可能性很小.例如. I wish I can fly in sky.

2.不要再用Your prompt response will be highly appreciated.或I would highly appreciate your prompt response.這類文字用在follow-up 文件根本是裝飾品.

3.慎用“kindly ”:Please kindly give me your reply …. 對英國人而言可是很不禮貌的.因為

kindly 和please 一樣,當你連說了二次please 通常是表示有些生氣和不耐煩的.

Reminders

State up front the item you wish to remind the reader about and his/her expected action.

?Just a reminder to you that …..

?Just a note to confirm you will be ….

?I’m just writing to remind you of ……Make the reminder as complete as the first announcement.Repeat all necessary information --time, date, place, purpose, topics of concern, deadlines, and so forth.

In emails, it’s a good idea to mention in both the subject line and the body of the memo the word ”reminder.” Otherwise, the reader may think you are sending him new information containing some detail about which he or she was unaware beforehand.

Mr..James 提供給大家一個好方法,

直接在標題列以及正文中註明“reminder”這個字,可以幫助收信人快

速進入狀況.

商業書信中的reminder 文件有提醒及催促的作用,常用開場白如左列例句.

Reminders

If the reminder is sent due to some change in the former plan or

announcement, call special attention to that change. To add emphasis,

place that detail alone in a separate paragraph or underline or

capitalize it.

?Please note we had originally …..

?This location is different from the one we had previously discussed on the

phone.

?There’s been a CHANGE ! Please re-mark your calendars ….

假若你發此信的目的是提醒對方原先協議已變更, 建議你可以將新的內容/

條款單獨一個段落特別敘述,或者也可將其用全部大寫以及文字加底線的

方式來強調,提醒對方特別注意.

Reminders

Request confirmation, if necessary.

?Would you please phone me before May6 if we can count on you

to participate?

?Would you please reply to this email if you plan to attend?

?If we don’t hear from you by May 6, we will assume you will be

unable to join us in this effort.

當你發出一份Reminder時, 若需要對方作一個confirmation的動作,

可在結語使用上列例句提醒收信人注意.

EXAMPLE OF REMINDERS

Dear Harold,

Recognizing your very busy schedule, I’m sending you this note as a reminder that you were going to select ten sales managers who will participate in our upcoming management seminar on December

15. Please check off the names of those who will be attending in the attached Excel file.

If at all possible, could you get this list to us before December 2? In this way we can distribute pre-training materials to the participants in advance, and they will have plenty of time to peruse the materials before the training begins.

I’m sincerely looking forward to working with you on this project.Best regards, 範例

Reminders

BUSINESS EMAIL : REMINDERS

Postponements

Dear James,I apologize for not replying sooner. Christine is back this week. After we discussed the Management training with our production managers, we are afraid we have to postpone this training due to the recent economic downturn and sales below our projections. Because of this, we are utilizing our financial and time resources in other areas at this time.Production management prefers to postpone this training until at least the 2nd quarter of 2002.

Your patience and cooperation are highly appreciated.I will inform you at the appropriate time to reschedule this training.

Best regards,Nicole

看看Nicole 如何向James 要求暫緩目前的Training 常犯的錯誤: I apologize you for not replying you sooner .正確

應是I apologize for not replying sooner to you .

學到一個很棒的單字economic downturn (經濟不景氣) .

你記住了嗎?

IMPROVING YOUR BUSINESS ENGLISH SKILLS

To improve your Business English Skills

如何增強你目前的商用英文程度

Focus on English for the specific purposes you need in your field. (針對你的需要,然後持續深耕這個特定的領域)

Understand that spoken and written language is very different. (要明白口語英文和書面英文可是不同的)

Focus on being aware of and looking for phrases(collocation) whenever you are reading in English or listening to English.

(當你在閱讀或聽到一句英文時,多注意文字的關聯性和使用的片語)

Put some “pleasure” back into studying English: Always reserve some of your “study” time just for reading for just fun.

(最後,就是所有的老師都會傳授你的一項秘訣: “樂在學習”)

THE END

報告完畢 下課囉!

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假设你是李华,现就读于某寄宿制中学。你的室友王明经常违反寝室(dormitory)规定,如不整理床铺,休息时间大声拨打电话,未经许可(permission)动用他人物品,离开寝室不关灯等。为了提醒他改正不良习惯,做个文明室友,你决定写一封电子邮件给他。 要求:(1)包含以上所有要点,可适当增加细节,使行文连贯; (2)字数:60-80词(信得开头和结尾已给出,不介入总词数); (3)信中不得出现你的真实姓名,学校名和地名。 From:lihua2758@sina To: wangming63@sohu Subject: To be a great roommate Dear Wang Ming, I'm writing to kindly remind you of the dormitory rules. ……… Best wishes, LiHua 写一封电子邮件英语作文范文: Dear Wang Ming, I'm writing to kindly remind you of the dormitory rules. As we live in the same room, we are like families thus we should love each other and respect each other. What's more, we should make our room clean and tidy. Therefore, I hope you can read the following rules and obey them. Rule No.1 When you get up in the morning, remember to make the bed. Rule No.2 Don't make phone calls when we are sleeping. Rule No.3 Don't use others' things without permission. Rule No.4 Turn off the lights before you leave the room. I hope all of us can obey these rules and make our room more and more comfortable.

英语电子邮件的范文7篇

英语电子邮件的范文7篇English E-mail model

英语电子邮件的范文7篇 小泰温馨提示:写作是运用语言文字符号以记述的方式反映事物、表达思想感情、传递知识信息、实现交流沟通的创造性脑力劳动过程。本文档根据写作活动要求展开说明,具有实践指导意义,便于学习和使用,本文下载后内容可随意修改调整修改及打印。 本文简要目录如下:【下载该文档后使用Word打开,按住键盘Ctrl键且鼠标单击目录内容即可跳转到对应篇章】 1、篇章1:英语电子邮件的范文 2、篇章2:英语电子邮件的范文 3、篇章3:英语电子邮件的范文 4、篇章4:英语作文电子邮件范文 5、篇章5:英语作文电子邮件范文 6、篇章6:英语作文电子邮件范文 7、篇章7:电子邮件email的邮件格式文档 国际商务英语的出现既是社会发展的必然结果,也是英语语言学自身发展的必然趋势。在21 世纪初知识经济初见端倪的时代,国际商务英语作为英语的重要功能变体之一,正日益显示出其强大的生命力:其应用性和普及性是显而易见的。下面是小泰为你带来的英语电子邮件的范文,欢迎参阅。

篇章1:英语电子邮件的范文 24th November 20## Foshan Sweethome Installations Ltd. 2 Xiyue Street Foshan, Guangdong Dear sirs, In reply to your letter of 21st Novermber, We have pleasure in enclosing a detailed quotation for bathroom showers. Besides those advertised in the Builers Joural, our illustrated catalogue also encolsed shows various types of bathroom fittings and the sizes available. Most types can be supplied from stock. 45-60 days should be allowed for delivery of those marked with an asterisk. Building contractors in Hong Kong and Taiwan have found our equipment easy to install and attractive in apperance. Naturally all parts are replacable. and our

中文电子邮件的范文_电子邮件格式范文

中文电子邮件的范文_电子邮件格式范文尊敬的员工家属: 月缺月圆又一秋。值此传统中秋佳节来临之际,xx公司向全体员工家属致以最美好的祝愿和最诚挚的问候!每逢佳节倍思亲,这种痛并快乐着的心情我们共同拥有,共同感受。 如今,xx公司已经历了八年的风雨历程,正一天天成长起来。在这八年的成长过程中,xx公司的员工队伍也在一天天的壮大,正是在全体员工的共同努力之下,xx公司才有了今天”中国第一健康门户网站”的称号。在此间,有太多太多的成就应归功于全体员工家属,衷心的感谢您们在背后默默的支持与鼓励! 借此中秋佳节,xx公司为所有员工家属送上了一份精致的礼物,并致以最诚挚的感谢和最深切的祝福!在以后的日子里,希望xx公司可以伴随您度过每一个中秋佳节! 我们非常珍惜与您建立起来的友谊,再次感谢您对我们工作的大力支持!在此向您深深地敬礼,祝您身体健康!工作顺利!合家美满!中秋节快乐! 中文电子邮件的范文2 尊敬的新(老)客户: 您好! 金秋九月,硕果累累,又是一年一度的中秋佳节,又是一年一度的月圆时分!在这丰收的季节,值此中秋佳节即来临之际,xx智能科技有限公司总经理xx携全体员工向一直支持xx事业发展的新老客户致以诚挚的谢意!感谢您们对我公司的多年来的大力支持!祝全国新老客户和服务在安防行业广大同仁节日快乐!合家幸福!事业蓬勃!身体康健! 2015年,是xx全面快速发展的关键时期,在这大半年的时间里,xx发生了巨大的变化,随着网络高清监控需求的不断扩大,作为中国监所安防行业推荐品牌,

xx更加注重研发出更贴近市场需求的产品,不仅隆重推出跨越者C系统高清系统,还推出了越来越多全新理念的数字庭审系统、”出国留学网”系列xx产品。自今年以来,xx取得的进步与广大客户密不可分,”中国安防行业十大满意品牌”、”中国安防最佳口碑企业”、”最受关注十大安防企业”、”安防行业十大创新品牌”等荣誉和资质的获得见证了创世科技成长的足迹,xx开拓进取,在全国各地成立多个办事处,服务广大客户朋友,我们与大家并肩携手,依靠真诚与勤奋,续写了一个又一个新的篇章! 在风雨岁月的探索追求中,我们凭借高品质、差异化的产品,精益求精的职业精神,凭借大家对创世科技产品及服务的由衷信赖,结识了广大有识之士,服务了大批忠实客户,这是我们最引以自豪、最有价值的收获。对于你们的支 持与帮助表示衷心的感谢! 面对挑战,我们任重道远,展望未来,我们将不断努力、不断创新,竭诚为广大客户提供更多、更好的xx产品及最优质的服务。敬请您继续关注我们的最新动态,也期待在今后的日子里与您合作愉快、共创辉煌! 中文电子邮件的范文3 妈妈: 您好! 妈妈对我的爱是无私的,妈妈对我的爱是无法用语言来表达的。 冬天的时候,我的小手冰冷,妈妈就用她那温暖的大手捂着我那冰冷的小手。晚上,我沉睡着,妈妈见我把手放在了外面,就马上帮我把手放进了被子里,帮我把被子盖盖好。妈妈见我冷,就马上拿衣服来给我穿上,让我别冻着了,生病了。 夏天的时候,妈妈见我特别热,就帮我扇扇子,结果妈妈自己却累得满头大汗。晚上我的头发烫,显然我已经发烧了,赶紧带我去医院看医生,到了医院还一直照顾我,照顾了我整整一个晚上,第二天您还去上班,结果我倒没有事,妈妈却已经病倒了,妈妈照顾好了我,却没有照顾好她自己。妈妈做的每件事情都是为了

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