英文商务邮件写作要求与应用.ppt

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。,二、邮件格式要求,一般包括：收信人标题正文礼貌结束语落款,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：Require to change main engine maker Examples:Subject:Important!Read Immediately!Subject:Simple question.Subject:Follow-up about last Friday Subject:That drawing you requested.Subject:Requesting file of NO.6789,一定不能空白主题！,3.正文Content 1）称呼Salutation 2）开头Starting 3）内文格式 Letter Styles 4)结语Ending,1）称呼Salutation：只知头衔，用 Dear+Title President Dr.Chairman 只知姓名，用Dear+全名 Mr.Mrs.Miss.Ms.Sir(s)Madam(s)Peter Sophy通函，用Dear All，To whom it may concern,2）开头Starting：点明来意，不需客套原因和目的e.g.This letter is to/Im writing to you for/I would like to 回函时最好写明何时收到关于什么内容的邮件e.g.Thanks for your email dated 7th Aug.concerning/regarding Received your information on(date)abtWith reference toAs requested in/In response to your emailFurther to our telephone conversation,I am writing to inform you of,3）内文格式 Letter Styles：混合式（Semi-intended style）Dear Mr.Jack,Im a member of ME department of SME.At present,Im in charge of manufacturing process of NO.6789.Could you please offer us the files of this type before next Wednesday?Thanks for your support to our factory all the time.Best regards John,supervisor Manufacture engineering department Tel:021-77788888,平头式（Flat style）Dear Mr.Jack,Im a member of ME department of SME.At present,Im in charge of manufacturing process of NO.6789.Could you please offer us the files of this type before next Wednesday?Thanks for your support to our factory all the time.Best regards,John,supervisor Manufacture engineering departmentTel:021-77788888,4)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.Hope to receive yr email soon.Im looking forward to(receiving)your earliest reply.We await your satisfactory news.If you have any revision about the draft contract,please dont hesitate to contact me/let me know/email to me/give me a call.Will/Would you please reply us before this Wednesday?I would appreciate it if you could give feedback in two days/next Monday/as of June 1st/on March 6th.Please inform us your decision soon/whether you may accept it.Thanks for your attention/your close cooperation with us in this matter/prompt reply/the trouble youve taken in this matter.,4.礼貌结束语Polite Endings：If you dont have a contact name:Dear sir or MadamYours faithfullyIf you know the name of the person:Dear Mr/Mrs/Ms JonesYours sincerelyIf you know the person as a friend or close business colleagues:Dear JamesBest wishes/regardsIf you are contacting a company not an individual:To Whom It May Concern,Some mistakes:1.简(缩)写：Bst rgrds,-You really look like a busy person.2.大写：REGARDS/Best Regards-强调，用大写结尾可能表示you feel very angry at the time when you finish this letter。3.误用：Truly yours-Generally used between LOVERs。4.画蛇添足：Thanks and best regards-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。（mailbox setupSignature）Wang Dabao（王大宝）（David Wang/Wang Hua）Technical Department,Deputy DirectorCOSCO(Guangdong)Shipyard Co.,Ltd.Dasheng Industrial Estate,Machong,Dongguan,Guangdong,523146,China Tel：0769-88286988-6611 Fax：0769-88231981Mob：Email：wangdabaocosco-,三、常用句型与示例,提要求Requests 跟踪邮件Follow-up emails 提醒Reminders 接受Acceptance 拒绝Refusal 致歉Apologizing,句型：提要求Requests 跟踪邮件Follow-up emails 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RequestsI would be grateful if you could I would appreciate it if you could Could you please provide with?I am writing to inform/apply for/request I am proposing/I suggest注：最好写明时间On/in/before/as of/by/next+(date),自我介绍，请求报价Subject:N001:Inquiry on CO2 System Dear Mr./Miss Gates:I am a member of Technical Department of COSCO(Guangdong)Shipyard Co.,Ltd.(and in charge of/responsible for).We are planning to build a 38500t Bulk Carrier,please see the attached parameters of CO2 System and quote to us as of April 5th,2012.Thank you very much.Yours sincerely,Tony Yang,2.跟踪邮件Follow-up emails I am writing to follow up on our earlier decision to.With reference to As requested in/In response to your email Per your requirement As our decision I confirm that.Regarding,回复收函Subject:N001：Modification to ER arrangement and Confirmation of the meeting Dear Chris,Per your requirements,I have done some modification to ER arrangement.The attachment involves revised details.I have asked Mr.Liu to contact James and collect the feedback information of their design.Meanwhile,I confirm that the date of 21 June is convenient for the above-mentioned discussion on the said design.Best wishes，Huang Lei(黄磊),很快收到回复,be thankful:Thank you for your information about We were very pleased to cooperate with you on 尚未收到回复,require again:Tactful method(委婉法)I can understand how busy you are at this time.However,I would really appreciate it if you could update me on the status of the said quotation by Friday so that I can inform our customer.Compulsory method(强制法)In order to complete our customers order and deliver on schedule,I will need your reply by September 20 at the latest.If I dont hear from you by September 20,I will assume that you refuse to make this deal.,Subject：N310:Urge for drawing approval Dear Mr.Kim,It seems that our schedule is a little behind the required plan.Ill be grateful if you could make it faster and keep up with the schedule to fulfill it.If you need any help,just let us know.Yours sincerely,Samule Wang,Subject：Urge for technical parametersDear Mr.Jiang,I can understand how busy you are as a purchasing manager,especially this time of the year.However I would really appreciate it if you could send the technical parameters of your new products to me so that we can discuss about the cooperation between your company and our factory.Yours sincerely,Wang Junqi,3.提醒Reminders 按原计划的提醒：Just a reminder to you that Just a note to confirm you will be Im just writing to remind you of改变计划的提醒：Please note we had originallyThis location is different from the one we had previously discussed on the phone.Theres been a CHANGE!Please re-mark your calendars.,需要回复确认的提醒:Would you please phone me before May 6 if we can count on you to participate?Would you please reply to this email if you plan to attend?If we dont hear from you by May 6,we will assume you will be unable to join us in this effort.,提醒确认意见 Subject：N490：Reminder for comments on VCDofA30 fire damper Hi Jim，Just a reminder to you that new version of VCD should be provided on Thursday.If you have any question,please do hesitate to let me know,and I will coordinate with you in time.Best Regards，Joey,4.接受AcceptanceI agree that I would like to accept I think its acceptable.We think we should acceptWe would accept it if.We are willing to(“buy”口语，表“同意、赞同”),接受修改Dear Scott,In reply to your email of October 5,we are willing to increase three valves as per your requirement.Wish you a good day.Best regards,Cathy,5.拒绝RefusalWe regret toWere afraid that we could not We dont hold the same opinion.Its not allowed to We dont agree Its unacceptable.We refuse that/We refuse to,拒绝合作关系Dear Sirs,Thank you for your letter of March 4 proposing to establish business relations between our two firms.Much as we are interested in doing business with you,we regret to inform you that we are not in a position to enter into business relations with any firms in your country because we have already had an agency arrangement with XXX Co.,Ltd.in Jiangxi.But your contact has been filed for future reference.Thank you again for your proposal and your understanding of our position will be appreciated.Yours faithfully,Wu Jieming,拒绝提供图纸Dear Sirs,Thank you for your letter of March 4.Im afraid that I couldnt offer you the GA and the mentioned parameters,which are both business secrets kept in our company.If you have any other questions,contact me by phone below immediately.(With regard to)Yours faithfully,Wu JiemingCOSCO(Guangdong)Shipyard Co.,Ltd.Tel:0769-88286988-6343,致歉ApologizingI am afraid that I regret that Sorry for I apologize for that(I apologize for not doing)Please accept our deepest apology for,Sorry for the inconvenience that caused to you.,*Your patience and cooperation are highly appreciated.（有助于取得谅解和配合）,致歉延迟Subject：Training postponeDear Ms.Hu,I apologize for not replying sooner to you.After we discussed training of OSV rules with our project managers,we are afraid we have to postpone it due to the recent work schedule.Because two of three project managers and leading supervisors in this field would go for business trip in Shanghai,and could not attend to this training at that time.The project team would like to invite you for this training until at least the 2nd quarter of 2013 if its convenient to you.Your attendance are highly appreciated.I will inform you at the appropriate time to reschedule this training.Best regards,Nicole,致歉工作出错Dear Mr.Chen,Im sorry about the problem of our system.I sincerely apologize for it and well try our best to solve the problem in a week.(best to:Please check the enclosed solution.)Please contact me if you have any further information.Best regards,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：Times New Roman/Verdana/Arial，10，黑色注意用词表尊重I wantI would like（Id like）I wonder if you can I would appreciate it if you could I am interested inYou canI am proposing避免非正式缩写，尽量不采用缩写(c u 2morrow)（thx.）(Pls)(give 2 u)（I/O）(Pic),三、邮件写作注意的问题,不要整词大写（You MUST change the type immediately.）(BEST REGARDS)(THANKS)注意表感谢（礼貌）：Thank you for your patience and cooperation.Thank you for your consideration.并可增加以下语句：If you have any questions or concerns,please dont hesitate to let me know.”“I am looking forward to your reply.”不用表情符号：),篇幅太长增附件或用分段、小标题、下划线等以提起注意，加强视觉敏感度Some items need your attention:1.First，2.Second，3.Third，慎用感叹号、问号等表达强烈感情的符号?!?!PROOFREAD!发出前复看一次，检查单词拼写和文中提及的附件。,谢 谢！,Thank you for listening!Enjoy your email time!,