商务英语写作指南.doc

商务英语写作指南 商务便函与便条写作 (一)商务便函 例一 SCHOOLOFENGNISHFORBUSINESS MEMORANDUM To:Mr.Kingswick,CourseCoordinate From:BarnsbyCampbel Date:19November1995 Subject:LessonPlanfor28NovemberLecture Iintendtoteachmemowritinginmynextlecture.Iplantocoverthefollowingparts: 1.InsideAddress Thisisomittedinamemo.Asinternalmunicationthereasonisobvious. 2.Greeting ItismorepolitetoputMr.,Mrs.,orMsbeforeandtheofficeafterthenameoftherecipient.Youmaysometimesaddressthereadersasagroup. 3.Subject Thisisaphrasetotellreaderwhatthememoisabout.SometimesonlyhephraseisgivenwithoutthewordSubjectbeforeit. 4.Body Theseshouldbeshort,lessthan10lines,andconcentrateononlyoneparagraphoneideaeach.Sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.Anotherpracticeisnumbertheparagraphsforeasyreferencelateron. 5.Carboncopy Thisiswrittenasc.c.forshort.Asinaletter,itliststhepersonswhoarealsoreceivingthememo. 6.Signature Onlytheinitialisneed.Theofficeandnameinprintofthewriteareomitted.Inmorecasualmemosthereisnosignatureatall. Anythoughtsonmynotes?Anythingtoadd?Letmeknowatteabreak. c.c.Mr.P.L.Duke,TrainingOffice. 例二 InternalMemorandum To:AnneBell From:GrahamDavis Date:23March1992 Subject:OfficeFurniture _Weneedsomefortablechainsforvisitorstogointhemanagersoffice Canyouarrangeit? Weneed10chainsineitherbeigeordarkbrown.Themaximumyoucanspendis$500.1 例三 InterofficeMemo To:RichardBurley Dept:Marketresearch Subject:ProfitsandSouthmoorBranch Date:May10,1998 IhavefinishedstudyingtheSouthmoorBranchsalesfiguresforthe1stquarterandseetheyareabout$255,000underprojections.ThatisthirdstraightquarterthatSouthmoorhasfallenshort.WillyouprepareanewanalysisoftheSouthmoormarketpotential/Iknowyoudidone_andagoodonetoo_threeyearsagobeforeSouthmooropened.Butmaybesomefactorshavechangedandweneedtolookintothem. BenTebbinsisworkingupareportfromthesalesandpromotionangle.HellfinishaboutJune15.Ifyoucouldbereadythen,wewillgettogetherandseeifwecansolvetheSouthmoorproblem.TBac. CC:BenTebbins (二)商务便条 例一电话留言 To:Mr.Fevrier Message: Mr.ReterSchulzcalledfromVienna,wantedyoutocallhimtodaybefore4pmoranytimetomorrowon014569924 Messagetakenby:J.B.K. 例二让秘书同志推迟约会 MissLiu, Ivegotanurgentmeetingtoday.Pleasecontacttheapplicantstopostponeetheinterviewstillfurthernotice. DS 例三请假 To:Mr.Slater Message: IamsorrytotellthatIwontbeabletogototheofficetodayduetoasuddendizziness.SoIhavetoaskforadayssickleave. 例四安排工作 To:Mr.Richardson Message: PleasesendalettertoNavesLimoninC.R. Findout: Aretheysatisfiedwiththeorder? Canweprovideanyaftersalesadvice? Encouragerepeatorder (三)商务便函分类范例 1交流意见 From:ChiefExecutive To:ProductionDirector Subject:ProductionformachineryforMachineshopx Asyouknowthepanyiscontemplatingopeninganewmachineshopinthenearfuture.Ouroperationshavebeenexpandingsorapidlythatsuchadevelopmentnowappearsinevitable.Thereareanumberofquestions,whichweneedtobethinkingaboutandIwouldbegratefultohearyouopinionontheidea. 1.AstothechoiceofnewmachineryIwouldliketoknowwhetheryouthinkweshouldbuyorhirenewequipment. 2.ThenIwouldliketohearyourproposalsonwhichmachineryweshouldconsideracquiring. 3.Closelyconnectedwiththepurchaseorhireofmachineryisthematterofmaintenance.Wealsoneedtobediscussed.Howmanynewstaffwillberequired,forexample? 4.AtthesametimeIwouldappreciateit,ifyoucouldprovidemewithestimatesoftheprobableworkinglifeoftheequipment,whichyoupropose. Couldyoupleaseletmehaveyourpreliminarythoughtsonthequestionsintimeforourmeetingnextweek? 2.了解情况 MEMORANDUM To:Allmembersofstaff,NorthernBranch From:K.L.J. Date:5December1994 Subject:PERSONALPUTERS TheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch.Ineedtoknow,formyreport: 1.WhatyoupersonallyuseyourPCforandyourreasonsfordoingthis.Ifyouaredoingworkingthatwasformerlydonebyotherstaff,pleasejustifythis. 2.Whatsoftwareyouuse,Pleasenametheprograms. 3.Howmanyhoursperdayyouspendactuallyusingit. 4.HowyourPChasnoteuptoyourexpectations. 5.WhatunanticipatedusesyouhavefoundforyourPC,thatothersmaywanttoshare. PleaseFaxthisinformationdirectlytomeby5p.m.onWednesday7December.Ifyouhaveanyquestions,pleasecontactmyassistant,JaneSimmonds,whowillvisityouonTuesday,6December.Thankyouforyourhelp. (3).活动安排(1) NTERALMEMOI To:AllBranches From:SalesManager Date:28November,1996 Tour:5210_NewCarrier 1.WehavefoundanewcarrierforTour5210.ThisidDTLAviationpany. 2.Allclientswhostillwanttotakethisholidaymustreconfirmtheirbookingsassoonaspossible. 2.TheymustalsocheckinatGatwickAirportby0825onthedayofdeparture. 3.Pleasewritetoallagenciesandthemthis. 活动安排（二） MEMORANDUM From:OfficeoftheGM.Date:Feb.1 To:HeadsoffactoriesSubject:TripbyGM BelowaredetailsofthefactoriesthatthegeneralManagerwillvisit.Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept.pleaseinformeachfactoryandthemtocancelallotherappointment. March8KualaLumpur March9Singapore March10Singapore March11Jakarta (4)建议 MEMO To:ProjectPlanningDept.From:GeneralManager Date:Jan5Subject:AquaWarmBV IhavelookedthoughourrecordsoftheworkthatwedidatPerfectaLtd.Theheatingsystemwascheckedthreetimesbeforeitwasturnedon.Weareabsolutelysurethatexplosionisnotourresponsibility. Isuggest,therefore,thatPerfectawritestoAquaWarmtoclaimpensation. PleasewritetoPerfecta(address:61BathRoad,Worester,EnglandWR53AB)andexplainourposition. (5)报告 MEMO To:AllDirectors From:LynnAdam,AdministrativeSecretary Date:May25,1999 Subject:MachineDictation Attherequestofsomeofthedivisiondirection,wehavemadeasurveyofmachinetranscriptstoseewhatcouldbedonetoimproveboththequalityoftranscriptsandthespeedwithwhichtheworkispleted.thesearetheirsuggestions: 1.Bothdictatorsandtranscribersshouldbefamiliarwiththedictatingandtranscribing Equipment.Amanualisavailableforeverymachine;itexplainshowtousetheequipment. 2.Itwouldbehelpfulifalldictatorswould: a.Marktheindicatorslipswithspecialinstructionandcorrection.Marktheslips,too,toshowthelengthoftheletterorreport. b.Spellanypropernamesaswellastechnicalorunfamiliarwords. c.Controltheirvoicesothatthedictationisneithertooloudnortoosoft.Besuretoenunciateclearly. d.Supplyasmachinformationaspossible_numberofcopies,typeofmassage,andidentityofdictator.Itwouldalsohelpifsalutationsandsubjectlines,whenused,weredictated. e.Indicatewhenyouwouldlikethedictationpletetheworkdictationisrush. 3.Machinetranscriberswillpletetranscriptionbythedayfollowingthereceivingofthetapeunlessthedictationismarkedrush-theneverywillbemadetopletetheworkwhenitiswanted. Pleaseletmeknowifyouhavefurthersuggestions.Ishouldalsoliketoknowifthesesuggestionsresultinbettertranscripts. 四考试题型与范例 考题一 YouaretheManagerofasmallprintingpany.Anewemployee,MarkMcCabe,isjoiningyourpanyon10thMay. *Writeashortmemotoyourofficeadministrator *Sayingwhoisstartingworkandwhen: *TellinghimwhatMarkMcCabesdeskshouldbeput. *SuggestingwhereMarkMcCabesjobwillbe *Write30-40wordsonyourAnswerSheet SANPLE To:OfficeAdministrator From:Manager Date: Subject:NewEmployee Anewemployee,MarkMcCabe,willjoinuson10thMay.HewilltakechargeoftheSalessection.WouldyoupleasearrangehisdeskintheroomofSalessection. 考题二 Yourpanyhasreceivedalotofcriticismofitstelephoneservice.Youlookedintothemostmonplainsandmadethefollowingnotes: TheServicesDirectorhasaskedyoutowriteamemotocallstaffonremendedtelephoneprocedure. *Writethememoinabout100-120words,explaininghowstaffshouldusethephone.Usethe informationinyournotesabove. *WriteonyourAnswerSheet Sample To:AllStaff Subject:Remendedforallstafftoknowweshouldusephones,becausewehavereceivedsomanyplaintsfromourcustomers.Thefollowingaresomeremendedtelephoneprocedure: 1.Donotleavethephonetotingto