Modern Business Writing,,3次课

1、1、第一部分（Why do you write the letter?）：在信函的一开头就要目的明确、简明扼要告诉读信者为什么要写这封信，如：例（）：I am replying to your letter of April 15 asking us to clear our March payment.这样的开头直接告诉对方写信是为了回复对方4月15日让己方对三月份的订货付款的来信。这样可以使得读信人立刻知道写信的意图,在读信的时候可以有充分的心理准备,或者把注意力集中在问题的重点上。不会因为一些无关紧要的寒暄而分散注意力。在这方面，我们最应该注意的就是避免中国式的寒暄和问候，不要为了追求客

2、气而落入俗套。例（）：It was a long time since I saw you in Qing Dao 3 months ago.这样的信函开头不仅罗嗦、冗长，而且会给收信人一种错觉：这是一封朋友之间相互问候的私人信件。因而将它搁置一边，待自己较为空闲时再看，很可能会因为延迟阅读而给双方带来无可弥补的损失。 2、第二部分（Whats the detailed reason?）：即商务信函的正文，叙述事实或者理由来支持信里的第一句。会显出你郑重其事、思想缜密。把所要列举的事实或者理由合并成最重要的一点或者两点，在不影响清楚准确的基础上越简洁越好。如：例（）：I apologize f

3、or not settling the accountant sooner, but because of the unfortunate disease of Mrs. Lund, our accountant. We are not able to settle any of our outstanding balance.简明地告诉对方未按时付款的原因是因为会计生病了，没有一句多余的话，既解释了未按时付款的原因，又道了歉。没有让人感觉既讨厌又烦人的罗嗦。要记住：你不是想给收信人添麻烦，而是想让他同意你的意见，接受你的要求。所以，写商务英文信函的一个主要原则和技巧就是要写的简洁明白。3、第

4、三部分（What do you expect your reader to do?） ：结尾是提出要求或者提请注意。不要有任何多余的话，因为那样可能会使写信人的要求不够明确突出，简洁的表达更能突出重点，以便对方对你的来信及信中提到的内容做出及时迅速的处理。如：例（）:Please find enclosed the check for 1,000,000 dollars and inform us the receipt.短短的一句话就告诉了对方两层意思：随信附上了100万美元的支票；受到支票后请通知写信人。二）避免客套罗嗦、语义重复。如果可以用40个字写完一封信,却花了100个字作长篇累牍的

5、叙述,这样 的写作者实在是最令人讨厌的时间杀手。不仅浪费了自己的时间，也给别人带来了不必要的麻烦。所以在写作商务信函时要尽可能地使用通俗易懂的语言作简明扼要的陈述，避免用陈旧的套话（ clich ）和没有什么实际意义的词语。删掉那些不必要的罗嗦的字句。例（）：We would like to know whether you would allow us to extend the time of shipment for twenty days. And if you would be so kind as to allow us to do so, kindly give us your

6、reply by fax without delay.（我们很想知道您是否允许我们将交货时间延期二十天，如果你方友好地容许我方延期二十天交货，请速电复无误。）本句由个单词组成，要求将交货日期延迟二十天。表达上的过分客气使得句子冗长而不清楚。而且，“to extend the time of shipment for twenty days.”这一表达在意义上也很含糊，为了更好的表达主要意思，这句可以改写为：Please reply by fax immediately if you will allow us to delay the shipment until April 21.例（）:

7、With reference to your request for an extension on your note under date of March 20,we have considered the matter carefully and are pleased to tell you that we will be willing to allow you an additional 90 days to make payment on your note.原稿可以修改为：We are pleased to allow you an additional 90 days to

8、 pay your note dated March 20.原稿（英文）一共用了46个字，而修改后的只用了17个字。如你所见，删除多余的字词并无损语意的清晰程度，这次的文字手术反而更加突出了所要传递的信息。与过去有贸易往来的公司联系的英文书信 We understand from our trade contacts that your company has reestablished itself in Beirut and is once again trading successfully in your region. We would like to extend our cong

9、ratulations and offer our very best wishes for your continued success. Before the war in Lebanon , our companies were involved in a large volume of trade in our textiles. We see from our records that you were among our best tem customers. We very much hope that we can resume our mutually beneficial

10、relationship now that peace has returned to Lebanon. Since we last traded, our lines have changed beyond recognition. While they reflect current European taste in fabrics, some of our designs are specifically targeted at the Middle Eastern market. As an initial step , I enclose our illustrated catal

11、ogue for your perusal. Should you wish to receive samples for closer inspection, we will be very happy to forward them. We look forward to hearing from you. 从同行中获悉贵公司贝鲁特复业，生意发展迅速。得闻喜讯，不胜欢欣。谨祝业务蒸蒸日上。 黎巴嫩战事发生前双方曾有多宗纺织品交易；贵公司更是本公司十大客户之一。现今战事平息，亟盼能重展双方互惠的业务联系。 自上次合作至令，产品款式变化极大。除了有迎合欧洲人口味的款式这外，亦有专门为中东市场而

12、设计的产品。现奉上配有插图的商品目录供 初步参考。只需查看样本，还望赐知。请求客户作推荐人的英文书信Thank you for your letter of 2 November. We are delighted to hear that you are to pleased with the refurbishment of your hotel. As your know .in our line of work, we depend on good ,reports about our projects to win further business. Our clients alwa

13、ys shop around and look for references before committing themselves. With your permission, we would like to use your hotel as a reference when we discuss similar refurbishments in the hotel industry . Would you agree to our suggesting that future clients should call you? It would also be most helpfu

14、l if we could occasionally bring a client to look at your hotel . We would , of course , stay overnight at least. Ill call you next week to hear your reaction. Thanks again for you kind words. 从11月2日的来函得悉阁下对贵饭店的整修感到满意，此消息对本公司实是一鼓励。 设计行业重视声誉，客人在选择设计公司时必然会有所比较。如蒙允许，本公司欲请贵饭店作推荐人，证明有关整修的质素。未知可否让其他客户来电垂询

15、? 此外，如获允准间或联同客户前来参观贵饭店整修，定必有莫大帮助。当然，本公司会预订房间，至少留宿一晚。拒绝客户的要求的英文书信Thank you for your enquity of 25 August.We are always pleased to hear from a valued customer.I regret to say that we cannot agree to your request for technical information regarding our software security sysytems.The fact is,that most o

16、f our competitors also keep such information private and confidential.I sincerely hope that this does not inconvenience you in any way.If there is any other way in which we can help. do not hesitte to contact us again. 8月25日信收悉，谨此致谢。 来信要求本公司提供有关软件保密系统的技术资料，但鉴于同行向来视该等资料为机密文件，本公司亦不便透露，尚祈见谅。我真诚地希望这样不会对贵公司造成不便。如需本公司协助其他事宜，欢迎随时赐顾垂询。 祝业务蒸蒸日上!祝贺新公司成立的英文书信It has just come to our attention that you have lately opened your new European headquarters in Brussels. Congratulations on your bold venture. As you know , our companie