如何写专业的email

1、Business E-mail Master in English Prepare by: Tracy Chang1AgendaCharacteristics and Format of E-mailRules & Etiquettes of E-mailWriting Skills of E-mailBusiness E-mail Analysis & Evaluation E-mail Abbreviation in Common UsePositionOrganization Structure of an Enterprise2Characteristics & Format of E

2、-mail 速度快 成本低 人性化 良好的保存性及记录性 一次可寄给许多人 资料可再利用3 The Header From: To: Cc: Blind Cc: & Subject: The Text Area The Salutation当知道对方的姓名时: Dear+Mr.(Ms.)+Last name对年龄相当的好友、兄弟姐妹或熟人: Dear+First name对近亲长辈: 用亲情称呼 Dear Grandfather写给一对夫妇: Dear Mr. & Mrs.写给两个男性或两个女性: Dear Mr & Mr ; Dear Ms & Ms 当不知道对方姓名的情况下： Charac

3、teristics & Format of E-mail4沿用对方电子邮件地址的写法，私人邮件中经常使用, 如Dear ros若知道其职务时，可以以其职务作为称谓, 如Dear Vice President寄给组织或团体的邮件,可沿袭传统商业信笺中的写法, Dear Sir or MadamThe BodyThe Complimentary Close写给长辈、地位比自己高或值得尊敬的人的社交书信, Respectfully (yours), Very respectfully yours写给市长、州长等官员的社交书信: Truly (yours), Respectfully (yours)写

4、给一般关系人的书信: Sincerely (yours)Characteristics & Format of E-mail5写给亲友的社交书信: Cordially (yours); Affectionately; Kindest regards写给值得感谢的人的社交书信: Gratefully; Devotedly; Affectionately; Sincerely用于一般商务活动或公司内部通讯的Mail: With best regards, Best wishes商业书信的标准结尾敬辞: Sincerely (Yours) The Signature: 姓名, 职务, 公司名称, 地

5、址,联络方式, 电子邮件地址Characteristics & Format of E-mail6Rules & Etiquettes of E-mail 简洁明了，有条有理 谦恭有礼，热情亲切 删繁就简，避免冗辞 选词要确切， 语言要规范 内容准确，不要含糊7Rules & Etiquettes of E-mail We express out regret at being unable to fulfill your order on this occasion with our customary promptness.Owing to the fact thatWe beg to a

6、cknowledge your esteemed favor on September.As per your letterWe are sorry we cant meet your present order immediately.BecauseWe have received your letter of September.According to your letter 8Rules & Etiquettes of E-mail 不要完全以大写书写 引用来函应力求精简 勿忘Greetings和Thank you 注意文化、习惯的差异 不用性别歧视用语 对文字进行润色 遵守48小时原

7、则9Wring Skills of E-mail 使文章易读的方法 将每行字数控制在6070字以内 长信应分段 运用条列式写法 长篇文档要加上纲要或目录 如何才容易收到回信 注明需要回信 采用使对方易于回答的询问方式10Wring Skills of E-mail 强调人际关系的“措词礼貌三原则” 不可语带命令之意（距离） 给对方选择权（敬意） 表示亲近（诚意） “三段式结构”的标准文章组织法 “Top-down”文章组织法: 先叙述结论(正题), 再视需要陈述其背景或理由.11Wring Skills of E-mailDear Mr. Grey: In my previous E-mail

8、 of January 5, I requested that the budget estimate for the First quarter of 2002 be submitted by Jan. 30. However, I still havent received your estimate as of today. Will you please hand it in immediately, or by Feb. 10 at the latest.Dear Mr. Grey: It seems I still havent received your budget estim

9、ate for the next first quarter. Could you send it to me as soon as possible? I need it by Feb. 10 at the latest. If there are any problems, please let me know by mail. Thank you!12Business E-mail Analysis & Evaluation Establishing Business Relations自我介绍如何得到这次机会本公司的意图、经营范围、经济实力、相关的分支机构、联络人及方式可要求寄来样品、

10、价目表等资料结尾处表明望今后能相互合作应尽快回复回信时要热情真诚Subject: Would you like to establish business relations with us?Dear Sirs: We have obtained your name and address from Aristo Shoes, Milan, and we are E-mailing you to enquire whether you would be willing to establish business relations with us. We have been importers

11、 of shoes for many years. At present, we are interested in extending our range and would appreciate your catalogues and quotations. If your prices are competitive, we would expect to transact a significant volume of business. We look forward to your early reply.Very truly yours,13Business E-mail Ana

12、lysis & Evaluation Establishing Business RelationsWe take the liberty of sending you the E-mail with a view of building up business relations with your firm. 我们冒昧给贵方发E-mail，期望与贵公司建立业务关系。The purpose of this E-mail is to explore the possibility of developing trade with you. 该E-mail旨在探索与贵方发展贸易的可能性。We h

13、ear on good authority that your firm specialize in 我们从可靠的官方消息得知贵公司专营It is our sincere wish that we will have the privilege of serving you soon. 我们诚恳希望不久能为你服务。Always with pleasure at your service. 我们随时愿为你效劳。14Business E-mail Analysis & Evaluation对对方提供的帮助, 给予的接待或赠送的礼品表示感谢简单说明对方提供的帮助所起的作用或赠送的礼品将来的用途向对方

14、再次表示感谢, 或表达良好的祝愿, 或对未来表示期望回报的意愿Subject: Thank you for your hospitalityDear Mr. Smith: Belatedly, I wish to express my appreciation fro the courtesies you extended to me while I was in Washington week. Thank to you, my visit to Washington turned out to be very successful. Among other things, I found

15、the meeting I had with local businesspeople particularly interesting and stimulating, and I wish to thank you most sincerely for the efforts you put into organizing that meeting for me. It was certainly one of the highlights of my entire two-week trip to the U.S. Again, thank you very much for your

16、hospitality. I hope I will have the opportunity of reciprocating your kindness in the near future.Sincerely yours,Yang Ming Appreciation15Business E-mail Analysis & Evaluation - AppreciationId like to express my gratitude along with my very best wishes. 我愿在此向你表示感谢, 并献上良好的祝愿。Im particularly grateful

17、to you for having taken time out of your busy schedules to meet me. 十分感谢你在百忙之中抽出时间来会见我。Thank you very much from the bottom of my heart. 从心底里感谢你。Thank you for your continued support and patronage. 感谢你一向的支持和爱护。Please extend my thanks, on behalf of all the attendees, to each of your employees. 请允许我代表全体

18、与会者向你方所有员工表示感谢。16Business E-mail Analysis & Evaluation - Invitation说明邀请对方参加什么活动以及举行这种活动的目的说明活动安排细节：时间、地点等如果对时间要求得比较严的话，可说明要求参加者到达的具体时间及活动结束的时间如有必要，请对方在某个确定时间之前确认能否应邀Subject: The 20th Company AnniversaryDear Mr. White, To celebrate the 20th anniversary of our company, we are holding a dinner party at

19、 the Garden Hotel in Shanghai from 7:00 to 10:00 p.m. on Friday, August 9. You are cordially invited to the party so that we can express our sincere appreciation to you for the generous support you have extended to us for many years. For your information, the party will be attended by many top execu

20、tives of leading Chinese and foreign trading companies, and we believe that this will offer many of us an excellent opportunity to get acquainted with each other. We do hope that you will be able to join us in this occasion and look forward to seeing you at the party.Sincerely yours,Yang Ming17Busin

21、ess E-mail Analysis & Evaluation - InvitationYou are cordially invited to the dinner party. 我真诚地邀请你参加这次宴会。 I hope you will give me the pleasure of your company on the occasion of a dinner with a few friends next Saturday, the 12th, at 8 p.m. 我将在本月12日(下周六)晚8:00邀请朋友共进晚餐,请你光临。I would be delighted to co

22、me. 我将乐意前往。What a pity! I accepted another invitation for that day. 太遗憾了！那天我已有约在先了。Nothing could give us some more pleasure than accepting your kind invitation. 我们最高兴的莫过于接受你的盛情之邀了。Please accept my sincere regrets for not being able to join you at your birthday party. 不能参加你的生日晚会，我甚为遗憾。18Business E-ma

23、il Analysis & Evaluation - Apologies利用E-mail致歉要及时首先表达遗憾内疚之意然后简要说明出差错的原因并真诚地请求对方谅解最后保证今后不再发生类似的事情，并提出弥补方法Subject: Deep RegretDear Mr. Brown: This E-mail will bring to you my deepest regret that I will be unable to keep my promise to get to the opening ceremony of your company on Monday morning, July

24、10. The reason is that a sudden conference here delayed my return on my home country. I am very sorry to break our engagement at this very late date, and I trust you could understand it.Yours sincerely,Bob Smith19Business E-mail Analysis & Evaluation - ApologiesPlease excuse me for my carelessness.

25、请原谅我的粗心。I hope that my unforgivable stupidity hasnt ruined our cooperation for all time. 我希望我那不可饶恕的行为不至于完全破坏我们的合作。Im sorry for not replying to your E-mail sooner. 我很抱歉没能尽早给你回E-mail。We were disappointed and hope you know how sorry we can not meet with. 我们很失望，希望你理解，我们没能与你见面是多么的遗憾。I have been suffering

26、 agonies of remorse ever since. 至此，我追悔莫及。Think nothing of that. 别放在心上。Lets not let a little misunderstanding come between us. 别让一点小小的误会影响我们之间的关系。20Business E-mail Analysis & Evaluation Congratulation & Wishes及时、内容真诚首先表达得知消息的喜悦然后表示自己的祝贺，并有针对性地对收信人的成功做一些简单评述对未来表示祝愿和期望Subject: CongratulationsDear Mr. G

27、reen: 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 companies have had a long business association in the UK. We look forward to collaborating with you in your European venture. Please

28、let us know if we can be of any assistance to you. We will be delighted to help.Sincerely,Yang Ming21Business E-mail Analysis & Evaluation - Congratulation & WishesAllow me to congratulate you on your National Day. 请允许我为贵国的国庆向你表示祝贺。It is with the greatest pleasure that I offer you sincere congratula

29、tions on your success. 我很高兴地向你致以诚挚的祝贺你成功！My warm congratulations to you on being appointed the vice-president of the agency. 热烈祝贺你荣升为副董事长。You honor brings to all of us. 你的荣誉给我们带来荣耀。Luck and success in the coming year! 祝你在新的一年里吉祥如意，心想事成！Many happy returns of the day! 祝你健康长寿！May many fortunes find the

30、ir way to you! 财运亨通May you come into a good fortunate! 恭喜发财！22Business E-mail Analysis & Evaluation - Notices对外的商业通知和对内的信息传递成立公司、公司更名、合并、迁址、开业、公告新任经理公司内部某些活动、安排、某项决策进行通告包括时间、地点、事件、活动及相关要求，应力求清楚明了Subject: New Marketing Director: Jack BrownTo all employees: This is to announce the arrival of a new mem

31、ber of our team: Jack Brown. Jack will be the new director of advertising. He brings 10 years of experience to our company. Some of you are probably familiar with his work, since he has run several national ad campaigns. Please join me in welcoming Jack to our family and making him feel at home.Bob

32、SmithGeneral Manager23Business E-mail Analysis & Evaluation - NotesPlease change your records to reflect our new mailing address. 请将我们在贵公司纪录中的通信地址更新。Please report your summer vacation schedules to the Personnel Department by June 10th. 各部门夏季的轮休表请于6月10日前汇报给人事部。If you are unable to attend, please call

33、 88888888 not later than November 30th. 如果你无法出席，请于11月30日前打电话至88888888。We are pleased to inform you that A has merged with B under the new firm name of C which will come into effect on August 1,2002. 我们很高兴通知你，A与B已合并，新公司名为C，合并将于2002年8月1日生效。24Business E-mail Analysis & Evaluation - Making Appointment a

34、nd Reservation请求约会、预订并说明原因建议确切的约会、预订时间和地点等请对方答复并进行确认接受的内容有：表明来信收悉、重述具体时间、地点、航班班次、表达希望会晤或感谢的心情拒绝的内容有：表明来信收悉、说明拒绝的原因并致谦Subject: Request for an AppointmentDear Mr. Smith: I am scheduled to visit the U.S. On business at the end of this month, and wish to call on you at your office on that occasion. I wi

35、ll be arriving in Washington on or around August 20 and staying there for about a week. It would be very much appreciated if you would kindly arrange to meet with me either on August 22 or 23, whichever is convenient for you. If neither is convenient, could you please suggest an alternative date by return E-mail. Thank you in advance for your kind cooperation. I am looking forward to meeting you in Washington soon!Sincerely yours,Yang Ming25Business E-mail Analysis & Evaluation -Making Appointment and ReservationI would like to schedule an app