英文商务邮件写作要求与应用

英文商务邮件写作要求与应用技术部

年03月12日1/41主讲内容

邮件格式要求惯用句型与示例邮件写作注意问题2/41一、商务邮件特点1、内容单一一文一事，即一份函电只包括某一议题。2、结构简单

篇幅清楚、便于阅读和了解。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。3/41二、邮件格式要求

普通包含：收信人标题正文礼貌结束语落款

4/411.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：邮件发送对象和内容：谁发给你邮件，你回复给谁；不要随意增加发送对象，这么不会出差错；包括投诉（设备厂商、或是相关供方）能够增加对方一些高级别责任人；包括需保密主要内容或技术参数、或内部邮件，不能随意抄送和转发到供方或是船东。

5/412.标题Subject：明确、尽可能简短、具概括性

Subject：（船号：Sub.）普通为首单词、专有名词大写

e.g.N398：Requiretochangemainenginemaker

Examples:Subject:Important!ReadImmediately!!Subject:Simplequestion.Subject:Follow-upaboutlastFridaySubject:Thatdrawingyourequested.Subject:RequestingfileofNO.6789一定不能空白主题！6/413.正文Content1）称呼Salutation2）开头Starting3）内文格式LetterStyles4)结语Ending7/411）称呼Salutation：只知头衔，用Dear+TitlePresidentDr.Chairman只知姓名，用Dear+全名Mr.Mrs.Miss.Ms.

Sir(s)Madam(s)

PeterSophy通函，用DearAll，Towhomitmayconcern,8/412）开头Starting：点明来意，不需客套原因和目标e.g.Thisletteristo…/I’mwritingtoyoufor…/Iwouldliketo…回函时最好写明何时收到关于什么内容邮件e.g.Thanksforyouremaildated7thAug.concerning/regarding…Receivedyourinformationon…(date)abt…Withreferenceto…Asrequestedin/Inresponsetoyouremail…Furthertoourtelephoneconversation,Iamwritingtoinformyouof…9/413）内文格式LetterStyles：混合式

（Semi-intendedstyle）DearMr.Jack, I’mamemberofMEdepartmentofSME.Atpresent,I’minchargeofmanufacturingprocessofNO.6789.CouldyoupleaseofferusthefilesofthistypebeforenextWednesday? Thanksforyoursupporttoourfactoryallthetime.

Bestregards John,supervisor Manufactureengineeringdepartment Tel:021-7778888810/41

平头式（Flatstyle）DearMr.Jack,I’mamemberofMEdepartmentofSME.Atpresent,I’minchargeofmanufacturingprocessofNO.6789.CouldyoupleaseofferusthefilesofthistypebeforenextWednesday?Thanksforyoursupporttoourfactoryallthetime.

Bestregards,John,supervisorManufactureengineeringdepartmentTel:021-7778888811/414)结语Ending：

通常是对收文者希望或要求、或表示感激总结语。e.g.Hopetoreceiveyremailsoon.I’mlookingforwardto(receiving)yourearliestreply.Weawaityoursatisfactorynews.Ifyouhaveanyrevisionaboutthedraftcontract,pleasedon’thesitatetocontactme/letmeknow/emailtome/givemeacall.

Will/WouldyoupleasereplyusbeforethisWednesday?

Iwouldappreciateitifyoucould

givefeedbackintwodays/nextMonday/asofJune1st/onMarch6th.

Pleaseinformusyourdecisionsoon/whetheryoumayacceptit.

Thanksforyourattention/yourclosecooperationwithusinthismatter/promptreply/thetroubleyou'vetakeninthismatter.

12/414.礼貌结束语PoliteEndings：Ifyoudon’thaveacontactname:

DearsirorMadam YoursfaithfullyIfyouknowthenameoftheperson:

DearMr/Mrs/MsJones YourssincerelyIfyouknowthepersonasafriendorclosebusinesscolleagues:

DearJames Bestwishes/regardsIfyouarecontactingacompanynotanindividual:

ToWhomItMayConcern

13/41Somemistakes:1.简(缩)写：Bstrgrds,

---Youreallylooklikeabusyperson.2.大写：REGARDS/BestRegards

---强调，用大写结尾可能表示youfeelveryangryatthetimewhen

youfinishthisletter。3.

误用：Truly

yours---GenerallyusedbetweenLOVERs。4.

画蛇添足：

Thanksandbestregards---中国人最常犯错误Thanks只用于文本，不适合与regards适用。14/415.落款Signature：写信人全名、写信人职务及所属部门和企业、地址、电话号码、传真等。（mailboxsetup——Signature）WangDabao（王大宝）（DavidWang/WangHua）TechnicalDepartment,

DeputyDirectorCOSCO(Guangdong)ShipyardCo.,Ltd.DashengIndustrialEstate,Machong,Dongguan,Guangdong,

523146,

China

Tel6611Faxobmail：

wangdabao@

15/41三、惯用句型与示例

提要求Requests跟踪邮件Follow-upemails

提醒Reminders接收Acceptance

拒绝Refusal

致歉Apologizing16/41句型：

提要求Requests跟踪邮件Follow-upemails

提醒Reminders接收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.接收修改5.拒绝合作关系/提供图纸致歉延迟/工作犯错17/411.提要求RequestsIwouldbegratefulifyoucould…

Iwouldappreciateitifyoucould…Couldyouplease

providewith

…?

Iamwritingtoinform

/

applyfor

/

request…

Iamproposing…/Isuggest…注：最好写明时间On/in/before/asof/by/next+(date)18/41自我介绍，请求报价Subject:N001:InquiryonCO2SystemDearMr./MissGates:

IamamemberofTechnicalDepartmentofCOSCO(Guangdong)ShipyardCo.,Ltd.(andinchargeof/responsiblefor…).Weareplanningtobuilda38500tBulkCarrier,pleaseseetheattachedparametersofCO2SystemandquotetousasofApril5th,.Thankyouverymuch.

Yourssincerely,

TonyYang19/412.跟踪邮件Follow-upemails

Iamwritingtofollowuponourearlierdecisionto...Withreferenceto…Asrequestedin/Inresponsetoyouremail…

Peryourrequirement…

Asourdecision…

Iconfirmthat...Regarding…

20/41回复收函Subject:N001：ModificationtoERarrangementandConfirmationofthemeetingDearChris,Peryourrequirements,IhavedonesomemodificationtoERarrangement.Theattachmentinvolvesreviseddetails.IhaveaskedMr.LiutocontactJamesandcollectthefeedbackinformationoftheirdesign.

Meanwhile,Iconfirmthatthedateof21Juneisconvenientfortheabove-mentioneddiscussiononthesaiddesign.Bestwishes，HuangLei(黄磊)21/41很快收到回复,bethankful:Thankyouforyourinformationabout…

Wewereverypleasedtocooperatewithyouon…还未收到回复,requireagain:Tactfulmethod(委婉法)Icanunderstandhowbusyyouareatthistime.However,Iwouldreallyappreciateitifyoucouldupdatemeonthestatusof

thesaidquotationbyFridaysothatIcaninformourcustomer.

Compulsorymethod(强制法)Inordertocompleteourcustomer’sorderanddeliveronschedule,IwillneedyourreplybySeptember20atthelatest.IfIdon’thearfromyoubySeptember20,Iwillassumethat

yourefusetomakethisdeal.22/41Subject：N310:Urgefordrawingapproval

DearMr.Kim,Itseemsthatourscheduleisalittlebehindtherequiredplan.

I’llbegratefulifyoucouldmakeitfasterandkeepupwiththescheduletofulfillit.Ifyouneedanyhelp,justletusknow.

Yourssincerely,

SamuleWang23/41Subject：UrgefortechnicalparametersDearMr.Jiang,Icanunderstandhowbusyyouareasapurchasingmanager,especiallythistimeoftheyear.HoweverIwouldreallyappreciateitifyoucouldsendthetechnicalparametersofyournewproductstomesothatwecandiscussaboutthecooperationbetweenyourcompanyandourfactory.Yourssincerely,WangJunqi24/413.提醒Reminders

按原计划提醒：Justaremindertoyouthat…

Justanotetoconfirmyouwillbe…I’mjustwritingtoremindyouof…改变计划提醒：Pleasenotewehadoriginally…Thislocationisdifferentfromtheonewehadpreviouslydiscussedonthephone.There’sbeenaCHANGE!Pleasere-markyourcalendars...25/41需要回复确认提醒:WouldyoupleasephonemebeforeMay6ifwecancountonyoutoparticipate?Wouldyoupleasereplytothisemailifyouplantoattend?Ifwedon’thearfromyoubyMay6,wewillassumeyouwillbeunabletojoinusinthiseffort.26/41提醒确认意见Subject：N490：ReminderforcommentsonVCD

of

A30firedamperHiJim，

JustaremindertoyouthatnewversionofVCDshouldbeprovidedonThursday.Ifyouhaveanyquestion,please

dohesitatetoletmeknow,andIwillcoordinatewithyouintime.

BestRegards，

Joey

27/414.接收AcceptanceIagreethat…Iwouldliketoaccept…Ithinkit’sacceptable.Wethinkweshouldaccept…Wewouldacceptitif...Wearewillingto…(“buy”口语，表“同意、赞同”)28/41接收修改DearScott,InreplytoyouremailofOctober5,wearewillingtoincreasethreevalvesasperyourrequirement.Wishyouagoodday.Bestregards,Cathy29/415.拒绝RefusalWeregretto…We’reafraidthatwecouldnot…Wedon’tholdthesameopinion.It’snotallowedto…Wedon’tagree…It’sunacceptable.Werefusethat…/Werefuseto…30/41拒绝合作关系DearSirs,ThankyouforyourletterofMarch4proposingtoestablishbusinessrelationsbetweenourtwofirms.Muchasweareinterestedindoingbusinesswithyou,weregrettoinformyouthatwearenotinapositiontoenterintobusinessrelationswithanyfirmsinyourcountrybecausewehavealreadyhadanagencyarrangementwithXXXCo.,Ltd.inJiangxi.Butyourcontacthasbeenfiledforfuturereference.

Thankyouagainforyourproposalandyourunderstandingofourpositionwillbeappreciated.Yoursfaithfully,WuJieming31/41拒绝提供图纸DearSirs,ThankyouforyourletterofMarch4.I’mafraidthatIcouldn’tofferyoutheGAandthementionedparameters,whicharebothbusinesssecretskeptinourcompany.Ifyouhaveanyotherquestions,contactmebyphonebelowimmediately.(Withregardto…)Yoursfaithfully,WuJiemingCOSCO(Guangdong)ShipyardCo.,Ltd.

Tel634332/41致歉ApologizingIamafraidthat…

Iregretthat…Sorryfor…Iapologizeforthat…(Iapologizefornotdoing…)Pleaseacceptourdeepestapologyfor…Sorryfortheinconveniencethatcausedtoyou.*Yourpatienceandcooperationarehighlyappreciated.（有利于取得谅解和配合）33/41致歉延迟Subject：TrainingpostponeDearMs.Hu,Iapologizefornotreplyingsoonertoyou.Afterwediscussed

training

ofOSVruleswithourprojectmanagers,weareafraidwehavetopostponeitduetotherecentworkschedule.Because

twoofthreeprojectmanagersandleadingsupervisorsinthisfieldwouldgoforbusinesstripinShanghai,andcouldnotattendtothistrainingatthattime.Theprojectteam

wouldliketoinviteyouforthistraininguntilatleastthe2ndquarterof2013ifit’sconvenienttoyou.Yourattendancearehighlyappreciated.Iwillinformyouattheappropriatetimetoreschedulethistraining.Bestregards,Nicole34/41致歉工作犯错DearMr.Chen,I’msorryabouttheproblemofoursystem.Isincerely

apologizefor

itandwe’lltryourbesttosolvetheprobleminaweek.(bestto:Pleasecheck

theenclosedsolution.)Pleasecontactmeifyouhaveanyfurtherinformation.Bestregards,Nicole35/41注意1：在与设备厂商或是船东来往邮件过程中，如碰到自己不清楚内容需要对方澄清时：对方报价前，能够多问对方，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内容，这么话，对方就会尽可能将本应该他负责部分设备、或是成