商务英语电子邮件教学文案.ppt

商务英语电子邮件(din z(din z yu jin)yu jin)第一页，共24页。ContentsContents1 商务英语电子邮件的格式2 商务英语电子邮件的写作(xizu)要求3 商务英语电子邮件写作(xizu)注意事项4 商务英语电子邮件常用句式第二页，共24页。1 1 格式商务英语电子邮件由5 5部分(b fen)(b fen)组成Address-收信人Email地址、抄送收信人Email地址、密送收信人Email地址；Subject-主题(zht)；Salutation-称呼、Opening-开头、Body-正文、Ending-结尾句；Complimentary Close-礼貌结束语；Writers Full Name-写信人全名、Writer Title and Department-写信人的职务及所属部门、Address-地址、Tel-电话号码、Fax传真第三页，共24页。Address-Address-地址地址(dzh)(dzh)收信人Email地址(dzh)To:抄送收信人Email地址(dzh)Cc:密送收信人Email地址(dzh)Bcc:ToCc:Carbon CopyBcc:Blind Carbon CopyTo:12qq、comCc:456qq、comBcc:789qq、com多个收信人地址用半角的逗号或者(huzh)分号隔开。第四页，共24页。Subject-Subject-主题(zht)(zht)1.主题框的内容应简明地概括信的内容，短的可以是一个单词，如greeting；长的可以是一个名词性短语，也可以是完整的句子，但一般不超过35个字母。如Supplier training2.主题框内的内容切忌(qij)含糊不清。YES:Tomorrows meeting canceledNO:News about meeting3.视信的内容是否重要，还可以开头加上URGENT或者FYI(For Your Information)4.一般来说，只要将位于句首的单词和专有名词的首字母大写即可。另外一种较为正规的格式可将除了少于5个字母的大写的介词、连接词或冠词之外的每一个单词的首字母大写。YES:New E-mail Address Notification Detailed calculationNO:detailed calculation第五页，共24页。Salutation-Salutation-称呼(chng hu)(chng hu)根据发言人的具体情况以及发言人与收件人之间的关系而定。1.在同辈的亲朋好友或同事之间可以直呼其名，但对长辈或上级最好使用头衔加上姓。Tom Hanks Dear/Hi Tom,Dear Mr HanksJennifer Aniston Miss/Mrs/Ms Aniston2.收件人的名字千万(qinwn)不要写错。3、收件人是多个男性用Messrs;多个女性用Medames,Mmes,或Mses;有男有女，弄清楚每个人的称呼。Messrs,Smith,Wyatt,andFuryMses.Dicaprio,Lionel,and GreenMr.Harold Wright and Miss Margaret Wright4.有荣誉学位多不喜欢用一般的头衔。Dr./Prof./General/Senator Wright第六页，共24页。5.老外的名字有时有Jr或Sr,l罗马数字，等Martin Luther King,JrGeorge Bush SrGeorge VElizabeth 6.如果没有(mi yu)名字，或者是很正规的邮件，则可用：Dear Committee Member:Dear Colleage:Dear Meeting Planner:Dear Madam or sir:Dear Purchasing Agent:Dear Customers:To Whom It May Concern:To All Sales Reps:Ladies or Gentlemen:第七页，共24页。Opening-Opening-开头(ki tu)(ki tu)澄清你的意图 在电子邮件开头澄清你的来意非常重要，这样才能更好的引出邮件的主要内容。感谢读者是邮件开场白的好办法。特别是对你有事相求的情况下会很有帮助。记得要注意语法、拼写和标点符号，保持句子简短明了且句意前后一致。1.如果你主动给别人写邮件，表明意图；I am writing to.2如果回复客服的咨询，向他们(t men)对公司的兴趣表示感谢；Thank you for your prompt reply.Thank you for contacting us.第八页，共24页。3.如果对方已经回复过你的一封邮件了，感谢回复；Thank you for prompt reply.Thanks for getting back to me.4.如果你咨询一些信息，对方花了点时间才发信息；Thank you for provding the requested infomation.5.如果有人给了你特别的帮助；Thank you for all your assistance.I truly appreciate.6.某个客户或经理写对你的工作提出了一定(ydng)质疑；Thank you for your feedback.第九页，共24页。Body-Body-正文(zhngwn)(zhngwn)正文是电子邮件的主要部分，大多把话题分成几个小主题，每个主题一小段，每段一般只有一两句话。正文有两三个或三四个简短的段落构成。正文书写格式一般采用齐头式。齐头式是指正文中各部分都从每行左边开始。称呼和开头(ki tu)之间，段落之间，正文和信尾客套话之间一般空一行。第十页，共24页。Ending-Ending-结尾(jiwi)(jiwi)在邮件结束之前，应再次感谢收信人。Thank you for your patience and cooperation./Thank you for your consideration.If you have any question or concers,dont hesitate to let me know./I look forward to hearing from you.Complimentary Close-礼貌(lmo)结束语 结尾致意要留意，弄清大家的关系才能选择用词。1.Very Formal非常正规的，如给政府 Respectfully yours,yours respectfully,2.Formal 正规的，如给客户之间公司 Very trully yours,yours very trully,yours trully,第十一页，共24页。3.Less formal 如给客户；Sincerely yours,yours sincerely,Sincerely,Cordially yours,Yours cordially,Cordially,4.Informal 如给朋友，同事(tng sh)之间；Regards,Warm regard,With kindest regards,My best等Signature-签名 邮件的末尾加上签名档，附加必要的个人信息。如姓名，职务，公司，电话，传真，地址等信息，但一般不超过4行。Local Organizing Committe Phone:+7-3822-491-776 Fax：+7-3822-492-410 E-mail:.第十二页，共24页。2 2 写作要求(y(y oqi)oqi)商务英语电子邮件写作应遵循的五C C原则 商务英语电子邮件的正文写作应该遵循五C原则，即Correctness、Conciseness、Complete、Clarity和Courtesy原则。准确原则 由于商务英语电子邮件涉及的是商务活动双方的权利、义务关系，其准确性对商务治理与沟通至关重要。具体而言，不仅电子邮件的英语语法、标点符号和拼写要做到准确无误，电子邮件内容还要叙述准确，以免引起误会纠纷(jifn)。简洁原则 简洁原则是商务英语写作最重要的原则，指在不影响完整性和礼貌性的前提下，尽量使用简单句子和简短词语。一封拖沓冗长、措词复杂的电子邮件既浪费写的时间，也会给阅读者带来不必要的麻烦，故商务英语电子邮件应以简明扼要为第一要务。在具体写作中，商务英语电子邮件呈现出的句法特征是句子结构简单明了，有大量省略句和不完整句。其词汇特征是用语简洁，语言简明扼要。第十三页，共24页。例1 It is very difficult to sell man hole covers in France.This product must have the quality certificate issued in France.例2 Price：FOB Shanghai USD 96“PC.例3 Hope you can accept it.例1中的两个单句具有明显的因果关系，但写并不使用表达因果关系的连接词如since、because，这种舍长句、复合句，选短句、简单句，喜并列、弃从属的句法特征在商务英语电子邮件(yujin)写作中十分常见。例2中缩略语的使用，例3中不完整句的选择，反映了与普通商务信函相比，商务电子邮件(yujin)更倾向于非正式文体，更为口语化。完整原则 商务电子邮件(yujin)内容应力求具体、明确、完整，提供读者所需要的信息，尤其像盘、询问贸易条件等需要回函的电子邮件(yujin)，更需要清楚完整，因为只有包含具体信息的邮件(yujin)，才能达到良好的沟通效果。邮件(yujin)是否完整，可以用5W1H来检验，即who，when，where，what，why和how。第十四页，共24页。清楚原则 商务英语电子邮件的写作要做到层次清楚，用词准确。具体表现在：例1 We will deliver your goods soon.例2 中significant一词意为明显的、不小的，语义模糊，故可以用具体数字替换。例2中soon表示不久、很快，语义不明确，没有指出具体的供货时间，可改为具体的年月日。礼貌原则 商务英语电子邮件应遵循措词婉转、礼貌的原则。鉴于电子邮件直接影响到整个交易的成败，买卖双方应十分注重措辞方式，要婉转、礼貌，使对方轻易接受。在写作电子邮件时，可以通过使用虚拟语气、委婉语气等方法迂回地表达观点(gundin)，提出要求。例1 If it is not for the larger orders we receive from a numbero four regular customers，we could not have quoted for supplies even at that price.例2 I would appreciate it if you could give me your best quotations for 65，000 pieces.例1中虚拟语气和例2中委婉语气的使用，缓和了商务谈判的语气，既明确了自己的立场，又使对方的面子免于受损，语气自然诚恳，礼貌得体，很轻易为对方接受。第十五页，共24页。3 Some tips-3 Some tips-注意事项(文法(wnf(wnf)1.切忌主客不分或模糊；2.句子不要零碎；3.结构对称；4.单复数前后一致；5.动词和主语要呼应；6.时态和语态不要转变太多；7.选词要正确；8.标点要正确；9.拼写要正确；10.大小写要注意；11.地址(dzh)上的数字直接用阿拉伯数字，除了One;第十六页，共24页。Some tips-Some tips-注意事项(文体(wn t(wn t)1.可读性-多用短句；2.注意段落的开头(ki tu)；一般来说，重要或强调的事情都放在信件或段落的开头(ki tu)。3.轻重有分；4.转接词要留神；5.修饰词的位置要留心；6.句子开头(ki tu)不要含糊不清的代词；7.用语要肯定准确，切忌含糊不清；8.立场观点一致，少用被动句；第十七页，共24页。Some tips-注意事项(格调)1.式样和句子(j zi)长度不要太单调；2.弱软的词可以加强一些；3.口语化比较受欢迎；第十八页，共24页。4.4.英语(y(y n n y y)电子邮件常用句式 Greeting message 1.Hope you have a good trip back.2.How are you？3.How is you project going on？Initiate a meeting 1.I Want to talk to you over the phone regarding issues about report deveopment and the xxx project.2.I would like to hold a meeting in the afternoon about our development planning for the project A.3.wed like to have the meeting on Oct 30.same time.4.Lets make a meeting next Monday at 5:30 PM.第十九页，共24页。Sekeing for more information1.Shall we have any problem accessing the folders，please let me know.2.Look forward to your feedbacks and suggestions soon.3.Thank you and look forward to having your opinion on the estimation and schedule.4.What is your opinion on the schedule and next steps we proposed?5.What do you think about this？6.Any question，please dont hesitate to let me know.7.Any question,please let me know.8.Plese contact me if you have any questions.9.Please let me know,if you have any question on this.10.Please let me know what you think.第二十页，共24页。11.Your comments and suggestions are welcome.12.Feel free to give your comments.13.Do you have any idea about this?14.If would be nice if you could provide a bit more information on the users behavior.Give feedback1.please see comments below.2.My answers are in blue below.3.I add some comments to the document for your reference.Attachment1.I enclose the evaluation report for your reference.2.Plese find enclosed a copy for our price list.3.Plese find the attached report you will need for tomorrows meeting.第二十一页，共24页。4.Attached is the design document,please review it.5.Attached please find todays meeting notes.6.For other known issues related to individual features,please see attached release notes.Point listing1.Today we would like to finish following tasks by the end of today:1.2.2.Some known issues in this release:1.2.3.Our team here reviewed the newest SCM policy and has following concerns:1.2.4.Here are some more questions/issues for your team:1.2.5.The current status is as following:1.2.6.Some items need your attention:1.2.第二十二页，共24页。Raise question 1.I have some questions about the report XX-XXX.2.For the assignment ABC,I have the following questions:.Proposal1.For the next step of platform implementation,I am proposing.2.I suggest we can have a weekly project meeting over the phone call in the near future.Thanks note1.Thank you so much for the cooperation.2.I really appreciate the effort you all made for this sudden and tight projict.3.Thanks for your attention.4.Your kind assistance on this are very much appreciated.5.Really appreaciate your help.第二十三页，共24页。Apology1.I sincerely apologize for this misunderstanding.2.I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.第二十四页，共24页。