英文电子邮件的格式.ppt

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1、,你还在为顾客误解你的表达而苦恼吗？,你还在为英文邮件写作而抓狂吗,EMAIL,Reporter: 曹梦琪,商务英语电子邮件的格式 商务英语电子邮件的写作要求 商务英语电子邮件写作注意事项 商务英语电子邮件常用句式,Contents,3/64,据调查，约有88%的互联网用户使用电子邮件，而在商务领域中约有90%的员工通过电子邮件的形式来联系公务。,英文电子邮件的重要性,商务英语电子邮件以其方便快捷，在现代商务活动中起着重要作用。,商务往来中的电子邮件代表着公司的形象，显示着公司的水平和实力，直接影响到客户对公司的评估。所以，商务电子邮件的写作在业务往来中占据着举足轻重的地位。,4/64,商务英

2、语电子邮件由五部分组成：,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 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、 Writers Title and Department - 写信人职务及所属部门、Address - 地址、Tel - 电话号码、Fax - 传真,商务英语电子邮件的格式(1/16),5/64,Address 地址,收信人地址 To: 抄送

3、收信人地址 Cc: 密送收信人地址 Bcc:,Cc: Carbon Copy Bcc: Blind Carbon Copy,To: Cc: Bcc: ,多个收信人地址用半角的逗号或者分号隔开。,商务英语电子邮件的格式(2/16),6/64,Subject 主题 (1/3),1. 主题 (Subject) 框的内容应简明地概括信的内容，短的可以是一个单词，如 greetings；长的可以是一个名词性短语，也可以是完整的句子，但长度一般不超过35个字母。,YES：Supplier Training NO：Professional Trainees from Sister Company Shoul

4、d Abide by Rule of Local Company,商务英语电子邮件的格式(3/16),7/64,Subject 主题 (2/3),2. 主题框的内容切忌含糊不清。,YES：Tomorrows meeting canceled NO：News about the meeting,3.视信的内容是否重要，还可以开头加上 URGENT 或者FYI (For Your Information，供参考),例如：URGENT: Submit your report today!,商务英语电子邮件的格式(4/16),8/64,Subject 主题(3/3),4. 一般来说，只要将位于句首的单

5、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 calculation NO： detailed calculation,商务英语电子邮件的格式(5/16),9/64,Salutation - 称呼 (1/4),根据发信人的具体情况以及发信人与收信人之间的关系而定。,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 Hanks,收信人的名字千万不

6、要写错。,商务英语电子邮件的格式(6/16),Jennifer,Miss/ Mrs/ Ms Aniston,10/64,Salutation - 称呼 (2/4),收信人是多个男性用Messrs；多个女性用Mesdames, Mmes, 或Mses；有男有女，弄清楚每个人的称呼。已婚Mrs, 未婚Miss, 最好用Ms.,Messrs. Smith, Wyatt, and Fury,有荣誉学位多不喜欢用一般的头衔。,Mses. Dicaprio, Lionel, and Green,Mr. Harold Wright and Miss Margaret Wright,Dr. / Prof. /

7、 General / Senator Wright,商务英语电子邮件的格式(7/16),11/64,Salutation - 称呼 (3/4),老外的名字有时有Jr. 或 Sr., 罗马数字I，II等,Martin Luther King, Jr.,John Parker, Sr. is the father of John Parker, Jr.,George Bush Sr.,George VI,When George VI died, Elizabeth II succeeded to the throne.,商务英语电子邮件的格式(8/16),12/64,Salutation - 称呼

8、 (4/4),如果没有名字，或者是很正规的邮件，则可用：,Dear Committee Member:,Dear Colleagues:,Dear Meeting Planner:,To All Sales Reps:,To Whom It May Concern:,商务英语电子邮件的格式(9/16),Dear Madam or Sir:,Dear Purchasing Agent:,LadiesorGentlemen:,Dear Customers，,13/64,Opening 开头 (1/3),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

9、件开场白的好办法。感谢您的读者能让对方感到高兴，特别是之后你有事相求的情况下会很有帮助。,商务英语电子邮件的格式(10/16),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。,14/64,Opening 开头 (2/3),商务英语电子邮件的格式(11/16),如果回复客户的咨询，向他们对公司的兴趣表示感谢,Thank you for contacting us.,如果对方已经回复过你的一封邮件了，感谢回复,Thank you for your prompt reply.,Thanks for getting back to me.,如果你主动给别人写邮件，表明意图,I am

10、writing to,15/64,Opening 开头 (3/3),商务英语电子邮件的格式(12/16),如果有人给了你特别的帮助,Thank you for all your assistance.,某个客户或是经理写对你的工作提出了一定的质疑,I truly appreciate,Thank you for your feedback.,如果你询问一些信息，对方花了点时间才发送给你,Thank you for providing the requested information.,16/64,Body 正文,正文是电子邮件的主要部分，大多把话题分成几个小主题，每个小主题一段，每段一般只有

11、一两句话。正文由两三个或三四个简短的段落构成。,商务英语电子邮件的格式(13/16),正文书写格式绝大多数采用齐头式。齐头式是指正文中各部分都从每行的左边开始，这种格式便于打字和节省时间，提高工作效率。,称呼和开头之间，段落之间，正文和信尾客套话之间一般空一行。,17/64,Ending 结尾,在邮件结束之前，应再次感谢收信人。,商务英语电子邮件的格式(14/16),Thankyouforyourpatienceand cooperation. 或 Thankyouforyourconsideration.,Ifyouhaveanyquestionsorconcerns, dont hesit

12、ate to letmeknow. 或 I look forward to hearing from you.,18/64,商务英语电子邮件的格式(15/15),Complimentary Close 礼貌结束语(1/2) 结尾致意要留意，弄清大家的关系才选择用词。 1. Very Formal 非常正规的(例如给政府官员的) Respectfully yours, Yours respectfully, Formal 正规的(例如客户公司之间) Very truly yours, Yours very truly, Yours truly,Complimentary Close 礼貌结束语(

13、2/2),商务英语电子邮件的格式(15/16),Less Formal 不太正规的(例如亲人，好朋友),Sincerely yours, Yours sincerely, Sincerely, Cordially yours, Yours cordially, Cordially,Informal 非正规的(例如朋友，同事之间),Regards, Warm regards, With kindest regards, With my best regards, My best, Give my best to Mary, Fondly, Thanks, See you next week!,2

14、0/64,Signature 签名,邮件的末尾加上签名档，附加必要的个人信息。,商务英语电子邮件的格式(16/16),签名档可包括姓名、职务、公司、电话、传真、地址等信息，但信息不宜行数过多，一般不超过4行。,Local Organizing Committee Phone: +7-3822-491-776 Fax: +7-3822-492-410 E-mail: isdeiv2012hcei.tsc.ru,21/64,商务邮件模板,Dear Mr. Lin, I received your letter on May 18. I agree with you that the deal wa

15、s a mutually beneficial one. We have gained great profits through the cooperation with Chinese exporters in recent years, and we are keenly desirous of expending our trade with you in home appliance. We really hope we could have further cooperation with each other and achieve greater development tog

16、ether. With best regards. Yours sincerely, John Smith signature,亲爱的林先生： 我收到了您5月18日的来信。您认为我们上次的生意是互惠的，这点我十分赞同。 近年来，我们通过与中国的出口商合作获利颇丰，我们迫切期望扩大与你们在家电行业的贸易合作。我们真心希望能继续与您深入合作，将来获得巨大发展。 献上最诚挚的祝福！ 约翰史密斯 敬上,商务英语电子邮件的格式 商务英语电子邮件的写作要求 商务英语电子邮件写作注意事项 商务英语电子邮件常用句式,Contents,23/64,商务英语电子邮件写作应遵循的五C原则,Correctness 准

17、确 Conciseness 简洁 Complete 完整 Clarity 清楚 Courtesy 礼貌,五C原则 (1/14),24/64,Correctness 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，其准确性对商务管理与沟通至关重要。,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。,五C原则 (2/14),25/64,Conciseness 简洁原则(1/3),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

18、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。,五C原则 (3/14),26/64,Conciseness 简洁原则(2/3),为了节约时间和空间，电子邮件中可使用缩略语。,U Pls FYI Info Qty BTW,Postscript,ASAP/asap FOB L/C IMO FAQ PS,五C原则 (4/14),As soon as possible,Free on Board,Letter of Credit,In my op

19、inion,Frequently asked questions,27/64,Conciseness 简洁原则(3/3),It is very difficult to sell manhole covers in France. This product must have the quality certificate issued in France. Price：FOB Shanghai USD 1.96PC Hope you can accept it.,舍长句、复合句，选短句、简单句，喜并列、弃从属的句法特征，缩略语的使用，不完整句的选择，反映了与普通商务信函相比，商务电子邮件更倾

20、向于非正式文体，更为口语化。,五C原则 (5/14),28/64,Complete 完整原则,商务电子邮件内容应力求具体、明确、完整，提供读者所需要的信息，尤其像报盘、询问贸易条件等需要回函的电子邮件，更需要清楚完整，因为只有包含具体信息的邮件，才能达到良好的沟通效果。,邮件是否完整，可以用5W1H来检验，即who，when，where，what，why 和 how。,五C原则 (6/14),29/64,Clarity 清楚原则(1/2),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：,结构方面 语法方面,尽量使用短段落，必要时使用主题句。,用词要肯定准确，切忌使用语义模糊、模棱

21、两可的词或词组，以免产生歧义，造成误解，延误商务沟通和贸易。,五C原则 (7/14),30/64,Clarity 清楚原则(2/2),The figures show a significant increase. We will deliver your goods soon.,The figures show a year-on-year increase of 15%. We will deliver your goods on Dec 10th.,五C原则 (8/14),31/64,Courtesy 礼貌原则(1/6),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

22、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，使对方容易接受。在写电子邮件时，可以通过使用虚拟语气、委婉语气等方法迂回地表达观点，提出要求。,五C原则 (9/14),32/64,Courtesy 礼貌原则(2/6),If it is not for the larger orders we receive from a number of our regular customers，we could not have quoted for supplies even at that price. Not for the larger orders we receive from a

23、 number of our regular customer, we cannot quote for supplies even at that price.,虚拟语气：要不是我们接到许多老客户的大量定单，我们尚不能给这些货物报如此低的价格。,五C原则 (10/14),33/64,Courtesy 礼貌原则(3/6),I would appreciate it if you could give me your best quotation for CIF shanghai. Give me your best quotation for CIF shanghai.,委婉语气：如果你能报出

24、成本加运费到上海的最低价，我将非常感激。,虚拟语气和委婉语气的使用，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，易为对方接受。,五C原则 (11/14),34/64,Courtesy 礼貌原则(4/6),It has to be stressed that shipment must be effected within the prescribed time limit, as a further extension will not be considered. We have to stress that you must effect sh

25、ipment within the prescribed time limit, as a further extension will not be considered.,表示批评、建议、要求时，用被动语态可以避免直接触及施动者(自己或对方)，使口气更加婉转。,五C原则 (12/14),35/64,Courtesy 礼貌原则(5/6),As you (seem to) take advantage of our leniency in this matter, we now have to give you the final notice.,使用半动词表示说话人对所说事情的推测，从而使话

26、语的肯定语气趋于缓和。,五C原则 (13/14),半动词在功能上介于主动词与助动词之间,本身带有词义，但词义模糊。 seem appear be likely to,36/64,Courtesy 礼貌原则(6/6),Unfortunately we are not hiring any new staff at the moment. I am afraid that we will be unable to meet your order on time due to problems with our supplier.,如果是写一些坏消息或是道歉，你就应该写的礼貌而得体，并说明问题的原因

27、。,五C原则 (14/14),37/64,商务英语电子邮件的格式 商务英语电子邮件的写作要求 商务英语电子邮件写作注意事项 商务英语电子邮件常用句式,Contents,38/64,商务英语电子邮件的格式 商务英语电子邮件的写作要求 商务英语电子邮件写作注意事项 商务英语电子邮件常用句式,Contents,39/64,Some tips 文法 (1/8),切忌主客不分或模糊,例子：Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.,应改为：De

28、ciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment.,问题：decide 的主语是 we , 而不是 report,注意事项 (1/12),40/64,Some tips 文法 (2/8),句子不要凌碎,例子：He decided not to audit the last ten contracts. Because of our previous objections about compliance.,应改为：He decided n

29、ot to audit the last ten contracts because of our previous objections about compliance.,问题：第二句是第一句的原因，应合并成为一句,注意事项 (2/12),41/64,Some tips 文法 (3/8),结构对称,例子：The owner questioned the occupants lease intentions and the fact that the contract had been altered with ink markings.,应改为：The owner questioned t

30、he occupants lease intentions and ink alterations of the contract.,问题：and 连接两个相同的成分，结构应对称,注意事项 (3/12),42/64,Some tips 文法 (4/8),单复数前后一致,例子：An authorized person must show that they have security clearance.,应改为：Authorized persons must show that they have security clearance.,问题：an person 与 they 矛盾,注意事项

31、(4/12),43/64,Some tips 文法 (5/8),动词和主语要呼应,例子：This is one of the public-relations functions that is under-budgeted.,应改为：This is one of the public-relations functions, which are under-budgeted.,问题：functions 与 is 矛盾,注意事项 (5/12),44/64,Some tips 文法 (6/8),时态和语气不要转变太多,affect 动词，effect 名词； operative（计划、法律等）实

32、施中的，起作用的 operational（机器、设备等）正常运转的，可使用的；军事行动的,affect 和 effect，operative 和 operational,选词要正确,注意事项 (6/12),45/64,Some tips 文法 (7/8),标点要准确 拼写要正确 大小写要注意,非必要的话，整个词不要都大写，除非要骂人。,MUST change to OS immediately.,要强调的话，用底线，斜体或者粗体。,注意事项 (7/12),46/64,Some tips 文法 (8/8),地址上的数字直接用阿拉伯数字，除了One,127 Ninth Avenue, North

33、390 Veterans Boulevard, Carlstadt, NJ 07072 5 Park Avenue One Wingren Plaza 556 - 91 Street,注意事项 (8/12),47/64,Some tips 文体 (1/3),可读性-多用短句 注意段落的开头,一般来说，重要或强调的事情都放在信件或段落的开头。,Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape.,注意事项 (9/12),48/64,Som

34、e tips 文体 (2/3),轻重有分,同等重要的用 and 来连接，较轻放在次要的句子里。,转接词要留神,but, therefore, also, for example, furthermore, moreover,修饰词的位置要小心,例子：He could only reimburse the cost after July 15.,注意事项 (10/12),49/64,Some tips 文体 (3/3),句子开头不要含糊不清的代词,例子：These decisions have been a big disappointment to the committee members.

35、 They have delayed further action.,开头少用this, that, it, they, 或 which。,用语要肯定准确，切忌含糊 立场观点一致，少用被动句,注意事项 (11/12),50/64,Some tips 格调,式样和句子长度不要太单调 弱软的词(e.g. was, were, is, are.)可以加强一点,Bayer products are highly effective in . Bayer products excel in .,口语化比较受欢迎,This information will be sincerely appreciated

36、. We sincerely appreciate your information.,注意事项 (12/12),51/64,商务英语电子邮件的格式 商务英语电子邮件的写作要求 商务英语电子邮件写作注意事项 商务英语电子邮件常用句式,Contents,52/64,Greeting message 祝福,Hope you have a good trip back. How are you? How is the project going on?,祝旅途愉快。,你好吗?,项目进行顺利吗?,英语电子邮件常用句式 (1/16),53/64,Initiate a meeting 发起会议 (1/2)

37、,I want to talk to you over the phone regarding issues about report development and the XXX project. I would like to hold a meeting in the afternoon about our development planning for the project A.,我想跟你电话讨论下报告进展和XXX项目的情况。,我建议我们今天下午就A项目的发展计划开会讨论一下。,英语电子邮件常用句式 (2/16),54/64,Initiate a meeting 发起会议 (2/

38、2),Wed like to have the meeting on Oct 30. Same time. Lets make a meeting next Monday at 5:30 PM S.L.C. time.,十月三十号，老时间开会。,下周一盐湖城时区下午五点半开会。,英语电子邮件常用句式 (3/16),55/64,Seeking for more information / feedbacks / suggestions 咨询信息/反馈/建议 (1/4),Shall you have any problem accessing the folders, please let me

39、know. Look forward to your feedbacks and suggestions soon.,如果存取文件有任何问题请和我联系。,期待您的反馈建议!,英语电子邮件常用句式 (4/16),56/64,Seeking for more information / feedbacks / suggestions 咨询信息/反馈/建议 (2/4),Thank you and look forward to having your opinion on the estimation and schedule. What is your opinion on the schedul

40、e and next steps we proposed?,谢谢你，希望能听到更多你对评估和日程计划的建议。,你对计划方面有什么想法?下一步我们应该怎么做?,英语电子邮件常用句式 (5/16),57/64,Seeking for more information / feedbacks / suggestions 咨询信息/反馈/建议 (3/4),What do you think about this? Any question, please dont hesitate to let me know. Any question, please let me know. Please con

41、tact me if you have any questions. Please let me know if you have any question on this.,英语电子邮件常用句式 (6/16),58/64,Seeking for more information / feedbacks / suggestions 咨询信息/反馈/建议 (4/4),Your comments and suggestions are welcome! Feel free to give your comments. Please let me know what you think. Do yo

42、u have any idea about this? It would be nice if you could provide a bit more information on the users behavior.,英语电子邮件常用句式 (7/16),59/64,Give feedback 意见反馈,Please see comments below. My answers are in blue below. I add some comments to the document for your reference.,请看下面的评论。,我的回答已标蓝。,我就文档添加了一些备注，仅供

43、参考。,英语电子邮件常用句式 (8/16),60/64,Attachment 附件 (1/2),I enclose the evaluation report for your reference. Please find an enclosed copy of our price list. Please find the attached report you will need for tomorrows meeting.,我附加了评估报告供您阅读。,随函附寄我公司价目表一份。,随信附上你明天开会所需的报告，请查收。,英语电子邮件常用句式 (9/16),61/64,Attachment

44、附件 (2/2),Attached is the design document, please review it. Attached please find todays meeting notes. For other known issues related to individual features, please see attached release notes.,设计文档在附件里，请评阅。,今天的会议记录在附件里。,其他个人特征方面的信息请见附件。,英语电子邮件常用句式 (10/16),62/64,Point listing 列表 (1/2),Today we would

45、like to finish following tasks by the end of today: 1.2. Some known issues in this release: 1.2. Our team here reviewed the newest SCM policy and has following concerns:1.2.,英语电子邮件常用句式 (11/16),今天我们要完成的任务: 1.2.,声明中涉及的一些问题: 1.2.,我们阅读了最新的供应链管理政策,做出如下考虑: 1.2.,63/64,Point listing 列表 (2/2),Here are some m

46、ore questions/issues for your team: 1.2. The current status is as following: 1. 2. Some items need your attention:1. 2.,英语电子邮件常用句式 (12/16),以下是对你们团队的一些问题: 1. 2.,目前数据如下: 1 2,以下方面需提请注意: 1. 2.,64/64,Raise question 提出问题,I have some questions about the report XX-XXX. For the assignment ABC, I have the fol

47、lowing questions: ,英语电子邮件常用句式 (13/16),我对XX-XXX报告有一些疑问。,就ABC协议,我有以下几个问题: ,65/64,Proposal 提议,For the next step of platform implementation, I am proposing. I suggest we can have a weekly project meeting over the phone call in the near future.,英语电子邮件常用句式 (14/16),关于平台启动的下一步计划,我有一个提议,我建议我们就一周项目开一个电话会议。,66

48、/64,Thanks note 感谢信,Thank you so much for the cooperation. I really appreciate the effort you all made for this sudden and tight project. Thanks for your attention! Your kind assistance on this are very much appreciated. Really appreciate your help!,英语电子邮件常用句式 (15/16),67/64,Apology 道歉,I sincerely apologize for this misunderstanding! I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.,英语电子邮件常用句式 (16/16),对造成的误解我真诚道歉!,很抱歉现在才进行询问，但是我们需要尽快核实执行信息。,68/64,The End,thank you for your listening,