如何写好一封优质英文邮件

发布于 2019-04-07  180 次阅读


问候-Greeting

不知收件人:

To whom it may concern, (敬启者)

Dear Sir or Madam,

知性别:

Dear Mr/Mrs/Ms + 姓

知头衔/职位:

Dear Prof.(教授)/Dr.(博士)+ 姓

注意:在正式的英文邮件中,如果在知道对方职位的前提下,尽量使用“头衔+姓”的方式开场。要记得greeting后面的标点符号是逗号, 然后空一行之后才正式开始信的内容。

目的-purpose

●在详细表述前,告知邮件重点:

I am writing to inquire…

I am writing in reference to…


I am writing to confirm/ enquire/ inform you…我写信时要确认/询问/通知你…

I am delighted to give you the detail about…我很开心能给你提供…的详情

●回信的开头可以说:
Thank you for reaching out to us regarding …

Thank you for your email…感谢你的来信…

Thank you for calling me yesterday to discuss…感谢昨天你来电讨论…

注意:特别是商务信函我们一般多使用比较书面的语言,例如上面的in reference to(一般说明已经和对方提过的事)以及regarding都是【关于】的意思,但我们应尽量避免用about这样口语的表达。

正文-content

●一个段落一个主题,几个段落一个主旨

Attached please find the latest information on…最新消息可查看附件…

In order to achieve our sales target, we need to…为了完成我们的销售目标,我们需要…

●对方了解你写信的目的及背景,接下来就该要求对方行动,例如回信、回电话、表达意见、缴交文件等:

Could you please call me later today?

你能明天给我电话吗?
商业信函中应注意使用书面语▶用 receive, 不用got;
不要用缩写▶用 does not, 而不用doesn't;
多用委婉客气的语气▶I was wondering if you could provide some more details.

●重要内容加粗,但不要全部大写Please review the attached documents thoroughly.

结尾-Closing

●最后一部分通常会表示感谢或解释下一步是什么。
常用的表达有:

If you have any further questions or concerns, please don’t hesitate to contact me.

Thank you for your time and consideration.

I look forward to hearing from you.
期待你的回信。

I hope this information is helpful.
希望这些信息有用。

Please call me if you have any question.

如果你有任何问题,请给我电话。
(一般这些句子后面用句号即可,没有必要用感叹号。其他地方一般情况下也不要用感叹号)

落款-signature

结尾祝福语

以下词汇在正式场合及非正式场合均可使用

Sincerely, Sincerely Yours,Yours Sincerely

Regards, Best Regards

Yours, Yours Truly, Truly

Best, Best Wishes

签名档要跟着结尾敬语后面:

Sincerely,
John SmithSales Representative,
Flooring Company

一些常用句
请求帮忙:

At your convenience, would you please send me…最后加上Thank you for your assistance.
寻求意见:
Our team would appreciate your insights/input on…
期待回复:
Due to the short timeframe for this proposal, prompt reply is greatly appreciated.
回答对方问题:
Hope this answers your question. Let me know if further detail/explanation would be helpful.
致歉:
My sincere apology for this unfortunate situation; I will address to my team immediately.Again,please accept my most sincere apology.

●谈及……

With reference to our telephone conversation today…

As I mentioned earlier about…

As you requested…

This is in response to your email today.

●告知消息

Please be advised/ informed that…

Please note that…

We would like to inform you that…

●告知坏消息

We are sorry to inform you that…

I'm afraid I have some bad news.

●请

We would be grateful if you could…

I would appreciate it if you could…

Would you please send us…?

●提供帮助

If you wish , we would be happy to…

Please let me know if there's anything I can do to help.

●提醒

I'm just writing to remind you of…

May we remind you that…?

注意事项

Subject Line 标题

简洁清楚的总结邮件出题的内容。
例如:Subject line: Summary of Our Meeting with ABC Suppliers又或是市场宣传类的邮件标题:
- Join us at the MLH Scholars Luncheon!(号召性的标题)- 3 Tools to Simplify Your Marketing (总结式的标题)

Simplified Sentences 简化句子

忌用复杂的长单词或是技术术语使邮件内容累赘冗长,而是应该尽量简化邮件里的句子。但这并不代表不能使用复合句(用and, although, or等连词组合起来的句子),只要保证长句是清楚易懂的就没有问题。

例如:
原句:In 1962 , Steinbeck received the Nobel Prize for Literature.
简化后: Steinbeck won the Nobel Prize in Literature in 1962.

Who are readers? 明确读者

同事、客户还是老板正式还是非正式

例如:
非正式–Thanks for emailing me on 15th February.
正式–Thank you for your email dated 15th February.
非正式–Sorry, I can’t make it.
正式–I am afraid I will not be able to attend.
非正式–Can you…?
正式–I was wondering if you could….?

Capital letters, punctuation, spelling and basic grammar 细节

尤其是在工作中的邮件,对于细节的注重能够看出个人本身的修养和工作的专业态度

Capital letters 首字母大写:什么时候使用大写字母?
1. 每一句的第一个单词的第一个字母
2. 第一人称“我”
3. 人名或是头衔
4. 电影、书籍和作品等的名字
5. 月份
6. 星期
7. 季节
8. 节日
9. 国家或大洲
10. 河流、海洋、湖泊等
11. 沙漠、山地等地点名称
12. 街道、大楼或是公园等

Direct or indirect 直接或是不直接

美国普遍的工作邮件风格都是较直接、不是很正式的。但对于英语非母语的我们来说这样的风格不好把握,稍微弄不好还会让别人误会自己是粗鲁没有礼貌。
例如以下两种直接和非直接的用法。

Direct – I need this in half an hour.
Indirect and polite – Would it be possible to have this in half an hour?
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
Direct – It’s a bad idea
Indirect – To be honest, I’m not sure if that would be a good idea.

Be positive 积极的态度

邮件里的用词用句都能够体现个人的态度和性格,要巧妙的选用显示积极态度的词语,表现出自己在工作中的Can-do精神。

显示积极态度的词:
helpful, good question, agreed, together, useful, I will do my best, mutual, opportunity
显示负面态度的词:
busy, crisis, failure, forget it, I can’t, it’s impossible, waste, hard

Get feedback 请教别人的意见

向身边写作能力好、工作经验足的朋友、同事或是老师求教,请他们帮忙看看你的邮件,从而根据他们的意见改进提高。

另一个方法则是注意观察和学习其他人写的好的邮件。例如收到来自同事的、老板的或是教授的邮件,注意学习他们的用词用句然后记录下来,收为己用!

作者:Tanya
链接:https://www.zhihu.com/question/20870189/answer/101261061
来源:知乎


Hope to be a free geek forever.