商務英語培訓之如何寫郵件

在職場中尤其在英語環境的職場中，郵件是很常用的溝通手段。工作中越來越多人面臨需要使用英文寫郵件的時刻，如何寫一封簡介明瞭、穩重流暢的商務信件?既能表達清楚自己的想法又能禮貌寒暄?今天我們就來說說怎麼樣才能拯救你的英文郵件吧!

基礎 郵件步驟

郵件第一步：問候語

Greeting

一般最常使用的是Dear+收信人姓名。如果是寄信給長輩或領導、客戶，加上稱謂會比較正式，平級同事或合作伙伴直接寫名字即可。

當遇到收信人不確定的時候，比如轉寄給某項目的相關人員，可以用

To whom it mayconcern,(敬啓者：)

Dear Sir or Madam,

格式需注意的是，所有greeting後面要加逗號，然後空一行開始信件正文。

郵件第二步：告知目的

Purpose

在詳細表述前，一般需要一句提綱挈領的話告知郵件重點。

I am writing to inquire …

寫信來詢問有關 …

I am writing inreference to …

這封信是關於 …

回信的開頭可以說

Thank you for reaching out to us regarding …

感謝您聯絡我們 …

in reference to 和 regarding 是“有關”“關於”的意思。行文中使用會比較正式，我們熟悉的about比較口語化，郵件中最好不要用。對比感受一下：

口語：I’m talking about the meeting scheduled for next week.

正式：I am writing inreference to the meeting scheduled for next week.

正式：I am writing to you regarding the possibility of scheduling a meeting for next week.

這裏in reference to與regarding的一點點不同在於，inreference to用於已經跟對方提到過的事而regarding的用法比較廣泛。

郵件第三步：正文

Content

商務郵件最重要的一點就是要簡單明瞭!直入主題，不要用大長句，這裏不需要你展示自己的水平。

“我已將××粘帖至附件”也是經常使用的句子。

Please review the attached documents thoroughly.

請仔細查閱附件。

I have attached the previously mentioned documents for your review.

上述所提文件已附在文章附件請查閱。

Please see the attached documents for a quotation of the requested services.

請參閱附件內的服務相關報價。

郵件第四步：結尾

Closing

通常我們會客氣地說，辛苦、感謝、隨時溝通之類的。

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

如果您有任何問題歡迎隨時溝通。

Thank you for your time and consideration.

感謝您的寶貴時間。

I look forward to hearing from you.

盼復。

郵件第五步：結尾敬語&簽名檔

Sign off and signature block

這裏注意，只要首字母大寫就可以了，不用全部大寫哈!

Sincerely,

Yours sincerely,

Respectfully,

Best regards,

在北美很少人會用 Regards,Best regards,因爲不是很正式，Sincerely是最保守安全的用法!

簽名檔要跟着結尾敬語後面：

Sincerely,

John Smith

Sales Representative, Flooring Company

+886-900-000-000

進階萬金油句子

請別人幫忙的郵件

At your convenience, would you please send me.....

客氣一點，最後加上Thank you for your assistance.

如果是回答對方的問題，最後加上Hope this answers your question. Let me know if further detail/explanation would be helpful.

尋求意見

Our team would appreciate your insights/input on.....

Due to the short time frame for this proposal, prompt reply is greatly appreciated.

會議取消通知

I want to be mindful of your time and we don’t have any updates at this point; therefore I suggest that we cancel/reschedule today's meeting. If you disagree or need assistance, please let us know.

My apologies for the late notice, but i need to reschedule toMorrow's call. There remain a few open items we need to address, therefore i will send out a new invite once we agree upon a time.

道歉

My sincere apology for this unfortunate situation; I will address to my team immediately.

Again，pleas eaccept my most sincere apology.

文件草稿請求上司過目

Attached is thedrafted xx file. It is still a work in process but I would like to see ifanything immediately stood out to you as odd or worthy of follow-up.

休假或無法及時處理郵件時，自動回覆內容可以參考以下句子

Thank you for youre-mail. I will be out of the office on vacation from XXX - XXX with no access to e-mails. I apologize for any delay in response to your e-mail. I will respond to your e-mail as quickly as I can when I return to the office on Monday, April 18th. Thanks!

Thank you for youre-mail. I am out of the office in meetings on XXX and XXX with limited accessto e-mail. If you need immediate assistance, please contact me via my mobilephone. Thank you!

郵件問好 (美國人好喜歡用hope)

週一/二可用：

I hope that yourweek is off to a great start.

Hope you had agreat weekend.

萬能的：

Hope you’rewell/Hope you are doing well.

I hope thismessage finds you well.

TIPS 讓郵件錦上添花

連接詞的使用

快拋棄BTW吧，在一個郵件裏說起另外一件事情，你可以用in addition to/additionally/furthermore

多使用被動語態

郵件或者正式的文件裏，被動語態會顯得更專業。比如需要某樣東西，把I need xxx改成xxx is required.是不是看上去專業多了?

還有一個例子可以省掉主語，把句子結構改成Itis+動詞，比如It is proposed that/It is confirmed that...

多注意nativespeaker的用詞

注意用他們常用的同義詞替換你常用的。比如because of 可以用due to替代;比如請別人覈實問題的時候不要只會用check, clarify/verify/cross verify都非常好用;比如表示在某件事之前除了before你還可以用priorto;表示在某件事之後除了用after還可以用upon(當然用法有一些區別，舉例：Let's talk about this after you come back改成Let's talkabout this upon your return)

類似的同義詞，如果用的時候不確定用法是否有區別，隨時查字典即可。

兩個投訴句式

There were somesmall issues which we probably need your attention to look upon.

Due to thediscrepancies in xxx issue we need your attention to resolve the problem.

看了這篇內容，大家有什麼想法呢?即使你不在外企工作，即使你也不用學習商務英語，但是積累重要的知識也是我們學習的一部分。如果你正在學習英語，如果你也想提升自己的水平，那麼可以來看看這篇內容。