【英文E-mail】英文商業書信萬用50句 寫一封改變命運的好Email！

 

MIT100萬個設計故事
商業英語戰鬥力
大 提 昇 ！

每次要用英文撰寫Email的時候都很容易不知所措嗎?寫了半天最後還是決定交給Google翻譯草草了事?MIT100萬個職場生活提案今天就來說說寫英文商業Email時可以使用的基本乾貨吧!

如何提升商英書信力？

第一步：補強不足的「文法力」

構成英文句子組成的黃金原則，方能避免落入逐字中翻英的困境，撰出讓人無法理解之內容。

• Why？跟聽、說不同，文法的紮實與否是影響學習者讀不讀得懂、寫不寫得正確、甚至是優不優美的首要關鍵！
• What？英文句子在句點前，本只能有一個主詞一個動詞
  可一旦施行「六種」例外：
  子句、連接詞、介系詞、慣用句、分詞構句、文學寫作
  該句子便能衍生為一個複雜，卻兼顧精確性和修辭美的「長句」。

第二步：專業商業書信的格式&寫作Ground Rules

副本 Carbon Copy(CC) vs. 密件副本Blind Carbon Copy(BCC)

• 為避免事後尷尬，建議不使用密件副本(BCC)，用轉發(Forward)就好
• 標題不要空白。做出清晰簡潔的描述，讓收件者有打開信件的慾望

內文(Body Copy / Text)

• 敘述條理分明
• 若非深入型分析文(這類型可用附件檔載明)，整篇電郵只需1-3段、不超過800字
  若不得不有第4段——該段也僅能呈現1-2句話。
• 字體設定大小一致、黑體
• 若非很重要或另有目的，無需使用驚嘆號
• 別用生活口說時，或發簡訊時常用的簡寫、縮寫、代號
• 跟做簡報一樣，可善用Bullet Point闡述事情
• 若有附文檔或轉發信，需提供說明
• 附文檔也得取一目瞭然之檔名，方便收件人閱讀妥善保存
• 若長句文法力有限，寧願多用短句

署名(或簽名檔Signature)

• 先撰姓名
• 下方按順序撰寫出職稱、部門、公司

第三步：掌握商業書信「稱謂處、首段、尾段、敬語區」的寫作技巧

How？從熟悉和應用常見的

句型、片語、詞彙的慣用表達法開始

稱謂

• 若跟對方(包括單一對象或某一團體)相識，可直接稱呼: Mr. Chang, / Hi, everyone, / Hello, Jack
• 切記別用Dear boss開頭，現在也不流行講Dear all囉！
• 若不確定收信者時，比方說在求職或投訴的情境，可以To whom it may concern開頭

首段

簡單寒暄開場可以說：

• I hope this letter finds you well.
• It’s good to keep in touch with you at this email.
• It’s my pleasure meeting with you at the trade show last week.
• Welcome to the Golden Card Club.

闡明寫信目的可以說：

• This is an inquiry letter.
• I’m writing (in order) to apply for the position of marketing manager at your organization.
• I’m writing to remind you of the staff meeting at 10:00 a.m. next Monday.
• I’m writing to let you know (that) we’ve received your urgent order and are processing it.
• This (letter) is written about the annual Regional Conference.
• This (email) is written in response to your request about that new product sample.
• I’m pleased to inform you that your team is selected to become our biz partner in the coming year.
• As our talk on the phone last week, we’ll go for the second option when it comes to the distribution program.
• As you may have heard, I’ll be transferred to work at the HK office starting next month.

自我介紹可以說：

• My name is Chris Wang, the procurement manager at Elite Corp.
• As you may recall, I’m Jenny Ho, the sales representative of Best Co.
• I’m Emily Lin, working for a Taipei-based shoemaker, Bling Footwear, as the Sales Director.

表達感謝可以說：

• Thank you for your inquiry and interest in our product.
• Thanks for your time and concern.
• I’d like to express our gratitude toward your decision to work with us.
• We’re grateful for your hospitality during our business trip in town last month.
• We appreciate your help.
• We’d appreciate it if you could make this happen.
• I appreciate (that) you set up a meeting for both parties soon.
• I appreciate you spending time with us on Monday.
• Your prompt delivery is (highly) appreciated.

尾段

提醒附件存在可以說：

• I’m attaching the revised version for your reference.
• The quote you asked for is attached to this email.
• More details can be found and seen in the attachment.
• Please take a look at the attached document.
• Please refer to the attached report for more information.

提供聯絡方式可以說：

• Please expect my call early next week.
• If I can be of any further assistance, please contact me anytime.
• Should you have any questions on this matter, please phone, email or fax me without any hesitation.
• If there’s anything else I can do for you, please don’t hesitate to let me know at any time.
• If there’s anything I might be helpful for you, please feel free to ask.
• I’d love to answer any questions you may have towards this issue before we meet.
• You’re encouraged to reach me at my cell phone number, 0967435321, or my email address: brucelee@ymtf. com. tw.
• Please direct any of your further questions to the HR department.
• Please contact my assistant, Alice Kim, if you still have any questions in this regard.

展現期待對方回覆或配合行動可以說：

• Please let me know if you’ll be available for the meeting next Thursday.
• Please advise whether our understanding toward this is correct or not.
• Please tell us if you’re OK with that action plan.
• Please include the contact person’s information at your reply.
• We look forward to your feedback at your earliest convenience.
• I anticipate getting your draft proposal by the end of the day.
• If it’s convenient for you, please provide us with your modified checklist in the earliest way.
• It’d be great if you could help us with your expertise.
• I wonder if you could expedite your assessment process.
• We hope to reach an agreement with you no later than the end of June.
• We wait for/await your confirmation.

署名區的敬語：

• 常見慣用詞：(Best) Regards, Sincerely
• 若十分正式，或對長輩、長官時可以寫：Respectfully, Cordially,

第四步：全面加強「商用英文寫作的邏輯和素養」包括吸收和使用「新的」相關詞彙、片語、商業慣用語、句型等

Resources？

程度初中級者：從模仿一篇篇的商英電郵「範文」著手
(a) 商英寫作類的學習工具書
(b) 多益模擬考題——著重在閱讀的電郵文章題目

程度中高級者：從精選商業和政經題材導向的國際期刊「原文」著手。
我建議的最佳學習刊物：The Economist 經濟學人

How？

(a) 專心閱讀
(b) 開口朗誦
(c) 熟記精讀
(d)下筆做摘要或改寫