英語乾貨：商務寫作技巧
職場上的你們，尤其是在外企，經常會遇到一些外貿函電或者業務函電等等的困擾。到底該怎麼寫纔是規範的，要如何表達出意義而又不失禮貌，商務寫作自然有商務的風格，如何下筆?來看看下面的內容吧，它會告訴你答案的。
一.外貿函電寫作文法技巧
1.主客分明、意思清晰
2.表達明確，決不模棱兩可
3.結構對稱,易於理解.
4.單複數不亂,不然會好刺眼,看不舒服.
5.動詞主謂要呼應.
6.時態和語氣不要轉變太多
7.標點要準確.
8.拼字正確. 有電腦拼字檢查功能後,也需要認真檢查.
9.大小寫.非必要不要整個字都是大寫:,例如: MUST change to OS immediately. 外國人就覺得不禮貌和喝令人一樣. 要強調的話,用底線,斜字,粗體就可以了。
二、外貿函電寫作文體技巧
1.可讀性.對象是大學程度的話,用高中的英文就行.多用短句(15-20字爲佳), 技術性的字,就更加要簡單易明.
2.注意段落的開頭.一般來說,重要或強調的事情都放在信件或段落的開頭,而句子就放在最尾. 例如: use he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape. forwarded his congratulations on cassette tape because he was u
nable to attend the meeting personally. 兩者強調的事情就有分別了.
3.輕重有分. 等同重要的用and來連接,較輕放在次要的句子裏.
4.意思轉接詞要留神. 例如: but (相反), therefore (結論), also (增添), for example (闡明). furthermore和moreover
5.句子開頭不要含糊不清的主詞. 例子: These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什麼呀????開頭少用this, that, it, they, 或 which.
6.修飾詞的位置要小心,例如: He could only reimburse the cost after July 15. 應爲 He could reimburse the cost only after July 15.
7.用語要肯定準確.切忌含糊. 例如:The figures show a significant increase.” Significant十分不明確, 改爲: The figures show an increase of 19%.
8.立場觀點一致. 少用被動語. 例如: Partial data should be submitted by April. 改爲: You should submit partial data by April.就很好了.
三、外貿函電寫作格調技巧
1.式樣和句子長度不要太單調. 千篇一律的subject-verb-object太單調乏味，有時短句與長句可以相互搭配.
2.弱軟的詞(e.g. was, were, is, are...)可以加強一點. 例如: Prunton products are highly effective in ... 改爲: Prunton products excel in ...就有力很多了.
3.親切,口語化是比較受歡迎! 用賓詞和主動的詞,讓人覺得受冷落. 例如: 1. This information will be sincerely appreciated.” 2. We sincerely appreciate your information. 明顯地,我們會喜歡第2句.
四、外貿函電寫信提示技巧
1.人家的名字、頭銜或學位千萬不要錯.以下是一樣的:
Howard E. Wyatt, .
Dr. Howard E. Hyatt
2.多過一個男人,用Messrs, ：/'mɛsɚz/就是Misters的意思,不過不要跟名字,跟姓
例如:
Messrs. Smith, Wyatt, and Fury
女人呢? 用Mesdames, Mmes., or Mses. 同樣不要跟名字. 例子:
Mses. Farb, Lionel, and Gray
男女一齊呢? 弄清楚稱呼就行.例如:
Dr. and Mrs. Harold Wright
Mr. Harold Wright and Dr. Margaret Wright
Mr. and Mrs. Harvey Adams-Quinn
3.有人有自己頭銜就要跟緊,例如有人有榮譽學位就不喜歡用一般的頭銜，有時大頭不知道對方頭銜,乾脆用Ms.算了.
Ms. Sarah Gray
4.地址要低，日期至少兩行.寫名時,職銜短可以一行過,長就兩行.例如:
Ken Green, President
Ken Green
Vice President of International Operations
但下面的寫法就顯得不妥：
Ken Green
Vice President of UnicomChina
正確應爲:
Ken Green
Vice President, UnicomChina
5.老外的名字有時有Jr. 或 Sr.,之前的逗點是隨你喜歡的,以下都是正確,不要笑人:
Michael J. Smith, Jr.
Michael J. Smith Sr.
6.外國國名儘量用大寫.是爲尊重,也方便郵.
7.地址上的數字直接用阿拉伯數字,除了One,例子:
127 Ninth Avenue, North
127 E. 15 Street
5 Park Avenue
One Wingren Plaza
556 - 91 Street
五、外貿函電寫作結尾致意——弄清大家的關係才選擇用詞
例子:
1. Very formal非常正規的(例如給政府官員的)
Respectfully yours,
Yours respectfully,
2. formal正規的(例如客戶公司之間啦)
Very truly yours,
Yours very truly,
Yours truly,
3. Less formal不太正規的(例如客戶)
Sincerely yours,
Yours sincerely,
Sincerely,
Cordially yours,
Yours cordially,
Cordially,
4. Informal非正規的(例如普通朋友,同事之類)
Regards,
Warm regards,
With kindest regards,
With my best regards,
My best,
Give my best to Mary,
Fondly,
Thanks,
See you next week!
we, I, and you的選用
如果是公司代表聯絡生意之類,可以用:
We will reimburse you for these legal expenses.
Syncope will reimburse you for these legal expenses.
如果單純說你自己,可以用:
I found the brochure very informative.
有時可以一起用啦...:
We are pleased to offer you the position of sales director, and I am looking forward to our Tuesday morning meeting.
I和you正確使用.一般來說,收信人的利益比較重要,名義上都要這樣想.給人尊重的語氣就.多用you有時會有隔閡的感覺.
You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一樣)
Im pleased that our board has selected you as the best qualified candidate to serve on our advisory board. I hope youll agree to serve. (較友善)
Your book was well written and comprehensive.
I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客氣一點,人家受落)
總之,語氣和賓詞的運用得當能決定你的禮貌程度.
六、外貿函電寫作開頭致意
用人家的名字總好過人家的頭銜稱呼. 如果沒有名字,或者是很正規信的信件,可以考慮下面的稱呼:
Dear Committee Membe:r:
Dear Meeting Planner:
Dear Colleagues:
To All Sales Reps:
To Whom It May Concern:
Dear Sir or Madam:
Dear Madam or Sir:
Dear Purchasing Agent:
如果是公司
Gentlemen or Ladies:
Ladies or Gentlemen:
如果公司是全男班或全女班
Dear Sirs:
Dear Ladies:
Dear Mesdames:
Gentlemen:
Ladies:
有時見到人家用冒號就說人家錯,其實不然
Dear Mr. Jones: (非常正規)
Dear Joan:
Dear Jim,
Jim, (非正規)
七、外貿函電寫作簽名技巧
用筆親自簽名會比較受歡迎,不要電腦貼圖或蓋章....不要把Mr., Ms., Mrs., Dr.之類一起籤
簽名也看信件的語氣.給朋友或公司客戶,籤Bill也可以,給陌生人就最好用Gates或者Bill Gates啦.
第二章 業務函件寫作
一.建立業務聯繫
1。主動跟新買家建立聯繫
Dear Mr. Jones:
We understand from your information posted on that you are in the market for textiles. We would like to take this opportunity to introduce our company and products, with the hope that we may work with Bright Ideas Imports in the future.
We are a joint venture specializing in the manufacture and export of textiles. We have enclosed our catalog, which introduces our company in detail and covers the main products we supply at present. You may also visit our online company introduction at Http://********* which includes our latest product line.
Should any of these items be of interest to you, please let us know. We will be happy to give you a quotation upon receipt of your detailed requirements.
We look forward to receiving your enquires soon.
Sincerely,
2。對新買家要求建立業務聯繫的回覆
Dear Mr. Jones:
We have received your letter of 9th April showing your interest in our complete product information.
Our product lines mainly include high quality textile products. To give you a general idea of the various kinds of textiles now available for export, we have enclosed a catalogue and a price list. You may also visit our online company introduction at Http://********* which includes our latest product line.
We look forward to your specific enquiries and hope to have the opportunity to work together with you in the future.
3。向老客戶介紹公司的最新產品信息
Dear Mr. Jones:
We have refreshed our online catalog at http://*********, and now it covers the latest new products, which are now available from stock.
We believe that you will find some attractive additions to our product line. Once you have had time to study the supplement, please let us know if you would like to take the matter further. We would be very happy to send samples to you for close inspection.
We will keep you informed on our progress and look forward to hearing from you.
Sincerely,
4.回覆查詢及報價
回覆對某個產品的查詢
Dear Mr. Jones:
Thank you for your inquiry of 16 March. We are pleased to hear that you are interested in our product "toaster".
Weve enclosed the photo and detailed information of the product for your reference:
Product: toaster
Specification: ***************
Package: 1pcs/box
Price: 10usd/pcs
Payment: L/C
For purchase quantities over 1,000pcs of individual items we would allow you a discount of 1%. Payment is to be made by irrevocable L.C at sight.
We look forward to receiving your first order.
Sincerely,
無法提供對方查詢中所要求的產品時
Dear Mr. Jones:
Thank you for your enquiry of 12 March cate 9 cable.
We appreciate your efforts in marketing our products and regret very much that we are unable to supply the desired goods due to excessive demand.
We would, however, like to take this opportunity to offer the following material as a close substitute:
Cate 5, US$__ per meter FOB Shanghai, including your commission 2%.
Please visit our catalog at http://www.********* for more information on this item. If you find the product acceptable, please email us as soon as possible.
Sincerely,
Dear Sir or Madam:
查詢對方公司的產品
We know that you are exporters of textile fabrics. We would like you to send us details of your various ranges, including colors and prices, and also samples of the different qualities of material used.
We are volume dealers in textiles and believe there is a promising market in our area for moderately priced goods of this kind mentioned.
When quoting, please state your terms of payment and discount you would allow on purchases of quantities of not less than 1000 meters of individual items. Prices quoted should include insurance and freight to San Francisco.
Sincerely,
5。幾種報盤 (a.)
Dear Mr. Jones:
We thank you for your email enquiry for both groundnuts and Walnutmeat CNF Copenhagen dated February, 21.
In reply, we offer firm, subject to your reply reaching us on or before February 26 for 250 metric tons of groundnuts, handpicked, shelled and ungraded at RMB2000 net per metric ton CNF Copenhagen and any other European Main Ports. Shipment to be made within two months after receipt of your order payment by L/C payable by sight draft.
Please note that we have quoted our most favorable price and are unable to entertain any counter offer.
As you are aware that there has lately been a large demand for the above commodities. Such growing demand will likely result in increased prices. However you can secure these prices if you send us an immediate reply.
Sincerely, (b.)
Dear Mr. Jones:
We thank you for your letter dated April 8 inquiring about our leather handbags. As requested, we take pleasure in offering you, subject to our final confirmation, 300 dozen deerskin handbags style 190 at $124.00 per dozen CIF Hamburg. Shipment will be e
ffected within 20 days after receipt of the relevant L/C issued by your first class bank in our favor upon signing Sales Contract.
We are manufacturing various kinds of leather purses and waist belts for exportation, and enclosed a brochure of products for your reference. We hope some of them meet your taste and needs.
If we can be of any further help, please feel free to let us know. Customers inquiries are always meet with our careful attention.
Sincerely, (c.)
Re: SWC Sugar
Dear Sirs,
We are in receipt of your letter of July 17, 2002 asking us to offer 10,000 metric tons of the subject sugar for shipment toJapanand appreciate very much your interest in our product.
To comply with your request, we are offering you the following:
1. Commodity: Qingdao Superior White Crystal Sugar.
2. Packing: To be packed in new gunny bag of 100kgs. each.
3. Quantity: Ten thousand (10000) metric tons.
4. Price: US dollars one hundred and five (US$105.00) per metric ton, Fob Qingdao.
5. Payment: 100% by irrevocable and confirmed letter of credit to be opened in our favor through A1 bank in Qingdao and to be drawn at sight.
6. Shipment: Three or four weeks after receipt of letter of credit by the first available boat sailing to Yokohama direct.
Please note that we do not have much ready stock on hand. Therefore, it is important that, in order to enable us to effect early shipment, your letter of credit should be opened in time if our price meets with your approval.
We are awaiting your reply.
Sincerely,
還盤
作爲當對方壓價太低
Dear Mr. Jones:
We confirm having received your telex of May 17, asking us to make a 10% reduction in our price for Mens Shirts. Much to our regret, we are unable to comply with your request because we have given you the lowest possible price. We can assure you that the price quoted reflects the high quality of the products.
We still hope to have the opportunity to work with you and any further enquiry will receive our prompt attention.
sincerely
作爲買家，認爲對方報價太高
Dear Mr. Jones,
We acknowledge receipt of both your offer of May 6 and the samples of Mens Shirts, and thank you for these.
While appreciating the good quality of your shirts, we find your price is rather too high for the market we wish to supply.
We have also to point out that the Mens Shirts are available in our market from several European manufacturers, all of them are at prices from 10% to 15% below the price you quoted.
Such being the case, we have to ask you to consider if you can make reduction in your price, say 10%. As our order would be worth around US$50,000, you may think it worthwhile to make a concession.
We are looking forward to your reply,
Sincerely,
6.關於信用證
要求對方開立信用證
Dear Mr. Jones:
With reference to the 4,000 dozen shirts under our Sales Confirmation 260, we wish to draw your attention to the fact that the date of delivery is approaching but up to the present we have not received the covering L/C. Please do you utmost to expedite its establishment so that we may execute the order within the prescribed time.
供應商，
In order to avoid subsequent amendments, please see to it that the L/C stipulations are in exact accordance with the terms of the contract.
We look forward to receiving your favorable response at an early date.
Sincerely,
因對方未能如期開立信用證而交涉
Dear Mr. Jones:
With reference to our Sales Confirmation No.825 dated August 10, 2002, we regret to say that your letter of credit has not yet reached us up to the time of writing. This has caused us much inconvenience as we have already made preparations for shipment according to the stipulations of the said Sales Confirmation.
You must be aware that the terms and conditions of a contract once signed should be strictly observed, failure to abide by them will mean violation of contract. If you refer to our Sales Confirmation, you will see the clause reading:
"The Buyer shall establish the covering Letter of Credit before 30th August, 2002, failing which the Seller reserves the right to rescind the contract without further notice."
The goods you ordered have been ready for quite some time and the demand of late has been so great that we find it hard to keep them for you any longer. However, in consideration of our friendly business relations, we are prepared to wait for your L/C, which must reach us not later than October 5, 2002. If we again fail to receive your L/C in time, we shall cancel our Sales Confirmation and ask you to refund to us the storage charges we have paid on your behalf.
Your cooperation in this respect will be appreciated.
Sincerely,
修改信用證
Dear Mr. Jones:
We have received your L/C No.121/99 issued by the Yemen Bank for Reconstruction & Development for the amount of $19,720 covering 1,600 dozen Mens Shirts. After reviewing the L/C, we find that transshipment and partial shipment are not allowed.
As direct steamers to your port are difficult to find, we have to ship via Hong Kong more often than not. As to partial shipment, it would be our mutual benefit because we could ship immediately whatever we have on hand instead waiting for the whole lot to be completed.
We, therefore, are writing this afternoon, asking you to amend the L/C to read: "TRANSSHIPMENT AND PARTIALSHIPMENT ALLOWED"
We shall be glad if you see to it that amendment is cabled without any delay, as our goods have been packed ready for shipment for quite some time.
Sincerely,
延長信用證期限
Dear Mr. Jones:
We thank you for your L/C for the captioned goods. We are sorry that owing to some delay on the part of our suppliers at the point of origin, we are not able to get the goods ready before the end of this month. As a result, we sent you a cable yesterday reading: L/C1415 PLSCABLE EXTENSION SHIPMENT VALIDITY 15/31 MAY RESPECTIVELY LETFOLLOWS
It is expected that the consignment will be ready for shipment in the early part of May and we are arranging to ship it on s/s "Fanyang" sailing from Dalian on or about 10th May.
We are looking forward to receiving your cable extension of the above L/C thus enabling us to effect shipment of the goods in question.
We thank you for your cooperation.
Sincerely,
1)我們盼望於近日內接獲回信
1. We hope to receive your favour at an early date.
2. We hope to be favoured with a reply with the least delay.
3. We await a good news with patience.
4. We hope to receive a favourable reply per return mail.
5. We await the pleasure of receiving a favourable reply at an early date.
6. We await the favour of your early (prompt) reply.
7. A prompt reply would greatly oblige us.
8. We trust you will favour us with an early (prompt) reply.
9. We trust that you will reply us immediately.
10. We should be obliged by your early (prompt) reply.
(2)回信請用電報
1. We await your reply by telegraph.
2. Please wire reply to our telegram of this morning.
3. We are anxiously awaiting your reply by telegram.
4. Please arrange for your telegraphic reply, or long distance call, to reach us before noon on Monday.
5. Cable reply immediately, using Western Union Code.
6. Please acknowledge by wire the receipt of these instructions.
7. Please do not fail to telegraph your reply immediately on receipt of this letter.
8. Please telegraph your decision without delay as we have offers awaiting.
9. Please telegraph reply immediately, our offices will be open until 9 p.m.
10. Oblige us by replying by telegram before noon tomorrow, as we have another offer.
11. Inform us by telegram of your lowest quotations.
(3)關於某某事項，謹表謝意
1. Please accept our thanks in advance for your usual kind attention.
2. Please accept our thanks for the trouble you have taken.
3. We are obliged to you for your kind attention in this matter.
4. We are greatly obliged for your trial order just received.
5. We wish to assure you of your appreciation of your courtesy in this matter.
6. We thank you for your order just received.
(4)請原諒我的回信延遲
1. Please excuse my late reply to your very friendly letter of March 1.
2. I hope you will forgive me for not having written you for so long.
3. I hope you will excuse me for not having replied to you until today.
4. I humbly apologize you for my delay in answering to your kind letter of May 5.
5. I have to (must) apologize you for not answering your letter in time.
6. I must ask you to kindly accept our excuses, late as they are.
(5)我們對您的關照，謹致謝意
1. We request you to accept our warmest thanks for the anticipated favour.
2. We thank you in advance for the anticipated favour.
(6)我們時刻不忘盡我們所能，爲您服務，等。
1. We assure you of our best services at all times.
2. We shall spare no efforts in endeavouring to be of services to you.
3. We shall be pleased to be of service to you at all times.
(7)請原諒給您添了麻煩
1. We hope you will pardon us for troubling you.
2. We regret the trouble we are causing you.
3. I regret the trouble it caused you.
(8)請寬恕某某事項
1. Please excuse this clerical error.
2. We tender you our apology for the inconvenience this error may have caused you.
3. We request you to accept our regret for the error of our clerk.
(9)請多加關照
1. We solicit a continuance of your valued favour.
2. We solicit a continuance of your confidence and support.
3. We hope we may receive your further favour.
(10)如有機會，我們必會報答您
1. It would give us a great pleasure to render you a similar service should an opportunity occur.
2. We wish to reciprocate the goodwill.
3. We shall on a similar occasion be pleased to reciprocate.
怎麼樣?根據上面的內容，大家學會商務英語寫作了嗎?其實只要領悟其中的關鍵竅門，其他知識還是很好掌握的。重要的是你真的掌握這門知識了，想要學習更多的商務英語知識，不妨來網校逛逛，這裏的課程都是精心安排的，適合有需要的你們。
