這篇介紹的是比較正式的商業信件 business email,在聯絡別的公司或比較不熟的同事會用到,跟常合作的同事可能用詞就會比較不正式 (informal)。在寫英文信件的時候最重要的是語氣和文法,尤其是跟 native speaker 溝通的時候要特別注意文法。
我們來看看 email 的實際內容吧!
1. Greeting 問候語
Business email 的開頭都需要一個 greeting 或是問候,最常見的用法是 Dear 接收信人的名字,以下是一些例子:- Dear John,
- Dear Mr. John Smith,
- Dear Mr. Smith,
再來提供給大家一個還蠻常見的用法,在你不確定收件人是誰的時候很好使用!公司收到這種信通常都會轉寄 (forward) 給相關的人員。
- To whom it may concern,(敬啟者:)
- Dear Sir or Madam,
2. Purpose 目的
在進入信件內文之前我們通常會先告知收信人這封信件的重點或目的。- I am writing to inquire …
我寫這封信想詢問 … - I am writing in reference to …
我寫這封信是關於 …
- Thank you for reaching out to us regarding …感謝您主動聯絡我們 …
- 口語:I’m talking about the meeting scheduled for next week.
- 正式:I am writing in reference to the meeting scheduled for next week.
- 正式:I am writing to you regarding the possibility of scheduling a meeting for next week.
3. Content 內文
再來就是信件的內文了,先跟大家提醒一些小技巧,寫商業信件的時候內文要簡單明瞭 (clear and concise),相信大家每天也收到很多 email,不想讀很冗長的信吧!記得也要注意正式信件裡我們不會把一個句子全部大寫,可是可以用粗體讓重點句子比較明顯。
- (O) PLEASE REVIEW THE ATTACHED DOCUMENTS THOROUGHLY.
- (X) Please review the attached documents thoroughly.
請仔細檢視附件。
- I have attached the previously mentioned documents for your review.
上述資料已於信末夾帶檔案內附上供您參考。 - Please see the attached documents for a quotation of the requested services.
請參閱附加檔案內之服務相關報價。
4. Closing 結尾
信件內文的最後一部分通常會感謝收信人或解釋下一步是什麼。- If you have any further questions or concerns, please don’t hesitate to contact me. 若您有任何問題或疑慮,請不吝與我聯繫。
- Thank you for your time and consideration.
感謝您的寶貴時間。 - I look forward to hearing from you.
我很期待能夠收到您的回覆。
5. Sign off and signature block 結尾敬語與簽名檔
再來就是信件的結尾,會有 sign off 和 signature block,sign off 要注意只有第一個字需要大寫!下面提供一些最常看到的 sign off:- Sincerely,
- Yours sincerely,
- Respectfully,
- Best regards,
想學習更多 sign off 的寫法可以參考這篇文章:除了Best regards,你還有更多用法!七個實用書信結尾用語
Sign off 後面要接 signature block,這個包括你的姓名 (name)、職稱 (title)、公司 (company)、聯絡資訊 (contact information) 等。
Sincerely,完整 business email 範例
John Smith
Sales Representative, Flooring Company
+886-900-000-000
最後我們來看看完整的一個 business email 長什麼樣:
Dear Ms. Jones,(本文獲《看VoiceTube學英語》授權刊登,原文請點此。)
Thank you for reaching out to us regarding price quotations for hardwood flooring. Please see the attached document for a preliminary quotation. These quotes will vary greatly depending on your choice of board width, texture, color, finish etc. Once our technicians assess the space you wish to install new flooring in, we will be able to provide you with a more accurate quote. I have also attached photos of several of the wood samples we currently have in stock.
If you have any further questions or concerns, please don’t hesitate to contact me. Please let me know if you decide to move forward with the assessment, and I look forward to hearing from you.
Sincerely,
John Smith
Sales Representative, Flooring Company
+886-900-000-000
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