英文電子郵件的寫作特點和格式 (對不起,有點長) 壹、主題 主題（Subject）框的內容應簡明地概括信的內容，短的可以是壹個單詞，如greetings；長的可以是壹個名詞性短語，也可以是完整句，但長度壹般不超過35個字母。 YES：Supplier training NO：professional trainees from sister company should abide by rule of local company（太長） 主題框的內容切忌含糊不清。 NO：像News about the meeting 這樣的表達， YES：應改為Tomorrow's meeting canceled。 壹般來說，只要將位於句首的單詞和專有名詞的首字母大寫即可。另外壹種較為正規的格式可將除了少於5個字母的介詞、連接詞或冠詞之外的每壹個單詞的首字母大寫。 YES：New E-mail Address Notification；Detailed calculation NO：detailed calculation 視信的內容是否重要，還可以開頭加上URGENT或者FYI（For Your Information，供參考），如：URGENT：Submit your report today! 二、稱呼 1、E-mail壹般使用非正式的文體，因此正文（Body）前的稱呼（Salutation）通常無須使用諸如Dear Mr. John之類的表達。在同輩的親朋好友或同事間可以直呼其名，但對長輩或上級最好使用頭銜加上姓。YES：Tommy，或者Mr. Smith。 2、稱呼和正文之間，段落之間，正文和信尾客套話之間壹般空壹行，開頭無須空格。如： Jimmy, I received your memo and will discuss it with Eric on Wednesday. Best, David 3、人家的名字千萬不要錯,老壹輩的看到名字錯就幹脆攆去垃圾桶. 同樣, 頭銜都不要錯. 頭銜或學位,任擇其壹吧.以下是壹樣的: Howard E. Wyatt, Dr. Howard E. Hyatt 4、多過壹個男人,用Messrs,就是Misters的意思,不過不要跟名字,跟姓就行啦. YES: Messrs. Smith, Wyatt, and Fury 。女人呢? YES：用Mesdames, Mmes., or Mses. 同樣不要跟名字. 例子: Mses. Farb, Lionel, and Gray 。男女壹齊呢? 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 。 5、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壹般的頭銜,有時大頭不知道對方頭銜,幹脆用Ms.算了. Ms. Sarah Gray 6、職銜短可以壹行過,長就下壹行吧.例如: Ken Green, President ／Ken Green ／Vice President of International Operations NO：Ken Green ／Vice President of Unicom China YES： Ken Green ／Vice President, Unicom China 7、老外的名字有時有Jr. 或 Sr.,之前的逗點是隨妳喜歡的,以下都是正確,不要笑人: YES：Michael J. Smith, Jr. ／Michael J. Smith Sr. 8、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,可以考慮這些： Dear Committee Member: 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: 如果是全公司： YES： Gentlemen or Ladies: Ladies or Gentlemen: 9、有時見到人家用冒號就說人家錯,其實也未必啊,看: YES：Dear Mr. Jones: (非常正規) Dear Joan: Dear Jim, Jim, (非正規) 三、拼寫 1、E-mail的非正式的文體特點並不意味它的撰寫可以馬虎行事，特別是給長輩或上級寫信，或者撰寫業務信函更是如此。寫完信後，壹定要認真檢查有無拼寫、語法和標點符號的誤。當然Outlook Express等軟件的'拼寫檢查'功能可以助妳壹臂之力。 2、外國國名盡量用大寫.是為尊重,也方便郵差. 3、標點要準確 NO：He did not make repairs, however, he continued to monitor the equipment. YES：He did not make repairs; however, he continued to monitor the equipment. 4、大小寫要註意 非必要，不要整個字都是大寫，除非要罵人。 NO：MUST change to OS immediately. 外國人就覺得不禮貌和喝令人壹樣。 YES：要強調的話，用底線，斜字，粗體就可以了。 四、結尾部分 A、書信的結尾致意要留意,弄清大家的關系才選擇用詞,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! 有時在we, I, and you之間選擇是很煩的事-- 如果是公司代表聯絡生意之類,可以用: We will reimburse you for these legal expenses. Sinopec will reimburse you for these legal expenses. 如果單純說妳自己,可以用: I found the brochure very informative. 有時可以壹起用啦...: We are pleased to offer you the position of sales director, and I am looking forward to our Tuesday morning meeting. 那麽I和you呢?好煩好煩.壹般來說,收信人的利益比較重要,名義上都要這樣想.給人尊重的語氣就壹般不會錯了. 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. (好像欠妳壹樣) I am pleased that our board has selected you as the best qualified candidate to serve on our advisory board. I hope you’ll agree to serve. (這就友善多了) Your book was well written and comprehensive. (不用妳來判斷我呀~~) I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客氣壹點,人家受落) 總之,語氣和賓詞的運用得當能決定妳的禮貌程度. B、信尾客套話（Complimentary close）通常也很簡明。常常只須壹個詞，如：'Thanks'，'Best'，'Cheers'，不需要用壹般信函中的'Sincerely yours'或'Best regards'。 C、簽名：不要把Mr., Ms., Mrs., Dr.之類壹起簽,人家會笑妳的... 簽名也看信件的語氣.給朋友或公司客戶,簽Bill也可以,給陌生人就最好用Gates或者Bill Gates啦. 五、其它註意事項： A、文法 1、切忌主客不分或模糊 例子：Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment. 應改為：Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We我們是主語, 不是report。) 2、句子不要淩碎 例子：He decided not to audit the last ten contracts. Because of our previous objections about compliance. 應該連在壹起。 3、結構對稱，令人容易理解。 例子: The owner questioned the occupant's lease intentions and the fact that the contract had been altered with ink markings. 應改為：The owner questioned the occupant's lease intentions and ink alterations of the contract. 4、單復數不要搞亂，不然會好刺眼，看不舒服。 例如：An authorized person must show that they have security clearance. 5、動詞主詞要呼應。想想這兩個分別： 1）This is one of the public-relations functions that is under budgeted. 2）This is one of the public-relations functions, which are under budgeted. 6、時態和語氣不要轉變太多。看商務英語已經是苦事，不要浪費人家的精力啊。 7、選詞正確 像affect和effect，operative和operational等等就要弄清楚才好用啦。 8、地址上的數字直接用阿拉伯數字吧,除了One,例子: 127 Ninth Avenue, North 127 E. 15 Street 5 Park Avenue One Wingren Plaza 556 - 91 Street B、文體 1、可讀性：對象是大學程度的話，用高中的英文就行，不要以為人人都是語言大師，多用短句(15-20字吧)， 技術性的字,就更加要簡單易明. 2、註意段落的開頭.壹般來說,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: （1）.Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape. （2）.He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 兩者強調的事情就有分別了. 3、輕重有分， 同等重要的用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). 分不清furthermore和moreover就不要用啦. 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是指什麽呀?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. 應為 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.” 怎樣significant呀, 改為: The figures show an increase of 19%. 8、.立場觀點壹致. 少用被動語. 例如: Partial data should be submitted by April. 改為: You should submit partial data by April.就很好了. C. 格調 1、式樣和句子長度不要太單調. 千篇壹律的subject-verb-object會悶死人的.有時短句跟著長句可以化解壹下. 2、弱軟的詞(e.g. was, were, is, are...)可以加強壹點. 例如: Prunton products are highly effective in ... 改為: 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,讓人家受落. 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. D、內容與附件 E-mail文體的另外壹個特點是簡單明了，便於閱讀，太長的內容可以以附件的方式發出。壹個段落大多僅由壹到三個句子組成。 ------- 例如: Dear xx, 正文 cheers(or regards, or yours,etc) your name ------------------ 以及這有篇比較實用的:
參考資料：
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