商务英语作文课件

初级商务英语写作

第一讲 商务英语写作的过程与基本要求

商务英语写作的过程： 准备——深思熟虑

准备工作可以采用多种形式。具体讲，一般需要对以下几方面有明确的认识： 1． 作者的角色

一般来说，首先要判定交际双方的等级关系和亲疏关系，然后即可确定交际走向是否应为上行文、下行文或平行文。划分出这个界限，才能做到语言准确得体。

2． 读者的角色

读者信息包括： -身份（决定语气）

-专业水平（决定用词） -人数 -主次

3． 预期的目的

效率是第一位的，因此最好开门见山，切中主题；文字应简洁明了。

起稿——条理分明

在写的过程中，我们需要完成如下几项任务： 1． 确定篇幅

一般分为开头、主体、结尾三部分。 读者视角：迅速捕捉头尾信息。 2． 组织布局

商务文章注重逻辑性，结构严谨，环环相扣。 由近至远，由浅至深，由轻至重。 3． 区分类别

在给自己的文章定位时，以下几点值得我们注意。

ⅰ 记叙与非记叙 ⅱ 互动性与单向性 ⅲ 抽象信息与具体信息 ⅳ 客观描述与主观判断 定稿——精雕细琢 定稿的标准尺度：

? 布局合理，层次分明 ? 信息合理，内容完整 ? 语气恰当，适合读者 ? 语句连贯，一气呵成 ? 句型丰富，短句为主 ? 措辞到位，表达准确

商务写作的基本要求：

在写作过程中都必须遵循的六大原则，即准确（Correctness）、清楚（Clarity）、简明（Conciseness）、具体（Concreteness）、完整（Completeness）、和礼貌（Courtesy），也叫做商务写作的6C原则。

第一条原则：准确(correctness)。从广义上讲，商务英语写作的准确性原则包括四层意义：阅读人能理解、接受的英语水平；使用精确措词，传达准确信息；正确地使用语法和标点符号；拼写正确。

(1)恰当的语言风格

我们在撰写正式的商务英语写作时，应尽量使用正规的语言；而当起草非正式的商务便条、商务便函及商务书信时，可使用较通俗的口语。请比较下面两组例词：

Informal Formal approximately About inquire Ask ascertain find out obtain receive assist help participate share construct build purchase buy contribute give sufficient enough difficult hard utilize use (2)准确的措词和信息 商务写作离不开商务术语，一般常用的商业术语用字简洁。商务英语写作应该特别注意措词和信息的正确性。

(3)正确的语法和标点符号

常见的标点符号错误主要出现在逗号、冒号、省字号等。 常见的语法错误一般出现在以下几个方面： ①主谓之间的一致关系

②代词与先行词之间的一致关系 ③悬垂句

④修饰语与被修饰语之间的一致关系

⑤状语的位置

(4)正确的拼写

第二条原则：清楚(Clarity)。写作中要合理安排要点，运用正确的句型句法，突出重点，层次分明。

(1)逻辑布局(Logical Organization) 常用的逻辑布局方法包括： ①因果关系(Cause & Effect)

②时间顺序(Chronological Development) ③序列顺序(Sequential Development) ④比较(Comparison)

⑤一般到特殊(From General to Specific)

⑥特殊到一般(From Specific to General)

(2)合理构架句群与段落(Well-Written Sentences & Paragraphs)

在商务英语写作中，应该合理安排句子和段落的结构与长度，把各种长句、短句、简句、复杂句等最佳组合成长度恰当的段落。请看例句：

Marshall Corporation was founded forty years ago, and it now has

branch offices in four states, and it employs nearly 400 individuals. ( poor ) Marshall Corporation was founded forty years ago. With branch offices in four states, it now employs nearly 400 individuals. ( revised )

(3)统一性与一致性(Unity and Coherence)

一篇商务写作的每一个段落都要围绕一个论点从不同方面进行论证，而在每一个段落中又都有一个主题句(topic sentence)，一般安排在段首或段尾，而其它的句子则围绕着它进行论证，全文就这样一步进一步，一环扣一环地统一在主题思想上。而且，句子与句子之间，段落与段落之间都要前后呼应，首尾连贯。

(4)强调(Emphasis)

在商务英语写作中，有时需要强调某些单词、词组、句子，突出它们的作用，可以采用一些技巧手段，如下加横线，大写，或不同的字体、颜色等。

(5)避免采用模糊的语句(ambiguous sentence) 注意将句中关系紧密的词尽量靠近

第三条原则：简洁(Conciseness)。简洁是现代商务英语写作的发展趋势，是在保证内容完整无损的前提下用尽可能少的词句来阐明主题。商务英语写作要求既筒短扼要，又不失完整与清楚明白，还要包括必要的礼貌。

(1)用简洁的语言(Use simple language) 尽量使用 避免使用

please will you be good enough to prefer express a preference for because for the reason that

ask request

buy purchase need request do accomplish

letter communication

(2)少用陈词滥调(Omit trite expressions) 下表列出的是一些常见的陈词滥调： in the near future

it has come to my attention

at your earliest possible convenience avail yourself of this opportunity don' t hesitate take the liberty to due to the fact that thanking you in advance enclosed herein

with kindest regards

(3)避免冗长的表达方式和不必要的重复(avoid wordy expressions & unnecessary repetition)

请看下表中的两组例子，比较一下修改前与修改后的差别。 Concise Wordy please We would like to A long period of time a long time I expected it to be expected During the year of 1995 during 1995 For the development of for developing Square in shape square During the time that while (4)删改无关紧要的成份(Remove unneeded facts) 如果句中的某些成份被删除后不影响句子的原意，那么就应该毫不犹豫地把它们删改掉。如下面句子中的划线部分被删去后并不影响句子的原义： It should be noted that this is the best we can do。

(5)多使用主动语态的句子结构以明确表达意思 请比较下面两个句子:

Payment of their accounts will be made by Johnsons next week． Johnsons will pay their accounts next week．

第四条原则：具体(Concreteness)。商务英语写作要求内容书写得具体和明确，因此，尽量使用确定、具体的语言，直接了当地传递信息，说明问题，切忌笼统模糊。

(1) 尽可能地提供明确、具体的信息。

(2)使用具体词汇 避免使用抽象的词汇，因为抽象的词汇往往令人感觉模糊笼统。

第五条原则：完整(Completeness) 。商务英语写作的内容务必完整周密，任何要点的遗漏都可能导致重大损失。

第六条原则：礼貌(Courtesy) 。商务英语写作中的礼貌原则，并不是指采用一些客套的句式，而是指一种贯彻于全文的尊重、理解和体谅对方的态度。

以下是几条有助于礼貌的写作方法：

? 使用礼貌友好的词汇

? 体谅对方的写作态度(You-Attitude) ? 措辞得体(Appropriate Wording) ? 避免使用有性别歧视之嫌的词语 ? 及时答复(Timely Response)

课后练习

练习一：Compare the following pairs of sentences, choose the better one and state your reason:

（1） A. I have pleasure in informing you.

B. I m pleased to tell you. （2） A. Please tell (or, inform) us.

B. Please be good enough to advise us.

（3） A. Please do not anticipate any increase in prices.

B. We do not expect prices to rise.

（4） A. Will you kindly send us a reply before the end of the month for which a stamped envelope is enclosed.

B. Will you please send us a reply in the enclosed envelope before the end of the month. （5） A. I was informed that you had a typewriter for sale and would like to know if it is still on sale; if so, please advise me as to the price.

B. If you still have the typewriter which you offered for sale, please inform me of the price.

（6） A. It is not our intention to suggest that you should keep unsatisfactory

merchandise, so we are willing to ask you to return it to us at once, and will be glad to make an exchange.

B. We are sorry that the merchandise is not up to standard and we shall gladly make an exchange. （7） A. We have your remittance OF January 30 in the amount of $ 100, and wish at this time to thank you for it.

B. Thank you for your remittance of January 30 for S 100.

（8） A. Your letter in reply to ours of May 18 came this morning, and now we do not understand any more clearly your complaint than we did before.

B.Thank you for your Letter of May 20. In order that we may be of the

greatest possible help to you, will you please tell' us just what you wish us to do about the matters.

（3）冒号 (colon)

作用：用于引出下文，如表列、说话中的直接引语或解释。 用法与位置：

① 冒号主要用于列举事物，引用话语或进行解释。

② 此外，冒号还用在“as follows”或“the following\的后面。

（三）商务用词的大写

大写字母（Capital Letters）又称“Block letters”，“Upper case/print”,一般用于句首，此外大写首字母还出现在以下几种情况中： (1) 专有名词(proper nouns)。

(2) 在标题(title) 中也要大写单词首字母。

(3) 用于礼貌性称呼语（即Mr.,Mrs.,Miss.,Ms.）学衔（Dr.）和军衔（General）的首字母。

(4) 职务，职称，头衔以及组织的名称也要大写首字母。

(5) 在商务书信中，重要的字词常常被大写以引起读信人的注意。 (6) 商务英语写作中的副标题与小标题也需大写。

(7) 用于缩写词，如“a SWOT analysis”, “ASEAN”, “USA”等。

（四）数字的用法

(1) 数字在句首要被拼写出来。

(2) 用阿拉伯数字表示日期、时间、量度、页数、地址、百分比、小数等

等。

(3) 大多数情况下，序数词要被拼写成英文。

（五）缩写 (Abbreviation)：

缩写在商务英语写作中有它独特的意义。 (1)商务英语中常用的几种缩写形式： ① 置于人名前后，表示身份、职衔、学位等 ② 表示商业企业名称 ③ 表示时间

④ 表示组织名称，一般由首字母组成 ⑤合成方位词 ⑥常用的拉丁词

(2)商务英语中不应使用缩写的地方： ① 某些头衔

② 星期、月、季节 ③ 街道地址 ④ 国名、城市名

（六）开头与结尾

（一）.开头的写法和一些技巧：

1．开头：大多数商务英语写作的内容也由开头、中间、结尾三部分组成。常用的开头句写法：

① 最好在第一句话中说出你的写作目的。如：We understand that you are

exporters of nuts and should like to know if you can supply us with 5 tons of walnut meat by the end of October.

② 将最能引起读者兴趣的内容放在开头，如：I'm pleased to tell you that your

order will be delivered tomorrow. ③ 提及所涉及的商务事项。

2．就开头的内容方面来讲，书信的开头可以涉及： ⑴ 书信去函的开头 ? 询问 ? 索价 ? 求购 ? 投诉 ? 讯息 ? 报忧 ? 道歉 ? 推荐

⑵复函的开头可以包括 ? 函悉 ? 歉意 ? 谢绝 ? 服务

（二）书信结尾的措辞和语气

1．结尾：

写结尾句需注意以下几个地方：

④ 结尾句需具体，不要使用含糊、繁琐的词语或句式。 ⑤ 在结尾处提出行动的要求。

⑥ 在结尾处做简要的总结，尤其在内容比较多的情况下。请比较下面两句

话：

a) We hope that we have made the above alternatives clear to you and that they may help you make your choice. b) To sum up, you can either put your money in a savings bank and receive 6 % annual interest or invest in common stocks for higher returns but also higher risk.

2．就结尾的内容来讲，书信的结尾可以包括： （1）去函的结尾

敦促：Having this input by JUNE 3 will enable us to maintain our schedule for… 期待：Your advice would be welcome.

致谢：Your prompt attention to this matter will be appreciated.

协助：Shortly after I receive this information, I will be in touch with you> 盼复：We look forward to hearing from you.

联络：If you have any question, please call me at… 等等??

（2）复函结尾可以涉及：

请求：Please indicate your acceptance of this employment by signing…and returning a copy…

承诺：We want to ensure that you enjoy the highest standards of service. 致歉：I apologize for the inconvenient. 答谢：Thanks again for your cooperation.

祝愿：I wish you every success in your important work.

往来：We look forward to a very cordial relationship between our two organizations.

(七)书信格式

信函和传真的格式

收到一封信，收信人首先注意到的是信的格式。美观整洁的书信格式会给收信人留下深刻的印象。

标准的商业书信由以下三个部分组成： ·信头 ·信文 ·信尾 信 头

在信和传真中，信头所占页面一般不超过三分之一。

发信人地址

一般来说，商业书信的首页都使用印有公司抬头的信笺，抬头上标明公司名称、地址、电话和传真号码。传真也一样，信笺上印有抬头，并采用固定的信头格式。

传真发信人的地址位于传真纸页首固定的信头格式内。

发信日期

日期的书写有以下两种模式：“12 June 1998”[日-月-年]或“June 12, 1998”[月-日-年]

日期不能缩写，序数词不能使用缩写形式，月份也不能缩写。

收信人地址

收信人地址包括收信的全名和职衔，以及公司的全称和地址。礼貌性的称呼要使用得当。

传真中收信人地址一般打在信头格式相应的空格内。

指定收信人姓名

在商业书信和传真中，指定收信人姓名这一栏现已不常用。收信人地址的首行已经写明收信人姓名，因而不一定需要专门指定收信人姓名这一栏。 如果要使用指定收信人姓名这一栏，就要从页面左边空白处写起，在收信人地址下面空两行。

称 呼

商业信件和传真常用以下方式开头：

·Dear Mr/Mrs/Miss/Ms Wang(表示写信人知道收信人的姓名和性别)； ·Dear Sir或Dear Madam(表示写给一位有具体职衔的人，如Sales Manager, Chief Accountant等，而且写信人知道对方的性别)；

·Dear Sir or Madam(表示写给一位有具体职衔而写信人又不知其性别的人)； ·Dear Sirs (表示写给一家公司，没有明确的收信人)。

称呼中的第一个单词和其他所有名词的第一个字母均须大写。

事 由

写明事由可以使收信人对信件或传真的内容一目了然。

信 文

全齐头式（full-blocked）书信，每个段落都从左边空白处开始写起，右边空白处必须尽量对齐，不能把单词断开。

在齐头式书信或传真中，信文也是从左边空白处开始写起，在事由下面空一行。

信 尾

传真的信尾一般都很简短（通常只有结尾敬辞和署名），而书信的信尾内容则相对较长。

结尾敬辞

一般来说，书信和传真结尾敬辞都使用“Yours sincerely”或“Yours faithfully”。称呼为“Dear Mr/Mrs/Miss/Ms…”时结尾用“Yours sincerely”。称呼为“ Dear Sir/Sir or Madam/Sirs”时结尾则用“Yours faithfully”。

信末签名

写信人既可代表本人签名，也可代表公司签名。如： Yours faithfully For precision Airconditioning Co (Pte) Ltd

Yvonne Chong

Ms Yvonne Chong Regional Sales Manager (Singapore)

信末签名位于左边空白处。在结尾敬辞或公司名称下面留出三行签名的位置，然后再打上写信的姓名、职衔及/或部门。

口述者/打字员姓名缩写

下面表中是信函或传真的口述者和打字员的姓名缩写。

口述员

打字员 姓名缩写

- Cheng Fook Jam Chew Yit Lin Lin/ckh Grahame T Bilbow GTBilbow:fts Goh Bee Hua GBH:HSL

附 件

Sim Loo Lee Chan Chuen Fye Chin Kein Hoong Foo Tuan Seik

sll CFJ/ccf Chew Yit

Han Swee Lean

如果信件或传真还附有其他文件，就必须在文中注明。附件说明通常位于口述者/打字员姓名缩写之后。可以采用以下几种方法： ·Estimate enclosed ·2 Enc./Enclosuree 2 ·Enclosure ·Enclosures:

1. 2000 Price list 2. Catalogue

抄 送

如果除主要收信人之外，信件或传真还需抄送第三者时，通常用“cc”表示，“cc”即“carbon copy”（复写本；副本）。 有时，如果发信人不想让收信人知道信件或传真还要抄送给别人，就用“bcc”(“blind carbon copy”无信头副本)代替“cc”，标注在不发给收信人的影印件的下方。

附 笔

商业信函或传真中的“附笔”（缩写为“PS”）用于补充本人的说明。“附笔”位于左边空白齐头处，在“附近”或“抄送”等说明之下空一行。 页码说明

商业信函如果超过一页，随后的各页可以在页首加注说明收信人姓名、页码及日期。如： Mrs. H Itakura Page 2 14 June 200- 在商业信函中，页码有时位于距页顶一英寸的左边空白处，与信文之间空两行。

信 封

信封显然只适用于商业信件。信封上收信人地址的格式必须与内文的写法一致，即齐头式，单行间隔。收信人姓名位于收信人地址上方，中间空两行。也可以在收信人地址的第一行中直接写上收信人的姓名和职衔。

传真格式

传真的首页一般都印有现成的信头格式，只需填入写信人和收信人的姓名、地址、传真号码、页数和日期等内容即可。

宽式标点对严式标点

在商业信函中，宽式标点比严标点更为常用。

使用严式标点意味着客户地址的每一行结尾都要加逗号，每个缩写词（包括客户姓名的首字母缩写）后面都要加点号（如Mr., Co., Ltd., St., Rd.等，又如Mr. J. R. Liu）。

商务书信一般包括全齐头式,齐头式，半齐头式---又叫缩进式，方齐头式和简化式。

o 全齐头式（Full-blocked）：这种格式的信函各部分内容都从左边空白处写起，

用起来方便省事，是现今常用的格式之一。

o 齐头式（Blocked）：这种格式与全齐头式相似，只是有些内容不是从空白处

写起。结尾敬辞、信末签名、写信人姓名和职衔都从中间写起。日期可以从中间起行，也可以靠右对齐。

o 半齐头式(semi-blocked)：这种格式与齐头式雷同。不同的是，半齐头式的每

个段落缩进五或十个英文字母；结尾敬辞、信末签名、写信人姓名和职衔从中间写起。

o 方齐头式(square-blocked)：这种格式也类似于全齐头式。不同的是，它的日

期靠右对齐，和收信人地址在同一行。这种格式平整见方，外观漂亮。 o 简化式(simplified)：简化时式和全齐头式相比，有几个主要的区别：首先，

简化式没有称呼和结尾敬语，收信人姓名必须在信文内的某个地方出现。其次，事由和写信人姓名必须大写。最后，列表要缩进五个英文字母空位，如果加有序号就不必缩进。

例1 （全齐头式）

信头 编号 ABC Training Co. 188 Newton Palace Norfolk NG29 OPA 01345

FAX 01345 789098 Our Ref RL/VP 3 September 1997

567809

收信人 地址姓名 称谓 主题 内容 结束语 签名 附件

M J Marks

30 Arlington Court CAMBRIDGE Cambs CA29 5Rt

Dear Ms. Marks

Re: 500 dozen T-shirts

Thank you for you inquiry in your letter of April 5 for our T-shirts. We are […]

Hope to serve you soon. Yours sincerely

Rebecca Johnson Rebecca Johnson Manager

KF/HS Enc cc

例2 齐头式

信头 编号 收信人 地址姓名 称谓 主题 ABC Training Co. 188 Newton Palace Norfolk NG29 OPA 01345 567809 FAX 01345 789098 Our Ref RL/VP

3 September 1997

M J Marks

30 Arlington Court CAMBRIDGE Cambs CA29 5Rt

Dear Ms. Marks

Re: 500 dozen T-shirts 内容 结束语 签名 附件

Thank you for you inquiry in your letter of April 5 for our T-shirts. We are […]

Hope to serve you soon.

Yours sincerely

Rebecca Johnson Rebecca Johnson

Manager

Enc

半齐头式（ 缩行式）的例子3

October 30,2000 Messers Samson Ghadban Co., Ltd. 15 Horns Avenue, 缩行式每段开头缩TRIPOLI Lebanon. 进若干字符，也就是中文

中所说的空格。 Dear Mr. Smith:

Thank you for replying so promptly to our enquiry for lightweight extinguishers and also for your offer to arrange a demonstration.

Our general manager and our office manager will both be able to meet Mr Burton at any time during the morning or afternoon of Friday, November 10th. It would be helpful if Mr Burton would write or phone to say what time we may expect him.

Yours faithfully, 结尾敬辞、信末签名、写信人姓名和 John Black 职衔从中间写起。 John Black

Assistant Manager

例子4 简化式

October 30,2000

Messers Samson Ghadban Co., Ltd. 15 Horns Avenue, TRIPOLI Lebanon.

Thank you, Mr. Smith, for replying so promptly to our enquiry for lightweight extinguishers and also for your offer to arrange a demonstration.

Our general manager and our office manager will both be able to meet Mr Burton at any time during the morning or afternoon of Friday, November 10th. It would be helpful if Mr Burton would write or phone to say what time we may expect him.

John Black JOHN BLACK Assistant Manager

课后练习

练习一.

Cross out any incorrect number usage and write the correct form in the blank to the right. If the sentence is correct, mark it C.

EXAMPLE: 25 new employees will be hired next month.

25?Twenty-five

（1）At least 1/2 of the financing for the new project will come from selling bends that bear 8 % interest.

（2）The meeting will be on Saturday, July 10th, at 8 o'clock.

（3）When John is 25 years old, he will inherit twenty thousand dollars. __ （4）My plane leaves at 7:00 a. m. (5) The offices a/the 1st National Bank will be moved from 242 l0th Avenue to I

Fifth Avenue on June 15th

(6) The price of the book is $10.00, plus sixty cents sales tax. _______ （7）To send the letter by 1st class mail, use three five-cent stamps. ______ 练习二.

Cross out any incorrect abbreviation usage and write the correct form in the blank to the right. If the sentence is correct, mark it C.

（1）My address is 37S$ So. 45 St. (2) I listened to K. N.B.R. to hear the latest news. ________ (3) Miss. Taylor and Mr. Walker left the bldg. by the side entrance. (4) Order # 7432 is missing from the co. files.

(5) After Feb. 15 all dept. stores in this area will stay open until nine.

练习三.

Cross out any words that are incorrectly capitalized and any words that contain errors in the use of numbers or abbreviations. Write the correct forms in the blanks to the fight. If a sentence is correct, mark it C.

（1） Peter L. Gentile, junior, is the Manager of the 1st State Insurance

Company, which has offices at 427 Third Ave.

（2） I took Principles of Accounting in the Fail Semester, and I took Cost

Accounting in the Spring Semester.

（3） We hope to ship Order Number 4672 by Fri., Nov. 22d. （4） Channel K. A. O. Y., the educational television channel, is on the air from

nine a.m. to eleven p. m.

（5） I liter is equal to 1.0567 qts.

________ 练习四.

I>. Choose the best opening or closing. (1)

A. This is to enquire what address we can reach you. B. Please tell us your address.

C. We should be pleased if you would let us know your address

(2)

A. We are writing to answer your questions.

B. We sent to you this morning our latest catalogue you requested in your letter of

yesterday.

C. We beg to state that your letter of October 2 has been given careful

consideration.

(3)

A. We received your letter of May 5. Here is a copy of our price list you

asked for.

B. We enclose herewith a copy of our price list for which you asked. C. Here is our price list you asked for in your letter of May 5 (4)

A. We write in answer to your favor of February 10.

B. We are pleased to say that we can accept your conditions in your letter of

February 10.

C. We acknowledge receipt of your letter of February l0 and wish to

comment on your conditions.

(5)

A. You will soon hear from this head office which has wide connections

with large groups of the world, that your application for the job of a sales representative is being considered.

B. We write with pleasure to inform you that we have considered your

application favorably.

C. We are pleased to tell you that your application for the position of a sales

representative is accepted. (6)

A. Thanking you once again we remain

B. We will consider your suggestions favorably.

C. Assuring you of our favorable consideration, we remain.

(7)

A. Thank you again.

B. Please be assured of our best attention.

C. Once again, may we express our appreciation to you.

(8)

A. Finally, may we thank you once again for your cooperation. B. Thank you again for your cooperation.

C. I wish to express my heartfelt gratitude for your kind cooperation. (9)

A. We hope to have frequent contacts with you.

B. Hoping to be able to keep in touch with your good services for the years

to come, we remain.

C. Hoping to be in frequent contact with you and assuring you of our best

attention.

(10)

A. We have pleasure in acknowledging receipt of your letter dated May 5. B. We are sending a copy of the maintenance manual you asked, for in

your letter of May 5.

C. We enclose a copy of our E- 30 Air condition maintenance manual

which you asked for in your letter of May 5.

II>. Rewrite the following sentences:

(1) We have received your letter of June 4. We are giving you the information you want.

(2) We read your letter dated October 9 carefully. We are glad we can answer your questions.

参考答案 练习一：

1. 1/2，8%? one half, 8 percent 2. 10th, 8 ? 10, eight

3. 25,twebty thousand dollars ? twenty-five, $20,000 4. 7:00 ? 7

5. 1st, 10th, 15th? first, Tenth, 15 6. $10.00, sixty ? $10, 60 7. 1st, three ? first, 3

练习二：

1. So., St ? South, Street

2. K.N.B.R. ? KNBR

3. Miss., bldg. ? Miss, building 4. #, co. ? No., company

5. Feb., dept. ? Februery, department

练习三：

1. Jr. manager, First, Avenue 2. fall semester, spring semester 3. No., Friday, November 22 4. KAOY, 9, 11 5. One, quarts

练习四： I> a. b .c. b. c. b. a. b. a. b

II> 1) Having received your letter of June 4, We are giving you the

information you want.

2) We have carefully read your letter of October 9 and are glad to answer your

questions.

第三讲 商务便函与电子邮件写作

一．便函与电子邮件简介：

1．商务交流的选择----口头交流还是写便笺 在亚洲，人们喜欢直接交谈。主要是因为： 直接交谈有助于保持良好的关系。 直接交谈可以减少误会。

2．商务便函与电子邮件的内容与特点 商务便函

定义及内容：商务便函（Memorandum,简写Memo）是同一商业组织内部广泛使用的书面联系形式。 特点：

ⅰ. 商务便函的组成部分比较简单，这是它最大的优点。

ⅱ. 商务便函的语气需要根据写信人与收信人之间的关系以及所谈内容来决定。

电子邮件

定义及内容：电子邮件的内容通常包括：询问信息，道歉，确认，通知，倡议等等。

特点：基于高速快捷的因特网的发展，电子邮件也具备了使用方便、传播快捷、一信多发，而且价格十分低廉的特点，因此特别适合国际间的交流。 3．便笺和电子邮件的主要作用 ·查询资料

·要求采取行动 ·提供资料

·提供建议 ·警告

·解决问题

二．便笺和电子邮件的结构和措辞

? 便笺和电子邮件必须条理清楚、证据恰当、措辞得体，这样才能达到预

期的目的。 1．格 式

例子： Internal Memorandum To: Anne Bell From: Graham Davis Date; 23 March 1992 Subject: Office Furniture We need some comfortable chairs for visitors to go in the managers? office. Can you arrange it? We need 10 chairs in either beige or dark brown. The maximum you can spend is $ 500. 便笺和电子邮件的格式。 ⑴ 信头：

① 便函信头

由于便函是内部沟通，所以没有必要写信内地址、回信地址或称谓。所有便函基本上都有同一的格式，即分成四部分：发信人、收件人、日期和主题。另外在便函开头还要写“MEMORANDUM”或“MEMO”字样。

② 电子邮件信头

电子邮件的格式类似于便函格式，包括From(发信人姓名), To（收信人）, Cc（副本收信人，隐匿副本收信人）及 Subject（文件名，信件主题）等项目。其中不可缺少的是To 和Subject两个项目，其他项通常可以根据使用者的需要增加或删除。

信文的内容一般包括： I. 致：（To:） 说明便笺或电子邮件的收件人。在便笺中，这一栏可以写收件人的姓名或职衔，也可以把两者都写上。 ? ? ? ?

选择哪一种写法主要看写信人的职务以及和对方的关系。 收件人称呼怎么写还取决于机构的规模和作风。 此外，称呼的方式还受到便笺内容的影响。 电子邮件中，一定要使用对方的电子邮件地址。电子邮件地址包括五个部分：前缀名；符号；机构名称；机构类别、代表政府部门、代表军事组织；国别或地区代码。

II. 由：（From:）

说明便笺或电子邮件的发送人。和“致”这一栏一样，发件人的写法也要考虑四个方面：发件人在自己任职的机构中的职位、发件人和收件人的关系、机构的规模和作风、便笺的内容。

III. 日期：（Date:）发电子邮件时，日期一般由电脑自动插入。 1. 日期的写法有两种，“日-月-年”（如12 June 1998）或“月-日-年”（如

June 12,1998）；

2. 书写日期时不要使用缩写形式，序数词（如：1st, 2nd, 3rd等）和月份都

不能缩写；

3. 如果使用“日-月-年”格式，月和年之间不要加逗号。

IV. 事由：（Subject:）

事由必须写得明白易懂，使人一目了然。事由写得好可以突出信文的目的，引起收件人对重点内容的注意。 （2） 信文：

写便笺和电子邮件时，在格式方面还应注意以下几点：

1. 首先，便笺和电子邮件不同于信件或传真，无须使用称呼（如“Dear Mr Soo”）。

2. 同样，便笺和电子邮件中也无须使用公式化的结尾敬辞。

3. 便笺一般无须签名，只是在信文后写上自己的姓名和姓名缩写就可以了，也可以什么都不写。有些电子邮件软件可以使用数码插入方式签名。 4. 如果便笺或电子邮件需要抄送其他人，应在信头注明。

5. 便笺和电子邮件中，无须写上打字员的姓名。

6. 便笺和电子邮件的正文部分，段落内采用单行间隔，段落之间采用双行

间隔。 2．结 构

便笺和电子邮件一般都使用标准格式，写起来比其他商业书信或传真容易。也就是说，写便笺和电子邮件时可以集中在内容的组织上，使其条理清楚、脉络分明。

便笺内容的组织有两种基本的方法：首先介绍情况，然后提出要求或建议。首先提出要求或建议（或称置前），然后说明情况。

? 下面我们通过几个具体的例子来讲述商务信函和电子邮件的具体写法以及注意事项：

询问或提供意见和建议的便函

例一： MEMO TO: Department Managers Please answer the questions listed below about the use of temporary help in your department. (开头礼貌地提出要求) With your ideas we plan to develop a policy that will help us improve the process of budgeting, selecting and hiring temporaries. (间接地解释目的) 1．What is the average number of temporary office workers you employ each month? 2．What is the average length of a temporary worker?s assignment in your department? 3．What specific job skills are you generally seeking in your temporaries? 4．What temporary agencies are you now using? (通过列举条目提问，更容易阅读和理解) By replying before January 20, you will be have direct input into the new policy, which we will be developing at the end of the month. This improved policy will help you fill your temporary employment needs more quickly and more efficiently. (包括结束日期，原因和对读者的好处) 注意：要在第一句话里重复和详述。请比较： 间接开头 For the past six months the Human Resources Development Department has been considering changes in our employees? benefit plan. 询问信息的电子邮件

例二：

直接开头 Please review the following proposal regarding employees? benefit, and let me know by May 20 if you approve these changes.

From: gaoxiang@domain.com.cn Mail to: ****@******.***.** Subject: Request for Catolog Dear Sir or Madam， I am interested in purchasing your latest mail order catalog, and would like to know the cost, including postage to Beijing. I hope to hear from you soon. Thank you. Sincerely yours, User @domain.com.cn Zhida Co., Ltd. 17, Fuchengmen Beidajie, Beijing Fax: 86-10-68329996 C. 致谢的便函 例三： （Office supplies production plant） To: Mike Wang, Purchasing From: William Jiang, Production Manager Date: December 8,2001 Reference: Parts Order 4435 Subject: Receipr of Component Parts Our department has received the component parts we requested on November 3, 2001. Thank you for your prompt action.（说明陈述并表示感谢） However, my assistant discovered that three items are missing from the order: one platen knob, a printer head, and one antiglare screen. If these items are not in stock, please order them for our department.（其他补充） IG: rs

通知性质的电子邮件： 例四：

D. 主管会议开会的通知：

TO: All Managers The next Monthly Management Meeting will be held at 10:00 a.m. on Monday, April 5, in Meeting Room A. Following is the agenda for the meeting: Purchase of New Office Computers Extension of Summer Holidays Budgetary Control If there are any other items you would like to be placed on the agenda, let me know by e-mail by the end of this week. Thank you. John Smith

3．便函和电子邮件的语气和措辞 （1）语 气 便笺和电子邮件的语气能反映出发信人和收信人之间的关系，主要体现在信文是否正式和语气是否肯定这两个方面，通常为下表所示的几种情况： — 肯定程度（CERTAINTY） + 委婉、正式 A 委婉、较正式 较肯定、正式 肯定、正式 B 肯定、较正式 + 正式程度

（FORMALITY） —

较肯定、较正式 委婉、非正式 C 较肯定、非正式 肯定、非正式 D 上表中的A，B，C和D四种语气分别用于以下四种情况： （1）

资历较浅的雇员向老板作简短的书面汇报，就某个目提出一系列可行的建议（语气A）； （2） 要求严格的经理发出通知，要求员工遵守公司守则（语气B）； （3） 同事就确定午餐会日期提出建议（语气C）； （4） 细心周到的经理对公司新来的同事表示欢迎（语气D）

（2）措 辞

下列所列的语言可用于表达前面提到的几种作用。每一种表达方式都根据其

正式程度[正式（F）、较正式（N）或非正式（I）]和肯定程度[肯定（C）、较肯定（N）和委婉（T）进行分类。这只是个大致的分类，读者的理解会受到这些用语的上下文影响。] 请注意阴影部分的词汇的用法：

正式程度 肯定程度

询问情况

I want you to pass me all the information you have about…

I should like to know exactly what action has been taken…

I should like you to give me a record of… 请求采取措施

Can you please arrange for…

Please find out…（表示尊敬的词语） Could you please ensure that… I would like you to…

Do you think it would be possible to…? I am writing to remind you that… 报告情况 说明查询的背景

I have looked into this matter…

I have made enquiries/dealt with the enquiry/about… I have investigated…as requested in your memo of 2 February.

就查询作出解释 I am told that… I am informed that…

I understand that Ms Robinson was unaware of the situation.

I have found/discovered that… 解释跟进查询的情况

I have offered/arranged a discount of 10%… I have sent an invoice for the outstanding sum to Mrs Lau.

N C F C F C I C I C N N N C N T N N N C F C F C N N F N F T N C N C N

C

提供建议

Can we get together sometime later this week to discuss…?

You really ought to… Don?t forget to…

It seems to me that you should…

Perhaps it would be a good idea if you were to… It would probably not be a good idea to… May I suggest that…? I think that we should… We need to… 警告

Our supplies are becoming increasingly depleted. Unless we order…, the store might run out in the middle of the heavy season.

We urgently need…if we are to meet demand. I am concerned that, unless we are very careful, our position will be compromised. 承担责任/道歉

I am afraid I was responsible for confusing the invoice.

I?m afraid it was me who confused the invoice. I must apologise for making this mistake I?m (terribly) sorry about making this mistake.

I I I N N N F N N N N N N N I F I

T N C N T T T N C C N C C C C C C

4. 写作方法与行文策略

写便函或电子邮件时，需要注意：

首先要考虑是否用口头方式（面对面地或通过电话）沟通更加合适，以此来决定是否使用便函或电子邮件。如果使用便函或电子邮件，那么要牢记： 内容：内容的组织要最能体现信文的目的。 语气：语气要适合双方之间的关系。写信时要考虑到信文的正式程度和肯定程度 篇幅：信文不宜太长——一般不超过二至三页。如果是电子邮件，应考虑是否有必要把想到的事情都写上。 安全：使用电子邮件时要慎重考虑所附文件，该文件可能会拷贝到对方的硬盘上去。

课后练习

练习一：

下面左边各段选自电话中的对话，请写出在功能相同的便笺和电子邮件中书面语言的表达。

“Hello, is that Michael Lee? This is the Managing Director here. Could you drop that report you?re working on over to me this morning? You know the one. About the

feasibility of expanding our range of products. Thanks.”

“Harry? Yes, it?s Pete. Look, we?d better do

something about attendance at our departmental staff meetings. If we don?t, no one will have any idea of what?s going on. What?s more, since people are paid to attend, maybe we?d better think about docking people?s salaries if they don?t attend.”

“Hello, could I speak to the Production Manager, please?… Hello, Mr Park. This is Kim Wongchui, here. It?s about that inspection you asked me to carry out. I?m afraid we found a lot of quality problems with the new

machinery we?ve installed. I?d suggest shutting down production until we know the extent of the problem.”

Hello, Mr Fu? This is Frances Koh here. Yes, Senior Accounts Supervisor. Mr Fu, I?m afraid I made a slight mistake in the figures I sent you recently. Yes. Well, not really my fault. The computer was down. You know how these things are… Would you like me to send over the revised figures? You would. OK.

练习二： 下面左边的便笺中有多处语法、用词和文体上的错误，请指出并在右栏改正左栏中的错误。 MEMORANDUM From: The Manger To: All grade B staf fand lower Date: 6 June 200-

表示异议 complained contended refused to comment on

作出反应 answered apologized for countered replied

作出决定 resolved decided agreed

? 这些引述动词一般都作用以下五种文法结构，单词后面括号中的数字代

表这些文法结构：

结构1（+ that + sentence）

Mr Xie admitted that the Company had spent rather too much on training in the previous year.

结构2（+ to + infinitive verb）

The Senior Engineering Officer, Mr Han, offered to visit the plant in the coming month.

结构3（+ …ing）

Mr Liu suggested taking on a number of new members of staff to cover the shortfall.

结构4（+ the fact ( or idea) that + sentence）

Mrs Chuang referred to the fact that the Company had previously had trading contacts with Taiwan.

结构5（+ noun）

Mr Chau apologized for the inconvenience caused by his Department?s reorganization.

（2）间接引语

? 在结构1和结构4中，引述动词之后必须跟完整的句子。 引述时的时态和原话使用的时态是不同的， 例如：

原话（Spoken Statement）

引述（Reported Statement）

Y stated that…

⑴ ?The Company spent rather too much …the Company had spent rather too much on

on training last year.? training in the previous year. ⑵ ?Efforts must be made to increase links … efforts had to be made to increase links

with mainland China? with mainland China. ⑶ ?I shall oversee the move to new …she would oversee the move to new

premises personally.? premises personally.

⑷ ?The personnel issue will not go away … the personnel issue would not go away if

if the Company simply ignores it.? ⑸ ?Exports are down this year.?

the Company simply ignored it.

Exports were down this year.

? 右栏中的引述称为间接引语（reported speech）。在引述别人所说的话时，

必须注意时态的变化。请牢记下列规则： ·一般现在式改成一般过去式 ·现在完成式改成过去完成式 ·一般过去式改成过去完成式

四．写作方法和行文策略 写会议记录时：

（1） 录音：如果来不及做笔记，可以用录音机把会议经过录下来。

（2） 尽快动手：会议结束后尽快动手写会议记录——不然你会忘记笔记的

内容。

（3） 缩略语：使用缩略语或缩写句子，但要确保会议结束后也能看得懂。 （4） 领会与核实：不仅要记录发言人的内容，还要体现出其言下之意，必

要时可在会后向发言人核实

参考练习

练习一.

下列左栏的句子选自一些商务会议，根据这些发言在右栏做作出内容笔记。 1. Mr Siu: ?The Production Department is not responsible for the Company?s poor performance in the first quarter.? 2. Mrs Wong: ?I think we should increase our intake of graduate engineers before the year 2010.?

3. Mr Chou: ?If exports drop in the third quarter, we will have to think about developing the domestic market.?

4. Ms Fan: ?Prospects for the

future are good. So, I?d strongly recommend an increase in staff salaries.?

5. Mr Wu: ?Changes in the exchange rate led to a drop in sales last quarter. Because

of this, I recommend caution in future trading.?

练习二. 下面左列是奥斯曼实业公司和权华维修公司会议的节录。请试着在右栏中自行撰写会议记录。

HF: On the 23rd of this month at 6.30 in the morning, a security guard discovered that a fire had broken out on the roof of the Shaftesbury Building. The fire had burnt the outside surfaces of Cooling Tower 14. In particular, the wooden topping and part of the cooling tower?s upper casing were completely burnt. JC: Well it certainly looks like the fire started outside. Lightning? HF: No, I don?t think so. The building is completely sheltered under the lightning protection system, which is routinely checked and serviced, so I don?t think lightning is to blame. JC: Vandlism? HF: I personally think so. JC: Tougher security might stop such incidents happening again. Maybe some extra patrol points around the building perimeter and dead corners?

PK: I see no reason why we can?t do that remedial work within the next week. PK: I really think the timber of the cooling towers should be protected with flame-retardant paint. We?d be happy to help if

JC: Let me just recap. First, it looks like the most likely cause of the fire was vandalism, 参考答案 and that increased security may be needed to combat this in future. Second, Kuen Wah 练习一： have agreed to carry out the necessary １. Prod. Dept≠resp, for Comp,poor pert. Q1(Mr Siu) remedial work on Wednesday 1 May, and ２. shld↗intake grad. engs b4 2010(Mrs Wong) have also offered to undertake repainting ３. If exports↘in Q3, think about dev′ing dom. Market(Mr Chou) with flame retardant paint. ４. Prosps for future √, ∴ strongly rce. ↗ staffsals. (Ms Fan) ５. Changes in exch, rate →↘sales last Q.∴recommend! In future trad.(Mr Wu)

练习二：

? Harry Fung described the background to the incident.

? Discussion took place about possible causes of the incident.

? Mr Clark suggested that tougher security measures should be introduced to

combat vandalism.

? Mr Koo agreed to carry out remedial work the following week.

? Mr Koo suggested that flame retardant paint could be applied, and offered to

undertake this work if required.

? Mr Clark concluded the meeting with a summary of the decisions reached.

第五讲 商务信函写作——查询信与复查询信

一．查询信简介

（一）定义及作用

查询信属于信息类信件（Information Letters）, 写信询问有关对方产品或服务的信息。 （二）分类

四种基本的查询信：要求提供服务、要求提供建议、要求报价、要求提供文件。

二．查询信的写作

（一）写作步骤

（1） 自我介绍或说明原因（目的）。 （2） 具体询问。

（3） 表示希望回信的日期。

（4） （如果需保密）表示会对对方提供的信息保密。 例一： July 6,1999 Dear Sirs, Hand-made garment in pure materials， We learn from the British Embassy that you are producing hand-made garment for export in pure materials. （在信的开头便直截了当地写明你想询问的问题。） There is a steady demand here for high-class goods of this type especially in the brighter colours. （把你所想了解的，以及你已经了解的信息尽量表达清楚。） Will you please send us your catalogue and full details of your export prices and terms of payment, together with any samples you can let us have. （在结尾处提出愿望与要求。） We look forward to hearing from you. Yours sincerely, Thomas Wilson Thomas Wilson

例二： Dear Sir Wooden fitments 事由标题 Would it be possible for you to send us a catalogue and list price relating to your wooden fitments? 直接提出问题，语言明确 This company produces a large range of domestic and office furniture, and we are interested in using a number of products from your current range in the manufacture of our goods. 简单说明写信的原由 I look forward to hearing from you soon. Yours faithfully, Ann Smith 签名 Ann Smith

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