目錄
1 寫商務(wù)電子郵件
1.1 商務(wù)電子郵件結(jié)構(gòu)及功能
1.2 商務(wù)電子郵件的短語
1.3 在商務(wù)電子郵件中正確運用時態(tài)
1.4 在商務(wù)電子郵件中正確使用連接詞
2 寫有效的會議議程
3 范文
1 寫商務(wù)電子郵件
1.1 商務(wù)電子郵件結(jié)構(gòu)及功能
1）Greeting: address and greet the reader(s)
Dear Ms. Clark,
2）Opening paragraph: introduce the topic, or the reason for writing the email
I'm writing to inform you that…
3）Main paragraph: contain important information and details, promise futher action and ask the reader to write back
I look forward to hearing from you.
4）Concluding paragraph: finish the letter with a promise of action or hope for the future
We hope and believe that…
5）Sign-off: signal to the reader the email is ending, followed by the writer's information(name, position and company)
Best regards,
Kindest regards,
1.2 商務(wù)電子郵件的短語
在電子郵件的開始，您可以使用這個突出顯示的短語來介紹會議的意圖。
I am writing to you all regarding the future of our company.
In reference to your inquiry regarding Mr. Smith's visit to your company, I'm writing to inform you that he will be planning a visit to San Francisco next month.
要在介紹性段落中宣布好消息，您可以使用這個突出顯示的短語。
It gives me great pleasure to announce that we are moving from the Silicon Business Centre.
在結(jié)尾段落中，您可以使用突出顯示的短語來表達(dá)對將來的祝愿。
We hope and believe that this change will motivate our talented staff to create even bigger and better ideas.(will lead to a great future for our business.)
We look forward to welcoming you to our opening gala in June.
1.3 在商務(wù)電子郵件中正確運用時態(tài)
1.3.1 現(xiàn)在時
一般現(xiàn)在時可用于表達(dá)真實的事物
I look forward to hearing from you.
現(xiàn)在進(jìn)行時可用于郵件中強(qiáng)調(diào)真實的意圖
I'm writing to inform you our new product.
I'm including Shirley in this email to follow up with you.
現(xiàn)在完成時‘has decided’ 或 ‘have decided’可用于說明已經(jīng)作出了決定。
Consequently, our CEO, Charles Grey, has decided that it's time to move to a larger HQ.
We have decided that it's time to open a new office.
The management has decided that the new name Lighthouse would be a great metaphor.
1.3.2 將來時
將來時進(jìn)行時表示寫信者對于這個計劃更加確信
He will be attending a meeting that week.
一般將來時表示不確定的程度更大
I will let you know as soon as possible as I find the information.(不確定是否會真正獲得相關(guān)信息)
1.4 在商務(wù)電子郵件中正確使用連接詞
邏輯連接詞用于串聯(lián)各部分的內(nèi)容。 下面是適合正式的商務(wù)書信的一些詞語。
表明結(jié)果
使用‘consequently’ 和 ‘as a result’來表明結(jié)果。 它們經(jīng)常用在句子開頭。
Our company has increased its share in the market and our workforce has grown. As a result, our old office is no longer big enough.
Our old office is no longer big enough. Consequently, our CEO, Charles Grey, has decided that it's time to move.
您還可以使用‘原因+with the result that…+結(jié)果’來表明結(jié)果。 在句子中，它跟在原因陳述的后面，而它后面又緊跟著一個描述結(jié)果的從句。
The last two years have seen rapid growth, with the result that our company has increased its share in the market and our workforce has grown.
表明對比
使用‘however’ 和 ‘although’ 來表明結(jié)果。 ‘However’用在句子的開頭，以便和之前寫的內(nèi)容進(jìn)行對比。 ‘Although’后接一個句子，用于提供與主句的對比信息。
There are many reasons for this change. However, I will mention only the most important.
Although there are many reasons for this change, I will mention only the most important.
增加信息
使用‘in addition’來增加信息。
We hope this change will lead to a great future. In addition, we look forward to hearing your opinions on the change.
2 寫有效的會議議程
會議議程中一般不會使用完整的句子。 不同的部分中會使用不同類型的語言。
2.1 Topic
主題部分中經(jīng)常使用名詞性短語，也就是在句子中可以用作名詞的短語。 主題的第一個單詞經(jīng)常是大寫的。
Next year's budget
Solutions to our sales drop
有時候，主題會采用問題的形式以吸引閱讀者的注意。
How do we plan next year's budget?
What can be done about the sales drop?
2.2 Agenda
會議議程中的事項經(jīng)常采用人員姓名加表示行動的 to do 短語。
Nick to present detailed sales report
Everyone to brainstorm ways to solve the problem
名詞性短語也能用作會議議程事項。
sales report from last quarter
brainstorming session
在一個議程事項列表中可以使用兩種形式，但最好采用統(tǒng)一的形式。
2.3 Goal
目標(biāo)中經(jīng)常使用 to do 形式的行動短語。 有時也會包括姓名。
to decide on a final plan
everyone to understand the market better
to have a list of action points for the next step
3 范文
3.1 范文 Visit to New York
您是 Future Software 公司 CEO 的私人助理。 請閱讀她的電子郵件，內(nèi)容是關(guān)于拜訪紐約的一位客戶。 請寫一封有禮貌的電子郵件，將 CEO 的計劃通知客戶，并確定好未來的行動。
請寫 100–150 個單詞。
Subject: Visit to New York
From: kerr.hu@futuresoftwareinc.com
Hello,
As you know, I will be visiting New York next week, and would like to visit an important client, Christopher Biggins, at the Electronic Solutions company office.
I will have some free time on Wednesday (September 23rd) in the afternoon and plan to visit him then. Could you please send Mr. Biggins an email to inform him of my plan?
Regarding the details, I will write an agenda for my visit later this week. Please inform Mr. Biggins that you will send him this agenda by Friday.
Best regards,
Ms. Kerr,
CEO, Future Software Inc.
標(biāo)準(zhǔn)范文：
Dear Mr. Biggins,
I'm writing to inform you that the CEO of Future Software, Ms. Kerr, is planning a trip to New York next week. (點評：范文很有意思，目的是告知CEO要去紐約，而不是直接告知要去拜訪客戶，中國人一般認(rèn)為順道去拜訪會顯得誠意不足，如果說專程去拜訪會顯得更加重視對方)
She would like to take this opportunity to visit you at the Electronic Solution company office. She wants me to let you know that she will have some free time on Wednesday afternoon, September 23rd. Could you please let me know as soon as possible if this is convenient for you?(用更polite的口吻) I will forward the agenda for her visit to you as soon as I have it, sometime later this week.（點評：日程不是你寫的，要實事求是，一旦有就會及時轉(zhuǎn)發(fā)；deadline Friday是老板要求你的，不是客戶要求的，表達(dá)上可以更加積極一些）
Best regards,
PA of Ms. Kerr
Future Software Inc.
3.2 范文 Meeting Agenda
快速閱讀來自董事長的另一封電子郵件，并完成會議議程。 請選擇正確的詞。
Subject: Next year's budget
From: bobfranklin@tigerelectric.com
To: Allmanagers@Tigerelectric.com
Dear all,
We need to start thinking about next year's budget. With that in mind, I'm sending out a meeting request to all department heads.
In the meeting, Francis will present the past year's budget report for us to review. Then Isabella will tell us about a new employment law that will affect our salary budget greatly. Also, I'd like each of you to share your department's draft budget plan. The goal of the meeting is to decide on a rough budget allocation for the coming year.
The meeting will be held next Tuesday at 9 a.m. Two hours should be enough time to cover all the main points. I think Conference Room 1 should be big enough for all of us.
A meeting agenda with the information above will be sent out shortly. I look forward to seeing you all next week.
Best regards,
Bob Franklin
Chairman
Tiger Electronics
標(biāo)準(zhǔn)范文：
Agenda:
Time: (Tuesday/ Wednesday / Thursday ) , 9–11 a.m.
Location: Conference Room (1/ 2 / A )
Called by: Bob Franklin
Attendees:
- Isabella Redwood [ HR ]
- Francis King [ Finance ]
- Jim Macintosh [ Marketing ]
- Nick Murphy [ Sales ]
Topic: ( this year's /next year's/ the salary ) budget
Agenda:
- Francis to present the past year's budget report
- Isabella to talk about the (new employment law/ salary budget / budget allocation )
- ( Jim and Nick / Francis and Isabella /everyone) to share their department's budget plan
Goal: to decide on a (rough/ final / same ) budget allocation
3.3 范文 New Concept office relocation
閱讀一封向客戶和利益相關(guān)方宣布發(fā)生變化的商務(wù)電子郵件。
Subject: New Concept office relocation
From: Jason.fielding@new_concept.com
To: Client and shareholder list; Charles Grey, CEO
Dear friends,
I am writing to you all regarding the future of our company. It gives me great pleasure to announce that we are moving from the Silicon Business Centre.
Although there are many reasons for this change, I will mention only the most important: the last two years have seen rapid growth, with the result that our company has increased its share in the market and our workforce has grown. As a result, our old office is no longer big enough. Consequently, our CEO, Charles Grey, has decided that it's time to move to a larger HQ.
Our new address is:
Unit 3, Phoenix Wharf, Fifth Dimension Business Centre, London SE15 3XL
We hope and believe that this change will motivate our talented personnel to create even bigger and better ideas. In addition, we look forward to welcoming you to our opening gala in June.
Best wishes,
Jason Fielding
General Manager, NEW CONCEPT
Unit 3, Phoenix Wharf
Fifth Dimension Business Centre
London SE15 3XL
