loading商务邮件基本规范 Sophie Tan
写一封professional的商务邮件足以让他人对你的印象大大加分。
所谓正式商务邮件就是指写给老板还有写给客户看的邮件。邮件写的如何是体现一个职场人是否professional的必要条件，更是在与外界沟通时体现团队整体形象和人员素质的窗口。写商务邮件往往要比口语简单：不必担心发音，并且有足够时间修改你的邮件内容。但是邮件不规范，或是太随意的问题依然长期存在，在这里整理了一些基本的规范和常用语句，希望大家抽空学习并迅速实践起来。
1、 邮件的开头
用〝Hi，Hey〞作为写给朋友的开场白没有任何问题，但是最好不要用来称呼工作上的对象，除非你们足够熟络。同时，传统的〝Dear Sir〞也已经越来越落伍了。最好是写〝Dear Mr. / Ms.〞+对方的姓，或者直呼其名，例如〝Dear John〞。又如对方为日本人Kou Yamada，较正式为Dear Yamada-san，较随意为Dear Kou。Dear Yamada则是错误的表达。
2、 邮件的正文
英语邮件的原则是开门见山，条理清晰。写邮件时尽量清晰的陈述所写的内容。如内容较长，每一段都有中心句。使用first, second 或者next, and finally的引导词。另外，邮件中尽可能不要出现缩写（一些约定俗成的除外，如ASAP，B/L, L/C），缩写在商务英语里是不正规的，如在沟通中首次出现的缩写，必须在括号中注明全称。
通常的情景和常用句型——
? 通知、询问、提醒、确认
Please be advised / informed / reminded that… Please note / be noted that…
We would like to / I am writing to confirm / inform you that… I am writing to follow up on … I’m just writing to remind you of…
With reference to (关于某事)our phone conversation today… Regarding / With / In regard to…(关于某事)
As I mentioned / indicated / we discussed in previous e-mail / meeting / conference call on October 5…… As you requested / required / per your requirement…
We’re pleased / glad (good news) / regret / sorry (bad news) to inform you that …
? 回复、反馈
As a follow-up to our phone conversation yesterday, I would like to get back to (答复,反馈)you about … Here is the feedback / reply / response to your questions / concerns (关切的事) yesterday… Please find my replies / answers in Red below. 我的回复已在下面邮件中标红。 I have added some comments / remarks in your email below…. 已加备注。
? 委婉地提出问题
I have some questions about the attached spreadsheet. 对附件的表格有疑问。
本文中所有信息为尚德内部信息，未经书面许可，不得向外提供。
All information in the document belongs to Suntech, any disclosure is forbidden without written permission.
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商务邮件基本规范 Sophie Tan
We would be grateful if you could further explain…我们会很感激如果你可以再解释一下… It would be highly appreciated if you could clarify…
Would you please to confirm / clarify / specify (详细说明) below information…
Could you please let me know the status of the L/C opening… 请问开具信用证的进展如何？
If possible, I hope to receive a copy of L/C when it is finished. 如果可能的话，能否转发一份信用证副本？ Kindly advise if / whether you agree with this solution or not. 请告知是否你同意这个方案。 It would be great if you could provide a bit more information on the air shipment. …at your earliest convenience…在您最方便的时候…
? 发起会议
I suggest we have a meeting at 9:30pm (China Time) with you and John. Please let me know if the time is okay with you.
I would like to initiate a meeting in Thursday morning about the shipping issue.
I would like to talk to you in the conference call in this afternoon regarding issues about XXX project.
? 建议、提议
I have some / Should you have any suggestions about the schedule… For the shipping schedule, we propose that …
I suggest we can have a weekly review meeting over the phone call in the near future. ? 道歉
I apologize for not replying you earlier e-mail dated Monday, April 1.…邮件回晚了 Sorry, I’m late in replying to your email …
Hoping it will not cause you too much trouble. 希望不會太麻烦。 We would like to apologize for the delay of…
I sincerely apologize for / I’m really sorry about this misunderstanding / mistake. We are very / really / truly / extremely sorry for any inconvenience caused. 造成的不便 ? 致谢
Thank you for sharing / raising your comments / concerns. Thank you for getting back to me.
Once again, thank you all for your commitment and support. Congratulations to all of you and thanks for your great efforts.
Your kindly understanding and cooperation is greatly / highly appreciated. 很感激您的理解及合作。 Thank you (so much) for your help / information / confirmation / clarification / kind cooperation. I appreciate very much for your feedback.
本文中所有信息为尚德内部信息，未经书面许可，不得向外提供。
All information in the document belongs to Suntech, any disclosure is forbidden without written permission.
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商务邮件基本规范 Sophie Tan
? 传递文件
I am attaching / enclosing…我附上…
Please find enclosed / attached… 请查阅附件… Attached hereto / is regarding … 附件是关于…
Attached please find the most up-to-date (最新的) information on / regarding / concerning… Attached XXX for your review and comment. 附上XXX请检查并评价。 Attached XXX for your reference / record. 附上XXX供您参考/存档。 Attached please find today’s meeting minutes / notes. Hope it helps / it is helpful.
If you have any further question, please feel free to contact me.
3、 邮件的结尾
? 结尾处表示对将来的行动或帮助表示感谢，让对方在行动时更主动更乐意。
We look / are looking forward to (receive) your reply / clarification / hear from you soon. Your prompt response will be most appreciated.
Your prompt attention to this matter will be really appreciated. 若您能立即关注此事，我们将非常感激。 I would appreciate it very much if you could send your reply by next Monday. Please let us know your thoughts about this.
Hope this is OK with you. If not, let me know by e-mail ASAP.
Hope all is clear and we are happy to discuss this further if necessary.
Please don’t hesitate / feel free to contact me, I will continually provide full support. For any comments/suggestions, please contact me at (phone number)…. Please let me know if there is anything I can help.
If there’s anything else I can help, please feel free to contact me. Any further concerns, please let us know.
Should you have any questions, please free feel to contact me. 正式版的 If you have any questions, please let me know. 随意版的
? 落款
按照目前公司规定，应附有完整的联络方式及公司Logo。
4、 邮件的收发应注意事项
? 邮件标题应规范为：项目名称/订单号/发票号 (STPJ2011/01) - 具体事宜 (Shipping schedule) - 后续进展
(delay/update)，尽量在邮件title中把最重要的信息标注出来，引起重视。一些急件可在标题中加Reminder/ Urgent/Top urgent等。
例子：Lanco 2011-01 – Destination agent info
Sunera2011/01 - CIF 订舱 – 客户要求9月底到港
本文中所有信息为尚德内部信息，未经书面许可，不得向外提供。
All information in the document belongs to Suntech, any disclosure is forbidden without written permission.
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商务邮件基本规范 Sophie Tan
AUS L&H - New purchase order – revise quantity
按平时各区域具体业务可自己把握，但不要在一个title的邮件中讨论另一件完全不相干的事，此时必须另起
一封邮件，标题中注明讨论的事宜。邮件内容应该尽量保持连贯清晰的历史脉络可查。
? 原则上客户的每封邮件都应在1-2个工作日内回复。如果暂时回答不了，也要回email告知客户什么时间可以
答复。
? 如没有特殊原因，每封邮件都应该答复所有人(reply to all)。如有需要可以增加被通知的人(cc: copies send to)。
被cc到的人通常不需要采取行动，被involve的人越多，可能把简单的事情复杂化，应注意。
? 如没有特殊目的不要密送某人 (bcc: copies send to undisclosed-recipients)。 这招比较损，如发文骂人bcc
老板，而对方看不到你打小报告。慎用。
? 要分清FYI (For your information) 和FYA (For your action)的区别。前者是知道就行了，没你什么事。后者是
赶紧办事。需要对方采取行动或反馈信息的邮件一定不要简单写成FYI。
? 如果误发了还没写完的/有错误内容的的邮件，紧跟的Update邮件开头一定要写Please ignore my previous
email.
? 原则上公司内部的沟通邮件(Internal communication)不要直接转发给外部单位（客户、货代、银行、保险公司
等），有时是保密需要，有时内部沟通较随意，不适合正式外发。
? 出差或休假而不能经常收发邮件时，应提前设定好自动留言，并注明Back up的同事联络方式，避免因缺席
而延误某项事务的跟进。
本文中所有信息为尚德内部信息，未经书面许可，不得向外提供。
All information in the document belongs to Suntech, any disclosure is forbidden without written permission.
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