寫好商務郵件，只需這7步

Most of us in the business world use emails as the main, and in some cases the only, means of written communication. For many students studying Business English and practising their business email writing skills is an important part of their course.

商業界的大多數人都使用電子郵件作爲主要的，在某些情況下，是唯一的書面溝通手段。對於許多學生來說，學習商務英語和實踐他們的商業電子郵件寫作技巧是他們課程的重要組成部分。

So, how can you ensure that your email writing skills are up to standard? Here are some general tips I’d like to share with you:

那麼，你怎樣才能保證你的電子郵件寫作技巧達到標準呢？下面是一些我想與大家分享的基本技巧：

1. Subject Line

1. 主題線

Always have a subject line that summarises briefly and clearly the contents of the message (example: Re: Summary of Our Meeting with ABC Suppliers).

始終要有一條主題線，簡要而清晰地概括消息的內容（例如：我們與ABC供應商的會議摘要）。

2. Simplified Sentences

2.簡化句子

Don’t make your email look overcrowded by trying to use too many technical terms or long words. It is good to use complex and compound-complex sentences, but ensure that they are easy to understand.

不要試圖用太多的專業術語或冗長的詞語使你的郵件看起來過於擁擠。使用複雜句和複合句是很好的，但是要確保它們很容易理解。

The most common mistake that many of our students make is to translate directly from their own language. This can often lead to confusing sentences. A popular rule that you could adapt is to use the KISS Test – Keep It Short and Simple.

我們許多學生犯的最普遍的錯誤是直接從他們自己的語言中翻譯。這常常會出現導致令人困惑的句子。你能適應的一個流行規則是使用KISS測試——保持簡短和簡單。

3. Think of who your reader is going to be

3.想想你的讀者會是誰

Is it a colleague, a client or your boss? Should the email be informal or formal? Most business emails these days have a neutral tone. Note the difference between Informal and Formal:

是同事、客戶還是老闆？電子郵件應該是非正式的還是正式的？現在大多數商務郵件都是中性的。注意非正式和正式之間的區別：

Informal

非正式

–

Thanks for emailing me on 15th February

謝謝你在2月15日給我發電子郵件。

Formal

正式

–

Thank you for your email dated 15th February

感謝您2月15日發來的電子郵件。

Informal

非正式

–

Sorry, I can’t make it.

對不起，我做不到。

Formal

正式

–

I am afraid I will not be able to attend

恐怕我不能參加了。

Informal

非正式

–

Can you…?

你能……嗎？

Formal

正式

–

I was wondering if you could….?

我想知道你是否能……？

Some emails to colleagues can be informal if you have a long working relationship and know them well. This is the style that is closest to speech, so there are often everyday words and conversational expressions that can be used. For instance, ‘Don’t forget’, ‘Catch you later’, ‘Cheers’.

有一些發給同事的郵件，如果你是有長期的工作關係並且很瞭解他們，給同事的一些郵件可以是非正式的。這是最接近於講話的風格，所以可以使用日常用語和會話表達。例如，“別忘了”，“待會兒見”，“乾杯”。

The reader may also accept or overlook minor grammatical errors in informal emails. However, if the email is going to a client or senior colleague, bad grammar and an over-friendly writing style will most probably not be acceptable.

讀者也可以接受或忽略非正式郵件中的小語法錯誤。然而，如果電子郵件是給客戶或高級同事，糟糕的語法和過度友好的寫作風格將很可能是不合適的。

4. Be very careful of capital letters, punctuation, spelling and basic grammar

4.要注意大寫字母、標點符號、拼寫和基本語法。

While these can be tolerated in informal emails, they are very important in business emails as they are an important part of the image you create. Give yourself time to edit what you’ve written before you push that Send button.

雖然這些可以在非正式郵件中得到容忍，但它們在商務電子郵件中非常重要，因爲它們是您創建的映像的重要組成部分。在推送按鈕之前，給自己一些時間編輯你所寫的內容。

In today’s busy world, it’s very easy to send out many emails without checking them thoroughly: as an English learner, you should make a conscious effort to double check before sending.

在當今繁忙的世界裏，很容易不仔細檢查就發送很多郵件：作爲一個英語學習者，你應該有意識地在發送前仔細檢查一下。

5. Think about how direct or indirect you want to be

5.想想你要直率表達還是委婉表達

In some cultures, it is common practice to be very direct in email correspondence. However, this can cause a problem if you’re writing to someone in another country and in a language that is not your mother tongue. They might find your directness rude and possibly offensive.

在某些文化中，在電子郵件通信中是非常直接的。然而，如果你寫信給另一個國家的人，用一種不是你母語的語言，這會引起一個問題。他們可能會覺得你是直率無禮，甚至是冒犯。

Consider these:

請考慮這些：

Direct

直接的

I need this in half an hour.

我半小時內需要這個。

Indirect and polite

間接禮貌的

Would it be possible to have this in half an hour?

半小時內可以完成嗎？

Direct

直接的

There will be a delay

會有延誤的

Indirect

間接的

I’m afraid there may be a slight delay.

恐怕有點耽擱了。

Direct

直接的

It’s a bad idea

這是個壞主意。

Indirect

間接的

To be honest, I’m not sure if that would be a good idea.

老實說，我不知道那是不是個好主意。

By adjusting your tone, you are more likely to get a positive response from your reader.

通過調整你的語調，你更有可能得到讀者的積極迴應。

6. Be positive!

6.保持積極！

Look at these words: helpful, good question, agreed, together, useful, I will do my best, mutual, opportunity.

看看這些單詞：有用的，好問題，同意，一起，有用，我會盡我所能，相互，機會。

Now look at these: busy, crisis, failure, forget it, I can’t, it’s impossible, waste, hard.

現在看看這些：忙碌，危機，失敗，忘記它，我不能，這是不可能的，浪費，努力。

The words you use show your attitude to life, so choose your words wisely.

你用的詞語表達了你對生活的態度，所以明智地選擇你的語言。

7. Get feedback

7.得到反饋

Try and get some feedback on the emails that you write. This could be from your English Teacher or someone you know whose English is at a good level.

試着從你寫的郵件中得到一些反饋。這可能來自你的英語老師或你認識的人，他們的英語水平很好。

Study the English in any emails you receive. If it is a well-written email, look carefully at some of the language used. Start your own phrase book by collecting a bank of phrases from what you hear or read all around you; they may be useful in the future.

在收到的任何郵件中學習英語。如果是一封寫得很好的電子郵件，請仔細查看所使用的一些語言。從你周圍所聽到或讀到一切中，收集一組短語來開始你自己的短語書，它們將來可能有用。