如何写英文邮件.课件.ppt

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1、 TRAINING COURSE -ENGLISH WRITING CONTENTS LISTHow to Write English EmailNormal Problems in Writing Frequent Words in Business emailHow to Write -English Email ProloguenEmailhasdeeplyimmerseintoourdaylylife.nEmailareincreasinglyaffectingourbusiness.nTherealityisrequiringustomasterthiswritingskill,us

2、eappropriate,businesslikelanguage.How to Write -English EmailPurpose:nByusingproperemaillanguagewecanconveyaprofessionalimage.nEmailsthatgettothepointaremuchmoreeffectivethanpoorlywordedemailsnProtectourbusinessfrompotentialrisks.nOur sticking points:Englishisnotournativetongue,wedontknownormalexpre

3、ssionconventionswhenwritinganemail.OurEnglishlevelistoolowtowrite.OurWrittenEnglishisalsoChin-English,Englishspeakingpeople,ingeneral,ishardtoreadandcatchyouropinion,justtoguess.How to Write -English Email How to Write -English EmailComponentsofemailnSubjectnSalutationnBodynComplimentaryclosenSignat

4、ureHow to make -a subject in EnglishnClearlysummarizethecontentsofyourmessagesinthesubjects.Properlytitledmessageshelppeopleorganizeandprioritizetheiremail.nTrytomakeitconcise,meaningful.nThesubjectmustcatchandreflectthemessagesmainidea.e.g.,productioninformation;meetingnotice;polepiece;askingforyou

5、ropinionabouttheplan;Newpolicyrelease;Greeting;dailyworkingreport.How to make -a subject in EnglishASubjectcanbeaparticiplephraseindefinitephrase,ornominalphrasing.e.g.AbouthowtoUsethe“To”,“CC”and“BCC”FunctionsnGenerally,weshouldplacenecessary,directlycorrelativeemailaddressinthe“To”field,andplacedi

6、rectlyorindirectlybossinthe“CC”field.Tips:trynottousetheCC:fieldunlesstherecipientsintheCC:fieldknowwhytheyarereceivinga copy of the message.Using the cc:field can be confusing since the recipients might not know who is supposed to act on the message.Also,when responding to a cc:message,should you i

7、nclude the other recipient in the cc:field as well?This will depend on the situation.In general,do not include the person in the cc:field unless you have a particular reason for wanting this person to see your response.Again,make sure that this person will know why they are receiving a copy.Abouthow

8、toUsethe“TO”,“CC”and“BCC”FunctionsBCC functions:nYou would not like to let the recipients know that you have sent the same message to many people.n You have to consider some recipients email address should be confidential.In these case you can use the“BCC”function to get round such embarrassment as

9、these above mentioned.How to make a salutation-inEnglishemailWeallknowemailisnotformalmailinMostoftimes.Right,inaprivatemail,youcanwritesalutationfreelywithoutcaringsuchasetiquetteofsomekinds.ButasaBusinesspurpose,youshouldbeveryverycareful.Ingeneralyoucanwriteasbelow:Dearall,Dearallcolleagues,deare

10、veryone,Hiall,DearMr.xx,DearMrs.DearMs.How to make a salutation-inEnglishemailNote:nAcommafollowsthesalutationinpersonalmailinabusinessletter,itisfollowedbyaColon.nInpersonalmail,firstnameorothernicknameareandoftenusedassalutation.nCommonsense:MR.orMr.,MRs.orMrs.,MS.orMs.nNevertomistakepeoplesname,t

11、itleordegreeatanytime.How to make a salutation-inEnglishemailNote:nAll,both,teamoftenbeusedbydirectboss.nSame,“foryourinformation”oftenbemonopolizedbyyourdirectboss.nUsinganameorsurnameassalutationisalwaysbetterthanusingtitle.Whendidnotknowreceiversname,youcanaddresslike:Dearcommittteemember:Dearmee

12、tingplaner:Dearallcolleagues:ToallpeopleReps:Towhomitmayconcern:Dearsirormadam:Dearpurchasingagent:How to make a salutation-inEnglishmailn称呼多个男人或女人称呼多个男人或女人:用Messrs=Misters,不跟名字,只跟姓.用Mesdames(madame),Mmes.,orMses.同样只跟姓,不跟名.如:Mses.Farb,lionel,andGray.n男女一起时,弄清称呼分别写就可以了.如:Dr.andMrs.HaroldWright.Mr.Har

13、oldWrightandDr.MargaretWright有荣誉学位就不要用一般的头衔,若不知道,则称呼其Mr.,Mrs.OrMs.HowtoconductanEnglishemail-SeveralprinciplesshouldbeattendedProprietyNomatteryouasaleaderorcommonstaff,nomatterwhatrecipientsyousentto,keepproperpropriety!BeconciseandtothepointDontmakeanemaillongerthanitneedstobe.Especiallyforus,Engl

14、ishassecondlanguage.Conciseisnotequalwith“short”or“brief”,butcloseto“clear”and“exact”Beawareofconfidentialliabilityandothertrapswhichmightcausetroublestoyouoryourcompanysuchaslitigation,etc.HowtoconductanEnglishemail-SeveralprinciplesshouldbeattendedWritingStyle:dependonthecontentofyourmessage,ifiti

15、saofficialnotice,bulletinorsimilarissues,shouldadaptofficialstyle.HowtoconductanEnglishemail-SeveralprinciplesshouldbeattendednDo not write in capitals.IFYOUWRITEINCAPITALSITSEEMSASIFYOUARESHOUTING.THISCANBEHIGHLYANNOYINGANDMIGHTTRIGGERANUNWANTEDRESPONSE.nAvoid long sentence.Email is meant to be a q

16、uick medium and requires a different kind of writing than letters.nkeep your mail short and focused.Fewpeopleenjoyreadingontheircomputerscreens.HowtoconductanEnglishemail-SeveralprinciplesshouldbeattendedDont write anything you wouldnt say inpublic.To forward a message just need to slightly knockmou

17、se,very easily;even sometimes do it accidentally.Take care with abbreviations and emoticons.TrynottouseabbreviationssuchasBTW(bytheway).especiallyinbusiness emails,these are generally not appropriate.Thesame goes for(suits)emoticons,such as the smiley:-).HowtoconductanEnglishemail-Severalprincipless

18、houldbeattendedFrequentabbreviationsarelistedbelow:at4forAFAIKasfarasIknowATBallthebestPLSpleaseASAPassoonaspossibleBTWbythewayFYIforyourinformationIMOinmyopinionIOWinotherwordsKITkeepintouchHANDhaveanicedayUyouTXthanksHowtoconductanEnglishemail-SeveralprinciplesshouldbeattendednDo not frequently tr

19、ansform tense and voice.Plain English can help understanding.nUse active instead of passiveTrytouseactivevoiceofaverbwhereverpossible.Itsoundsmorepersonal.Forexample:YourorderwillbeprocessedtodayWewillprocessyourordertoday.HowtoconductanEnglishemail-SeveralprinciplesshouldbeattendedYouwillbepleasedt

20、olearnthatyouhavebeenImpleasedthat.Yourpromptresponsewillbehighlyappreciated.IhopeYourbookwaswellwrittenIthoroughlyenjoyedyourbookandParticipantswillbeaskedtogothroughtrainingWewillaskalltheparticipantstogothroughthistrainingcourseHowtoconductanEnglishemail-SeveralprinciplesshouldbeattendedNow,heres

21、aone-paragraphletterwritteninPassivevoiceforourreference.Yourletterrequestinginformationaboutourprogramhasbeenreceivedinthedirectorsoffice.Pleasebeadvised,however,thatinorderforthisofficetorespondtoyourinquiry,appropriateformsmustbecompleted.Accordingly,yourletterisbeingreturnedtoyou,andifyouwantthe

22、informationbeingsought,anotherletterwiththeenclosedformsmustbesenttous.WritingPractice-ThebodyofemailHowtowriteatthebeginningTIPS:n落笔之前，考虑邮件内容，接收对象等选择合适的文体去写。n不要以中国人的思维来组织语言，我们的习惯是由开头、发展、高潮、结局。而英语习惯则是开头即是主题句，然后由此推展，最后是结论。这固然是英语作文的习惯，对邮件而言，尤其是商业邮件是同样的。重要的或要强调放在最前面。WritingPractice-ThebodyofemailExampl

23、e1:为了丰富员工业余生活，根据领导的指示，我们制定了一个活动计划，现定于xx月xx日在公司篮球场举行一场拔河比赛，请大家届时到现场助威。Accordingtothemanagementsinstruction,atugofwarbetweenAteam&BteamwillbeheldinbasketballcourtonTuesday,Aug.10,at5:00p.m.Pls.joinusasagoodaudienceatthattime.WritingPractice-ThebodyofemailExample2请各部门经理于8/17日下午5:00到五楼主会议室开会。议题：讨论公司政策De

24、arall:Pls.attendameetingat4thgroundmainconferenceRoomat5:00p.m.August17th.Agenda:discussingnewpolicyWritingPractice-Thebodyofemail基于目前公司面临的形势，为振奋团队士气，公司定于在本周五晚七点钟召开员工代表会议。会议由厂长主持，讨论如下事项1，2，3。会议地点在第一会议室。请大家准时光临。Pleasenotethat/pleasebeinformedthatToencourageemployeemoraleToKeep/Create/maintainaharmoni

25、ousatmosphere/employeerelation/teamspiritBasedonthecurrentsituationinthecompany,Consideringthefactualsituationwithinthecompany,Attendthismeetingontime.Bepresentatthemeeting,WritingPractice-ThebodyofemailThepartsofmeetingnoticeingeneralBackgroundintroduction-whyTime:Venue:Invitee:Agenda:Preside:Writi

26、ngPractice-Thebodyofemail因为某种原因，原定于8/18日晚举行的生日派队将延期举行。具体日期稍后通知。我们对此改变给您造成的不便深感抱歉。任何疑问，请联系人力资源部龙丹小姐。Duetosomecertainreasons,ThemeetingscheduledOnAug.18willbeputoff(defer/delay/postpone/suspend)tohold.Wellsendyouaexactmeetingtimelater.Weapologizeforanyinconveniencethatthismaycausetoyou.AnyqueryPls.con

27、tactMissLongat252extension.WritingPractice-ThebodyofemailExample:为了规范KDS废物处理的相关程序,我们起草了一个草案,为使之合理有效,我们现就此征求你的意见,请于8月15日前将意见或建议反馈我处,多谢合作.ToeffectivelymanagescrapshandlinginKDS,wehavedraftedaProcedure,(wehaveinstituteaproceduredraft).Nowwereferittoyouforyourreferenceandexpectyourcommentsoradviceaboutt

28、hisissue.WeHopeyoucouldsubmititatbyAug.15th.Thanksforyourprompt&kindlyresponse.TypicalbusinessmailInformationLettersDearSirs:WillyouPls.sendmeacopyofyourglasswarecatalogue,with details of your prices and terms ofpayment?（注意介词短语）（注意介词短语）Ishouldfounditmosthelpfulifyoucouldsupplysamplesoftheseglassware

29、你好，请送我一份贵司玻璃器具的产品目录及其详细的价格和付款条件。能提供样品更好。TypicalbusinessmailInformationLettersDearsirs:WelearnfromtheBritishembassythatyouareproducingforexporthand-madegarmentinpurematerials.Thereisasteadydemandhereforhigh-classgoodsofthistypeespeciallyinbrightercolors.Willyoupleasesendusyourcatalogueandfulldetails

30、ofyourexportpricesandtermsofpayment,togetherwithanysampleyoucanletushave.Typicalbusinessmail-good-newslettersDearMr.wanImustwritetoyoutosayhowmuchweappreciatethepromptnesswithwhichyousettledyouraccountswithusduringthepastyear,especiallyasanumberofthemhavebeenforverylargesums.Ithasbeenofgreathelptous

31、atatimewhenweourselveshavebeenfacedwithheavycommitmentsconnectedwiththeexpansionofourbusiness.Wehopeyouwillcontinuetogiveustheopportunitytoserveyou.Typicalbusinessmail-good-newslettersBacknowinTaiwanIwishtothankyoumostwarmlyforyourmostexcellenthospitalityextendedtomeduringmystayinyourcountry.Theoppo

32、rtunitytoMeetyourselfandyourdirectorsissomethingthatIhadlonglookedforwardto,andIcanonlyhopenowthatsomedayImaybeabletoreceiveavisitherefromyou.Iveryappreciateyourkindnessinshowingmeroundyournewplant.Ithankyouonceagain.Businessreport1),引文部分Theaim/purposeofthisreportistoThisreportaimsto/setsoutto2),正文部

33、分ItwasfoundthatClearlyshow(s)thatThekeyfindingsareoutlinedbelow.3),结论部分Itwasdecided/agreed/feltthatNoconclusionwerereachedregardingInconclusion/onbalance(总而言之）4),建议部分Itisrecommended/proposed/suggestedthatItisessentialto/ItwouldbeadvisabletoSample-“BusinessReport”(unofficial)ProposedComputerApplicati

34、onServiceAsyourequested,apreliminarystudywasconductedatsalesdepartmenttodetermineifthereissufficientstaffinterestinacomputerapplicationservice.Aftersurveying55employees,ourresearchteamdeterminedthatthereisSufficientinterestinacomputerapplicationservice.TheresultofthisPreliminarystudyindicatesthatamo

35、reextensivestudyisjustified.The questionnaire results of the study are attached to this report.Finally,Iwouldliketothankmyfellowresearchersfortheirhardworkandcooperation,whichmakethisreportpossible.Ifyouhaveanyquestionafterreadingthereport,pleasecontactmeatextension528.Sample-“BusinessReport”(unoffi

36、cialAs requested by product development department,I m submitting The following report about the the purchase of new engines.SincetheinnovationofenginesforourgistProductswillimprovetheworkingefficiency,weareaskedtoconductamarketresearchtochooseanewonethatcanmeetthedemandsrequired.Wefoundthatthequali

37、tyandfunctionsofdifferentbrandsofenginesaresimilar.However,oneimportantpointhascalledourattention.Thatis,theoilconsumptionofdifferentbrandsofenginesvariessharply.Asisknown,thelowoilconsumptioncangreatlyreducetheproductioncost.Basedontheanalysisabove,wedecidetopurchaseEBwhichhasthelowestoilconsumptionperhour.