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【英文商業書信懶人包】讓你各種情境都能順利接招! 不再是個句點大王

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今天就跟著我們一起來學學幾個不錯的商業書信用字,第一次撰寫商業書信也不NG!
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Email 可以說是職場上與我們形影不離的溝通管道,英文商業書信更是職場必備的技能之一!

不論你還是學生或是社會人士,當面臨需要寫英文書信的時候,是不是總覺得很難下筆? 害怕使用的英文詞彙不透貼切? 怕用詞過於直接會有點失禮? 或是直接用Google翻譯總會翻譯出不太靠譜的句子??
相信這都是眾多英文寫作小白都曾面臨過的問題~
若欲成一位成功的從商職者並讓你的客戶留下良好專業的印象,信函的文筆與溝通方向都扮演了很重要的關鍵喔!

 

enlightened寫一封英文商業書信到底難不難?

1. 初期會需了解信件的撰寫架構
2. 了解中英文寫作的思維差異
3. 撰寫不需使用太多厲害專業的用字遣詞但卻要能讓收件人清楚抓到文章的意涵
4. 剩下的就是一些交際手腕策略

 

今天就跟著我們一起來學學幾個不錯的英文書信句子,讓你第一次撰寫商業書信也不NG!  
以下幫大家列出幾種常見的商業情境,讓你在面臨各種情境時也能如魚得水、各種場合都能順利接招,不再是個句點大王!

 

書信撰寫基本格式 (漢堡式寫作原理)

你一定吃過漢堡,一個合格的漢堡最基本就是要有上層漢堡皮(開場)中層內餡(內文)下層漢堡皮(結尾),少了任何一個成分都會讓人吃起來不夠滿足。而餡料的部份(內文)愈多就是愈好嗎?過多反而也讓人覺得太刻意,因此內文應盡可能避開意冗言贅字、用字也不需過於詞藻華美,就像好吃的漢堡不需要過多的調味,一樣可以抓住人們的味蕾,英文書信只要結構分明內文清楚明瞭,一樣可以引人入勝

  

   

# 開頭稱謂 (Opening)

a. 正式用法 (認真詢問事情):
1. 沒有特定對象(不知道姓名者)
Dear + Sir/Madam (尊敬的先生/女士),  Dear Customer (尊敬的顧客)...
2. 相識對象 (知道名字)
Dear + 名字 or Dear + Mr./Ms./Mrs./Miss/Dr. +姓氏(非名字)
Ex: Dear Jerry, Dear Mr./Ms Chang (尊敬的張先生/小姐) 
b. 非正式用法 (對象較熟時) : Hi / Hello (創造輕鬆親近的氛圍感~)
Ex: Hi, Jerry / Hello Mike
enlightened注意: Hi通常用在有一定的交情會比較妥當 ,Hello用途較廣,不會太過嚴肅。

 

# 簡單寒暄 (Greeting)
Good morning/afternoon/evening.   早安/午安/傍晚好。
‧ Hope you’re doing well/great.    希望你一切順利。
‧ It’s great to hear from you.   很開心收到您的來信。
‧ Thanks for getting in touch.   謝謝您的聯繫。

# 來信目的 (Intention)

 I’m writing to + 目的...    我來信的目的是…
  (Ex: I’m writing to confirm my order that I placed yesterday.)
‧ I’m reaching out about …   我的來信是關於…
  (Ex: I’m reaching out about the quotation that you offered. )
‧ We’re glad/delighted to tell you …    我們很高興要告訴你…
‧ We regret to inform you that …    我們很遺憾要通知你…
‧ We’re writing to remind you of +N …   我們寫信來是提醒您…
‧ Just a quick note to tell you that...    只是想告訴你…
‧ We’re afraid that we have to let you know..   我們恐怕必須讓您知道..

# 結尾 (Ending)

 We look forward to receiving your reply soon.   我們期望能很快收到您的回覆。
  = We look forward to hearing from you soon.
‧ Please don’t hesitate to contact us if you have further questions or concerns.   
如有任何問題或疑慮,請不要猶於聯繫我們。

 I will keep you posted.    我們保持聯絡。

# 結尾敬語 

正式 : Sincerely (yours), Best regards…
輕鬆 : Best, Best wishes, Take care…

enlightened情境 : 回應來信 (Reply)

‧ Regarding your request / letter / question…   關於您的詢問/信件/問題...
 In reply to your question / email dated +日期...    回覆您的問題../幾月幾號的信件...
‧ Thank you for reaching out to us regarding…   感謝聯繫我們關於…
‧ We just received your inquiry. We’ll get back to you about your order ASAP.

enlightened情境: 道歉 (Apology)

‧ Sorry for the late reply. / Sorry for the delay in replying. /I’m sorry for taking so long to get back to you.    抱歉我晚回了…
‧ We apologize for the inconvenience this may cause.    我們很抱歉造成的不便
‧ Please accept our sincere apology for the mistake.    對於這個錯誤,請接受我們誠摯的道歉。      

enlightened客訴回應 (Complaints Response)

‧ Sorry for the problem. We understand this must be frustrating for you. We’ll make sure that this will not happen again in the future.
對於這個問題我們很抱歉,可以理解一定是很令您苦惱,我們將會確保將來不會再發生這種情況。

We will be fully committed to preventing this sort of problem and will adopt strict measures to control the quality of our own products.
我們會致力預防這種問題再度發生,也會採取更嚴格措施來管控我們產品的品質。

enlightened情境: 詢價 (Inquiry)

‧ I am writing this letter to inquire about the price of your _____ .. 我想詢問貴公司…的價錢
‧ Please kindly send me your complete catalog of products and quote the best prices for me.
請寄給我你們完整的產品目錄,並報最好的價格給我。

enlightened情境: 報價 (Quotation)

‧ Thanks for your email. Please see the attached quotation for your information.   
謝謝你的來信,請見附件的報價。

‧ Attached please find the price list for the items you’re interested in.    附件是你感興趣的產品價目表。
‧ We’re pleased to quote you as follows...    我們很開心能為您報價如下..
‧ This quotation is for a minimum order quantity (MOQ) of 500pcs. 最低的下單數量是500件。

enlightened情境: 無庫存 (Out of Stock)

Thank you for your interest in our products. We regret to inform you the item you need is currently out of stock now.
謝謝你對們的產品感興趣,很遺憾跟您說你需要的這項產品目前無庫存。

‧ After checking the inventory, we’re sorry to let you know the items you requested are now out of stock.
查完庫存後,我們很抱歉讓您知道目前這些產品是無庫存的。

enlightened情境: 報價追蹤 (Follow-ups)

‧ We’re just following up on the quote we’ve sent to you and wanted to confirm we’ve provided all the info you need.
我們想追蹤一下的我們給您的報價狀況並確認是否有提供所有您需要的資料。

‧ Since we haven’t gotten a reply from you with respect to the pricing, we’d like to know your decision.
因未收到您對此報價信的回覆,我們想知道您進一步的決定。

‧ Is there anything else you would like us to further help you with? Please feel free to let us know.
有沒有任何我們可以進一步協助您的地方,請儘管讓我們知道。

enlightened情境: 議價 (Negotiation)

Thank you for your interest; however, we were not currently accepting lower offers.
謝謝您對此產品的興趣,但我們當前無法接受再低的價格。

 May we know what price range you were thinking of for this product? Or did you have a particular price in mind (target price)? 
可以讓我們知道您對此產品認定的價格範圍嗎?或是有明確的期望價呢?

enlightened情境: 對方不回信 (請求對方回覆)

‧ We’d appreciate it if you could reply at your earliest convenience.
我們很感謝若您能盡早在方便的時間給予回覆。

‧ Would you please take a moment to reply.  We would be grateful to get your feedback. Hence, we can take the next steps accordingly.
再請您花一些些時間回覆,我們很高興如果能收到您的反饋。我們隨後才能進行下一步。

‧ We’re eagerly awaiting further updates on the issue we are facing.
我們殷切等待您對於我們正面臨的問題的進一步消息。
‧ We’re expecting a reply to our e-mail sent to you. Please respond in your earliest free time.
我們期望得到寫給您信件的回覆,請盡早在您有空的時間回覆。

enlightened情境: 提醒 (Reminder)

‧ Please note that...  請留意…
‧ We’d like to call your attention to… 我們想請你注意…
(Ex: Wed like to call your attention to the overdue payment. 提醒您逾期的付款)
‧ May we remind you that我是否能提醒您…(非常委婉XD)

enlightened情境: 合作(Cooperation)

‧ We look forward to doing business with you in the near future. 我們期望未來跟您有商業上的合作。。
‧ We hope to have the opportunity to work with you. 我們期望有與您合作的機會。
We look forward to further developing our professional relationship. Please keep us in mind if you need additional info in the future.
期待我們的專業夥伴關係,也請讓我們知道未來如果您有其他需要的資訊。

‧ We look forward to doing favorable business with you.

enlightened情境: 感謝 (Appreciation)

‧ I would appreciate your kindest understanding about this matter. 我們很高興您對此事件的體諒。
‧ Your assistance on this matter is greatly appreciated. 我們感謝您對此的協助。

enlightened情境: 催款 (Overdue Payment)

‧ This letter is to inform you the payment is overdue.    這封信是通知您的付款逾期。
‧ The attached is the outstanding payment file. Will you please confirm and advise us when you will settle these payments.
附件檔是上您未付金額的資料,請您確認並告知我們您何時會進行這項付款。

‧ Please arrange the payment as soon as possible (asap).   請盡速安排付款。

enlightened情境: 尋求建議 (Suggession)

‧ We’d like to hear your thoughts…     我們想聽聽你的意見…
‧ What would you advise about this matter..?     關於這件事,您有什麼建議嗎?
Any comments or suggestions will be greatly appreciated.    任何評論或建議我們都很感謝。

 

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作者

Jerry Chang
Hard work doesn’t always pay off, but persistence does.

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