电邮(书信)写作技巧

    This is an english writing howto I copied from somewhere (name withheld) some time ago. hopefully you'll find it helpful too.
    日常要处理许多信件电邮,因而运用英语上不得不留神,以下有一些个人意见,也参考了一些书本,希望大家有所得益。
    A. 文法上1.切忌主客不分或模糊. 例子: Deciding to rescind¹ the earlier estimate, our report was updated to include $40,000 for new equipment.” 应改为 Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We决定呀, 不是report.)2.句子不要凌碎. 例子: He decided² not to audit³ the last ten contracts. Because of our previous objections about compliance⁴. 应该连在一起.
    3.结构对称,令人容易理解. 例子: The owner questioned the occupant's lease intentions and the fact that the contract had been altered with ink markings. 应改为: The owner questioned the occupant's lease intentions and ink alterations⁵ of the contract.
    4.单众数不要搞乱,不然会好刺眼,看不舒服. 例如: An authorized⁶ person must show that they have security clearance⁷.
    5.动词主词要呼应. 想想这两个分别: 1.This is one of the public-relations functions that is underbudgeted. 2. This is one of the public-relations functions, which are underbudgeted.
    6.时态和语气不要转变太多.看商务英语已经是苦事,不要浪费人家的精力啊.
    7.标点要准确. 例如: He did not make repairs, however, he continued to monitor the equipment. 改为: He did not make repairs; however, he continued to monitor the equipment.
    8.选词正确. 好像affect和effect, operative和operational等等就要弄清楚才好用啦.
    9.拼字正确. 有电脑拼字检查功能后,就更加不能偷懒.
    10.大小写要注意.非必要不要整个字都是大写,除非要骂人,:,例如: MUST change to OS immediately. 外国人就觉得不礼貌和喝令人一样. 要强调的话,用底线,斜字,粗体就可以了.
    B. 文体1.可读性.对象是大学程度的话,用高中的英文就行,不要以为人人都是语言大师.多用短句(15-20字吧), 技术性的字,就更加要简单易明.
    2.注意段落的开头.一般来说,重要或强调的事情都放在信件或段落的开头,而句子就放在最尾. 例如: 1.Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape. 2.He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 两者强调的事情就有分别了.
    3.轻重有分. 同等重要的用and来连接,较轻放在次要的句子里.
    4.意思转接词要留神. 例如: but (相反), therefore (结论), also (增添), for example (阐明). 分不清furthermore和moreover就不要用啦.
    5.句子开头不要含糊不清的主词. 例子: These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什么呀????开头少用this, that, it, they, 或 which.
    6.修饰词的位置要小心,例如: He could only reimburse⁸ the cost after July 15. 应为 He could reimburse the cost only after July 15.
    7.用语要肯定准确.切忌含糊. 例如:The figures show a significant increase.” 怎样significant呀,大哥? 改为: The figures show an increase of 19%.
    8.立场观点一致. 少用被动语. 例如: Partial data should be submitted by April. 改为: You should submit partial data by April.就很好了.
    C. 格调1.式样和句子长度不要太单调. 千篇一律的subject-verb-object会闷死人的.有时短句跟着长句可以化解一下.
    2.弱软的词(e.g. was, were, is, are...)可以加强一点. 例如: Prunton products are highly effective in ... 改为: Prunton products excel in ...就有力很多了.
    3.亲切,口语化是比较受欢迎! 用宾词和主动的词,让人家受落. 例如: 1. This information will be sincerely appreciated.” 2. We sincerely appreciate your information. 明显地,我们会喜欢第2句.
    D. 写信提示1.人家的名字千万不要错.老一辈的看到名字错就干脆撵去垃圾桶. 同样, 头衔都不要错. 头衔或学位,任择其一吧.以下是一样的:
    Howard E. Wyatt, D.D.SPhD.
    Dr. Howard E. Hyatt2.多过一个男人,用Messrs,就是Misters的意思,不过不要跟名字,跟姓就行啦.例如: Messrs. Smith, Wyatt, and Fury女人呢? 用Mesdames, Mmes., or Mses. 同样不要跟名字. 例子: Mses. Farb, Lionel, and Gray男女一齐呢? 弄清楚称呼就行.例如:
    Dr. and Mrs. Harold WrightMr. Harold Wright and Dr. Margaret WrightMr. and Mrs. Harvey Adams-Quinn3.有人有自己头衔就要跟紧,例如有人有荣誉学位就不喜欢用一般的头衔啊~有时大头不知道对方头衔,干脆用Ms.算了.
    Ms. Sarah Gray4.地址要低日期至少两行.处名时,职衔短可以一行过,长就下一行吧.例如:
    Ken⁹ Green, PresidentKen GreenVice President of International Operations但这个就显得有点……:
    Ken GreenVice President of Unicom China正确应为:
    Ken GreenVice President, Unicom China5.老外的名字有时有Jr. 或 Sr.,之前的逗点是随你喜欢的,以下都是正确,不要笑人:
    Michael J. Smith, Jr.
    Michael J. Smith Sr.
    6.外国国名尽量用大写.是为尊重,也方便邮差叔叔.
    7.地址上的数字直接用阿拉伯数字吧,除了One,例子:
    127 Ninth Avenue, North127 E. 15 Street5 Park AvenueOne Wingren Plaza556 - 91 Street书信的结尾致意要留意,弄清大家的关系才选择用词,例子:
    1. Very Formal非常正规的(例如给政府大老爷的)Respectfully yours,Yours respectfully,2. Formal正规的(例如客户公司之间啦)Very truly yours,Yours very truly,Yours truly,3. Less Formal不太正规的(例如客户)Sincerely yours,Yours sincerely,Sincerely,Cordially yours,Yours cordially,Cordially,4. Informal非正规的(例如猪朋狗友,同事之类)Regards,Warm regards,With kindest regards,With my best regards,My best,Give my best to Mary,Fondly,Thanks,See you next week!
    有时在we, I, and you之间选择是很烦的事--如果是公司代表联络生意之类,可以用:
    We will reimburse you for these legal expenses.
    Sinopec will reimburse you for these legal expenses.
    如果单纯说你自己,可以用:
    I found the brochure very informative¹⁰.
    有时可以一起用啦...:
    We are pleased to offer you the position of sales director, and I am looking forward to our Tuesday morning meeting.
    那么I和you呢?好烦好烦.一般来说,收信人的利益比较重要,名义上都要这样想.给人尊重的语气就一般不会错了. 多用you有时会有隔阂的感觉.
    You will be pleased to learn that you have been selected to serve on our advisory¹¹ board. Your prompt response will be appreciated. (好像欠你一样)I'm pleased that our board has selected you as the best qualified¹² candidate to serve on our advisory board. I hope you'll agree to serve. (这就友善多了)Your book was well written and comprehensive. (不用你来判断我呀~~)I thoroughly¹³ enjoyed your book and found an answer to every one of my questions about performance appraisals¹⁴. (客气一点,人家受落)总之,语气和宾词的运用得当能决定你的礼貌程度.
    开头致意用人家的名字总好过人家的头衔称呼. 如果没有名字,或者是好正规信的信件,可以考虑这些:
    Dear Committee Member:
    Dear Meeting Planner:
    Dear Colleagues:
    To All Sales Reps:
    To Whom It May Concern:
    Dear Sir or Madam:
    Dear Madam or Sir:
    Dear Purchasing Agent:
    如果是公司呢?
    Gentlemen or Ladies:
    Ladies or Gentlemen:
    什么怪事都有,如果那公司是全男班或全女班呢?
    Dear Sirs:
    Dear Ladies:
    Dear Mesdames:
    Gentlemen:
    Ladies:
    有时见到人家用冒号就说人家错,其实也未必啊,看:
    Dear Mr. Jones: (非常正规)Dear Joan:
    Dear Jim,Jim, (非正规)签名用笔亲自签名会比较受落,免到过都不要电脑贴图或盖章啦....不要把Mr., Ms., Mrs., Dr.之类一起签,人家会笑你的...
    签名也看信件的语气.给朋友或公司客户,签Bill也可以,给陌生人就最好用Gates或者Bill Gates啦

1 rescind   

v.废除，取消

参考例句：

• They accepted his advice and rescinded the original plan.他们听从了他的劝告，撤销了原计划。
• Trade Union leaders have demanded the government rescind the price rise.工会领导已经要求政府阻止价格上涨。

2 decided   

adj.决定了的，坚决的；明显的，明确的

参考例句：

• This gave them a decided advantage over their opponents.这使他们比对手具有明显的优势。
• There is a decided difference between British and Chinese way of greeting.英国人和中国人打招呼的方式有很明显的区别。

3 audit   

v.审计；查帐；核对；旁听

参考例句：

• Each year they audit our accounts and certify them as being true and fair.他们每年对我们进行账务审核，以确保其真实无误。
• As usual,the yearly audit will take place in December.跟往常一样，年度审计将在十二月份进行。

4 compliance   

n.顺从；服从；附和；屈从

参考例句：

• I was surprised by his compliance with these terms.我对他竟然依从了这些条件而感到吃惊。
• She gave up the idea in compliance with his desire.她顺从他的愿望而放弃自己的主意。

5 alterations   

n.改动( alteration的名词复数 )；更改；变化；改变

参考例句：

• Any alterations should be written in neatly to the left side. 改动部分应书写清晰，插在正文的左侧。 来自《简明英汉词典》
• Gene mutations are alterations in the DNA code. 基因突变是指DNA 密码的改变。 来自《简明英汉词典》

6 authorized   

a.委任的，许可的

参考例句：

• An administrative order is valid if authorized by a statute.如果一个行政命令得到一个法规的认可那么这个命令就是有效的。

7 clearance   

n.净空；许可(证)；清算；清除，清理

参考例句：

• There was a clearance of only ten centimetres between the two walls.两堵墙之间只有十厘米的空隙。
• The ship sailed as soon as it got clearance. 那艘船一办好离港手续立刻启航了。

8 reimburse   

v.补偿，付还

参考例句：

• We'll reimburse you for your travelling expenses.我们将付还你旅费。
• The funds are supposed to reimburse policyholders in the event of insurer failure.这项基金将在保险公司不能偿付的情况下对投保人进行赔付。

9 ken   

n.视野，知识领域

参考例句：

• Such things are beyond my ken.我可不懂这些事。
• Abstract words are beyond the ken of children.抽象的言辞超出小孩所理解的范围.

10 informative   

adj.提供资料的，增进知识的

参考例句：

• The adverts are not very informative.这些广告并没有包含太多有用信息。
• This intriguing book is both thoughtful and informative.这本引人入胜的书既有思想性又富知识性。

11 advisory   

adj.劝告的，忠告的，顾问的，提供咨询

参考例句：

• I have worked in an advisory capacity with many hospitals.我曾在多家医院做过顾问工作。
• He was appointed to the advisory committee last month.他上个月获任命为顾问委员会委员。

12 qualified   

adj.合格的，有资格的，胜任的，有限制的

参考例句：

• He is qualified as a complete man of letters.他有资格当真正的文学家。
• We must note that we still lack qualified specialists.我们必须看到我们还缺乏有资质的专家。

13 thoroughly   

adv.完全地，彻底地，十足地

参考例句：

• The soil must be thoroughly turned over before planting.一定要先把土地深翻一遍再下种。
• The soldiers have been thoroughly instructed in the care of their weapons.士兵们都系统地接受过保护武器的训练。

14 appraisals   

估计，估量，评价( appraisal的名词复数 )

参考例句：

• He had read many detailed critical appraisals of her work. 他读了许多详细评论她的作品的文章。
• The English themselves are somewhat insular in their literary appraisals. 英国人评价自己的文学，也不免有偏狭处。