英文電子郵件的寫作特點和格式04405

1、1、 主題主題（Subject）框的內(nèi)容應(yīng)簡明地概括信的內(nèi)容，短的可以是一個單詞，如greetings；長的可以是一個名詞性短語，也可以是完整句，但長度一般不超過35個字母。YES：Supplier trainingNO：professional trainees from sister company should abide by rule of local company（太長）主題框的內(nèi)容切忌含糊不清。NO：像News about the meeting 這樣的表達，YES：應(yīng)改為Tomorrow's meeting canceled。一般來說，只要將位于句首的單詞和專有名詞的

2、首字母大寫即可。另外一種較為正規(guī)的格式可將除了少于5個字母的介詞、連接詞或冠詞之外的每一個單詞的首字母大寫。YES：New E-mail Address Notification；Detailed calculationNO：detailed calculation視信的內(nèi)容是否重要，還可以開頭加上URGENT或者FYI（For Your Information，供參考），如：URGENT：Submit your report today!二、稱呼1、E-mail一般使用非正式的文體，因此正文（Body）前的稱呼（Salutation）通常無須使用諸如Dear Mr. John之類的表達。在同

3、輩的親朋好友或同事間可以直呼其名，但對長輩或上級最好使用頭銜加上姓。YES：Tommy，或者Mr. Smith。2、稱呼和正文之間，段落之間，正文和信尾客套話之間一般空一行，開頭無須空格。如：Jimmy,I received your memo and will discuss it with Eric on Wednesday.Best,David3、人家的名字千萬不要錯,老一輩的看到名字錯就干脆攆去垃圾桶. 同樣, 頭銜都不要錯. 頭銜或?qū)W位,任擇其一吧.以下是一樣的: Howard E. Wyatt, Dr. Howard E. Hyatt4、多過一個男人,用Messrs,就是Miste

4、rs的意思,不過不要跟名字,跟姓就行啦.YES: Messrs. Smith, Wyatt, and Fury 。女人呢? YES：用Mesdames, Mmes., or Mses. 同樣不要跟名字. 例子: Mses. Farb, Lionel, and Gray 。男女一齊呢? 弄清楚稱呼就行.例如: Dr. and Mrs. Harold Wright ；Mr. Harold Wright and Dr. Margaret Wright ；Mr. and Mrs. Harvey Adams-Quinn 。5、有人有自己頭銜就要跟緊,例如有人有榮譽學(xué)位就不喜歡用一般的頭銜,有時大頭不知道

5、對方頭銜,干脆用Ms.算了. Ms. Sarah Gray6、職銜短可以一行過,長就下一行吧.例如:Ken Green, President Ken Green Vice President of International OperationsNO：Ken Green Vice President of Unicom ChinaYES： Ken Green Vice President, Unicom China7、老外的名字有時有Jr. 或 Sr.,之前的逗點是隨你喜歡的,以下都是正確,不要笑人: YES：Michael J. Smith, Jr. Michael J. Smith Sr.

6、8、用人家的名字總好過人家的頭銜稱呼. 如果沒有名字,或者是很正規(guī)信的信件,可以考慮這些：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:如果是全公司：YES： Gentlemen or Ladies: Ladies or Gentlemen:9、有時見到人家用冒號就說人家錯,其實也未必啊,看:YES：Dear Mr. Jone

7、s: (非常正規(guī)) Dear Joan:Dear Jim, Jim, (非正規(guī))三、拼寫1、E-mail的非正式的文體特點并不意味它的撰寫可以馬虎行事，特別是給長輩或上級寫信，或者撰寫業(yè)務(wù)信函更是如此。寫完信后，一定要認真檢查有無拼寫、語法和標點符號的誤。當(dāng)然Outlook Express等軟件的'拼寫檢查'功能可以助你一臂之力。2、外國國名盡量用大寫.是為尊重,也方便郵差.3、標點要準確NO：He did not make repairs, however, he continued to monitor the equipment.YES：He did not make r

8、epairs; however, he continued to monitor the equipment.4、大小寫要注意非必要，不要整個字都是大寫，除非要罵人。NO：MUST change to OS immediately. 外國人就覺得不禮貌和喝令人一樣。YES：要強調(diào)的話，用底線，斜字，粗體就可以了。四、結(jié)尾部分A、書信的結(jié)尾致意要留意,弄清大家的關(guān)系才選擇用詞,例子:1、 Very Formal非常正規(guī)的(例如給政府官員的) Respectfully yours, Yours respectfully,2、 Formal正規(guī)的(例如客戶公司之間啦)Very truly yours

9、, Yours very truly, Yours truly,3、 Less Formal不太正規(guī)的(例如客戶)Sincerely yours, Yours sincerely, Sincerely, Cordially yours, Yours cordially, Cordially,4、Informal非正規(guī)的(例如朋友,同事之類)Regards, Warm regards, With kindest regards, With my best regards, My best, Give my best to Mary, Fondly, Thanks, See you next we

10、ek!有時在we, I, and you之間選擇是很煩的事- 如果是公司代表聯(lián)絡(luò)生意之類,可以用: We will reimburse you for these legal expenses. Sinopec will reimburse you for these legal expenses. 如果單純說你自己,可以用: I found the brochure very informative. 有時可以一起用啦.: We are pleased to offer you the position of sales director, and I am looking forward

11、to our Tuesday morning meeting.那么I和you呢?好煩好煩.一般來說,收信人的利益比較重要,名義上都要這樣想.給人尊重的語氣就一般不會錯了. 多用you有時會有隔閡的感覺.You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一樣)I am pleased that our board has selected you as the best qua

12、lified candidate to serve on our advisory board. I hope youll agree to serve. (這就友善多了)Your book was well written and comprehensive. (不用你來判斷我呀)I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客氣一點,人家受落)總之,語氣和賓詞的運用得當(dāng)能決定你的禮貌程度.B、信尾客套話（Compli

13、mentary close）通常也很簡明。常常只須一個詞，如：'Thanks'，'Best'，'Cheers'，不需要用一般信函中的'Sincerely yours'或'Best regards'。C、簽名：不要把Mr., Ms., Mrs., Dr.之類一起簽,人家會笑你的. 簽名也看信件的語氣.給朋友或公司客戶,簽Bill也可以,給陌生人就最好用Gates或者Bill Gates啦.五、其它注意事項：A、文法1、切忌主客不分或模糊例子：Deciding to rescind the earlier estima

14、te, our report was updated to include $40,000 for new equipment.應(yīng)改為：Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We我們是主語, 不是report。)2、句子不要凌碎例子：He decided not to audit the last ten contracts. Because of our previous objections about compl

15、iance. 應(yīng)該連在一起。3、結(jié)構(gòu)對稱，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.應(yīng)改為：The owner questioned the occupant's lease intentions and ink alterations of the contract.4、單復(fù)數(shù)不要搞亂，不然會好刺眼，看不舒服。例如：An authorized person mu

16、st show that they have security clearance.5、動詞主詞要呼應(yīng)。想想這兩個分別：1）This is one of the public-relations functions that is under budgeted.2）This is one of the public-relations functions, which are under budgeted.6、時態(tài)和語氣不要轉(zhuǎn)變太多?？瓷虅?wù)英語已經(jīng)是苦事，不要浪費人家的精力啊。7、選詞正確像affect和effect，operative和operational等等就要弄清楚才好用啦。8、地址上

17、的數(shù)字直接用阿拉伯?dāng)?shù)字吧,除了One,例子:127 Ninth Avenue, North127 E. 15 Street5 Park AvenueOne Wingren Plaza556 - 91 StreetB、文體1、可讀性：對象是大學(xué)程度的話，用高中的英文就行，不要以為人人都是語言大師，多用短句(15-20字吧)，技術(shù)性的字,就更加要簡單易明.2、注意段落的開頭.一般來說,重要或強調(diào)的事情都放在信件或段落的開頭,而句子就放在最尾. 例如: （1）.Because he was unable to attend the meeting personally, he forwarded h

18、is congratulations on cassette tape.（2）.He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 兩者強調(diào)的事情就有分別了.3、輕重有分， 同等重要的用and來連接，較輕放在次要的句子里.4、意思轉(zhuǎn)接詞要留神. 例如: but (相反), therefore (結(jié)論), also (增添), for example (闡明). 分不清furthermore和moreover就不要用啦.5、句子開頭不要含

19、糊不清的主詞。例子: These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什么呀?開頭少用this, that, it, they, 或 which.6、修飾詞的位置要小心,例如: He could only reimburse the cost after July 15.應(yīng)為 He could reimburse the cost only after July 15.7、用語要肯定準確.切忌含糊.例如:The fig

20、ures show a significant increase.” 怎樣significant呀,改為: The figures show an increase of 19%.8、.立場觀點一致. 少用被動語.例如: Partial data should be submitted by April.改為: You should submit partial data by April.就很好了.C. 格調(diào)1、式樣和句子長度不要太單調(diào). 千篇一律的subject-verb-object會悶死人的.有時短句跟著長句可以化解一下.2、弱軟的詞(e.g. was, were, is, are.)

21、可以加強一點.例如: Prunton products are highly effective in .改為: Prunton products excel in .就有力很多了.3、親切,口語化是比較受歡迎! 用賓詞和主動的詞,讓人家受落.例如: （1）. This information will be sincerely appreciated.”（2）. We sincerely appreciate your information. 明顯地,我們會喜歡第2句.D、內(nèi)容與附件E-mail文體的另外一個特點是簡單明了，便于閱讀，太長的內(nèi)容可以以附件的方式發(fā)出。一個段落大多僅由一到三個

22、句子組成。Dear Professor (教授的姓) My name is_, an incoming student of yours. I have some concerns regarding your course. I'm wondering if there are books that you will recommend for me to read to help me better understand your lecture. I hope to be well prepared for your class. I am also wondering about works in your class as well. I want to know how often do we have to write essays, and approximately how long will they be. Thank you for your time and