2015年9月6日 星期日

專業英文e-mail的6大原則

. 2015年9月6日 星期日

1、親切自然:可以用We 就不要用You

每一封email往來,都是你和與收信人之間的交流。很多人以為寫商業e-mail就應該用「生意腔」,於是把本來有感情基礎的e-mail寫得官樣。

把每次e-mail往來當成是跟對方進行了一次交談,只不過交談的介面是e-mail。用我/我們做主詞,這樣才能讓email讀起來熱情、友善,像朋友交談那樣簡單自然,親切又人性化。

官樣e-mail:Your mail has been received.
親切e-mail:I have received your mail.

官樣e-mail:Your complaint is being looked into.
親切e-mail:We are looking into your complaint.

官樣e-mail:You will receive your computer by next week.
親切e-mail:We are happy to have your order. We shipped it by July 21.




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2、一針見血:可以清楚 就不要模糊

寫email最忌諱文縐縐,要打電話給人就用call,要去拜訪人就說visit,不要刻意用自以為正式但其實意思模模糊糊的字。

模糊字:contact
清楚字:call/write/visit

模糊字:soon
清楚字:by March 15

3、言簡意賅:可以一個字就不要兩個字

大部份商業人士跟你一樣,每天都要閱讀大量e-mail。所以e-mail一定要寫得簡明扼要。與主題無關或者無助於e-mail目的之內容,請毫不留情的捨棄。

冗長句:The paper jam had the effect of a destructive force on the copy machine.
精簡句:The paper jam destroyed the copy machine.

冗長句:We have enclosed a brochure which shows further details of manufacture.
精簡句:The enclosed brochure shows further manufacture details.

4、語彙樸實:用對方看得懂的關鍵字

每個行業都有自己的行話,寫e-mail時要確定別人懂不懂你的行話,也儘量不用華麗詞藻。西方人習慣使用樸實的語言。

迂迴句:We look forward to a bright and glorious future of cooperation.
樸實句:We hope to have the opportunity to work with you in the future.

迂迴句:The choice of exogenous variables in relation to multi-collinearity is contingent upon the derivations of certain multiple correlation coefficients.
樸實句:Supply determines demand.

5、有技巧的表達:永遠讓人覺得you're helpful

同樣一件事說法不同,得到回應就不同,有技巧的說法讓人樂於為你效勞。

拙劣說法:Obviously, if you'd read your policy carefully, you'd be able to answer these questions yourself.
漂亮說法:I'm glad to clear up these questions for you.

拙劣說法:In order to complete the claim you made, simply...
漂亮說法:To complete your transaction,...

拙劣說法:We want to get our check.
漂亮說法:To keep your account in the preferred customer class, send our check for NT$200,000 today.

6、下一個專業的信件標題

許很多人沒有意識到,e-mail的標題是很重要的一部分,郵件給對方的第一印象就是透過標題來完成。如果標題沒有內容,看起來像群組垃圾郵件,命運就是直接進入垃圾桶。

不專業標題:How are you?
專業標題:Introduction: Our Product Offerings for Bright Ideas Imports

不專業標題:Can we work together?
專業標題:Proposal: Bright Ideas Imports—ABC‘s Partnership Opportunity

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