商务英语写作指南.docx

商务英语写作指南.docx

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商务英语写作指南

商务英语写作指南

商务便函与便条写作

（一）商务便函

例一

SCHOOLOFENGNISHFORBUSINESS

MEMORANDUM

To:

Mr.Kingswick,CourseCoordinate

From:

BarnsbyCampbel

Date:

19November1995

Subject:

LessonPlanfor28NovemberLecture

Iintendtoteachmemowritinginmynextlecture.Iplantocoverthefollowingparts:

1.InsideAddress

Thisisomittedinamemo.Asinternalcommunicationthereasonisobvious.

2.Greeting

ItismorepolitetoputMr.,Mrs.,orMsbeforeandtheofficeafterthenameoftherecipient.Youmaysometimesaddressthereadersasagroup.

3.Subject

Thisisaphrasetotellreaderwhatthememoisabout.SometimesonlyhephraseisgivenwithoutthewordSubjectbeforeit.

4.Body

Theseshouldbeshort,lessthan10lines,andconcentrateononlyoneparagraphoneideaeach.Sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.Anotherpracticeisnumbertheparagraphsforeasyreferencelateron.

5.Carboncopy

Thisiswrittenasc.c.forshort.Asinaletter,itliststhepersonswhoarealsoreceivingthememo.

6.Signature

Onlytheinitialisneed.Theofficeandnameinprintofthewriteareomitted.Inmorecasualmemosthereisnosignatureatall.

Anythoughtsonmynotes?

Anythingtoadd?

Letmeknowatteabreak.

c.c.Mr.P.L.Duke,TrainingOffice.

例二

InternalMemorandum

To:

AnneBell

From:

GrahamDavis

Date:

23March1992

Subject:

OfficeFurniture

__________________________________________________________________________Weneedsomecomfortablechainsforvisitorstogointhemanager'soffice

Canyouarrangeit?

Weneed10chainsineitherbeigeordarkbrown.Themaximumyoucanspendis$500.1

例三

InterofficeMemo

To:

RichardBurley

Dept:

Marketresearch

Subject:

ProfitsandSouthmoorBranch

Date:

May10,1998

IhavefinishedstudyingtheSouthmoorBranchsalesfiguresforthe1stquarterandseetheyareabout$255,000underprojections.ThatisthirdstraightquarterthatSouthmoorhasfallenshort.WillyouprepareanewanalysisoftheSouthmoormarketpotential/Iknowyoudidone___andagoodonetoo___threeyearsagobeforeSouthmooropened.Butmaybesomefactorshavechangedandweneedtolookintothem.

BenTebbinsisworkingupareportfromthesalesandpromotionangle.He'llfinishaboutJune15.Ifyoucouldbereadythen,wewillgettogetherandseeifwecansolvetheSouthmoorproblem.TBac.

CC:

BenTebbins

（二）商务便条

例一电话留言

To:

Mr.Fevrier

Message:

Mr.ReterSchulzcalledfromVienna,wantedyoutocallhimtodaybefore4pmoranytimetomorrowon014569924

Messagetakenby:

J.B.K.

例二让秘书同志推迟约会

MissLiu,

I'vegotanurgentmeetingtoday.Pleasecontacttheapplicantstopostponeetheinterviewstillfurthernotice.

DS

例三请假

To:

Mr.Slater

Message:

IamsorrytotellthatIwon'tbeabletogototheofficetodayduetoasuddendizziness.SoIhavetoaskforaday'ssickleave.

例四安排工作

To:

Mr.Richardson

Message:

PleasesendalettertoNavesLimoninC.R.

Findout:

Aretheysatisfiedwiththeorder?

Canweprovideanyaftersalesadvice?

Encouragerepeatorder

（三）商务便函分类范例

1．交流意见

From:

ChiefExecutive

To:

ProductionDirector

Subject:

ProductionformachineryforMachineshopx

Asyouknowthecompanyiscontemplatingopeninganewmachineshopinthenearfuture.Ouroperationshavebeenexpandingsorapidlythatsuchadevelopmentnowappearsinevitable.Thereareanumberofquestions,whichweneedtobethinkingaboutandIwouldbegratefultohearyouopinionontheidea.

1.AstothechoiceofnewmachineryIwouldliketoknowwhetheryouthinkweshouldbuyorhirenewequipment.

2.ThenIwouldliketohearyourproposalsonwhichmachineryweshouldconsideracquiring.

3.Closelyconnectedwiththepurchaseorhireofmachineryisthematterofmaintenance.Wealsoneedtobediscussed.Howmanynewstaffwillberequired,forexample?

4.AtthesametimeIwouldappreciateit,ifyoucouldprovidemewithestimatesoftheprobableworkinglifeoftheequipment,whichyoupropose.

Couldyoupleaseletmehaveyourpreliminarythoughtsonthequestionsintimeforourmeetingnextweek?

2.了解情况

MEMORANDUM

To:

Allmembersofstaff,NorthernBranch

From:

K.L.J.

Date:

5December1994

Subject:

PERSONALCOMPUTERS

TheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch.Ineedtoknow,formyreport:

1.WhatyoupersonallyuseyourPCforandyourreasonsfordoingthis.Ifyouaredoingworkingthatwasformerlydonebyotherstaff,pleasejustifythis.

2.Whatsoftwareyouuse,Pleasenametheprograms.

3.Howmanyhoursperdayyouspendactuallyusingit.

4.HowyourPChasnotcomeuptoyourexpectations.

5.WhatunanticipatedusesyouhavefoundforyourPC,thatothersmaywanttoshare.

PleaseFaxthisinformationdirectlytomeby5p.m..onWednesday7December.Ifyouhaveanyquestions,pleasecontactmyassistant,JaneSimmonds,whowillvisityouonTuesday,6December.Thankyouforyourhelp.

（3）.活动安排

（1）

NTERALMEMOI

To:

AllBranches

From:

SalesManager

Date:

28November,1996

Tour:

5210______NewCarrier

1.WehavefoundanewcarrierforTour5210.ThisidDTLAviationcompany.

2.Allclientswhostillwanttotakethisholidaymustreconfirmtheirbookingsassoonaspossible.

2.TheymustalsocheckinatGatwickAirportby0825onthedayofdeparture.

3.Pleasewritetoallagenciesandthemthis.

活动安排

（二）

MEMORANDUM

From:

OfficeoftheGM.Date:

Feb.1

To:

HeadsoffactoriesSubject:

TripbyGM

BelowaredetailsofthefactoriesthatthegeneralManagerwillvisit.Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept.pleaseinformeachfactoryandthemtocancelallotherappointment.

March8KualaLumpur

March9Singapore

March10Singapore

March11Jakarta

（4）建议

MEMO

To:

ProjectPlanningDept.From:

GeneralManager

Date:

Jan5Subject:

AquaWarmBV

IhavelookedthoughourrecordsoftheworkthatwedidatPerfectaLtd.Theheatingsystemwascheckedthreetimesbeforeitwasturnedon.Weareabsolutelysurethatexplosionisnotourresponsibility.

Isuggest,therefore,thatPerfectawritestoAquaWarmtoclaimcompensation.

PleasewritetoPerfecta（address:

61BathRoad,Worester,EnglandWR53AB）andexplainourposition.

（5）报告

MEMO

To:

AllDirectors

From:

LynnAdam,AdministrativeSecretary

Date:

May25,1999

Subject:

MachineDictation

Attherequestofsomeofthedivisiondirection,wehavemadeasurveyofmachinetranscriptstoseewhatcouldbedonetoimproveboththequalityoftranscriptsandthespeedwithwhichtheworkiscompleted.thesearetheirsuggestions:

1.Bothdictatorsandtranscribersshouldbefamiliarwiththedictatingandtranscribing

Equipment.Amanualisavailableforeverymachine;itexplainshowtousetheequipment.

2.Itwouldbehelpfulifalldictatorswould:

a.Marktheindicatorslipswithspecialinstructionandcorrection.Marktheslips,too,toshowthelengthoftheletterorreport.

b.Spellanypropernamesaswellastechnicalorunfamiliarwords.

c.Controltheirvoicesothatthedictationisneithertooloudnortoosoft.Besuretoenunciateclearly.

d.Supplyasmachinformationaspossible__numberofcopies,typeofmassage,andidentityofdictator.Itwouldalsohelpifsalutationsandsubjectlines,whenused,weredictated.

e.Indicatewhenyouwouldlikethedictationcompletetheworkdictationisrush.

3.Machinetranscriberswillcompletetranscriptionbythedayfollowingthereceivingofthetapeunlessthedictationismarkedrush-----theneverywillbemadetocompletetheworkwhenitiswanted.

Pleaseletmeknowifyouhavefurthersuggestions.Ishouldalsoliketoknowifthesesuggestionsresultinbettertranscripts.

四考试题型与范例

考题一

YouaretheManagerofasmallprintingcompany.Anewemployee,MarkMcCabe,isjoiningyourcompanyon10thMay.

*Writeashortmemotoyourofficeadministrator

*Sayingwhoisstartingworkandwhen:

*TellinghimwhatMarkMcCabe'sdeskshouldbeput.

*SuggestingwhereMarkMcCabe'sjobwillbe

*Write30----40wordsonyourAnswerSheet

SANPLE

To:

OfficeAdministrator

From:

Manager

Date:

Subject:

NewEmployee

Anewemployee,MarkMcCabe,willjoinuson10thMay.HewilltakechargeoftheSalessection.WouldyoupleasearrangehisdeskintheroomofSalessection.

考题二

Yourcompanyhasreceivedalotofcriticismofitstelephoneservice.Youlookedintothemostcommoncomplainsandmadethefollowingnotes:

TheServicesDirectorhasaskedyoutowriteamemotocallstaffonrecommendedtelephoneprocedure.

*Writethememoinabout100---120words,explaininghowstaffshouldusethephone.Usethe

informationinyournotesabove.

*WriteonyourAnswerSheet

Sample

To:

AllStaff

Subject:

Recommendedforallstafftoknowweshouldusephones,becausewehavereceivedsomanycomplaintsfromourcustomers.Thefollowingaresomerecommendedtelephoneprocedure:

1.Donotleavethephonetotingtoolongbeforeanswering

2.Answeringcallspolitely,insteadofjustsaying'hello'.

3.Letcolleagueknowthetransferandhowlongthecallwillbewhentransferringcalls.

4.Takedownmessagesincludingdate;time,caller'snameandnumber.

考题三

Youworkforacompany,whichproduceslaserprinters.Youarevisitinganothercompany,Softcell,tobuysomecomputersoftwareforyourdepartment.Theyhaveexpressedaninterestinyourcompany'sprinterandyouwouldliketotaketwentybrochuresandthreesampleprinterswithyou.

*WriteashortnotetoMr.JimAsana,thesalesmanager.

*Askforhispermissiontotaketheseitems.

*Explainwhyyouwantthem.

*Mentionthetimeanddatewhenyouwanttocollectthem.

Write30----40wordsonyouranswersheet.

Sample

To:

Mr.JimAsano

Massage:

MayIhaveyoupermissiontotaketwentybrochuresandthreesampleprinterswithmewhenvisitingSoftcellwhohaveexpressedaninterestinourprinters.Iwillcometocollectthemat8amThursdaymorning.