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

商务英语写作指南

　　商务便函与便条写作

　　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

　　IhavefinishedstudyingtheSouthmoorBranchsalesfiguresforthe1stquardizziness.SoIhavetoaskforaday’ssickleave.

　　例四安排工作

　　To:

Mr.Richardson

　　Message:

　　PleasesendalettertoNavesLimoninC.R.

　　Findout:

　　Aretheysatisfiedwiththeorder?

　　Canweprovideanyaftersalesadvice?

　　Encouragerepeatorder

　　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.Wealsoneedtoormationdirectlytomeby5p.m..onWednesday7December.Ifyouhaveanyquestions,pleasecontactmyassistant,JaneSimmonds,whowillvisityouonTuesday,6December.Thankyouforyourhelp.

　　.活动安排

　　NTERALMEMOI

　　To:

AllBranches

　　From:

SalesManager

　　Date:

28November,1996

　　Tour:

5210______NewCarrier

　　1.WehavefoundanewcarrierforTour5210.ThisidDTLAviationcompany.

　　2.Allclientswhostillwanttotakethisholidaymustreconfirmtheirbookingsassoonaspossible.

　　2.TheymustalsocheckinatGatwickAirportby0825onthedayofdeparture.

　　3.Pleasewritetoallagenciesandthemthis.

　　活动安排

　　MEMORANDUM

　　From:

OfficeoftheGM.Date:

Feb.1

　　To:

HeadsoffactoriesSubject:

TripbyGM

　　BelowaredetailsofthefactoriesthatthegeneralManagerwillvisit.Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept.pleaseinformeachfactoryandthemtocancelallotherappointment.

　　March8KualaLumpur

　　March9Singapore

　　March10Singapore

　　March11Jakarta

　　建议

　　MEMO

　　To:

ProjectPlanningDept.From:

GeneralManager

　　Date:

Jan5Subject:

AquaWarmBV

　　IhavelookedthoughourrecordsoftheworkthatwedidatPerfectaLtd.Theheatingsystemwascheckedthreetimesbeforeitwasturnedon.Weareabsolutelysurethatexplosionisnotourresponsibility.

　　Isuggest,therefore,thatPerfectawritestoAquaWarmtoclaimcompensation.

　　PleasewritetoPerfectaandexplainourposition.

　　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.