商务英语写作指南.docx

1、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SCHOOLOFENGNISHFORBUSINESSMEMORANDUMTo:Mr.Kingswick,CourseCoordinateFrom:BarnsbyCampbelDate:19November1995Subject:LessonPlanfor28NovemberLectureIintendtoteachmemowritinginmynextlecture.Iplantocoverthefollowingparts:1.InsideAddressThisisomittedinamemo.Asinternalcommu

2、nicationthereasonisobvious.2.GreetingItismorepolitetoputMr.,Mrs.,orMsbeforeandtheofficeafterthenameoftherecipient.Youmaysometimesaddressthereadersasagroup.3.SubjectThisisaphrasetotellreaderwhatthememoisabout.SometimesonlyhephraseisgivenwithoutthewordSubjectbeforeit.4.BodyTheseshouldbeshort,lessthan1

3、0lines,andconcentrateononlyoneparagraphoneideaeach.Sometimesformemoswiththreeormoreparagraphs,itisadvisabletobegineachwithaheadingincapitalletterstotellwhattheparagraphisabout.Anotherpracticeisnumbertheparagraphsforeasyreferencelateron.5.CarboncopyThisiswrittenasc.c.forshort.Asinaletter,itliststhepe

4、rsonswhoarealsoreceivingthememo.6.SignatureOnlytheinitialisneed.Theofficeandnameinprintofthewriteareomitted.Inmorecasualmemosthereisnosignatureatall.Anythoughtsonmynotes?Anythingtoadd?Letmeknowatteabreak.c.c.Mr.P.L.Duke,TrainingOffice.例二InternalMemorandumTo:AnneBellFrom:GrahamDavisDate:23March1992Su

5、bject:OfficeFurniture_WeneedsomecomfortablechainsforvisitorstogointhemanagersofficeCanyouarrangeit?Weneed10chainsineitherbeigeordarkbrown.Themaximumyoucanspendis$500.1例三InterofficeMemoTo:RichardBurleyDept:MarketresearchSubject:ProfitsandSouthmoorBranchDate:May10,1998IhavefinishedstudyingtheSouthmoor

6、Branchsalesfiguresforthe1stquarterandseetheyareabout$255,000underprojections.ThatisthirdstraightquarterthatSouthmoorhasfallenshort.WillyouprepareanewanalysisoftheSouthmoormarketpotential/Iknowyoudidone_andagoodonetoo_threeyearsagobeforeSouthmooropened.Butmaybesomefactorshavechangedandweneedtolookint

7、othem.BenTebbinsisworkingupareportfromthesalesandpromotionangle.HellfinishaboutJune15.Ifyoucouldbereadythen,wewillgettogetherandseeifwecansolvetheSouthmoorproblem.TBac.CC:BenTebbins(二)商务便条例一电话留言To:Mr.FevrierMessage:Mr.ReterSchulzcalledfromVienna,wantedyoutocallhimtodaybefore4pmoranytimetomorrowon014

8、569924Messagetakenby:J.B.K.例二让秘书同志推迟约会MissLiu,Ivegotanurgentmeetingtoday.Pleasecontacttheapplicantstopostponeetheinterviewstillfurthernotice.DS例三请假To:Mr.SlaterMessage:IamsorrytotellthatIwontbeabletogototheofficetodayduetoasuddendizziness.SoIhavetoaskforadayssickleave.例四安排工作To:Mr.RichardsonMessage:Pl

9、easesendalettertoNavesLimoninC.R.Findout:Aretheysatisfiedwiththeorder?Canweprovideanyaftersalesadvice?Encouragerepeatorder(三)商务便函分类范例1交流意见From:ChiefExecutiveTo:ProductionDirectorSubject:ProductionformachineryforMachineshopxAsyouknowthecompanyiscontemplatingopeninganewmachineshopinthenearfuture.Ourop

10、erationshavebeenexpandingsorapidlythatsuchadevelopmentnowappearsinevitable.Thereareanumberofquestions,whichweneedtobethinkingaboutandIwouldbegratefultohearyouopinionontheidea.1.AstothechoiceofnewmachineryIwouldliketoknowwhetheryouthinkweshouldbuyorhirenewequipment.2.ThenIwouldliketohearyourproposals

11、onwhichmachineryweshouldconsideracquiring.3.Closelyconnectedwiththepurchaseorhireofmachineryisthematterofmaintenance.Wealsoneedtobediscussed.Howmanynewstaffwillberequired,forexample?4.AtthesametimeIwouldappreciateit,ifyoucouldprovidemewithestimatesoftheprobableworkinglifeoftheequipment,whichyoupropo

12、se.Couldyoupleaseletmehaveyourpreliminarythoughtsonthequestionsintimeforourmeetingnextweek?2.了解情况MEMORANDUMTo:Allmembersofstaff,NorthernBranchFrom:K.L.J.Date:5December1994Subject:PERSONALCOMPUTERSTheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch.Ineedtoknow,formyreport:1.Whatyou

13、personallyuseyourPCforandyourreasonsfordoingthis.Ifyouaredoingworkingthatwasformerlydonebyotherstaff,pleasejustifythis.2.Whatsoftwareyouuse,Pleasenametheprograms.3.Howmanyhoursperdayyouspendactuallyusingit.4.HowyourPChasnotcomeuptoyourexpectations.5.WhatunanticipatedusesyouhavefoundforyourPC,thatoth

14、ersmaywanttoshare.PleaseFaxthisinformationdirectlytomeby5p.m.onWednesday7December.Ifyouhaveanyquestions,pleasecontactmyassistant,JaneSimmonds,whowillvisityouonTuesday,6December.Thankyouforyourhelp.(3).活动安排(1)NTERALMEMOITo:AllBranchesFrom:SalesManagerDate:28November,1996Tour:5210_NewCarrier1.Wehavefo

15、undanewcarrierforTour5210.ThisidDTLAviationcompany.2.Allclientswhostillwanttotakethisholidaymustreconfirmtheirbookingsassoonaspossible.2.TheymustalsocheckinatGatwickAirportby0825onthedayofdeparture.3.Pleasewritetoallagenciesandthemthis.活动安排（二）MEMORANDUMFrom:OfficeoftheGM.Date:Feb.1To:Headsoffactorie

16、sSubject:TripbyGMBelowaredetailsofthefactoriesthatthegeneralManagerwillvisit.Ineachone,theGMwouldliketospeaktoallmembersoftheProductionDept.pleaseinformeachfactoryandthemtocancelallotherappointment.March8KualaLumpurMarch9SingaporeMarch10SingaporeMarch11Jakarta(4)建议MEMOTo:ProjectPlanningDept.From:Gen

17、eralManagerDate:Jan5Subject:AquaWarmBVIhavelookedthoughourrecordsoftheworkthatwedidatPerfectaLtd.Theheatingsystemwascheckedthreetimesbeforeitwasturnedon.Weareabsolutelysurethatexplosionisnotourresponsibility.Isuggest,therefore,thatPerfectawritestoAquaWarmtoclaimcompensation.PleasewritetoPerfecta(add

18、ress:61BathRoad,Worester,EnglandWR53AB)andexplainourposition.(5)报告MEMOTo:AllDirectorsFrom:LynnAdam,AdministrativeSecretaryDate:May25,1999Subject:MachineDictationAttherequestofsomeofthedivisiondirection,wehavemadeasurveyofmachinetranscriptstoseewhatcouldbedonetoimproveboththequalityoftranscriptsandth

19、espeedwithwhichtheworkiscompleted.thesearetheirsuggestions:1.BothdictatorsandtranscribersshouldbefamiliarwiththedictatingandtranscribingEquipment.Amanualisavailableforeverymachine;itexplainshowtousetheequipment.2.Itwouldbehelpfulifalldictatorswould:a.Marktheindicatorslipswithspecialinstructionandcor

20、rection.Marktheslips,too,toshowthelengthoftheletterorreport.b.Spellanypropernamesaswellastechnicalorunfamiliarwords.c.Controltheirvoicesothatthedictationisneithertooloudnortoosoft.Besuretoenunciateclearly.d.Supplyasmachinformationaspossible_numberofcopies,typeofmassage,andidentityofdictator.Itwoulda

21、lsohelpifsalutationsandsubjectlines,whenused,weredictated.e.Indicatewhenyouwouldlikethedictationcompletetheworkdictationisrush.3.Machinetranscriberswillcompletetranscriptionbythedayfollowingthereceivingofthetapeunlessthedictationismarkedrush-theneverywillbemadetocompletetheworkwhenitiswanted.Pleasel

22、etmeknowifyouhavefurthersuggestions.Ishouldalsoliketoknowifthesesuggestionsresultinbettertranscripts.四考试题型与范例考题一YouaretheManagerofasmallprintingcompany.Anewemployee,MarkMcCabe,isjoiningyourcompanyon10thMay.*Writeashortmemotoyourofficeadministrator*Sayingwhoisstartingworkandwhen:*TellinghimwhatMarkMc

23、Cabesdeskshouldbeput.*SuggestingwhereMarkMcCabesjobwillbe*Write30-40wordsonyourAnswerSheetSANPLETo:OfficeAdministratorFrom:ManagerDate:Subject:NewEmployeeAnewemployee,MarkMcCabe,willjoinuson10thMay.HewilltakechargeoftheSalessection.WouldyoupleasearrangehisdeskintheroomofSalessection.考题二Yourcompanyha

24、sreceivedalotofcriticismofitstelephoneservice.Youlookedintothemostcommoncomplainsandmadethefollowingnotes:TheServicesDirectorhasaskedyoutowriteamemotocallstaffonrecommendedtelephoneprocedure.*Writethememoinabout100-120words,explaininghowstaffshouldusethephone.Usetheinformationinyournotesabove.*Write

25、onyourAnswerSheetSampleTo:AllStaffSubject:Recommendedforallstafftoknowweshouldusephones,becausewehavereceivedsomanycomplaintsfromourcustomers.Thefollowingaresomerecommendedtelephoneprocedure:1.Donotleavethephonetotingtoolongbeforeanswering2.Answeringcallspolitely,insteadofjustsayinghello.3.Letcollea

26、gueknowthetransferandhowlongthecallwillbewhentransferringcalls.4.Takedownmessagesincludingdate;time,callersnameandnumber.考题三Youworkforacompany,whichproduceslaserprinters.Youarevisitinganothercompany,Softcell,tobuysomecomputersoftwareforyourdepartment.Theyhaveexpressedaninterestinyourcompanysprintera

27、ndyouwouldliketotaketwentybrochuresandthreesampleprinterswithyou.*WriteashortnotetoMr.JimAsana,thesalesmanager.*Askforhispermissiontotaketheseitems.*Explainwhyyouwantthem.*Mentionthetimeanddatewhenyouwanttocollectthem.Write30-40wordsonyouranswersheet.SampleTo:Mr.JimAsanoMassage:MayIhaveyoupermissiontotaketwentybrochuresandthreesampleprinterswithmewhenvisitingSoftcellwhohaveexpressedaninterestinourprinters.Iwillcometocollectthemat8amThursdaymorning.