『英文商务写作』正确漂亮的回复邮件

『英文商务写作』正确漂亮的回复邮件

Maybe in many cases, our emails are written and the emails we receive are like this: the writing logic is confusing, the layout has no rules, and the readability is not strong and confusing. It is hoped that through this study, in future work and studies, we can avoid similar mistakes and give people a professional workplace image.
可能在很多时候，我们的邮件撰写和收到的邮件回复是这样的：书写逻辑混乱，排版布局没有章法，可读性不强令人一头雾水。希望通过本次的学习，在今后的工作和学习中，我们能避免类似的错误，给人以专业的职场形象。

Dear Sir

RE: Savings Account No. 80-5-25467

Thank you for your letter dated 18 April 2003 with enclosure. As you instructed, we withdrew HKD17,884.00 from the above account on 13 April 2003 by issuing Cashier Order No. 483728 to “The Hong Kong Government”. We delivered the cashier order to The Inland Revenue Department the following day to settle your tax. We have enclosed the relevant advice for your reference.

Please call us if we can be of further help.

Yours faithfully
FOR ABC BANK LIMITED

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Replies to Letters, Faxes, and Emails of Enquiry
回复信件、传真和询问电子邮件

MOST REPLIES to letters/faxes/emails of enquiry have a similar organization.
大多数对信件/传真/询问电子邮件的回复都有类似的组织结构。

Usually, they consist of three or four paragraphs, although the length of the paragraphs varies depending on the nature of the enquiry. The second paragraph, in particular, may be either very short (in the case of a reply to a request for documentation) or quite long (in the case of a reply to a request for advice or a request for a quotation). Let’s look in more detail at the typical organization of such replies, and at some expressions commonly used in this type of business document.
通常，它们由三个或四个段落组成，尽管段落的长度根据查询的性质而有所不同。 特别是第二段，可能非常短（在对文件请求的答复的情况下）或相当长的（在对咨询请求或报价请求的答复的情况下）。 让我们更详细地了解此类回复的典型组织，以及此类业务文档中常用的一些表达方式。

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OPENING PARAGRAPH
开场白

Acknowledge enquiry. Refer to date of enquiry and summaries request.
确认查询，请参阅查询日期和摘要请求。

• Thank you for your letter of 1 July enquiring about our range of women’s handbags.
• I have received your letter of 2 August requesting information about our photocopiers.
• I was pleased to receive your letter of 15 July regarding your company’s decision to use our training services.

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PARAGRAPH 2 (AND FURTHER SUB-PARAGRAPHS)
第 2 段（及其他小节）

1. Repeat the query as briefly as possible.
2. Supply enough information to fully answer the query and answer further queries the reader may have later.
3. Arrange information so that it can easily be understood, e.g. first, second, third; use numbered or lettered sub-paragraphs.

Replies to Requests for Services
Would it be convenient for our technician to visit your office on 13 July at 10.00 a.m.?
We can arrange for our service engineer to visit you within two days of receiving your confirmation.

Replies to Requests for Advice
Use conditional statements for an explanation of a problem:
In order to avoid this, store your paper in a dry place.
Ensure that the paper is dry so as to avoid this problem.

Use modal verbs to speculate on the cause of a problem:
Your copier may be jamming because of damp paper.
The damp paper could be causing your copier to jam.

Replies to Requests for Documentation
State that you have enclosed the requested documentation:
We have enclosed the sales brochure you requested.

Replies to Requests for Quotations
Give full details of the quotation:
The above prices include all packing and shipping costs.
The prices quoted are inclusive of shipping costs.

State terms of the quotation and when goods will be delivered:
This quotation is valid until the end of August 2003.
Shipment will be within 10 days of receiving your order.
Please allow three weeks for delivery.

Replies to Requests for Quotations
Give full details of the quotation:
The above prices include all packing and shipping costs.
The prices quoted are inclusive of shipping costs.

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CLOSING PARAGRAPH
结束语

Express the hope that the information given will be useful and look forward to hearing from the reader in the future:
表示希望所提供的信息有用，并期待将来收到读者的来信：

• I hope this information will prove useful to you.
• I hope this quotation will prove acceptable to you.
• I now look forward to receiving your confirmation of the arrangement I have provisionally made regarding the visit of your representative.

Invite the reader to make further enquiries:

• Please call me if you require any more help on this or any other matter.
• We look forward to hearing from you again in the near future.

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A sample of Reply to Enquiry

Dear Mr Wong,

Subject: Faulty Prontoprint Typewriters

Thank you for your letter of 30 July 2003 requesting advice about the problems you are having with the Prontoprint typewriters you purchased from our company last year. I was sorry to hear that you have been experiencing problems. In your letter, you mention that there are three main problems. First, the keys keep sticking. Second, the machines are overheating, and third, the print is of poor quality.

In order to solve the above problems, I would like to make the following recommendations:

1. Store the machines in a dry room to prevent the keys from becoming sticky.
2. Try not to run more than one machine from a single electric socket to avoid overheating.
3. Replace the daisy wheels. The wheels will have become ruined if you had not removed the protective film before using them. This may have been the result of the poor print quality.

I hope this advice helps you to overcome the problems you have been facing with the machines.

Please call me if you require further help.

Yours sincerely