商用书信收件对像不外是企业顾客、经销商、配销商、供应商等合作伙伴,此外也可能是公司同事或者是一般消费者。所以,在准备或撰写商用书信时,想看看如果你是收信者,你期待收到什么样的信件内容?交办事项都详列清楚或解决了吗?要传递的讯息明确表达了吗?信件格式正确吗?设身处地为对方着想时,企业要建立起良好的顾客关系就轻而易举!
商用书信撰写准则
Heading - give your letter a heading which will make it easier for the reader to understand your purpose in writing.
下标题:在书信起始时,下一简洁标题,例如:报价,以表示去函目的或缘由,让对方在最短的时间内就可以一目了然来信目的。
Plan ahead - decide what you are going to say before you start to write a letter. Because if you don’t do this, the sentences are likely to go on and on until you can think of a good way to finish.
计划书写内容:书写信函时先草拟大纲,列出去函目的与交办事项,哪些重点该提,哪些内容可以省略。事前拟稿可避免庞杂无章的内容。
Short sentence, short words - use short sentences and short words that everyone can understand.
尽量使用简洁有利的句子与单词,让对方可以很快了解来意。
Number each paragraph - put each separate idea in a separate paragraph. Number each of the paragraphs which will help the reader to understand better.
段落分明:商用书信忌不分段落,将所有想表达的内容一股脑儿宣泄。建议为了让读者更了解书信内涵,不同主题必须分段阐述。
Think about your reader
书信内容与出发点永远以客为尊,时时奉“顾客至上”为圭臬。
撰写书信时,需注意内容是否符合下列5Cs:
CLEAR(清晰) > your reader can see exactly what you mean.
意思表达需明确。
COMPLETE(完整) > make sure all the necessary information is included.
一封商业信函内容必需完整,如:邀请函应详细说明时间、地点等。
CONCISE(简洁)> your customer is probably a busy businessman with no time to waste.
想看看:或许你的客户是一位忙碌的生意人,他的宝贵时间是不容恣意浪费的。所以,一封简洁易懂的书信,对他而言就益显重要。
(1)简洁语句的运用
We wish to acknowledge the receipt of your letter…
可简洁为:We appreciate your letter…(我们感激您的来函…)
Enclosed herewith please find two copies of…
可简洁为:We enclosed two copies of…或Please find enclosed two copies of…(随函附上两
份…)
(2)短句或单词的运用
Enclosed herewith —–> enclosed
at this time —–> now
due to the fact that —–> because
a draft in the amount of $2,000 —–> a draft of $2,000
摘自五南文化事业机构出版《商用英文:最佳商务往来沟通艺术》
(http://www.dajiyuan.com)