1、COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 技術(shù)部技術(shù)部 2013 2013年年0303月月1212日日COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 主主 講講 內(nèi)內(nèi) 容容 o 郵件格式要求郵件格式要求o 常用句型與示例常用句型與示例o 郵件寫作注意的問題郵件寫作注意的問題COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 一、商務(wù)郵件特點一、商務(wù)郵件特點1 1、內(nèi)容單一、內(nèi)容單一 一

2、文一事，即一份函電只涉及某一議題。一文一事，即一份函電只涉及某一議題。 2 2、結(jié)構(gòu)簡單、結(jié)構(gòu)簡單 篇幅清晰、便于閱讀和理解。篇幅清晰、便于閱讀和理解。 3 3、語言簡練、語言簡練 言簡意明、用詞準確有禮。言簡意明、用詞準確有禮。4 4、格式標準化、格式標準化 使用國際通用格式或慣用格式。使用國際通用格式或慣用格式。COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 二、郵件格式要求二、郵件格式要求 一般包括：一般包括：收信人收信人標題標題正文正文禮貌結(jié)束語禮貌結(jié)束語落款落款 COSCO GUANGDONG SHIPYARD C

3、O. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 1.收信人收信人Recipients：收信人地址收信人地址 To： 抄送收信人地址抄送收信人地址 Cc： 密送收信人地址密送收信人地址 Bcc：郵件的發(fā)送對象和內(nèi)容郵件的發(fā)送對象和內(nèi)容：誰發(fā)給你的郵件，你回復(fù)給誰；誰發(fā)給你的郵件，你回復(fù)給誰；不要隨意的增加發(fā)送的對象，這樣不會出差錯；不要隨意的增加發(fā)送的對象，這樣不會出差錯；涉及投訴（設(shè)備廠商、或是相關(guān)的供方）可以增加對方一些高級別負責(zé)人；涉及投訴（設(shè)備廠商、或是相關(guān)的供方）可以增加對方一些高級別負責(zé)人；涉及需保密的重要內(nèi)容或技術(shù)參數(shù)、或內(nèi)部郵件，不能隨意抄送和轉(zhuǎn)發(fā)到供方或是船東

4、涉及需保密的重要內(nèi)容或技術(shù)參數(shù)、或內(nèi)部郵件，不能隨意抄送和轉(zhuǎn)發(fā)到供方或是船東。 COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 2.標題標題Subject： 明確、盡量簡短、具概括性明確、盡量簡短、具概括性 Subject： （船號：（船號：Sub. ）一般為首單詞、專有名詞大寫）一般為首單詞、專有名詞大寫 e.g. N398：Require to change main engine maker Examples: Subject: Important! Read Immediately! Subject: Simple

5、question. Subject: Follow-up about last Friday Subject: That drawing you requested. Subject: Requesting file of NO. 6789COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 3.正文正文Content 1）稱呼）稱呼Salutation 2）開頭）開頭Starting 3）內(nèi)文格式）內(nèi)文格式 Letter Styles 4) 結(jié)語結(jié)語EndingCOSCO GUANGDONG SHIPYARD CO. LTD.

6、廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 1）稱呼）稱呼Salutation：只知頭銜，用只知頭銜，用 Dear+Title President Dr. Chairman 只知姓名，用只知姓名，用Dear+全名全名 Mr. Mrs. Miss. Ms. Sir(s) Madam(s) Peter Sophy通函，用通函，用Dear All，To whom it may concern,COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 2）開頭）開頭Starting：點明來意，不需客套點明來意，不需客套原因和目的原因和目

7、的e.g. This letter is to /Im writing to you for /I would like to 回函時最好寫明何時收到關(guān)于什么內(nèi)容的郵件回函時最好寫明何時收到關(guān)于什么內(nèi)容的郵件e.g.Thanks for your email dated 7th Aug. concerning/regarding Received your information on (date) abtWith reference toAs requested in/In response to your emailFurther to our telephone conversation

8、, I am writing to inform you of COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 3）內(nèi)文格式）內(nèi)文格式 Letter Styles： 混合式混合式 （Semi-intended style）Dear Mr. Jack,Im a member of ME department of SME. At present, Im in charge of manufacturing process of NO. 6789 . Could you please offer us the files of

9、this type before next Wednesday?Thanks for your support to our factory all the time. Best regards John, supervisor Manufacture engineering department TelOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 平頭式平頭式 （Flat style）Dear Mr. Jack,Im a member of ME department of SME. At pr

10、esent, Im in charge of manufacturing process of NO. 6789 . Could you please offer us the files of this type before next Wednesday?Thanks for your support to our factory all the time. Best regards,John, supervisor Manufacture engineering departmentTelOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中

11、遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 4) 結(jié)語結(jié)語Ending： 通常是對收文者的希望或要求、或表示感謝的總結(jié)語。通常是對收文者的希望或要求、或表示感謝的總結(jié)語。e.g. Hope to receive yr email soon. Im looking forward to (receiving) your earliest reply. We await your satisfactory news. If you have any revision about the draft contract, please dont hesitate to contact me/let m

12、e know/email to me/give me a call. Will / Would you please reply us before this Wednesday? I would appreciate it if you could give feedback in two days/next Monday/as of June 1st /on March 6th. Please inform us your decision soon / whether you may accept it. Thanks for your attention / your close co

13、operation with us in this matter / prompt reply / the trouble youve taken in this matter. COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 4.禮貌結(jié)束語禮貌結(jié)束語Polite Endings：If you dont have a contact name:Dear sir or MadamYours faithfullyIf you know the name of the person:Dear Mr/Mrs/Ms JonesYour

14、s sincerelyIf you know the person as a friend or close business colleagues:Dear JamesBest wishes/regardsIf you are contacting a company not an individual:To Whom It May Concern COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 Some mistakes:1 1. .簡簡( (縮縮) )寫：寫：Bst rgrds, , -You really look

15、like a busy person.2.2.大寫：大寫：REGARDS/ Best Regards - - 強調(diào)，用大寫結(jié)尾可能表示強調(diào)，用大寫結(jié)尾可能表示you feel very angry at the time when you finish this letter。3.3. 誤用：誤用：Truly yours - Generally used between LOVERs。4.4. 畫蛇添足：畫蛇添足： Thanks and best regards -中國人最常犯的錯誤中國人最常犯的錯誤ThanksThanks只用于文本，不適合與只用于文本，不適合與regards合用。合用。CO

16、SCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 5.落款落款Signature：寫信人全名、寫信人職務(wù)及所屬部門和公司、地址、電話號碼、傳真等。寫信人全名、寫信人職務(wù)及所屬部門和公司、地址、電話號碼、傳真等。 （mailbox setupSignature）Wang Dabao（王大寶）（王大寶）（David Wang/ Wang Hua）Technical Department, Deputy DirectorCOSCO (Guangdong) Shipyard Co.,Ltd. Dasheng Industrial Esta

17、te,Machong,Dongguan,Guangdong, 523146, China Tel6611 FaxobEmail ： wangdabaocosco-COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 三、常用句型與示例三、常用句型與示例 提要求提要求Requests 跟蹤?quán)]件跟蹤?quán)]件Follow-up emails 提醒提醒Reminders 接受接受Acceptance 拒絕拒絕Refusal 致歉致歉ApologizingCO

18、SCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 句型：句型： 提要求提要求Requests 跟蹤?quán)]件跟蹤?quán)]件Follow-up emails 提醒提醒Reminders 接受接受Acceptance 拒絕拒絕Refusal 致歉致歉Apologizing示例：示例：1. 自我介紹，請求報價自我介紹，請求報價2. 回復(fù)收函回復(fù)收函3. 提醒確認意見提醒確認意見4. 接受修改接受修改5. 拒絕合作關(guān)系拒絕合作關(guān)系/提供圖紙?zhí)峁﹫D紙 致歉延遲致歉延遲/工作出錯工作出錯COSCO GUANGDONG SHIPYARD CO. LTD.

19、廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 1. 提要求提要求RequestsI would be grateful if you could I would appreciate it if you could Could you please provide with ? I am writing to inform / apply for / request I am proposing / I suggest注：最好寫明時間注：最好寫明時間On / in / before / as of / by / next + (date)COSCO GUANGDONG SHIPYARD C

20、O. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 自我介紹，請求報價自我介紹，請求報價Subject: N001:Inquiry on CO2 System Dear Mr./Miss Gates:I am a member of Technical Department of COSCO(Guangdong) Shipyard Co., Ltd. (and in charge of / responsible for ).We are planning to build a 38500t Bulk Carrier, please see the attached parame

21、ters of CO2 System and quote to us as of April 5th, 2012. Thank you very much.Yours sincerely,Tony YangCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 2. 跟蹤?quán)]件跟蹤?quán)]件Follow-up emails I am writing to follow up on our earlier decision to. With reference to As requested in/In response to your em

22、ail Per your requirement As our decision I confirm that. Regarding COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 回復(fù)收函回復(fù)收函Subject: N001：Modification to ER arrangement and Confirmation of the meeting Dear Chris, Per your requirements, I have done some modification to ER arrangement. The a

23、ttachment involves revised details. I have asked Mr. Liu to contact James and collect the feedback information of their design. Meanwhile, I confirm that the date of 21 June is convenient for the above-mentioned discussion on the said design.Best wishes，Huang Lei (黃磊黃磊)COSCO GUANGDONG SHIPYARD CO. L

24、TD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 很快收到回復(fù)很快收到回復(fù), be thankful:Thank you for your information about We were very pleased to cooperate with you on 尚未收到回復(fù)尚未收到回復(fù), require again: Tactful method(委婉法委婉法) I can understand how busy you are at this time. However, I would really appreciate it if you could update me o

25、n the status of the said quotation by Friday so that I can inform our customer. Compulsory method(強制法強制法)In order to complete our customers order and deliver on schedule, I will need your reply by September 20 at the latest.If I dont hear from you by September 20, I will assume that you refuse to ma

26、ke this deal.COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 Subject：N310:Urge for drawing approval Dear Mr. Kim, It seems that our schedule is a little behind the required plan. Ill be grateful if you could make it faster and keep up with the schedule to fulfill it. If you need any help,

27、 just let us know. Yours sincerely,Samule WangCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 Subject：Urge for technical parametersDear Mr. Jiang,I can understand how busy you are as a purchasing manager, especially this time of the year. However I would really appreciate it if you could

28、send the technical parameters of your new products to me so that we can discuss about the cooperation between your company and our factory .Yours sincerely,Wang JunqiCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 3. 提醒提醒Reminders 按原計劃的提醒：Just a reminder to you that Just a note to confirm

29、 you will be Im just writing to remind you of改變計劃的提醒：Please note we had originallyThis location is different from the one we had previously discussed on the phone.Theres been a CHANGE ! Please re-mark your calendars .COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 需要回復(fù)確認的提醒: Would you ple

30、ase phone me before May 6 if we can count on you to participate? Would you please reply to this email if you plan to attend?If we dont hear from you by May 6, we will assume you will be unable to join us in this effort.COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 提醒確認意見提醒確認意見 Subject：

31、N490：Reminder for comments on VCD of A30 fire damper Hi Jim， Just a reminder to you that new version of VCD should be provided on Thursday. If you have any question, please do hesitate to let me know, and I will coordinate with you in time. Best Regards，Joey COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工

32、程有限公司廣東中遠船務(wù)工程有限公司 4. 接受接受AcceptanceI agree that I would like to accept I think its acceptable.We think we should acceptWe would accept it if .We are willing to (“buy”口語，表口語，表“同意、贊同同意、贊同”)COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 接受修改接受修改Dear Scott,In reply to your email of October 5

33、, we are willing to increase three valves as per your requirement.Wish you a good day. Best regards,CathyCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 5. 拒絕拒絕RefusalWe regret toWere afraid that we could not We dont hold the same opinion. Its not allowed to We dont agree Its unacceptable

34、.We refuse that / We refuse to COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 拒絕合作關(guān)系拒絕合作關(guān)系Dear Sirs,Thank you for your letter of March 4 proposing to establish business relations between our two firms.Much as we are interested in doing business with you, we regret to inform you that we a

35、re not in a position to enter into business relations with any firms in your country because we have already had an agency arrangement with XXX Co., Ltd. in Jiangxi. But your contact has been filed for future reference. Thank you again for your proposal and your understanding of our position will be

36、 appreciated.Yours faithfully,Wu JiemingCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 拒絕提供圖紙拒絕提供圖紙Dear Sirs,Thank you for your letter of March 4. Im afraid that I couldnt offer you the GA and the mentioned parameters, which are both business secrets kept in our company.If you have any o

37、ther questions, contact me by phone below immediately. (With regard to)Yours faithfully,Wu JiemingCOSCO (Guangdong) Shipyard Co., Ltd.Tel6343COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 致歉致歉ApologizingI am afraid that I regret that Sorry for I apologize for that (I apolo

38、gize for not doing )Please accept our deepest apology forSorry for the inconvenience that caused to you.*Your patience and cooperation are highly appreciated. （有助于取得諒解和配合）（有助于取得諒解和配合）COSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 致歉延遲致歉延遲Subject：Training postponeDear Ms. Hu,I apologize f

39、or not replying sooner to you. After we discussed training of OSV rules with our project managers, we are afraid we have to postpone it due to the recent work schedule. Because two of three project managers and leading supervisors in this field would go for business trip in Shanghai, and could not a

40、ttend to this training at that time.The project team would like to invite you for this training until at least the 2nd quarter of 2013 if its convenient to you.Your attendance are highly appreciated. I will inform you at the appropriate time to reschedule this training.Best regards,NicoleCOSCO GUANG

41、DONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 致歉工作出錯致歉工作出錯Dear Mr. Chen,Im sorry about the problem of our system. I sincerely apologize for it and well try our best to solve the problem in a week. (best to: Please check the enclosed solution.)Please contact me if you have any further information.B

42、est regards,NicoleCOSCO GUANGDONG SHIPYARD CO. LTD. 廣東中遠船務(wù)工程有限公司廣東中遠船務(wù)工程有限公司 注意注意1：在與設(shè)備廠商或是船東來往郵件過程中，如碰到自己不清楚的內(nèi)容需在與設(shè)備廠商或是船東來往郵件過程中，如碰到自己不清楚的內(nèi)容需要對方澄清時：要對方澄清時： 對方報價前，可以多問對方，確認供貨范圍；對方報價前，可以多問對方，確認供貨范圍； 對方報價后，千萬不能讓對方知道你不清楚你要咨詢的內(nèi)容，這對方報價后，千萬不能讓對方知道你不清楚你要咨詢的內(nèi)容，這樣的話，對方就會盡可能的將本應(yīng)該他負責(zé)的部分設(shè)備、或是成本轉(zhuǎn)樣的話，對方就會盡可能的將本應(yīng)該他負責(zé)的部分設(shè)備、或是成本轉(zhuǎn)嫁到船廠的頭上。這時可以通過與其它供方嫁到船廠的頭上。這時可以通過與其它供方（或是與一個不涉及利益的第（或是與一個不涉及利益的第三方）三方）進行對比，從而獲得需要的信息，再和對方談；或是首先框定對進行對比，從而獲得需要的信息，再和對方談；或是首先框定對應(yīng)的成本是對方負責(zé)，通過詢問一些技術(shù)參數(shù)、交貨期等的方式確認應(yīng)的成本是對方負責(zé)，通過詢問一些技術(shù)