This is an english writing howto I copied from somewhere (name withheld) some time ago. hopefully you’ll find it helpful too.
　　日常要处理良多函件电邮,因此运用英语上不得不注意,以下有一些团体意见,也参考了一些书籍,希看巨匠有所得益。
　　外贸函电写作本领之一 A. 文法上
　　1. 切忌主客不分或恍惚. 例子: Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.” 应改为 Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We决议呀, 不是report.)
　　2.句子不要凌碎. 例子: He decided not to audit the last ten contracts. Because of our previous objections about compliance. 应该连在一同.
　　3.构造对称,令人随便了解. 例子: The owner questioned the occupant’s lease intentions and the fact that the contract had been altered with ink markings. 应改为: The owner questioned the occupant’s lease intentions and ink alterations of the contract.
　　4.单众数不要搅散,不然会好刺目,看不惬意. 例如: An authorized person must show that they have security clearance.
　　5.动词主词要照应. 想想这两个分别: 1.This is one of the public-relations functions that is underbudgeted. 2. This is one of the public-relations functions, which are underbudgeted.
　　6.时态和语气不要窜改太多.看商务英语已经是苦事,不要浪费人家的精神啊.
　　7.标点要准确. 例如: He did not make repairs, however, he continued to monitor the equipment. 改为: He did not make repairs; however, he continued to monitor the equipment.
　　8.选词准确. 好像affect和effect, operative和operational等等就要弄清晰才好用啦.
　　9.拼字准确. 有电脑拼字查抄功用后,就更加不能偷懒.
　　10.年夜小写要留意.非需要不要整个字都是年夜写,除非要骂人,:,例如: MUST change to OS immediately. 本国人就以为不规矩和喝令人一样. 要夸张的话,用底线,斜字,粗体就可以了.
　　外贸函电写作本领之二 B. 体裁
　　1.可读性.工具是年夜学程度的话,用高中的英文就行,不要以为人人都是说话巨匠.多用短句(15-20字吧), 技能性的字,就更加要简朴易明.
　　2.留意段落的开头.通俗来说,重要或夸张的事变都放在函件或段落的开头,而句子就放在最尾. 例如: 1.Because he was unable to attend the meeting personally, he forwarded his congratulations on cassette tape. 2.He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 两者夸张的事变就有分别了.
　　3.轻重有分. 划一重要的用and来连接,较轻放在主要的句子里.
　　4.意思转接词要注意. 例如: but (相反), therefore (结论), also (增加), for example (申明). 分不清furthermore和moreover就不要用啦.
　　5.句子开头不要迷糊不清的主词. 例子: These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什么呀????开头少用this, that, it, they, 或 which.
　　6.修遁词的地位要鉴戒,例如: He could only reimburse the cost after July 15. 应为 He could reimburse the cost only after July 15.
　　7.用语要一定准确.切忌迷糊. 例如:The figures show a significant increase.” 如何significant呀,年夜哥? 改为: The figures show an increase of 19百分.
　　8.立场不雅观点同等. 少用主动语. 例如: Partial data should be submitted by April. 改为: You should submit partial data by April.就很好了.
　　外贸函电写作本领之三 C. 风格
　　1.模样形状和句子长度不要太单调. 陈腐不雅观点的subject-verb-object会闷去世人的.偶尔短句跟着长句可以化解一下.
　　2.弱软的词(e.g. was, were, is, are...)可以增强一点. 例如: Prunton products are highly effective in ... 改为: Prunton products excel in ...就无力良多了.
　　3.亲热,白话化是比较受接待! 用宾词和主动的词,让人家受落. 例如: 1. This information will be sincerely appreciated.” 2. We sincerely appreciate your information. 清楚地,我们会喜好第2句.
　　外贸函电写作本领之四 D. 写信提醒
　　1.人家的名字万万不要错.老一辈的看到名字错就爽性撵往残余桶.
　　异样, 头衔都不要错. 头衔或学位,任择其一吧.以下是一样的:
　　Howard E. Wyatt, D.D.SPhD.
　　Dr. Howard E. Hyatt
　　2.多过一个男子,用Messrs,便是Misters的意思,不外不要跟名字,跟姓就行啦.例如:
　　Messrs. Smith, Wyatt, and Fury
　　女人呢? 用Mesdames, Mmes., or Mses. 异样不要跟名字. 例子:
　　Mses. Farb, Lionel, and Gray
　　男女一齐呢? 弄清晰称呼就行.例如:
　　Dr. and Mrs. Harold Wright
　　Mr. Harold Wright and Dr. Margaret Wright
　　Mr. and Mrs. Harvey Adams-Quinn
　　3.有人有自己头衔就要跟紧,例如有人有声誉学位就不喜好用通俗的头衔啊~偶尔年夜头不晓得对方头衔,爽性用Ms.算了.
　　Ms. Sarah Gray
　　4.地点要低日期至少两行.处名时,职衔短可以一行过,长就下一行吧.例如:
　　Ken Green, President
　　Ken Green
　　Vice President of International Operations
　　但这个就显得有点。。。:
　　Ken Green
　　Vice President of Unicom China
　　准确应为:
　　Ken Green
　　Vice President, Unicom China
　　5.老外的名字偶尔有Jr. 或 Sr.,之前的逗点是随你喜好的,以下都是准确,不要笑人:
　　Michael J. Smith, Jr.
　　Michael J. Smith Sr.
　　6.本国国名只管即便用年夜写.是为恭敬,也利便邮差叔叔.
　　7.地点上的数字直接用阿拉伯数字吧,除了One,例子:
　　127 Ninth Avenue, North
　　127 E. 15 Street
　　5 Park Avenue
　　One Wingren Plaza
　　556 - 91 Street

　　外贸函电写作本领之五 书信的末端请安要留意,弄清巨匠的干系才选择用词,
　　例子:
　　1. Very formal极度正轨的(例如给政府年夜老爷的)
　　Respectfully yours,
　　Yours respectfully,
　　2. formal正轨的(例如客户公司之间啦)
　　Very truly yours,
　　Yours very truly,
　　Yours truly,
　　3. Less formal不太正轨的(例如客户)
　　Sincerely yours,
　　Yours sincerely,
　　Sincerely,
　　Cordially yours,
　　Yours cordially,
　　Cordially,
　　4. Informal非正轨的(例如酒肉冤家,同事之类)
　　Regards,
　　Warm regards,
　　With kindest regards,
　　With my best regards,
　　My best,
　　Give my best to Mary,
　　Fondly,
　　Thanks,
　　See you next week!
　　偶尔在we, I, and you之间选择是很烦的事--
　　如果是公司代表联结生意之类,可以用:
　　We will reimburse you for these legal expenses.
　　Sinopec will reimburse you for these legal expenses.
　　如果纯真说你自己,可以用:
　　I found the brochure very informative.
　　偶尔可以一升引啦...:
　　We are pleased to offer you the position of sales director, and I am looking forward to our Tuesday morning meeting.
　　那么I和you呢?好烦好烦.通俗来说,收信人的长处比较重要,名义上都要如许想.给人恭敬的语气就通俗不会错了. 多用you偶尔会有隔膜的感受.
　　You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一样)
　　I'm pleased that our board has selected you as the best qualified candidate to serve on our advisory board. I hope you'll agree to serve. (这就辑睦多了)
　　Your book was well written and comprehensive. (不用你来判定我呀~~)
　　I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客套一点,人家受落)
　　总之,语气和宾词的运用稳当能决议你的规矩程度.
　　外贸函电写作本领之六 开头请安
　　用人家的名字总好过人家的头衔称呼. 如果没着名字,大概是好正轨信的函件,可以思量这些:
　　Dear Committee Membe:r:
　　Dear Meeting Planner:
　　Dear Colleagues:
　　To All Sales Reps:
　　To Whom It May Concern:
　　Dear Sir or Madam:
　　Dear Madam or Sir:
　　Dear Purchasing Agent:
　　如果是公司呢?
　　Gentlemen or Ladies:
　　Ladies or Gentlemen:
　　什么怪事都有,如果那公司是全男班或全女班呢?
　　Dear Sirs:
　　Dear Ladies:
　　Dear Mesdames:
　　Gentlemen:
　　Ladies:
　　偶尔见到人家用冒号就说人家错,实在也未必啊,看:
　　Dear Mr. Jones: (极度正轨)
　　Dear Joan:
　　Dear Jim,
　　Jim, (非正轨)
　　外贸函电写作本领之七 签名
　　用笔切身签名会比较受落,免到过都不要电脑贴图或盖章啦....不要把Mr., Ms., Mrs., Dr.之类一同签,人家会笑你的...
　　签名也看函件的语气.给冤家或公司客户,签Bill也可以,给目生人就最好用Gates大概Bill Gates啦.

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