英文書信寫作注意事項

This is an english writing howto I copied from somewhere (name withheld) some time ago. hopefully you'll find it helpful too.

日常要處理許多信件電郵,因而運用英文上不得不留神,以下有一些個人意見,也參考了一些書本,希望大家有所得益。

A. 文法上
1.切忌主客不分或模糊. 例子: Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.” 應改為 Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment. (We決定呀, 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. 應該連在一起.

3.結構對稱,令人容易理解. 例子: The owner questioned the occupant's lease intentions and the fact that the contract had been altered with ink markings. 應改為: The owner questioned the occupant's lease intentions and ink alterations of the contract.

4.單眾數不要搞亂,不然會好刺眼,看不舒服. 例如: An authorized person must show that they have security clearance.

5.動詞主詞要呼應. 想想這兩個分別: 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.時態和語氣不要轉變太多.看商務英文已經是苦事,不要浪費人家的精力啊.

7.標點要準確. 例如: He did not make repairs, however, he continued to monitor the equipment. 改為: He did not make repairs; however, he continued to monitor the equipment.

8.選詞正確. 好像affect和effect, operative和operational等等就要弄清楚才好用啦.

9.拼字正確. 有電腦拼字檢查功能後,就更加不能偷懶.

10.大小寫要注意.非必要不要整個字都是大寫,除非要罵人,:,例如: MUST change to OS immediately. 外國人就覺得不禮貌和喝令人一樣. 要強調的話,用底線,斜字,粗體就可以了.

B. 文體

1.可讀性.對象是大學程度的話,用高中的英文就行,不要以為人人都是語言大師.多用短句(15-20字吧), 技術性的字,就更加要簡單易明.

2.注意段落的開頭.一般來說,重要或強調的事情都放在信件或段落的開頭,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. 兩者強調的事情就有分別了.

3.輕重有分. 同等重要的用and來連線,較輕放在次要的句子裡.

4.意思轉接詞要留神. 例如: but (相反), therefore (結論), also (增添), for example (闡明). 分不清furthermore和moreover就不要用啦.

5.句子開頭不要含糊不清的主詞. 例子: These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什麼呀????開頭少用this, that, it, they, 或 which.

6.修飾詞的位置要小心,例如: He could only reimburse the cost after July 15. 應為 He could reimburse the cost only after July 15.

7.用語要肯定準確.切忌含糊. 例如:The figures show a significant increase.” 怎樣significant呀,大哥? 改為: The figures show an increase of 19%.

8.立場觀點一致. 少用被動語. 例如: Partial data should be submitted by April. 改為: You should submit partial data by April.就很好了.

C. 格調
1.式樣和句子長度不要太單調. 千篇一律的subject-verb-object會悶死人的.有時短句跟著長句可以化解一下.

2.弱軟的詞(e.g. was, were, is, are...)可以加強一點. 例如: Prunton products are highly effective in ... 改為: Prunton products excel in ...就有力很多了.

3.親切,口語化是比較受歡迎! 用賓詞和主動的詞,讓人家受落. 例如: 1. This information will be sincerely appreciated.” 2. We sincerely appreciate your information. 明顯地,我們會喜歡第2句.

D. 寫信提示

1.人家的名字千萬不要錯.老一輩的看到名字錯就乾脆攆去垃圾桶.
同樣, 頭銜都不要錯. 頭銜或學位,任擇其一吧.以下是一樣的:
Howard E. Wyatt, D.D.SPhD.
Dr. Howard E. Hyatt

2.多過一個男人,用Messrs,就是Misters的意思,不過不要跟名字,跟姓就行啦.例如:
Messrs. Smith, Wyatt, and Fury

女人呢? 用Mesdames, Mmes., or Mses. 同樣不要跟名字. 例子:
Mses. Farb, Lionel, and Gray

男女一齊呢? 弄清楚稱呼就行.例如:

Dr. and Mrs. Harold Wright
Mr. Harold Wright and Dr. Margaret Wright
Mr. and Mrs. Harvey Adams-Quinn

3.有人有自己頭銜就要跟緊,例如有人有榮譽學位就不喜歡用一般的頭銜啊~有時大頭不知道對方頭銜,乾脆用Ms.算了.
Ms. Sarah Gray

4.地址要低日期至少兩行.處名時,職銜短可以一行過,長就下一行吧.例如:
Ken Green, President

Ken Green
Vice President of International Operations

但這個就顯得有點。。。:
Ken Green
Vice President of Unicom China

正確應為:
Ken Green
Vice President, Unicom China

5.老外的名字有時有Jr. 或 Sr.,之前的逗點是隨你喜歡的,以下都是正確,不要笑人:
Michael J. Smith, Jr.
Michael J. Smith Sr.

6.外國國名儘量用大寫.是為尊重,也方便郵差叔叔.

7.地址上的數字直接用阿拉伯數字吧,除了One,例子:
127 Ninth Avenue, North
127 E. 15 Street
5 Park Avenue
One Wingren Plaza
556 - 91 Street

書信的結尾致意要留意,弄清大家的關係才選擇用詞,例子:

1. Very Formal非常正規的(例如給政府大老爺的)
Respectfully yours,
Yours respectfully,

2. Formal正規的(例如客戶公司之間啦)
Very truly yours,
Yours very truly,
Yours truly,

3. Less Formal不太正規的(例如客戶)
Sincerely yours,
Yours sincerely,
Sincerely,
Cordially yours,
Yours cordially,
Cordially,

4. Informal非正規的(例如豬朋狗友,同事之類)
Regards,
Warm regards,
With kindest regards,
With my best regards,
My best,
Give my best to Mary,
Fondly,
Thanks,
See you next week!

有時在we, I, and you之間選擇是很煩的事--
如果是公司代表聯絡生意之類,可以用:
We will reimburse you for these legal expenses.
Sinopec will reimburse you for these legal expenses.
如果單純說你自己,可以用:
I found the brochure very informative.

有時可以一起用啦...:
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?好煩好煩.一般來說,收信人的利益比較重要,名義上都要這樣想.給人尊重的語氣就一般不會錯了. 多用you有時會有隔閡的感覺.

You will be pleased to learn that you have been selected to serve on our advisory board. Your prompt response will be appreciated. (好像欠你一樣)
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. (這就友善多了)

Your book was well written and comprehensive. (不用你來判斷我呀~~)
I thoroughly enjoyed your book and found an answer to every one of my questions about performance appraisals. (客氣一點,人家受落)

總之,語氣和賓詞的運用得當能決定你的禮貌程度.

開頭致意

用人家的名字總好過人家的頭銜稱呼. 如果沒有名字,或者是好正規信的信件,可以考慮這些:

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:

什麼怪事都有,如果那公司是全男班或全女班呢?
Dear Sirs:
Dear Ladies:
Dear Mesdames:
Gentlemen:
Ladies:

有時見到人家用冒號就說人家錯,其實也未必啊,看:
Dear Mr. Jones: (非常正規)
Dear Joan:
Dear Jim,
Jim, (非正規)

簽名

用筆親自簽名會比較受落,免到過都不要電腦貼圖或蓋章啦....不要把Mr., Ms., Mrs., Dr.之類一起簽,人家會笑你的...

簽名也看信件的語氣.給朋友或公司客戶,簽Bill也可以,給陌生人就最好用Gates或者Bill Gates啦