如何写好商务英文邮件？

1

问候greeting

●不知收件人：

To whom it may concern, （敬启者）

Dear Sir or Madam,

●知性别：

Dear Mr/Mrs/Ms + 姓

●知头衔/职位：

Dear Prof.（教授）/Dr.（博士）+ 姓

注意：在正式的英文邮件中，如果在知道对方职位的前提下，尽量使用“头衔+姓”的方式开场。要记得greeting后面的标点符号是逗号, 然后空一行之后才正式开始信的内容。

2

目的purpose

●在详细表述前，告知邮件重点：

I am writing to inquire…

I am writing in reference to…
I am writing to confirm/ enquire/ inform you…我写信时要确认/询问/通知你…
I am delighted to give you the detail about…我很开心能给你提供…的详情
●回信的开头可以说：
Thank you for reaching out to us regarding …

Thank you for your email…感谢你的来信…

Thank you for calling me yesterday to discuss…感谢昨天你来电讨论…

注意：特别是商务信函我们一般多使用比较书面的语言，例如上面的in reference to（一般说明已经和对方提过的事）以及regarding都是【关于】的意思，但我们应尽量避免用about这样口语的表达。

3

正文content

●一个段落一个主题，几个段落一个主旨

Attached please find the latest information on…最新消息可查看附件…

In order to achieve our sales target, we need to…为了完成我们的销售目标，我们需要…
●对方了解你写信的目的及背景，接下来就该要求对方行动，例如回信、回电话、表达意见、缴交文件等：

Could you please call me later today?

你能明天给我电话吗？
●商业信函中应注意使用书面语▶用 receive, 不用got；
●不要用缩写▶用 does not, 而不用doesn't；
●多用委婉客气的语气▶I was wondering if you could provide some more details.

●重要内容加粗，但不要全部大写▶Please review the attached documents thoroughly.

4

结尾Closing

●最后一部分通常会表示感谢或解释下一步是什么。
常用的表达有：

If you have any further questions or concerns, please don’t hesitate to contact me.

Thank you for your time and consideration.

I look forward to hearing from you.
期待你的回信。

I hope this information is helpful.
希望这些信息有用。

Please call me if you have any question.

如果你有任何问题，请给我电话。
（一般这些句子后面用句号即可，没有必要用感叹号。其他地方一般情况下也不要用感叹号）

5

落款signature

●结尾祝福语

以下词汇在正式场合及非正式场合均可使用

Sincerely, Sincerely Yours,Yours Sincerely

Regards, Best Regards

Yours， Yours Truly， Truly

Best， Best Wishes

●签名档要跟着结尾敬语后面：

Sincerely,
John SmithSales Representative,
Flooring Company

一些常用句

●请求帮忙:

At your convenience, would you please send me…最后加上Thank you for your assistance.
●寻求意见：
Our team would appreciate your insights/input on…
●期待回复：
Due to the short timeframe for this proposal, prompt reply is greatly appreciated.
●回答对方问题：
Hope this answers your question. Let me know if further detail/explanation would be helpful.
●致歉：
My sincere apology for this unfortunate situation; I will address to my team immediately.Again，please accept my most sincere apology.

●谈及……

With reference to our telephone conversation today…

As I mentioned earlier about…

As you requested…

This is in response to your email today.

●告知消息

Please be advised/ informed that…

Please note that…

We would like to inform you that…

●告知坏消息

We are sorry to inform you that…

I'm afraid I have some bad news.

●请求

We would be grateful if you could…

I would appreciate it if you could…

Would you please send us…？

●提供帮助

If you wish , we would be happy to…

Please let me know if there's anything I can do to help.

●提醒

I'm just writing to remind you of…

May we remind you that…？

注意事项

1

Subject Line 标题

简洁清楚的总结邮件出题的内容。
例如：

Subject line: Summary of Our Meeting with ABC Suppliers又或是市场宣传类的邮件标题：

- Join us at the MLH Scholars Luncheon!（号召性的标题）- 3 Tools to Simplify Your Marketing （总结式的标题）

2

Simplified Sentences
简化句子

忌用复杂的长单词或是技术术语使邮件内容累赘冗长，而是应该尽量简化邮件里的句子。但这并不代表不能使用复合句（用and, although, or等连词组合起来的句子），只要保证长句是清楚易懂的就没有问题。

例如：
原句：In 1962 , Steinbeck received the Nobel Prize for Literature.
简化后： Steinbeck won the Nobel Prize in Literature in 1962.

3

Who are readers?
明确读者

同事、客户还是老板？正式还是非正式？

例如：
非正式–Thanks for emailing me on 15th February.
正式–Thank you for your email dated 15th February.
非正式–Sorry, I can’t make it.
正式–I am afraid I will not be able to attend.
非正式–Can you…?
正式–I was wondering if you could….?

4

Capital letters, punctuation,
spelling and basic grammar
细节

尤其是在工作中的邮件，对于细节的注重能够看出个人本身的修养和工作的专业态度。

Capital letters 首字母大写：什么时候使用大写字母？
1. 每一句的第一个单词的第一个字母
2. 第一人称“我”
3. 人名或是头衔
4. 电影、书籍和作品等的名字
5. 月份
6. 星期
7. 季节
8. 节日
9. 国家或大洲
10. 河流、海洋、湖泊等
11. 沙漠、山地等地点名称
12. 街道、大楼或是公园等

5

Direct or indirect
直接或是不直接

美国普遍的工作邮件风格都是较直接、不是很正式的。但对于英语非母语的我们来说这样的风格不好把握，稍微弄不好还会让别人误会自己是粗鲁没有礼貌。

例如以下两种直接和非直接的用法。

Direct – I need this in half an hour.
Indirect and polite – Would it be possible to have this in half an hour?
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
Direct – It’s a bad idea
Indirect – To be honest, I’m not sure if that would be a good idea.

6

Be positive
积极的态度

邮件里的用词用句都能够体现个人的态度和性格，要巧妙的选用显示积极态度的词语，表现出自己在工作中的Can-do精神。

显示积极态度的词：
helpful, good question, agreed, together, useful, I will do my best, mutual, opportunity
显示负面态度的词：
busy, crisis, failure, forget it, I can’t, it’s impossible, waste, hard

7

Get feedback
请教别人的意见

向身边写作能力好、工作经验足的朋友、同事或是老师求教，请他们帮忙看看你的邮件，从而根据他们的意见改进提高。

另一个方法则是注意观察和学习其他人写的好的邮件。例如收到来自同事的、老板的或是教授的邮件，注意学习他们的用词用句然后记录下来，收为己用！

那以上就是我的全部分享了
希望对你有所帮助

祝大家工作顺利啦~

如果喜欢就请转发并订阅我的公众号吧~

转载请标明何处

这里没有花哨的排版，没有复杂的商业，有的只是一个热爱生活的女生日常对生活的思考和对未来的期望，承载了我全部的心血。

150+ Useful Email Phrases That Will Make Your Life Easier欢迎查看原文

#1 Opening Lines

If you are looking for ideas for your email opening and greetings, here you have different types of opening sentences.

1.a Being social

By adding these at the beginning of your emails you will sound more friendly and social.

• I hope you had a good weekend.
• I hope you had a great trip.
• Hope you had a nice break.
• I hope you are well.
• I hope all is well.
• Hope you're enjoying your holiday.
• I hope this email finds you well.
• I hope you enjoyed the event.
• I'm glad we had a chance to chat at the convention.
• It was great to see you on Thursday.
• It was a pleasure to meet you yesterday.

1.b Reason of the email

Tell them why you're writing this email.

• I am writing to you about our last meeting/your presentation yesterday/our next event.
• I am writing to you with regards to/regarding/concerning/in connection with...
• I am writing to ask/enquire/let you know/confirm/check/invite you to/to update you on/ask for a favor...
• I am writing you to follow up on...
• I am contacting you to inform...
• I am reaching out because...
• This is just a quick note to...
• This is just a quick reminder...
• I wanted to let you know that...
• Might I take a moment of your time to... (very formal)
• It's [Your Name] from [Your Company].
• This email is just to let you know that...

1.c Replying

• I just got your request for...
• I just read your email about...
• As we discussed, I would like to send you...
• Thank you for your email about...
• Thanks for your email this morning/yesterday/on Wednesday/last month...
• Thanks for your feedback on/your invitation/your suggestion
• Thanks for sending/asking about/attending
• Thanks for your quick reply.
• Thanks for getting back to me so quickly.
• Thank you for reaching out (to me).

1.d Apologizing

• Sorry for my late reply.
• Sorry that it took me so long to get back to you.
• I apologize for the late response.
• Sorry it’s been so long since my last email.
• I was sorry to hear about...
• Please accept our apologies for any inconvenience caused.

Keep reading: How To Start An Email - 45 Great Ways To Do It

#2 Body Lines

2.a Attachments and information

• I’ve attached…
• Please find [file] attached.
• I'm enclosing [file].
• Please see the information below for more details about...
• The parts in bold/in red/in blue are my comments/are the changes we made.
• Here's the document that you asked for,
• I’ve attached [file] for your review.
• I'm sending you [file] as a pdf file.
• The attached file contains...
• Could you please sign the attached form and send it back to us by [date]?
• Here’s the [document] we discussed.
• [file] is attached.
• Please take a look at the attached file.
• Take a look at the [file] I've attached to this email.
• I've attached [file].
• More information is available at www.talaera.com.
• Please note that...

1.b Requests and inquiries

• Could you please...?
• Could you possibly tell me...?
• Can you please fill out this form?
• I'd really appreciate it if you could...
• I'd be very grateful if you could...
• It would be very helpful if you could send us/me...
• I was wondering if you could/if you would be able to...
• If possible, I'd like to know (more) about...
• Please find my two main questions below.

2.c Asking for clarifications

• I didn't/don't fully understand [something]. Could you please explain that again?
• I didn't quite get your point about [something]. Could you be more specific?
• Could you repeat what you said about...?
• Could you give us some more details on...?
• If you could please shed some light on this topic, I would really appreciate it.
• Could you please clarify [something]?
• Could you please clarify when you would like us to finish this?
• When exactly are you expecting to have this feature?
• Here are the details on...
• Could you please clarify what you would like us to do about...?
• If I understood you correctly, you would like me to...
• What exactly do you mean by [something]?
• Could you explain what you mean by [something]?
• In other words, would you like us to...

2.d Sharing information

Use these helpful phrases when need to give or receive some information (or when you already did).

• Thank you for letting me know.
• Thank you for the heads up.
• Thank you for the notice.
• Please note...
• Quick reminder...
• Just a quick/friendly reminder that...
• Thank you for sharing.
• I'd like to inform you that...
• Just a quick heads up -
• Thanks for keeping me in the loop.
• Please keep me informed/posted/updated/in the loop.

2.e Getting and giving approval

• Please let me know if this is OK with you.
• What are your thoughts (on this)?
• What do you think?
• Please let me know what you think.
• We just need the thumbs up/the green light. (=we're waiting for approval)
• You (totally) have the green light!
• He approved of it, so you can go ahead with the project.

2.f Scheduling

• I'd like to schedule a meeting on [day] if you are available/free then.
• I am available on [day], if that's convenient for you.
• Would you be available on [day]? If so, I'll send you an invite shortly.
• Can you make it on [day]? If so, I'll book accordingly.
• I'm afraid I can't make it on [day]. How about...?
• (Due to...) I'm afraid we need to reschedule/delay/postpone/put back/cancel/call off/move/rearrange our meeting.
• We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled.

2.g Giving bad news

• Unfortunately, ...
• Unfortunately, we cannot/we are unable to ...
• I'm afraid it will not be possible to...
• Unfortunately, I have to tell you that...
• I'm afraid that we can't...
• We regret to inform you that...
• I regret to inform you that (due to...) ...
• After careful consideration, we have decided (not) to ...
• Due to [reason], it won't be possible to...
• It's against company policy to...
• I tried my best, but...
• Despite my best efforts, ...
• I can't see how...
• I'm sorry but it's out of my hands.
• I'm afraid I won't be able to...
• I'm sorry to tell you that...

#3 Closing Lines

3.a When something is expected

Do you need a reply? Are you asking for a favor or you are meeting soon? These sentences are perfect for those moments!

• Looking forward to hearing from you soon.
• I look forward to hearing from you soon.
• Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule...
• I look forward to seeing/meeting you.
• See you on Thursday/next week.
• Thanks.
• Thank you in advance.
• Thank you for everything.
• Cheers.
• Any feedback you can give me on this would be greatly/highly/much appreciated.
• If you could have it ready by tomorrow/the end of next week, I would really appreciate it.
• I would appreciate your help in this matter.

3.b Offering help or information

• I hope you find this helpful.
• I hope it's clearer now.
• I hope that answers all your questions.
• If we can be of any further assistance, please let us know.
• Let me know if you need any help.
• For further details...
• If you have any (more) questions (about)...
• In the meantime, if you need any more information,
• If you need more information/more info/further information,
• I know that's a lot to take in, so let me know if anything I've said doesn't make sense.
• ... please do not hesitate to contact me.
• ... please feel free to contact me/to get in touch.
• ... please let me know.
• ... drop me an email/drop me a line.

3.c Apologizing (again!)

1. Thank you for your understanding/for your patience.
2. Thanks again for your understanding/for your patience.
3. Once again, please accept our apologies for any inconvenience caused/for the inconvenience caused/for the delay/for the misunderstanding.
4. I hope this is okay with you.
5. I really hope we can find a solution soon.
6. I hope you can understand.
7. Sorry I couldn't be of more help.

3.d Friendly ways to say 'bye'

• Best regards,
• All the best,
• Best wishes,
• Cheers, (*common in the UK and Australia, informal in other countries)
• Have a great weekend!
• Have a wonderful day!