2012-11-28
解構商務信件寫作結構
商務信件類型繁多,有致謝信、投訴信、推薦信、資料查詢等等。這些商務信件的目的雖然不同,但是寫作結構其實大同小異。拆解寫作結構,最基礎莫過於將文章分為開首(introduction)、主體(body)、結尾(conclusion)三部分分析。所有商務信件基本也可分為這三部分,而每部分亦有共通的要點。
開首 (Introduction)
1、語境 (Context)
交代來信背景使收件人知悉應該如何解讀你的來信目的和因由。例如,撰寫求職信,你是否看到招聘廣告而應徵,還是因為喜愛某家公司而毛遂自薦﹖語境不同自然影響你如何切入:
With reference to your advertisement on (media), I am writing to apply for the (post).
Impressed by your company's continued strive in developing new medicines for curing cancers, I wish to work with you as a research assistant.
若是回覆信件或文件,應註明哪份文件,例如可以這樣寫:
Thank you for your proposal on 20 November.
Thank you for your exchange request for the following item:
- Knitted V-neck Jumper - Blue, size S
總之最好交代背景,使收件者於信件起首就明白為何收到信件,應從甚麼角度解讀信件。
2、寫作目的 (Reason of writing)
於商務信件起首點名寫作目的,最簡易又常用大概是I am writing to …:
I am writing to confirm your order (Ref no. 1234567).
I am writing to inquire about the new guideline on assignment submission.
當然,還可以用其他字句表達寫作目的,譬如:
With reference to your recent application for the post of Senior Accountant, I should be grateful if you can attend an interview at 9am on 10th December 2012 (Monday) at Rm2709, 27/F, ABC Building, 35 EFG Road, (District).
Thank you for your invitation to the ABC Seminar but I am afraid I will not be able to attend it.
主體 (Body)
主體部分應更明確表示你的目的,提供所需詳情細節,以達到你希望完成的事情。
續更換貨品請求,你應該提供更換程序:
As soon as we receive and process your return, we will dispatch the following item to you:
- Knitted V-neck Jumper - Green, size M
To send your return back to us, simply follow below steps:
1. xxxxxxxxxxxx
2. xxxxxxxxxxxx
3. xxxxxxxxxxxx
續邀請收件人面試一例,你或需提醒收件人攜帶某些文件:
Please bring along with you the following documents when you attend the interview:
- Hong Kong Identity Card;
- the originals and one photocopy of all your professional and academic qualifications;
- reference letters (if any); and
- one recent photo.
結尾 (Conclusion)
最後就是call for action,清晰說明你希望收件人採取甚麼行動。
於邀請收件人面試一信,最後可要求收件人回覆會否出席面試:
Please confirm by email with me on or before 5th December, 2012 (Wednesday) whether you will attend the interview.
Look forward…是這商務信件結尾常用的字句,例如:
Look forward to your favourable reply.
Look forward to meeting you next Monday.
先掌握好商務信件的基本寫作結構,再靈活運用於不同種類的信件。
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