過往專欄

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: