寫信

Completeness 敍述完整
Correctness 用字正確
Clearness/Clarity 內容要清楚
Concreteness 說明要具體
Conciseness 文章要簡潔
Courtesy/Consideration 語氣要婉轉有禮

Completeness
All points of needs and requests
Organize your writing into 3 parts (introduction, body, ending)
Put different ideas into different paragraphs

Correctness
Grammar, Commercial Terms, Spelling...

Clearness
Fluctuations ->
Any increase in..., Any change up or down in..., Any increase or decrease in...

Bimonthly ->
We have two directly sailings every month from X to X.
We have a direct sailing from X to X every two months.

Concreteness 言之有物
The ABC company is our big buyer. How big?
The ABC company $120,000 worth of business with us last year.

Our apples are excellent. How concrete?
Our apples are juicy, crispy, and tender.

You will receive our reply about it in due time.
You will receive our reply it within one week.

Conciseness 扼要
By this letter we would ask you to consider our proposal.
Please consider our proposal.

We are pleased to inform you that we are sending you...
We are pleased to send you...

Please introduce to us some exporters of X in your city
Would you please introduce...

Courtesy 客氣
A) Complex Sentence 比 Simple Sentence 更客氣
It was unwise of you to have done that.
We would say that it...

You ought to have done it.
It seems to us that you...

We cannot comply with your request.
We are afraid we cannot

B) Passive voice is more polite sometimes
You made a very careless mistake
A very careless mistake was made.

You did not enclose the check with your order.
The check was not enclosed with your order.

C) Affirmative sentence 肯定句比否定句好聽
We cannot understand why you have had trouble with this article.
We presume that there must be some reasons for your having trouble with this article.

D) We -> You
We have received your letter of May 8 regarding...
Your letter of May 8 regarding... has received our careful attention.

We are looking forward to receiving your early reply.
Your early reply will be greatly appreciated.

Opening
Thank you for...We are sending...We enclose...Please send...We are pleased to...
We appreciate...As requested,...Enclosed is...Attached is...

表示信件已收到
We have received...We thank you for...We appreciate...We are pleased to receive...We acknowledge receipt of...We are in receipt of...This is to acknowledge receipt of...(your letter, inquiry...)

表示 敬覆者
In reply to...In response to...In answer to...Answering...We are pleased to reply to...(your letter, inquiry...)

表示關於...乙案時
With reference to...In reference to...Referring to...We refer to...(your letter..)

表示依照貴公司意思(指示、請求)時
As requested...As required...As instructed...Following the instructions...(in your letter of)
According to...In compliance with...In conformity with...(the request, the instruction)(in your letter of)

拜讀後, 表示高興
It is a pleasure...We are gratified...We are glad...It is gratifying...(to learn from your letter of)

拜讀後, 表示遺憾
We regret...We are sorry...We note with regret...We are surprised...(to learn from your letter)

附件
We enclose...We send...you...

寄送方法
by separate mail (post)...by air mail...by seamail...

經他人介紹而初次通信
We have had your name and address given to us by X.
Your company was recommended to us by...

表示對於前寄件談話有所追述
Further to our letter of April 9, 1974
We confirm our letter of April 9, 1974, and...

多用心記常用的字、詞或句型

Ending
表示請賜覆，請惠賜意見
We hope to receive ...We are waiting for...We shall appreciate...We look forward to...(a, an, your)(reply, answer, news, comment, opinion, (early favorable, definite, satisfactory, further) reply)

We trust to hear...We hope to hear...Please let us hear...Will you let us hear...(from you)(about...concerning...in this matter, in this respect)

Please let us hear from you in this regard.
Please study this case immediately and let us hear from you promptly.
We look forward to a pleasant business relation with you in the future.

Others
表示感謝來信，惠顧
Thank you for your attention to this matter.
We thank you for your cooperation.
Thank you for your interest in our products.

表示歉意
We apologize for not having replied to your letter at an early date.
Please accept our apology for the inconvenience we have caused you.