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How to write an Email  

2009-10-07 21:58:05|  分类: 外语学习 |  标签: |举报 |字号 订阅

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Guide to English email writing:

Plain English, e-commerce, email etiquette, blind copy,

1. Address: electronic name book, name +at sign+ the host name, group wise 群发, FTI (for your information), cc (carbon copy), Bcc(blind copy), c/o (care of)

2. Subject: attachment, insert the original message, demo, urgent: respond to SUBJECT by 10/05,

Hidden reader 预期读者,

3. Salutation:

formal

Informal

Unknown: dear Sir, dear madam, dear sir/madam, dear sirs, dear customer, dear gentlemen, to whom it may concern, Known: dear Mr and Mrs, dear Miss, Dear Ms+ family name, Dear Dr, dear prof., dear rev., dear name,

Unknown: dear colleagues, dear staff, dear all, hi folks, hi there,  Known: hello name, hi name, name,

\

4. email message: thank you, flaming, inverted pyramid format, beginning/leader,

getting started

Attachment

The purpose of this memo is to…,

In response to…,

With reference to..,

We refer to…,

Further to…,

As requested…,

informal:

I am writing today because…,

Thank you for…,

We are pleased to send you a copy of our brochure.

We have pleasure in sending…,

Please find attached our latest info.

Enclosed please find our…

 

We look forward to hearing from you/

 your early reply/

meeting you on 5 July.

We would recommend that you consider doing…, May we draw your attention to the fact that there is a special discount on this product during March.

5. Complimentary close:

formal

Informal

Yours sincerely, sincerely yours, yours truly, sincerely, your faithfully, bona fides, cordially yours,

Best wishes, best regards, regards, cheers, bye for now,

 

6. Signature:

 All opinions expressed are my own, not those of my employer. However, if they weren’t I would rapidly be unemployed.

7. Style and tone:

8. plain English: simplicity and clarity, business speak.

Use verbs, not verbal noun: such as object to=be interposing an objection to

Use the active voice

Use short sentences

Use conversational language

Omit pompous words: sequipedalianism, aforesaid, notwithstanding, deliberation, heretofore, expeditiously, inter alia= among other things, ceteris paribus (abbr. cet.par.)=other things being equal, and/or vice versa, per se=intrinsically or by or in itself,

Omit redundant phrases:

Eliminate discriminatory language: sexist language, US Code, courtesy words, etiquette,

Extinguish flames

Please find attached the document herewith for your esteemed perusal. = I attach the document for you to read.

 

Oral

Writing

In good time

timely

Ask for

Request

Chance

opportunity

Fill in a form

Complete

Get better

Improve

Get worse

deteriorate

Get in touch

Contact

guess

Estimate

To help

To assist

Let me know if the date is right

Please confirm the date

More information

Further information

OK, alright

satisfactory

tell

Inform

want

Require

We are sorry

We regret

 

Pompous words

Staple words

accordingly

So, therefore

aforesaid

Said before, mentioned before

alleviate

Ease, reduce

ascertain

Find out, make sure

Commence, initiate

Start, begin

deliberation

Careful, consideration

Discontinue, terminate

End, stop

Endeavour, attempt

Try

expeditiously

quickly

heretofore

Before this time

notwithstanding

In spite of

In excess of

More than, over

In receipt of

Getting receiving

In respect of

about

In lieu of

Instead of, in place of

In the event of

if

particulars

details

remittance

payment

statutory

By law, legal

Utilize=utilise

use

 

Redundant phrase

Staple phrase

If and when

If

Each and every

Each/every

Ready and willing

Ready/willing

At That point in time

Then

In the event that

If

Subsequent to

After

A total of

 

Absolutely

 

Abundantly

 

Actually

 

All things being equal

假定凡是均以平等对待

As a matter of fact

 

As far as I am concerned

就我而言

At the end of the day

最后,说到底

At this moment in time

此时此刻

Basically

 

Currently

 

During the period from

 

I am of the opinion that

我认为

In due course/time/form/succession

In good time

In other words

 

In this connection

在这个问题上

In total

 

In view of the fact of

考虑到这一事实

It should be understood that

可以理解

Last but not least

 

Really quite

的的确确

Regarding someone/something it was

关于某事当时是

The fact of the matter is

 

To all intents and purposes

In fact

By means of

by

By reason of

Because of

By virtue of

By/under

During the time that

During

For the period of

For

For the purpose of

To

For the reason that

Because

In accordance with

By/under

Inasmuch as

Since

in favor of

With/about/concerning

In order to

to

Insofar as … is concerned

变主动

In/of the nature of

Like

Prior to

Before

There is no doubt but that

No doubt, doubtless

The question as whether

Whether

Until such time as

Until

With a view to

to

With/in reference to

About, concerning

He was aware of the fact that

He knew

Despite of the fact that

Although

Because the fact that

Because

In many cases

Often

In some instances

Sometimes

A situation in which

there

 

Ms Simpson,

GET OFF YOUR SOAP BOX (街头演说用的肥皂箱)AND DROP THE PERSECUTION COMPLEX(偏执狂). You can’t always have your own way when it comes to making decisions for the team. I’ll bet at night you get online at ….

If you want support for your ideas, then show benefits first. When was the last time you really contributed something of value to the team? You like to take but seldom contribute.

Wake up and smell reality, sweetie. It’s survival of the fittest out there, and you don’t seem at all fit to survive. Why not give the team a break; resign and go pester someone else.

         Team Vigilante

Dear team vigilante,

 Everyone is entitled to his or her opinion, and you have obviously expressed yours. If you have concerns about my team participation please air those concerns openly at the next team meeting. I do not wish to compete for one-upmanship in flaming on the network.

 

9. checking common grammatical errors: We will probably not benefit from these changes.

  Checking common spelling errors:

  Checking punctuation basics: exclamation, comma, semicolon, colon, quotation, dash, apostrophe, ellipses,

10. Identification popular abbreviations and acronyms, bullets and numbers, smileys, shorthand,

Electronic jargon

Abbr.

Meaning

AFAIK

As far as I know

AKA

Also known as

BCNU

Be seeing you=bye bye

BFN

Bye for now=bye

BRB

Be right back即回

BTW

By the way

CUL

See you later

F2F

Face to face

B2B

Business to business

FAQ

Frequently asked questions

FOAF

Friend of a friend

FWIW

For what it is worth

FYA

For your amusement

FYEO

For your eyes only

FYI

For your information

GMTA

Great minds think alike英雄所见略同

HHOK

Ha-ha, only kidding

IMHO

In my humble opinion以愚之见

IMNSHO

In my not so humble opinion

IMO

In my opinion

IOW

In other words

LOL

Laughing out loud

MOTOS

Members of the opposite sex

MOTS

Members of the same sex

MSGS

Messages

NLT

No later than

NRN

No response necessary

OBO

Our best offer最低报价

OBTW

Oh, by the way

OIC

Oh, I see

PLS

Please

PMFJI

Pardon me for jumping in打搅

PRES

Presentation

QTY’s

Quantities

REC’D

Received

RGDS

Regards致意

ROTF

Rolling on the floor笑成一团

ROTEL

Rolling on the floor, laughing

RSN

Real soon now(don’t count on it)

SNAFA

Situation normal, all fouled up似乎正常,实际烂七八糟

THX

Thanks

TIA

Thanks in advance

TLA

Three letter acronym

TMRW

Tomorrow

TTFN

Ta-ta for now

WB

Welcome back

WRT

With regard to

WTG

Way to go (agreement, encouragement)

WYSIWYG /wiziwig/

What you see is what you get (图片为实物拍摄)

YMMV

Your mileage may vary您的利益会有变化

YR/UR

your

Hr

Hour

;-)

Basic smile

-:(

Frowning smiley

<g>

Grin

<gasp>

gasp

<jk>

Just kidding

<s>

Sign

<> 

No comment

_\../

I love you (from American sign language)

 

11. Editing, accessory, word processor, attachment, priority and acknowledging files, encrypted message, global address, screen colour, formatting, front, emphasizing, margin,

Please reply no later than 2:30 p.m. today.

Please reply no later than 14:30 on 12 Dec.

12. Samples…

13. Name:

male

female

First name

diminutive

First name

diminutive

Abraham

Abe, Abie, Ham

Agatha

Aggie

Alexander

Alex, sandy

alice

Al, allie

alfred

Al, alf, fred

Ann, anne

Annie, nancy

andrew

Andy

barbara

Bab, babbie

anthoney

Tony

catherine

Kate, Kathy

benjamin

Ben, benny

charlotte

Charlie, lotta

charles

Charlie, chas

christine

Chirs, xina

christopher

Chris, Christie

diana

Di, dina

daniel

Dan, danny

dorothy

Doll, dora

david

Dave, davy

elizabeth

Bess, betty, lisa

donald

Don, donny

emma

Em, emmie

edgar

Ed, eddie, ned

frances

Fan, fanny

edmund

Ed, eddie, ned

helen

Helly, bella

francis

Frank, franky

Isabelle

Bell, bekka

frederic

Fred, fredy

Jane

Jenny, jinny

george

Geo, Geordie

janet

Jane, netty

henry

Harry, hen

judith

Jule, Julia

Isaac

Ik, ikey

josephine

Jo, josie

Jack

Jacky

lillian

Lil, lily

john

Jack

louisa

Lou, lulu

julian

Jule

margaret

Madge, mamie, mag, peg

lawrence

Larry, law

mary

Mat, polly

martin

Mart, marty

matilda

Mat, matty

michael

Mickey, mike

patricia

Patty, patti

oscar

Ossy, ozzy,

Sara, sarah

Sadie, sally, sallie

peter

pete

susan

Sue, Susie

robert

Rob, pop

theresa

Terry, tese

thomas

Tom

virginia

Jennie, virgie

william

Bill, willie

 

 

 

14. common sentence:

Thank you for

With reference to

We refer to

Further to

Your email of

As requested, I am attaching…

Please find attached …

 

We refer you to

We would refer you to

Your contact

We are pleased to send you…

We have pleasure in sending you…

Please find attached…

 

I am looking forward to

We look forward to

Hearing from you

We understand that

We believe that

It is our understanding that

You are a supplier of

On the assumption that

We assume that

It is assumed that

The weather stays fine…

As a rule, …

As a general rule,

In general,

Generally,

Normally,

On the whole,

 

In other words,

This means that

 

In my view/opinion,

I am of the opinion that…

We are strongly of the opinion that…

 

We suggest that

We would suggest that

It is suggested that

You arrange a meeting.

You might like to consider arranging

It is in your interest to

You should

It is advisable to

We would strongly advise you to

Arrange a meeting.

We recommend that

It is essential that

It is of the utmost importance that

The new office be located in Vienna.

It is obligatory/compulsory to register the company.

The company is required/obliged to register.

A monthly report must/has to be submitted asap.

You must submit

You are required to submit

It is essential that you submit

A monthly report asap.

We are certain that

It is certain/unlikely/impossible that

There is no doubt that

We are confident that

He will come today.

It is possible/probable/likely that

He will come today.

There is some doubt as to whether/if

We doubt whether/if

It is doubtful whether/if

He will come today.

I should like to draw your attention to…

May I draw your attention to…

 

We would like to point out that…

Please note that…

It should be noted that…

 

In spite of , Despite of

In spite of the fact that…

 

However, on the other hand,

 

I would like to remind that

It is important to remember that…

It must be remembered that

It is worth noting/remembering that…

 

I should like to stress the importance of …

This issue is of the utmost/crucial/vital importance.

It is of the utmost important that…should…

 

On no account should you…

Under no circumstances…

 

There are two possible solutions. One is to.., Alternatively, we should to…(an alternative would be to)…

There are two options. One is…, the other is…

We can either do … or we can do…

 

Please let me know if I can be of further assistance.

We are happy to…

Please do not hesitate to contact us.

Please feel free to contact us.

 

First…we…After that..we…Finally, we…

When you….Then, you…Finally, you…

Firstly, secondly, thirdly, then/after that, finally

 

There are three ways to approach this problem: 1…2…3…

 

So that, our decision is a consequence of ,

 

By paying careful attention to the details,

Through/via attachment,

 

We conclude, therefore,…

We have reach the conclusion that

It is concluded that

 

Briefly then,…

To sum up,

To summarise/summarize…

 

 

 Jason Soung

Useful term:

Department dean, university president, advisor, full-time/part-time professor, associate/assistant professor, lecturer,

Freshman, sophomore, Junior, senior, undergraduate, graduate student, master student, PhD student, Post doctoral, teaching assistant, vice president/chairperson of university student union, assistant director of sports division of student union, arts and culture division, public affairs/public relations student division, department student union, group leader, volunteer, class president, team leader,

Useful verb:

Be Engaged on/in/with, be/become/get involved in, participate, join, attend, undertake, take part in, be immersed in, devote, enter,

Improve, enhance, enrich, enlarge, increase, expedite,

Polish, sharpen, accumulate,

Create, design, generate, innovate, develop, invent, produce, discovery, devise, conceive, construct,

Build, setup, integrate, make, apply, enable, combine, incorporate, synthesize, formulate, conduct, implement, deploy, configure, execute, form, install, operate, perform, prepare, arrange,

Analyze, discuss, discover, assess, evaluate,

Pursue, study, learn, research, grasp.

Fulfill, finish, complete, accomplish, establish, achieve, carry through,

Provide, offer, contribute,

Obtain, gain, derive, earn, acquire,

Excel, exceed,

Demonstrate, present, convey, describe, show, indicate, reveal,

Adjust, tune, adapt, revise, refine,

Choose, select, filter, eliminate,

Vary, differ,

Emphasize

Assume, given

Equip, master,

Agree, approve, applaud,

Disagree, argue,

Focus, concentrate,

Look for, search, seek, explore, hunt,

Coordinate, cooperate,

Handle, deal with, act on, process,

Help, aid, assist,

Manage, direct, supervise, lead, instruct, guide, oversee, head

Experience, endue, struggle,

Teach, train

Clarify, articulate, elaborate,

Submit, hand in,

Win

Encourage, inspire,

Capture, grasp,

Influence, affect,

Maintain, keep,

Determine, decide,

Balance, leverage,

Verify, confirm

Troubleshoot, diagnose,

Trim, decrease, reduce,

 

Useful adj.

Gifted, bright, intelligent, clever, talented,

Active, motivated, dynamic,

Diligent, dedicated, devoted, persevering, hard-working,

Perseverant, strong-willed,

Independent,

Versed, knowledgeable, learned, well-educated,

Outstanding, brilliant, spectacular, fabulous,

Experienced, seasoned, sophisticate,

Creative, originative, innovative,

Confident, self-assured,

Humorous,

Adaptive, flexible,

Serious, sober,

Interesting,

Unique, un-equaled, unparalleled,

Athletic,

Motivated, propelled, actuated,

Patient,

Enthusiastic, energetic, vigorous,

Thoughtful, sensible,

Mature, full-fledged,

Sensitive, tender,

Noted, renowned, recognized, famous, distinguished, eminent,

Convincing, persuading,

Profound, sound, solid, in-depth,

Skillful, proficient,

 

diplomatic etiquette

外交礼节

professional etiquette

同行间的礼仪, 行规

medical etiquette

医务界成规

a breach of etiquette

失礼行为

etiquette of game

比赛规矩

in no wise; in any wise.

根本不;无论如何

wise up 【俚语】

To make or become aware, informed, or sophisticated.

使知道,知情,谙于世事

raise one's hat in salutation

举帽致意

the old forms of salutation

古老的致敬方式

reference to one's plan

提到某人的计划

have reference to each other

彼此相互有关联

terms of reference

授权范围

references from sb.'s former employers

某人以前雇主对某人的证明

load one's pages with references

(在著作中)引用大量参考资料

reference marks

参考符号

bear a reference to

...有关

have a reference to

...有关

cross reference to

互相参看

give a reference to

提到, 介绍

in  reference to

关于

with  reference to

关于

make reference (to)

提到, 涉及到, 参考, 参看

with reference to

关于

without reference to

不管, 不顾; ...无关

at sb.'s request [at the request of sb.]

应某人要求

as requested

依照请求

by request (of)

照需要; 依照请求; 应邀; 如嘱

come into request

变得为人们所需要, 显得缺乏

comply with sb.'s request

答应某人的请求

in great request (=much in request)

人们非常需要, 大众非常喜爱

make (a) request for

请求, 要求

on request

承索(即寄等)

request sth. from sb.

向某人要求某物

staple of conversation

主要话题

cotton of fine staple

上等纤维棉花

the chief staple of news

消息的主要来源

Coffee is the staple of this district.

咖啡是这个地区的主要产品。

Potatoes are the staple of their diet.

土豆是他们的主要食品。

business jargon

商业行话, 业务隐语

He spoke such a jargon I couldn't make head or tail of what he said.

他讲那么一种方言土语, 我根本不懂他说什么。

be amused at

...为乐; ...觉得有趣[好笑]

be amused by

...为乐; ...觉得有趣[好笑]

be amused with

...为乐; ...觉得有趣[好笑]

amuse oneself with

...自娱

 

Vice versa  is perhaps one of a handful of borrowings of foreign phrases that have worked their way so tightly into normal speech that one never thinks about their foreign origins or earlier meanings.Versa  might be thought to be related to reverse,  and so it is, bothversa  and -verse  in reverse  going back to the Latin verb vertere,  “to turn.” Versa  actually goes back formally to versus,  the past participle of vertere,   while going back semanticallly to the sense “to reverse, change to the contrary.”Vice  is the ablative form of the noun .vix,  used in the sense “a reciprocal relation.” The whole phrase then literally means “with the reciprocal relation having been reversed,” or “with reversal of the regular order, conversely.”The phrase is first recorded as an English usage in 1601.


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