商务便函写作.doc

商务便条
例一 电话留言
To: Mr. Fevrier
Message:
Mr. Reter Schulz called from Vienna, wanted you to call him today before 4 pm or any time tomorrow on 014569924
Message taken by: J.B.K.

例二 让秘书同志推迟约会
Miss Liu,
I’ve got an urgent meeting today. Please contact the applicants to postpone the interviews till further notice.
DS

例三 请假
To: Mr. Slater
Message:
I am sorry to tell that I won’t be able to go to the office today due to a sudden dizziness. So I have to ask for a day’s sick leave.

例四 安排工作
To: Mr. Richardson
Message:
Please send a letter to Naves Limon in C.R.
Find out:
Are they satisfied with the order?
Can we provide any after sales advice?

Telephone Message
For:
From:
Tel.:

Message:

Action required: Please call back
Caller will call back later
No action required

Message taken by:
Date Time

分类：

1 告知信息 inform
2 布置安排 arrange
3 征求意见 request
4 询问信息 enquire
5 求助申请 apply
6 推荐建议 suggest

1 告知信息类
例题：

l                       You are a manager at an auditors called Golding & Co. Your company has just merged with a competitor to become MasonGolding. You have been asked to inform staff of the change of name.
l                       Write a memo of 40 - 50 words:
* informing staff of the new name
* telling them when to start using the new name
* asking staff to use only the new name after that time.
收购与兼并 merger and aquisition

范文：
As a result of our merger with Mason&Co., the name of our company will be changed MasonGolding. Please start to use the new name on 1 March 2006. You are reminded that only the new name can be used from then on.

总结：告知用词
Tell, notify, mention, express, inform, explain, note, report, advise

I am writing to tell/inform you that…..
I am writing to explain…. (tell your boss why you cannot attend)
I am writing to express (my regret)

例题
You are the training manager of a company which has won a large export order. You have been asked to organise foreign language training for some of your staff.
Write a memo to staff:
explaining why the courses are necessary
saying which members of staff should attend
announcing when the courses will start
Write 40-50 words on a separate sheet.

[范文]
To: All staff
From: the Training Manager
Date: 1 March 2005
Subject: A Foreign Language Training Course
I was asked to organise a foreign language training course because of the large export order we received recently. It will start on 15 March and will last 2 weeks. Those who will deal with orders should attend this course.

2 布置安排类
l                       You are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary.
l                       Write a memo of 40-50 words to your secretary:
l         telling her who you are going to see and when
l         asking her to book flight tickets and accommodation
l         telling her what work you would like her to do in your absence.
l                       Write on your Answer Sheet.

subsidiary, parent company, holding company, affiliate, branch, headquarters, representative office

范文：
I need to have an urgent meeting with Pierre Blanco of our Paris office tomorrow. Please book a return ticket to Paris and a hotel room for me as soon as possible. During my absence, please keep me informed of the progress of the project. If there is anything urgent, give me a phone call.

注意口气：比较open the door；
please open the door;
could you please open the door？
I would be grateful if you could open the door for me.
I would appreciate it if you could open the door.

[例文]
You are the manager of a small export company. Peter Watson, an important client, is visiting your company for three days from 22 October.
Write a note of 40-50 words to your secretary:
Asking her to book a hotel room
Saying where the hotel should be
Giving her the dates

[范文]
比较下面三篇作文，注意内容点和语气的区别。
作文1：Dear Ms Jones,
I am writing to inform you that Mr Peter Watson will be visiting our company. Would you please be so kindly as to reserve a suitable room for him?
Yours sincerely

作文2：Hi Mary,
Look. I’m really sorry to have to trouble you but Peter Watson – a really important client – is visiting the company for three days in October, starting on 22nd, to discuss a contract with us. Please will you book for Mr Watson a really nice hotel room as soon as possible? Thanks very much.
See you soon!

作文3 Mary,
Mr Peter Watson is visiting us in October. Could you please hire a hotel room for him? He is arriving on 22nd October and will stay for three nights. If possible, the hotel should be one near the office. Thank you.

3 询问信息类
[例5]
You are the factory manager of a car company. You are waiting for urgently needed components from your purchasing department.
Write a note to Mr Grayson, the Assistant Purchasing Manager:
enquiring about the reason for the delay;
stating when the components are needed;
suggesting a meeting to discuss future deliveries.
Write 40 - 50 words on your Answer Sheet.

[范文]
I am writing to enquire about the reason of the late delivery of the ordered components. We need the components by next Monday. In order to smooth our cooperation, I suggest that we have a meeting to discuss future deliveries.

4 征求意见类
[例文]
You are a Project Team Leader. You have had to postpone your next project meeting because some of the members of your team will be abroad.
Write a memo of 40-50 words to your project team:
informing them of the postponing and giving the reason
stating a new date and time for the meeting
requesting suggestions for the agenda.
Write on your Answer Sheet.

词汇：postpone; delay
agenda, schedule, timetable

[范文]
I am writing to inform you that the next project meeting will be postponed. Because several team members will be abroad for another project, we will hold our next meeting on 1 August, starting from 9am. Please let me know if you have any suggestions as to the agenda of the meeting.

最后一句话可以替换为：
Do you have any suggestions regarding the schedule?
I welcome your suggestions concerning the timetable.

5 求助申请类
[例题]
You have lost your calculator, and you want to order a new one. You need to make a written request to your supervisor, Ann Ray.
Write a memo to her
saying that you need a replacement
explaining what happened to the old one
asking her to approve the request
Write about 40-50 words.

[范文]
I am writing to apply for a replacement calculator. I found the old one missing after the client meeting yesterday. As a calculator is essential to my daily work, could you kindly approve this request?

[例题]
You would like to go to a seminar on presentation skills.
Write an email to your line manager:
requesting time off work to go to the seminar
saying when the seminar is
explaining why you want to go
Write 40-50 words on a separate sheet.

词汇：line and staff management, line manager, staff manager
句型：May I have your permission to do sth?
[范文]
To: Nick Johnson
Subject: Presentation Skills Seminar
I would like to attend a seminar on 3 April.
It is about presentation skills. Since I have to make many presentations to customers, this seminar will be very useful.
Could you tell me if it’s possible to take time off work to attend this seminar?
Thanks
Angela

6 推荐建议类
[例题]
Your company’s Sales Department has asked you to give a talk next Friday on your most recent project.
Write an email to Mrs Jay in the Sales Department:
agreeing to give the talk and suggesting a time
saying what equipment you will need
requesting information about the participants.
Write 40-50 words on a separate sheet.
[范文]
To: Mrs. Jay
From: Raymond
Date: 30 March 2007
Subject: the talk

I’m glad to give a talk on my recent project next Friday. I suggest we start it at 11 am if that will be convenient. A projector will be necessary for my presentation. Please, in advance, fax me a list of the participants and brief introductions about them.
Thank you.
[范文]

句型：I think.....
Why not......
Shall we......
I suggest.......

便函分类范例
1．  交流意见
From: Chief Executive
To: Production Director
Subject: Production for machinery for Machine shop x
As you know the company is contemplating opening a new machine shop in the near future. Our operations have been expanding so rapidly that such a development now appears inevitable.
There are a number of questions, which we need to be thinking about and I would be grateful to hear you opinion on the idea.
1.As to the choice of new machinery I would like to know whether you think we should buy or hire new equipment.
2. Then I would like to hear your proposals on which machinery we should consider acquiring.
3. Closely connected with the purchase or hire of machinery is the matter of maintenance. We also need to be discussed. How many new staff will be required, for example?
4. At the same time I would appreciate it, if you could provide me with estimates of the probable working life of the equipment, which you propose.
Could you please let me have your preliminary thoughts on the questions in time for our meeting next week?

2.了解情况
                   MEMORANDUM
To: All members of staff, Northern Branch
From: K.L.J.
Date: 5 December 1994
Subject: PERSONAL COMPUTERS
The board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for my report:
 1. What you personally use your PC for and your reasons for doing this. If you are doing working that was formerly done by other staff, please justify this.
2. What software you use, Please name the programs.
3. How many hours per day you spend actually using it.
4. How your PC has not come up to your expectations.
5. What unanticipated uses you have found for your PC, that others may want to share.
Please Fax this information directly to me by 5 p.m.. on Wednesday 7 December. If you have any questions, please contact my assistant, Jane Simmonds, who will visit you on Tuesday, 6 December. Thank you for your help.

3.活动安排(1)
NTERAL MEMOI
To: All Branches
From: Sales Manager
Date: 28 November, 1996
Tour: 5210______New Carrier
1.       We have found a new carrier for Tour 5210. This id DTL Aviation company.
2.  All clients who still want to take this holiday must reconfirm their bookings as soon as possible.
They must also check in at Gatwick Airport by 0825 on the day of departure.
3.       Please write to all agencies and them this.

活动安排（2）
MEMORANDUM
From: Office of the GM.       Date: Feb. 1
To: Heads of factories Subject: Trip by GM
Below are details of the factories that the general Manager will visit. In each one, the GM would like to speak to all members of the Production Dept. please inform each factory and them to cancel all other appointment.
   March 8 Kuala Lumpur
   March 9 Singapore
   March 10 Singapore
   March 11 Jakarta
建议
MEMO               
To: Project Planning Dept.           From: General Manager
Date: Jan 5                       Subject: Aqua Warm BV
I have looked though our records of the work that we did at Perfecta Ltd. The heating system was checked three times before it was turned on. We are absolutely sure that explosion is not our responsibility.
I suggest, therefore, that Perfecta writes to Aqua Warm to claim compensation.
Please write to Perfecta (address: 61 Bath Road, Worester, England WR 5 3AB) and explain our position.

5.       报告
                                 MEMO
To: All Directors
From: Lynn Adam, Administrative Secretary
Date: May 25, 1999
Subject: Machine Dictation
At the request of some of the division direction, we have made a survey of machine transcripts to see what could be done to improve both the quality of transcripts and the speed with which the work is completed. these are their suggestions:
1.       Both dictators and transcribers should be familiar with the dictating and transcribing
Equipment. A manual is available for every machine; it explains how to use the equipment.
2.       It would be helpful if all dictators would:
  a. Mark the indicator slips with special instruction and correction. Mark the slips, too, to show the length of the letter or report.
  b. Spell any proper names as well as technical or unfamiliar words.
  c. Control their voice so that the dictation is neither too loud nor too soft. Be sure to enunciate clearly.
d. Supply as mach information as possible__ number of copies, type of massage, and identity of dictator. It would also help if salutations and subject lines, when used, were dictated.
  e. Indicate when you would like the dictation complete the work dictation is rush.
3.       Machine transcribers will complete transcription by the day following the receiving of the tape unless the dictation is marked rush-----then every wil be made to complete the work when it is wanted.
Please let me know if you have further suggestions. I should also like to know if these suggestions result in better transcripts.

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