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商業(yè)信件有其獨(dú)特的文體和語(yǔ)言。一般說(shuō)來(lái)，商業(yè)信件在文體和語(yǔ)言方面應(yīng)做到：簡(jiǎn)潔、有理、明了、準(zhǔn)確。
（一）簡(jiǎn)潔 (Simplicity)
商業(yè)書(shū)信要盡可能簡(jiǎn)潔明了，采用通俗易懂的語(yǔ)言和簡(jiǎn)明扼要的格式，避免使用陳舊的套話(Cliche)和沒(méi)有什么實(shí)際意義的詞語(yǔ)。試比較下列兩例：
例1
April 25, 2003
Dear Sirs:
I beg to acknowledge receipt of your letter of the 15th of April in
connection with our not clearing our account which was outstanding as at the end of March.
Please accept our profuse apologies. We were unable to settle this matter
because of the sudden disease of Miss Mud, our accountant, and as a result were unaware of those accounts which were to be cleared.
We now, however, have managed to trace all our commitments and take pleasure in enclosing our remittance for $ 3,000,000 which we trust will settle our indebtedness.
We hope that this unforeseen incident did not in any way inconvenience you, nor lead you to believe that our not clearing our balance on the due date was an intention on our part to delay payment.
Yours sincerely,
（簽名）
例2
April 25, 2003
Dear Mr West,
I am replying to your letter of April 15 asking us to clear our March
balance.
I aplolgize for not settling the account sooner, but because of the
unfortunate death of Miss Mud, our accountant, we were not able to settle any of our outstanding balance.
Please find enclosed our check for $ 3,000,000 and accept our apologies for any inconvenience.
Yours sincerely,
（簽名）
以上兩封信相比，第二封信簡(jiǎn)潔明了，不易引起誤會(huì)，更使用于商務(wù)書(shū)信。
（二）有理(Courtesy)
雖然商業(yè)信件要求簡(jiǎn)潔明了，開(kāi)門(mén)見(jiàn)山，但也要保持禮節(jié)。不論寫(xiě)何種信函，都要寫(xiě)得客氣而有分寸。在書(shū)寫(xiě)拒絕、指責(zé)或投訴一類(lèi)信時(shí)，有時(shí)要寫(xiě)些較復(fù)雜的長(zhǎng)句子或多用被動(dòng)愈態(tài)，這樣才能避免咄咄逼人，使得語(yǔ)氣顯得婉轉(zhuǎn)，易于接受。如：
例1
Dear Mr Douglass,
I have already written to you concerning your outstanding debt of $ 500,000. This should have been cleared three months ago. You don’t seem to want to cooperate in paying us, and therefore we will have to sue you if your debt is not cleared within next month.
Yours sincerely,
（簽名）
例2
Dear Mr Douglass,
I refer to previous letter sent on Feb.26, 2004 in which you were asked to clear the balance of $ 500,000 which has been outstanding since January. As you have not replied to the letter, you leave little choice for me but to place the matter in the hands of solicitors. However, I am reluctant to do this and am offering you further month to settle the account.
Yours sincerely,
（簽名）
以上兩例中，第二封信措辭婉轉(zhuǎn)，比第一封信更易于接受。
（三）明了(Clarity)
用詞要準(zhǔn)確恰當(dāng)，避免產(chǎn)生歧義或令對(duì)方誤解你的意思。尤其要注意以下幾個(gè)方面：
1、 縮寫(xiě)： 除了少數(shù)國(guó)際商業(yè)
界確認(rèn)的縮寫(xiě)，如：CIF(Cost,Insurance and Freight), FOB(Free on Board)外，應(yīng)盡量避免使用縮寫(xiě)，尤其是機(jī)構(gòu)或組織名稱(chēng)，最好寫(xiě)出它的全部字母。
2、數(shù)字： 不同國(guó)家的人對(duì)某些數(shù)字的表達(dá)方式也不一樣。所以，最安全的辦法是數(shù)字和文字同時(shí)使用。例如： $ 10,572.90 (ten thousand five hundred and seventy-five dollars ,ninety cents)
3、介詞： 數(shù)字前如果要用介詞則須十分小心。下列三個(gè)例句中，因?yàn)榻樵~不同，句子表達(dá)的意思也不同。
(1) The price has been increased to $ 20. 價(jià)格提高到20美元。
(2) The price has been increased by $ 20. 價(jià)格提高了20美元。
(3) The price has been increased from $ 20. 價(jià)格從20美元提高。
（四） 準(zhǔn)確 (Accuracy)
一封信能反映一個(gè)公司的面貌。所以才寫(xiě)商業(yè)信件時(shí)，除了內(nèi)容要明白無(wú)誤外，還要注意準(zhǔn)確性。
1、注意正確書(shū)寫(xiě)收信人的職稱(chēng)、姓名和地址。
地址寫(xiě)錯(cuò)，信件不能及時(shí)到達(dá)收信人手里，會(huì)給雙方都帶來(lái)很大不便，而且還給對(duì)方造成你工作疏忽大意的壞印象。同樣，將收信人的職稱(chēng)或姓名寫(xiě)錯(cuò)也是很不禮貌的，也會(huì)給對(duì)方留下不良印象，所以要格外小心。
你不知道對(duì)方的性別，最好寫(xiě)：Dear Sir or Madam.如果是給對(duì)方回信，最好寫(xiě)清楚你指的是哪一天的來(lái)信。例如：I"m replying to your letter of March 6, 2004.
2、 注明隨信附件 (Enclosures)
如果你隨信寄去附件的話，一般宜在信中說(shuō)明。例如：Enclosed pleased find...（隨信寄上......） 這時(shí)千萬(wàn)別忘了附寄你信中提及的附件，而且注意不要搞錯(cuò)。 |
