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电子邮件的写作原则及其在国际商务中的积极作用_加拿大国际商务论文

  电子邮件的写作原则及其在国际商务中的积极作用

  The Writing Principles of Email and Its Positive Influence in International Business

  本文主要探讨电子邮件的写作技巧及其在国际商务中的积极作用。首先阐述了商务英语电子邮件写作的基本原则:正确原则、简洁原则、完整原则、清楚原则,指出这四个原则是电子邮件写作中不可或缺的基础;然后进一步阐述了邮件写作的另两个更重要的原则-合作原则及礼貌原则,这两个原则不但能进一步提高写作技巧,而且有助于实现更高效的沟通;最后讨论了电子邮件在国际商务中的积极影响,并提出若想发挥电子邮件的积极作用,关键是遵循其写作原则以达到高效沟通,实现两赢的目标。

  This thesis mainly explores the writing principles of Email and its positive influence in international business. Firstly, it elaborates the primary principles: Correctness, Conciseness, Completeness and Clarity, which are the basic skills for writing Email. Secondly, it further elaborates the most important principles which enable Email writer to reach a high level of writing and achieve high quality of communication. Finally, it discusses the positive influence of Email in international business and indicates that these six principles are the keys to bringing the positive influence of Email into full play in international business.

  随着电子技术的飞速发展,电子邮件已经成为现今商业社会中最常见的通讯工具。据一项调查显示,大约有90%的人使用电子邮件来联系业务。当我们走进自己的办公室,做的第一件事就是检查我们的电子邮件,而不是拿起电话。

  With the rapid development of electronic technology, Email has become the most frequent communication tool in commercial society nowadays. According to a survey, about 90% of people are using Emails to contact business . When we get to the office, the first thing we do is to check our Email instead of picking up the phone.

  Electronic mail (abbreviated "e-mail" or, often, "email") is a method of composing, sending, storing, and receiving messages over electronic communication systems.

  But people is hard to have the experience of the high efficiency of Email now, as it takes so much time for people to read, write and manage these Emails???. Inefficiency is never a good thing; it means people are wasting their talents. The statistics from American Management Association and The e-Policy Institute indicate that people have to spend 30 minutes to 4 hours or more time to deal with Emails. Why? Junk mail is one of the reasons, but another important reason is that as so many people don’t know the writing principles and skills, it makes receiver waste much time to understand the meaning of the Email. What would be in the result if an Email is full of wrong information or mistakes? It at least may cause misunderstandings and confusions, but worst of all, it probably results in huge economic loss!

  These writing principles–Correctness, Conciseness, Completeness, Clarity, Courtesy, Cooperation and Politeness -with practical Email examples will help you more fully integrate what you will learn into your daily work. The principles specifically what they mean and how they can be applied are discussed individually and presented as a coherent model that mirrors issues facing you. The thesis also suggests how to apply the principles to day-day business topics, and explains how to manage the essence of an Email. The mastery of this thesis will make you self-reliant, more insightful and more effective when it comes to actual business Email writing.

  When you are writing an Email for business purposes, there are four primary principles that you should always follow. What are the four primary principles of business writing? We have four ‘C’, if you can write mail according to the below four ‘C’ and do well, you can save so much time and get your work done more smoothly and efficiently.

  Normally, an Email involves the relationship of rights, obligations of both parties in business activities; so its correctness plays a crucial role for business management and communications. Generally speaking, not only the English grammar, contents, spelling, but also the punctuation marks must be accurate to avoid misunderstandings or disputes.

  Conciseness means to use simple sentences and simple words when writing an Email. It will waist so much time and cause unnecessary trouble to both sender/receiver to write/read an Email with prolix sentence, complex wording. In daily writing, the syntactic feature of the Email is simple sentences with lots of abbreviations and incomplete sentences. And, the lexical feature of the words must be concise and straightforward.

  In order to save time and room, abbreviation can be often used in Email writing, such as: U=you, Pls=please, Info=information, Qty=quantity, PC=piece,L/C=Letter of Credit,FOB=Free on Board.

  Example 1: It is very difficult to sell manhole covers in France. This product must have the quality certificate issued in France.

  Example 2 Price:FOB Shanghai USD 96PC.

  Example 3 Hope you can accept it.

  In example 1, obviously, there’s a cause and effect relation between 2 single sentences, but the linking words, such as “since”, “because” are not used in the sentence, it is very common in business Email writing.

  In example 2 & 3, the using of abbreviation reflects that business Email is more oral and tends to use unofficial literary style sometimes.

  Business strives for specific, clear, complete Email which can provide the information the reader needs. Completeness is a must, especially in Email sent for offer, terms of trade. How to check the Email is complete or not? 5W and 1H -when,where,what,why and how are the keys for us.

  Find the essence of your mail, make it self-evident, describe it simply and economically, structure it logically and make the whole thing flow, use clear hierarchy and accurate wording, specific performance in the below examples:

  Example 1: The figures show a significant increase.

  Example 2: We will deliver your goods soon.

  In example 1, “significant” means “important in effect or meaning”, but it’s indefinite and should be replaced by a specific figure.

  In example 2, soon means “quick, fast”, it’s also indefinite and it should be replaced by a specific date.

  The above 4C are the primary principles we should obey in business Email writing. The emphasis here is ‘basic’, in that the application of the first four principles is effective but not enough. To achieve more, we need to learn another 2 most important principles - Cooperation Principle & Politeness. http://ukthesiss.com/jsjwl/ These 2 Principles are widely accepted by international business organizations. They enable us to communicate skillfully with people who are speaking different languages from different countries, help us achieve the goal of high quality communication.



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