5句話搞定商務Email

職場工作者在撰寫商務英文Email時，經常感到疑惑或根本沒注意到過的重要細節，5句話搞定商務Email整理了100個Email時關鍵FAQ，提供撰寫時避免誤踩地雷，達到溝通效果。

精彩摘文中英對照

FAQ 1
What do we do if we do not know who to send our email message to?
如果不知 email 的收件者是誰的話，該怎麼辦？

Answer：
We have a set phrase in English that we can use for an opening to a message where we don’t know the recipient. It is “To whom it may concern.” “To whom it may concern” tells the reader that the message is for anyone that is relevant. We can use it for email messages, such as requesting information from a company, or when we make first contact. The phrase, however, is sometimes viewed as unprofessional, so it is best to try to find the name of a contact person in the company.

對於不知收件者的 email，有種固定的英文開頭寫法可用，那就是「To whom it may concern」（敬啟者）。這個片語能告知讀信者，這封信是寫給所有相關人士看的，故可應用於向公司索取資料或首度接觸的 email 中。但是這樣的開頭有時會被認為不夠專業，所以最好還是試著找出該公司聯繫人姓名比較理想。

FAQ 2
Do we always have to start an email message with “Dear”?
電子郵件一定要以「Dear」開頭嗎？

Answer：
“Dear” in the opening of an email is not always necessary (Dear Mr. Reynolds, Dear Ms. Adams) in business email messages. It is natural and appropriate simply to use the person’s name (Mr. Reynolds, Ms. Adams). First names should only be used when there is a long-established relationship with the person you are writing to, or if you are co-workers.

撰寫商務 email 時，並不一定要用「Dear」起頭（例如Dear Mr. Reynolds、Dear Ms. Adams）。僅使用對方姓名（如Mr. Reynolds、Ms. Adams）也是很自然並且合宜的。而只有在已與對方建立長久合作關係，或為同事身分時，才可直呼其名（first name）。

FAQ 6
How do I answer an email message if I disagree with someone’s proposal?
如果不同意某人的提案，該如何回覆？

Answer：
In an email message and during meeting in English, it is important to say you disagree. One polite way is to say “I’m afraid I must disagree,” or “I’m sorry but I don’t agree.” The important point, however, is that you give reasons for your position such as “I’m afraid I must disagree because your proposal would cost too much to implement.”

不論是寫英文 email 或在英語會議中，在不同意時明確表達自身立場是很重要的。此時有幾種較有禮貌的說法，例如：「I’m afraid I must disagree.」（對不起，我無法贊同。）或「I’m sorry but I don’t agree.」（很抱歉，但我並不同意）。然而最重要的是，提出你採取此立場之理由，如「I’m afraid I must disagree because your proposal would cost too much to implement.」（由於執行這項提案的成本過高，很抱歉，我無法贊同。）

FAQ 7
What is a form letter?
何謂「form letter」？

Answer：
A form letter is any letter or email message where the same letter or message is sent out to everyone. The letter may have your name at the top, or it may say “To whom it may concern,” or Dear valued customer,” but the content of the letter does not change from person to person. Form letters are viewed by many people as impersonal and not good business practice, but they are sometimes useful during advertising campaigns.

「form letter」是指寄給多位收件者的同內容信件或 email。這種信開頭可能寫著你的姓名，也可能寫著「To whom it may concern」（敬啟者），或「Dear valued customer」（尊貴的顧客），但是內容卻不會因為收件人不同而有所差異。許多人認為 form letter 很沒人情味，並非理想的商業手法，但就廣告活動來說，有時還挺有效的。

FAQ 17
What should I say if I accidentally send an email message to the wrong person at the wrong company?
如果不小心寄錯 email 給不對的公司、不對的人，該怎麼辦？

Answer
Sometimes we mistakenly send an email message to someone when the message was meant for someone else. If it is someone you have frequent contact with, then simply send a quick message saying “Please disregard the previous message. It was sent to you by mistake.” If it is someone from another company, or someone you have less contact with, then you should say the same thing, but add a short apology at the end such as “Sorry about that.”

我們偶爾會寄錯 email 給不對的收件者。如果這個收件人是你常聯繫的對象，那麼只需趕快寄一封簡短的 email，寫上「Please disregard the previous message. It was sent to you by mistake.」（請忽略上一封信，我寄錯人了。）而如果這位收件人是在其他公司、你不常聯絡的人，那麼你也應該發出同樣內容的 email，但是還需在末尾做個簡短致歉，如「Sorry about that.」（這件事很抱歉。）

FAQ 27
What is the proper way of indicating the date? Wednesday, May 2, 20XX / Wed. May 2nd, 20XX / Wednesday, 2nd May, 20XX—there are several ways. We are often confused.
日期的正確寫法為何？Wednesday, May 2, 20XX / Wed. May 2nd, 20XX / Wednesday, 2nd May, 20XX 等，寫法有好多種，我們常覺得很困擾。

Answer
Each English-speaking country uses a slightly different way. In the U.S. you can say “The meeting will be Wednesday, May 2nd at 2 p.m.” or “The meeting will be on Wednesday, the 2nd of May at 2 p.m.” In Britain, you might see “The meeting will be on 2 May, Wednesday, at 2 p.m.”

每個英語系國家的日期寫法稍有一些不同。如果在美國，你可以說「The meeting will be Wednesday, May 2nd at 2 p.m.」，或者是「The meeting will be on Wednesday, the 2nd of May at 2 p.m.」；在英國則可能看到「The meeting will be on 2 May, Wednesday, at 2 p.m.」的寫法。

FAQ 68
I’m sending some very important information that should not be known outside the employees I’m sending it to. How can I express this to them?
我要傳送不能讓收件員工以外的人知道的極重要資訊。我該如何表達？

Answer
For protected information we should use “Secret” or “Top Secret” or ” For Your Eyes Only,” as in “This information is top secret.” These mean that the information should be guarded and not given to anyone else.

針對必須保密之重要資訊，可使用「Secret」（機密）、「Top Secret」（最高機密）、「For Your Eyes Only」（請勿讓別人看見）等說法，例如「This information is top secret.」（此資訊為最高機密。）這些說法都表示該資訊應受謹慎保護，不可洩漏給他人。

FAQ 82
I got an email attached with a file but I cannot open it. I am a Mac user and the sender is a Windows user. How can I ask them not to attach anything to message sent to me or ask them to send the contents inside the email message?
我收到一封有附件的 email，但是打不開附件檔案。我用的是 Mac 電腦，而寄信人用的是 Windows 系統。我該怎麼告訴他們寄給我的信不要加上附件，或是要求他們將要傳送的內容直接貼在 email 內文中？

Answer
You could write, “I’m afraid I can’t open your attachment. Please resend it inside the body of the email message.” This should work.
建議你可以這樣寫：「I’m afraid I can’t open your attachment. Please resend it inside the body of the email message.」（抱歉，我無法開啟您寄來的附檔。麻煩將該附件內容貼在 email 內文中，重寄一次。）這樣應該就行了。

FAQ 86
How do I say “沒辦法” or “無能為力” in English?
「沒辦法」或「無能為力」的英文該怎麼說？

Answer
These phrases both roughly mean “It can’t be helped.” or “There’s nothing we can do about it.” The big difference, however, is that English speakers only use these expressions for situations where truly nothing can be done. Taiwanese tend to use “沒辦法” and “無能為力” for situations where something can be done. Be careful when you use these in English or people may think you are lazy.

這兩種說法的意思差不多等於「It can’t be helped.」或者是「There’s nothing we can do about it.」，而主要的差異在於，以英語為母語的人只在真的無計可施的情況下才會用這些說法，但台灣人在「尚且有計可施」的情況下仍習慣把「沒辦法」或「無能為力」這兩句話掛在嘴邊。因此，在使用這類英文句子時務必謹慎，否則別人會覺得你很懶散。

FAQ 91
What does “lol” mean?
「lol」是什麼意思？

Answer
It means “laugh out loud.” In email messages between friends we use “lol” after a funny sentence.
「lol」代表「laugh out loud」（大笑出聲）之意。在寫給朋友的信中，大家經常會在有趣的句子後加上「lol」。

職場工作者在撰寫商務英文Email時，經常感到疑惑或根本沒注意到過的重要細節，5句話搞定商務Email整理了100個Email時關鍵FAQ，提供撰寫時避免誤踩地雷，達到溝通效果。精彩摘文中英對照FAQ 1What do we do if we do not know who to send our email message to?如果不知 email 的收件者是誰的話，該怎麼辦？Answer：We have a set phrase in English that we can use for an opening to a message where we don’t know the recipient. It is “To whom it may concern.” “To whom it may concern” tells the reader that the message ...

[ 1] 預約會面 Business Appointments
[ 2] 商務往來 Doing Business
[ 3] 合約‧訂單 Contract / Order
[ 4] 付款 Payment
[ 5] 客訴處理‧道歉 Trouble Management / Apology
[ 6] 公告‧祝賀 Business Announcements / Congratulations
[ 7] 日常業務 Daily Work
[ 8] 出差 Business Trips
[ 9] 個人問候‧祝賀 Personal Greetings / Congratulations
[10] 私人事務通知 Personal Announcements

附錄　隨查即用！ 商英 Email 好用句 400
開頭敬稱
信尾敬詞
起頭句
附件
維繫關係
請託
提案
提供協助
會議
通知
投訴‧抱怨
催促
季節寒暄祝福
感謝
道歉
祝賀
贈禮
傷病相關
喪事弔唁

[ 1] 預約會面 Business Appointments
[ 2] 商務往來 Doing Business
[ 3] 合約‧訂單 Contract / Order
[ 4] 付款 Payment
[ 5] 客訴處理‧道歉 Trouble Management / Apology
[ 6] 公告‧祝賀 Business Announcements / Congratulations
[ 7] 日常業務 Daily Work
[ 8] 出差 Business Trips
[ 9] 個人問候‧祝賀 Personal Greetings / Congratulations
[10] 私人事務通知 Personal Announcements

附錄　隨查即用！ 商英 Email 好用句 400
開頭敬稱
信尾敬詞
起頭句
附件
維繫關係
請託
提案
提供協助
會議
通知
投訴...