評估

【商業電郵】如何有禮說明要求及附件？

當同事們不停地投訴「他又沒有跟進我上次電郵提及的事項了。」
或「她究竟有沒有看過那電郵的附件？」時，
我不禁插嘴問一聲「你又有沒有清楚地告訴對方應怎樣跟進？」
或「你有否在正文內提及附件及其用途？」。或許真的是對方疏忽，
但同時又可能是你沒有清楚說明。

A. Be clear about what you want your recipient to do
清楚表示收件人應採取的行動你是否需要收件人用電話回覆或要求對方發你一個文件？
如有類似的需要，就一定要清楚說明，否則收件人很難妥善地達到你的要求。
但大家請緊記基本禮貌，切忌用帶有命令的語氣，咄咄逼人，
如“Send me the file right now./ Give me an answer tomorrow.”等都是欠缺禮儀，
儘管是上司也不應用呼喝的語氣操暴對待員工，何況是商業夥伴或同事。
以下是一些例子可供參考：

1. We would be grateful if you could…

2. Your prompt/ immediate attention to this matter is
greatly/ highly/ deeply appreciated.

3. Please inform me once you have any updated news on the matter.

4. I would most appreciate meeting up if you can spare the time.
Please let me know what time suits youbest.

5. Please give us your preliminary thoughts on/ about this.

6. Please call me to discuss the details at your earliest (possible) convenience.

7. Would you please reply to this email if you plan to attend?

8. If possible, I hope to receive a copy of your proposal upon completion.

9. I would very much appreciate if you would send me your reply by next Monday.

10. Hope this is alright with you. If not, please let me know by email as soon as possible.

11. May I have your reply by 9 September, if possible?

12. Please keep me informed/ posted/ up-to-date on the matter.

B. State what you have attached
說明你的附件不少在職人士因busy或lazy（後者居多）沒有在電郵中提及已附件，
收件人突然發覺多了一份附檔，卻不知其目的而莫名其妙。
倘若要附件，請在正文提及你已附上的檔案及其用途。以下是一些常用的例子：

1. Attached/ Enclosed please find the revised design for your comments.

2. Attached/ Enclosed you will find…

3. We enclose here…

4. I’ve attached here …

5. I’m attaching/ enclosing …

6. Please review the enclosed sample drawing.

7. The following supporting documents are enclosed.

8. Please find the attached draft report for your reference/ comments/ revision.

有關寫商業電郵的「貼士」，大家認為以下的電郵有什麼問題？

Hey Mavis,

We spoke this morning and note your problem was solved.
Enclosed please find the revised seating plan for your reference.
Should you require any further assistance, kindly revert.

Thanks and regards,

Kelvin Cheng

1. “Hey”太過隨便，請留待whatsapp才用，現可改為“Hi”或“Hello”。

2. “Should you require…”太過正統，有點像正規書信。
Kelvin與Mavis是同事關係，無需這樣拘謹，語氣可以略為輕鬆一點。

3. “Revert”指回覆，但屬於較正統的字眼。
在這樣的非正規內部通訊，可用常用的字詞如 “reply”。

4. 上星期提及過的”thanks and regards”，在這裏不太合適，
可用較親切的“Cheers”代替。

5. 因是內部之間的通訊，簽名一般都不需要姓氏。

改正後的版本如下：

Hi Mavis,

I’m so pleased that we’ve been able to find a solution to
the seating arrangement problem. I’ve attachedhere
the revised seating plan for your reference.

Good luck with future progress on this project.
I’ll be here when you decide how I can help again.

Cheers,
Kelvin