怎样回覆信件howtoreplyemailx:

怎樣回覆信件

回覆信的內容可包括以下重點：

確認收到來信 ( acknowledging receipt of an enquiry / request )

首先要感謝對方，並確認收到來函：

?Thank you for your letter of... regarding / in connection with...

?Thank you for your letter asking about our products.

?I have received your letter of... re questing information about...

說明採取了甚麼行動 ( explaining action taken as a consequence of the enquiry )

?I have reviewed our available stock, and would like to offer you...

?We would be delighted to comply with your request.

提出建議、表述原因 ( making suggestions / justifying recommendations )

?The best choice would be... since...

?I would advise you to...

?I highly recommend... as...

?...seems to suit you better.

?...would probably be more suitable because...

?This may be the most suitable choice for your company.

?I suggest that you choose...

道歉並拒絕建議 ( apologising and rejecting proposals )

對於有些未能夠提供的產品或服務，應客氣地表達：

?While I appreciate your company's need for this information, I regret that...

?It will not be possible to... for legal reasons. We are bound to...

?Your proposal is of interest to u s, and we have had consultations about it. However, we feel that it will not be in our interests to... for reasons of...

提出採取的行動 ( suggesting actions be taken )

?We shall arrange for shipment by... at the latest.

?I shall see to it that...

?Our company will arrange for...

表達良好的祝願及要求下訂單 ( establishing goodwill and asking for order )

?I hope this suggestion / information will be useful to you.

?I hope this information will prove useful to you.

?I look forward to doing business with your company in the fut ure.

聯繫方法 ( contacts )

?Please feel free to contact me again if you have any further queries on...

?Do contact me on 1234 5678 if you need further information.

?Please do get in touch if there is anything I can do.

請看以下例子：

Dear Mr. Wong,

Enquiry regarding fire extinguishers

Thank you for your enquiry on 5 Feb, 2009 regarding our newly released range of fire extinguishers.

You will see from the enclosed catalogue that the range has been extended to include some highly efficient portable extinguishers for use on construction sites.

We are offering to our existing customers a 20% discount on orders of extinguishers from this new range until end of March.

We look forward to your increased order at this discount rate.

Yours sincerely

John Chan Merchandising Manager

Encl.

以下是一個拒絕客戶要求的例子：

Dear Mr. Lee,

Enquiry about Batteries

Thank you for your letter of 6 Feb, 2009 regarding making copies of the sample battery you sent us.

We have investigated the situation and found that your specifications are exactly the same as the design of a proprietary camera battery manufactured by a large Japanese electronics company.

We feel that it would not be in our interests to supply this type of battery. However, we would like to thank you for considering our company as your supplier.

I look forward to doing business with your company in the future

Yours sincerely,

David Wong Distributions Manager

另一回覆電郵查詢的例子：

FAX

To: Mr. Michael Cheung From: Miss Helen Wong

Date: Tuesday, 10 February, 2009 Re: Reservation

Dear Mr. Cheung,

Thank you for your enquiry about the availability of a single room for five nights from 16 to 20 March 2009. Unfortunately, we are fully booked during this period. However, I have contacted our sister hotel, ABC Hotel on Hong Kong Island and they have single rooms available. The room rate is $1,200 per night.

If you would like me to reserve a room during the period you requested, please do contact me.

Regards,

Helen Wong

Accommodation Booking Officer