|
在商务信函的写作过程中，简洁明了都是必要的元素。鉴于商务信函的沟通性质，重点突出绝对是提高效率的关键。
所以，如果在正式开始写作之前，如果能先列出一个大纲，对于理清思路很有帮助。把要对收件人说的事情都一一列出来，然后再分分类，让自己的陈述更加清晰合理，符合逻辑。
在商务信函中，用词要简单，句子要简短，使用主动语态并且每个段落不要过长，这些都是能提高写作技巧的好办法。
简而言之，成功的商务书信就是用最简短的语言表达最明确的信息。
下面是一位商务书信写作顾问写的一段话：
Abstract: Writing consultant Michael Whelan says precision is important in writing memos, reports and letters. He says the best way to start writing is to list everything that needs to be relayed to the person being addressed, then sort them into groups, with everything pertaining to a particular subject grouped together. The sorted groups should then be written into a logical sequence. For the actual writing, Whelan recommends putting the goal and conclusion on top in a summarized format. The use of simple words, short sentences, active voice, short paragraphs and display symbols is likewise a good way to improve one's writing. One should avoid pretentious and useless words. Whelan also suggests enumerating points if a paragraph has several points to make. Finally, it is good practice to plan before writing to make sure that the memo or letter is easy on the eye by avoiding short or single lines.
具体的写作步骤，我们可以总结如下：
第一步，把所有你想对收件人阐述的信息都一一列出来。
第二步，把这些信息分类。与一个主题相关的要分为一类。这样能保证写作人思路清晰。
最后，把这些分类信息排排顺序。这样作可以确保一封信读下来不仅条理清楚，而且逻辑合理。
As the first step before you start writing, list everything you want to tell the person you're addressing.
Next, sort the list into groups. Everything that pertains to a particular subject should be in one section, points related to another subject in a second, etc.
Finally, put the sorted groups into a logical sequence.
另外还有以下几点值得注意：
1. Put the "bottom line" - the paper's goal and conclusion - on top or in the top section, in a summarized form. Be clear on what you're trying to say.
记得写总结－这封信的目的和主题－在信的顶端或者在第一段，以总结的形式写。一定要写清楚你这封信主要想谈论的问题。
2. Use simple words and avoid pretentious or archaic ones. For instance, say "start" instead of "commence," "now" instead of "presently," "end" instead of "terminate."
用语要简洁，避免一些文绉绉又累赘的词句。比如，说 start 不要用 commence来表达，说now 而不要说presently。记住，商务信函是要传达明确的意图，而不是炫耀文学！
3. Eliminate useless words. Change "in the event that..." to "if...," and "...afford an opportunity to..." to "...let...." The leaner the words, the greater the understanding.
去掉那些没用的词。选词时尽量选择简短的词语。比如，in the event that 就用if 代替，… afford an opportunity to 就说 …let…。这样给人一种干脆的感觉。
4. Use the active voice. "The client will provide the capital" sounds more action-oriented than "money will be provided by the client."
使用主动语态。很多自觉语法学的不错的人总是喜欢使用被动语态，但其实在商务信函中，常常建议使用主动语态。比如“The client will provide the capital”这种表达就比“money will be provided by the client”听起来觉得积极的多！
5. Use short sentences. If a thought occupies more than two lines, it's probably too hard to read. Break your ideas into shorter sentences so the reader can more easily grasp the concepts.
不要使用长而复杂的句式。如果用一个占两行的句子来表达一个想法，肯定读起来很困难。还不如多用几个小句子来表达，这样读者更容易明白你的想法。
6. Use short paragraphs. Put only one or two ideas in each paragraph for easy understanding.
分段本来就是为了让文章条理更清晰，所以，每个段落不要太长。每个段落尽量保证只专注一到两个主题。
7. If a paragraph contains a number of points, enumerate them "first...second," etc.; readers more easily remember ideas if attached to numbers.
如果一个段落里有好多点，要用"first...second,"这样的词语来标注。这样用数字突出，让读者比较容易记住这些重点。
8. Use display symbols to stress or capture points. The bullets command attention and highlight important and necessary information.
把重要的或必要的信息突出出来，重点标识一下，比如加粗一下或者加个标识。
[责编：刘芬娟]
| 
