Formal and Informal Email Phrases

⊙ By Melinda Makkos

Formal and Informal Email Phrases

正式與非正式：電子郵件用語大全

⊙ By Melinda Makkos

電子郵件早已成為常用的溝通工具，但如何在郵件中使用合適的語言是非常有講究的；否則，一言不慎，就可能釀成大錯。一起來看看正式與非正式用語的區別吧。

In this article, you’ll find examples of language that are commonly used in different types of emails, and hopefully, you’ll find the most appropriate one for your message.

Please note that most informal expressions are perfectly suitable to use in “semi-formal” situations, such as between business associates who have worked together for some time and have established a good relationship.

GREETINGS稱呼

Formal

? Dear Sir / Madam,

? Dear Sir or Madam,

? To whom it may concern:

? Dear Mr / Ms Jones,

? Dear Dr Smith,

Note: First names are NOT used. Using Miss or Mrs to address a woman is not appropriate, if you don’t know whether she’s married or not.

注意：不能僅以名相稱。如果你不知道收件的女性是否已婚，用Miss或Mrs來稱呼對方是不恰當的。

Informal

? Hi Dennis,

? Hello Claire,

? Dear Mum,

Note: Greetings are followed by a (,) comma. Exception: “To whom it may concern:”

注意：稱呼后跟逗號，To whom it may concern例外，后要跟冒號。

REASON FOR WRITING / REPLYING寫郵件/回復郵件的原因

Formal

? I am writing to make a reservation /to apply for the position of… / to confirm my booking / to ask for further information about…

? With reference to our telephone conversation on Friday, I would like to let you know that…

? Thank you for your email of 29th February regarding the sale of… / concerning the conference in Brussels.

Semi-formal / Informal

? Just a quick note to invite you to… / to tell you that…

? This is to invite you to join us for…

? I wanted to let you know that / tell you about / ask you if…

? Thanks for your email, it was wonderful / great to hear from you.

MAKING A REQUEST / ASKING FOR INFORMATION提出要求/請求資料

Formal

? Could you please let me know if you can attend… / if you are available for a meeting on 12th December?

? I would appreciate it if you could please send me a brochure / if you could please reply within two days.

? I would also like to know if there are any swimming pools in your area.

? Please let me know how much the tickets cost.

Informal

? I was wondering if you could come and see me sometime next week.

? Would you mind coming early to help me

clear up the place?

? Do you think you could call Jerry for me?

? Can you call me / get back to me asap (=as soon as possible)?

OFFERING HELP / GIVING INFORMATION提供幫助/提供資訊

Formal

? We are happy to let you know that your article has been selected for publication.

? I am glad to inform you that we will be holding our annual conference in Brussels on 20th September, 2014.

? We regret to inform you that the show has been cancelled due to bad weather conditions.

? We would be glad to send you another statement if necessary.

? Please do let me know if I can be of further assistance.

Informal

? I’m happy to tell you that John and I are getting married next month.

? Would you like me to come early and help you clear up the place?

? How about I come and help you out?

? Do you need a hand with moving the furniture?

COMPLAINING投訴

Formal

? I am writing to express my dissatisfaction with… / to complain about…

? I regret to say that I was not completely satisfied with the room you provided us.

? I would like to receive a full refund and compensation for the damages.

? I am interested to hear how your company can compensate us for the distress we suffered.

Informal

? I’m sorry to say that you’re late with the payments.

? I hope you won’t mind me saying that the place you’d recommended to us wasn’t as nice as we’d expected.

APOLOGIZING道歉

Formal

? We would like to apologize for any inconvenience caused.

? Please accept our apologies for the delay.

? I am afraid I will not be able to attend the conference.

Informal

? I’m sorry for the trouble I caused.

? I apologize for the delay.

? I promise it won’t happen again.

? I’m sorry, but I can’t make it to the meeting.

? I’m sorry, but I can’t make it tomorrow. (= I can’t come tomorrow)

ATTACHING FILES附件

Formal

? I am attaching my CV for your consideration.

? I am sending you the brochure as an attachment.

? Please see the statement attached.

? I am afraid I cannot open the file you have sent me.

Informal

? I’m attaching / sending you the holiday photos.

ENDING結尾

Formal

? I look forward to hearing from you.

? I look forward to hearing when you are planning to visit our town.

Informal

? Hope to hear from you soon.

? I’m looking forward to seeing you.

CLOSING署名套語

Formal

? Yours faithfully, (when you start with Dear Sir / Madam)

? Yours sincerely, (when you start with the name e.g. Dear Ms Collins)

? Sincerely yours,

? Sincerely,

? Yours Truly,

Informal

? Love,

? Thanks,

? Take care,

? Yours,

? Best regards, (semi-formal)

Note: One more thing to keep in mind is that in formal emails, contractions[縮略語]are rarely used, so remember to write“I do not” instead of “I don’t” or “they cannot” instead of “they can’t” and so on.

注意：另外，一定要記住，在正式電子郵件中，縮略語很少出現。因此要用I do not而不是I don’t，用they cannot而不是they can’t，等等。