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                商务英文写作技巧 - 信函回复
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                Replies to Letters, Faxes, and Emails of Enquiry


                MOST REPLIES to letters/faxes/emails of enquiry have a similar organisation. Usually, they consist of three or four paragraphs, although the length of the paragraphs varies depending on the nature of the enquiry. The second paragraph, in particular, may be either very short (in the case of a reply to a request for documentation) or quite long (in the case of a reply to a request for advice or a request for a quotation). Let's look in more detail at the typical organisation of such replies, and at some expressions commonly used in this type of business document.



                OPENING PARAGRAPH


                Acknowledge enquiry. Refer to date of enquiry and summarise request.



                PARAGRAPH 2 (AND FURTHER SUB-PARAGRAPHS)



                1. Repeat the query as briefly as possible.
                2. Supply enough information to fully answer the query and answer further queries the reader may have later.
                3. Arrange information so that it can easily be understood, e.g. first, second, third; use numbered or lettered sub-paragraphs.












                • Replies to Requests for Services




                  Would it be convenient for our technician to visit your office on 13 July at 10.00 a.m.?


                  We can arrange for our service engineer to visit you within two days of receiving your confirmation.



                • Replies to Requests for Advice

                  Use conditional statements for explanation of a problem:




                  In order to avoid this, store your paper in a dry place.

                  Ensure that the paper is dry so as to avoid this problem.


                  Use modal verbs to speculate on the cause of a problem:




                  Your copier may be jamming because of damp paper.

                  Damp paper could be causing your copier to jam.



                • Replies to Requests for Documentation

                  State that you have enclosed the requested documentation:




                  We have enclosed the sales brochure you requested.