商業英語電子郵件寫作 |如何撰寫商務電子郵件

Do you need to write emails in English for your job? You are not alone. Many people in Taiwan write English emails every day. But writing a good 商業英文 (Business English) email can be hard. You might worry about grammar. You might not know the right 英文單字 (English words) to use. Maybe you write too much, or maybe you write too little.

The good news is this: writing better English emails is a skill you can learn. You do not need perfect English. You just need to know the right format, the right phrases, and a few simple rules. This guide will teach you everything you need to know about writing professional emails in English. Whether you work in 天母 (Tianmu), 士林 (Shilin), or anywhere in Taipei, these tips will help you communicate better at work.

為什麼商業英文Email這麼重要？(Why Are Business English Emails So Important?)

In today’s world, email is still the number one way people talk at work. According to the British Council, email is the most common form of business communication worldwide. Even with apps like LINE and Slack, email remains the most professional way to reach clients, partners, and managers.

For people in Taiwan, this is very important. Many companies here work with international partners. If you work in trade, tech, finance, or any global business, you likely write 英文Email (English emails) every week. A well-written email can help you get a new client. A poorly written one can lose that chance.

Here are some reasons why 商業英文 (Business English) email skills matter:

• 專業形象 (Professional Image) — Good emails make you look smart and trustworthy.
• 清楚溝通 (Clear Communication) — Clear emails save time and prevent mistakes.
• 職業發展 (Career Growth) — Employers value workers who can write well in English.
• 國際合作 (International Cooperation) — Good emails help build strong relationships with global partners.

Whether you are looking for an 英文補習班 (English cram school) in Taipei or want to improve on your own, understanding email basics is one of the most useful things you can do for your career.

英文Email的基本架構 (The Basic Structure of an English Email)

Every good English email follows a clear structure. Think of it like building a house. You need a strong foundation. Here are the five main parts of every 商業英文 (Business English) email:

1. 主旨行 (Subject Line)

The subject line is the first thing people see. It should be short and clear. Tell the reader what the email is about in just a few words.

Good examples:

• Meeting Agenda for March 10
• Invoice #2045 — Payment Due March 15
• Follow-Up: Product Sample Request
• Question About Your New Catalog

Bad examples:

• Hello (太模糊 — too vague)
• URGENT!!!! (太誇張 — too dramatic)
• No subject line (收件人不知道內容 — the reader has no idea what it’s about)

2. 問候語 (Greeting)

The greeting comes right after the subject line. In English emails, we always start with a polite greeting. The greeting you use depends on how well you know the person.

Formal (正式):

• Dear Mr. Chen,
• Dear Ms. Lin,
• Dear Hiring Manager,

Semi-formal (半正式):

• Hello David,
• Good morning, Sarah,

Informal (非正式):

• Hi John,
• Hey Team,

A common mistake is using “Dear” with a first name and no last name. In 商業英文 (Business English), “Dear” usually goes with Mr./Ms. + last name. If you want to be more casual, use “Hi” or “Hello” with the first name.

3. 正文 (Body)

The body is the main part of your email. Keep it short and organized. Most business emails should be 3-5 short paragraphs. Each paragraph should cover one point.

Here is a useful formula for the body:

1. 開場白 (Opening) — Why are you writing? (“I am writing to ask about…”)
2. 細節 (Details) — Give the important information.
3. 行動要求 (Call to Action) — What do you want the reader to do? (“Could you please send me…”)

4. 結尾語 (Closing)

The closing is how you end your email before your name. Here are common closings ranked from most formal to least formal:

• Sincerely, (最正式 — most formal)
• 此致，, (正式 — formal)
• Kind regards, (半正式 — semi-formal)
• Best, (不太正式 — less formal)
• Thanks, (較隨意 — casual)

5. 簽名檔 (Signature)

Your email signature should include your full name, job title, company name, and contact information. This helps the reader know who you are and how to reach you.

Example:

此致，,
Amy Wang
Marketing Manager, ABC Trading Co.
Phone: 02-2871-XXXX
Email: amy.wang@abctrading.com

實用商業英文Email範例 (Useful Business English Email Examples)

The best way to learn is by seeing real examples. Here are four common types of 商業英文 (Business English) emails you might need to write at work.

範例一：自我介紹信 (Example 1: Introduction Email)

When you meet a new client or partner, you might need to send an introduction email. Here is a simple template:

Subject: Introduction — Amy Wang, ABC Trading

Dear Mr. Johnson,

My name is Amy Wang, and I am the Marketing Manager at ABC Trading in Taipei. I got your contact information from the Taiwan Trade Show last week.

I would like to learn more about your company’s products. Would you be available for a short call next week?

Thank you for your time. I look forward to hearing from you.

此致，,
Amy Wang

範例二：詢價信 (Example 2: Price Inquiry Email)

Many people in Taiwan need to write 詢價信 (inquiry emails) for work. This is very common in international trade. Here is a useful example:

Subject: Price Inquiry — LED Display Panels

Dear Sales Team,

I am writing to inquire about the pricing for your LED display panels (Model X200).

We are interested in ordering 500 units. Could you please send me a price list and information about shipping options to Taipei, Taiwan?

Please also let me know the estimated delivery time.

Thank you for your help.

Kind regards,
David Lin
Purchasing Department, XYZ Corp.

範例三：會議安排信 (Example 3: Meeting Request Email)

Subject: Meeting Request — Q2 Marketing Plan

Hi Sarah,

I would like to schedule a meeting to discuss our Q2 marketing plan. Are you available on Thursday, March 12, at 2:00 PM?

The meeting should take about 30 minutes. I will send a calendar invite once you confirm.

Please let me know if this time works for you, or suggest another time.

Best,
Amy Wang

範例四：感謝信 (Example 4: Thank You Email)

Subject: Thank You for the Meeting Today

Dear Mr. Johnson,

Thank you for meeting with me today. I really enjoyed learning about your new product line.

As we discussed, I will send you our catalog by Friday. Please feel free to contact me if you have any questions.

I look forward to working with you.

Sincerely,
Amy Wang

常見錯誤與修正 (Common Mistakes and How to Fix Them)

Many Taiwanese English learners make the same mistakes when writing emails. Here are the most common ones, with tips on how to fix them. Avoiding these mistakes will make your 英文Email (English emails) much better.

錯誤一：太冗長 (Mistake 1: Writing Too Much)

Many people write very long emails because they want to be polite. But in English business culture, shorter is better. Try to keep your email under 200 words. Get to the point quickly.

❌ Too long: “I am writing this email to you today to kindly ask you if it would be possible for you to perhaps consider sending me the document that we talked about in our meeting last Tuesday afternoon, if you have time and if it is not too much trouble.”

✅ Better: “Could you please send me the document we discussed on Tuesday?”

錯誤二：語氣太直接 (Mistake 2: Being Too Direct)

In Chinese, being direct is normal. But in English emails, we often use softer language. This does not mean you are weak. It means you are polite.

❌ Too direct: “Send me the report.”

✅ Polite: “Could you please send me the report?”

❌ Too direct: “You made a mistake in the invoice.”

✅ Polite: “I noticed a small difference in the invoice. Could you please check it?”

錯誤三：用錯問候語 (Mistake 3: Wrong Greeting)

Do not use “Dear” with just a first name. “Dear John” sounds strange in business English. Use “Dear Mr. Smith” or “Hi John” instead. Also, avoid “Dear Sir/Madam” unless you truly do not know who you are writing to. It sounds very old-fashioned.

錯誤四：忘記校對 (Mistake 4: Not Proofreading)

Always read your email once before you send it. Check for spelling mistakes, wrong names, and missing attachments. One small mistake can leave a bad impression (印象). The Cambridge Dictionary’s email guide is a great tool for checking your grammar and style.

錯誤五：附件忘了附 (Mistake 5: Forgetting the Attachment)

This happens to everyone! You write “Please see the attached file” but then forget to add it. Before you click send, double-check that your attachment is there. A helpful tip: attach the file first, then write the email.

必學的英文Email常用句型 (Must-Learn English Email Phrases)

Here are some key phrases you should memorize for your 商業英文 (Business English) emails. Keep this list handy at your desk. These are all easy to learn and very useful. You can practice these 英文單字 (English vocabulary words) and phrases every day.

開場白（開頭片語）

• “I am writing to inquire about…” (我寫信來詢問…)
• “I am writing regarding…” (我寫信來關於…)
• “I hope this email finds you well.” (希望您一切安好。)
• “Thank you for your email.” (感謝您的來信。)
• “Following up on our conversation…” (接續我們的對話…)

請求 (Making Requests)

• “Could you please…?” (可以請您…?)
• “Would it be possible to…?” (是否可以…?)
• “I would appreciate it if you could…” (如果您能…我會很感激。)
• “Would you mind sending me…?” (您介意寄給我…嗎？)

道歉 (Apologizing)

• “I apologize for the delay.” (抱歉耽擱了。)
• “Sorry for any inconvenience.” (不便之處敬請見諒。)
• “I’m sorry for the confusion.” (對於造成的混淆感到抱歉。)

結尾 (Closing Phrases)

• “I look forward to hearing from you.” (期待您的回覆。)
• “Please let me know if you have any questions.” (如有問題請告知。)
• “Thank you for your time and consideration.” (感謝您的時間和考慮。)
• “Please do not hesitate to contact me.” (請不要猶豫聯繫我。)

英文Email寫作的進階技巧 (Advanced Tips for English Email Writing)

Once you have the basics down, try these advanced tips to make your emails even better. These are the techniques that professionals use in real-world 商業英文 (Business English) communication.

使用項目符號 (Use Bullet Points)

When you have several points to share, use a bullet list. This makes your email easy to read. Many people scan emails quickly. Bullet points help them find the key information fast.

Example: Instead of writing a long paragraph about what you need, try:

“To complete the order, I need the following:
• Your company address
• Preferred delivery date
• Payment method”

注意語氣 (Pay Attention to Tone)

Email has no voice. The reader cannot hear your tone. So you need to choose your words carefully. Words like “please,” “kindly,” and “would” make your email sound warm and professional. Avoid using all capital letters (THIS SOUNDS LIKE SHOUTING) or too many exclamation marks (!!!).

了解文化差異 (Understand Cultural Differences)

Different countries have different email styles. Americans tend to be friendly and casual. British people tend to be more formal. Japanese and Korean business people also use very formal language. When you write to someone from another country, try to match their style. This is an important part of 成人英文 (Adult English) learning.

For example, an American might write: “Hey Tom, just checking in about the project.” A British person might write: “Dear Mr. Smith, I wanted to follow up regarding the project timeline.” Both are correct, but the style is different.

用AI工具幫忙檢查 (Use AI Tools to Check Your Emails)

Tools like Grammarly and the built-in spell check in Gmail or Outlook can help you catch mistakes. However, these tools are not perfect. They cannot understand context the way a human teacher can. That is why taking an 英文課程 (English course) with real teachers is still the best way to improve. At 18K English in Tianmu, our 成人英文 (Adult English) classes include business writing practice with feedback from real teachers.

如何每天練習英文Email寫作 (How to Practice English Email Writing Every Day)

Getting better at 商業英文 (Business English) emails takes practice. Here are some simple things you can do every day to improve your skills:

1. 讀英文Email (Read English Emails) — Pay attention to how native speakers write. Notice the phrases they use, how they start and end, and how long their emails are.
2. 學習新單字 (Learn New Vocabulary) — Each week, learn 5-10 new 英文單字 (English words) related to business. Write them down and try to use them in your next email.
3. 模仿範例 (Copy Examples) — Find email templates online and practice rewriting them in your own words. The Purdue OWL writing lab has many free examples you can study.
4. 請人幫你看 (Ask Someone to Review) — Ask a coworker or teacher to read your important emails before you send them. A second pair of eyes always helps.
5. 記錄常用句型 (Keep a Phrase Book) — Save useful email phrases in a note on your phone. When you need to write an email, check your list first.
6. 設定小目標 (Set Small Goals) — Try to write one practice email per day. It does not have to be long. Even a 50-word email counts as practice.

If you want structured practice with feedback, consider joining a 商業英文 (Business English) class. At 18K 英語, we offer classes specifically designed for working adults in the 天母 (Tianmu) and 士林 (Shilin) areas. Our teachers help you practice real-world email writing and give you personal feedback on your work.

工作面試與商業英文的關係 (The Connection Between Job Interviews and Business English)

Your email skills also matter when you are looking for a job. The first contact with a company is often an email. A well-written cover letter email can help you get an interview. A sloppy email can get your application thrown away.

When applying for jobs, remember these tips:

• Use a professional subject line: “Application for Marketing Manager Position — Amy Wang”
• Keep the email body short — 3 paragraphs maximum
• Attach your resume and cover letter as PDF files
• Double-check the company name and the hiring manager’s name
• Use a professional email address, not something like coolboy99@yahoo.com

If you are preparing for job interviews, check out our guide on 英文面試 (English Job Interview) Questions, Answers & Tips for more help.

在天母和士林學商業英文 (Learning Business English in Tianmu and Shilin)

If you live or work near 天母 (Tianmu) or 士林 (Shilin), you have a great advantage. 18K English is a local 英文補習班 (English school) that specializes in 成人英文 (Adult English) and 商業英文 (Business English). Our courses are designed for busy professionals who want to improve their English skills quickly.

Here is what makes learning at a local school different from studying alone:

• 真人老師 (Real Teachers) — You get live feedback on your writing, not just a computer check.
• 小班制 (Small Classes) — More chances to practice and ask questions.
• 實用教材 (Practical Materials) — We use real business emails, not textbook examples.
• 彈性時間 (Flexible Schedule) — Classes designed for working adults with evening and weekend options.
• 本地社群 (Local Community) — Meet other professionals in 天母 (Tianmu) and 士林 (Shilin) who are also improving their English.

Whether you are a complete beginner or already have intermediate English skills, there is always room to improve your 商業英文 (Business English) writing. The most important thing is to start practicing now. Every email you write is a chance to get better.

Visit our guide to English learning in Tianmu to learn more about classes and programs at 18K English. Your next great business email might be just one class away!