Trong môi trường toàn cầu hóa hiện nay, việc học tập và làm việc với người nước ngoài là vô cùng rộng mở. Đặc biệt là trong môi trường làm việc chuyên nghiệp, việc thường xuyên phải trao đổi với khách hàng hay nhà cung cấp bằng email tiếng Anh trở nên vô cùng phổ biến. Bạn đang không biết cách viết một email bằng tiếng Anh để trao đổi với đối tác? Trong bài viết này, IELTS Academic sẽ giúp bạn tổng hợp các bài email mẫu bằng tiếng Anh cũng như cách soạn thảo một email sao cho chuẩn chỉnh nhất.
Mục lục
Bố cục các bài email mẫu bằng tiếng Anh
Header
Phần này bao gồm:
- To: [Địa chỉ mail của người nhận]
- CC/BCC – các tính năng gửi thư.
Cụ thể, CC viết tắt của Carbon Copy; BCC – Blind Carbon Copy.
Hai tính năng này được sử dụng khi bạn muốn gửi một lá thư cho nhiều người một lúc. Dùng CC thì người nhận sẽ biết được cả những người khác ngoài họ nhận được thư của bạn. Dùng BCC thì người nhận chỉ biết được rằng ngoài họ còn có những người khác nhận được thư nhưng lại không biết cụ thể là những ai.
- Subject – Chủ đề của email. Đây là dòng chữ thu hút người đọc thư và giúp họ nắm được nội dung chính của email. Chủ đề của Email cần viết ngắn gọn nhưng phải đủ ý chính nhất. Ví dụ:
| Thay vì viết | Hãy viết |
| Marketing Report (Báo cáo hoạt động quảng cáo) | Marketing reports are due Monday morning (Báo cáo hoạt động quảng cáo, hạn cuối đọc là sáng thứ 2) |
| Tomorrow’s meeting (Cuộc họp ngày mai) | Be ready for some tough questions at Friday’s meeting. (Chuẩn bị câu hỏi cho cuộc họp vào thứ 6 ngày mai) |
Có thể bạn muốn xem:
Salutation – Lời chào
- Nếu gửi thư cho một người mà bạn biết tên của họ, bạn có thể viết:
- Dear Sir(s)
- Dear Madam
- Dear Sir or Madam
- Nếu viết cho một người mà bạn không biết rõ về họ (biết nhưng không phải khách hàng thân thiết/ không biết đầy đủ họ tên..). Hãy dùng Dear kèm cách xưng hộ và tên riêng (không cần họ hay đệm vì bạn không rõ nên không nên dùng):
- Dear Mr Smith
- Dear Miss Ly
- Nếu viết cho một người mà bạn biết rất rõ, chì cần dùng tên riêng như sau:
- Dear Smith
- Dear Ly
=> Sau lời chào, dấu phẩy là không bắt buộc. Ví dụ “Dear Sir, “ hoặc “Dear Sir” đều đúng. Trong tiếng Anh Mỹ, người ta thường dùng dấu hai chấm “:”
Body – Nội dung chính
Tùy mục đích khác nhau của mỗi lá thư mà phần nội dung chính này sẽ có kết cấu khác nhau. Phần này, bạn sẽ thấy rõ hơn trong nội dung các bài email mẫu bằng tiếng Anh được IELTS Academic tổng hợp sau đây.
Complimentary close – Lời chào kết
Việc kết thư trong một email trang trọng sẽ phải đồng nhất với lời chào thư, cụ thể quy định như sau:
| Salutation | Complimentary close |
| Dear SirDear SirsDear MadamDear Sir or Madam | Yours faithfully hoặc Yours faithfully, |
| Dear Mr SmithDear Miss LyDear SmithDear Ly | Yours sincerely hoặc Yours sincerely, |
Người viết thư ký và ghi rõ họ tên, chức vụ.
Trong trường hợp thân mật, có thể sử dụng Complimentary như: Best wishes, Regards, Take care, Bye, Best,..
Enclose – Đính kèm
Đây là phần người gửi đính kèm các văn bản kèm theo lá thư nếu có.
Một số mẫu câu trong các bài email mẫu bằng tiếng Anh
- We thank you for your letter of …: Chúng tôi cảm ơn bạn vì lá thư về….
- I would like to inform you that …………: Tôi muốn thông báo với bạn rằng…
- We would highly appreciate it if ….: Chúng tôi sẽ đánh giá cao nếu…
- We would be obliged if ……..: Chúng tôi sẽ rất biết ơn nếu……
- We regret to inform you that……..: Chúng tôi rất tiếc phải thông báo rằng….
- We look forward to receiving your reply soon: Chúng tôi mong nhận được phản hồi sớm từ bạn.
- We are writing with reference to …: Chúng tôi đang viết thư này để đề cập đến việc…..
- Please enclosed you find …….: Bạn sẽ tìm thấy ở thư được đính kèm ……
Một số lưu ý khi viết Email bằng tiếng Anh
- Không viết tắt, không sử dụng các từ lòng đặc biệt là các bức thư trang trọng gửi cho đối tác, khách hàng,… thư mời…
- Chú ý format đúng với mục đích viết thư, trình bày dễ nhìn, dễ đọc như không viết một đoạn quá dài, không viết in hoa tất cả các ký tự,…
- Nội dung viết cần ngắn gọn, đủ ý, tránh lan man, hãy đi thẳng vào vấn đề, không dùng câu từ hoa mỹ.
- Bằng mọi cách không để lỗi chính tả khi viết Email, nhớ kiểm tra lại ít nhất 2 lần nội dung trước khi bấm gửi Email.
- Nếu Email có gửi kèm các file tài liệu hãy nhớ kiểm tra xem chúng đã được đính kèm chưa trước khi nhấn gửi.
- Phần lời chào cuối thư:
- Regards, Best Regards, Hai cách này dùng thông dụng trong nhiều tình huống.
- Sincerely Yours, Dùng trong thư xin việc, thư khiếu nại, thư mời vì mang nghĩa “chân thành”
- Faithfully Yours, Dùng trong thư trả lời của nhà cung cấp cho khách hàng, vì mang nghĩa “trung thành”.
Mẫu email bằng tiếng Anh thông dụng trong công việc
Thư chào hàng
Dear Mr. Brown,
We would like to thank you for your enquiry of 5th November, 2022 and are pleased to
enclose our offer No.114 for man’s jacket No.3MJ in the latest catalogue sent to you on the following terms and conditions:
1. Commodity: man’s jacket
2. Specification: as per enclosed catalogue
3. Packing: in export customary packing
4. Price: GBP 50 per unit CIF Singapore including packing
5. Delivery: in one lot at the end of December
6. Payment: by an irrevocable L/C, at sight, to be opened through Singapore Commercial Bank, 30 days prior the shipment, valid for 45 days to the account of Vietinbank in our favour for the total value of the goods to be shipped.
We are pleased to inform you that we can deliver a substantial amount in stock within 20 days since receipt of Buyer’s official order and this order is valid until November 15th 2022.
Price and other terms stated in this offer are subject to change thereafter. We would like to advise you that we allow a 2% trade discount for orders of USD 50,000 or more and we hope you will be one of our customers who are offered this special quantity discount.
We look forward to having your official order soon.
Yours faithfully,
(signed)
Do Quang Trung (Mr.)
General Director of Vietien
Enc. Offer No.114
Thư đặt hàng
Dear Mr. Smith,
We would like to thank you for your offer of 10 November 2022 for high quality ceramic and are pleased to enclose our order No.05 for some items selected in your catalogue attached to enclosed with your offer. In addition, we would like to emphasise the following points:
Each piece should be wrapped in thick paper, carefully packed in straw and then put into 10
wooden crates, marked with the buyer’s address, the order number, crate dimensions and the words: “Ceramic”, “Fragile”, “Handle with care” and numbered from 1 to 10.
We would appreciate your special attention to the delivery date as we really/urgently need the goods for sales at Tet Festival/ for Tet Festival sales. We reserve the right to refuse the goods if they arrive at Haiphong Port later than/after 10th January 2023.
We would like to confirm that the seller will draw a 35-day draft on the buyer after shipment and attached with a full set of shipping documents sent to our correspondent bank, North-minster Bank, City Branch, Deal Street, Birmingham B3 ISQ, UK which will transfer the payment to VIETINBANK. Payment is on D/P basis as agreed on/over the telephone yesterday.
We look forward to your sales/order confirmation soon.
Yours faithfully,
(signed)
Nguyen Thi Thu
General Director
Enc: Order No.05
Thư khiếu nại
Dear Mr. Smith,
We are writing with the reference to your consignment of 200 air-conditioners under our order No.08 arriving at the port of HP on 18 May is in shortage and damaged condition. Having discovered the shortage and damage, we invited Vinacontrol Haiphong to inspect the
consignment and their inspection results include the following details:
Against 200 air-conditioners ordered, the actual consignment contains only 150 air-conditioners. Among/ Out of the goods received, 10 units of air-conditioners are in seriously damaged condition – the cases are broken and the mechanisms are exposed, these ones cannot be sold.
As we are in need of the goods, we would like you to send us replacement for the
damaged air-conditioners as soon as you can but not later than 2 weeks as
from today.
We hope you will pay special attention to this matter. \
Yours sincerely,
(signed)
Nguyen Thanh Nam
Sales Manager
Thư phàn nàn
Dear Mrs Marry,
I wish to draw your attention to an issue we have with a recent order from yourselves (ref no. 35OED12QP). Not only was the delivery a week later than agreed, but when we tried to use the components, we found that 40% of them were seriously damaged and basically useless.
As is normal, I spoke to your Customer Service Manager, Peter Taylor on this matter. I expected that you would send me the replacements for the damaged components, but this has not been the case. When I last spoke to Peter, last week, he informed me that the components were undamaged when delivered to us and that it was our fault. To make matters worse, he has still not replied to an email I sent to him on Monday. Not very professional customer service.
As you are aware, we have been a customer of your company for over 6 years. The damaged components are severely impacting our production at the moment. We have orders which we can not send because of this problem with the components.
Although, I appreciate that you are all very busy. I believe that I am entitled to an explanation why Peter Taylor has not answered my email, and is refusing to replace the components.
Unless this issue is resolved promptly, then unfortunately, we will be forced to take further action.
I expect an email from yourself by 5pm today at the latest, to inform me how you are going to resolve this issue.
Yours sincerely,
Alex Jaxmines
(signed)
EGO Production Director
Bài viết tương tự: Viết đoạn văn về ngày 20-11 bằng tiếng Anh
Thư mời
Dear Mr Smith,
My name is Sue Jenkins and I am writing on behalf of Reef Technologies plc.
We are pleased to inform you that we are sponsoring a series of presentations on the future of renewable energy. The presentations are going to be performed by world-renowned experts in the field and will consider future advances in the technology of renewable technology.
Due to your company having worked with Reef Technologies plc in the past, we would like to invite you to the event. The event will be held at the Randalls Conference Centre in Leeds between 2pm and 8pm on 15th April 2022. If you require directions to the venue, please let me know.
If you would like to attend, please confirm your attendance by replying to this email by the 10 April 2022.
If you have any questions about the event, please don’t hesitate to contact me by email (on peterjames@reeftech.com) or by mobile/cell (06786 7433456).
I look forward to receiving your early reply.
Yours faithfully,
Peter James
(signed)
PR Manager
Reef Technologies plc
Thư yêu cầu
Dear Mr Smith,
I am writing in reference to the current situation with the Skipton Airport Project. We have a number of questions which we hope you could answer.
First of all, could you please provide us with an update on where you are on the Skipton Airport Project. We would also appreciate it if you could clarify what the current issues with the delivery system are, and confirm when you expect them to be resolved.
Additionally, at the end of our last meeting we requested a copy of the latest project update report. Unfortunately, we have still not received it. We would appreciate it if you could forward this to us.
Could you also please confirm whether the post-installation support covers the equipment 20 hours a day? And what is actually included in the support? In particular, we would like to have confirmation if the cost of parts and labour are included in the package? We require this information as soon as possible.
And lastly, we are considering extending the period of the post-installation support from your company from 4 months to 12 months. We would be very grateful if you could provide us with a quote for this extension.
I would really appreciate it if you could deal with these matters soon.
I look forward to hearing from you.
Yours sincerely,
William Mark
(signed)
Development Manager
Thư thông báo
Dear Miss Garland,
I am writing with reference to the upcoming review meeting on Thursday the 13 November. I am afraid that due to personal reasons, I will not be able to attend.
Would you object if we postponed the meeting to next week? If this is appropriate, what day would be convenient for you?
If you have any questions, please do not hesitate to contact me on my mobile, 1905671834.
Allow me to apologise for any inconvenience this may cause.
I look forward to hearing from you soon.
Yours sincerely,
Jame Williams
Thư cảm ơn
Dear all,
I would just like to make you aware that our company has won the contract to supply code ABC photocopiers to the American government for the next 5 years.
I would like to thank you all for the hard work and great dedication you have done over the last five months. The winning of this contract is a recognition of all your hard work and capacity that you have made over the years to make our company great. This would not have been possible without you.
Thank you,
Adam Smith
(singed)
CEO
Incl. Runners Ink
Thư xin lỗi
Dear Mr Smith,
We would like to thank you for your email of the 17th December 2009 regarding your order (ref no. 35OED12QP). First of all, please allow me to apologise for Alex not responding to your email. I can confirm that Alex has been on sick leave for the whole of this week. And although this explains the issue, it does not justify it.
It transpires that there was a communication failure in his department and the person who should have been taking care of this issue, did not. I have already taken all the necessary measures to ensure that this does not happen again in the future.Thank you for bringing this matter to my attention.
Regarding the issues about your order, I have taken personal charge of them. First of all, let me apologise for the late shipment. We should have made you aware about the delay at the time.
With regard to the damaged components, I can confirm the following:
It is normal policy here that we do not accept liability for problems with components if we are not notified within 7 working days of delivery. And due to the fact that you did not notify us until after 15 working days of the delivery, the Customer Service Department followed procedure.
But as we view you as a valuable customer, and we have worked together for over five years, rest assured that I will sort out this issue as a matter of urgency. I have already spoken to the Production Director here and he will confirm tomorrow when we can send the replacement components to you. I will update you about the situation with the components by the end of tomorrow at the latest.
Could you please confirm if this is adequate?
I do hope that this situation has not damaged your confidence in working with us.
Once again, please accept our apologies for any inconvenience caused.
If you have any questions, do not hesitate to contact me on mobile 07879 344156.
Yours sincerely,
Mrs Sally Boswell
(signed)
Rugger Sales Director
Như vậy, IELTS Academic đã giúp bạn sưu tầm các bài email mẫu bằng tiếng Anh hay nhất. Bạn có thể tìm hiểu thêm bài tương tự tại IELTS Writing nhé. Hy vọng bài viết đã giúp bạn hiểu được cách viết một lá thư trang trọng phục vụ cho công việc của mình.