三、 校訂階段

以下幾個校訂對的動作,僅供參考:

1. 確定您的內容

  • 先確定讀者要的訊息。
  • 是否回答讀者的問題?
  • 寫這封信的目的是什麼?
  • 是否包含不必要的資訊?
  • 是否提供讀者足夠的資訊、理由去採取必要行動?

2. 簡化贅字、宂詞和句

(1) 是否使用太多字表達一個概念或觀點(紅字為贅字,藍字為建議替代文字)

例句 1

(贅字) Please be advised that your payment arrived on July 4. (10 words)(簡潔) We received your payment on July 4. (7 words)

例句 2

(贅字) Please reply to us at your earliest convenience. (13 words)(簡潔) Please reply to us soon. (6 words)

例句 3

(贅字) During the time that I am in China, my associate, Jimmy Tao, will be your main contact. (17 words)(簡潔) While I am away, my associate, Jimmy Tao, will be your main contact. (13 words)

(2) 回信時,避免重複對方的問題。

例如:Dear Mr Stewart

In your previous mail, you inquired about changing our meeting date to November 20. After checking with my boss, Mr. Jay Liu, I am pleased to advise you that we agree to reschedule it to the above mentioned date. (39個字

其實,來郵件的人對方只想知道我們可不可以接受新的開會日期,因此,。可以更簡短的答覆,簡化字詞後如下:

Dear Mr StewartAs you requested, we have rescheduled the meeting for November 20. (11個字

簡化後的意思跟原先一樣,但卻大大減少字數,收件者一目瞭然、很快便能抓到重點。對寫的人而言,也節省了許多寶貴的時間。

(3) 是否提供完整的資訊

例句 1

(資訊不完整) Please contact Mr. Chen soon to arrange a meeting.(完整) Please call Mr. Chen at 0709-777-999 or 電子郵件 him at tonychen@pcfast.com soon to arrange a meeting.

例句2

(資訊不完整) Our office is very close to your hotel. You can get here in 5 minutes. (5分鐘是只搭車或步行)(完整) Our office is right next/behind/across the street from your hotel. You can get here in 5 minutes. (方位確定對方知道5分鐘是只步行)

Our office is not far away from your hotel. You can get here in 5 minutes by taxi.

(4) 表達是否容易閱讀

例句1

(不易讀) Subsequent to your arrival, we will meet with Mr. Wang at his office.(易讀) After you arrive, we will meet with Mr. Wang at his office.

例句2

(不易讀) I will call you prior to your departure.(易讀) I will call you before you leave.

(不易讀) I am writing with reference to (or, in connection with) your order #HQ3002.

(易讀) I am writing about your order #HQ3002.

例句3

(不易讀) Pursuant to our agreement, I am attaching a draft of our service proposal.(易讀) As we agreed, I am attaching a draft of our service proposal.

例句4

(不易讀) As per our discussion, I have arranged a meeting with the JP group for next week.(易讀) As we discussed, I have arranged a meeting with the JP group for next week.

3. 内容組織和呈現的方式

a.先講重點,再陳述。

b.句子之間是否有適當的連接詞?

c.各段的銜接是否順暢?

4. 校訂內容的文法、拼字和標點符號

如果時間緊迫,可利用電腦的「檢查拼字」及「文法校訂」功能,看是否有錯字或文法不對的地方,將可能拼錯字的情況減到最少。另外,請同事閱讀,幫忙挑錯,因為,有些情況電腦檢字不會顯示錯誤,例如:

  • The affect of dollar increase is limited. (把 “effect” 打成 “affect”
  • Because of the increasing cost of raw materials, we have been forced to raise ourprize. (是 “price” 不是 “prize”
  • We though the goods would arrive this morning. (“thought” 打成 “though”

上述這三個情況,若非肉眼判斷,電腦上是不會出現紅線或綠線來提示可能的錯誤。更改每一個拼字、文法、或是標點符號的錯誤,您的讀者的注意力會擺在您的內容訊息,而不是錯誤上。