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職場英文/活用3種禮貌問句、2大溝通技巧,漂亮回覆英文邀請函

文/陳超明

台灣的國際交流日益頻繁,籌備國際研討會的機會也大大增加。但想要順利邀請國外講者,不僅要寫出正確又不失禮的英文邀請函,收到國外講者回信後才正式進入國際溝通階段。一般來說,國外講者回覆邀請函有三種可能,一是接受邀請,二是婉拒邀請,三是提問。當講者對會議規畫、會議主題仍有疑慮,會針對內容提問,並視回覆評估是否接受。遇到這種情況,除明確回覆信中的疑問外,亦可趁機說服講者。

三大實用句型 安排細節沒煩惱

一、Would it be possible that S + V

講者答應邀請後,還有許多講座相關細節必須洽談,如確認具體演講主題等,運用以下句型,可委婉地向國外講者提出建議。

【例句】

  1. Would it be possible that you introduce some talent management strategies in creative industries?
    (可否請您介紹一些創意產業的人才管理相關策略呢?)
  2. Would it be possible that you introduce the emerging trends in big data applications?
    (可否請您介紹大數據應用的趨勢呢?)

 

二、Please kindly V + Noun as below

與國外講者溝通時,有時須確認多項細節,建議可用條列方式列出。

【例句】

Please kindly check the details as below.
(請協助確認以下細節。)

 

三、Could you provide me with + Noun by + specific time

國外講者須在期限內提交簡歷、簡報等,可使用以下句型要求其準時提交。

【例句】

Could you provide me with your CV and photo by the end of March?
(方便請您在3月底前提供您的簡歷及照片嗎?)

如何藉回覆信函展現邀請誠意

學會如何回覆信函後,還有哪些需要注意的小技巧呢?

一、展現積極,適度追蹤信件:

邀請函寄出後,有些講者無法即時回覆。通常三天後沒收到回音,可再寄一封follow-up letter,在開頭註明「This is a follow-up letter to the invitation to our Symposium.」並附加邀請函。

二、確認資訊,將溝通要點條列化:

收到國外講者答應邀約後,除表示感謝外,建議列出需要配合的事項,如履歷及會議資料的繳交期限等,用意為提醒期程,亦有重複確認出席意願之作用。

接下來就讓我們來看看講者的回函範例,以及如何有禮貌的回覆講者並提供後續信息。

國外講者回函範例:接受邀約

Dear Ms. Chen,

I apologize for the delayed reply. I have been busy working on various projects and attending to office work but should have replied to you earlier.

It would be a great honor for me to make a presentation at your symposium next September. What will be the issues you would like me to address in this presentation?

Please let me have details when you have them so I can arrange my itinerary and book flights.

Thank you for this invitation.

Best Regards,
Chris Bilton

親愛的陳小姐

很抱歉這麼晚才回信。之前忙著參與各種計畫、處理事務,應早一些回覆。

我很榮幸能在今年9 月的研討會上發表演講。你們希望我在演講中討論什麼議題呢?

得知後續相關細節時,請通知我,以便我安排旅程並預訂機票。

感謝您的邀請。

致上我最好的問候,
克里斯 ‧ 比爾頓

對方接受邀請後的回信範例:感謝並確認

Dear Professor Chris Bilton,

Thanks for your confirmation. It is our honor to have you at our Symposium in September.

The confirmed agenda and official invitation will be sent out in the beginning of April.

We have been quite impressed by your recent research on creative management. Would it be possible that you introduce some talent management strategies in creative industries? If you have any other specific topics, please kindly let us know.

Please kindly check the details as below:

  1. Could you provide me with your CV (about one page) and your photo for the Proceedings by the end of March?
  2. We need to receive your presentation slides by 15th July. And we also need an abstract of 300-500 words. It would be greatly appreciated if you could send me the abstract by 1st July.
  3. As I mentioned in my first mail, we offer business round-trip tickets. Could you make the reservation via your travel agent? And we will reimburse you in cash when you arrive here. Just let me know your flight information once it is confirmed.
  4. I have already booked the hotel room from 7-12 September, but the exact dates could be reconfirmed, depending on your flight schedule.

Please kindly let us know whether you have any other needs for the accommodation or diet. We would be very pleased to make your visit comfortable.

Thanks again for the confirmation. If you have any other questions, please feel free to contact me.

Have a nice day.

Sincerely,
Wendy Chen

親愛的克里斯 ‧ 比爾頓教授

感謝您的確認。很榮幸能邀請到您參加9月份的研討會。

確認過後的議程及正式邀請函將會在4月初寄給您。

我們對於您近期在創意管理上的研究印象深刻。您是否能介紹一些創意產業人才管理政策呢?若您有其他特別想討論的主題,也請讓我們知道。

請確認以下細節:

  1. 能否請您在3月底前提交約一頁的簡歷及個人照片,讓我們放在會議手冊上呢?
  2. 您的簡報檔案須於7月15日前寄出。另我們尚且需要一份300至500字的摘要,若您能在7月1日前將摘要寄出,將不勝感激。
  3. 如同先前所提,公司提供商務艙來回機票。想知道您是否能自行訂票呢?款項會在您抵達後以現金退還。航班資訊確認後,還請通知我。
  4. 我已訂妥9月7到12日的旅館房間,確切日期會依據您的航班時刻再做確認。

若您有其他食宿或用餐需求,我們很樂意提供協助,以期您的參訪能更為舒適。

再次感謝您接受邀約。如果有其他疑問,隨時可以跟我聯繫。

祝您有愉快的一天。

您誠摯的,
陳秀玟


【資料來源:English OK