外贸信函格式

1 / 15 外贸信函格式 外贸信函的基本格式 1、基本信函 里我们介绍一种商务信函中最通用的格式齐头式。主要特征就是每行均从左边顶格写，常常采用开放式的标点方式，即除了信文部分，其它部分在必要时才使用标点。信中各段落之间均空一行。 信头就是指书信中发信人的地址和发信的日期等。 通常情况下，公司都会专门印制带有信头的信笺纸，包括发信人的姓名，地址，电话，传真等。当我们撰写传统信件时，直接使用这种信笺纸就可以。 这部分内容是为了方便今后查询信件用的。 这里就是指收信人的姓名和地址，一般写在信笺的左上方。收信人名称地址 的格式和信头的格式相同，但必须把收信人的姓名一并写出。另外，如果不 是完全公事化的书信往来，或者已经从公事的关系渐渐发展成为带有私人性质的友好信件往来，由于称呼这一栏的内容已经说明了收信人的身份，所以 可以不必填写封内地址。 事由也就是我们通常说的主题，可以直接写明信件的重点，让人不必读完全 信才了解到信的内容。所以事由2 / 15 要写得简明扼要。 指对收信人的一种称呼。 较常使用的有 Dear Sirs, Dear Madam, Dear Mr. XX,。称呼后面的标点，一般使用逗号。称呼里的第一个字母要大写。 开头语没有统一的格式，但习惯上先用客套的语句把收到对方来信的日期， 主题及简单内容加以综合叙述，使对方一目了然这是答复哪一封去信的。如 果是第一次通信，也可以利用开头语作必要的自我介绍，并表明目的要求。 开头语一般与正文分开，自成一节，要求简单明了。 信的主体。一封信件的优劣，完全要看正文写的好或坏。我们会在后面 继续 讨论写作商务信函的一些技巧、规则。 结尾语一般用来总结文本所谈的事项，提示对收信人的要求，如“希望来信 来函定货”，“答复询问”等，另外也附加一些略带客套的语气。正文结束后，另起一段写结尾语。 结束语是结束信函时的一种客套，应该与前面的称呼相呼应。例如： “ Sincerely,” “ Best Regards, ” or “ Yours Truly,” . 结束语写在结尾语下隔一行，只有第一个字母大3 / 15 写，后面加逗号。 写在结束语的下面，签上写信人的名 字。如果是传统的信件，写信人最好亲 笔签上您的名字，因为用印章的话，说明该信件并非本人亲自过目，只是通 函而已，不为人重视。签名的下面，最好写上发信人的职位。 如果信中有附件，应在左下角注明 Encl. 或 Enc.。 例如： Encls: 2 Invoices Enc.: 1 B/Lading 电子邮件格式： 众所周知，电子邮件即 E-mail 是如今我们做电子商务使用最普遍的一种联系手段。电子邮件使用方便，信息传递迅速高效，且非常节省成本。 但是 E-mail 的撰写也并不是一件很容易的事情。您知道，当一封 E-mail 发送出去后，只要收信人在线，他可以几分钟内就收到。所以，在您发送前，必须要检查一下您所写的内容是否正确合适，因为一旦您点击了发送键后，您就再也无法将其收回了。 通常我们理解 E-mail 的撰写风格可以比传统的信件，传真等稍加随便一点。但是我们在这里还是要建议大家，即便是写 E-mail，由于是谈论公事，所以还是采用正式严肃的风格。尤其当您是第一次跟收信人联系的话，正式的商务4 / 15 信函能让您留给对方非常专业的印象。 写日期时，请注意以下几点： a. 年份要写完整，不能用 03 代替 XX。 b. 月份要写英文名称，不能用数字来代替，如 31/3/03 不能在正式的信件 中出现。但是可以用英文缩写，比如用 Aug.代替August。 这部分内容要完整 ,包括写信人姓名、职位、公司名称以及联系方法。写地址时请注意：一般来说，门牌号和街道名 称之间不用逗号点开，但城市名称和国家名称之间一定要用逗号。您可以在自己的邮箱系统中事先做好一个模板。每次写信只要选择这个模板，信件会 自动显示这些内容。 商务信函写作要点： 写作商务信函并不要求您使用华丽优美 的词句。所有您需要做的就是，用简单 朴实的语言，准确的表达自己的意思， 让对方可以非常清楚的了解您想说什 么。围绕这一点，我们总结了几方面的 内容，希望对您写作商务信函有借鉴作 用。 5 / 15 每一封信函的往来，都是您跟收信人彼此之间的一次交流。人都是感性的，所以您需要在您的信函里体现感性的一面。然而很多人都有一种误解，以为写作商务 信函就应该用一种特殊的“生意腔”，于是把一封本来应该是热情而友好的信函写得呆板而死气沉沉。他们宁愿写“ Your letter has been received”，“ Your complaint is being looked into”而不是“ I have received your letter”或者“ We are looking into your complaint”。其 实我们简单的来理解一下，每次信函的往来不就是跟对方进行了一次交谈吗？只不过是 把交谈的内容写到了纸上而已 。多用一些简单明了的语句，用我 /我们做主语，这样才能让我们的信函读起来热情，友好，就象两个朋友之间的谈话那样简单，自然，人性化。 想象一下，如果您由于无法准时交货而在电话上跟您的合作伙伴表示歉意时，您会怎么说？我想您会说“ I am sorry we cannot deliver the goods today”。 既然在电话中您会这样说，为什么在信件中要改成“ It is regretted that goods cannot be delivered today”？放弃这种所谓的“生意腔”吧，让 您的信也象谈话那样简单，自然，人性化。 由于您写的信函都是有其目的性的，所以您信函里所采用的语气语调也应该符合您的目 6 / 15 的。在写之前先不妨仔细考虑一下，您写这封信函是想达到一个什么样的目的，您希望 实验一 信函格式 【实验项目编号】 4161304620001 【实验项目名称】信函格式 【实验目的】完成不同格式和结构的商务信函。 【实验设备】 1.微型计算机； 操作系统； 【实验步骤及内容】 The Format of a Business Letter Blocked format: all letter parts begin at the left margin. Because this style can save typist s time, it has come to be much widely used and preferred now. Semi-blocked format: all letter parts begin at the left margin, except the dateline, complimentary closing, signature and writer s identification. It is also named as a modified blocked format. Indented format: this style may follow the same layout as either the blocked or semi-blocked formats, but will differ in that the paragraphs will each be indented by four or five spaces. It is a traditional 7 / 15 format, especially in Britain. The format of envelopes: most companies have the return address in the upper-left corner of the envelope. Name and address of the receiver is always single-spaced with all lines aligned on the left, and they should be in capital letter, with no punctuation at the end of each line. The Structure of a Business Letter The basic components of a business letter must contain 7 parts: letterhead, date, inside address, salutation, body, complimentary close, and signature. Additional components: mailing or in-house notation, reference, attention line, subject line, multiple-page letter heading, reference initials, enclosure notation, carbon copy notation, postscript. Establishing Business Relations Useful Expression: We learn from your letter of April 1 that you are interested in establishing business relations with us for the purchase of our tools. Having had your name and address from the Commercial Counselor s Office of our Embassy in the , 8 / 15 we avail ourselves of this opportunity to write to you and see if we can establish business relations with you. Through the courtesy of Mr. Freemen, we are given to understand that you are one of the leading importers of electric goods in your area and wish to enter into business relations with us. We have come to know the name of your corporation and have the pleasure of writing this letter to you in the hope of establishing business relations with you. We are willing to enter into business relations with you firm on the basis of equality and mutual benefit. We write to introduce ourselves as one of the leading exporters of a wide range of electric fans and air conditioners. To acquaint you with the light industrial goods we handle, we are sending you, by separate airmail, several pamphlets for your reference. Specializing in the export of Chinese foodstuffs, we wish to express our desire to trade with you in this line. Please accept our thanks for the trouble you 9 / 15 have taken. We are obliged to thank you for your kind attention in this matter. We tender you our sincere thanks for your generous treatment of us in this affair. Allow us to thank you for the kindness extended to us. We are expecting to receive your earliest reply to this enquiry. We have an enquiry for silicon carbide and would like to ask you to send us an offer for 1 000 metric tons for shipment during September. We have received an inquiry for Men s Shirts and request， you to send us your offer not later than the end of this month. We have recently received many inquiries, from retailing shops in New York area about the captioned items and are sure that there would be very brisk demands. We shall appreciate your quoting us your most competitive prices on a CIF New York basis for the following. We have seen your advertisement in the Textile 10 / 15 journal and should be glad if you would send us patterns and prices of quality cotton piece goods available from stock. 例 l ：要求建立业务关系 Dear Mr. Trooborg, We learned form the china light industrial exhibition held in shanghai on 2016 that you are interested in our company s plush toy. We are writing to you to establish long-term trade relations with you. Our company is a state-owned foreign trade enterprise. In recent years, with the internal reform and rapidly increase of the amount of the business, we have made a great achievement in economic strength and the system of reform and management. We have our principle as “ mutual benefit and common development” . We will provide the best service and establish the long-term relationship with customers all over the world. We have a good variety of colors and sizes to meet with different need. To give you a general idea of our products， we are sending you several pictures about our product. We are looking forward to your specific 11 / 15 inquiries。 And we are looking forward to learn more about your company s credit circumstances. Yours truly, Universal Trading Co., Ltd Li Junwei Toy Department 如果是第一次和收信人联系，或者是通过 BBS 帖子联系，信中应附加一些介绍自己公司业务范围、可能的成交份额等内容，以引起对方更大的兴趣。当然，这样的信函应当提供详细的联系地址、电话、电子邮件、网页，联系人等，以便今后进一步联系。 例 2 ：寻求供货 Exercises: Rewrite the following sentences and phrases 1. We have for acknowledgement your sample. 2. We have in acknowledgement your letter dated 3. In reference to said contract 4. Re your claim 5. Pursuant to 6. The writer wishes to acknowledge your letter of 12 / 15 7. I write with reference to our telephone conversation yesterday regarding the above matter. 8. We wish to state 9. I am writing to inform you that 10. We refer to our previous communication Arrange the following in the proper form as they should be set out in a letter. sender s name: China National Light Industrial Products Import & Export Corporation, Shanghai Branch sender s address:123 Jiefang Road, Shanghai, China sender s fax number:86-22-67832337 sender s email address: linda date: March 18, 2016 receiver s name: H. G. Wilkinson Company, Limited receiver s address:456 Lombar Str