英语书信写作.doc

英文信函写作格式与规范英文信函写作格式与规范 书信的要点由于当今现代人生活节奏快，书信中多用简明的语言表达意思。写信时，尤其是公函中，因遵循下列要点：1. 明了(clearness): 一封信应着重说明一两件事情，主题要突出，层次要分明，使对方一目了然。2. 简洁(conciseness)：言简意赅，文字简短。把必要的事项说清楚，不提无关紧要的事，尽量使用无关句，避免陈词滥调，咬文嚼字。3. 准确(correctness)：达意准确。平时注意收集掌握丰富的常用习语，运用准确，避免使用过多的形容词和副词。4. 礼貌(courtesy)：话语要有礼貌，尊重对方；切忌迎合、恭维或表现过分热情。公函要不卑不亢，不吹嘘不浮夸。拖延回信也是不礼貌1. 书信 英文书信的种类，大致分为社交信（Social Letters），家信（Family Letters），及商业信（Business Letters）三种。 一封英文书信主要由九个部分组成： (1) 信头(Heading）：信头，即信端，是指写信人的地址和写信日期。信头写在信笺的右上角，一般可以从信纸中间或稍右的地方写起，先写寄信人地址，后写日期。英文地址的写法也与中文习惯不同。中文地址的书写次序是国省市街门牌号码，而英文的写法则恰恰相反。比较： 中文写法 中国 福建省厦门市，361021 集美大学606信箱 英文写法 P.O. Box 606 Jimei University Xiamen, 361021 Fujian Province P.R. China 2. dateline中文书信的日期写于落款之后，而英文信函的日期位于信端之下，信内地址之上。根据英美不同的习惯，日期可有两种写法。如2003年5月20日可写作： 20 May 2003 （英式写法） May 20, 2003, 或May 20th, 2003 （美式写法） 注意：月份应用英文写出，不以阿拉伯数字代替，因此，上例日期不可写成2003，5，20。此外，美式英语要求月份与年份之间用逗号隔开，但英式写法在月份与年份之间一般无逗号。 (3) 信内地址 (Inside Address) 信内地址是指收信人的姓名和地址，写在信笺的左上角，从左边略低于写信日期的一、二行处顶格写起。先写姓名、头衔和单位名称，后写地址，其排列次序和信头一样。假如不知收信人的姓名，可用其职务或机构名称代替，如： Personnel Director（用职务） Boots the Chemist Ltd. 16-18 Pulton Road Chiswick U.K. Office of Admissions（用机构） Fordham University Rose Hill Campus Bronx, New York 10486 U.S.A (4) 称呼(Salutation) 称呼自成一行,从信纸的左边顶格写起。通用的称呼是“Dear”，其后接逗号。 采用何种称呼应根据写信人与对方的关系及认识的亲疏程度。 一般性的称呼有： Dear Mr. ，（用于男士） Dear Mrs. ，（用于已婚妇女） Dear Ms. ，（用于女士，已婚未婚均可，尤用于对婚姻状况不确定者） Dear Miss ，（用于未婚女士） “Mr.”，“Mrs.”，及“Ms.”之后可加缩约号“.”，也可不加；但“Miss”之后概不加标点。 “Dear”之后接收信人的姓氏，如“Dear Mr. Smith，” 注意：不写成：“Dear Mr. John，” 亦不写成：“Dear Mr. John Smith，” 习惯用法是：“Dear John，”或“Dear Mr. Smith，” 较正式、尊重的称呼也可采用头衔或职务，如“Dear Prof. Smith，”“Dear Dr. Smith，”等。 在收信人为不知名者的公务信函中，称呼可用： Dear Sirs，（当收信对方为单位/公司，而非某人时） Dear Sir，（当收信对方为不认识的男士时） Dear Sir/Madam，（当收信对方为性别不明的陌生人时） Gentlemen，（只用复数形式，且之前不加“”，属美式英语用法） 称呼偶尔也用“Messrs.”，表示收信人为两位或多位男士（如 Messrs. J. Smith & R. White）， 但在更常的情况下表示收信对方是以人名命名的公司。 收信人为熟友，可直称其名，如：“Dear Mary，”，“ My dear John，”等。 (5) 信的正文(Body of Letter) 正文是信的主体，一般由开场白主体段结束句/段组成。 在开场白中，应该直截了当的陈述写信的目的：是致谢？道歉？祝福？咨询？建议？批评？请求？。这与中文书信的习惯不同。在中文信中，我们常用诸如“你好！”，“近况如何？”等客套话开头。在写英文信时，应避免受此影响。切记不要把最重要、最醒目的第一句或第一段浪费在诸如“How do you do？”，“How are you？”等无关紧要的词句上。 信的主体部分可根据需要，分段叙述。表达应做到准确、简要、得体。准确指的是内容（包括数字、人名等细节）准确无误；简要首先应避免使用老式八股套话（诸如“I beg to acknowledge receipt of your letter.”等）；得体指的是表达符合英文习惯，措词与语气适合通信双方的亲疏关系。如公文信函做到语气礼貌但不谦卑，直接但不粗鲁，简洁但不唐突。 (6) 结束敬语(Complimentary Close) 结束敬语是写信人对收信人的一种谦称，最通常用的结束敬语是： Yours faithfully，（英式用法） Faithfully yours，Truly yours,（美式用法） （用于收信人为陌生人的正式公务信，对应于称呼用“Dear Sirs”，“Dear Sir”，“Dear Sir or Madam”，的正式信函。） Yours sincerely，（英式用法） Sincerely yours，（美式用法） （用于称呼为“Dear + 姓氏”的正式或非正式书信。） 结束敬语第一个词的开头字母要大写，末尾用逗号。 应该避免使用诸如“We remain yours faithfully”，“Respectfully yours”，等老式结束敬语。 (7) 签署(Signature) 签署是写信人自己的签名。署名不加头衔，即不在自己的名字前加“Miss”、“Mr.”、“Prof.”之类的头衔。若因业务需要，必须让对方了解自己的性别或职务，可在签名下行用括号标明，如： Yours faithfully, Yours faithfully, _ 或 _ Leslie Archer (Ms.) Wang Wei (Sales Manager) (Managing Director) 即使是打印的正式信函，签名也应用手写，之后再于手写的签署下面打印姓名。 代表某人签名应该在自己的签署下行写下所代表的人名，之前加“pp.”（即拉丁语per pro的缩略形式，表示“for and on behalf of”），如： Yours faithfully, - Sophie Lee pp. Bob Taylor (The Managing Director) （即代表总经理签名之意） (8) 附件(Enclosure) 如果信中已说明有附件随信寄去，也要在信笺的左下角注明，便于收信人查阅。如果附件不止一个，应写上几个附件和是什么附件。附件英文可缩写为Encl.，Enc，或Encls。例如： Encl: Doctors Certificate (附：医生证明一张) Encls（或Enclosures）：4 Invoices (附：发票四张) (9) 再启(Postscript) 再启也叫附言，用来补叙信中遗漏的话，因此除非确实需要，最好不用。特别是郑重的信函更应避免使用。一定得用时将此项写在署名下一、二行，信纸的左边。先写PS.（Postscript的缩写）然后写出想讲的话。 信封写法(Superscription) “bread-and-butter-letter”）在各种不同情况下的写法。这些信封通常是白色的，没有花纹或图案。其标准尺寸为23.5*10.5及16.5*9.5公分，其他尺寸也可，但不宜用于正式函件。 英文的信封的写法同汉语信封的写法有些不同。首先要注意的是英文信封的收信人地址和寄信人地址的位置。一般情况要把寄信人的姓名、地址写在信封的左上角。写法是第一行写姓名，以下各行写地址。地址由小到大，地址要占几行须视其长短而定。寄信人姓名前不加头衔。使用背面开口的信封也可以把寄信人姓名地址写在背面。 名、地址一般从信封中央或偏右一点写起。姓名独占一行。收信人称呼不可用职务名称，如局长，处长等，这和中国习惯不一样，除Mr.Mrs.Miss之外，之可用学衔，学术职称，勋爵；但也有例外，如参议员可以用Sen.(Senator)，船长Captain.地址的排列次序、写法应与信内收信人地址完全一致，也要从小到大写。如果是寄往国外的信需要在寄信人地址下面和收信人地址下面加上所在国名和寄往国名即可。 也有在寄信人姓名前写上“From”表示“寄自”的意思。在收信人姓名前写上“To”表示“给”的意思。 英文信封的书写形式也有并列式和斜列式两种。用什么格式应与信笺中收信人姓名、地址的格式一致。请看下面例子。 并列式 Huang Rong 123 Zhongshan Rd Siming District, Xiamen Fujian China 361001 Ms. Helen Smith Rm. 1023 Blue Mansion Broadway, CS 20852 U.S.A. 斜列式 Liu Yan English Dept. Jimei Uni. Xiamen, Fujian China 361021 Ms. Helen Smith Rm. 1023 Blue Mansion Broadway, CS 20852 U.S.A. 信封ENVILOPELIHUA StampNo.34 Changan StreetBeijing, 100000( post code) AE:zip code/zipChina Dr . Tom Smith 12 Richard street London , UKBy air Mail（航空）/personal(亲启)/ immediate/ urgent/ Rush （急件）Secret （绝密）/printed Matter（印刷品）/Express （快件）Registered(挂号) 写在左下脚上面谈了英文书信的各个组成部分。下面将各部分合起来列一简表给大家一整体的概念。 HEADING （信端） DATE （日期） INSIDE ADDRESS （信内地址） SALUTATION （称呼） BODY OF LETTER （信的正文） COMPLIMENTARY CLOSING （结束敬语） SIGNATURE （签署） ENCL(S):（附件） (or P.S.)（或附言） The format of letter 书信的格式1. 齐头式 BLOCK FORMAT;2. 折中式 SEMI-BLOCK FORMAT;3. 混合式 MODIFIED BLOCK FORMAT ;4. 锯齿式 INENTED FORMAT齐头式 BLOCK FORMAT;齐头式(Blocked style)所有段落左对齐，是现在流行的格式。Dept. of GeologyZhejiang UniversityHangzhou, Zhejiang, 310013PRCJune 25, 2004DirectorDept. of GeologyColumbia UniversityNew York, NY, 10027 U. S. A.Dear Professor:This is a request for admittance to your University as a visiting scholar. I hope it will be possible for me to take some courses and also do research in your department. Our government will provide me with all traveling and living expenses. Enclosed please find my application and three letters of recommendation which I hope you will find satisfactory. Thank you for your kind consideration. I look forward to your reply.Sincerely yours, Y. L. HsiaEncls: Letters of recommendationApplication form2.折中式 SEMI-BLOCK FORMAT; 3 混合式(Modified style)大致与缩行式相似，所不同的是每段的开始不退缩。Dept. of GeologyZhejiang UniversityHangzhou, Zhejiang, 310013PRCJune 25, 2004DirectorDept. of GeologyColumbia UniversityNew York, NY, 10027 U. S. A.Dear Professor:This is a request for admittance to your University as a visiting scholar. I hope it will be possible for me to take some courses and also do research in your department. Our government will provide me with all traveling and living expenses. Enclosed please find my application and three letters of recommendation which I hope you will find satisfactory. Thank you for your kind consideration. I look forward to your reply.Sincerely yours, Y. L. HsiaEncls: Letters of recommendationApplication form4. 缩行式 (indented style)举例如下。现在一般不通用这种格式。Dept. of GeologyZhejiang UniversityHangzhou, Zhejiang, 310013PRCJune 25, 2004DirectorDept. of GeologyColumbia UniversityNew York, NY, 10027 U. S. A.Dear Professor:This is a request for admittance to your University as a visiting scholar. I hope it will be possible for me to take some courses and also do research in your department. Our government will provide me with all traveling and living expenses. Enclosed please find my application and three letters of recommendation which I hope you will find satisfactory. Thank you for your kind consideration. I look forward to your reply.Sincerely yours, Y. L. HsiaEncls: Letters of recommendationApplication form 商业信件 (Business Letter) Sample 1 Yan An P.O. Box 678 Beijing University Beijing China 100082 May 11th, 2003-07-23 Sales Dept. P&G Ltd. 876 Hood Ave. N.J. 98761 U.S.A. Dear Ms. Smith, Your newest product, the electronic ballast, seems quite promising. We are sure that it would be widely accepted here at Beijing. If you have interest in this market, we will be very pleased to be the selling agent. Would you please reply and make an appointment? We would be grateful if you provide the opportunity of discussing this. Yours sincerely, (signature) Lewis Carden 私人信件 (Private Letter) Sample 1 Mailbox 3-21 Beijing University Beijing, China 10 June, 2003 176 River Road New York, Dear Miss Windy, Your letter of June, 2 reached me this morning as a pleasant surprise, I had been missing you at the time, my dear teacher. Glad to know that you are planning to come to China for a private visit in your holiday. I eagerly look forward to seeing you as soon as possible. I have been in Beijing for about 2 years. Since I came to China. Before I began my study in Beijing University, I had to finish a remedial Chinese Class in a middle school. Now Im studying in Beijing University, this term, I take four courses: Chinese selections, Chinese history, Logic and International laws. They are all interesting and beneficial. All present, Im living with a Chinese girl of my age, who is majoring in English, We get along well with each other, and help each other. She helps me with my Chinese and tells me something about Chinese customs and habits. In return, I have offered to improve her English. During my holidays, I have visited every corner of Beijing. Beijing is an ancient and world-famous cultural city. Especially, the Great Wall is a wonder not only in China but also in the world. It looks like a great dragon lying in the north of China, now I have really known why the Chinese people call themselves the dragons off springs. It is my wish that I will serve as your guide when you come here on a tour in the coming holiday. Love to your family. Yours gratefully Tean 书信样文1.（Letters of Invitation）邀请信主要包括正式和非正式两种，语气、用词及格式上有明显差别。正式邀请信的格式与一般公务信相同，信文内容一般要描述对被邀请人的安排或待遇。邀请熟悉的亲朋好友来做客、聚会或参加活动等属于非正式邀请信，语气亲切、随便，不用那些客套话，但在提建议、请求时也要注意语气和缓、礼貌。非正式邀请信没有固定的标准格式，只要把时间、地点、活动内容等说清楚即可。邀请信 ：1邀请的原因 2。具体时间、地点、活动 3。确认对方来否1. Introduction邀请信在日常生活和外事活动中使用广泛，一般分为两种：一种为正式邀请（invitation card）；因为其结构非一般信函，在此不作讲述。本章只讲非正式请帖，即邀请信( letters of invitation)。邀请信形式上不如请帖那样正规，但也很考究。书写时应注意一下两点： （1）邀请信一定要将邀请的时间（年、月、日、钟点）、地点、场合写清楚，不能让收信人有任何的疑虑。例如 “ Id like you and Tom to come to dinner next Monday” 这句话中指的是哪个星期并不明确，所以要加上具体日期，“Id like you and Tom to come to dinner next Monday, May the fifth at 6 oclock. P.m., at the Locus Hotel”。（2）邀请信的特点是简短热情，形式较为灵活，一般为两小段，将意思表达清楚即可。在盛大的场合，请帖应提前三星期发出，一般场合书写邀请信，应在预定时间的前几天发出，一边收信人及早考虑和安排。收到请帖或信后，通常应立即答复，表明接受谢绝，以示礼貌。2. Commonly Used Sentences1) Id like you to come to our dinner this evening.2) Request the pleasure of 恭请3) The favor of a reply is requested.敬赐复函。4) May I have the honor of your company at dinner? 敬备菲酌，恭请光临。5) Thank you for inviting us to dinner.6) We are delighted to accept your invitation.7) I wish I could be there, but I expect to be away on vacation at that time.8) Please reply to Thirty-five Park Avenue.9) Well be awaiting your arrival on the twelfth.10) I hope you are not too busy to come期望你在百忙中光临。11) Im looking forward to seeing you.12) We thought it would be pleasant to have some of our friends to celebrate it.13) The reception will be held in , on招待会定于在举行。14) We sincerely hope you can attend.15) We have decided to have a party in honor of the occasion.为此我们决定举行一次晚会。16) Please let me know as soon as possible if you can come and tell me when you will be able to do so.如能来的话，早日告我，何时为宜。17) Please confirm your participation at your earliest convenience. 是否参加，请早日告之。3. Specimen例文1.Invitation to a Formal Dinner（宴会）1) A letter of invitationDear Mrs. Benton,John and I would be very happy if you and Mr. Benton could come to dinner with us on Monday, May the second at six oclock. We do hope you can Join us. Sincerely yours Ellen Smith2) A letter of Accepting an InvitationDear Mrs. Smith,Thank you for inviting us to dinner on Monday, May the second. We are delighted to accept your invitation. Sincerely yours, Lucie Benton3) A letter of Declining an InvitationDear Mrs. Smith,Thank you for inviting us to dinner on Monday, May the second. I wish I could be there, but I regret to inform you that owing to being away on vacation, we shall not be able to come. Sincerely yours, Lucie Benton2. Invitation to a WeddingDear Aunt Kate,David and I are to be married at the Community Church (区教堂)on Thursday, June the twelfth, at noon.We want you come to the ceremony, and also to the wedding breakfast(喜宴) afterward at home.Well be awaiting your arrival, Aunt Kate, on the twelfth! With love Helen3. Invitation to a DanceDear Martha,Next Friday October the first is our national Day, and we thought it would be pleasant to have some of our friends here to celebrate it. Will you and Tom come? Well have dancing from seven until twelve.We are all looking forward to seeing you. Students of International business School4. Invitation to a Reception(招待会）Dear Mr. Hobson,It would give us great pleasure to have your presence at a reception in honor of the Chinese delegation（中国代表团）.The reception will be held in the City Hall, on Tuesday, October the fourth. Cocktails(鸡尾酒会） will be served promptly at six to be followed by dinner at eight.We sincerely hope you can attend. Let us know as soon as possible if you can come. Sincerely Li He5. Invitation to an Export Commodities fair(出口商品交易会)Dear Sirs,This is to advise that we are going to hold an Export Commodities fair in Shanghai from May 1st to May 15th,1999. A great variety of samples(品种繁多的样品), newly designed by our manufacturers, will be on exhibition. We take pleasure in inviting you to the Fair. Please cable（电告） the date of your arrival, enabling us to make the necessary preparations. Yours faithfully6. Invitation to an Anniversary Celebration of the founding of a School(校庆)Dear prof. Smith,On Monday, September the tenth all the faculty members of Hu Nan University will celebrate the Seventieth Anniversary of the School Founding.We have decided to have a party in honor of the occasion. The place is Teachers Reception Hall(教师会客厅), and the time is Friday evening, September the tenth, at six oclock. Come and bring your wife or other guest. We look forward to seeing you.In order to make proper reservations, will you send your acceptance to the attention of Professor Chen no later than a week before that day.(为了便于安排，务请您与宴会举行一周以前将您的接受邀请的回执寄到陈教授处。) Cordially,（您真诚的) Wang Hua 7. Invitation to Giving Lectures(邀请来校讲学)1) A letter of invitationDear Prof. Green,I was told by our mutual friend Mr. Wilson that you would visit China next month this year. May I take the opportunity to invite you to come to our college to give the students of our English Department some lectures on “Modern American Literature”? Please let me know as soon as possible if you can come and tell me when you will be able to do so.With warm personal regards, I am,(我个人谨向您致以热烈的问候。) Your sincerely, Yan Hai2）A letter of Accepting an InvitationDear Prof. Yang,I accept with pleasure your kind invitation to come to your college and give some lectures on “Modern American Literature” to the students of your English Department.I shall arrive at Changsha on 12th October, and will stay at your college for two weeks, giving lectures 3 times a week.Im looking forward to meeting you and your students.Best wishes. Yours sincerely, Green 8. Invitation to Attending the Academic conference(学术会议)1) A letter of invitationDear Professor Parley,It would give us great pleasure to have your presence at a meeting of English language teaching scheduled for September the sixth,1998 at the English Department of Beijing University.Your thinking on the subject would contribute greatly to the success of the conference. Do let us know if you can make it. Cordially,(您诚挚的) Xia Kai 2）A letter of Accepting an InvitationDear Professor Xia,Thank you very much for your invit