商务书信模板及详解.doc

商务书信综述 商务书信（包括当今常用的电子邮件的形式）是公司之间往来的信函，间接代表着一个公司的形象，所以使用一种良好的体裁或形式是非常必要的。下面我们就详细谈谈书信的形式。1. 商务书信的构成要素2. 商务书信的结构3. 商务书信的形式商务书信的构成要素(1) Letterhead 信纸的信头（指信纸上端所印的寄信人的姓名、地址或电话等文字)(2) Reference Number 参考号码 (3) Date 日期（写上发信的日期）(4) Inside Address 收件人姓名、地址 (5) Attention 收件人的姓名(6) Salutation 称呼(7) Subject 主题（能令对方一目了然的内容主题） (8) Main Body 信的正文（信函之主体）(9) Complimentary Closing 结尾语 （结尾的致候） (10) Signature 签名 （可写上发信者的姓名、职称）(11) Identification Marks 识别记号 （写上书信者与打字员姓名的头一个字母）(12) Enclosure 附件，简写为Encl. 或Enc. （若有附寄物须告知） (13) Carbon Copy 副本（要寄送同一内容给其它公司时，要填写其它公司名）(14) Postscript (略作P.S.) 附笔 （补充说明内容）商务书信的结构 （ Letterhead or typed heading）Guangzhou Mei Sheng CompanyNo.100 XianLie Zhong RoadGuangzhou 510070Phone or Fax (020) 3421-0312October 15, 2002 （dates）Mr. John SmithChief Executive Officer West Coast Stationery, Inc. 333 Caselli Ave. San Francisco, CA 94114 (inside address)Dear Mr. Smith,(salutation)This is the first line of the first paragraph. It should state the purpose of the letter or the reason for writing. This should be brief and clear. This is the second paragraph. Most letters have more than one paragraph. This paragraph can be the most important part of the letter. Write what you want to tell the receiver.A third paragraph can be used to express another thing that you want the receiver to know. Im closing this letter now so that I can demonstrate the final elements of a letter. Thank you for considering these suggestions. (body text) Sincerely, (complimentary closing)Thomas Leng(signature)Thomas Leng (typed name)Sales ManagerEnclosure: Catalog and price list (enclosure)C C: Eastern Stationery, Inc. (carbon copy)商务书信基本上有以下三种形式： Block Style （齐头式） 除了Letterhead（信纸头衔）已印制于公司专用信纸的中央顶端，其它各项则集中于信纸的左端。 Semi - block Style (also called Modified Block Style with Indented Paragraphs) （混合式） 混合式把date (日期)和references（参照号码）的位置固定在右边，以便归档、检索；complimentary closing（结尾语）、signature （签名）及typed name （打印的名字、职位）同Letterhead（信纸的信头）一起放中间，其余部分放在信纸左端。 Intended Style （缩行式） 缩行式可以选择以上两者任意一个形式，只有Main Body部分（文中的各段落）起头处向内缩五、六个空格。下面我就将这三种形式微观生动地表现出来。 (1)齐头式 （2）混合式 （3）缩进式索取资料与交涉 索取资料是申请贸易交涉的第一步，也是进一步了解对方的过程。在索取资料时先要介绍自己，并告知对方你是从什么地方得知他们公司的。一般情况下，索取对方的宣传册和价目表都是免费的，有时连少量的样品也是免费的，对方通常也很乐意提供这些。毕竟商家都希望和有潜力的客户打好交道。Stage 1 （买方）首先要写明获悉对方的过程 （卖方）谢谢贵方对本公司有兴趣，并告知产品目录册、价目表 已经寄送，请查收Stage 2 （以下几点根据需要可以任意选择）1）.可以自我介绍本公司，申请交易。详述我方经营品种、范围及经营状况，然后提出交易 2).附寄本公司的产品宣传册、价目表，以及简单的交易条件要求对方免费寄送产品目录册、价目表，并说明其用意3). 真诚希望能与贵方建立良好的合作关系Stage 3 1).详述恳求及时答复的心情2).如有什么问题的话，请随时与我方联系索取宣传册Ladies and Gentlemen: I am intrigued1) by your advertisement in the May issue of Personnel International concerning your free brochure. Please send me three copies of your free brochure, “Premium2) Products”. I plan to keep a copy and send the remaining two to our regional managers3).Thank you! 简要翻译 我对贵公司在五月份国际人事刊登的免费宣传册很感兴趣。请将你们 “优惠产品” 的免费宣传册寄三份给我。我打算自己留一份，剩下的两份寄给我们的区域经理们。 Useful Sentences 1. We would appreciate it if you could4) send us a list of your merchandise and a price list. 如果你们能寄给我们一份你们的产品目录和价目表，我们将不甚感激。2. We would like to ask you to kindly send us the related information.我们希望你们能将相关资料寄给我们。3. It would be very helpful if you could5) send us statistics6) on your sales. 如果你们能将你们的销售统计资料寄给我们，那可就太有帮助了。4. Please send us your catalogue and best terms for this new product. 请把贵公司的新产品目录和优惠条件寄给我们。5. Please supply us with the following information by the end of this month, at the latest.最迟请在这个月末之前把以下资料寄给我们。Useful Words & Expressions 1. be intrigued 出于好奇;被迷住了；感兴趣 2. premiumn. 优惠(让价);附赠礼品3. regional manager 分管某区域业务的经理,区域经理4. We would appreciate it if you could 如果你们能，我们将不甚感激。5. It would be very helpful if you could 6. statistics n. 统计,统计资料回复宣传册索取Dear Miss Zeng:In a separate first-class mailing1), I am sending you three copies of our catalog as requested2). I am very pleased that you want a copy for each of your regional managers. Since the catalog “includes almost everything expand on3)the gifts in this letter. I do want to say, however, that for quantities of 50 or more gifts we offer a very attractive price. Please feel free to contact me if you have any questions. 简要翻译 如你所要求的，我已将三份我们的产品目录册用特快专递分开寄给你们。我很高兴你要求给你们的区域经理每人一份。 目录册上已有详细说明，我就不再在信中详细介绍这些礼品。但是有一点我想说的是，礼品的数量达到50或者50以上，我们将提供一个非常优惠的价格。 如有什么问题的话，请随时与我联系。Useful Sentences 1. If you are interested in our line of business4), we would be happy to send you our company catalog. 如果你们对我们的经营品种感兴趣，我们将会很乐意将我们的公司目录册寄给你们。2. We learned of5) your company through the Chamber of Commerce and Industry in Beijing. 我们是从北京的工商业联合会得知你们公司的。3. Could you please send us your company brochure and your latest annual report? 恳请你们将你们公司的宣传册和你们最近的年度报告寄给我们。4. Our company is one of the largest sales agents for Canon Cameras in China and we have obtained6) information about your new products. 我们公司在中国是最大的佳能照相机的代销商之一，关于你们的新产品我们已略知一二。5. We are exporters dealing mainly in7) silk goods in Hangzhou and would like to know if we may have transactions with8) you. 本公司是以经营杭州的丝绸为主的出口商，希望得知能否与贵公司交易。Useful Words & Expressions 1. first-class mailing 优先投递邮件2. as requested 3. expand on ph. 详述 4. line of business 经营品种product line 产品品种5. learn of 得知，获悉6. obtain vt. 得到，获得obtain a patent 获得专利7. deal in 经营8. have transactions with 与有交易邮寄宣传册Dear Mr. Liu, Thank you for your letter dated April 20th, 2001 inquiring about our company and our products. Enclosed are our latest brochures listing all the types of yachts we manufacture as well as our financial statement for the year ending 31st December 2000.We have not sold our products in the Chinese market in the past, and we would be delighted to do business with your company. Please go through the enclosures. We would be happy to answer any questions that may arise.We look forward to hearing from you.简要翻译 谢谢你们2001年4月20日垂询我公司和产品的来信。随函附上我们最近的小册子，上列有我们生产的各种类型的游艇以及我们2000年底前的财务报表。 以前我们的产品从未在中国市场上销售过，所以能和贵公司一起合作我们很高兴。请仔细查看附函。我们很乐意回答任何可能出现的问题。 期盼你们的回音。Useful Sentences 1. As requested, we are enclosing our company brochure. 如你们所要求的，我们附上了我们公司的小册子。2. We have been in this business for the past 15 years and we are proud to1) have established an excellent reputation. 我们经营这种生意已经有十五年了，能享有这么大的声誉我们很自豪。3. We have recently expanded our market into Canada.我们最近已将市场打入了加拿大。4. We hope you will get some idea of our companys structure. 我们希望贵公司能对我们公司的结构有所了解。5. If you need further information, please do not hesitate to contact us at any time. 如果你们需要进一步了解情况，请随时与我们联系。Useful Words & Expressions 1. be proud to 自豪地，得意地 be proud of +名词短语/ be proud +that 从句We are proud of our new technology. （我们为我们的新科技感到自豪。）2. Please do not hesitate to Please feel free to询问产品详情Dear Mr. Morgan,We refer to your companys brochure dated the 2nd of October 2001. We are very interested in learning in greater detail about your product No. 1080 as shown on page 15 of the said brochure. Could you please supply us with the specifications, price, delivery and other relevant information so that we could further evaluate this product? Since we intend to hold an internal meeting on the 25th of October to determine which companys product we might purchase, we would like to have your reply by the 11th. Thank you for your immediate attention to this matter. Yours sincerely, 简要翻译 我们参照了贵公司2001年10月2日的小册子。我们对第15页的第1080号产品很感兴趣，并想得到进一步地了解。你能给我们提供规格、价格、交货以及相关情况，以便我们能进一步评价此产品吗？由于我们打算在10月25日举行一个内部会议来决定我们有可能购买哪家公司的产品，所以希望你们在11号之前能给予答复。谢谢你们及时给予回复。Useful Sentences 1. It would be helpful if you could give us the full details of your newly developed Video Cassette Recorder M83. 如果你们能给我们提供你们最新开发的卡式录音机M83的全部详细资料，那将会很有帮助。2. Please provide us with technical manuals3) that describe the structure of the machine. 请给我们提供描述机器结构的技术说明书。3. We are particularly interested in the possible purchase of laptop computers. 我们对购买手提电脑特别感兴趣。4. Your early reply would be very much appreciated. 若贵方能尽早作答复，则不胜感激。5. We would like to receive additional information about your Autumn Collection. 我们想索取你们秋装系列的进一步资料。Useful Words & Expressions 1. refer to 提到，基于，参照2. supply vt. 供应，提供supply A with B 为A提供BYour last report provided us with enough information to start discussions. (你们最后的报告为我们开始讨论提供了充分的资料。)3. manual n. 手册,便览,简介回复产品询问Dear Mr. Li,Thank you for your letter of October 5, 2001 requesting details about our product No. 1080. While the specifications1) of the product are enclosed, our commercial terms including price and shipping are as follows2): (1) Quantity: 100 units. (2) Price (CIF New York): US$ 100.00 per unit. (3) Payment Terms: L/C to be established within one week after order. (4) Shipment: Within one month after receipt of L/C. We hope the above3) is of interest to you and we look forward to hearing a favorable reply from you in due course. Yours sincerely, 简要翻译 谢谢你们2001年10月5日来信询问我们第1080号产品的详细资料。在附寄产品明细单的同时，关于价格和装船的商业用语，我们具体列于如下：（1）数量：100组（2）价格：（纽约到岸价）：每组100美金（3）付款方式：下订单的一个星期内办好信用证（4）装船 ：在收到信用证的一个月之内希望上述条件能引起你们的兴趣，我们期待在合理时间内能听到你们肯定的答复。UsefulSentences 1. Thank you for your letter concerning our Autumn Collection.谢谢你们关注我们秋季系列的来信。2. I am sending the copy under separate cover. （在另函中）我会另外寄送副本。3. We are pleased to send a catalog in which our new items are listed. 我们很乐意将我们最近产品的目录寄给你们。4. We are sorry that we cannot give you the pertinent information you requested. 我们很遗憾不能给你们提供你们所要求的相关资料。5. The manuals are not available at the moment and we must ask you to wait another week before they reach you. 简介手册暂时还未准备好，所以请你们再等一个星期。Useful Words & Expressions 1. specification n.规格；详细计划书；(产品等的)说明书 specify vt. 明确说明，具体指定 Please specify what you really want to say. （你想说什么，请详细说明。）2. as follows 如下 3. the above 如上所述，上面提到的the above-mentioned product 上面提到的产品 邮寄签署文件Gentlemen / Ladies, Enclosed please find the following original documents2) signed by our company: -Contract (2 copies). -Agreement relating to3) the Joint Venture (2 copies). -Specifications (2 copies). Please have these documents signed by your company and return one copy of each to us at your earliest convenience4) .Very truly yours,简要翻译 随附以下我公司已经签过的原始单据，请查收 ： 合约书（2份） 与合资企业相关的协议（2份） 明细单（2份） 请贵公司回签这些单据，并请在方便时尽快将每份副本寄回给我们。Useful Sentences 1. Attached please find a copy of the letter that we faxed today to your London office. 随附上今天我们已传真到你们伦敦办公室的信件复印件，请查收。2. Enclosed is our latest products brochure. 内附有我们最新的产品手册。3. Enclosed please find for your review a draft of the license agreement. 随附有一份许可证协议草稿，供你参考。4. Please confirm receipt of the price list by e-mail or fax. 收到价目表后，请以电子邮件或者传真的方式确认。5. Attached please find a copy of the minutes from the department meeting on budget cuts. 随附一份关于减少预算费用的部门会议记录，请查收。Useful Words & Expressions 1. Enclosed please find 内附有，请查收 Attached please find 内附有，请查收2. original document 原始单据，原始凭证 draft n.草稿，草图 manuscript n. 原稿，手稿 papers n. 资料，文件3. relating to (=concerning / regarding) 关于，与相关联 4. at ones convenience 就某人方便的时候5. Enclosed is / Enclosed please findenclosure n.（信函的）附件 Enclosed please find our company brochure. (随附有我公司的宣传册，请查收。)推荐新产品Dear Customer,We are delighted to send you our 2000 Cellular Phone Brochure, which we hope you will find of interest.Our brochure features our latest cellular phones, which we manufacture ourselves. Please let us know if you wish to receive details on one particular type or on a wider range, as we would be pleased to send you the additional information. With over twenty years experience in the production and sale of telephone equipment, we are confident that our products will give our users full satisfaction. We very much look forward to hearing from you. Very truly yours,简要翻译 我们很高兴将2000年的手机宣传册寄给你们，并希望你们会感兴趣。 我们的宣传册突出的是我们最近生产的手机款式。如果你们希望了解某一款式或者更多款式的详细资料，请告诉我们，我们会很乐意为你们提供补充材料。 凭据我们20多年电话装置的生产和销售经验，我们很自信我们的产品可以令用户完全满意。 Useful Sentences 1. We have enjoyed an excellent reputation3) for quality products in our field for over 20 years. 在这一领域里，我们的产品质量上乘，20多年来一直享有声誉。2. We can assure you that our new products are certain to satisfy your customers. 我们可以向你保证我们的新产品一定可以让你们的顾客满意。3. We have been engaged in4) exporting cameras for 15 years and are closely connected with large manufacturers in our country. 我方从事相机出口达15年，并与本国的大厂商有密切的联系。4. Its our great pleasure to offer you the lowest possible price. 我们很乐意为你们提供最低可能的价格。5. We are experienced5) manufacturers and exporters of athletic shoes, and are enjoying a good reputation all over the world. 本公司是具有丰富经验的运动鞋生产商和出口商，在世界上享有声誉。Useful Words & Expressions 1. of interest (= interesting) 发生兴趣2. additional a. 追加的，添加的 additional information 补充资料 pertinent information 相关资料3. reputation n. 名誉，名声 good bad reputation 好（坏）名声Our new products enjoy a good reputation in China. （我们的新产品在中国享有声誉。）4. engage in 从事5. experienced a. 有经验的；老练的，熟练的 experience n. 经验,体验,经历 He is an experienced worker. （他是个很有经验的工人。）索取样品Dear Mr. Zhang, We have received your letter of May 10, 2000 outlining1) your commercial terms and the attached specifications for your product No. 1080. In order for us to make a proper evaluation2) of your product, it would be very helpful to examine3) an actual sample. We wonder if it would be possible for you to send us one unit of the product as a sample, free of charge4). Many thanks. Sincerely, 简要翻译 我们已经收到了贵方2000年5月10日的来信，信中概述了第1080号产品的商业用语和规格说明。 为了能使我们准确地评价你们的产品，检验一款实物样品会大有帮助。我们想知道贵方能否免费送给我们一套产品作为样品。 Useful Sentences 1. We request that you send us the latest sample. 我们期望贵方能寄给我们最近的样品。2. We would like you to send us a sample copy as soon as possible. 我们希望你们能尽快寄给我们一份样品。3. Please kindly send us samples and a price list. 请把样品和价目表寄给我们。4. In order that we may discuss the possibility of marketing your new product, please provide us with samples within a week. 我们有可能会讨论销售你们的新产品，请在一个星期内为我们提供样品。5. We are very much interested in your Electronic Calculators and hope you will send us a copy of the newest catalog together with the prices. 我方对你们的电子计算器很感兴趣，希望你们能寄给我们一份最新产品目录及价目表。 Useful Words & Expressions 1. outline vt. 概述,略述 2. evaluation n. 估价,评价;估算 evaluate vt. 评价，估价某样东西 3. examine vt. 测验,检查;细查 exam n. (= test = examination) 检查,调查；考试4. free of charge ph. 免费的 We will provide the items free of charge immediately. (我们会立即免费提供这些品目。)回复样品索取Dear Mr. Atkinson, In reply to your recent letter regarding the supply of 10 free sample units of our product No. 1080, we regretfully1) have to say that we are unable to supply them. It is our corporate policy that we never agree to a free-of-charge supply of more than2) two units. Therefore, we can only send you up to3) two units free of charge, and we would have to charge 1,200 RMB for the remaining eight units. We are sorry that we are unable to comply fully with4) your request. We await your reply. Best regards,简要翻译 关于贵方最近的来信，讲到要我们免费提供10组第1080产品，我们深表遗憾不能提供。 我公司的原则是我们从不免费提供两组以上的产品。因此，我们只能免费给你们两组，而剩下的八组我们得收取1200元人民币。很遗憾不能完全满足你方要求。我们等候你们的回音。 Useful Sentences 1. We sent you two sample units by courier service today. 今天我们已经快递寄出了两组样品给你们。2. You will be receiving two sets of samples by the end of this week. Thank you for your interest. 你们在这个周末之前将会收到两组样品。谢谢你们对我们产品感兴趣。3. We will have to ask you for an extra charge5) for more than two samples. 超过两个样品我们将不得不收取额外费用。4. As we have terminated production of the item you requested, we cannot provide any samples at this moment. 由于我们已经终止了这项产品的生产，所以现在我们不能提供任何样品。5. We apologize for not being able to give you any samples. 抱歉我们不能为你们提供任何样品。Useful Words & Expressions 1. regretfully ad. 懊悔地;抱歉地2. more than 反义词是less than 3. up to (深度、高度、数量、时间等)到.程度,一直到4. comply with comply with your request 满足你方要求 compliance n. 承诺，顺从;屈从 in compliance with 依照 5. extra charge (= additional charge) 额外费用 询价Gentlemen / Ladies: We refer to your letter (your ref. No. 1234) dated August 3, 2001 and the enclosed brochure. Depending on your competitiveness1) in price and other terms, we may be interested in selling your Accuracy irons and Super-Distance woods in our market. We would therefore appreciate receiving a quotation2) for your clubs for the following quantities. Accuracy: 100 sets Super-Distance: 100 sets We await your quotation. Sincerely 简要翻译 我们要提到的是贵方2001年8月3日的信件和附着的宣传册。 根据你们在价格和其他条件方面的竞争力，我们可能有兴趣在我们市场上销售你们的高精度铁头球棒和超距离木制球棒。因此我方希望将会收到你们以下数量球棒的报价。高精度铁头球棒：100 套 超距离木制球棒：100 套 等候你们的报价。Useful Sentences 1. We would appreciate your quotation for the supply of office equipment. 倘若你们能提供办公室用品报价，我们感激不尽。2. Please quote us your price for 100 units of Item 6 in your catalog. 请给我们提供你们产品目录册上100组6号产品的报价。3. Please quote us for the supply of the following items, giving your best prices C.I.F. Tian Jin. 以下物品的供应，请以成本运费保险费在内的天津到岸价给予我们最优惠的报价。4. Please let us have your best quotations by fax, together with the approximate time of shipment. 请以传真方式告知我们，贵方最优惠的报价以及大致的装船日期。5. We are attaching relevant specifications for your reference. 我们附加上相关的规格说明，以供参考。Useful Words & Expressions 1. competitiveness n. 竞争力 competitiveness in international market 国际市场竞争力 competitive a. 竞争的;经由竞争的,竞争性的2. quotationn. 报价单，估价单 quote vt. 报(价),开(价) Please quote us the best price. (请给我们提供最优惠报价。)3. for your reference 供你参考报价Dear Mr. Morgan,We have received with gratitude your letter of August 3, 2001 requesting us to submit a quotation to you concerning Nike shoes prices. Were plea