商务信函写作.doc

商务信函中的7个“C”原则 写信的原则（Writing Principles）已从原来的3个“C”（Conciseness, Clearness, Courtesy）发展到目前的7个“C”：Completeness, Clearness, Concreteness,Conciseness, Correctness, Courtesy, Consideration 实例 Dear Sirs, With reference to your letter of April 9, we are pleased to accept your offer of 100 tons of Copper Wire as per your Offer Sheet No.8/070/02B. Please go ahead and apply for your Export Licence. As soon as we are informed of the number of the Export Licence we will open the L/C by cable. 信的本文汉译 关于你们四月九日涵，我们高兴地接受你们第807002B号报盘单所报100吨紫色铜丝。请着手办理申请出口许可证。一经接到出口许可证号码的通知，当即电开信用证。 对商业信函的“完整”要求 要求书信的“完整”， 理由有三： 1一封完整的书信比一封不完整的书信，有更大的可能性带来预期的效果； 2一封完整的书信，有助于建立和表达友善关系； 3一封完整的书信，可以避免由于遗漏重要情况（情报）所导致的诉讼（Lawsuit）； 4有时，某些不显眼的书信或文件，由于所提供的情况完整而又生动有力（Complete and Effective）而成为极为重要的文件。 一封信写得是否完整，建议用五个“W”来检验，既： “Who, What, Where, When 及Why(包括How)” 例如在定货的信中，必须明确说明 “需要什么商品”(What you want) “何时需要” (When you need the goods) “货物发到何地何人收”(to Whom and Where the goods to be sent) “如何付款”(How payment will be mande) 如对对方的要求作出否定的答复时（如不能报盘，不能理赔等）应说明理由“为什么”(Why)BEC中级写作电子讲义(三)第三讲 商务便函与便条审题：Mr Smith, your boss, told you to ask Ms Liu to attend a sales presentation on a new product.Write a note to Ms Liu:*saying who wants her to attend the sales presentation;*informing her when and where the sales presentation will be held有同学写成Mr Smith told me to ask who wants to attend有同学写成 Please write a note to Ms Liu asking her to attend a sales presentation.一定要把题目看清楚，再下笔写。（一）商务便函一般公司企业往往都印有按照自己公司风格的商业便函，请看下列例子：Memo To：(收信人)From:（发信人）Date:（日期）Subject:（事由）Message:（正文）大企业往往拥有许多分支机构，其商务便函信笺就包含较多的内容，如： Memo To：(收信人) From: Company：(分公司) CompanyDept：(部门) DeptLocation & Ext：(地址与分机号) Location & Ext:Subject: Date:Message 商务便函一般由以下几个部分组成： 1、Memo： Memo是Memorandum缩写，因此也可以用Memorandum，此外还有Internal Memorandum和Interoffice Memorandum，其意思都是一样的。 2、To：这一标题后面应写收信人的姓名与职衔，姓名前可以用尊称或不用，如： To：Mr. John Smith，Sales Manager 3、From：这一标题后应写发信人的姓名与职衔：职衔可根据需要决定写或不写，但姓名前不要用尊称。 4、Date：日期的写法同书信里日期写法的要求完全一样，不要用数字来表示月份。 5、Subject：这一标题后是写事由的，即用一个或几个词汇简单概括便函的内容，以便查阅。事由必须简洁明了，不要用完整的句子，如：Changes in Travel Advance FormPromotion of Staff Vacation ScheduleParticipation in Training Programmes 6、Message商务便函还可以根据实际需要在末尾增加发信人的姓名首字母、附件、副本抄送等。例SCHOOL OF ENGLISH FOR BUSINESSMEMORANDUMTo: Mr. Kingswick, Course CoordinatorFrom: Barnsby CampbelDate: 19 November, 1995Subject: Lesson Plan for 28 November LectureI intend to teach memo writing in my next lecture. I plan to cover the following plans:1. Inside AddressThis is omitted in a memo. As internal communication the reason is obvious.2. GreetingIt is mere polite to put Mr., Mrs. or Ms before and the office after the name of the recipient You may sometimes address the readers as a group.3. SubjectThis is a phrase to tell the reader what the memo is about. Sometimes only the phrase is given without the word Subject before it.4. BodyThese should be short, less than 10 lines, and concentrate on only one paragraph one idea each: Sometimes for memos with three or more paragraphs, it is advisable to begin each with a heading in capital letters to tell what the paragraph is about. Another practice is numbering the paragraphs for easy reference later on.5. Carbon copyThis is written as c.c. for short. As in a letter, it lists the persons who are also receiving the memo.6. SignatureOnly the initial is needed, The office and name in print of the writer are omitted. In more casualmemos there is no signature at all.Any thought on my notes? Anything to add? Let me know at tea break.c. c. Mr. P.L. Ducke, Training Officer（二）商务便条商务便条一般有四个组成部分：日期、称呼、正文、签名。一些公司有印好的便条笺。如: MessageTo: Date: MessageTelephone MessageFor: From: Tel.: Message:Action required: Please call back Caller will call back later No action requiredMessage taken by: Date Time 例：让秘书通知推迟约会Miss Wang ,I ve got an urgent meeting today. Please contact the applicants to postpone the interviews till further notice.DS分类：1 告知信息 inform2 布置安排 arrange3 征求意见 request4 询问信息 enquire5 求助申请 apply6 推荐建议 suggest1 告知信息类例题：lYou are a manager at an auditors called Golding & Co. Your company has just merged with a competitor to become MasonGolding. You have been asked to inform staff of the change of name.lWrite a memo of 40 - 50 words: informing staff of the new name telling them when to start using the new nameasking staff to use only the new name after that time.收购与兼并 merger and aquisition范文：As a result of our merger with Mason&Co., the name of our company will be changed MasonGolding. Please start to use the new name on 1 March 2006. You are reminded that only the new name can be used from then on.remind/ advise总结：告知用词tell notify mention express inform explain note report adviseI am writing to tell/inform you that.I am writing to explain. (tell your boss why you cannot attend)I am writing to express (my regret)例题You are the training manager of a company which has won a large export order. You have been asked to organise foreign language training for some of your staff.Write a memo to staff:explaining why the courses are necessarysaying which members of staff should attendannouncing when the courses will startWrite 40-50 words on a separate sheet.范文To: All staffFrom: the Training ManagerDate: 1 March 2005Subject: A Foreign Language Training CourseI was asked to organise a foreign language training course because of the large export order we received recently. It will start on 15 March and will last 2 weeks. Those who will deal with orders should attend this course.2 布置安排类lYou are Head of Research for an international car manufacturer. You have to make an urgent trip tomorrow to visit Pierre Blanco, a colleague who works for a subsidiary.lWrite a memo of 40-50 words to your secretary:ltelling her who you are going to see and whenlasking her to book flight tickets and accommodationltelling her what work you would like her to do in your absence.lWrite on your Answer Sheetsubsidiary, parent company, holding company, affiliate, branch, headquarters, representative office范文：I need to have an urgent meeting with Pierre Blanco of our Paris office tomorrow. Please book a return ticket to Paris and a hotel room for me as soon as possible. During my absence, please keep me informed of the progress of the project. If there is anything urgent, give me a phone call.注意口气：比较open the door；please open the door; could you please open the door？ I would be grateful if you could open the door for me.I would appreciate it if you could open the door.例文You are the manager of a small export company. Peter Watson, an important client, is visiting your company for three days from 22 October.Write a note of 40-50 words to your secretary:Asking her to book a hotel roomSaying where the hotel should beGiving her the dates范文比较下面三篇作文，注意内容点和语气的区别。作文1：Dear Ms Jones,I am writing to inform you that Mr Peter Watson will be visiting our company. Would you please be so kindly as to reserve a suitable room for him?Yours sincerely作文2：Hi Mary,Look. Im really sorry to have to trouble you but Peter Watson a really important client is visiting the company for three days in October, starting on 22nd, to discuss a contract with us. Please will you book for Mr Watson a really nice hotel room as soon as possible? Thanks very much.See you soon!作文3 Mary,Mr Peter Watson is visiting us in October. Could you please hire a hotel room for him? He is arriving on 22nd October and will stay for three nights. If possible, the hotel should be one near the office. Thank you.3 询问信息类例5You are the factory manager of a car company. You are waiting for urgently needed components from your purchasing department.Write a note to Mr Grayson, the Assistant Purchasing Manager:enquiring about the reason for the delay;stating when the components are needed;suggesting a meeting to discuss future deliveries.Write 40 - 50 words on your Answer Sheet.范文I am writing to enquire about the reason of the late delivery of the ordered components. We need the components by next Monday. In order to smooth our cooperation, I suggest that we have a meeting to discuss future deliveries.4 征求意见类例文You are a Project Team Leader. You have had to postpone your next project meeting because some of the members of your team will be abroad.Write a memo of 40-50 words to your project team:informing them of the postponing and giving the reasonstating a new date and time for the meetingrequesting suggestions for the agenda.Write on your Answer Sheet.词汇：postpone; delayagenda, schedule, timetable范文I am writing to inform you that the next project meeting will be postponed. Because several team members will be abroad for another project, we will hold our next meeting on 1 August, starting from 9am. Please let me know if you have any suggestions as to the agenda of the meeting.最后一句话可以替换为：Do you have any suggestions regarding the schedule?I welcome your suggestions concerning the timetable.5 求助申请类例题You have lost your calculator, and you want to order a new one. You need to make a written request to your supervisor, Ann Ray.Write a memo to hersaying that you need a replacementexplaining what happened to the old oneasking her to approve the requestWrite about 40-50 words.范文I am writing to apply for a replacement calculator. I found the old one missing after the client meeting yesterday. As a calculator is essential to my daily work, could you kindly approve this request?例题You would like to go to a seminar on presentation skills.Write an email to your line manager:requesting time off work to go to the seminarsaying when the seminar isexplaining why you want to goWrite 40-50 words on a separate sheet.词汇：line and staff management, line manager, staff manager句型：May I have your permission to do sth?范文To: Nick JohnsonSubject: Presentation Skills SeminarI would like to attend a seminar on 3 April.It is about presentation skills. Since I have to make many presentations to customers, this seminar will be very useful.Could you tell me if its possible to take time off work to attend this seminar?ThanksAngela6 推荐建议类例题Your companys Sales Department has asked you to give a talk next Friday on your most recent project.Write an email to Mrs Jay in the Sales Department:agreeing to give the talk and suggesting a timesaying what equipment you will needrequesting information about the participants.Write 40-50 words on a separate sheet.句型：I think. Why not. Shall we. I suggest.总结用法：总结suggest用法suggestsuggest doing sthsuggest eg suggest a holidysuggest that sb do sthrecommendrecommend recommend some articlesrecommend to sb (eg a friend)recommend doing sth (eg putting another board up)recommend that sb do sth范文To: Anna JaySubject: Talk Next FridayI would like to give the talk suggested by you and I think 9.30am, after the break, would be the perfect time.Required equipment: - Overhead Project-Flipchart with PensPlease give me some information about the people participating.RenateBEC中级写作电子讲义(四) 第四讲 商务信函（上）与前面题型的共性区别：值得注意的是，大作文本身的特性1 读者不同 对内/对外2 信息点数量 3/53 阅读量 小/大4 字数要求 40-50 / 120-140信函要求：1、 研究收信人的兴趣所在2、 采用恰当的语气 体谅对方的态度(You-Attitude) / 自我为中心的态度(I-Attitude or We-Attitude)。3、语气自然真诚 请比较下面两组例句：Instead of SayI have pleasure in informing youI am pleased to tell youto say4、言简意赅5、有礼有节，善解人意礼貌用语，如your kind enquiry，your esteemed order，your valued custom 6、避免行文冗长 请比较下面两组例句: Instead of SayPlease see that an enquiry is conducted to determine the reason. Please find out the reason.7、避免陈词滥调 请比较下面的例句：OPENINGS Instead of SayAdverting to your favour Re (your letter) The writer, wished to acknowledgeReferring to your letter OrThank you for your letterWe are in receipt ofWe began to acknowledgeWe have to acknowledgeWe have receivedWe beg to inform youWe beg to think youWe are writing to inform youWe thank youYour esteemed favour to handYour letter to handYours to handWe have received your letterYour letter to handYours to handENDINGS Instead of SayThe favour of your early reply will be obligedI shall be glad to hear from you.Assuring youd our best attention at all timesWe beg to remainWe remainAwaiting the favours of your early replyOmit all these.MISCELLANEOUSInstead of Sayas per according toidem., inst., prox., ult. name the monthif it is within our power if we canit will be our constant aim. we shall tryof even date of todayonly too pleased to very glad toper byPlease be good enough to advise us please tell ustake an early opportunity act promptlyyesterday s date Yesterdayyour communication your letter, phone, message, etc.your good self youyour favor yours of the 15th your letteryour letter of the 15thUnder separate cover separately, or better still,by registered post, etc.8、措词精确有力 （1）选用简单的词汇请比较下面两组例子： 在书信中多使用单词而不是词组，在报告中词组应比单词使用频率高一些。 请比较下面两组例子：Instead of Saywill you be good enough topleasein the near future soonat the present time nowcome to a decision decideexpress a preference for preferfor the reason that because前面的语言报告表述多，后面的语言书信表述多。运用简明的语言表达观点。请比较下面两组例子：Instead of SayEvery consideration will be given to your request.Your request will be carefully considered.It gives us much pleasure to inform you. I am pleased to tell you (or to say).（2）保持词语释义的一致性 避免出现一词多义 避免多词一义的错误 （3）用词准确 避免词义不清的表达方式，如considerable quantity，favourable price，appreciable rise。 （4）措词具体、形象请比较下面两组例句： Instead of SayWe have no hesitation in advising you.We advise you.The preparation of new salary scales is in hand.Now salary scales are being prepared.9.避免单调平乏 (1) 松散句与掉尾句 松散句 掉尾句I have an interview as soon as I arrived.As soon as I arrived, I had an interview.(2) 长句和短句 请看下面的段落： We regret to have to complain that you have not yet delivered the goods ordered a month ago.（Medium）They are now urgently wanted. (Short) The customer for whom we ordered them threatens to cancel his older unless he receives the goods during next week. (Long) Please therefore arrange to deliver them at once. (Short) （3）语序变化 英语句子的正常语序是：主语+谓语+宾语。语序的变化可以起到强调作用。 请看下面的例句： 正常语序：I met your representative yesterday. 强调语序：Yesterday I met your representative. (强调yesterday) 还可以运用 It isIt was 引导的强调句式。 正常语序：We note with surprise the contents of your letter. 强调语序：It is with surprise that we note the contents of your letter.10、全盘布局（LAY OUT） (1) An opening paragraph referring to the promise made.(2) A statement that the promise has not been kept.(3) That the delay is causing your inconvenience.(4) A closing paragraph requesting completion without further delay.11、重视开头和结尾段落 开头部分： （1）开头部分要恰到好处。 （2）不要使用否定性的或不礼貌的词语。 （3）要从对方的角度出发体谅对方(You-Viewpoint)，而不能以自我为中心(1-Viewpoint)。 （4）开始句一定要切合正题，不要东拉西扯，重复对方明知的信息。（5）起首段落不宜太长。（6）起首段落要前后一致，保证连贯性。开始句最好提一下上一次联系的情况，显得自然。结尾段落：（1）明确指出希望对方采取的行动。（2）如果对方不是行动的执行者，一定要指明动作的执行者是谁。（3）说明该行动的具体实施细则。（4）指明最后的期限。（5）赞赏对方，但除非对方曾为你做过什么，否则不要随便道谢。（6）避免使用消极性词汇。（7）如若需要，表明愿意提供帮助的态度。（8）结尾段落不宜过长。12.检查在签名之前，请参考下述问题，检查一下所写信函是否准确、恰当。(1)布局是否合理?(2)拼写是否正确?标点符号用得是否恰当?(3)是否包含所有要点?所传递的信息是否准确?(4)措辞是否简明、准确、礼貌? (5)语言是否自然、真诚?(6)是否做到从对方角度出发，体谅对方?(7)全文总基调是否合适?能否产生预期的效果?(8)如果自己是收信人的话，是否愿意收到这样一封信?如果所有的答案都是“Yes”，那么就可以放心地签名寄送了。总结常用句型:Referring to previous contact:Thank you for your letter of/dated .With reference toFurther toIn reply toStating the reason for writing:I am writing to enquire about to confirm that 2 询问类 enquiry and reply3 投诉类 complaint and apology4 告知变化类 notice of changes5 邀请类 invitations（一）常用短语称为 Dear / 敬语 YoursDear Sir or Madam-Yours faithfullyDear Mr./Mrs./Miss/Ms Smith-Yours sincerelyDear John-Best wishes (私人关系比较亲密)信的开头：We are writi ing to enquire about 写信是询问关于We are writing in connection with 写信是关于 We are interested in and we would like to know 我们对感兴趣我们想知道 asking if 感谢（某日）询问是否的来信Thank you for your letter of (date), enquiring about 感谢（某日）询问有关的来信We have received your letter of (date), enclosing 感谢（某日）的来信以及随信寄来的 concerning 我们已收到（某日）关于的来信如果写信的开头或者是信中要提到某件事情：with reference to 关于further to 继之后with regard to 关于I am writing in connection with 我写信是为了A point in your letter gives us great concern that