涉外文书写作方法与模板.doc

涉外文书写作方法与模板2009年2月26日第一讲 涉外文书写作概述一、基本原则7“Cs”原则 1、Courtesy 礼貌 2、Correctness 正确 3、Conciseness 简洁 例1： Please let me know at your earliest convenience what day you will arrive. 例2： What happened in the past is not worth mentioning. 例3 The company now has a staff of 75 salesmen and saleswomen,and all are well paid.Furthermore,our salesmen and saleswomen receive good bonuses.But if any of our salesmen and saleswomen drop beneath their sales quota three months in a row ,he or she will be put on probation for three months.If the salesmen and saleswomen on probation fails to recover his or her quota within those three months,that salesmen and saleswomen will be released from the company. 参考修改： The company now has a staff of 75 salesmen and saleswomen,and all are well paid. Furthermore,they receive good bonuses. But if any drops beneath the assigned sales quota three months in a row ,he or she will be put on probation for three months. If the salesperson fails to reach quota within the 90-day trial period,that person will be released. 单词、短语：be employed by possessresidepass awaymaintenance manager4、Clarity 清楚5、Concreteness 具体6、Completeness 完整 7、Consideration 体谅 二、写作要求语言表达灵活处理观点明确突出内容准确真实三、写作方法直接表述法间接表述法第二讲 商务信函写作的基本知识一、商务信函的组成部分及基本格式信头（Letterhead）外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。参考号/编号、日期（Reference and Date）参考号：为便于存档与查阅，可以为信编写参考号，为避免混淆，最好标明Your ref: Our ref: 打印日期注意事项：A. 年份应完全写出，不能用(05)代替(2005)B. 月份要写英文名称，不能用数字来代替，但可以用缩写。C. 美式日期写法：October 10,2004 或10 October，2004 英式日期写法：10th October,2004封内名称和地址（Inside name and Address）受信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人而言，一是发信时可与信封地址相互对照，避免放入信封时发生差误；二是发信后便于准确归档，便于以后查找。对收信人而言，一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；二是收信后如信封与信函分离原信仍能保持完整，便于查阅。经办人（Attention Line）如需注明对方经办人，希望收信方将信迅速交经办人办理，可以在封内地址下面加Attention 或Attention of例1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager 称呼（Salutation）这是写信人对受信人的一种称呼，其位置是在封内地址的下面空两行，目前商务英文书信中一般通用的称呼语有：Dear sir , Dear Madam, Dear sirs,Dear Mesdames, Gentlemen(不能用单数),Dear Mr.xxx称呼后面的的标点，一般使用逗号或分号，美加来信中Gentlemen后用冒号“：”称呼可根据双方的亲疏程度和信件内容采用随意式或庄重式。中文庄重式称呼可根据对方习惯，在姓名、职务之后加上一些文言词汇，以示尊重。如： 台鉴、台览、惠鉴、雅鉴事由或标题（Subject Line or Caption Line）事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。正文（Body）这是书信的主体，表达发信人的意见。一般包括三个部分：开头语、主体和结尾语。 在信的开头有开头语(Opening Sentences) ，自成一节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信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。被动发函（复函） “4月8日来函收悉，你公司欲再订购XX铁锹120把，谢谢。” “蒙贵公司6月25日来函询问，甚表感谢。”“In reply to your inquiry,we are sorry to say that our nylon sports shirts do not come in any size larger than 16.”主动发函 “我们对您的新产品电译机甚感兴趣，希望能寄来贵公司的产品目录及价目表。” “如蒙赐贵公司新产品的详细资料，我们将深表感谢。” “We have been pleased with your sewing machine and we will want to order two machine this fall,”主体部分要求用简洁、明晰、正确的语言表达发信人的意见。它可以要求建立贸易关系、公司信用调查、询问商品或报价、答复客户询问、交涉贸易条件、订购与接受订购、通知付款、通知装运、索赔、商务社交等，内容广泛，格式规范。在信的结尾一般有结尾语(The closing Sentences)，一般用来总结本文所谈的事项，提出对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。另起一段。如： “盼尽速回复” “期盼再次接到您的定单” “谨致问候之意” “ We hope to receive your early reply.” 当正文已详细阐明自己的要求，结尾无须赘述时，可以使用一些惯用语结束正文。如： “特此函达” “如蒙赐复，无尚感激” “盼望能有为您服务之荣” “此复”结尾敬辞（Complimentary Close）结尾敬辞也叫客套话，是发函人在收笔之前对收函人表示赞美、祝愿之意。如：英文函常见敬语：With best wishes，? 致以最良好的祝愿All the best，? 但愿诸事如意With kind regards，? 致以亲切的问候With kindest regards， 顺致最亲切的问候Kind regards，? 此致亲切的问候With all good wishes， 祝万事顺利Best regards，? 顺致敬意All my love，? 致以衷心的爱With undying love，? 但愿友谊长存Yours，? 你的朋友Yours ever，? 你的莫逆之交Ever yours，? 你的莫逆之交Yours as ever，? 永恒的朋友Yours sincerely，? 你忠实的朋友，你真诚的Your devoted friend， 你的挚友Sincerely yours，? 忠实于你的，你的忠诚的Yours very sincerely，你最忠诚的朋友，你最忠诚的Yours affectionately，你的亲密的Love，? 爱你的落款/签名（ Signature）结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。中文信函一般是在签名之后加上“敬上、启、谨启、拜上、谨复”等等敬词，以示对收函人的尊重。外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。附件（Enclosure）如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2 Encls or 3 Encls,或详细列明如下： Encls: 2 Invoices Enc: 1 B/L （bill of lading/ 提货单） 1 Photo 1 Certificate 抄送（The Carbon Copy Notation）如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CC to xxx” or “CC xxx”附言（Postscript）信写完后，如果想起还有要紧的要说，可以在信末加P.S. 引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。例文 XX公司台鉴： 事由：确认价格 依据贵公司5月13日的询问函，本公司确信我们能以每码30元美金供应您布料。 贵方如能24小时内寄出定单，本公司就以船上交货价条件交货。 非常感谢您有关上述的询问，希望在不久的将来能很快接到您的定单。 XXX敬上 2005年X月X日 二、商务信函的基本形式（ Form ） Full Block Form 完全平头式：凡是用打字机打上去的每一行字，包括日期、封内地址、事由和结尾敬辞。都是从左边的空白边缘打起。Modified Block Form 改良平头式：这种格式，除日期，结尾敬辞和签名部分外，其他部分每行开头都与左边空白看齐。 Modified Block Form with Indented Style混合式：封内地址及其他需要分行的部分，采用平头式，而第一段开始一行采用缩行式（ Indented Style ）。两种格式的混合采用所以称之为混合式。Simplified Form简单式：与平头式相仿，但省略部分内容，如称呼、结尾敬辞等。标点符号的表达 封闭式 开放式信封的写法信封（Envelopes Addressing ）Remarks:1.Private 私人信 2.Confidential 机密信3.Registered 挂号邮件 4.Express 快递邮件 5.Ordinary Mail 平信 6.Immediate(Urgent) 急件 7.Printed Matter 印刷品 8.Sample 样品三、商务信函的写作要求（一）遵守写作原则7“Cs”原则对方本位原则（You-Attitude）AIDA原则 AAttention注意 IInterest兴趣 DDesire 意愿 AAction行动（二）讲究效率，简洁表达1、压缩篇幅，删繁就简把握好商务信函3W式结构 Why do you write the letter? Whats the detailed reason? What do you expect your reader to do? 例1：I am replying to your letter of April 15 asking us to clear our March payment. 例：It was a long time since I saw you in Qing Dao 3 months ago. 例：I apologize for not settling the accountant sooner, but because of the unfortunate disease of Mrs. Lund, our accountant. We are not able to settle any of our outstanding balance. 例：Please find enclosed the check for 1,000,000 dollars and inform us the receipt. 避免客套罗嗦、语义重复。例5：We would like to know whether you would allow us to extend the time of shipment for twenty days. And if you would be so kind as to allow us to do so, kindly give us your reply by fax without delay. 改：Please reply by fax immediately if you will allow us to delay the shipment until April 21. 例: With reference to your request for an extension on your note under date of March 20,we have considered the matter carefully and are pleased to tell you that we will be willing to allow you an additional 90 days to make payment on your note. 改：We are pleased to allow you an additional 90 days to pay your note dated March 20. 2、正确划分段落，明晰层次 例：It is reported in a domestic newspaper that the Iranian Central Bank has instructed the commercial banks to suspend their business of opening a new letter of credit as from the 3rd May for financial reason of foreign currency. Although it is said that this arrangement would be a temporary one and with establishment of new import policy this emergency arrangement would be lifted, we are much concerned about the outcome of this movement toward restriction of import to Iran and shall be obliged if you will kindly keep us well advised of development of this new arrangement especially in connection with import from France. 参考修改：It is reported that the Iranian Central Bank has instructed the commercial banks to suspend their issuing new Letters of Credit as from the 3rd May because of its decreasing foreign currency funds. Furthermore it is said that the suspension seems a temporary one and will be released with establishment of a new import policy. We are much concerned, however, about the outcome of this movement toward restriction of import to Iran. We, therefore, shall be obliged if you will keep us well informed of development of this new state of affairs, especially in connection with imports from France.3、精练句子，避长就短按照意思拆分复合句： 添加标志性词语或用项目符号划分例：Regardless of these seniority, all employees who hope to be prompted will continue their education either by enrolling in the special courses to be offered by the ABC company, scheduled to be given all the next eight Saturdays beginning on January 24 or by taking approved correspondence courses selected from a list available in the Staff Development office. 将一些支离破碎的简单句整理组合We have received your samples you sent the samples to us on November 20.Thank you very much.Thats just what can fulfill our order plan.So we are pleased to place an order.And we have enclosed our order sheet with this letter. 改：Thank you for your samples you sent to us on November. We are pleased to place an order as specified on the enclosed order sheet. 使用简洁的词来代替冗长累赘的短语 4、词汇运用，力求简明 用简单常见的短单词代替复杂生僻的长音节词 善于运用动词 书写商务信函时要尽量避免在以-ion, -tion, -ment, -ant, -ent, -ance, -ence结尾的词前面加上make类的动词来表达，而是直接用这些词的动词形式来表示，使句子简洁有力。避免不必要的重复避免使用陈旧的商业术语 不要把专业英语中学到的某些专用术语用在一般的商务来往信函中，不要从句套从句。 We take liberty to approach you with the request that you would be kind enough to introduce to us some exporters of cotton textile in your city. 善于运用缩略词和缩略语表示时间的词:在具体钟点后面加上am或者pm来表示上午或者下午。一些大型国际性组织的名称： WTO UN ISO EEC UPU OPEC IMF 常用物品的缩略词表示方法：CD HDTV 国际贸易术语 CFR=Cost and Freight（named port of destination） 成本加运费（指定目的港）CIF=Cost,Insurance and Freight（named port of destination） 成本、保险费加运费（指定目的港）DAF=Delivered At Frontier (.named place) 边境交货（指定地点）第三讲 商务文书写作一、建立贸易关系（Establishing Business Relations）/申请交易（Proposal of Business）建立贸易关系信函的主体结构及主要内容：1.开头部分：告知获得对方信息的途径及对对方的了解。 2.正文部分： 自我介绍：简要介绍所能提供的服务，及我方的业务范围、合作优势等基本情况；简要说明对双方合作领域的了解。请求对方提供所买卖商品的具体信息，以便作出回应。如申请出口交易时，要注意附寄目录、价目表，并加上简单的交易条件。写明本公司信用查询处，特别是主要的交易银行。3.结尾部分： 希望对方回函，确立贸易关系。Gentlemen:We have learned from CETDCS “The World Traders Directory” that you are interested in importing Chinese handicrafts.We are one of the leading exporters of Taiwan-made Handicrafts and we would like to have a business relation with you. Our goods are well received by people throughout the world because of their exquisite workmanship.Enclosed are our illustrated catalog and price list covering all the products we are handing. Prices in the list are all on F.O.B. Keelung basis in U.S. dollars.As for our financial standing,please refer to The Bank of Taiwan,Taipei Hwad Office.We look forward to your early reply.Yours truly, 练习：371 South AvenueLos Angeles,LA 31209U.S.A.April 15,2006 Nantong United Textiles Import&Export Corp.75 Hongqiao StreetNantong 226000,JiangsuP.R.C.Dear manager,You were recommended to our company by the Bank of China,New York Branch.They informed us that (1.贵公司出口纺织品)and cotton piece goods.Our company (2.进口各种商品).We have been in business since 1980,and therefore (3.在经营的各项业务方面具有丰富的经验).Our bankers are Pudong Development Bank and the Hongkong&Shanghai Banking Corporation.They can provide you information about our (4.业务和财政状况).Please inform us of you trade terms and (5.寄送产品手册和样品).We look forward to a productive trade.Sincerely yours,Zhang LiManager 二、销售函（Sales Letter） 销售函内容主要包括：1、介绍公司的良好信誉及优势；2、介绍所推销产品的性能、质量等；3、展示产品市场销售的良好势头；4、提出价格、售后服务等方面的优惠条件；5、希望购买本公司产品，期盼早日回复。 Sample 1Dear Sirs,In the field of bicycles in China,Yongjiu Bicycle from Yongjiu Bicycle Factory in Shanghai has been considered very good for quite a long time.Competition helps increase its quality and attraction.Yongjiu Bicycle is now sold in large quantities to other provinces in China every year.In addition to a trade discount,we would allow you a first order discount of 3%.You will find enclosed catalog of our latest products.We look forward to your early reply.Sincerely yours,Xu RongSales Manager Sample 2 Dear Sir/Madam,We think you will be interested in the new formula detergent we have just introduced to the market. Half a dozen samples have been shipped to you by UPS.The product is the result of years of research, and is likely to revolutionize all the chemical methods in use at present. A trial will convince you of its merits. and we send them to you for your test and criticism.We take pleasure in enclosing the leaflets of our latest products with price list, and hope that youll take this opportunity to try it.Respectfully yours,Wang fang Sales Manager Exercise: Dear Sirs,We learn from the Bank of China that you are (1.澳大利亚最大的服装进口公司之一).We are glad to inform you that we are an old-established firm (2.专做针织服装)with a history of more rhan 120 years.Our knitwear is excellent for (3.轻巧、优雅、美观). (4.我们已建立了业务关系)with a lot of corporations in Europe.Our clothes sell in many countries and (5.深受国内外顾客的欢迎).If you wish to get more information,Please visit our website:. Sincerely yours,Zhu Na Marketing Manager 涉外文书写作三、询盘与回复1、询盘 （Inquiry ） 收到出口贸易请求函的买方，若对商请内容有兴趣的话，可以向卖方询问商品价格及销售条件。这种买方向卖方询问欲求商品的价格及交易条件的情形，就称为询盘（Inquiry）。 告知获得对方公司信息的来源，陈述询价方购买意向；希望对方提供详细的产品目录、价格表、服务项目、样品等；说明询价方经营的业务、规模、信誉及商品销售前景；提出具体要求，盼望早日回复。 Sample Dear Sirs,We refer to your advertisement in the latest issue of “The International Trade News” concerning the newly developed Video Cassette Recorder M83.Please send us your catalogue and best terms for this new product. It would also be appreciated if you could give us some idea of the time required between order and delivery.For your information we are one of the largest importers of Electrical Appliances in England and are trying to import newly developed VCRs form Taiwan. If your prices are competitive we are going to place a large initial order with you.Your prompt attention to this matter would be appreciated.Yours faithfully,Exercise1:1.本公司对这一产品很感兴趣。请速报价。2.请贵方寄一份最新的附图产品目录和价目表。3.为了保证我们的交易，请尽量给出具有竞争力的报价。4.回复时，请说明付款方式及贵方允许的折扣。Exercise2: February 27, 2006 Gentlemen, Subj.WPS 2003 Office Software We provide editorial and publishing service for book publishers. Most of our work is done on OFFICE word processor system. We read from computer world that you supply WPS 2003 _(1.文字处理办公软件). We need to know how it works on OFFICE equipment, and _(2.尤其是), what it will be grateful if you mail _(3.一份产品目录), with details of your prices and _(4.付款方式). If you have done all these, _(5.我方将考虑订货).Sincerely yours, Wang Hua Manager 2、回复函（Reply） （1）开头：感谢收到对方询问函件。（2）正文，具体答复：回答所询问的事项。告知奉寄目录、价目、样品。提出销售条件。即通知可销售数量、商品品质、装船日期等。传达其欲购商品的市况，引发其兴趣。（3）结尾：告知等候回复（订单）之意。 Sample Thank you very much for your inquiry of lst May for our Video Cassette Recorder M83.We have today sent you under separate cover our latest illustrated catalogue and price list covering our entire line of goods. You may find in them a minute illustration of our VCR M83 and its FOB Keelung price.You may be sure that we can effect shipment within one month after receipt of your order.We are glad to know that you are going to import large numbers of newly developed VCRs from Taiwan if their prices are competitive.You may rest assured that our prices are lower than any other competitors.We do hope to hear from you soon.Yours faithfully, 四、报盘与订购 1、报盘/报价（Offer ） 报盘（Offer），也叫报价，是卖方主动向买方提供商品信息，或者是对询盘的答复，其内容可包括商品名称、规格、数量、包装条件、价格、付款方式和交货期限等。 【Sample 1】 Ask for an Offer We are interested in your Long Hair Cat and Charming Pig. We would like to have a copy of your catalogue and samples. Please quote us your lowest prices on 20FCL CIF Toronto in USD, including your commission that would be allowed.【Offer Letter】Dear Sir, We are very pleased to receive your enquiry of April 6. We are sending you our quotation today and the latest illustrated catalogue and samples by separate post.As requested, we are making you, subject to your acceptance reaching us not later than April 20, the following offer based on 20FCL. Quantities less than that are slightly higher. Other terms and conditions are the same as usual.As there has been a large demand for the two items, such a growing demand can only result in the increase in price. We advise you to place an order as soon as possible.We are looking forward to having your early order. Yours sincerely, 【Sample 2】Dear Sir,This is to confirm your E-mail of 2 July, 2002, asking us to make you offers for rice on CIF Singapore. We E-mail you this morning offering you 300 metric tons of polished rice(精大米) at US$2400 per metric ton, CIF Singapore, for shipment during August/September 2002. This offer is subject to our final confirmation. Please note that we have quoted our most favorable price and are unable to entertain any counter offer. As you know, it has been a heavy demand for these commodities and this has resulted in increased prices. You may, however, take advantage of the strengthening market if you send an immediate reply. Sincerely yours, 报盘可分为两种：实盘和虚盘。实盘（Firm Offer）一般为明确、完整、无保留的报盘。实盘往往规定有效日期，如“Offer until Thursday our time”等类似文字，实盘在该有效期内一旦被全盘接受，即达成交易，不得随意撤回。虚盘(Non-firm offer)是