商务函电.doc

外贸商务函电常见10大类型10种典范商务信函介绍一.“简约”型商务函电：in before email attached ,including the xxx picture.(看，简约至此，称谓，落款全省了.高!但若发至的不是个人邮箱，恐怕对方也就收不到了.于是不得不连名带姓的重发一次，看来这时间也不一定真能节省下来.)二.“精确”型商务函电Thanks for your mail. As for the copy of CE and SAA, I will fax them to you within these two days.(“within two days”? fax是及时性的动词，你是说你要花上两天的时间去传真?这样的话，我就不得不在传真机跟前不吃不喝地干等两天?拜托，如果不能确定具定传真时间，就请说“Ill advise you the exact fax time once confirmation”)三.“大张旗鼓”型商务函电Per your information, you would like us to quote you the prices as below. Pls kindly check. Thanks. XXXNow we would like to introduce our company to you. Our company XXX Founded in the year 1999. Its headquarters at the foot of beautiful XXX Mountain. Which called“the lung of Guang Zhou, also close to the south gate Shenzhen city” . We specialize in manufacturing all kinds of XXX. Now factories we own covering an area of XXX, more than XXX workers, a most professional team consisting of technicans and sales. After 5 years hard working.our company has developed into a large corporation, integrated with XXX , manufacturing processing and trading. Since the first day of establishment. We insist in this creed“XXX” led by customerss requirement, based on quality, ruled with ISO9001:2000, following fashions. We take it as our goal to build famous brand. Products bearing“XXX”are sold all over the world , such as America, Europe, Southeast Asia and Middle East, etc. (老兄，我要求的只是你的几个产品的报价而已，您不至于把你们整个网页上的东东都COPY给我看吧?再说了，我若对你们公司一无所知的话，又怎能找你们报价?如果想我们了解多点，给我一个网址就可以了.我会找机会上去看看，但现在我有十几个email等着复，我还有一大堆的报价要整理，我的水倒好了都没有来得及喝一口，你让我现在去听你们的口号?)四.自做聪明型商务函电Thanks for your Email. But I would like to know your customers opinion at first. How about their target prices?(到底是你的智商有问题，还是我的智商有问题?我不知道你的其它客户是否会在你第一次报价之后就告诉你目标价，但我肯定是要让你失望的啦，因为Iam not as stupid as you think.)五.翻脸无情型商务函电I have deleted a lot of email last week to save hard disk space. I will ask xxx to check that for you tomorrow morning, is that ok? (不会吧，这茶是否凉得也太早了一点?我们的单你们还在做着，现在就把我的邮件给全部删了?看来我们的事在您眼中是无足轻重呀).六.“画蛇添足”型商务函电Orders are now coming in every day, so we have attached our amended price list in which you can fill in the quantity you want to order. It will automatically calculate the total cbm & amount for your order.(哇!听上去，你们的订单每天都如雪片般飞来，你们一定忙死了，连询价都要“自给自足”，再说我们的单量不见得很大，看来你们也不会太重视，还是找别家吧)七.“云里雾里”型商务函电can you send me the photo?(天哪，我的眼睛是不是看错了?我要的是你的产品呀，看，我清楚的列出了我所要的产品编号，这也是你们提供的编号，怎么反倒向我要你们自己产品的图片?Are you kidding with me?)八.“口不遮掩”型商务函电the switch we cant revised, we shipped many goods to our customer like this. Please note!(喂,你们其它的客户能接受的不一定我的客户就可以接受,你是不是想对我说“同样的产品我们销售给其它的客户都没有异议,所以你们最好闭嘴.)九.“你急他不急”型商务函电I will check with my engineer with the old samples, and find out how to solve the problem that you mentioned on the mail, in order to send the best samples to you.(你们手上难道就没有合格的样品可以先寄了?我没有时间等你去研究，我现在急要的是合格样品寄给客户不是你的研究报告.)十.“敷衍了事”型商务函电Thanks for your e-mail.We will send the samples to you asap.(这个as soon as possible到底是什么时候?我到底可不可以在要求的日期前收到你们的样品?)怎样撰写外贸商务电函 撰写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。口语化每一封信函的往来，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。语气语调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，您希望对收信人产生一种怎样的影响呢?是歉意的，劝说性的，还是坚决的，要求性的。这完全可以通过信函中的语气语调来表现。*真诚不管是生活中的交往还是生意上的合作，真诚是最重要也是最基础的，所以您的信函也必须能够充分体现您的真诚。不管说什么，都要带着您的诚意去说。把写好的信函拿起来读一遍，确保如果此时对方正在电话中与您通话，他一定能够感受到您的自然和真诚。*直接跟您一样，您的合作伙伴们每天都要阅读大量信函文件。所以，信函一定要写得简明扼要，短小精悍，切中要点。如果是不符合主题或者对信函的目的不能产生利益的内容，请毫不留情的舍弃它们。因为这些内容不仅不能使交流通畅，反而会混淆视听，非但不能让读者感兴趣，反而会让他们恼火，产生反感。*礼貌我们这里所说的礼貌，并不是简单用一些礼貌用语比如your kind inquiry, your esteemed order等就可以的。而是要体现一种为他人考虑，多体谅对方心情和处境的态度。如果本着这样的态度去跟别人交流，那么就算您这次拒绝了对方的要求，也不会因此失去这个朋友，不会影响今后合作的机会。特别要注意，当双方观点不能统一时，我们首先要理解并尊重对方的观点。如果对方的建议不合理或者对您的指责不公平时，请表现一下您的高姿态，您可以据理力争，说明您的观点，但注意要讲究礼节礼貌，避免用冒犯性的语言。还要提醒一点，中国人有句话叫做“过犹不及”。任何事情，一旦过了头，效果反而不好。礼貌过了头，可能会变成阿谀奉承，真诚过了头，也会变成天真幼稚。所以最关键的还是要把握好“度”，才能达到预期的效果。*简洁就象前面提到的，要用简洁朴实的语言来写信函，让您的信函读起来简单，清楚，容易理解。用常见的 单词 ，避免生僻或者拼写复杂的 单词 。一个 单词 可以表达，就不要用词组。多用短句，因为短句更容易理解。少用“and”，“but”，“however”，“consequently”这些让句子变得冗长的连词。在同一封信函里，不要使用多个相同含义的单词。比如，您前面写了“goods have been sent”，那后面再提到这件事时就不要再用其他单词如“forward”“dispatch”等。因为这样写会误导您的读者无谓地去考虑这些词之间是否另有含义。*精确当涉及到数据或者具体的信息时，比如时间，地点，价格，货号等等，尽可能做到精确。这样会使交流的内容更加清楚，更有助于加快事务的进程。针对性请在邮件中写上对方公司的名称，或者在信头直接称呼收件人的名字。这样会让对方知道这封邮件是专门给他的，而不是那种群发的通函，从而表示对此的重视。当然，如果您无法确定收信人的名字，那就在称呼一栏里写“Dear Sirs” or “Dear Sir or Madam”。语言朴实前面我们说过，商务信函不需要用华丽的词句。根据西方的语言习惯，他们更愿意使用简练而朴实的语言。所以当我们跟西方人进行商务沟通时，也要尽量避免华丽复杂的词句。比如“We look forward to a bright and glorious future of cooperation”，就不如直接写成“We hope to have the opportunity to work together with you in the future.”，这样才更加符合西方人的语言习惯。回复迅速及时给买家的回复，千万要迅速及时。因为买家通常只看最先收到的几封回复，从中去选择合适的供应商。如果您的回复不够及时，就可能因为抢不到先机而失去商机。五种常见的邀请函电一、Dear sir/madam:Im delighted you have accepted our invitation to speak at the conference in city on date.As we agreed, youll be speaking on the topic from time to time. There will be an additional minutes for questions.Would you please tell me what kind of audio-visual equipment youll need. If you could let me know your specific requirements by date, Ill have plenty of time to make sure that the hotel provides you with what you need.Thank you again for agreeing to speak.I look forward to hearing from you.Sincerely yours,nametitle二、Dear sir/madam:Thank you for your letter of date.Im glad that you are also going to place next month. It would be a great pleasure to meet you at the exhibition/trade fair.Our company is having a reception at hotel on the evening of date and I would be very pleased if you could attend.I look forward to hearing from you soon.Yours sincerely,nametitle三、Dear sir/madam:organization would very much like to have someone from your company speak at our conference on topic.As you may be aware, the mission of our association is to promote products. Many of our members are interested in the achievements your company has made in areas.Enclosed is our preliminary schedule for the conference which will be reviewed in weeks. Ill call you date to see who from your company would be willing to speak to us. I can assure you that well make everything convenient to the speaker.Sincerely yours,nametitle四、Dear sir/madam:We would like to invite you to an exclusive presentation of our new product.The presentation will take place at location, at time on date. There will also be a reception at time. We hope you and your colleagues will be able to pany is a leading producer of high-quality . As you well know, recent technological advances have made increasingly affordable to the public. Our new models offer superb quality and sophistication with economy, and their new features give them distinct advantages over similar products from other manufacturers.We look forward to seeing you on date.Just call our office at phone number and we will be glad to secure a place for you.Sincerely yours,nametitlenext五、Dear sir/madam:On date, we will host an evening of celebration in honor of the retirement of name, President of company.You are cordially invited to attend the celebration at hotel, location, on date from time to time. name has been the President of company since year. During this period, company expanded its business from size to size. Now its our opportunity to thank him for his years of exemplary leadership and wish him well for a happy retirement. Please join us to say good-bye to name.See you on date.Yours sincerelynametitle常用的20个商务英语电函 1.Please accept our thanks for the trouble you have taken.有劳贵方，不胜感激。2.We are obliged to thank you for your kind attention in this matter.不胜感激贵方对此事的关照。3.We tender you our sincere thanks for your generous treatment of us in this affair.对贵方在此事中的慷慨之举，深表感谢。4.Allow us to thank you for the kindness extended to us.对贵方之盛情，不胜感谢。5.We thank you for the special care you have given to the matter.贵方对此悉心关照，不胜感激。6.We should be grateful for your trial order.如承试订货，不胜感激。7.We should be grateful for your furnishing us details of your requirements.如承赐示具体要求，不胜感激。8.It will be greatly appreciated if you will kindly send us your samples.如承惠寄样品，则不胜感激。9.We shall appreciate it very much if you will give our bid your favorable consideration.如承优惠考虑报价，不胜感激。.We are greatly obliged for your bulk order just received.收到贵方大宗订货，不胜感激。11.We assure you of our best services at all times.我方保证向贵方随时提供最佳服务。12.If there is anything we can do to help you, we shall be more than pleased to do so.贵公司若有所需求，我公司定尽力效劳。13.It would give us a great pleasure to render you a similar service should an opportunity occur.我方如有机会同样效劳贵方，将不胜欣慰。14.We spare no efforts in endeavoring to be of service to you.我方将不遗余力为贵方效劳。15.We shall be very glad to handle for you at very low commission charges.我方将很愉快与贵方合作，收费低廉。16.We have always been able to supply these firms with their monthlyrequirements without interruption.我方始终能供应这些公司每月所需的数量，从无间断。17.We take this opportunity to re-emphasize that we shall, at all times, do everything possible to give you whatever information you desire.我们借此机会再此强调，定会尽力随时提供贵方所需的信息。18.We are always in a position to quote you the most advantageous prices for higher quality merchandise.我们始终能向贵方提供品质最佳的产品，报价最为优惠。19.This places our dealers in a highly competitive position and also enable them to enjoy a maximum profit.这样可以使我方经营者具有很强的竞争力，还可获得最大的利润。20.We solicit a continuance of your confidence and support.恳请贵方继续给予信任，大力支持。外贸函电-英语和美语的差异 商务 英语 书信(Business or Commercial English Correspondence)是指交易时所使用的通信。在美国，常用Business writing，它包括书信、电报、电话、电传、报告书、明信片等。 英语 和美语在书信体例方面存在着一定的差异，比如信头和称呼、书信格式、遣词、结尾客套语等均有所不同。一般来说，英国书信较为保守，许多英国人喜欢用老式书信体，用词较为正式刻板，而美国书信语言非常生气、有活力，格式也较为简便。因此当我们写信的对象是英国或其旧殖民地国家时，要使用标准式 英语 Queens English;如果写信的对象是美国或美国势力范围的地区时，就要用美国英语。当然，英国式的语言文化近年来也有变化，但总体来说，两者间的差异是很明显的。商业英文书信，一般都要求用打字机或电脑整齐地打印，左边各行开头垂直的，称为垂直式或齐头式(Block style)，美国常用这种格式;每段的第一个词缩进去，称为缩进式或锯齿式(indented style)，英国常用此格式。垂直式的职务及签名都在左边的边栏界线，这种格式，在极度尊重工作效率的美国公司，已普遍采用。正式的商业英语书信要在称呼的上方写上收信公司名称和地址或收信人的名字全称、职务及地址，称为信内地址(Inside address)。信内地址的写法也有垂直式和缩进式之分，垂直式和称美国式将各行并列，缩进式或称英国式将各行依次退缩。不过，笔者注意到，近来英国商业书信信内地址并未依次缩进，似乎与美国式相同。此外，在美国还流行一种普通收信人地址的写法，就是在书信的Inside Address中，把门牌号和街名都省略掉。在英文书信中要使用敬语，最普遍的敬语是Mr，Mrs和Miss(用于未婚女性)。英国人常在男性的姓名之后用Esq.(Esquire的缩写)，不过在商业上也在慢慢地改用Mr.Mmes.(Madam的复数形式)，用于二个女士以上。Messrs(Mr的复数形式)用于二个以上的男人，或用于二个以上的男人组成的公司或团体。在英国式英文信里，Mr，Mrs，Messrs，均不加缩写句点，相反地趋向于进步自由的美语反而加缩写句点如Mr.Mrs.Messrs.在称呼方面，商业上最普遍的有Gentlemen(美国式)与Dear Sirs(英国式)二种，相当于我国的“敬启者”或“谨启者”。如果信是写给革个公司单位的，不是写给某个具体人的，美语用Gentlemen(复数形式)，英语用Dear Sirs。如果对方公司只一人时，必须使用Sir/Dear Sir。称呼后一般要使用标点符号，英国式采用逗号(comma)，美国式用分号(colon)。书信结尾客套语(complimentary close)有多种，相当于我国书信在结尾时使用的“敬礼”、“致敬”、“顺安”等句。最为典型的美国式写法是Sincerely和Best regards，典型的英国式表达有Yours sincerely(熟人或知道对方姓名)，Best wishes，kind regards 和yours faithfully(不知姓名)。此外，英国式的客套语还有特别礼貌的格式，但除了特殊情况外，现在不再使用。外贸函电范例-咨询Dear Mr. / Ms,We are much concerned that your sales in recent months have fallen considerably. At first we thought this might be due to a slack market, but on looking into the matter more closely, we find that the general trend of trade during this period has been upwards.It is possible that you are facing difficulties of which we are not aware. If so, we would like to know what we can do to help. We, therefore, look forward to receiving from you a detailed report on the situation and suggestions as to how we may help in restoring our sales to their former level.Yours faithfully咨询尊敬的先生/小姐：我们非常关心你方销售近几个月大幅度下降。开始我们以为是市场疲软，但仔细研究问题，我们发现过去这段时间贸易的总趋势是上升的。有可能你方面临我方还不知道的困难，如是这样，我方想知道是否能帮助什么。我们期望收到关于问题的详细报告，及建议我们怎样帮助才能把销售恢复到原来的水平。您诚挚的商务函电的写作技巧与规范This is an English writing how to I copied from somewhere (name withheld) some time ago. hopefully youll find it helpful too。日常要处理许多信件电邮，因而运用 英语 上不得不留神，以下有一些个人意见，也参考了一些书本，希望大家有所得益。 外贸 函电写作技巧之一 A. 文法上1. 切忌主客不分或模糊. 例子： Deciding to rescind the earlier estimate， our report was updated to include $40，000 for new equipment.” 应改为 Deciding to rescind our earlier estimate， we have updated our report to include $40，000 for new equipment. (We决定呀， 不是report.)2.句子不要凌碎. 例子： He decided not to audit the last ten contracts. Because of our previous objections about compliance. 应该连在一起。3.结构对称，令人容易理解. 例子： The owner questioned the occupants lease intentions and the fact that the contract had been altered with ink markings. 应改为： The owner questioned the occupants lease intentions and ink alterations of the contract。4.单众数不要搞乱，不然会好刺眼，看不舒服. 例如： An authorized person must show that they have security clearance。5.动词主词要呼应. 想想这两个分别： 1.This is one of the public-relations functions that is under budgeted. 2. This is one of the public-relations functions， which are under budgeted。6.时态和语气不要转变太多.看商务 英语 已经是苦事，不要浪费人家的精力啊。7.标点要准确. 例如： He did not make repairs， however， he continued to monitor the equipment. 改为： He did not make repairs; however， he continued to monitor the equipment。8.选词正确. 好像affect和effect， operative和operational等等就要弄清楚才好用啦。9.拼字正确. 有电脑拼字检查功能后，就更加不能偷懒。10.大小写要注意.非必要不要整个字都是大写，除非要骂人，：，例如： MUST change to OS immediately. 外国人就觉得不礼貌和喝令人一样. 要强调的话，用底线，斜字，粗体就可以了。 外贸 函电写作技巧之二 B. 文体1.可读性.对象是大学程度的话，用高中的英文就行，不要以为人人都是语言大师.多用短句(15-20字吧)， 技术性的字，就更加要简单易明。2.注意段落的开头.一般来说，重要或强调的事情都放在信件或段落的开头，而句子就放在最尾. 例如： 1.Because he was unable to attend the meeting personally， he forwarded his congratulations on cassette tape. 2.He forwarded his congratulations on cassette tape because he was unable to attend the meeting personally. 两者强调的事情就有分别了。3.轻重有分. 同等重要的用and来连接，较轻放在次要的句子里。4.意思转接词要留神. 例如： but (相反)， therefore (结论)， also (增添)， for example (阐明). 分不清furthermore和moreover就不要用啦。5.句子开头不要含糊不清的主词. 例子： These decisions have been a big disappointment to the committee members. They have delayed further action. They是指什么呀?开头少用this， that， it， they， 或 which。6.修饰词的位置要小心，例如： He could only reimburse the cost after July 15. 应为 He could reimburse the cost only after July 15。7.用语要肯定准确.切忌含糊. 例如：The figures show a significant increase.” 怎样significant呀，大哥? 改为： The figures show an increase of 19%。8.立场观点一致. 少用被动语. 例如： Partial data should be submitted by April. 改为： You should submit partial data by April.就很好了。 外贸 函电写作技巧之三 C. 格调1.式样和句子长度不要太单调. 千篇一律的subject-verb-object会闷死人的.有时短句跟着长句可以化解一下。2.弱软的词(e.g. was， were， is， are.)可以加强一点. 例如： Prunton products are highly effective in . 改为： Prunton products excel in .就有力很多了。3.亲切，口语化是比较受欢迎! 用宾词和主动的词，让人家受落. 例如： 1. This information will be sincerely appreciated.” 2. We sincerely appreciate your information. 明显地，我们会喜欢第2句。 外贸函电 写作技巧之四 D. 写信提示1.人家的名字千万不要错.老一辈的看到名字错就干脆撵去垃圾桶。同样， 头衔都不要错. 头衔或学位，任择其一吧.以下是一样的：Howard E. Wyatt， D.D.SPhD。Dr. Howard E. Hyatt2.多过一个男人，用Messrs，就是Misters的意思，不过不要跟名字，跟姓就行啦.例如：Messrs. Smith， Wyatt， and Fury女人呢? 用Mesdames， Mmes.， or Mses. 同样不要跟名字. 例子：Mses. Farb， Lionel， and Gray男女一齐呢? 弄清楚称呼就行.例如：Dr. and Mrs. Harold WrightMr. Harold Wright and Dr. Margaret WrightMr. and Mrs. Harvey Adams-Quinn3.有人有自己头衔就要跟紧，例如有人有荣誉学位就不喜欢用一般的头衔啊有时大头不知道对方头衔，干脆用Ms.算了。Ms. Sarah Gray4.地址要低日期至少两行.处名时，职衔短可以一行过，长就下一行吧.例如：Ken Green， PresidentKen GreenVice President of International Operations但这个就显得有点。：Ken GreenVice President of Unicom China正确应为：Ken GreenVice President， Unicom China5.老外的名字有时有Jr. 或 Sr.，之前的逗点是随你喜欢的，以下都是正确，不要笑人：Michael J. Smith， Jr。Michael J. Smith Sr。6.外国国名尽量用大写.是为尊重，也方便邮差叔叔。7.地址上的数字直接用阿拉伯数字吧，除了One，例子：127 Ninth Avenue， North127 E. 15 Street5 Park AvenueOne Wingren Plaza556 - 91 Street 外贸函电 写作技巧之五 书信的结尾致意要留意，弄清大家的关系才选择用词，例子：1. Very formal非常正规的(例如给政府大老爷的)Respectfully yours，Yours respectfully，2. formal正规的(例如客户公司之间啦)Very truly yours，Yours very truly，Yours truly，3. Less formal不太正规的(例如客户)Sincerely yours，Yours sincerely，Sincerely，Cordially yours，Yours cordially，Cordially，4. Informal非正规的(例如猪朋狗友，同事之类)Regards，Warm regards，With kindest regards，With my best regards，My best，Give my best to Mary，Fondly，Thanks，See you next week!有时在we， I， and you之间选择是很烦的事-如果是公司代表联络生意之类，可以用：We will reimburse you for these legal expenses。Sinopec will reimburse you for these legal expenses。如果单纯说你自己，可以用：I found the brochure very informative。有时可以一起用啦.：We are plea