商务英语函电信函写作格式和结构

chapter1BusinessEnglishLettersWriting,商务英语信函的写作,Preface,1.DefinitionQ:WhatdoesEBCreferto?Englishbusinesscorrespondencereferstotheletters,cables,telexes,faxesande-mailsdealingininternationalbusiness,aswellasindomestictrade,ofcourse.2.AimThepurposeofthiscourseistohelpyoulearnhowtowritegoodbusinesslettersbyusingup-to-dateexpressionsinthesimplestpossiblelanguage.,Q:WhatarethedifferencesbetweenEBCandotherEnglishcoures?Ithasitsuniquelanguagestyleandjargons(行话）Itisfullofbusinessterminations（术语）andabbreviationsThereisacloserelationbetweenEBCandinternationaltrade,3.Features,Examples:,Trytoexplainthefollowingunderlinedexpressions.WeareinthemarketforsilkblousesandshouldbepleasedifyoucouldkindlyquoteusyourkeenestpricesforthegoodsbelowOfferquotationordercounterofferletterofcreditCIFFOBYL11/11RVD,4.WritingPrinciples,Businessletter-writingisanessentialpartofbusiness.Theletterisoftenanevidenceofanarrangementoracontract，andmustthereforebewrittenwithcare.Theaimofletteristosecuretheinterestofthereaderandhiscooperation.,WritingPrinciplesofbusinessLetters,7“C”s1)Courtesy礼貌语言要有礼且谦虚，及时地回信也是礼貌的表现。2)Clarity清楚意思表达明确，要注意：（一）避免用词错误：（二）注意词语所放的位置：（三）注意句子的结构：,3)Conciseness简洁（一）避免废话连篇（二）避免不必要的重复（三）短句、单词的运用4)Consideration体谅写信时要处处从对方的角度去考虑有什么需求，而不是从自身出发，语气上更尊重对方。,5)Completeness完整商务函电应完整表达所要表达内容和意思，何人、何时、何地、何事、何种原因、何种方式等。6)Concreteness具体内容当然要具体而且明确，尤其是要求对方答复或者对之后的交往产生影响的函电。7)Correctness正确表达的用词用语及标点符号应正确无误，因为商务函电的内容大多涉及商业交往中双方的权利、义务以及利害关系，如果出错势必会造成不必要的麻烦。,FormsofBusinessLetters商业信函的格式,FourmajorformsFullBlockForm齐头式Semi-blockedform混合式/半齐头式IndentedForm缩行式Simplifiedform简化式,Q:Whatarethefeaturesofblockstyle?全部左对齐,BlycoTexileGrorpBNetherlandsTel:5387743Telex:45635Fax:5333117Yourref:C9246Ourref:bwbwDate:April24,2004XianTexileImport&ExportCorp.108LianHuRoad,Xian,Shaanxi,ChinaDearsirs,ThankyouforyourletterofApril18,2004.Weareacompnythatis,foryearsalready,engagedinimportingclothingitemsfromyourcourty,althoughnotfromXian.Weareinterestedincontactsasmentionedbyyou.Ourpurchasingmanager,whoisinHongKongatthemoment,willcontactyouwhenhereturns.Withkindregards.YoursfaithfullyBlycoTexileGroupB.V.(Signed)J.kistemaker,Manager,日期偏右,结束语和签名中间偏右,Q:Whatarethefeaturesofsemi-blockstyle?,日期靠右,结束语和签名偏右,首行缩进45个空格,Q:Whatarethefeaturesofsemi-blockstyle?,BlycoTexileGroOssterstra2,7524DZEnschedeheNetherlandsTel:53877Telex:45635Fax:5333117April24,2004XianTexileImport&ExportCorp.108LianHuRoad,Xian,Shaanxi,ChinaThankyouforyourletterofApril18,2004.Weareacompnythatis,foryearsalready,engagedinimportingclothingitemsfromyourcourty,althoughnotfromXian.Weareinterestedincontactsasmentionedbyyou.Ourpurchasingmanager,whoisinHongKongatthemoment,willcontactyouwhenhereturns.J.kistemaker,Manager,无结尾敬语,无称呼,PartsofaBusinessLetter信件组成部分,EssentialParts必要部分1.Theletterhead信头2.Thereferenceanddate编号及日期3.Theinsidenameandaddress收信人名称地址4.Thesalutation称呼5.Thebodyoftheletter信文6.Thecomplimentaryclose结尾敬语7.Thesignature签名,OptionalParts附加部分8.ReferenceNo.参考编号9.Theattentionline具体收信人10.Thesubjectline事由11.TheIdentificationline主办人代号12.Theenclosure附件13.Thecarboncopynotation抄送14.Thepostscript附言,各部分写法,PleasepayattentiontothedifferenceofthewritingofaddressinEnglishandChinese.信头和收信人名称、地址英语：名称在上，地址在下地址先小后大中文：名称在上，地址在下地址先大后小,名称、地址,AUKaddress:AirEnvironmentalMechanicalEquipmentLimited2076WestMainStreetDevon,EX140RAU.K.,公司名称,门牌号,街道,城市,邮编,国家,中文名称、地址举例,河南科技大学林业职业学院中国河南省洛阳市中州东路2号,单位名称,地址由大到小,中国地址名称用英文写,SinochemJiangsuImportandExportCorporationJiangsuInternationalBusinessMansion,50ZhonghuaRoad,Nanjing210001,P.R.China,单位名称,门牌号,大楼名称,街道,邮编,城市,国家,日期,位置：美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下均可以齐头，也可以靠右写法：美式：月-日-年英式：日-月-年,美式日期举例,日期,英式日期举例,日期,日期写法注意事项,“月份”最好用全称，如：1.2May,20-2.2ndMay,20-3.2May20-(Commacanbeomitted)4.September21,20-5.September21st,20-避免月份用数字，如11/12/20-,称呼,位置：必须齐头写法：对男士（正规）：DearSir,或DearSirs,或Gentlemen:对女士（正规）：DearMadam,或DearMesdames,对关系密切的商业伙伴：DearJack,词首字母全大写，用逗号或不用标点符号,Gentlemen后用冒号,结尾敬语,位置：齐头式靠左对齐，混合式和改良式偏右，简化式省略。正规场合下常用：1.Yoursfaithfully,2.Yourstruly,3.Faithfullyyours,4.Trulyyours,第二个单词小写，用逗号或不用标点符号,称呼与结尾敬语的对应关系,落款,结尾敬语,手写签名,打印签名,职务,公司名称,具体收信人（注意事项）,位置：1.收信人名称地址之下表示的是承办本信件的具体个人或部门1.Attention:Mr.H.A.Donnan,ExportManager2.AttentionofMr.Cave3.TotheattentionofMr.LiuMing,事由,位置：1.称呼和正文之间2.齐头式靠左，混合式和改良式居中3.要加下划线表示的是该信函的主题1.Re:YourOrderNo.463for1,000Wide-screenTVSets2.SHEEPWOOL,附件,位置：落款之下，左对齐说明该信件有附件1.Enclosure2.Enc.3.Encl.AsStated4.Enclosure:Brochure,抄送,位置：附件之下，左对齐表示该信件同时抄送给他人1.明抄：ccMarketingDepartment2.暗抄：bccMr.Simpson,Carboncopy,收信人知道被抄送,Blindcarboncopy,收信人不知道被抄送，只出现在发给被抄送人的信件里,附言,1.补充说明内容2.强调P.S.Thesampleswillmailedtoyoutomorrow.,主办人代号,这一项一般位于信纸的左下角，其内容是说明这封信的主稿人的姓和名的第一个字母再加上打字员或速记员的姓和名的第一个字母，姓和名是用冒号或一条斜线分隔的，主稿人或口述人在前，打字员或速记员在后。比如：“BillClinton/EdwardNancy”或“B.C./E.N.”。这一项的作用便于发信人日后自己查对。,CHINANATIONIMPORT&EXPORTCORPORATIONSHANGHAIBRANCH112HuaihaiRoad,Shanghai200010Tel.:0086-21-81234567Fax:0086-21-812345689,June6,2006OurRef.:June-008YourRef.:AN-020AndersonCompany12HollywoodBoulevardLosAngeles,California97452U.S.A.,信头LetterHead,2.日期Date,8.参考编号ReferenceNo.,3.封内地址InsideAddress,Sample,Attention:Mr.JohnSmithDearSirs,Subject:IronNailsWeareinterestedtobuylargequantitiesofIronNailsofallsizesanDshouldbeobligedifyouwouldgiveusaquotationperM/TCFRLagos,Nigeria.WelookforwardtohearingfromyouassoonaspossibleYoursfaithfully,TomMansonPurchasingDepartmentManagerB.C./E.N.Enclosure:AcopyofpricelistC.C.：Mr.TonyP.S.：Pleasecallme,9.经办人姓名Attention,4.称呼Salutation,10.事由/标题Subject,5.信的正文Body,6.结束礼词ComplimentaryClose,7.签名Signature,11.主办人代号TheIdentificationline,12.附件Enclosure,13.抄送CC,14.再启Postscript,补充材料EnvelopeAddressing,信封格式,写信人在上，收信人在下,根据收信人名称地址的写法分两种格式：缩格式：收信人名称地址逐行右缩齐头式：收信人名称地址左端对齐Assignment:Completethetwoenvelopesintwostyles.,缩格式举例,收信人名称地址：逐行右缩,写信人名称地址,齐头式举例,写信人名称地址,收信人名称地址：左端对齐,邮寄方式,ViaAirMail(ByAirmail,orParAvion)航空Registered挂号ParcelPost邮包Express快递SamplesPost样品Remarks（备注）:1.Private私人信2.Confidential机密信3.Registered挂号邮件4.Express快递邮件5.OrdinaryMail平信6.Immediate(Urgent)急件7.PrintedMatter印刷品8.Sample样品,捎交,Mr.CharlesWoodKindnessofMr.J.W.Smith由Mr.J.W.Smith捎交给Mr.CharlesWood,转交,最终收信人,转交人,转交人地址,20世纪90年代末，随着信息技术的普及和发展，电子商务得到迅速发展。电传、传真和电子邮件等通信方式被广泛运用于商务交往中。传真传真由两部分组成：传真头和传真正文。传真头包括收件人姓名、职务、公司名、发件人姓名、职务、发送日期、传真号码、主题和页码等。传真正文的结尾要有发件人的签名。在撰写传真正文时，可以遵照正式商务信函的格局，但称呼和结束礼词可以省略。,TheTendencyofBusinessCorrespondence,传真（Fax）,Sample,(1)电子邮件电子邮件(ElectronicMail，简称E-mail)是通过电脑和国际网络把信息传送给别人的通讯方法，广泛应用于商务通讯。电子邮件的格式简单明了，通行各国、各种语言，其构成包括以下部分：收件人；主题；抄送；暗送；附件；正文；回复。,外发的邮件,收件人,被抄送人,被暗抄人,事由,主体部分,添加附件处,Practicing,Ex1.Arrangethefollowinginproperformastheyshouldbesetoutinaletter.1)Sendersname:ChinaNationalLightIndustrialProductsImport&ExportCorporationShanghaiBranch2)Sendersaddress:128HunanRoad,Shanghai,China3)SendersTelephone:021-547428564)SendersFax5)Date:June12,20066)Receiversname:AACCompany,Ltd.7)Receiversaddress:113RobertsStreet,Lagos,Nigeria8)Salutation:DearSirs9)Subject:Fertilizer10)Message:WeareinterestedtobuylargequantitiesoffertilizerandshouldbeobligedifyouwouldgiveusaquotationperM/TCFRLagosNigeria.11)Complimentaryclosing:Yoursfaithfully12)Signature:yourname13)Fortheattention:Mr.Johnson,Ex1(齐头式),Ex2.Addressanenvelopefortheaboveletter.,(1)Themassage:BeingoneofthelargestimportersofChineseArts&Craftsinthiscity,weshallbepleasedtoestablishbusinessrelationswithyou.Atpresent,weareinterestedinyourproducts,detail