外贸单证与函电课件总结

1、 外贸函电范文汇总 外贸函电是一种商务信件。写外贸函电是外贸业务员的日常工作之一。为了有助于大家写好外贸函电，本PPT总结了几个经典外贸函电范文，供参考。外贸函电：就是有着国际贸易关系的双方由于彼此的业务往来而产生的信件。但在信息化高度发达的今天，该信件并不局限于纸质信件，也可以是电子邮件、传真或MSN。外贸函电最常用的内容：建立业务关系、询盘、发盘、回复、销售合同、包装、保险、赔偿、仲裁等。外贸函电基本要求：主题明确，内容简洁，语言精炼，表述完整。外贸函电的格式：有固定的语言、习惯用法和常用句型。外贸函电的语气：开发信、询盘回复一般要客气，表达感谢;平常业务联系要细心、信任;催促付款要紧急而

2、经典外贸函电范文汇总不失礼貌;客户索赔要理解、给予足够的解释和说明。（一）商务书信写作的基础知识（一）商务书信写作的基础知识v1. 掌握商务书信的书写格式（齐头式、掌握商务书信的书写格式（齐头式、 、缩进式、改良式或混合式）和构成（信头、缩进式、改良式或混合式）和构成（信头、编号和日期、封内地址、注意事项、称呼、编号和日期、封内地址、注意事项、称呼、事由、信文、结尾敬语、签署、附件、抄送、事由、信文、结尾敬语、签署、附件、抄送、附言）。附言）。 v2. 了解商务书信的写作原则（礼貌、周到了解商务书信的写作原则（礼貌、周到（体谅）、清楚、简洁、具体、正确、完（体谅）、清楚、简洁、具体、正确、完整

3、）。整）。（二）（二） 建立贸易关系建立贸易关系 v1. 了解建立贸易关系的常用书信。了解建立贸易关系的常用书信。 v（进口商给出口商的信、出口商的自我介绍、（进口商给出口商的信、出口商的自我介绍、出口商给进口商的信、生产厂家的自我介绍、出口商给进口商的信、生产厂家的自我介绍、厂家给进口商的信等）。厂家给进口商的信等）。 v2. 理解信中应包括的内容。理解信中应包括的内容。v3. 掌握有关建立业务关系的常用语句，能书掌握有关建立业务关系的常用语句，能书写一般性的建立业务关系的信件。写一般性的建立业务关系的信件。（三）询盘及报盘答复（三）询盘及报盘答复 v1. 了解询盘的种类了解询盘的种类 （一

4、般询盘和具体询盘）。（一般询盘和具体询盘）。v2. 理解一般询盘和具体询盘的内容与区别。理解一般询盘和具体询盘的内容与区别。v v3. 掌握常用有关询盘及报盘的语句、掌握常用有关询盘及报盘的语句、 询盘及询盘及报盘的信函书写要求和方法。报盘的信函书写要求和方法。 能写出简短、能写出简短、清楚、切题的询盘和报盘信函。清楚、切题的询盘和报盘信函。（四）报价、推销、发盘及还盘（四）报价、推销、发盘及还盘 v1. 了解报价（报价及回复、寄送报价、买方了解报价（报价及回复、寄送报价、买方要求报价及卖方回复）、推销信函（一般性要求报价及卖方回复）、推销信函（一般性推销、试图凭样推销）的种类。推销、试图凭样

5、推销）的种类。v v2. 掌握报价、推销信函、发盘、还盘信函的掌握报价、推销信函、发盘、还盘信函的书写形式和要求，掌握发盘及还盘的常用语书写形式和要求，掌握发盘及还盘的常用语句句 ，正确书写其信函。，正确书写其信函。（五）（五） 定单、合同、支付定单、合同、支付 v1. 了解定单（定单、接受定单、拒绝定单）、了解定单（定单、接受定单、拒绝定单）、合同（售货确认书和购物合同）、支付的形合同（售货确认书和购物合同）、支付的形式和信用证的种类（不可撤消信用证；保兑式和信用证的种类（不可撤消信用证；保兑的、不可撤消的信用证；备用信用证；循环的、不可撤消的信用证；备用信用证；循环信用证）。信用证）。 v

6、2. 理解定单、合同中包含的内容和各类信用理解定单、合同中包含的内容和各类信用证中的条款。证中的条款。 v3. 掌握定单、合同信函书写形式和要求。掌掌握定单、合同信函书写形式和要求。掌握有关定单、支付的常用语句，掌握不可撤握有关定单、支付的常用语句，掌握不可撤消信用证和修改信用证的书写要求和方法消信用证和修改信用证的书写要求和方法 。（七）申诉及索赔（七）申诉及索赔v1. 了解本章所介绍的申诉（对错发货物、迟了解本章所介绍的申诉（对错发货物、迟交货物、质量低劣的申诉）和索赔的范围交货物、质量低劣的申诉）和索赔的范围（对质量低劣、不良包装、短重引起的索（对质量低劣、不良包装、短重引起的索赔）。赔

7、）。v 2. 掌握一般申诉和索赔书信的要求和表达掌握一般申诉和索赔书信的要求和表达法。法。How to learn this course First, you need to have a good command of English. Then, pay attention to the special terms in this course. （常用语：词汇，短语，句型以及习惯表达法） The best way to learn it is to read more and write more. In this way you will have a better understa

8、nding of what you have learned and be able to use them. It is a good idea to recite some letters. It will help you a lot when you write business letters yourself. Chapter One Business letter writing 外贸函电外贸函电/商务书信商务书信vTo master Layout and format of Business English letters 布局与格式vTo have a basic under

9、standing of the principles of Business English letters 函电写作原则1. Styles of the business letter 商务书信的书写格式商务书信的书写格式vBlocked style 齐头式齐头式 vIndented form 斜排式（缩行式）斜排式（缩行式） vModified form 改良式（混排式）改良式（混排式） 齐头式齐头式(Block style)v商业英文书信，一般都要求用打字机或电脑商业英文书信，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，称为垂整齐地打印，左边各行开头垂直的，称为垂直式或齐头式

10、，美国常用这种格式；直式或齐头式，美国常用这种格式； v这种排列的要领在于每个要素都从左边开始这种排列的要领在于每个要素都从左边开始排列，每一行都不向右缩入，因而整封信的排列，每一行都不向右缩入，因而整封信的左边成一垂直线，右边参差不齐。这种形式左边成一垂直线，右边参差不齐。这种形式虽然打字时方便省事，不需考虑左边缩入，虽然打字时方便省事，不需考虑左边缩入，但不匀称美观但不匀称美观 缩行式（缩行式（Indented Form）v这种排列的要领在于信头、结束语、签名和发信人姓名都靠右或偏右靠右或偏右，而封内地址和称呼则在左边，如果以上任一要素要分行排列时，后行要比前行缩入两个（或三个）英文两个（

11、或三个）英文字母；字母；正文每段开始要缩入五个英文字母，段与段之间要空一行。这种形式讲究匀称美观，是传统的排列范式，目前只有少数英国人喜欢用。改良式（改良式（Modified Form）v这种排列集上述两种形式之所长，信头、结信头、结束语、签名和发信人姓名排在右边束语、签名和发信人姓名排在右边，封内地址和称呼排在左边，但每个要素分行时每行都不向右缩入；正文每段开始缩入五个英文缩入五个英文字母字母，而段与段之间可不空行。这种形式兼顾及方便省事与匀称美观，因此，它是目前极为流行的英文书信范式。2. Layout of the business letter 商务书信的商务书信的 ） 3）信内商行名

12、和地址）信内商行名和地址（Inside Name and Address)Formal: Dear SirDear MadamDear SirsGentlemen Informal: Dear Mr Green Dear Mrs GreenDear Miss GreenDear Ms GreenvIf you do not know whether a man or a woman will read your letter, you may write Dear Madam or Sir/Dear Sir or Madam: vDear Madam or SirvDear Sir or Ma

13、dam 2. Principles of business letter writing函电书写基本原则函电书写基本原则 v1）The first principle is clearness 清楚清楚: In order to achieve that you should not convey more than one idea in a sentence. You should not introduce more than one topic in a paragraph. You should not deal with more than one matter in a lett

14、er. v2）The second principle is conciseness 简简要要: Try to make your message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. A good business letter should be natural, human and easy to read. Here are

15、 some examples:Instead of saying: We should be obliged if you could contact Mr Smith at an early date.You say: Please contact Mr Smith soon. Instead of saying: With reference to your Order 319, the goods were dispatched on the 13 of this month.You say: We sent your Order 319 on 13 April.v3) The thir

16、d principle is correctness 正确正确: vno grammatical mistakes. vAppropriate tone, a help to achieve the purpose. (even as a answer to a complaint letter)vFactual information, accurate figures and exact terms in particular vNot to understate nor overstate. (less confidence or awkward position)vYou should

17、 also make sure that there are no typing mistakes. vPay special attention to numbers, such as quantity, price and so on.v4)The fourth principle is courtesy礼貌: This is more than politeness. A good business letter should be positive, friendly and sincere. Instead of saying: I am in receipt of your ord

18、er for 1,000 tons of Black Tea. You say: Thank you for your order for 1,000 tons of Black Tea. 5)The fifth principle is Consideration周到周到:vConsideration is in consistency with “you attitude” or “you approach”.vKeep in mind the receiver you are writing to and take his or her problems into considerati

19、on in a positive way. Pay attention to the next two points:v Adopt “you approach” when you convey a good news. Instead of saying: We shall be able to offer you free customer service for your newly purchased refrigerator for 3 years. You say: You will be pleased to hear that you will soon be able to

20、have a free customer service for your newly purchased refrigerator for 3 yearsvAvoid using “you approach” when conveying bad news. In this situation, you have to handle it tactfully. Instead of saying: Your letter is not clear at all. I cannot understand it. You say: If I understand your letter corr

21、ectly. 6）the sixth and seventh principles are concreteness and completenessvTo give specific figures and facts and use vivid and exact words! (not short， long or good. Specific time with data, month, year or even hour etc.)vTo conclude all the information in your business letter. (what are the facts

22、 supporting the reasons, whether you have answered all the questions asked or not and what the reader is expected to do)ADVO INDONESIA LTDJl Lambuk 23JakartaIndonesiaTel: (62) 373611/ Fax: (62) 21 37556127 March 2005 Mr James BrownSales DirectorElectra plc5 North WayUnited Industrial EstateMancheste

23、rMA2 3BAUK Dear Mr Brown: Yours sincerely (signature) James Watt Sales Manager vThis is Full-blocked style.vUse single space within the paragraph. Use double spaces between paragraphs. vThis style is widely used today because it is easy to type and therefore efficient.ADVO INDONESIA LTDJl Lambuk 23J

24、akartaIndonesiaTel: (62) 373611/ Fax: (62) 21 375561 25 April 2005 Ms Mary GreenHead DesignerElite Fashions Ltd65B Cloth LaneNottinghamNG5 4GSUK Dear Ms Green：Yours sincerely (Signature) Patricia Rose Assistant Manager This is Block style.This is similar to the Full-blocked layout style but the date

25、 is placed on the right. The Subject is centered. The complimentary close and the signature start from the middle. ADVO INDONESIA LTDJl Lambuk 23JakartaIndonesiaTel: (62) 373611/ Fax: (62) 21 375561 April 25, 2005 Ms Mary GreenHead DesignerElite Fashions Ltd65B Cloth LaneNottinghamNG5 4GSUK Dear Ms

26、GreenYours sincerely(Signature) Patricia Rose Assistant Manager vThis is semi-blocked stylevThis is the same as the blocked layout style except that each paragraph is indented five or ten spaces.How to write envelops: Mr. Johnson Green Public Commerce Information Service Bldg.14, Part 3Fangxingyuan,

27、 Fangzhuang, Beijing, China (sender)Mr. Bill White B. Wallace &. Co. Registered 236 St. Louis Street New York 10202, N.Y. (receiver) USA stampvConfidential机密信vRegistered挂号信vPrivate 私人信vExpress 快递邮件vSample Post 样品邮件vParcel Post 包裹邮件vSometimes you may see an envelope with c/o, which means care of.

28、 由由转交转交vMr. Charles Woodvc/o The Sales Manager vPercy Astins & Co Ltdv12 Kings AvenuevRICHMONDvSurrey TW6 ISJvBritainvWrite a business letter in English: v来信收悉，在收到你公司信件之后，我们立来信收悉，在收到你公司信件之后，我们立即与制造厂取得联系，催促他们赶快交货。即与制造厂取得联系，催促他们赶快交货。因为他们迟尺不复，装船期不能肯定，我们因为他们迟尺不复，装船期不能肯定，我们在上个月没有答复你方的信件，深为抱歉。在上个月没有答复

29、你方的信件，深为抱歉。经过再三努力，已商定装经过再三努力，已商定装“东风东风”轮，预计轮，预计本月二十四日左右开航。装货完毕，当即电本月二十四日左右开航。装货完毕，当即电告装运通知。告装运通知。 Dear Sirs,We contacted the manufacturer upon receipt of your letter, urging them to expedite delivery. We are very sorry we were unable to answer your letter last month, as we did not know the exact tim

30、e of shipment owing to their delay in reply. After repeated efforts we have decided to ship the goods by S.S East Wind, which is estimated to sail around 24th of this month. We shall cable you shipping advice once the loading is completed.Yours faithfully 一、如何表达在涨价前订货一、如何表达在涨价前订货Thank you for your l

31、etter of October 10 for business copiers. We are now sending you our price-list and catalog of the newest types that are under production and we can supply at once from stock.We want to notice you that prices of copier parts and components have gone up steadily since the second half of the year. Tho

32、ugh we have tried hard to keep our quotations down, we are afraid the margin for keeping on going like this will not long. Therefore, we suggest that you will let us have your order before further rises in costs, which will lead to a raise in prices very soon unavoidably.v感谢贵方10月10日关于商用复印机的询函。现随函奉送本

33、公司正在生产的、并有现货供应的最新型号的产品清单和价目表。v我方想告诉贵方，自下半年以来，复印机的零、部件价格一直不断增长。尽管我方尽量压低报价，但恐怕有此余地的时间不会太久。因此，建议贵方在零、部件再次涨价，并不可避免地引起成品涨价之前便向我方订货。二、要求及时供货二、要求及时供货vWe understand that you are the agent for the White Tiger ties. We enclose our order for 1000 dozens of the White Tiger ties. Please note that we need these g

34、oods rather urgently as Christmas is drawing near. If you could supply goods timely for seasons, we would make repeated orders, provided prices are reasonable. Payment for the enclosed order will be made on a draft at sight under our letter of credit opened in your favor on receipt of your confirmat

35、ion that the goods are sent out, and can be delivered before 1, December, 2000.v获悉贵公司为“白虎牌领带”的代理商。兹附上1000打白虎牌领带订单一份。v请注意，由于圣诞节在即，本公司急需这批货物。如果贵公司能够及时供应时令货品，而且价格公道，我方将继续订货。v此票订单之货款，待确认贵方已于2000年12月1日前发货之后，本公司即向贵公司开出见票即付的信用证。三、回复询盘告知无货三、回复询盘告知无货v Referring to your letter of 5 June, we very much regret t

36、hat we are unable to make you an offer for the goods you demand. The reason is that the product you need has been out of stock. Whats more our manufacturers have declined orders because of shortage of raw materials.vWe shall, however, file your inquiry and cable you our offers as soon as we have got

37、 supplies.v我方收到贵公司6月5日来函，但非常遗憾，我方无法对贵方所需产品报盘。其原因是，此货品在我处已经脱销。而且，由于原料短缺，生产厂家已经拒绝了我方订单。v我方已将贵方询函备案，一经有货，我方将以电报报盘。四、如何追问买方意见四、如何追问买方意见vIn reply to your inquiry we sent you on May 25 a copy of illustrated catalog of our electric products. As we have not heard from you since, we would like to ask whether

38、 you have had received our reply and what opinion you have on our products. We are always ready to serve you and should be grateful for your reply.v在5月25日我方对贵方询函的回函中，已寄去本公司电器产品的附图目录。因迄今尚未接到贵方的消息，特致函询问，贵方是否已收到我方回函，并征求贵方对本公司产品的意见。我方随时愿意效劳，若承蒙贵方惠赐回函，当不胜感激。五、如何询问参展条件五、如何询问参展条件vFrom yesterdays Morning Pa

39、per we have learned that you are now taking applications from exhibitors for the 2000 Canton Fair. We hope you would send us a copy of detailed conditions for application, such as size of each booth, fees for rent, and time schedule for moving in, etc., as well as the time limit for application.v从昨天

40、晨报上获悉，贵单位正在征集“2000年广交会”的参展申请。希望贵方能将展位大孝租用展位价格、进场时间、最迟申请日期等详细情况通知我方。六、如何索要产品目录六、如何索要产品目录vWe get your name and address from your local Chamber of Commerce. We are an importer of plastic products and we would appreciate it if you would send us your catalogue in the new year.v我方从贵公司的商会获知你们的名称与地址。v本公司经营塑

41、料制品的进口业务，希望能够得到贵公司明年的产品目录。七、按样品询价七、按样品询价vWe have a large demand for the supply of 50,000 meters brown serge, whose sample is enclosed to show you the shade and quality we require. Please send your samples corresponding to our samples with the most reasonable price C.I.F. Singapore if you can supply

42、within three months from now.v本公司需要5万公尺棕色斜纹布的大量供货。现随函附送我方所需货物的样品，以示其色调及品质。v若贵公司能在3个月内供货，请送供货样品，并提供新加坡港C.I.F.最合理的报价。邀请与答复邀请与答复 Invitation and Reply vDear Mr. / Ms, vWe should like to invite your Corporation to attend the 2000 International Fair which will be held from August 29 to September 4 at the

43、above address. Full details on the Fair will be sent in a week. vWe look forward to hearing from you soon, and hope that you will be able to attend. v vYours faithfully v尊敬的先生/小姐， v在上述地址，我们想请贵公司参加于八月二十九日到九月四日举办的2000国际商品交易会，关于交易会的详情我们一周内将寄给你。希望不久能收到你的来信，并能来参加。 v v您诚挚的 肯定答复肯定答复 vDear Mr. / Ms, v vThan

44、k you for your letter of June 28 inviting our corporation to participate in the 2000 International Fair. We are very pleased to accept and will plan to display our electrical appliances as we did in previous years. vMr. Li will be in your city from July 2 to 7 to make specific arrangements and would

45、 very much appreciate your assistance. v vYours faithfully v v尊敬的先生/小姐， v v感谢六月二十八日来信邀请我们公司参加2000国际商品交易会。我们乐于参加并计划展示我们前几年生产的电子设备。李先生将于七月二日至七日去你市做具体安排，非常感谢你的协助。 v v你诚挚的 否定的答复否定的答复 vDear Mr. / Ms, v vThank you very much for your invitation to attend the 2000 International Fair. As we are going to open

46、 a repair shop in your city at that time, we are sorry that we shall not be able to come. v vWe hope to see you on some future occasion. v vYours faithfully v尊敬的先生/小姐， v v非常感谢您邀请我们参加2000国际商品交易会。由于我们将于同一时间到你市新开一家维修店，非常抱歉我们不能前去。v希望以后在某些场合见到您。 v v您诚挚的 v 祝贺信祝贺信Congratulation letter 1vDear Mr. / Ms, v vOn the occasion of the 35th anniversary of your National Day, please accept our heartiest congratulations. May the trade connections between our countries continue to develop with each passing day! v vYours faithfully v尊敬的先