外贸函电结构与格式9

1、外贸外贸函电函电InternationalInternational Business Business CorrespondenceCorrespondence2015-09-07考核考核v 课堂课堂 30% 考勤考勤 + 课堂练习课堂练习v 期中期中 10% 小组形式小组形式v 期末期末 60%v外贸函电是什么外贸函电是什么 是对外贸易领域人们借以沟通的书面工作是对外贸易领域人们借以沟通的书面工作语言，以外贸知识为背景，以外贸语言为载语言，以外贸知识为背景，以外贸语言为载体的电子书信。体的电子书信。 商务英语函电是对外商务交流的主要途径商务英语函电是对外商务交流的主要途径之一。但在信息化高

2、度发达的今天，该信件之一。但在信息化高度发达的今天，该信件并不仅局限于纸质信件，也可以是电子邮件、并不仅局限于纸质信件，也可以是电子邮件、传真或传真或Memo。学生知识背景学生知识背景v 先修课程：先修课程： 国际贸易国际贸易国际贸易实务国际贸易实务；v 具备能力：具备一定的英文读写水平具备能力：具备一定的英文读写水平v课程的名称 International Business Writing English for Business CommunicationBusiness English Correspondence v指定教材v其他参考教材 商务英语函电 檀文茹 主编 外贸英语函电 徐美

3、荣 主编 外贸业务英文函电 诸葛霖 王燕希编著教材脉络教材脉络商务信函的结构与格式商务信函的结构与格式建立业务联系建立业务联系外贸业务流程外贸业务流程代理代理商务传真与电子邮件商务传真与电子邮件其他商务文件其他商务文件询盘；询盘；报盘和还盘；报盘和还盘；回复报盘；回复报盘；订单及执行；订单及执行；合同及销售确认书；合同及销售确认书；支付；支付；装运；装运；保险；保险；投诉、索赔和理赔投诉、索赔和理赔Learning Objectives：After studying the lesson, you should be able to lKnow structure of a business

4、letterlKnow the format of a business letter lKnow addressing the envelopeslKnow principles of business-letter writinglStructuring communication第一章第一章 商务信函的结构与格式商务信函的结构与格式第一节第一节 商务信函的结构商务信函的结构第二节第二节 商务信函的格式商务信函的格式第三节第三节 信封的写法信封的写法第四节第四节 商务信函的写作原则商务信函的写作原则第五节第五节 架构写作架构写作第一节第一节 商务信函的结构商务信函的结构v基本部分基本部分

5、七个部分：七个部分：1、信头；、信头；2、发信日期；、发信日期；3、封内、封内名称和地址；名称和地址；4、称呼；、称呼；5、正文；、正文；6、结尾处的敬、结尾处的敬语；语；7、签名、签名v附加部分附加部分 五个部分：五个部分：1、查询号；、查询号；2、注意事项；、注意事项；3、事、事由；由；4、附件；、附件；5、抄送；、抄送；6、附言、附言 1、信头、信头 letterhead/heading A printed letterhead contains the companys name, address, postcode, telephone number and fax number,

6、etc. 包括：包括：发信人发信人及其公司名称、地址、及其公司名称、地址、邮编、电话号码、传真号码、电子信邮编、电话号码、传真号码、电子信箱等箱等v基本部分基本部分v基本部分基本部分 2、日期、日期 Date The date should be typed in full and not abbreviated (e.g. December for Dec. ) and there is a growing tendency to omit the-th, -st, -nd and -rd that follow the day (e. g. 2 June for 2nd June). (1

7、) October 10,2010 - 美式 (2) 10th October 2010 - 英式 位于信头下面2-4行位置次序是月、日、年或日、月、年v基本部分基本部分 3、封内名称和地址、封内名称和地址 Inside name and addressv信封和正文都要出现，便于查阅或存档。信封和正文都要出现，便于查阅或存档。 vThe name and address of the receiver is typed at the left hand margin at least two lines below the date. v Name Title Name of organiza

8、tion Address位于日期下面2-4行位置v基本部分基本部分v基本部分基本部分4、 称呼称呼 Salutation Dear Sirs, to a companyGentlemen: （美国人常用）（美国人常用）to a companyDear Sir, to a man if you dont know his nameDear Madam, to a woman if you dont know her nameDear Mr. Smith, to a man Dear Mrs. Smith, to a married womanDear Miss Smith, to a singl

9、e womanDear Ms. Smith, to a woman you are not sure whether she is married or not封内名称和地封内名称和地址下两行址下两行v基本部分基本部分v基本部分基本部分5、 The body正文正文 This contains the actual message of the letter. The letter should be carefully planned and paragraphed, with the first paragraph referring to any previous corresponde

10、nce and the last paragraph to future actions or plans.v基本部分基本部分v基本部分基本部分v1）函件只写在信纸的一面，）函件只写在信纸的一面，v2）如果正文较长，一页不够，第二页至少有）如果正文较长，一页不够，第二页至少有三行正文。三行正文。v3）第一页最后一行右边写上）第一页最后一行右边写上to be continuedv基本部分基本部分v4）第二页需用不带信头的信纸，第一行要写）第二页需用不带信头的信纸，第一行要写上收信者单位、页数和日期。如：上收信者单位、页数和日期。如： (1) Collins Telecom Company, -2

11、- March 5,2013 (2) Mr. Thomas Bauer Page 2 October 10, 2010 (3) Page 2 The ABC Company October 10, 2010v基本部分基本部分 6、结尾敬语、结尾敬语 The complimentary close It is merely a polite way of ending a letter. It is in keeping with the salutation. The most commonly used sets of salutation and complimentary close a

12、re: Formal: Dear Sir(s) Yours faithfully, ;Faithfully yours, Gentlemen Yours truly,; Truly yours, Less formal: Yours sincerely, or Sincerely yours 低于正文一、二行，低于正文一、二行，放在信的右或左下角放在信的右或左下角v基本部分基本部分v基本部分基本部分7、签名、签名 The signaturev A letter should be signed by hand and in ink. Because many hand written sign

13、atures are illegible ,the name of the signer is usually typed below the signature and followed by his job title or position.v H. FordH. Ford(手写手写)v H. Fordv Sales Manager 在打好的姓名之上，在打好的姓名之上，仍需手签自己的姓名，仍需手签自己的姓名，以表示郑重以表示郑重v基本部分基本部分v基本部分基本部分1、查询号、查询号 (信函编号信函编号), The reference In business communication,

14、references are often made to previous correspondence. Our Ref.: 10201 JS/EW If the letterhead includes a place for references, they will be typed in the space provided, otherwise they are typed immediately below the letterhead with Your ref. to precede Our ref, . v附加部分附加部分通常由我方编号，通常由我方编号，对方编号组成对方编号组

15、成v附加部分附加部分2、注意事项、注意事项 Attention line Attention line is used to direct the letter to a specific individual or section of the firm. It generally follows the inside address. The Space Engineering Co. Ltd. Brazenose Street MANCHESTER M60 8AS Attention: Sales Manager要求该公司某特要求该公司某特定人或部门收阅定人或部门收阅和经办和经办放在封内

16、地址的放在封内地址的下面下面v附加部分附加部分v附加部分附加部分 3、事由、事由 The subject line The subject heading is often inserted between the salutation and the body of a business letter to call attention to the topic of the letter. Re: Price Reductions Subject: Price Reductions写在称呼下面、信笺中间的位置写在称呼下面、信笺中间的位置可以划线，也可以不划。可以划线，也可以不划。有时可全部

17、用大写字体有时可全部用大写字体v附加部分附加部分有关有关v附加部分附加部分4、附件、附件 Enclosure Enclosures ：3 或或 Encls.：35、抄送、抄送 Carbon Copy C.C. to Beijing Office, Global Trade Co.6、附言、附言 Postscript P.S.： The invitation will be mailed to you in a day or two.v附加部分附加部分v附加部分附加部分1.Letterhead3. Reference2. Date4.Inside Name and Address5.Attent

18、ion Line6.The Salutation7.Subject Line8.The body of the Letter9.The complimentary Close10.The Signature11.Enclosure12.Carbon Copy Notation13.The Postscriptv缩行式 Indented stylev完全齐头式 Full-block stylev改良齐头式 Modified-block stylev半齐头式 Semi-block style第二节第二节 商务信函的格式商务信函的格式v缩行式 Indented stylev1）信头位于中间）信头位于

19、中间v2）正文首行缩进）正文首行缩进46个字母；个字母；v3）日期、结尾敬语和签名在右边；）日期、结尾敬语和签名在右边；v见教材见教材 P14v1）全部左对齐，段落之间空一行；）全部左对齐，段落之间空一行；v2）容易处理，速度快，不用居中和空格，但）容易处理，速度快，不用居中和空格，但是不美观。是不美观。v见教材见教材 P10v完全齐头式完全齐头式 Full-block stylev日期、结尾敬语和签名在右边；日期、结尾敬语和签名在右边；v见教材见教材 P11v改良齐头式改良齐头式 Modified-block stylev半齐头式半齐头式 Semi-block style问题问题：比较：比较

20、P12与与P14，格式上找不同？，格式上找不同？第三节第三节 信封的写法信封的写法1.Return Address3.Mailing Direction4.Remarks2.Mailing AddressStampv见教材见教材P15。 与我国不同。与我国不同。c/o7Cs原则原则vCourtesy 礼貌礼貌vConsideration 体谅体谅vCompleteness 完整完整vClarity 清晰清晰vConciseness 简洁简洁vConcreteness 具体具体vCorrectness 正确正确第四节第四节 商务信函的写作原则商务信函的写作原则1、Clarity 明晰，清楚明晰，

21、清楚vThe writer must try to express himself clearly. v To achieve this, he should keep in mind the purpose of his letter ;and use appropriate words in correct sentence structures to convey his meaning. v He should also avoid ambiguous sentences. 比较比较vThe L/C must reach us for arranging shipment not la

22、ter than 8 October.vThe L/C must reach us not later than 8 October for arranging shipment .vThey bought a bicycle in Beijing in a small shop which costs $25.00 .vThey bought a bicycle for $25.00 in a small shop in Beijing. 2、Conciseness 简洁简洁vConciseness means saying things in the fewest possible wor

23、ds. A concise business letter should say things briefly but completely without losing clarity or courtesy. To achieve conciseness try to avoid wordiness or redundancy.比较比较vWe have begun to export our machines to countries abroad.vWe have begun to export our machines.3、Courtesy 谦虚有礼谦虚有礼v Courtesy is

24、not mere politeness. It stems from a sincere You-attitude. The courteous writer should be sincere and tactful, thoughtful and appreciative.vCompare:vYour letter is not clear at all. I cant understand it.vIf I understand your letter correctly (tactful)4、Consideration 周全，体谅周全，体谅 v Prepare every messag

25、e with the reader in mind and try to put oneself in his place. Plan the best way to present the message for the reader to receive. Emphasize the You-attitude rather than the we-attitude v Adapt the language and message to the receivers needs. It is also better to focus on the positive rather than th

26、e negative approach.5、Concreteness具体具体vMake the message specific, definite and vivid.比较vThese brakes can stop a car within a short distance.vThese Goodson power brakes can stop a 2-ton car within 24 feet.vA decision has been made to set up an office in Osaka.vThe board of directors decided to set up

27、 an office in Osaka6、Correctness正确正确v As applied to a business message, correctness means appropriate and grammatically correct language, factual information and accurate reliable figures.v Errors often occurred in business writing: Our competitors were more successful than ours (us). vThe two first

28、 (first two) items are not available.vWe are interested in same. (the same)vNeither of the offers are (is) acceptable.vWe had quite a (a quite) successful meeting.7、Completeness 完整完整v A business communication should include all the necessary information. It is essential to check the message carefully before it is sent out.v是否完整可用5个“W”来检验，即“Who, what, where ,when and why” 比较比较vI write to send my congra