Good_外贸英语函电书信格式.ppt

1、外贸英语函电English Business Correspondence,主讲人： Amy Sun,Unit 1 Introduction to Business Letter,The business letter is the principal means used by a business firm to keep in touch with its customers. English business correspondence refers to the letters , cables, telexes, faxes and e-mails dealing in inte

2、rnational business, as well as in domestic trade, of course. The purpose of this course is to help you learn how to write good business letters by using up-to-date expressions in the simplest possible language.,. The Structure and Form of a Business Letter 一. 商业信件的结构,1.信头 Heading 2.编号 Ref. No. 3. 日期

3、 Date 4.封内地址 Inside Address 5.主办人 Attention 6.称 呼 Salutation 7.事 由 Subject line 8.信 文 Body of the letter 9.结尾语 Closing Sentence 10.结尾敬语 Complimentary close 11.签名 Signature 12.附件 Enclosure 13.抄送 Carbon notation 14.附言 Postscript,Chiwan Petroleum Supply Base Chiwan, Shenzhen, China （1）信头(letterhead) Te

4、l: (0755) 2678976 Fax: (0755) 2678975 E-mail:,Your ref: 12-5-35A Our ref: a245 May 8, 2008 James Email: ,信头（Letter Head) : 信头一般都是事先就印好的，它表示发信人公司行号名称及地址，使收信人一看就知道发自何方、何处、核实，也便于复信时参考。包括发信人的姓名、地址、网址、电子信箱、电报挂号、电话号码。有的信头还包含公司负责人的姓名和职务职称。,一般商号的信笺都印有信头，如果没有，也可以在信纸上端的中间，或者在信笺的右上方，如： Richard Thomas Oct.代替Oct

5、ober，但May，June ，July本身很短，不再减缩。,5）日期可用基数词，也可用序数词。 一般用基数词，较少使用序数词 基数：3 November, 2000 （3 Nov., 2000） November 3,2000 (Nov.3,2000) 序数：3rd November, 2000 November 3rd, 2000,6）月份和日期之间不要用标点点开，年份之前，必须用逗号点开. 例如，Oct.1,2000 (或October 1,2000) 30 Nov.,2000(或30 Novermber,2000) 日期的几种常见写法： June 5,2000 (5th June,20

6、00) 1st October,2000 (1st Oct.,2000或October 1,2000) 30 Nov.,2000 ( 30 November,2000),（三） Inside name and address The name and address of the receiver is typed at the left-hand margin two lines below the date. They should be the same as those types on the envelope. For example:Mr. George Chapman, Pre

7、sidentJocomack Company5678 Berry AvenueMinneapolis, MN 55106USA,封内地址和行名（Inside Name and Address): 这是指收信人的行号和地址。距日期两行，打在左边。 写上封内地址的益处： 1）对发信人而言，便利有二： 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。 2）对收信人而言，便利也有二：一是收信人读信时，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。,3.写封内地址时对公

8、司行名的称呼： 1)一般用公司全称 London Export Corporation China Chemical Co. 2）在公司的名称由人的姓名组成时可以使用Messrs表示客气 Messrs. John Smith & Co. Messrs. Black & White Co.,3)即使公司的名称由人名组成，也不应该加Messrs的情况，例如 a. 写给公司中某一个人的信，例如 Mr. Charles Snow Robinson & Co. b.公司名称中已包括其职衔 Dr. Haris & Co. c.公司名中有定冠词the The Grayson Electrical Co.,（

9、四） The SalutationIt is the greeting with which every letter begins.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。 Dear Sir or Madam:(or To Whom it May Concern)Dear Sir:Dear Sirs: (The Americans usually use Gentlemen in stead of Dear Sirs. Here Gentlemen should always be in the plural form.)Dear Madam: The above sa

10、lutation cannot be followed by a persons name.Dear Mr. / Mrs. / Ms. / Miss (should be followed by a persons name)Dear (a persons first name), After the salutation a comma or colon is always used.,Courtesy titles:Mr.Mrs.MissMs. Messrs. (pl. form for Mr.) e.g. Messrs. MacDonald & Evans (a partnership

11、) Messrs. J. Harvey & Company Mmes. (Mesdames ）已婚复数 Esq. (for Esquire) . e.g. David Jones, Esq.Dr.Prof. In official correspondence, the inside name and address is sometimes placed at the foot of the letter.,称呼（ Salutation）： 写信人对收信人的一种称呼，其位置是在封内地址的下面空两行，并与之平头。其形式取决于写信人与收信人的关系。 1.商业函件 1)用“Dear Sirs, ”

12、 不能单独用“Sirs,” 2)美国人用“Gentlemen：”,更加普遍 (不能用单数）,单数时称“Dear Sir” 3)如果是女性公司，则用 “Dear Madams,”,2. 公事函件： “ Dear Sir，”对一般机关团 体负责人适用。此外公事函件还可以用 “To those who may be concerned，”,3. 半公半私函件，且给个人的信件 1）给男士，用“Mr.” 或“Esq.” a) Dear Mr. Black, b) Esq.=Esquire 。在英国，它是对一般男性的敬称，在美国Mr.是很通用的称呼， Esq.则是对有声望的男性的尊称，如法官、地方长官等。

13、注意：用在姓之后 Dear Black, Esq. 2）给女士，用“Miss”,“Mrs.”,”Ms.”,最好用“Ms.”,例如，Dear Ms. Black,注意： 称呼后面的标点一般用逗号（，），不用冒号（： ）或分号 （； ），但美国和加拿大等地的来信中，Gentlemen 后面也用冒号（： ）,（五）信的正文（Body) 这是信的主要部分，表达发信人的意见。信的优劣完全要看正文写得好坏。大多数书信遵循三段的原则： （1）第一段为引导段，自我介绍或说明来信已收到。 （2）第二段提供信息或说明事实。 （3）第三段设计将来的打算和行动。,注意事项： 1）段与段之间一般空两行 2）如果信的本文

14、很长，一页纸不够用而需两张或数张联页，应在第一页的右下端打“待续”（to be continued),并在联页上端注明收信人的名称、日期、页数，再继续打正文。这是为了避免第一页和第二页，第三页在发信时误置。,3）用联页时不要用印有信头的信纸，这时名称可尽量缩写，样式如下： a) -page2-The Universal Trading Co.,Ltd.Jan.7,2000 b) Mr.T.N.L., March 10, 2000 P.2 c) -2- L.A.Brizier & Co. 1 March, 2004 4) 正文的联页至少有两、三行内容,5)结尾语（The Closing Sent

15、ences): 一般用来总结本文所谈的事项，提示对受信人的要求。如希望来函或电报订货，答复询问或作必要的声明等，另外也附加一些略带客套的语气 。他在正文结束之后，另起一段。,A）用分词短语开始的： Awaiting your good news, we are, Looking forward to your early reply, we remain, Looking forward to receiving your shipping advice, we remain, 注意:句末用逗号，不用句号。 B)用完整句子的： We await your good news. We hope

16、to receive your early reply. We look forward to your shipping advice.,(六) The complimentary Close It is purely a matter of custom and also a polite way of bringing a letter to a close. The expression of the complimentary close must suit the occasion, and the salutation as well. 结束语是一种客套用语它应与前面的称呼相呼应

17、。,结束礼词（The Complementary Close） 1）商业函件用： Yours faithfully，Faithfully yours， Sincerely yours，Sincerely yours 2）公事函件用： Respectfully yours，Yours respectfully,注意： 1）结束礼词写在结尾语下隔一行，正中或略向右边写起 2）只有第一个字母大写，后面加逗号 3）欧洲信函把Yours放前，美国则把副词放前 4）用Yours而不用Your，与Yours连用的一定是带-ly的副词。 5）不能将其单独另页打印，万一出现这种情况则应重新打印全信。,（七） T

18、he Signature It is written in ink immediately below the complimentary close , followed by the type-written name. 1）结束语的下面，一般应将公司的名称用大写打出。2）必须由负责人签名。3）打上签名人的姓名。4）打上签名人的职位。格式如下： Yours Faithfully THE NATIONAL TRANSPORT CO. T.M.White T.M.White Manager,Sincerely yours, Douglas A. Campbell Douglas A. Camp

19、bell President,Yours sincerely, COMMUNICATIONS AND ELECTRONICS, INC. Jeff Loomis Jeff Loomis Personal Communications Representatives,Optional parts of a business letter,1. The Reference Line信件编号 The purpose of a reference line is for convenient reply, filing and classification. It may include a file

20、 number, departmental code or the initials of the signer or the typist.一般当一个公司向另一个公司发函时，双方都会给信函编号，作用是能使复信与先前发出的信函联系起来,便于存档与查阅。编号又分贵方编号（Your Reference No.)、我方编号（Our Reference No.) For example: Your Ref : B-1549 Your Ref : JBD/WM Our Ref: A-3450 Our Ref: WDW/LP Your ref: CNN / 011 Our ref: 00987 / XU,

21、Sometimes the reference may be typed as a heading:Dear Sir: Your Ref: ALM/ PSThank you for your letter of 15th September. ,2. The Attention Line主办人或经办人 If a letter is addressed to an organization in general but wish to be directed to a specific individual or section of the firm, the attention line c

22、an be used. It generally followed the inside address. 如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention 或Attention of或For the Attention of 。,For Example: Biddle, Sawyer & Co., Ltd, Fitzroy Street, London, Sw825DY, England. Attention(:) Mr. H. A. Donnan, Export Manager 或 Attention of:,The SecretaryThe A

23、jax Electrical Co. Ltd.Fernhall DriveRedbridge, Essex IG4 5BNEnglandFor the attention of Mr. T. Waterhouse(Attention: Mr. T. Waterhouse)(Attention of Mr. T. Waterhouse) Att: Mr. T. Waterhouse Dear Sir:,3. The Subject Heading事由 It functions as a title of a letter. The purpose is to tell the reader wh

24、at the letter is about. It is usually put between the salutation and the body of the letter. 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。为同一问题多次通信，最好用同一标题。可在前冠以Subject 或Re：（拉丁文：关于）的字样。 Dear Miss Hazard: Subject: Annual Stockholders Meeting Re: Your Order No.111 Re: Raincoats (Body of the let

25、ter ),4. The Identification Initials/Marks主办人代号又叫辨认代号 以便日后查对这封信是由何人主稿，由何人速记打字。一般的写法是把主稿人、速记员的姓名的第一个字母连续打出，两者之间加一斜划, 或加冒号。 例如一个名叫 Willian L. Rich的人向一位名叫 Margaret Davis 的秘书口授一封信，他们可以缩写成: WLR/MD WLR:MD wlr/md They are typed two spaces below the signature. Used for administrative purpose, e.g. The forme

26、r are the initials of the signer and the latter are the initials of the typist. 一般由口述人和秘书或打字员的名字首字母组成。主要是为了信件管理的目的。,5. The Enclosure Notation附件 When there is something enclosed with the letter, typed the word “Enclosure” or “Encl.” or Enc., in the bottom left-hand under the identification marks (if

27、any). 如信中有附件时，应在签名下注明Encl.或Enc.如果附件不止一件，应注明2 Encls.或3 Encls.等.如： Encl / Enc: 2 Invoices Enclosure: (1) A catalogue (2) Invoice No. 2453 2 Encls. 3 Encls. : 1 B/Lading (提单一张) 1 Photo (照片一张) 1 Certificate (证明书一张),6. The C.C. Line抄送 C.C. stands for carbon copy. The writer wants the addressee to send a

28、copy of the letter to somebody else. It is positioned at the left-hand margin, below the enclosure 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，那么再Enclosure的下方必须注明c.c.的字样，然后打上抄送单位的名称。 c.c .可以大写，也可以小写，其后跟冒号,c.c.: Mr. Nathan Jacksonor c/c: Mr. Nathan Jacksonc.c.: Mr. Bruce PatcoC.C.: Public Relation Depart

29、ment,7. The P.S. Notation附言 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). 如: Park Davis,只签P.D.。郑重的函件一般不用P.S.，说明写信人办事不够周密。,(1) To add a personal touch to the business letter. To add a personal touch to a typewritten letter, some writers add it in pen. P.S. Wish to meet you at the Car

30、 Fair on April 20.(2) Writer of sales letter often leave one last convincing argument in the postscript for emphasis.P.S. I will give you a 10% discount if you order this week.,三、信封的写法： 1.信封地址的写法与封内地址的写法完全一样，可用缩行式或平头式，最好与封内地址采用的格式一致。 2.发信人的名称地址应打在或印在信封左上角 3.收信人的名称地址应放在信封的中下偏右，邮票贴在信封正面的右上角 4.邮寄指令（注释）

31、,两者若只存在一样,均可放在信封的左下角，若同时存在，邮寄指令放在收信人地址之上，注释放在信封的左下角,Return Address(发信人地址） Stamp Mailing Directions（邮寄指令） Address（收信人地址） Remarks（注释）,注意： 1.注释：如系私人信件或密件，需收信人亲自开启而不要他人拆阅可在信封“Remarks”处，根据需要注明下列字样： Private 私人信 Personal 个人信 Confidential 机密信,2. 邮寄指令：如需说明信或邮件的类别，可根据需要在信封“Mailing Directions”处，注明下列字样： Registe

32、red Express Ordinary Mail 挂号邮件 快递邮件 平信 Immediate(urgent) Printed Matter Sample 急件 印刷品 样品 BY AIR MAIR PAR AVION(法语) 航空,3.托人转交：如果信件不是通过邮寄，而是托某人转交，则信封上不写收信人的地址，只在收信人名称之下写： By Politeness of ， By kindness of ， By Favor of Forwarded by等 然后再加上带信人的姓名。例如： Dr. William Brown By Kindness of Prof. Walter Snow 也可

33、以不写带信人的姓名，只需在收信人姓名上写Please Forward,4.如果信件通过邮局寄给第三者转交给收信人，则要在收信人姓名下面写明转交人的姓名，其前面加c/o(=care of 由 转交），例如： Mr.Park Davis c/o Mr. Harold wood 318 Doswell Avenue Fort Arkinson, Wisconsin The United States of America,四、英、美书信写法的不同之处： 1. 英式的书信格式是缩行式或混合式，美国则是平头式. 2. 称呼用法。英国一般用“Dear Sirs，”后用逗号。美式则用“Gentlemen：”

34、后用冒号。 3.结尾语的用法。英式习惯用Yours sincerely， ours faithfully，而美式则相反，习惯于Sincerely yours ， Faithfully yours。 4.日期写法的区别。英式是按日-月-年的顺序。美式则按月-日-年的顺序。 而日期写法的国际通用格式是按日-月-年的顺序排列。,二. Format of letters （信函格式）1.齐头式（Block Format） 每行都从左边边线开始。便于打印，但布局不美观2.混合式 (Block style with Indented Paragraphs) 寄信人的地址在信纸的中上部位，而收信人的地址是从

35、左边边线开始打印，结尾敬语连同签署是从中间稍偏右处。3.改良式 (Modified Format) 除了日期、结尾敬语和签署的排列与混合式相同外，其余部分是从左边边线开始4.简化式 (Simplified Format) 类似齐头式，省略了称呼语和结尾敬语。突出主题。,The Block Style（平头式，齐头式） Month, day, year Addressee Street Address City, State or Province ZIP code, Country Dear Students Subject: The Block Letter Style This lette

36、r style is very modern. It is popular in the United States and is now being increasingly adopted in many other countries. Its main feature is that all lines begin at the left margin, as shown here. There should be a double line space between two paragraphs to make the reading easy.,This letter also

37、illustrates the open style of punctuation, which means that punctuation is omitted after the salutation and complimentary closing, except the full stops to mark abbreviations. This style has a neat appearance. It eliminates many extra keyboarding strokes and motions and, therefore, helps to increase

38、 proficiency in letter writing. Sincerely Helen Sharp Helen Sharp Professor of English Encl. Sample letter,Modified Block Style （改良平头式） Month, day, year Addressee Street Address City, State or Province ZIP code, Country Dear Students: Subject: The Modified-Block Style The modified-block style is the

39、 most frequently used letter style in business today. This style has the date line, complimentary closing, and the writers signature beginning at the center. All other lines begin at the left margin.,This style usually uses standard punctuation. This means that colon is typed after the salutation an

40、d a comma after the complimentary closing, as shown in this letter. The advantage of this style is that it has a more balanced appearance than the block style and that it is faster to keyboard than those styles with indented paragraphs. Sincerely yours, Helen Sharp Helen Sharp Professor of English E

41、ncl. Sample letter,Block style with Indented Paragraphs（混合式） Month, day, year Addressee Street Address City, State or Province ZIP code, Country Dear Students: Subject: Block Style with Indented Paragraphs This is actually a modified form of the indented style which is a traditional British practice

42、. Although the first two letter styles are more widely used, this style is also popular, probably because its paragraphs are indented in the same way as those in books, newspapers, and magazines.,The only difference between this style and the modified-block style is that all the paragraphs should be

43、 indented. It has the advantage of cramming more paragraphs into the same page because we can eliminate the blank lines between paragraphs of the body. Sincerely yours, Helen Sharp Helen Sharp Professor of English Encl. Sample letter,Memo Style （备忘录式） TO: All students in the business writing trainin

44、g seminar From: Helen Sharp, Professor of English Subject: Memo Style of Business Letters Date: March 5, 2010 Dear Students: Influenced by the style of memo which is used for inner office communication, some business correspondences now adopt memo style even for formal and external communication. E-

45、mails often use this style. Sincerely yours, Helen Sharp Helen Sharp Professor of English,. Basic Principles for Business Letters(商务信函的基本原则:7c) Courtesy 礼貌 , Consideration 体谅 , Completeness 完整, Clarity 清楚,Conciseness 简洁,Concreteness 具体,Correctness 正确,1. courtesy（礼貌） 礼貌是书写商务信件的基本原则，礼貌绝不是简单的客套，它是一种真诚的

46、对“收信人的态度”。 注：为了使书信显得礼貌，尽量避免使用那些过激、冒犯和轻蔑的语言。及时回复对方信件。,例：a) Your order NO.85 for l00,000 yards of Cotton Prints Art.NO.1002 is rejected 我们拒绝了你方85号关于订购货号1002号印花布十万码的订单。 b) We regret to inform you that we have been unable to accept your order NO.85 for 100,000 yards of Cotton Prints Art.No.1002 我们遗憾地通知你

47、方我们已不能接受你方85号关于订购货号1002号印花布十万码的订单。,2.Consideration（体谅） 不只是客气，应该“put yourself in your readers shoes”, 考虑对方的立场（You-attitude rather than We-attitude)，考虑对方的要求、需求、感受，并及时回复。 要想在信中体现一种体谅之情，要做到下面两点：,We-attitude We allow 2 percent discount for cash payment. We wont be able to send you the brochure this month

48、.,You-attitude You earn 2 percent discount when you pay cash. We will send you the brochure next month .,1) You-attitude （收信人态度）,2）Focus on the positive approach(以肯定的 态度为主) P: We feel sure that you will be entirely satisfied. N: We do not believe you will have cause for dissatisfaction. P: Perhaps n

49、ext time we can send you what you require. N: We regret our inability to serve you at this time.,3.Completeness(完整) Check the message carefully before it is sent out. 4.Clarity(清楚) 1)avoid using the words which have different understanding or unclear meaning. e.g. As to the steamers sailing from Hon

50、g Kong to San Francisco, we have bimonthly direct services. Bimonthly: twice a month, once two months. 改成：We have two direct sailing every month from Hong Kong to San Francisco.,2）Pay attention to the position of the modifiers. e.g. a. We shall be able to supply 10 case of the item only. b. We shall be able to supply 10 case only of the item. “only” 在上面两句中分别修饰item和10 c