1。掌握外貿常規(guī)流程：業(yè)務關系建立資信調查詢盤及回復報價和發(fā)盤還盤和接受--銷售促銷訂單及其履行信用證其他支付方式包裝保險裝運索賠與理賠貿易方式2。牢記重點內容：一是各類信函及其回復信函的寫作步驟及常用表達方式；二是函電中出現頻率較高的焦點詞匯及其表達方式。學習建議1Unit

1

Fundamentals

of

Writing

EnglishBusiness

Letters英文商務信函寫作的基本知識21.1

Introduction（簡介）目的：掌握商務信函的寫作要求、寫作原則、以及信封和信函的基本構成和行文要求。31.2

Requirements

for

BusinessLetter

Writers（商務信函的寫作要求）要寫成功的商務信函，需要起草人具備以下條件：精通英語（Good

command

of

English）通曉外貿理論和實務（Knowledge

of

businesstheory

and

practice）通曉術語（Knowledge

of

technical

terms）通曉人的心理（Knowledge

of

psychology）熟悉推銷藝術（Skills

in

salesmanship）41.3

Seven

Guidelines

of

Writing

English

BusinessLetters（英文商務信函寫作七原則）57C原則清楚（Clarity）簡潔（Conciseness）

正確（Correctness）具體（Concreteness）

禮貌（Courtesy）體諒（Consideration）完整（Completeness）1.清楚（Clarity）商務信函應使讀者一目了然，沒有艱澀難懂或產生誤會之處。例如：As

to

the

steamers

sailing

from

Shanghai

to

San

Franciswe

have

bimonthly

direct

services.此處bimonthly可以是twice

a

month(一月兩次地)或者

once

two

month(隔月地)，存在歧義，應改為：We

have

two

direct

sailings

every

month

from

Shanghaito

San

Francisco.或We

have

semimonthly

direct

sailingfrom

Shanghai

to

San

Francisco.62.簡潔（Conciseness）言簡意賅地表達所需表達的意思，同時又無損于書信的完整和禮貌。例如：將We

need

to

act

on

the

suggestions

that

our

customersoffer

us改為We

need

to

act

on

customer

suggestions就簡潔了。73.正確（Correctness）正確的商務信函不僅表現為語法恰當，標點符號和詞匯拼寫正確，還要求敘述正確、提供的事實和數字無誤、寫作格式規(guī)范、技巧運用恰當以及商業(yè)術語正確。例如：My

visit

with

the

outside

sales

rep

showed

me

thayour

schedule

can

change

quickly.此處your

schedule顯并非一定為讀者的schedule，不妨改為：My

visit

withthe

outside

sales

rep

showed

that

schedules

can

changequickly.再例如，The

goods

supplied

are

exactly

equal

to

thesamples應改為The

goods

supplied

are

similar

in

qualitto

the

sample，這樣就可避免交貨時可能產生的質量方面的糾紛，畢竟交付的貨物無法與樣品一模一樣。84.具體（Concreteness）商務信函必須避免采用模糊、大概和抽象的詞語和語句，應盡量運用具體的事實和數字，一般使用主動語態(tài)來陳述內容。5.禮貌（Courtesy）在商務信函的寫作過程中，及時是禮貌之首。此外，應避免使用可能激怒、傷害對方的言辭或語氣，語調上要盡可能站在客戶的立場上做到互惠互利。例如：Thank

you

for

your

corporation適用于上司對下屬，如用于下屬對上司就不禮貌。96.體諒（Consideration）發(fā)信人應盡可能從收信人的立場來考慮問題，在分析對方會如何理解信息的基礎上，提供其所需要的信息。7.完整（Completeness）商務信函必須力求完整，要包括寫信人希望收信人做出積極反應的一切情況，或是回答來信所提出的全部問題和要求。例如：Our

Hair

Washing

Machine

has

won

first

prizes

in

four

national

contests

within

the

past

three

years則提具體的產品名稱，具體的時間，具體的獎項和數量，給對方提供關于我方產品更為完整的信息，從而傳遞更有說服力的信息。101.4

Addressing

Envelopes（信封的寫法）在寄往國外信函的信封上，收信人和收信人地址以及寄信人和寄信人地址的書寫位置，都不同于國內信封的寫法，見圖1-1。11圖1-1寄往國外信函的信封寫法General

Trading

Co.28

North

RoadBeijing

100020P.

R.

ChinaOverseas

Trading

Co.52

Hooigracht

StreetAmsterdam,

the

NetherlandsＳＴＡＭＰ寄信人姓名和地址應寫在信封的左上角，且務必與封內地址在形式和標點上一致。收信人姓名和地址寫在信封中下偏右的位置，收信人的姓名和國名須分行書寫。寄信人和收信人的姓名和地址的書寫順序是：先寫姓名后寫地址。地址的書寫應由小至大，先寫機構名稱，再依次寫門牌、街道、城市、州/省及郵政編碼，最后書寫國名。12注意事項：（4）關于信件類別、投遞方式及其他事項說明，寫在信封左邊寄信人地址下，或寫在左下角。如懷疑信件能否送交收信人，可在信封最下邊標明：IF

UNDELIVERED

PLEASE

RETURN

TO

XXX，即：如無法投遞，請退交XXX。131.5

Parts

of

English

BusinessLetters（英文商務信函的組成部分）1.信頭（Letter

head）The

heading

includes

the

writer’s

company

name,

address,

post

code,telephone

number,

fax

number

and

e-mail

address

etc.信頭也稱為信箋抬頭，由寄信人公司名稱、地址、電話號碼、E-mail地址和傳真構成。信頭通常位于信紙的最上端。142.日期（Date）日期頂邊寫在信紙的左邊或右邊，距離信頭三到四行。注意事項：年份必須全部寫出。月份最好用英文全拼，不提倡用縮略式。日期可以用序數詞或基數詞。年份前要加逗號。日期切忌全部用數字表示。May

2,

2008

(American

form)2nd

May,

2008

(British

form)153.信函編號（Reference

number）給信函編號是為了便于往來書信的存擋和查閱，一般采用Your

Ref.（你方編號）或Our

Ref.（我方編號）。信函編號通常放在日期的上方或與日期平齊靠左的位置，打上如下字樣：Your

Ref.：

ITFG

06/12-8Our

Ref.：164.信內地址（Inside

address）信內地址包括收信人的姓名、頭銜、單位名稱、營業(yè)地址以及城市、國家名稱和郵政編碼。收信人的姓名和地址應和信封上的內容相同。信內地址一般在信紙左上角低于日期的地方。書寫順序是由小單位到大單位。每項內容單獨成行：Mr.

Zhang

YouyuanDeputy

ManagerForeign

Economic

&

Trade

Co.China

Chang

Jiang

Corp.Wuhan,

Hubei

430074175.稱呼（Salutation）稱呼寫在信內地址下面空兩行處。常見的正式稱呼有：Dear

Mr.Smith，Dear

Mrs.Smith，Dear

Miss

Brown，Dear

Ms.White。如果稱呼多個男性，則在姓名前用Mr.的復數形式Messrs。Mrs.沒有復數形式，如果稱呼多個女性，則在姓名前用Mmes.，如Mmes.White

and

Gray。寫信給一家公司時，通常用Dear

Sirs，也可以用Gentlemen。186.事由（Subject）19事由是為對方在閱讀信的正文以前對信的主題、內容有一個了解，也便于登記歸檔和查卷。寫在稱呼下面、信的中間位置。事由下面可以劃線，也可以不劃線，有時可全部用大寫字體。例如：Subject：Men’s

BicyclesRe：Sales

Confirmation

No.25367.信函正文（Body

of

the

letter）信函正文是商務信函中最重要的部分，要遵循“7C原則”。正文一般遵循三段式的格式。第一段一般是引入主題，第二段詳細討論，第三段以總結或建議來結束全文。需兩頁或更多的信紙時，在前一頁最后一行的右邊寫上tobecontinued。續(xù)頁應采用不帶信頭的信紙，并注明收信人名稱、頁數和日期。如：Mr.John

Smith,Page

2,June

3,2005208.信尾客套語（Complimentary

close）信尾客套語是一種禮貌，是結束信函的正式方式，類似中文信函中的“此致，敬禮”等。常用的有：Sincerely,Sincerely

yours,Yours

sincerely,Best

regards；更親切一點的有：Cordially,Cordiallyyours；再正式一些的有：Yours

truly,Respectfullyyours,Yours

faithfully。注意，只有第一個字母大寫。一般打印在正文下面空一行處。219.簽名（Signature）22簽名通常在信尾客套語下空三行的位置。簽名可采用不同寫法，一般包括：公司名稱、寫信人的手寫簽名、寫信人的打印簽名、寫信人的頭銜。有時，也可以不寫公司名稱。例如：General

Trading

Co.（Signature）John

SmithSales

Manager10.經辦人代號（Reference

notation）23經辦人代號是提供信件產生的信息資料，便于必要時查對之用。經辦人代號是由信件口授者和秘書的姓名首字母組成，用冒號或斜線號分開，可用以下方式書寫：FCM/HL，FCM:HL，FCM/hl，fcm:hl附件（Enclosure）假如信封內除信紙外，尚附有其他文件，可以在信中說明附件份數和內容。當附件只有一件時，注明Enclosure或Encl.即可；一件以上時，要加上編碼，以便收信人識別，用Enclosures.說明。例如：Enclosures

3:Birth

Certificate2.Visa3.Letter

of

Reference2412.抄送（Carbon

copy/C.C.）25發(fā)信人若需把此信抄送給有關單位，可在附件下方即信左下端打上C.C.，然后打上抄送單位的名稱，例如：C.C.:

The

Bank

of

ChinaCopies

to:

directorsCc

to:

CEOCopy

to:

Sales

Manager13.附筆（Postscript/P.S.）26若寫完信后還須附加項目時，就需補述，這類似于中文信中的附言。有時并非真正將忘了寫的事情補上，而是故意引起對方的注意。附筆被放在抄送下方。在寫完P.S.之后，有時也把簽字人姓名的首字母縮寫附在最后。INTERNATIONAL

TRADE

AND

EXCHANGE

GROUPOur

Ref.

:

ITFG

06/12-8December

12,

2006China

Chang

Jiang

Corp.1.Heading2.Date262

WAVERLY

PLACE,

SOUTH

ORANGE,

NEW

JERSEY3.T0h7e0R7e9f(e2r0e1n)ce78N2u-m5b6e8r8

FAX:

(201)762-56874.

The

Inside

AddressMr.

Zhang

YouyuanDeputy

ManagerForeign

Economic

&

Trade

Co.27Dear

Mr.

Zhang:My

plans

are

to

visit

China

and

Wuhan

during

the

firstThe

SalutationThe

Subject

(or

Re:)Re:

Visiting

planThank

you

for

your

fax

on

November

10.

I

greatly

appreciatthe

invitation

to

meet

with

you

on

my

next

visit

to

Wuhan.

I

athank

you

for

sending

me

the

various

catalogues

and

brochurabout

your

company.

They

are

most

helpful

in

learning

the

wiscope

of

the

corporation’s

activities.7.The

Body

of

the

Letterquarter

of

2007.

Exact

dates

remain

uncertain.

I

will

certaiyou

the

itinerary

when

it

is

finalized.

My

agenda

in

Ch2i8

na

wiSincerely

yours,FCM/HLEnclosure:

A

copy

of

name

list

of

the

delegationclients

as

well

as

our

own

account.Again,

thank

you

for

the

information

you

have

alreadysupplied.

I

look

forward

to

hearing

from

you

again

and,especially

to

meeting

you

in

Wuhan.

In

the

meantime,

if

theris

anything

we

might

do

for

you

here,

please

let

us

know.8.

The

Complimentary

Close9.

The

Signature10.經辦人代號（Reference

notation）Paul

E.

S1c1h.waTnhne

Enclosure13P.r抄es送ident13.

The

Postscr2i9

pt1.8

Formats

of

English

BusinessLetters（英文商務信函的格式）商務信函要達到良好的溝通效果，一方面要撰

寫恰如其分的句子和段落，另一方面還必須運用恰當有效的信函格式。英文商務信函有三種常用的格式：縮行式（the

indented

form），齊頭式（the

block

form）和修正齊頭式（the

modified

block

form）。30（1）縮行式如圖1-2所示，縮行式信函的日期行、結尾客套語、作者姓名和頭銜都從所在行中間偏右的位置開始寫，事由行居中。每個段落的第一行從左邊界空5個字母的位置開始，其他各行都從左邊頂頭寫。31（2）齊頭式如圖1-3所示，齊頭式信函的每一行都從左面的邊界開始寫，前面不留空格。32圖1-3齊頭式信函格式33（3）修正齊頭式如圖1-4所示，修正齊頭式信函類似于縮行式信函，但段落首行不縮進。34圖1-4修正齊頭式信函格式351.6

The

Opening

and

Conclusion

of

English

Business36Letters（英文商務信函的開頭和結尾）■1.英文商務信函的開頭信函的開頭應該直入主題，要避免空洞。根據書寫商務信函的目的不同，開頭一般分為兩大類：一是回復信件；二是主動與對方聯系。對于回復信件，可采用以下方式開頭。（（11））感感謝謝對對方方的的來來信信Thank

you

for

your

letter

on

November

10.37（（22））對對來來信信進進行行回回復復38（（33））回回復復來來信信中中的的有關關問問題題39（（44））回回復復來來信信中中提提出出的的要要求求或指指示示40（（55））表表達達滿滿意意和和欣欣喜41（（66））表表達達遺遺憾憾和和驚驚訝42對對于于主主動動和和對對方方聯聯系系的的商商務務信信函函，，可可以以用用以以下下方方式式開開頭頭。。（1）通過別人的介紹了解到對方43（2）對以前信函的補44充充或或確確認認（（33））通通知知對對方方一一些情情況況452.英文商務信函的結尾商務信函的結尾應該簡潔、中肯，與寫信的主旨相符。根據是否需要對方回復可把結尾分為兩類。46對對于于期期待待對對方方回回復復的的信信件，，可可以以用用以以下下的的方方式式結尾。47信件件，，可可以以用用以以下下的的方方式式對于期待對方回復的結尾。We

are

looking

forward

to

your

reply.We

await

to

hear

from

you

again

soon48對對于于無無須須對對方方答答復復的的信信函函，，可可以以用用以以下下兩兩種種方式結結尾尾：：（（11））表表達達感感謝謝或或希希望望繼繼續(xù)續(xù)合合作作的的意意愿愿49（2）表達歉意50eye-catchingbuilding

materialsfor

one’s

referenceprice

listenter

into

business

relationskeep

firmly

in

mindessential

principleconsist

ofthe

complimentary

closethe

full

block

style建立業(yè)務關系供…參考建筑材料價格單引人注目的基本原理牢記完全平頭式組成J.結束敬語511）ABC

Trading

CompanyBeijing

officeSouth

Silver

Tower

29

th

floor,2

North

Road

Dong

San

Huan.100027

Beijing答案：ABC貿易公司北京辦事處北京，東三環(huán)北路2號南銀大廈29樓。郵編1000272）

Green

tree

International

Co.,Ltd.7

Parkway

Centre,

PittsburghPennsylvania

15220,

USA.答案：521.through

the

courtesy

of…

“承蒙某人的好意/介紹”53Through

the

courtesy

of…,

we

have

learned

/

known

that…2.be

interested

in

doing…e.g.

They

are

interested

in

setting

up

a

joint

venture

with

our

company3.specialize

in“專門做…，專業(yè)于…”e.g.

He

works

in

a

company

specializing

in

software.4.

be

excellent

in

quality

and

reasonable

in

price“品質優(yōu)良，價格合理”545.

be

in

the

market

for

sth.

=

want

to

buy

sth.e.g.

They

are

in

the

market

for

cotton

piece

goods

of

high

quality.An

American

delegation

came

to

visit

our

city

in

the

market

forleather

products.556.the

line

of

business

“經營范圍，業(yè)務范圍”e.g.

The

export

of

health

products

is

our

line

of

business.7.on

the

basis

of…

“在…的基礎上”e.g.

on

the

basis

of

equality,

mutual

benefit

and

the

exchange

of

neededgoods568.recommendation

“介紹信，推薦信”57—v.

recommend

推薦，介紹e.g.

W’d

like

to

recommend

you

this

article

(thisarticle

to

you).You

were

recommended

to

us

by…(某公司或單位)向我們推薦貴公司e.g.

You

were

recommended

to

us

by

ABC

Co.

Ltd.9.owe

sth.to

sb./sth.

“將某事物歸因于、歸源于、歸功于某人或某事物”58e.g.

He

owed

his

success

more

to

luck

than

to

ability.We

owe

this

discovery

to

Newton.·

We

owe

your

name

and

address

to…常見短語1、be

in

the

market

for

sth

求購2、approach

sb

for

sth為…與某人接洽

3、under

separate

cover另郵4、look

forward

to希望5、lie

withinthe

scope

of在…范圍之內

6、important

business大量交易7、be

interested

in對…感興趣

8、inform

sb

of

sth通知某人某事9、Supply

from

stock

out

of

stock59常見短語6010、upon

receipt

of收到….之后A

complete

range

of

samples

will

be

sent

uponthe

receipt

of

your

reply.11、be

in

linewith

the

market與市場水平一致1.7

Useful

Sentences

in

Common

Business

Letters（一般商務信函中的實用語句）1.回信We

are

offering

a

sound

article

at

popular

price,

and

weshould

appreciate

an

opportunity

to

substantiate

our

claIn

answer

to

your

favor

of

the

8th

June,

we

inform

you

thatwe

are

unable

to

take

the

goods

offered

by

you.In

answer

to

your

inquiry

for

bran,

we

offer

you

40

tons

ofsame.612.收訖62We

acknowledge

receipt

of

your

letter

of

yesterday,

andgratefully

accept

the

appointment

on

the

terms

youmention.We

acknowledge

receipt

of

your

letter

of

the

15th

inst.Kindly

acknowledge

receipt,

and

have

the

goods

sent

bythe

last

steamer

in

December.We

duly

received

your

favor

of

the

25th

June,

contents

ofwhich

we

note

with

thanks.3.通知We

inform

you

that

I

have

now

removed

myfactory

to

the

above

address.Having

established

ourselves

in

this

city,

asmerchants

and

general

agents,

we

take

theliberty

ofacquainting

you

of

it,

and

solicit

thepreference

of

your

order.We

are

pleased

to

inform

you

that

our

businesswill

be

turned

into

a

limited

company

on

the

1stAugust.634.確認In

confirmation

of

my

cable

today,

I

regret

to

state

thatthe

factory

was

completely

destroyed

by

fire

last

nightWe

confirm

our

call

of

last

week

respecting

our

offers

toyou.We

confirm

our

respects

of

the

3rd

June,

and

inform

youthat

your

consignment

has

duly

arrived.Confirming

our

letter

of

last

week,

we

ask

you

to

appointan

early

interview

with

our

representative.645.愉快/欣慰65We

have

the

pleasure

to

inform

you

that

we

will

forwardby

tomorrow’s

mail

to

the

Bank

five

bonds

of

USD500each.We

have

the

pleasure

of

enclosing

herewith

thedocuments.We

have

pleasure

in

enclosing

herewith

a

Bill

of

Ladingcovering

50

bales

of

cotton.6.附函We

enclose

for

realization

drafts

as

per

the

list

at

footEnclosed

please

find

the

invoice

of

80

bales

wool

boughtyour

order.Enclosed

please

find

three

orders

for

immediate

attentiAn

order

form

is

enclosed.

Fill

it

out

and

attach

your

ch667.迅即Kindly

see

the

empty

sacks

are

returned

as

promptly

aspossible.The

goods

were

at

once

dispatched

by

rail

to

your

addressPlease

give

us

forwarding

instructions

promptly.Please

deliver

these

goods

with

all

speed

to

the

Londondock.678.依照、關于In

accordance

with

your

letter

of

yesterday,

I

am

sendin

tonight

15

cases

of

whisky.Referring

to

our

conversation

of

this

morning,

we

enclosa

pamphlet

describing

our

new

articles.With

reference

to

your

letter

of

the

16th

inst.,

we

are

gto

inform

you

that

there

has

been

a

great

demand

for

the

articles.689.期滿、到期The

steamer

will

be

due

in

Yokohama

on

the

morning

ofthe

15th

May.I

received

in

due

course

your

letter

of

the

28th

June.We

have

duly

received

your

valued

favor

of

the

16th

May.6910.抱歉、遺憾We

are

sorry

to

learn

from

your

letter

of

the

10th

Junethat

your

customer

is

still

dissatisfied

with

the

condiWe

are

sorry

that

we

have

taken

the

liberty

in

writing

yoprematurely

on

the

subject.I

am

regretted

to

have

to

inform

you

that

two

cases

ofthem

are

so

bad

in

quality.7011.榮幸We

feel

specially

honored

to

be

given

thisopportunityto

meet