職場英語寫作-Chapter-2-商務信函的結構與格式

StructureandStylesofBizLetters,

EstablishmentofBusinessRelationship一、商業(yè)書信的寫作基礎書信的格式書信的文體書信的語氣語言縱覽標點符號拼寫構思和檢查Inthischapteryouwilllearnhowtousemanykindsoflayoutfollowformatconventionsidentify

theorganizationalelementsofabusinessletterrecognizeandusetheformconditionofbusinessletterswriteeffectivelyeachpartofbusinesslettersandenvelopes商業(yè)書信基礎---書信格式標準的商業(yè)書信包括三個部分信頭letterhead信文

letterbody信尾close信頭LetterHeading寫信人地址

Addresser’sAddress

日期

Date

收信人地址

Receiver’sAddress

稱呼Salutation

標題/事由Subject/Re

在信和傳真中，信頭所占頁面不超過三分之一。商業(yè)書信的信頭一般包括發(fā)信人地址、發(fā)信人日期、收信人地址和姓名、稱呼以及事由。傳真的的信頭包括收信人地址（連同傳真號碼）、收信人地址（連同收信人傳真號碼）、發(fā)信日期、頁數(shù)、稱呼和事由。發(fā)信人地址：書信發(fā)信人地址位于頁首居中的位置。傳真發(fā)信人地址位于傳真紙頁首固定的信頭格式內(nèi)。一般來說，商業(yè)書信的首頁都使用印有公司抬頭的信箋。此部分包括公司名稱、地址、電話和傳真號碼。有的甚至還印有代表公司形象的符號標志、E-mail號，網(wǎng)址和總裁的名字等。印有信頭的首頁中往往有一枚代表公司形象的標識。標識一般用圖像表示，它就像包裹件上或運輸工具上的商標一樣。這些符號生動有趣、不同尋常，讓人過目不忘。如果一個公司的標識設計得好，它就可以廣為熟知，公司就容易打開局面，其形象也很快得到公眾的認可。發(fā)信日期：有兩種模式---“24Sept.,2009”(月-日-年)或“Sept.12,2009”（月-日-年）。日期可以打印在左邊空白處。日期與抬頭或發(fā)信人地址之間應空兩行。寫傳真時，日期打印在信頭相應的空格內(nèi)。收信人地址：包括收信人的全名和職銜，以及公司的全稱和地址。書信中收信人地址從頁面左邊空白處寫起，在日期下面空兩行。傳真中收信人地址打在信頭相應的空格內(nèi)。指定收信人姓名：已不常用。如果需要，就從頁面左邊空白處寫起，在收信人地址下空兩行。收信人(Addressee)地址標準的排序方式：A.

收信人名稱、職位B.

所在部門及公司名稱C.

公司所在的街道號碼及街道名D.

所在州名稱及郵政編碼E.

所在國名稱收信人(addressee)地址Mr.RichardYoung

———姓名Director

———頭銜CresswellInc.

———公司名稱400FortuneStreet

———街道號碼及名稱PhoenixArizona82044 ———城市名、州名、 郵編U.S.A

———國家名稱呼：通常有以下稱呼方式

DearMr./Mrs./Miss/Ms.WangDearSir或DearMadamDearSirorMadamDearSirs

稱呼從左邊空白處寫起，在收信人地址下面空兩行。事由（Subject/Re）:寫明事由可以使收信人對信件或傳真的內(nèi)容一目了然。事由位于稱呼之下，與稱呼相隔一行?？梢跃又?、居左、縮格。信文(Body)

在全齊頭式（full-blocked）書信，每個段落都從左邊空白處開始書寫，在“事由”下面空一行。段落內(nèi)采用單行行距，段落之間采用雙行行距。信尾(Close)

結尾敬辭Complimentaryclose信末簽名

Signature(oftheaddresser)打印名字和頭銜Printednameandtitle(oftheaddresser)信尾(Close)

口述者/打字員姓名縮寫

Initialsofdictatorandtypist)

附件

Enclosure

抄送

Carboncopy(cc:ChanWaiMing)附筆/附言

Postscript(附筆的主要用途是引起收信人的注意。因此，推銷信函中有時也加上附筆，給廣告宣傳增加一點較親切的感覺)*最后四項不是每封信所必需的部分，是根據(jù)實際需要而增加的部分。商業(yè)書信的五種格式全齊頭式(Full-blocked)齊頭式(Blocked)半齊頭式(Semi-blocked)方齊頭式(Square-blocked)簡化式(Simplified)

EstablishingBusinessRelations建立業(yè)務關系Establishingbusinessrelationsisthefirststepinatransactionininternationaltrade.Writingletterstonewcustomerstoestablishrelationsisacommonpracticeinbusinesscommunications.Generalinformationaboutacompany,includingthenameandaddress,canbeobtainedthroughthefollowingchannels:1.Banks2.Chambersofcommerce3.Advertisementinthemedia4.Commercialcounselor′sofficeinforeigncountries5.ExhibitionsandtradeaffairsWhenyouwriteyourfirstletter,youshouldtellyourreaderhowyouobtainedhisorhernameandaddress,expressyourdesiretodobusinessandexplainwhatyouhopetobuyortosell.一.WehaveyournameandaddressfromtheCommercialCounselor′sOfficeofyourembassyinBeijingandarenowwritingtoyoufortheestablishmentofbusinessrelations.

我們從貴國駐京使館商務參贊處得悉貴公司行名及地址，現(xiàn)特致函與貴公司建立業(yè)務關系。1.Wehaveobtained/cometoknow/heard/learnedyournameandaddressfromourembassyinyourcountry.2.Weoweyournameandaddress/faxnumber/postcode/businessscope/products/E-mailaddresstoChinaCouncilforthePromotionofInternationalTradeinBeijing.二.WehavelearnedbycourtesyofMr.GreenhowthatyouareoneoftheleadingimportersofChinesechemicalsandpharmaceuticalsinyourcountry.

承蒙格林豪先生介紹，我們得知你們是貴國中國化工產(chǎn)品和藥品的主要進口商之一。

例：WeunderstoodfromWorldBank/throughthecourtesyofCCPIT/ontherecommendationofAerChem,Inc./aftercontactingyourtradedelegationthatyouareoneoftheleadingimportersofChineseChemicalsandPharmaceuticalsinyourcountry.UsefulExpressions三.YourfirmhasbeenrecommendedtousbyBankofChinainBeijing.在北京的中國銀行已把貴公司介紹給我們了。

例：Yournamehasbeenintroduced/suggested/broughtforward/giventousbyCitibank,Shenzhenoffice.四.Wehavethepleasureofintroducingourselvestoyouasastate-operatedcorporationdealingexclusivelyinlightindustrialgoods.我們有幸自薦，我們是一家專營輕工業(yè)品的國有公司。例：Wehavethepleasuretointroduce

takepleasureinintroducingtakethelibertyofintroducingavailourselvesofthisopportunitytointroduceareventuringtowritetointroducewishtointroduceourselvestoyouasastate-operatedcorporationdealinginlightindustrialgoods.五.WearethechiefcigarettepackingmaterialsexporterinAustriaandarethankfultotheChineseEmbassyinViennaforgivingyourname.

我們是奧地利主要的香煙原輔材料出口商，并感謝駐維也納的中國使館向我們提供了你們的行名。

例：Wearethankful/grateful/obliged/indebtedtotheChineseEmbassyinViennaforgivingusyournameandaddress.六.SpecializingintheexportofChinesearts&craftsgoods,weexpressourdesiretotradewithyouinthisline.

我們專門經(jīng)營中國工藝美術品出口，愿與貴方進行交易。

例：Specializing/Beingexperienced/Havingbeenforyears/DealingexclusivelyintheexportofChinese............七.Itishopedthatbyourjointeffortswecanpromotebusinessaswellasfriendship.

希望通過共同努力，我們既可促進貿(mào)易又能增進友誼。

例：Itishopedthatthroughourendeavors/toourmutualbenefit/forourcommoninterestswecanpromote........Welookforwardtoyourfavorablereply.等候佳音。例：weawait/appreciate/expect/anticipate/hopetoreceiveyourfavorablereply.Weshallbegrateful

/obliged/glad/thankfulifyouwillreplyatanearlydate.敬請早日答復，將不勝感激。Yourearlyreply/promptattention/immediateresponse/favorableanswerwillbehighlyappreciated.如蒙早日答復，將不勝感謝。Weawaityourfurthernewswithinterest.我們切盼你方進一步的消息。

結束語SampleLettersforEstablishingBusinessRelationsDearSirs,YournameandaddresshavebeengiventousbytheHongkong&ShanghaiBankingCorporationofJakarta.Wearenowwritingtoyoufortheestablishmentofbusinessrelations.Wehavehadnocontactwithyourcountrybefore.Inviewofdevelopingfriendlyrelationsbetweenourtwocountries,wewishtoascertainwhethercooperationtotheadvantageofbothourfirmscouldbeestablished.Weinviteyoutosendusdetailsandprices,possiblyalsosamples,ofsuchgoodsasyouwouldbeinterestedinselling,andweshallgladlystudythesalespossibilitiesinourmarket.Ontheotherhand,pleasefavoruswithalistofthosegoodsyouareinterestedinobtainingfromussothatwemightbeabletoquoteonsomeandgiveyouallthenecessaryinformationregardingsupplypossibilities.Yoursfaithfully,DearSirs,WeoweyournameandaddresstotheChamberofCommerce,Tokyo,whoinformedusthatyouareinthemarketforPersonalComputers.Weareoneofthelargestcomputermanufacturersinourcountryandhavebeenhandingvariouskindsofcomputersforabout10years.Weapproachyoutodayinthehopeofestablishingbusinessrelationswithyouandexpect,byourjointefforts,toenlargeourbusinessscope.Inordertoacquaintyouwithourbusinesslines,weencloseacopyofourillustratedcataloguecoveringthemainitemssuppliableatpresent.Ifyouareinterestedinanyoftheitems,pleasetellusbyfax.We′llgiveyouourlowestquotationsandtryourbesttocomplywithyourrequirements.Ourcustomersarealwayssatisfiedwithourproductsandtheserviceafterthesale.Webelievethatyouwillbe,too,afterwedobusinesstogether.OurbankeristheBankofTokyo,Japan.Theycanprovideyouwithinformationaboutourbusinessandfinances.Wearelookingforwardtoyourearlyreply.Yoursfaithfully,businessscope=lineofbusiness經(jīng)營范圍

ManufacturersWritetoImporters

Nowmoreandmorefactoriesandmanufacturersareallowedtoselltheirproductsintheworldmarket.IfyouareworkinginsuchanenterprisewiththeGovernment′sapprovalofimportandexport,youwillwritedirectlytotheimportersabroadforthesaleofyourproductswithoutanyhelpfromanexportcompany.SampleLetter1:DearSirs,Wehavebeenmanufacturingthisproductfor20years.Oursuccessintrade,whichcanbeseenfromourrapidexpansionfromasinglefactoryofmediumsizetwentyyearsagotoatotalnumberoffourteenlargemodernfactoriessituatedatvariousplacesinthePudongDevelopmentZonetoday,dependsentirelyonthetrustworthinessofourproducts.Ourtradename,whichwevaluesomuch,willsufficientlywarrantyourconfidenceinus.YoursfaithfullyCompletethefollowingsentences一.Wehavethepleasureof1.告訴你們，我們已經(jīng)與貴方代表(representative)取得了聯(lián)系。2.獲悉貴方對與我公司建立業(yè)務往來很感興趣。3.將我公司駐滬辦事處的地址及聯(lián)系人告訴貴方。二.Weareappreciativeof1.貴方有和我公司建立貿(mào)易關系的意向(intention)。

2.貴方為促進我們雙方的貿(mào)易和友誼所作的努力。

3.貴方對此事的及時處理。三.1.承蒙中國銀行的介紹，2.多虧我駐貴國使館經(jīng)參處的介紹，3.經(jīng)湯姆和威廉姆公司推薦，welearntthatyouarethechiefimporterofelectricappliancesinyourcountry.Exercisesontherecommendationof..承..推薦、介紹bycourtesyof...throughthecourtesyof...承..的好意相告

TranslatethefollowingletterintoEnglish尊敬的先生/女士：美國J&M有限公司已將貴公司的名稱和地址告知我們，并認為貴公司是中國有潛力的棉布買主。棉布屬于我公司的經(jīng)營范圍，我們將很樂于與貴公司建立直接的業(yè)務關系。

茲隨函附上商品小冊子和價目單各一份，以便于了解我們可供出口棉布的概況。一當接到貴方的具體詢價，將立即航空郵寄我公司的報價單和樣本。恭候佳音?！?謹上ExercisesInquiry

詢盤InquirySheet

詢價單

Quotation

報價Indent

定單

InvitationtoOffer

邀請發(fā)盤

Offer

發(fā)盤

FirmOffer

實盤

CounterOffer

還盤

VoluntaryOffer

主動發(fā)盤

Bid

遞盤

Acceptance

接受

Contract

合同

ConditionalAcceptance

有條件的接受

Confirmation

確認書

Agreement

協(xié)議

Memorandum

備忘錄

ImportContract

進口合同

PurchaseContract

購買合同

SalesContract

銷售合同

Allowance

折讓、允差

PurchaseConfirmation購買確認書

CurrentPrice

現(xiàn)行價

RetailPrice

零售價

Rebate

回扣

SalesConfirmation銷售確認書

WholesalePrice

批發(fā)價

Businessman/Merchant/Dealer

商人Wholesaler

批發(fā)商Retailer

零售商Sole/Exclusiveagent

獨家代理Salesman

推銷商Speculator投機商Compensationtrade補償貿(mào)易1.Generallyspeaking,thistypeoflettershouldincludethesourcesofinformationrelatedto-theaddress,e.g.howyouknowhisnameandaddress;-yourintention,i.e.Whyyouarewritingtohim;-abriefintroductionofyourfirm,e.g.yourbusinessscope、yourbranches,andalsoyourliaisonoffices,ifany;referencesastoyourfirm′sfinancialstandingandcreditrating,etc.2.Ifyouareinthemarketforthegoodstheaddresseecanexport,youmayalsorequestforsamples,price-list,catalogues,etc.Meanwhileyoumaystatesimple,clearlyandconciselywhatyoucansell.WritingGuidelines商務信函構成要素標準部分：Letterhead信頭:包括發(fā)信人公司的名稱、地址、傳真或電傳號碼。DateLine發(fā)信日期InsideAddress封內(nèi)收信人地址Salutation對收信人的尊稱Body正文Complimentary結尾敬語Signature簽名二.特別部分：AttentionLine制定收信人SubjectandReferenceLines事由OrganizationName公司名稱Author,TitleandDepartment撰稿者印刷體姓名ReferenceInitials主辦人代號（便于考查信函的主稿人和打字人）EnclosureNotation附件注明CopyNotation復本注明（CCtoMr.Li或CCTheUniTradingCo.,Ltd.)MakecorrectionsintheformatofthefollowingletterRockyMountainHighCountryRealtyMileHighBuildingOneDenverPlazaDenver,Colorado80200Pueblo,CO810022009WestProspectStreetMs.KimJameston,AttorneyDearMs.Jameston:WeappreciateyourApril23letterconcerningthefailureofoneofoursalesRepresentativestoinformyourclientofthepossiblezoningoftheBlakeproperty.Pleaseacceptmysincereapologyfornothavingcorrespondedwithyousooner.Thesales..............Cordially,ROCKYMOUNTAINHIGHCOUNTRYREALTYResidentialPropertySalesManager,JoeCrossmanMs.KimJameston,Attorney2009WestProspectStreetPueblo,CO81002Cordially,ROCKYMOUNTAINHIGHCOUNTRYREALTYJoeCrossmanSalesManagerResidentialPropertyLetterhead SystemsA/SCorporationTel:+4583894232Fax:+4583894234WebSite:E-mail:info@DatelineMarch23,2004 Ref:InsideAddressMr.Jame收信人姓名DirectorofPersonnel收信人職位、頭銜WindsorMilsInc.單位名稱212MagnoliaAvenue門牌號碼、街道名稱Spartanburg,SouthCarolina29301城市、州、郵編TheUnitedStatesofAmerica國家AttentionLineAttentionMr.Li(指定收信人或某個部門）SalutationDearMr.Zhang,SubjectLineRe/Subject:ClaimNo.MA-457972信文的主旨Body----------------------------------ComplimentaryCloseCordially,OrganizationNameSystemsA/SCorporationSignatureAuthor,TitleJoeGrossmanDepartmentSalesManagerReferenceInitialsXYW:SHEnclosureNotationEncl.Co