《商務(wù)英語(yǔ)函電》課件-Module 1 Layout of Business Correspondence 外貿(mào)函電書寫格式

BusinessCorrespondences外貿(mào)英語(yǔ)函電Unit1StructuresandStylesofBusinessLetter-writing

商務(wù)信函的結(jié)構(gòu)和格式Introductiontothecourse1、StructureofBusinessLetter

商務(wù)信函的結(jié)構(gòu)2、LayoutofBusinessLetter商務(wù)信函的格式3、GoldenRulesofWritingBusinessLetter商務(wù)信函寫作遵循的原則StructuresofaBusinessLetter商務(wù)信函的結(jié)構(gòu)EssentialParts必要部分1.Theletterhead 信頭2.Thedateline 日期3.Theinsidenameandaddress收信人名稱地址4.Thesalutation 稱呼5.Thebodyoftheletter 信文6.Thecomplimentaryclose 結(jié)尾敬語(yǔ)7.Thesignature 落款/簽名8.Theattentionline 具體收信人9.Thesubjectline 事由10.Thereferencenotation 案號(hào)11.Theenclosure 附件12.Thecarboncopynotation 抄送13.Thepostscript 附言O(shè)ptionalParts附加部分Letterhead信頭Generally,aletterheadwillincludethecompanylogo,company'sname,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.信頭一般可印在信紙的左上角、右上角或者在信紙的中央。MessrsWilliamsCompany36TowerStreetToronto4,CanadaDate日期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(xiàng)：（1）年份必須全部寫出。（2）月份要寫英文名稱，可以用縮寫。（3）日期可以用序數(shù)詞或基數(shù)詞。（4）月份和日期之間不要用標(biāo)點(diǎn)，但年份前要加逗號(hào)。（5）日期切忌全部用數(shù)字表示。11/12/20--Jane3,20142ndMarch,2014Nov.30,201410thApril2004(英式英語(yǔ))April10，2004(美式英語(yǔ))InsideAddress封內(nèi)地址Alwaysincludetherecipient'sname,addressandpostalcode.Addjobtitleifappropriate.信內(nèi)地址包括收信人的姓名、頭銜、單位名稱、營(yíng)業(yè)地址以及城市、國(guó)家名稱和郵政編碼。收信人的姓名和地址應(yīng)和信封上的內(nèi)容相同。信內(nèi)地址一般在信紙左上角低于日期的地方。(或大約位于信頭下面2-4行處，打在左邊。)書寫順序是由小單位到大單位。每項(xiàng)內(nèi)容單獨(dú)成行：寫上封內(nèi)地址的益處：

1）發(fā)信時(shí)可與信封上地址相互對(duì)照，以免發(fā)信時(shí)發(fā)生錯(cuò)誤；

2）收信人讀信時(shí)可以相互對(duì)照；

3）便于查閱。Salutation稱呼稱呼寫在信內(nèi)地址下面空兩行處。英語(yǔ)中一般有四種對(duì)人的稱謂，即：Mr./Ms./Mrs./Miss,我們?cè)诜Q呼時(shí)通常用對(duì)方的姓。比如：JamesBrown，其中James是名(givenname/Christianname/firstname)，Brown是姓(surname/familyname/lastname)。常見(jiàn)的正式稱呼有：DearMr.Smith(未婚或已婚都可以)，DearMrs.Smith(已婚)，DearMissBrown(未婚)，DearMs.White(未婚或已婚都可以)。如果不知道對(duì)方姓名：DearSirorMadam，DearSir或者DearMadam。如果收信人是一家公司：通常用DearSirs，也可以用Gentlemen。Bodyofaletter信函的正文Thebodyofabusinesslettertypicallycontainsthreeparagraphs:1.OpeningSentence開頭語(yǔ)（introductoryparagraph）

2.Body主體（oneormorebodyparagraphs）3.Closingsentences（concludingparagraph）Bodyofaletter信函的正文信函正文是商務(wù)信函中最重要的部分，要遵循“7C原則”。

Thebodyofabusinesslettertypicallycontainsthreeparagraphs:1.OpeningSentence開頭語(yǔ)（introductoryparagraph）

2.Body主體（oneormorebodyparagraphs）3.Closingsentences（concludingparagraph）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(xì)討論，第三段以總結(jié)或建議來(lái)結(jié)束全文。

注意：需兩頁(yè)或更多的信紙時(shí)，在前一頁(yè)最后一行的右邊寫上tobecontinued。續(xù)頁(yè)應(yīng)采用不帶信頭的信紙，并注明收信人名稱、頁(yè)數(shù)和日期。如：Mr.JohnSmith,Page2,June3,2005ComplimentaryClose結(jié)尾敬語(yǔ)信尾敬語(yǔ)是一種禮貌，是結(jié)束信函的正式方式，類似中文信函中的“謹(jǐn)上”、“敬啟”等。（注意，只有第一個(gè)字母大寫。一般打印在正文下面空一行處。）位置：齊頭式靠左對(duì)齊，縮格式偏右。常用的有：Sincerely,Sincerelyyours,Yourssincerely,Bestregards；更親切一點(diǎn)的有：Cordially,Cordiallyyours；再正式一些的有：Yourstruly,Respectfullyyours,Yoursfaithfully。Formal：Truly/Sincerely/Faithfully/Respectfullyyours,Yourstruly/sincerely/faithfully/respectfully,Informal：Bestregards,Cordially,Cordiallyyours,Signature簽名

簽名通常在信尾客套語(yǔ)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(shí)，也可以不寫公司名稱例如：Yourstruly,GeneralTradingCo.（Signature）JohnSmithSalesManagerAttentionLine經(jīng)辦人姓名表示的是承辦本信件的具體個(gè)人或部門1.Attention:Mr.H.A.Donnan,ExportManager2.AttentionofMr.Cave3.TotheattentionofMr.LiuMing4.ATTN:Mr.IversonSubjectline事由事由是為對(duì)方在閱讀信的正文以前對(duì)信的主題、內(nèi)容有一個(gè)了解，也便于登記歸檔和查卷。位置：1.寫在稱呼下面、信的中間位置；2.齊頭式靠左，縮格式居中；3.常要加下劃線。例如：Subject：Men’sBicyclesRe：SalesConfirmationNo.2536YourOrderNo.：Reference：Enclosure附件假如信封內(nèi)除信函外，尚附有其他文件，可以在信中說(shuō)明附件份數(shù)和內(nèi)容。當(dāng)附件只有一件時(shí)，注明Enclosure或Encl.即可；一件以上時(shí)，要加上編碼，以便收信人識(shí)別，用Enclosures.說(shuō)明。位置：

落款之下，左對(duì)齊例如：Enclosures3:1.BirthCertificate2.Visa3.LetterofReferenceCarbonCopyNotation抄送發(fā)信人若需把此信抄送給有關(guān)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.:TheBankofChinaCopiesto:directorsC.C.to:CEOCopyto:SalesManagerCarbonCopyNotation抄送位置：附件之下，左對(duì)齊表示該信件同時(shí)抄送給他人1.明抄：ccMarketingDepartment2.暗抄：bccMr.SimpsonCarboncopy,收信人知道被抄送Blindcarboncopy,收信人不知道被抄送，只出現(xiàn)在發(fā)給被抄送人的信件里1.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@10.OurRef.YourRef.2.Date:15thNovember,20--3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England8.Attention:ImportDept.4.DearSirs,9.AquaticProducts5.Wethankyouforyourenquiryof5November.Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustratedcatalogueandaquotationsheetforyourreference.Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.Weawaityourearlyfavorablereply.

6.Yourstruly,7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)11.Enclosures12.ccourShanghaiBranchOffice13.P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.信函組成部分示例組成部分分項(xiàng)示例1.

ChinaNationalCereals,Oils&FoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@2.Date:15thNovember,20--信頭日期3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England收信人名稱和地址8.Attention:ImportDept.具體收信人4.DearSirs,稱呼9.AquaticProducts事由5.

Wethankyouforyourenquiryof5November.Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustratedcatalogueandaquotationsheetforyourreference.Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.Weawaityourearlyfavorablereply.

6. Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)信文結(jié)尾敬語(yǔ)落款10.QS/AN11.Enclosures12.ccourShanghaiBranchOffice抄送13. P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.案號(hào)附件附言EnvelopeAddressing信封格式寄往國(guó)外信函的信封寫法GeneralTradingCo.28NorthRoadBeijing100020P.R.China

OverseasTradingCo.52HooigrachtStreetAmsterdam,theNetherlandsＳＴＡＭＰ注意事項(xiàng)：（1）寄信人姓名和地址應(yīng)寫在信封的左上角，且務(wù)必與封內(nèi)地址在形式和標(biāo)點(diǎn)上一致。（2）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(guó)名須分行書寫。（3）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(yīng)由小至大，先寫機(jī)構(gòu)名稱，再依次寫門牌、街道、城市、州/省及郵政編碼，最后書寫國(guó)名。（4）關(guān)于信件類別、投遞方式及其他事項(xiàng)說(shuō)明，寫在信封左邊寄信人地址下，或?qū)懺谧笙陆恰Ｈ鐟岩尚偶芊袼徒皇招湃?，可在信封最下邊?biāo)明：IFUNDELIVEREDPLEASERETURNTOXXX，即：如無(wú)法投遞，請(qǐng)退交XXX。寫信人在上，收信人在下信封格式不一,根據(jù)收信人名稱地址的寫法通常分兩種格式：縮格式：收信人名稱地址逐行右縮齊頭式：收信人名稱地址左端對(duì)齊縮格式舉例收信人名稱地址：逐行右縮寫信人名稱地址齊頭式舉例收信人名稱地址：左端對(duì)齊寫信人名稱地址LayoutofE-mails

電子郵件格式外發(fā)的郵件收件人被抄送人被暗抄人事由主體部分添加附件處接收的郵件發(fā)件人被抄送人收件人事由日期附件主體部分TheLayoutofaBusinessLetter（英文商務(wù)信函的格式）商務(wù)信函要達(dá)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(yùn)用恰當(dāng)有效的信函格式。英文商務(wù)信函有三種常用的格式：縮進(jìn)式（theindentedform），齊頭式（theblockform）和簡(jiǎn)易式、混合式(Simplified/Mixedform)。TheLayoutofaBusinessLetter1.

IndentedStyle縮進(jìn)式Themainfeatureinthisstyleisthateachlineofthe“InsideNameandAddress”shouldbeindented4-6spaces.2.BlockStyle齊頭式

Everylineintheblockstylebeginsattheveryleftmargin.3.Simplified/Mixedform簡(jiǎn)易式、混合式

Simplifiedformissomewhatlikefullblockform.Butsomepartsareomitted,suchassalutationandcomplimentaryclose.(無(wú)稱呼，無(wú)結(jié)束語(yǔ)，突出主題)IndentedFormat:

LetterheadDate:___________InsideAddress___________________________Salutation:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,SignatureBodyABCTradingCo.188NewtonPlace,Norfolk,NG29OPATel:0134556792Fax:01345438923Ref.No.March15,2002ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaGentlemen:

OrderNo.789forToolsThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.YoursSincerely,AllenInc.JamesSmithEncl.IndentedStyle(縮進(jìn)式的樣信)FullBlockFormat:

LetterheadDate:____________

InsideAddress__________________________________

Salutation:

__________________________________________

________________________________________________________________________________________________________________________________________________________________________ComplimentaryClose,SignatureBodySemi-blockFormat:Letterhead

Date:____________

InsideAddress____________________________

Salutation:

________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,Signature

BodyBlockStyleABCTradingCo.188NewtonPlace,Norfolk,NG29OPATel:0134556792Fax:01345438923Ref.No.March15,2002ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaRE:OrderNo.789forToolsGentlemen:

ThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.YoursSincerely,AllenInc.

JamesSmithEncl.SimplifiedFormLetterhead

__________________________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,

SignatureInsideAddress____________________________

Salutation:Date:___________BodySimplifiedFormABCTradingCo.188NewtonPlaceNorfolkNG29OPATel:0134556792Fax:01345438923June13,2002Ref.No.ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaDearSirorMadam,Sub:OrderNo.789forToolsThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.Bestregards，MaryDavies

MaryDavies

Encl.c.c.:FloraLopezSummary

Inthischapter,wehavelearntthelayout(sevenprinciplepartsandsixoptionalparts)inabusinessletter.Weshouldatleastrememberthesevenprinciplepartsandsomeusefulandcommonoptionalparts.Weshouldalsorecitetheformatofbusinessletters.Theserulesandprinciplesarecrucialinthebusinessletters,becauseitshowsyourattitudeandabilitytodobusinesscarefullyandsuccessfully.AssignmentsArrangethefollowinginproperformastheyshouldbesetoutinaletter.UsetheBlockStyle,andthenaddresstheenvelopeaccordingly.Seller:RoyalGrosvenorPorcelainCompanyLtd.Address:GrosvenorHouse,RenfrewRoad,OakleyStaffordshireOA79AHTel:(743069)60591/2/3Buyer:ColourfloorCo.Ltd.Address:238WiltonRoad,AxminsterAXzASDate:March5,2007Subject:porcelai