外贸函电书写格式

1、Essentials and Forms of Business Letter-writing 商业信函的组成部分和格式7C of Business Letter 1、Courtesy 礼貌礼貌 2、Consideration 体谅体谅 3、Completeness 完整完整 4、Clarity 清楚清楚 5、Conciseness 简洁简洁 6、Concreteness 具体具体 7、Correctness 正确正确 A business letter is written for the purpose of requesting or conveying information, mak

2、ing arrangements for business activities or dealing with matters concerning business negotiations. What one writes should be free from grammatical blemishes, and also free from the slightest possibility of being misunderstood. Clarity, conciseness and courtesy are the essential qualities of business

3、 letters. Moreover, complete contents, correct information and language, concrete ideas and consideration for the customers needs are also important. Although a less conventional and friendlier style is preferred nowadays in business letter writing, it is still better to follow a set standard determ

4、ined by custom as the business world has become accustomed to such established practices. Parts of a Business Letter 信件组成部分Essential Parts 必要部分必要部分1. The letterhead 信头信头2. The date line 日期日期3. The inside name and address 收信人名称地址收信人名称地址4. The salutation 称呼称呼5. The body of the letter 信文信文6. The compli

5、mentary close 结尾敬语结尾敬语7. The signature 落款落款Optional Parts 附加部分8. The attention line 具体收信人具体收信人9. The subject line 事由事由10. The reference notation 案号案号11. The enclosure 附件附件12. The carbon copy notation 抄送抄送13. The postscript 附言附言1.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.8 Jianguomen

6、 Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: 10.Our Ref. Your Ref.2.Date: 15th November, 20-3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products 5.We thank you for your enquiry of 5 November. In c

7、ompliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in ca

8、se of interest. We await your early favorable reply. 6.Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S. We require payment by L/C for a total value not exceeding USD50,000.信函组成部分示例点击 察看示例组成部分分项示例1

9、. China National Cereals, Oils & Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: Our Ref. Your Ref.2. Date: 15th November, 20-信头日期3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Si

10、rs,9.Aquatic Products收信人名称和地址具体收信人称呼事由5. We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have be

11、en selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)结尾敬语信文落款10. QS/AN11. Enclosures12. cc our Shanghai Branch Offi

12、ce13. P.S. We require payment by L/C for a total value not exceeding USD50,000.案号附件抄送附言Layout of a Business Letter 商业信函的格式Three major formsIndented Form 缩格式Blocked Form 齐头式1. Modified Blocked Form 改良齐头式点击 察看示例 St G angsgatan 143 Stockholm , 105 45 Sw eden Telex: 53892 SH E L E C SS O ur R eference N

13、 o. H /W T 008 Tel: 46-8-738-6000 Your R eference N o. Fax: 46-8-738-6016 E -m ail: hw lee D ate: 30th M arch, 20- M essrs. W illiam & W arner 105 R oller R oad Sydney, A ustralia A ttention: M r. D onnason, M arketing D ept. D ear Sir, R e: Shipping A dvice of Freezers W ith reference to your order

14、 N o. F256 of February 5 for 1,000 sets of Freezers, w ere pleased to inform you that the goods have been loaded on board the s/s “Peace”, w hich is sailing for your port on A pril 1st. W eve sent a telex to the above effect this m orning. Please insure the goods as contracted and m ake preparation

15、for taking the delivery. W e are now m aking out the necessary docum ents for negotiation. W e assure you that our goods w ill be found satisfactory upon arrival at your port. W e also hope that w e can close m ore business w ith you in the future. Yours faithfully, T he E lectrolux C orp. H oris D

16、e W olley H oris D e W olley (M anager) 缩格式示例日期靠右日期靠右具体收信人具体收信人和事由居中和事由居中段首缩格段首缩格结尾敬语和结尾敬语和落款偏右落款偏右 1 J&J Plaza New Brunswick, NJ 089333 U.S.A. Tel: 732-524-0400 Fax: 732-525-0622 E-m ail: carrie Date: 22nd July, 20- Soft Health Care Product Corp. Room 2301 Yili BLD, 35 Nanjing Road, Shanghai, China

17、 Attention: M r. Wang , Import Dept. Dear Sir, Re: SHAM POO Weve received your letter of July 10th enquiring about our JOHNSONS Baby Shampoo With Natural Lavender, but unfortunately, the stock of this product is running low due to the heavy demand. But we will inform you as soon as the new supplies

18、come up. We sell a wide variety of Babys Shampoo. All of them are made of the NO M ORE TEARS formula. For your reference, we enclose an illustrated catalogue of our shampoos and we hope you will find it interesting. We hope that we can close business to our mutual advantage in the future. Yours fait

19、hfully, Johnson & Johnson D o r i s F e r g o s o n Doris Fergoson (M anager) 除信头外全除信头外全部左对齐部左对齐段落之间用段落之间用空格空格齐头式示例S A M S U N G E L E C T R O N I C S 3 1 0 T a e p y u n g -ro 2 -g a , C h u n g -g u S e o u l, 1 0 0 -1 0 2 , K o re a T e l: 8 2 -2 -3 7 0 6 -1 1 1 4 O u r R e fe re n c e N o . O D

20、L -1 1 E -m a il: q s l s a m s u n g c o rp .c o m Y o u r R e fe re n c e N o . D a te : 2 3 rd D e c e m b e r, 2 0 - S h a n d o n g S c ie n c e & T e c h n o lo g y C o . L td . 2 1 /F B rig h t P la z a 1 3 8 J in n i R o a d , J in a n S h a n d o n g , C h in a A tte n tio n : M r. Z h o u

21、J u n , Im p o rt D e p t. D e a r S ir, R e : O u r O ffe r fo r P D A T y p e III-H T h a n k y o u fo r y o u r in te re s t in o u r la te s t P e rs o n a l D ig ita l A s s is ta n t T y p e III-H . A s re q u e s te d , w e o ffe r y o u 5 0 0 s e ts o f P D A a t U S D 1 4 0 p e r s e t F O

22、B In c h o n fo r s h ip m e n t in F e b ru a ry, 2 0 -. W e re q u ire p a y m e n t b y L /C . B e c a u s e th e re is a n in c re a s in g d e m a n d fo r th is p ro d u c t, o u r p ric e is n o n -n e g o tia b le . W e lo o k fo rw a rd to y o u r re p ly. Y o u rs tru ly, S a m s u n g E l

23、e c tro n ic s L a v is K im L a v is K im (M a n a g e r) 案号和日期案号和日期靠右靠右落款偏右落款偏右改良齐头式示例各部分写法信头和收信人名称、地址 英语：名称在上，地址在下 地址先小后大 中文：名称在上，地址在下 地址先大后小名称、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名称公司名称门牌号门牌号街道街道城市城市邮编邮编(在国在国家之前家之前)国家国家中国地址名称用英文

24、写Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 单位名称单位名称门牌号门牌号大楼名称大楼名称街道街道邮编邮编(在在国家之前国家之前)城市城市国家国家 用汉语拼音直译; 一个地名只大写第一个字母 例如：“河南新乡青岛”Xinxiang, Henan Xin Xiang, He Nan 可用缩写:Rd. = Road, Fl. = Floor, Ave = Avenue中国地名的翻译规范日

25、期位置：美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下 均可以齐头，也可以靠右写法：美式：月-日-年英式：日-月-年美式日期举例Interstate Products, Inc. 511 Interstate Court Sarasota, FL 34240 USA Date: April 4, 20- Shandong Foreign Trade (Holdings) Corporation Limited 51,TAIPING ROAD QINGDAO, 266001 CHINA 日期日期信头收信人名称地址英式日期举例OFFICE SYSTEMS PTY. LTD. 124

26、 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail .uk Aqueous Technologies 291 Caxton Street Sante Fe U.S.A 18 November, 20- Dear Sir or Madam, 日期日期收信人名称地址称呼信头日期写法注意事项 月份最好用文字，如： 1.2nd May, 20- 2.2 May, 20- 3.September 21st, 20- 4.September 21, 20- 5.25 Aug. 20- 6.Oct. 10, 2

27、0- 避免月份用数字，如11/12/20-主意标点符号！主意标点符号！称呼 位置：必须齐头 正规场合下常用：对男士：Dear Sir, 或Dear Sirs,或Gentlemen:对女士：Dear Madam, 或Dear Mesdames, 建议使用：Dear Mr. Johnson, 或 Dear Jack, 词首字母全大写，用词首字母全大写，用逗号或不用标点符号逗号或不用标点符号Gentlemen后后用冒号用冒号结尾敬语 位置：齐头式靠左对齐，缩格式偏右 正规场合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly

28、 yours, 建议使用：Yours sincerely, 或 Sincerely yours,第二个单词小写，第二个单词小写，结尾用逗号或不用结尾用逗号或不用标点符号标点符号称呼与结尾敬语的对应关系Salutation Close Occasion Dear Sir(s) Dear Sir or Madam (Mmes) Yours faithfully Faithfully yours Standard and formal closure Gentlemen Ladies/Gentlemen Yours (very) truly Very truly yours Used by Amer

29、icans Dear Mr. Malone Yours sincerely/ Sincerely Best wishes (U.K.) Best regards/ Regards (U.S.) Less formal and between persons known to each other 建议使用建议使用落款Yours faithfully, Ciba-Geigy Chemicals Co. Pam LotisPam Lotis Pam Lotis Inspection coordinator Yours faithfully, Pam LotisPam Lotis Pam Lotis

30、 Inspection coordinator For Ciba-Geigy Chemicals Co. Yours faithfully, L. Van LindeL. Van Linde L. Van Linde Manager, QAD Software Co. 结尾敬语结尾敬语手写签名手写签名打印签名打印签名职务职务公司名称公司名称具体收信人 位置： 1. 收信人名称地址之下 2. 齐头式靠左，缩格式居中 3. 要加下划线 表示的是承办本信件的具体个人或部门 1. Attention: Mr. H. A. Donnan, Export Manager 2. Attention of M

31、r. Cave 3. To the attention of Mr. Liu Ming 4. ATTN: Mr. Iverson事由 位置： 1.称呼和正文之间 2.齐头式靠左，缩格式居中 3.要加下划线 表示的是该信函的主题 1. Re: Your Order No.463 2. Subject: SHEEP WOOL 3. Contract No. 8904附件 位置： 落款之下，左对齐 说明该信件有附件 1. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure抄送 位置： 附件之下，左对齐 表示该信件同时抄送给他人 1.

32、 明抄：cc Marketing Department 2. 暗抄：bcc Mr. Simpson Carbon copy,收信收信人知道被抄送人知道被抄送Blind carbon copy,收信人不知收信人不知道被抄送，只出道被抄送，只出现在发给被抄送现在发给被抄送人的信件里人的信件里Envelope Addressing 信封格式写信人在上，收信人在下信封格式不一, 根据收信人名称地址的写法通常分两种格式：缩格式：收信人名称地址逐行右缩齐头式：收信人名称地址左端对齐缩格式举例MESSRS WILLIAM & SONS 76 Lancaster House stamp Manchester,

33、 England Mr. Wang Kai-ming CHINA NATIONAL TRANSPORT CO. 120 Nanjing Road Shanghai, China Registered 收信人名称地收信人名称地址：逐行右缩址：逐行右缩写信人名称地写信人名称地址址齐头式举例CHINA NATIONAL CEREALS, OILS AND FOODSTUFFS IMP & EXP CORP. 11th Floor, Jingxin Bldg. 2A Dong San Huan Beilu stamp Beijing, Peoples Republic of China EL MAR PACKING COMPANY 12 MAIN STREET, FRESNO CALIFORNia, USA Confidential Par Avion 写信人名称地写信人名称地址址收信人名称地收信人名称地址：左端对齐址：左端对齐邮寄方式 Via Air Mail ( By Airmail, or Par Avion)航空 Registered 挂号 Parcel Post 邮包 Express 快递 Samples Post 样品捎交Mr. Charles WoodKindness