商务书信Business Letters

1、BUSINESS LETTERBy Charlie Zhang什么是商务书信?v英文商务书信是一种常用的商业联系媒介,它是一种通过书面完成的人际交往。商务书信写信人总是在推销什么,包括一种产品,服务,观念,甚至是公司形象等。v如果你想写好商务书信，首先必须记住，你是在同你的读者进行交谈。这种交谈成功与否，关键在于你书信的表达方式和内容。 v书信写得好，就可能为你赢得业务，促进和发展与客户的关系，消除误会，缩小分歧。相反，就可能招致新的矛盾，失去客户，达不到书信的目的，同时说明你不具备处理日常事务的能力。中文信封格式英文文信封格式英文信封格式 寄信人地址寄信人地址收信人地址收信人地址STAMPS

2、AMPLEHubei Education InstituteNo.1 Liufang Street, Wuchang, Wuhan,430071, ChinaTo: John Smith5th Avenue, ManhattonNew York, 23575U.S.AStamp v地址的名称按由小到大的顺序排列。v具体次序是：第一行写门牌号和街名；第二行写区名、市（县）名、省（州、邦）名，往国外寄的信，还要写上国家的名称；国家名称的前面加上邮政编码，其后可写上电话号码。如果写信人的地址是机关单位的名称，则将其作为第一行。 v No.1 Liufang Street Wuchang Wuhan

3、430071 Peoples Republic of Chinav 999 Park Avenue Rockford IL 61125 USA 商务书信的结构v商务书信的构成可分为两个部分：必需部分和增加部分。必需部分指一般情况下不可缺少的部分。如信头信头、日期日期、封内收信人地址封内收信人地址、称呼称呼、正文正文、客套结束语客套结束语、签名签名。增加部分指根据对象、内容的实际需要而增加的部分，如附笔附笔、附件附件、副本注明副本注明、信件编号信件编号等。 信头收信人地址称呼写信日期正文客套结束语签名信头 letter headv一般由公司直接打印在信纸上方,包括公司名称、地址、联系方式，便于收

4、信人一看即知道信件来自哪里，也便于回信。v如果没有打印的信头，则要写发信人地址，一般在右上角。写信日期 date line 年份应完全写出，不能简写。月份要用英文名称，不要用数字代替。月份名称多用公认的缩写式。但 May, June, July, 因为较短，不可缩写。写日期时，可用基数词1，2，3，4，5，28，29，30，31等，也可用序数词 lst, 2nd, 3rd, 4th, 5th, 28th, 29th, 30th, 31lst等。但最好用基数词，简单明了。日期可有下列几种写法： Oct. 20, 2004 Sept. 16th, 2004 10 May 2004 3rd June

5、 2004 收信人及地址 inside addressv信内地址收信人的姓名和地址，写在信纸的左上角，从信纸的左边顶格开始写，低于写信人地址和发信日期一二行。v前面加收信人及公司名称 Mr James Green Marketing Director Green Industries Inc. 999 Park Avenue Rockford IL 61125 USA称呼 Salutation v对收信人的称呼应自成一行，写在低于信内地址一二行的地方，从信纸的左边顶格开始写，每个词的开头字母要大写，至于末尾处的符号，英国人用逗号，但美国和加拿大英语则多用冒号。称呼用语可视写信人与收信人的关系而

6、定。 v知道对方姓名的，一般用Mr., Mrs.或Miss Dear Mr. Jim Whitev知道对方头衔或职位的，可用对方头衔称呼对方 Professor Jim White President Bushv不知道对方姓名身份的，一般用 Dear Sir, Dear Madam, Dear Sirs, Dear Mesdames, Dear Sir/Madam,主题 subjectv商务信件有时正文前还会有主题行，便于收信人快捷了解信件的主题，下划线或大写。v Delivery of your order# 2235 正文 bodyv正文一般开门见山，内容简单明了，条理清楚。 每段只说一件

7、事。v熟记常用开头结尾句。 Thank you for your letter dated Dec.22,1969.I am writing to tell you that We look forward to your reply. Pls let us know if you want more information. 商务信件一般思路vPart 1 Purpose (写信的目的)vPart 2 content (具体内容)vPart 3 what to do (要求对方做什么或表达意 愿)结束语 complimentary closev结束语是写信人表示自己对收信人的一种谦称，只占一

8、行，低于正文一二行，根据信件格式可从从信纸的中间或偏右的地方开始写，也可以靠左写。第一个词的开头字母要大写，末尾用逗号。v结束语视写信人与收信人的关系而定。 v一般商业往来 Yours sincerely, Yours faithfully, Sincerely yours, Truly yours, Yours respectfully, 写给熟人或朋友的信可用 Yours, Yours ever, Yours affectionately, With love, 签名 signaturev有的还有署名后写上自己的职称、职务或头衔。 信头收信人地址称呼写信日期正文客套结束语签名其他v附件（E

9、nclosure）信件若有附件，应在左下角注明 Encl. 或 Enc.。若附件不止一个，则应写出2（或3，4，5等）Encls.，例如：Enc: ResumeEncls: Grade Certificatev再启/附笔（Postscript, 缩写为 P. S.）再启部分用于补叙正文中遗漏的话，一般应尽量少用，正式的函件中更应避免使用。 P.S.: I will be in Rome next week. v信件编号 ref#A2387vExample: Dear Mrs Rosado, As per your letter ref#A2387, you offered an discoun

10、t of 5% on quantity of 500 unitsv抄送 / CC (carbon copy)v致（to）v抄送（CC）（FYI）v 密送（BCC）常见商务书信的几种形式v缩行式（indented style) 即将封内地址和其他需分行的地方的后行比前行往右缩进二至三个英文字母。正文各段落的起始缩入四到五个字母，即一个Tab的长度。日期写在信纸的右上方，结尾客套语和签名置于中间右下方。 Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager.v平头式（Bloc

11、k style) 即除信头、日期、客套结束语和签名部分外，其他部分每行开头都与左边对齐。排列整洁，便于打字，但段落可能不够清晰。 Date Inside Address _ _ _ Salutation, _ _. _ _. Best regards. Yours sincerely, Tom Smith Sales manager.v半平头式(Semi-block Style) 是平头式和缩行式的混合。封内地址、称呼与左对齐， 正文段落开头缩入2-5个字母。 Date Inside Address _ _ Salutation, _ _. _ _. Yours sincerely, Tom

12、Smith Sales manager.完全平头式（Complete Block Style) 信页中的各个部分内容全部与左边对齐，从上到下成一直线。段落间采用双行排列。整洁，打字快。这种从繁到简的格式在“时间就是金钱”的西方受到越来越多的人的欢迎。 Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager. v各种格式没有最好和最坏，每一种格式都有爱好者，写信人可根据自己的爱好选择使用。只要整体布局匀称、合理，都能达到美观大方的效果。 Your Address Date I

13、nside Address _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager. Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager.商务书信原则v简洁简洁 语言简练，言简意赅(Concise)v清楚清楚 主题突出，层次清楚(Clear)v具体具体 用词确切，避免笼统(Concrete)v礼貌礼貌 诚恳礼貌，互相尊重(Courtesy)v正确 语法拼写，语言修养v诚意 实事求是，坦诚相待v

14、体谅 设身处地，考虑周到v个性 构想新颖，追求效果v完整 内容完整，条理分明v优美 形式内容，富有美感vWere sure that after reading our letter and the enclosed quotation, you will see that we, in view of our long and friendly business relations, seriously considered your counter offer and agreed to accept your proposal to lower our price USD 5.00 pe

15、r piece. This is an expression of our good will and sincereness to further develop the friendly business relationship between us.Concise 关于简洁关于简洁 vAs you can see from the attached quotation, we have accepted you counter offer to lower our price by USD 5.00 per piece. This is the lowest price we have

16、 ever offered to our customers.Concrete(关于具体)vWe have accepted your proposal in your last letter.vWe have accepted your proposal in your letter dated May 3rd.vThis credit will remain valid until this month.vThis credit will remain valid until May 31, 2013.Complete 完整vWe have established through our

17、bank an irrevocable letter of credit in your favor.vWe have established through our bank an irrevocable letter of credit in your favor. This credit will reach you tomorrow and remain valid until end of June.Courteous 礼貌vYou are requested to ship our order without any delay. vYour prompt shipment of

18、our order will be highly appreciated. vWe have dispatched your camera yesterday.vYour camera has been dispatched yesterday.vWe are sorry that we have delayed the shipment of your order.vWe sincerely hope that this delay have not inconvenienced you too much.Clear1. Clear expression without ambiguity(

19、含糊不清)2. Logical organization (层次清楚) September 23, 2004 The manager National Bank Ltd. 112 Main Street Johnson, MA 47325 Dear Sir/madam, I am writing to confirm our telegram of this morning to ask you to stop payment of check no.67893 for the sum of $543, drawn payable to the St. Anna Electrical Co.,

20、 Ltd. Please confirm receipt of this authority to stop the payment. Sincerely yours, Jack Armstrong President of FTC Company 练习1vYour boss called you about his points on office move with Flash Move International (address: Carter House, Lade way, Cambridge CB19 1EE. Contact: Mrs. Morton) Your notes a

21、s below: Cost - no problem Date - check if change to Oct is ok Cost of packing - include fragile equipment? Insurance - what does this cover? Visit - date they suggested not convenient re-arrange.vWrite a letter of 100-120 words dealing with the points of your boss. Use information of your notes. 29

22、 Sept 2011Ms MortonCarter House, Lade wayCambridge CB191 1EEDear Ms Morton,Im Lucy from ABC company and Im writing concerning the office move with your company. We look forward to your prompt reply.Yours sincerely,Lucy Chen PA of James Smith练习2vYour client wrote you to tell you they did not receive

23、the video machines they bought from you. You checked and found out it is because of transportation problems. Also no definite delivery date is available.vWrite a letter: 1) apologize 2)explain 3)tell him when you can offer definite delivery date. Mar.13rd, 2008 Dear Mr. Smith, I was informed that your order of the video machines had not arrived yet. I checked this matter immediately with our sales department and was told th