职场英语写作-Chapter-2-商务信函的结构与格式

StructureandStylesofBizLetters,

EstablishmentofBusinessRelationship一、商业书信的写作基础书信的格式书信的文体书信的语气语言纵览标点符号拼写构思和检查Inthischapteryouwilllearnhowtousemanykindsoflayoutfollowformatconventionsidentify

theorganizationalelementsofabusinessletterrecognizeandusetheformconditionofbusinessletterswriteeffectivelyeachpartofbusinesslettersandenvelopes商业书信基础---书信格式标准的商业书信包括三个部分信头letterhead信文

letterbody信尾close信头LetterHeading写信人地址

Addresser’sAddress

日期

Date

收信人地址

Receiver’sAddress

称呼Salutation

标题/事由Subject/Re

在信和传真中，信头所占页面不超过三分之一。商业书信的信头一般包括发信人地址、发信人日期、收信人地址和姓名、称呼以及事由。传真的的信头包括收信人地址（连同传真号码）、收信人地址（连同收信人传真号码）、发信日期、页数、称呼和事由。发信人地址：书信发信人地址位于页首居中的位置。传真发信人地址位于传真纸页首固定的信头格式内。一般来说，商业书信的首页都使用印有公司抬头的信笺。此部分包括公司名称、地址、电话和传真号码。有的甚至还印有代表公司形象的符号标志、E-mail号，网址和总裁的名字等。印有信头的首页中往往有一枚代表公司形象的标识。标识一般用图像表示，它就像包裹件上或运输工具上的商标一样。这些符号生动有趣、不同寻常，让人过目不忘。如果一个公司的标识设计得好，它就可以广为熟知，公司就容易打开局面，其形象也很快得到公众的认可。发信日期：有两种模式---“24Sept.,2009”(月-日-年)或“Sept.12,2009”（月-日-年）。日期可以打印在左边空白处。日期与抬头或发信人地址之间应空两行。写传真时，日期打印在信头相应的空格内。收信人地址：包括收信人的全名和职衔，以及公司的全称和地址。书信中收信人地址从页面左边空白处写起，在日期下面空两行。传真中收信人地址打在信头相应的空格内。指定收信人姓名：已不常用。如果需要，就从页面左边空白处写起，在收信人地址下空两行。收信人(Addressee)地址标准的排序方式：A.

收信人名称、职位B.

所在部门及公司名称C.

公司所在的街道号码及街道名D.

所在州名称及邮政编码E.

所在国名称收信人(addressee)地址Mr.RichardYoung

———姓名Director

———头衔CresswellInc.

———公司名称400FortuneStreet

———街道号码及名称PhoenixArizona82044 ———城市名、州名、 邮编U.S.A

———国家名称呼：通常有以下称呼方式

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

称呼从左边空白处写起，在收信人地址下面空两行。事由（Subject/Re）:写明事由可以使收信人对信件或传真的内容一目了然。事由位于称呼之下，与称呼相隔一行。可以居中、居左、缩格。信文(Body)

在全齐头式（full-blocked）书信，每个段落都从左边空白处开始书写，在“事由”下面空一行。段落内采用单行行距，段落之间采用双行行距。信尾(Close)

结尾敬辞Complimentaryclose信末签名

Signature(oftheaddresser)打印名字和头衔Printednameandtitle(oftheaddresser)信尾(Close)

口述者/打字员姓名缩写

Initialsofdictatorandtypist)

附件

Enclosure

抄送

Carboncopy(cc:ChanWaiMing)附笔/附言

Postscript(附笔的主要用途是引起收信人的注意。因此，推销信函中有时也加上附笔，给广告宣传增加一点较亲切的感觉)*最后四项不是每封信所必需的部分，是根据实际需要而增加的部分。商业书信的五种格式全齐头式(Full-blocked)齐头式(Blocked)半齐头式(Semi-blocked)方齐头式(Square-blocked)简化式(Simplified)

EstablishingBusinessRelations建立业务关系Establishingbusinessrelationsisthefirststepinatransactionininternationaltrade.Writingletterstonewcustomerstoestablishrelationsisacommonpracticeinbusinesscommunications.Generalinformationaboutacompany,includingthenameandaddress,canbeobtainedthroughthefollowingchannels:1.Banks2.Chambersofcommerce3.Advertisementinthemedia4.Commercialcounselor´sofficeinforeigncountries5.ExhibitionsandtradeaffairsWhenyouwriteyourfirstletter,youshouldtellyourreaderhowyouobtainedhisorhernameandaddress,expressyourdesiretodobusinessandexplainwhatyouhopetobuyortosell.一.WehaveyournameandaddressfromtheCommercialCounselor´sOfficeofyourembassyinBeijingandarenowwritingtoyoufortheestablishmentofbusinessrelations.

我们从贵国驻京使馆商务参赞处得悉贵公司行名及地址，现特致函与贵公司建立业务关系。1.Wehaveobtained/cometoknow/heard/learnedyournameandaddressfromourembassyinyourcountry.2.Weoweyournameandaddress/faxnumber/postcode/businessscope/products/E-mailaddresstoChinaCouncilforthePromotionofInternationalTradeinBeijing.二.WehavelearnedbycourtesyofMr.GreenhowthatyouareoneoftheleadingimportersofChinesechemicalsandpharmaceuticalsinyourcountry.

承蒙格林豪先生介绍，我们得知你们是贵国中国化工产品和药品的主要进口商之一。

例：WeunderstoodfromWorldBank/throughthecourtesyofCCPIT/ontherecommendationofAerChem,Inc./aftercontactingyourtradedelegationthatyouareoneoftheleadingimportersofChineseChemicalsandPharmaceuticalsinyourcountry.UsefulExpressions三.YourfirmhasbeenrecommendedtousbyBankofChinainBeijing.在北京的中国银行已把贵公司介绍给我们了。

例：Yournamehasbeenintroduced/suggested/broughtforward/giventousbyCitibank,Shenzhenoffice.四.Wehavethepleasureofintroducingourselvestoyouasastate-operatedcorporationdealingexclusivelyinlightindustrialgoods.我们有幸自荐，我们是一家专营轻工业品的国有公司。例：Wehavethepleasuretointroduce

takepleasureinintroducingtakethelibertyofintroducingavailourselvesofthisopportunitytointroduceareventuringtowritetointroducewishtointroduceourselvestoyouasastate-operatedcorporationdealinginlightindustrialgoods.五.WearethechiefcigarettepackingmaterialsexporterinAustriaandarethankfultotheChineseEmbassyinViennaforgivingyourname.

我们是奥地利主要的香烟原辅材料出口商，并感谢驻维也纳的中国使馆向我们提供了你们的行名。

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

我们专门经营中国工艺美术品出口，愿与贵方进行交易。

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

希望通过共同努力，我们既可促进贸易又能增进友谊。

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

/obliged/glad/thankfulifyouwillreplyatanearlydate.敬请早日答复，将不胜感激。Yourearlyreply/promptattention/immediateresponse/favorableanswerwillbehighlyappreciated.如蒙早日答复，将不胜感谢。Weawaityourfurthernewswithinterest.我们切盼你方进一步的消息。

结束语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经营范围

ManufacturersWritetoImporters

Nowmoreandmorefactoriesandmanufacturersareallowedtoselltheirproductsintheworldmarket.IfyouareworkinginsuchanenterprisewiththeGovernment´sapprovalofimportandexport,youwillwritedirectlytotheimportersabroadforthesaleofyourproductswithoutanyhelpfromanexportcompany.SampleLetter1:DearSirs,Wehavebeenmanufacturingthisproductfor20years.Oursuccessintrade,whichcanbeseenfromourrapidexpansionfromasinglefactoryofmediumsizetwentyyearsagotoatotalnumberoffourteenlargemodernfactoriessituatedatvariousplacesinthePudongDevelopmentZonetoday,dependsentirelyonthetrustworthinessofourproducts.Ourtradename,whichwevaluesomuch,willsufficientlywarrantyourconfidenceinus.YoursfaithfullyCompletethefollowingsentences一.Wehavethepleasureof1.告诉你们，我们已经与贵方代表(representative)取得了联系。2.获悉贵方对与我公司建立业务往来很感兴趣。3.将我公司驻沪办事处的地址及联系人告诉贵方。二.Weareappreciativeof1.贵方有和我公司建立贸易关系的意向(intention)。

2.贵方为促进我们双方的贸易和友谊所作的努力。

3.贵方对此事的及时处理。三.1.承蒙中国银行的介绍，2.多亏我驻贵国使馆经参处的介绍，3.经汤姆和威廉姆公司推荐，welearntthatyouarethechiefimporterofelectricappliancesinyourcountry.Exercisesontherecommendationof..承..推荐、介绍bycourtesyof...throughthecourtesyof...承..的好意相告

TranslatethefollowingletterintoEnglish尊敬的先生/女士：美国J&M有限公司已将贵公司的名称和地址告知我们，并认为贵公司是中国有潜力的棉布买主。棉布属于我公司的经营范围，我们将很乐于与贵公司建立直接的业务关系。

兹随函附上商品小册子和价目单各一份，以便于了解我们可供出口棉布的概况。一当接到贵方的具体询价，将立即航空邮寄我公司的报价单和样本。恭候佳音。……….谨上ExercisesInquiry

询盘InquirySheet

询价单

Quotation

报价Indent

定单

InvitationtoOffer

邀请发盘

Offer

发盘

FirmOffer

实盘

CounterOffer

还盘

VoluntaryOffer

主动发盘

Bid

递盘

Acceptance

接受

Contract

合同

ConditionalAcceptance

有条件的接受

Confirmation

确认书

Agreement

协议

Memorandum

备忘录

ImportContract

进口合同

PurchaseContract

购买合同

SalesContract

销售合同

Allowance

折让、允差

PurchaseConfirmation购买确认书

CurrentPrice

现行价

RetailPrice

零售价

Rebate

回扣

SalesConfirmation销售确认书

WholesalePrice

批发价

Businessman/Merchant/Dealer

商人Wholesaler

批发商Retailer

零售商Sole/Exclusiveagent

独家代理Salesman

推销商Speculator投机商Compensationtrade补偿贸易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商务信函构成要素标准部分：Letterhead信头:包括发信人公司的名称、地址、传真或电传号码。DateLine发信日期InsideAddress封内收信人地址Salutation对收信人的尊称Body正文Complimentary结尾敬语Signature签名二.特别部分：AttentionLine制定收信人SubjectandReferenceLines事由OrganizationName公司名称Author,TitleandDepartment撰稿者印刷体姓名ReferenceInitials主办人代号（便于考查信函的主稿人和打字人）EnclosureNotation附件注明CopyNotation复本注明（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收信人职位、头衔WindsorMilsInc.单位名称212MagnoliaAvenue门牌号码、街道名称Spartanburg,SouthCarolina29301城市、州、邮编TheUnitedStatesofAmerica国家AttentionLineAttentionMr.Li(指定收信人或某个部门）SalutationDearMr.Zhang,SubjectLineRe/Subject:ClaimNo.MA-457972信文的主旨Body----------------------------------ComplimentaryCloseCordially,OrganizationNameSystemsA/SCorporationSignatureAuthor,TitleJoeGrossmanDepartmentSalesManagerReferenceInitialsXYW:SHEnclosureNotationEncl.Co