外贸英语函电第七版chapterone：信函格式

外贸英语函电

ForeignTradeCorrespondence

本课程是国际贸易专业的核心业务课程之一，是一门将英语与外贸业务相结合的课程。本课程通过介绍外贸实务流程中各种英文业务函件，电子邮件、传真以及其它方式的写作格式，商业术语和各种不同的表达方法，并通过介绍对外贸易各环节的具体操作方法，使学生在提高英语水平的同时，熟练掌握对外贸易业务中常用的基本术语及表达技能，培养和提高他们的对外贸易业务工作能力。课程简介学习目的学习外贸业务书信的标准格式;了解通过哪些途径发展新客户，开拓新市场;如何进行询购某商品，怎样报盘和还盘;怎样灵活运用付款方式;如何做到重合同守信用;怎样去审查信用证，做到不出差错;在理赔和索赔中做到有理有理有节；学会拟写信函和电传传真的写作技巧。学习内容本课程主要通过学习大量外贸实务基本环节中有代表性的信例来掌握术语、表达法及书写技巧。外贸实务基本环节有：建立业务关系和资信调查、询盘、报盘和报价、还盘、订单，履行订单、支付、包装和运输、信用证的修改和展期、索赔和解决索赔等。学习方法《外贸函电》是一门实践操作性很强的课程。也就是说，要达到正确拟写外贸业务信函的目的，仅有理论是远远不够的，必须学习大量外贸实务中有一定代表性的信函，深入体会何为七个“C’S”写作的基础理论知识，更重要的是通过学习信例，熟悉大量外贸业务中各个环节中常用语，包括词汇、短语、句型以及习惯表达方式等等，再通过一定量的练习，对常用语进行操练运用，从而达到掌握并熟练使用的目的。外贸函电的特点

首先，外贸函电有其独特的语言风格和用语。其次，外贸函电充满了贸易术语、缩略语和缩写词。最后，外贸函电的内容与外贸业务实践密切相关。独特的语言风格和用语

Weareinthemarketforsilkblousesandshouldbepleasedifyoukindlyquoteusyourkeenestpricesforthegoodslistedbelow.贸易术语、缩略语和缩写词在外贸函电中为什么要使用缩略语，目的就在于省时省事。如CIFShanghai几个字一写，读信人就会明白货物是运抵上海港CIF价，而无需把CostInsuranceandFreight全部写出来。与外贸业务实践密切相关Immediateshipment立即装船，在国际惯例中立即装船是指“30天内装船”，同美国人做生意，即是指10天内装船，超过这规定的期限，由此引起的损失当然要由没有读懂这句话的一方来承担。这既是外贸业务水平的问题，也是外贸英语水平的问题。

Chapterone

BusinessLetterWriting

EssentialsandFormsofBusinessLetter-writing

商业信函的组成部分和格式1.PartsofaBusinessLetter

信件组成部分EssentialParts必要部分1.Theletterhead信头2.Thedateline日期3.Theinsidenameandaddress收信人名称地址4.Thesalutation称呼5.Thebodyoftheletter信文6.Thecomplimentaryclose结尾敬语7.Thesignature落款OptionalParts附加部分8.Theattentionline具体收信人9.Thesubjectline事由10.Thereferencenotation案号11.Theenclosure附件12.Thecarboncopynotation抄送13.Thepostscript附言1.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@2.OurRef.YourRef.Date:15thNovember,20--3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England8.Attention:ImportDept.4.DearSirs,9.AquaticProducts

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

6.Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)10.QS/AN11.Enclosures12.ccourShanghaiBranchOffice13.P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.信函组成部分示例组成部分分项示例1. ChinaNationalCereals,Oils&FoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@2. OurRef.YourRef.Date:15thNovember,20--信头日期3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England8.Attention:ImportDept.4.DearSirs,9.AquaticProducts收信人名称和地址具体收信人称呼事由5.

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

6. Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)结尾敬语信文落款10.QS/AN11.Enclosures12.ccourShanghaiBranchOffice13. P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.案号附件抄送附言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信头

外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。收信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人而言，便利有二：一是发信时可与信封地址相互对照，避免放入信封时发生差误；二是发信后便于准确归档，便于以后查找。对收信人而言，便利也有二：一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；二是收信后如信封与信函分离原信仍能保持完整，便于查阅。封内地址名称、地址AUKaddress:

AirEnvironmentalMechanicalEquipmentLimited2076WestMainStreetDevon,EX140RAU.K.

公司名称门牌号街道城市邮编国家中文名称、地址举例仲恺农业工程学院中国广东省广州市纺织东沙街24号单位名称地址由大到小中国地址名称用英文写SinochemJiangsuImportandExportCorporationJiangsuInternationalBusinessMansion,50ZhonghuaRoad,Nanjing210001,P.R.China

单位名称门牌号大楼名称街道邮编城市国家中国地名的翻译规范用汉语拼音直译;一个地名只大写第一个字母例如：“山东青岛” Qingdao,Shandong QingDao,ShanDong可用缩写:

Rd.=Road,Fl.=Floor,Ave=Avenue日期位置：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-年美式日期举例日期英式日期举例日期日期写法注意事项“月份”最好用文字，如：

1. 2ndMay,20--

2. 2May,20--

3. 2May20--(Commacanbeomitted)4. September21st,20--5. September21,20--避免月份用数字，如11/12/20—称呼salutation位置：必须齐头写法：对男士（正规）：DearSir,或DearSirs,或Gentlemen:对女士（正规）：DearMadam,或DearMesdames,对关系密切的商业伙伴：DearJack,词首字母全大写，用逗号或不用标点符号Gentlemen后用冒号salutation1.Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:

DearSirorMadam,

2.Ifyouknowthenamebutarenotfamiliarwiththeotherperson,youshouldusethefollowingsalutation:

DearMr./Mrs.XXX,外贸函电salutation3.Ifyouarequitefamiliarwiththeotherperson,youmayusethefollowingsalutation:

HiXXX,HelloXXX,XXX,外贸函电Informal

salutation其位置比封内地址和经办人行低两行，并与之平头1.商业函件1)用“DearSirs,”不能单独用“Sirs,”2)美国人用“Gentlemen：”,更加普遍(不能用单数）,单数时称“DearSir”3)如果是女性公司，则用“DearMesdames,”2.公事函件：“DearSir，”对一般机关团体负责人适用此外公事函件还可以用“Tothosewhomaybeconcerned，”外贸函电BodyofaLetterThisisthemainpartoftheletter.Itexpressesthewriter’sidea,opinion,purposeandwishes,etc.,soitshouldbecarefullyplanned.Whenwriting,payattentiontothefollowing:Writesimply,clearly,courteously,grammatically,andtothepoint.Paragraphcorrectly,confiningeachparagraphtoonetopic.Seethatyourtypingisaccurateandthedisplayartistic.这是书信的主体，表达发信人的意见。在信的开头有开头语(OpeningSentences),自成一节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信是答复哪一封去信的。如果是第一次通信也可以利用开头语作必要的自我介绍。Bodyofaletter在信的结尾一般有结尾语(TheclosingSentences),一般用来总结本文所谈的事项，提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。另起一段。如:

Wehopetoreceiveyourearlyreply.Bodyofaletter

Thebodyofabusinesslettertypicallycontainsthreeparagraphs:·

1.introductoryparagraph·

2.oneormorebodyparagraphs3.concludingparagraph外贸函电Bodyofaletter注意事项：1）段与段之间一般空两行想一想：如果信的正文很长，一页纸不够用而需两张或数张联页，该怎么办？外贸函电Bodyofaletter如果信的正文很长，一页纸不够用而需两张或数张联页，应在第一页的右下端打“待续”（tobecontinued),并在联页上端注明收信人的名称、日期、页数，再继续打正文。这是为了避免第一页和第二页，第三页在发信时误置。外贸函电结尾敬语

ComplimentaryClose位置：齐头式靠左对齐，缩格式偏右正规场合下常用：1.Yoursfaithfully,2.Yourstruly,3.Faithfullyyours,4.Trulyyours,第二个单词小写，用逗号或不用标点符号FormalTruly/sincerely/Faithfullyyours,InformalBestregards,外贸函电ComplimentaryCloseCapitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.ComplimentaryClose注意：1）结束礼词写在结尾语下隔一行，正中或略向右边写起2）只有第一个字母大写，后面加逗号3）欧洲信函把Yours放前，美国则把副词放前4）用Yours而不用Your，与Yours连用的一定是带-ly的副词。称呼与结尾敬语的对应关系TheSignatureItiscommontotypethenameofthewriter’sfirmorcompanyimmediatelybelowcomplimentaryclose.结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。Neversignaletterwitharubberstamp.外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。Signature

Company’snameYoursignaturetypedsignature(jobtitle)ELECTRONICSLTD.

HaroldJones

HaroldJonesManager外贸函电想一想：如果有资格签署的人不在公司，想请他人签署，该怎么办？外贸函电Signature注意：1)p.p.有时候有资格签署的人不在公司，常以授权（powerofattorney)授权一负责的雇员签署，在这情况下，则应在公司行号前写上P.P.(PerProcuration)或PerPro.,它的意思是代理。也有用for代替p.p.的。

格式一般如下：Yoursfaithfully（P.P.）THENATIONALTRANSPORTCO.，T.M.WhiteT.M.WhiteManager外贸函电Signature落款结尾敬语手写签名打印签名职务公司名称AttentionLine指定收信人Ifyouwantyourletterattendedbyordirectedtoaspecificpersonordepartment,addanattentionline.Thiswillspeedupthesortingprocesswithinacompany.如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下加Attention或Attentionof

例1RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

AttentionMr.CaveorAttentionofPurchasingManager

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,ExportManager

2.AttentionofMr.Cave

3.TotheattentionofMr.LiuMing

SubjectLineorCaptionLine

Subjectlineisactuallythegeneralideaofaletter.Itisinsertedbetweenthesalutationandthebodyofthelettereitherattheleft-handmarginforfully-blockedletterformorcentrallyoverthebodyforotherforms.Itcallsthereceiver’sattentiontothetopicoftheletter.事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。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:YourOrderNo.463for1,000Wide-screenTVSets

2.SHEEPWOOL

EnclosureIfsomethingisenclosed,noteitbelowthesignature.如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2Enclsor3Encls,或详细列明如下：Encls:2InvoicesEnc:1B/L

1Photo

1Certificate附件位置：

落款之下，左对齐说明该信件有附件

1.Enclosure2.Enc.3.Encl.AsStated4.Enclosure:BrochureTheCarbonCopyNotationWhencopiesoftheletteraresenttoothers,typec.c.belowthesignatureattheleftmargin.如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CCtoxxx”or“CCxxx”抄送位置：附件之下，左对齐表示该信件同时抄送给他人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，只出现在发给被抄送人的信件里PostscriptIfthewriterwishestoaddsomethingheforgottomentionorforemphasis,hemayaddhispostscripttwospacesbelowthecarboncopynotation.信写完后，如果想起还有要紧的要说，可以在信末加P.S.引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。2.WritingPrinciplesoftheBusinessLetters7“C”Courtesy礼貌Bycourtesywemeantradingpeoplewithrespectandfriendlyhumanconcern.Inordertomakeabusinesslettercourteous,trytoavoidirritating,offensive,orbelittlingstatements.Toanswerletterspromptlyisalsoamatterofcourtesy.Followingrulesshouldbefollowed:Changethecommandingtoneintorequestingtone;Usemitigation平静andavoidoveremphasizingyourownopinionorirritatingyourpartner.Passivevoiceshouldbeadoptedaccordingly;相应的采用被动语态Trytoavoidusingthewordwithforcingtoneorarousingunpleasantness.语言要有礼且谦虚，及时地回信也是礼貌的表现。Comparison:Youdidnotenclosethepricelistinyourletter.你们没有在信中附价格单。Thepricelistwasnotenclosedinyourletter.贵方信中没有附价格单。Wemustrefuseyouroffer.我们拒绝贵方报价。Weregretthatweareunabletoacceptyouroffer.很遗憾我们不能接受贵方报价。Wehavereceivedwithmanythanksyourletterof20May,andwetakethepleasureofsendingyouourlatestcatalog.Wewishtodrawyourattentiontoaspecialofferwhichwehavemadeinit.（polite）Youwillbeparticularlyinterestedinaspecialofferonpage5ofthelatestcatalogenclosed,whichyourequestedinyourletterof20May.（courteous）2)Consideration体谅：Considerationmeansthoughtfulness.ConsiderationemphasizesYou-attituderatherthanWe-attitude.Keepthereader’srequest,needs,desires,aswellashisfeelingsinmind.Inaddition,weshouldtrytodiscussproblemsinapositivewayratherthaninanegativeway.Thefollowingpointsarenecessaryforwritingalettertoembodyconsideration:You-attitude:Youearn2percentdiscountwhenyoupaycash.Wewillsendyouthebrochurenextmonth.Weallow2percentdiscountforcashpayment.Wewon'tbeabletosendyouthebrochurethismonth.Focusonthepositiveapproach:Wefeelsurethatyouwillbeentirelysatisfied.(Positive)Wedonotbelieveyouwillhavecausefordissatisfaction.

(Negative)

3)Completeness完整Abusinesslettershouldincludeallthenecessaryinformation.Itisessentialtocheckthemessagecarefullybeforeitissentout.Asyouworkhardforcompleteness,keepthefollowingguidelinesinmind:Whydoyouwritetheletter?Whatarethefactssupportingthereasons?Haveyouansweredthequestionsasked?一封商业信函应概况了各项必需的事项，如邀请信应说明时间、地点等，确忌寄出含糊不清的信件。4)Clarity/Clearness清楚意思表达明确，要注意：Avoidusingthewordswhichhavedifferentunderstandingorunclearmeaning避免使用有歧义的文字;Payattentiontothepositionofthemodifiers注意修饰语所放的位置：Payattentiontotherationalityinlogic:注意语言的逻辑性5)Conciseness简洁Concisenessisoftenconsideredtobethemostimportantwritingprincipleandlanguagefeature.Concisenessalsomeansyoushouldclearlyexpresswhatyouwoulddoinashortandpithystyle短小精悍的写作方式ofwritingaspossibleasyoucan.Avoidusingwordyexpressions:避免废话连篇Avoidunnecessaryrepetition:避免不必要的重复Usingshortsentences,simplewordsandclearexplanations:短句、单词的运用Avoidtheout-of-datecommercialjargonsandtrytousemodernEnglish.不要使用过时的语言，要运用现代英语。

Comparison：Wewouldliketoknowwhetheryouwouldallowustoextendthetimeofshipmentfortwentydaysandifyouwouldbesokindastoallowustodoso,kindlygiveusyourreplybyfaxwithoutdelay.(wordy)PleasereplybyfaximmediatelyifyouwillallowustodelaytheshipmentuntilApril21.(concise)TheyattendtheGuangzhouTradeFairforthepurposeoffindingabusinesspartner.TheyattendtheGuangzhouTradeFairtofindapartner.Outofdatecommercialjargons:Duetothefactthat由于……的事实Terminate结束Attachedhereto随函附Acknowledgereceiptof确认收到Inst.本月Uptothiswriting在写这封信的时候ModernEnglish:As,becauseorsinceEndEnclosedis/areThankyoufor……Ireceived……ThismonthSofar6)Concreteness具体:Makethemessagespecific,definiteandvivid.Trytoheedthefollowingtips:Completewiththe6W’s:Who?What?Why?How?Where?When?Concretenessinaction:usingspecificlanguagetomakeourinformationmoreconcreteandconvincing;Usingconcretewords.Compare:ST858L5-BandStereoRadioCassetteRecorderisfullfunctions.ST858L5-BandStereoRadioCassetteRecordercandeliverssuperbFM/MW/LW/SW1/SW2/FMStereobandreception.Fullauto-stopandautomaticquickprogramsearch(AQPSsystem).自动快速搜索系统WehavedrawnonyouasusualunderyourL/C.WehavedrawnonyouoursightdraftNo.345fortheInvoiceamount,US$560.00,underyourL/CNo.234oftheChinaBank.7)Correctness正确:Correctnessnotonlyreferstothecorrectgrammarrules,contents,andforms,butalsoaccuracyinstyle,languageandtyping.Usually,mistakeswithtonecanbeavoidedbyusingthefollowingtechniques:Placemoreemphasisonthereaderthanyourself;把重点放在读者身上，而不是你身上；Avoidextremecasesofhumility,flattery,andmodesty;避免过度谦卑、奉承和谦虚Avoidcondescension[,kɔndi'senʃən;避免傲慢Avoidlecturing避免说教3.LayoutofaBusinessLetter

商业信函的格式ThreemajorformsIndentedForm

缩格式BlockedForm

齐头式ModifiedBlockedForm

改良齐头式缩格式示例日期靠右具体收信人和事由居中段首缩格结尾敬语和落款偏右齐头式示例除信头外全部左对齐改良齐头式示例案号和日期靠右落款偏右BlockFormat齐头式外贸函电Theblockformatisthesimplestformat;allofthewritingisflushagainsttheleftmargin.

Format外贸函电Thesemi-blockformatyouraddress,date,theclosing,signature,areallindentedtotherighthalfofthepage(半齐头式）Theindentedformat(缩进式）Alsothefirstlineofeachparagraphisindented.

EnvelopeAddressing

信封格式AddressingEnvelopesReturnAddressStampAddressRemarksMailingdirections写信人在上，收信人在下根据收信人名称地址的写法分两种格式：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收信人名称地址：逐行右缩写信人名称地址齐头式举例写信人名称地址收信人名称地址：左端对齐邮寄方式ViaAirMail(ByAirmail,orParAvionɑ:'vjuŋ

)航空Registered挂号ParcelPost邮包Express快递SamplesPost样品捎交Mr.CharlesWoodKindnessofMr.J.W.Smith由Mr.J.W.Smith捎交给Mr.CharlesWood转交最终收信人转交人转交人地址LayoutofE-mails电子邮件格式外发的邮件外发的邮件收件人被抄送人被暗抄人主体部分添加附件处接收的邮件Remarks:

1.Private私人信2.Personal个人信3.Confidential机密信如需说明信或邮件的类别，可根据需要在信封“MailingDirections”处注明下列字样：1.Registered挂号邮件

2.Express快递邮件

3.OrdinaryMail平信

4.Immediate(Urgent)急件

5.PrintedMatter印刷品

6.Sample样品SummaryInthischapter,wehavelearntthelayout(sevenprinciplepartsa