第二-三讲商务信函的书写规范及训练

商务信函书写规范及训练

warmingupTranslationCNtoEN:1.额定电压\频率\绝缘水平\正常电流\线路充电电流2.短路开断电流\短路关合电流\3.线路充电开断电流\电缆充电开断电流\小电感开断电流\异相开断电流\4.短路电流持续时间\值和相关特征\5.操作顺序\时间值\瞬时回复电压\分闸&合闸时间\开断&关合时间\负荷条件\keyto"rated..."1.Ratedvoltage\insulationlevel\normalcurrent\linechargingcurrent2.ratedshort-circuitbreakingcurrent\short-circuitmakingcurrent\3.ratedline-chargingbreakingcurrent\cable-chargingbreakingcurrent\small-inductivebreakingcurrent\out-of-phasebreakingcurrent\4.rateddurationofshort-circuit\valuesandrelativecharacteristics\5.ratedoperatingsequence\timequantities\TRV(transientrecoveryvoltage)\opening&closingtime\break&maketime\loadconditionSentenceTranslationCNtoEN这款ZS8N铠装金属封闭开关柜由4个小室：断路器室母线室电缆室低压室组成，总体外形尺寸高：2300mm，深1800mm,宽800mm.可在机械、电子、烟草、纺织、造纸等轻工系统应用。keytothefirstsentenceThisZS8NMetal-cladswitch-gearcomposedoffourFourcompartments(VCB,busbar,cableterminalandLV)withoveralldimensions(H2300mm,D1800mmandW800mm)canbeappliedtolightindustrysystemssuchasmechanics,electrics,tobacco,textileandpapermakingetc.2.这套智能化开光关柜系统主要技术参数如下：额定电压

kV 12额定雷电冲击电压 kV 75额定工频耐受电压 kV 42额定短时耐受电流（4sec） kA 25额定峰值耐受电流 kA 63，内部电弧耐受能力（1sec) kA 31.5主母线电流 A ~4000分支母线电流 A 630，1250以上技术配置，可满足机场、港口等运输行业使用。keytosecondsentenceThemainparametersofthisintelligentialized\digitalswitchgearsystemwhichcanbemettherequirementsofairports,harborsetc.areasfollows:ratedvolts12kV;ratedpowerfrequencywithstandvoltage75k;retedshort-timewithstandcurrent25kA(4sec.);retedpeakwithstandcurrent63kA;internalarcwithstandcapacity\endurability31.5kA(1sec);mainbusbarcurrent:4000A;branchbusbarcurrent630A.商务信函（包括当今常用的电子邮件的形式）是公司之间往来的信函，间接代表着一个公司的形象，所以使用一种良好的体裁或形式是非常必要的。下面我们就分三个部分详细谈谈商务信函：商务信函的构成要素商务信函的结构商务信函的形式商务信函的构成要素(1)Letterhead信纸的信头（指信纸上端所印的寄信人的姓名、地址或电话等文字)(2)Date日期（写上发信的日期）(3)InsideAddress收件人姓名、地址(4)Salutation称呼(5)Subject主题（能令对方一目了然的内容主题）(6)MainBody信的正文（信函之主体）(7)ComplimentaryClosing结尾语（结尾的致候）(8)Signature签名（可写上发信者的姓名、职称）(9)Attention经办人(10)Typists'Initials打字人首字母（11）Enclosure附件，简写为Encl.或Enc.（若有附寄物须告知）(12)CarbonCopy副本（要寄送同一内容给其它公司时，要填写其它公司名）(13)Postscript(略作P.S.)附笔（补充说明内容）(14)DistributionNotation（分发提醒）

CorrectUsageofSpacingMarginsIndentationTypefacePageNumbersTheLayoutofBusinessLetter

(detail)standardparts（基本部分）

theletterhead信头theinsideaddress封内地址thedate日期thesalutation称呼thebodyoftheletter正文thecomplimentaryclose礼貌结束语thesignature签名optionalparts（可选部分）(1)

thereferences编号(2)theattentionline经办人(3)thesubjectline标题（事由）(4)theenclosure附件(5)thecarboncopynotation抄送(6)thereferencenotation经办人代号(7)thepostscriptnote附言Thestructureofabusiness

letter

1)信头(letterhead)

－－－

2）编号，日期

3）封内名称和地址(insideaddress)(referenceanddate)

4）经办人(attentionline)5）称呼(salutation)6）事由（标题）(subject)7）正文(body)8）结尾敬词(complimentary)Nameofcompany9）签名(signature)10)经办人代号thereferencenotation11）附件(enclosure)12）抄送(cctoXX)13）附言(postscript)Theformofabusinessletter

Full-blockstyle（全齐头式）（美）Indentedstyle（缩行式）（英）Modifiedblockform（改良的齐头式）Semi-blockformatwithindentedparagraphs（半齐头式或混合式）1.fullblockedstyle（全齐头式）TheWilsonCompany1377MainStreetDallas,Texas75226U.S.A.February5,1999

NipponInternationalTradingCo.Ltd.3Nihonbashi,Honcho3ChomeJapanGentlemen:

We’resendingyouourlatestpricelist……Wearelookingforwardtohearingfromyousoon.

Trulyyours,

THEWILSONCOMPANYWilliamRobertson,PresidentWR/ea2.indentedstyle（Heading）ChinaNationalLightIndustrialProductsImport&ExportCorporation82Tian’anMenStreetBeijing,ChinaJan.30,2005OurRef.NoYourRef.NoThePakistanTradingCompany(InsideAddress)15，BroadStreetKarachi,PakistanGentlemen:(Salutation)

Re:ChineseLightIndustrialProducts(Caption)

WethankyouforyourletterofJan.10,2005andshallbegladtoenterintobusinessrelationswithyourfirm.Asyouknow,itisourpolicytotradewiththepeopleofallcountriesonthebasisofequalityandmutualbenefit.Webelieveweshallbeable,byjointefforts,topromotefriendshipaswellasbusiness.Wearesendingyou5pamphletsandapricelistcoveringpartofourexports.Pleaseadvisewhatarticlesyouareinterestedinatpresent.（TheBodyoftheLetter）Yourearlyreplywillbehighlyappreciated.(TheClosingSentences)（TheComplimentaryClose）Yoursfaithfully,CHINANATIONALLIGHTINDUSTRIAL（TheSignature）PRODUCTSIMPORT&EXPORTCORP.

(Sighed)Encls:3.modifiedblockedstyle

NipponInternationalTradingNihonbashi,HonchoChome3Chuo-ku,Tokyo104Japan

February15,19--TheWilsonCompany1377MainStreetDallas,Texas75226U.S.A.Attn:Mr.Robertson4混合式（SemiblockStylewithIndentedParagraphs）M.D.Ewart&Co.,Ltd36TowerStreetToronto4,CanadaAugust22,2005OurRef.No.YourRef.No.BeijingTextilesImport&ExportCorporation43Tian’anMenStreetBeijing,ChinaDearSirsRe:FistInquiryWelearnfromafriendinChinathatyouareexportingNylonBedsheetsandPillowCases.Thereisasteadydemandherefortheabove-mentionedcommoditiesofhighqualityatmoderateprices.Willyoupleasesendusacopyofyourcatalogue,whichdetailsofyourpricesandtermsofpayment?Weshouldfinditmosthelpfulifyoucouldalsosupplysamplesofthesegoods.Wearewaitingforyourearlyreply.Yoursverytruly,(Signature)PartsofabusinessletterLetterhead信头发信人的地址和日期Thecompany’sname/address/postcode/TelNo./faxNo./E-mailaddress2.

Reference编号（案号）希望对方回复信件时指明原信件号码，以便查阅。Filenumber,departmentalcode(orthereferenceinitials)

E.GYourref.:2005/IB318Ourref.:CS49/77005(1)TheLetterheadTheletterheadoccupiesthetopmostpartofthepaper.Inadditiontothecompany’snameandaddress,itmayincludethetelephonenumber,faxnumber,E-mailaddress,andwebsite.Somecompaniesalsoincludetheofficialemblem\logooftheirownandeventhenameoftheirofficesandtopexecutives.Theletterheadhelpsformthereader’sfirstimpressionofthewriter,hismessage,andhiscompany.（1）信头概念：信头也称信笺抬头，由寄信人公司名称、地址、电话号码、E-mail地址和传真等构成。信头通常位于信纸的最上端。目的:一方面为了方便收件人了解信函来自何处，并为回复提供联系方式。书写原则主要注意：地址的书写顺序标点符号的使用书写形式并列式斜列式e.g.

WestinHotelGroup

21-10RafflesTower

YishunRingRoad

Singapore760810

Tel:

Telex:

Fax:

E-mail:地址的书写顺序应遵循从小到大的原则。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；

地址中的标点符号需正确使用。行末一般不加标点符号。行中间该加标点的地方不应省略。门牌号码与街道名称之间不加标点城市与国家名称之间必须用逗号分开。例如：(1)YantaiRisenimport-exportCompanyNo.88HuanHaiRoadYantaiShandongProvincePostcode:264000P.R.ChinaPhone(orfox):(0535)6809181(2)GuangzhouMeiShengCompanyNo.100XianLieZhongRoadGuangzhou，ChinaPostcode:510070PhoneorFax(020)3421-0312

商务信函信头的形式主要有并列式和斜列式两种并列式：每行开头要左对齐（从目前情况来看，更为常用）。斜列式：每行开头逐次向右移二三个字母的距离例如：

并列式斜列式16FuxingStreet16FuxingStreetHaidianDistrictHaidianDistrictBeijingBeijingPostCode:100035PostCode:100035People’sRepublicofChinaPeople’sRepublicofChinaTel:63211234Tel:63211234

(2)TheDateLine日期Thedatelineisavitalpartofanybusinessletter,anditmustneverbeomitted.Itisoftennecessarytorefertothedatewhensometransactionmustbechecked.Becauseofitsimportance,thedatelinemustalwaysbeincluded,anditshouldalsobewritteninfull.Thedatelineconsistsofthedate,themonth,andtheyear.Twowidelyusedstylesareacceptable:June12,2005AmEor12thJune,2005BrEDonotuseallfiguresinthewritingofthedate,i.e.12/6/05,becausenotallEnglish-speakingpeopleagreeaboutwhetherthemonthorthedateappearsfirst.Somepeoplehavethehabitofabbreviatingthedate,butthisisnotrecommendedforcommercialcorrespondence.Theplacementofthedatelineisoftengovernedbythestyleoftheletterheadthecompanyhaschosen.Iftheletterheadiscenteredonthepage,oriftheletterisintheblockformat,thedatelineisusuallytypedtoalignwiththeleftmargin;Iftheletteriswithmodified-blockstyle,thedatelineisoftentypedwiththerightmargin.Dependingonthelengthofthemessage,typethedatelinetwoormore-linespacesbelowtheletterheadorthetype-writtenreturnaddress.（2）日期

Usuallycomesonelinebelowthesender’saddress,

BrE:day,monthandyear

AmE:month,dayandyearPrefercardinalnumbers(1,2,3,4…)ratherthanordinalnumbers(1st,2nd,3rd,4th…)Acommamustbeusedbeforetheyear8June,2005/June8,2005e.g.A)March2,2010(Americanstyle)B)2March,2010(Britishstyle)avoidabbreviations(Jan.25,2004)orfigures(2/4/2004).商务信函必须写日期，它对于文件存档及信息查有重要意义。书写原则：年份必须全部写出，如2010，不能简写成10。月份最好用英文全拼，也可以用公认的缩写式，但不提倡。May,June,July,因为较短，不可缩写。日期可用基数词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。英式信函日期按日、月、年的顺序，且中间没有逗号，如：12July2006；美式信函日期按月、日、年的顺序，中间加逗号，如：July12，2006。日期切忌全部用数字表示。日期可有下列几种写法：①Oct.20,2010②10May.,2010③3rdJune,2010④Sep.16th,2010其中，①最为通用。

(3)TheInsideAddress封内地址Theinsideaddressshouldincludethereader’sname,title,andaddress.Thispartisnecessarybecauseitdirectsthelettertoaparticularcompany,adepartmentofthecompany,ortoaspecificperson.Ifyoudonotaddressyourcorrespondenceasspecificallyaspossible,anydelaymaybecausedfromonesectiontoanother.Theinsideaddressisplacedattheleftmarginbothwiththeblockandmodifiedblockstyles.Dependingonthelengthoftheletter,placetheinsideaddresstwoorfour-linespacesbelowthedateline.（3）信内地址信内地址：包括收信人的姓名、头衔、单位名称、营业地址以及城市、国家名称和邮政编码。书写规则：信内地址一般在信纸左上角，从信纸的左边顶格开始写，低于日期一二行的地方。书写顺序是由小到大。一般次序是，先写收信人姓名、头衔和单位名称，占一二行，然后写地址，可占二至四行。由于不同国家书写地址的习惯不同，收件人地址应按照对方公司信纸中的信头书写，切勿擅自更改。theinsideaddressIncludes:a)thenameofthehouseb)thenumberofhouseandthenameofstreetc)thenameofcityortownd)countyorstateanditspost-codee)nameofthecountry

Toavoidambiguity,wheneveryouwriteletterstoaforeigncountry,alwaysincludethenameofthecountry,evenifthecitymentionedisthecountry’scapital.(P3instance)几种信内地址的写作实例：①致某公司：Messrs.LakeKane＆Co.，Ltd.66MartinsLaneLondonEC3V7BH②致公司中某职位：TheManagerEaglePressInc.66MartinsLaneLondonEC3V7BH③致公司某人：Mrs.JuttaBrownEaglePressInc.66MartinsLaneLondonEC3V7BH(4)TheSalutation称呼Thesalutationistheconventionalgreetingwhichbeginsthemessage.Itservesthesamepurposeassaying“Hello”onthetelephoneortosomeoneyoumeet.Thesalutationisalwaystypedflushwiththeleftmarginandtwo-fourlinesbelowtheinsideaddress.Salutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.（4）称呼如果信是写给公司的，并没有直接的联系人，称呼应为：“DearSirs,”（英式）或“Gentlemen:”（美式）。在写信给特定的组织时，更愿意使用DearMember,DearCustomer,和DearHumanResourcesManager这样的称呼。如果知道收件人的姓名，就应该直接把姓名用入称呼里。商务信函一般用DearMissBrown，DearMr.Smith。Dear纯属公务上往来的客气形式。ThesalutationDearSir,DearMadam,(forbothsingleandmarriedwomen)DearSirorMadam,DearSirs,(Mesdames)(BrE,foraddressingtwoormore,aswherealetterisaddressedtoafirm)Gentlemen:

(AmE)(followedbyacolon)DearMr.Mason,DearDavid,[Thecourtesytitlehereshouldbeincompleteagreementwiththeoneusedintheinsideaddress]与封内称呼一致Courtesytitles:Mr.foramanMrs.foramarriedwomanMissforagirlorunmarriedwomanMs.foreitheramarriedorunmarriedwomanDr.foronewhoholdsadoctor’sdegreeProf./ProfessorforaprofessorMessrsthepluralformofMr.(usedonlyforcompaniesorfirmswhosenameincludesapersonalelement)

如果用在公司前面的话,只能放在以人的名字命名的公司前面

Esq.forjudges,magistrates,barristersinAmericaandforasinglepersoninBritain,followingthenameandseparatedfromitwithacomma,e.g.JohnHayling,Esq.Examplesoftypicalsalutationsare:DearSir:(orDearSir,)DearSirs:(orDearSirs,)DearMr.Woods:(NeveruseMisterinsteadofMr.)DearMrs.Cheng:DearMissSmith:DearMs.Moran:(WhennoindicationofpreferencetoMrs.OrMiss)DearMessrs.Johnson:(Whentwoormoreaddresseessharethesamesurname)DearMmes.Dudman:(Whenaddressedtotwoormoreladiesunderthesamefamilyname)Gentlemen:(RatherthanDearGentlemen)Ladies:(RatherthanDearLadies)LadiesandGentlemen:DearDr.Jablons(Sometimesprofessionaltitleusedtoshowbusinesscourtesy)DearProfessorTravis:(Prof.Isnotrecommended)DearCustomer:(Whensenttoquiteanumberofaddressees)DearPurchasingAgent:(Whentheindividual’snameunknown,directthelettertotheperson’sprofessionaltitle)RulesofusingsomeofthesetitlesMrs.,Miss,orMs.Unlessyouareabsolutelysureaboutthemaritalstatusofawomenreceiver,apply“Ms”ratherthanothertitles.Messrs.isnotusedinanyofthefollowingcases:(a)

whenanindividualisaddressed:J.A.Simpson,Esq.Lloyd,Harris&BrownTheChiefAccountEdwardCollins&Co.,LtdTheSpecializedPartsofBusinessLettersIntroductionSomelettersrequireoneormoreofthespecializedparts.Theymaybetheattentionline,typist’sinitials(reference),enclosurenotation,distributionnotation,orpostscript.(1)TheAttentionLine注意事项Abusinessletterisdirectedmostoftentoaperson,whoisnamedintheinsideaddress.However,whenyouwritetoacompanyandwantaparticularperson(whosenameyoudonotknow),title,ordepartmenttoreceivealetter,youneedtoaddtheattentionline.

Theattentionlinespeedupthehandlingoftheletterwithinacompany.Droptwolinesbelowtheinsideaddressandplacetheattentionlineeitherflushwiththeleftmarginorcenteredonthepage.Thereareseveraltypingstylesthatmaybeusedfortheattentionline.Itcanbewritteneitherallincapitallettersorinupper-andlower-caselettersandunderlined.Acolonordashmayfollowtheword.ATTENTIONorpunctuationmaybeomittedentirely.Somedifferentapproachesmaybeusedasfollows:ATTENTION:SALESMANAGERAttentionMarketingDirectorAttentionofAdvertisingManagerSometimestheattentionlinecanbereplacedwiththesubjectlineorsalutation.(b)whenthetitleisimpersonalUtilityFurnitureCo.CabinetIndustriesLtd.UniversalMachineCompany

(c)whenacourtesytitleisalreadyincluded:SirJamesMurphy&Co.Dr.H.Willis&Co.Ltd.(d)whenthetitlebeginswith“The”TheRobinsonFurnitureCo.TheGraysonElectricCo.Ltd.TheExportManagerTheHowardJohnson&Co.TheAsianTradingCo.,Ltd.Esq.(forEsquire)尊称”阁下”ThistitleisstrictlyrestrictedtocertainclassesofpersonsinAmerica(e.g.judges,magistrates裁判官,barristers).FortheBritish,bothMr.andEsq.areusedinaddressingasingleperson,withtheformerprecedingthenameandthelatterfollowingthenamewithacommainbetween,e.g.Mr.JohnHaylingJohnHayling,Esq.While“Esq.”isconsideredamorepolitetitle,theAmericansneveruseit.SoitisrecommendedthatyounotuseitPayattentiontothepostalserviceabbreviationforstate(province)andothers注意地址缩写的表达方式NY–NewYork,Pa./Peen–Pennsylvania,Ca.–CaliforniaVic.–VictoriaQue.–QuebecMA–MassachusettsRd.–RoadSt.–StreetAve.–AvenueAttentionline（注明对方经办人）beusedtodirectthelettertoaspecificindividualorsectionofthefirm.给特定个人或部门(ATTN:/Attention:/(Forthe)attentionof…)

E.g.RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

Attention:Mr.CaveorAttentionofPurchasingManager(5)TheSubjectLineThesubjectlinesummarizesthetopicoftheletter.Placeittwolinesbelowthesalutationortheattentionline(ifthereis),flushwiththeleftmarginorcenteredonthepage.Liketheattentionline,thesubjectlinemaybetypedeitherallincapitallettersorinupper-andlow–caselettersandunderlined.YoumayomitthewordSUBJECT,ABOUT,orREbecausethesubjectline’scontentandplacementindicateitsfunction.Thefollowingexamplesshowthepossibletypingstylesforthesubjectline:LATEDELIVERYUNDERCONTRACTCT1096RE:BASICPRINCIPLESFORCOMMUNICATIONSubject:ReplacementofOrderNo.0065ChinesePureSilkProducts#1023（5）标题目的:书写标题能便于收件人迅速了解信的主要内容。主题位于称呼下空一行。一般有三种书写形式：直接书写、Re:和Subject:。为了突出还可以加全大写、底线、加粗等。

例如：INVOICE12345

Re:Invoice12345

Subject:Invoice12345Thesubjectline.（事由）Callattentiontothereason,relativereferenceorbriefsubjectE.g.Re:YourOrderNo.1513关于贵方1513号订单事宜Subject:Men’sShirts（6）TheMessage(ortheBodyoftheLetter)信的正文Ifthereisnosubjectlineinbetween,themessagebeginstwolinesbelowthesalutation.Double-spacingisusedtoseparateparagraphs.Inmostofthecases,yourletterwilllookbetterifyoukeepyourparagraphsshort.Firstandlastparagraphsshouldbenolongerthanfourlines.Middleparagraphscanbelongerthanthefirstandlastones.Infull-blockformat,everyparagraphstartsfromtheleftmargin.Inmodified-blockformat,thefirstwordofeachparagraphshouldbeindentedbyfourtosixletterspace.（6）正文正文是信函的核心内容。一封内容得体的商务信函，不仅能够达到把事情办好的目的，而且还能促进双方的友谊。正文的写作并不要求使用华丽优美的词句。所有您需要做的就是，用简单朴实的语言，准确的表达自己的意思，让对方可以非常清楚的了解您想说什么。一般正文写作要遵循5个C的原则分别为：Clarity(清楚)Conciseness(简洁)Correctness(准确)Completeness(完整)Courtesy(礼貌)

Thebody.（正文）ThisisthepartthatreallymattersforalllettersThinkofthefollowingtwoquestionsbeforestartingoffwriting：（写前思考两个问题）(1)Whatisyourpurposeofwritingtheletter?(2)Whatisthebestwaytogoaboutit?Whenusingcontinuoussheets,alwaystypeaheadingtoshowthenameofyourcorrespondent,thenumberofthesheet,andthedate

若信件内容不止一页而需数张联页，应在联页上端注明收信人名称、日期、页数，再继续书写正文。E.g.CollinsTelecomCompany,-2-March24,2005清楚原则

Clarity正文的写作要做到层次清楚,用词准确,避免使用晦涩难懂或容易产生误会的语言,尽量选用简短、熟悉和口语化的词语,清楚地表达写信的目的。用词要肯定准确，切忌含糊。词语摆放位置要正确。用词要肯定准确，切忌含糊。

例1:Thefiguresshowasignificantincrease。句中significant一词意为明显的、不小的，语义模糊，故可以用具体数字替换，改为：The

figuresshowanincreaseof18%。

例2:Wewilldeliveryourgoodssoon.

句中soon表示不久、很快，语义不明确，没有指出具体的供货时间，可改为具体的年月日，改为：Wewilldeliveryourgoodsthisafternoon.

例3：Thisstoveisabsolutelythebest(or:theverybest)onthemarket.（这种炉子是市场上绝对最好的炉子。）

这句话是用来介绍商品的，但没有具体介绍商品的性能，这样介绍商品，不但达不到推销的目的，反而容易让人产生“卖狗皮膏药”的感觉。

改写：OurmodelA195isdesignedonmodernlinesandgives,withoutanyincreaseinfuelconsumption,25%moreheatthantheoldermodels.Soyouwillagreethatitistheoutstandingstoveforeconomyoffuel.

(我们的A195型炉子是按近代样式设计的，在不增加燃料消耗的情况下，比其他各种旧式炉子温度高25%。所以，你会同意，这是个优良的节约燃料的炉子。）词语摆放位置要正确。

例：Hecouldonlyreimburse赔偿thecostafterJuly15.可以理解为onlyreimbursethecost或onlyafterJuly15可以改为：HecouldreimbursethecostonlyafterJuly15.简洁原则

Conciseness

将冗长句子和段落进行“瘦身”，用常用单词替换短语。例如：atthistime→nowduetothefactthat→becauseadraftintheamountof$1000→adraftfor$1000现代商业人士喜欢语言精练、一目了然，通常采用please,thankyoufor,lookforwardto等常用简单词语来表达意愿。同时可以借助first,second等序数词，分号、冒号等标点符号或数字序号等对过长的复合句或段落划分层次，做到条理清晰，重点突出。准确原则

Correctness

由于商务英语电子邮件涉及的是商务活动双方的权利、义务关系，其准确性对商务治理与沟通至关重要。具体而言，不仅电子邮件的英语语法、标点符号和拼写要做到准确无误，电子邮件内容还要叙述准确。数字表达要准确商业用语要准确的使用。拼写要准确

数字表达的准确性是非常重要的，有时“失之毫厘，差之千里”。甚至引起不同的理解。“以上”，“以下”，“以前”，“以后”等的表达法。

$2or(and)above(over)二美元和二美元以上

60dozenor(and)up(upward,upwards)60打和60打以上

2%or(and)more2%和2%以上

anorderfor50grossorupward50罗或50罗以上的定单

anorderfornotlessthan50gross

不少于50罗的定单

5%upto10%inclusive

5%到10%

over5%upto10%inclusive5%以上到10%

“从……到……”的表达法。fromandincludingtoday(thisdate)从今日起（包括今日）

onandfromNov.10;从11月10日起

onandafterNov.10;（包括11月10日）

asfromNov.10从毁约之日起

asfromthedateofthebreach（包括毁约之日）

“到……止”的表达upto$40inclusive;到40美元（uptothemaximumof$40）（包括40美元）止

uptoandincludingNov.20到11月20日止（包括11月20日）

asfromthe1sttothe15thofMarchinclusive;从3月1日到15日

(fromthe1stto15thofMarchbothinclusive)（包括1日和15日）

duringtheperiodbeginningon从3月1日起到3月30日止

March1andendingonMarch30,这一期间（包括头尾两天）

bothdatesinclusive.商业用语要准确的使用。一般常用的商业用语用字简洁，意义明确，使用得好，工作进行得顺利，使用得不好，就会引起混乱，误解，甚至产生不必要的纠纷，如：Youaskveryshortdeliveryforyourorder.

写信的人原意是说“你们要求赶快交你们的定货。”

可是shortdelivery不是快点交货的意思，而是“短交”的意思，这就用错了商业术语。因此，应该说：

Yourrequirequick(prompt)deliveryofyourorder.

拼写的准确，重点说下大写的使用。方向（North,South,East,West）这四个词作为一般方向用时小写，但是当它们作为一个地理概念表示北方地区，南方地区，东方地区，西方地区，或专有的地名联用时，就必须大写。

例：CottonistheprincipalcropintheSouth;itisalsogrownextensivelyintheSouthwestandintheSouthernCalifornia

(棉花是南部各州的重要作物，西南各州和加利福尼亚南部也广泛种植。)商品名称

从语法上讲，一般的商品名称（非专有名词）没有必要大写。在商业书信中为了强调或要促使对方注意，商品名称常常大写。

例：Wehaveseenyouradvertisementinthe"TextileWorld"andshouldbegladifyouwouldsenduspatternsofLadies''Woolenswithyourbestterms.(我们看到你们在"织物界"杂志上的广告，请寄妇女用毛织物样本并告最优惠的价格条件。)文件名称

例：wehavequotedourbesttermsontheenclosedPriceList.

（我们已随函寄送价目表报最优惠价格条件。）公司，团体，城市名称省略时大写

例：TheCompanywillpayyou$100annuity.

（该公司将付给你年金100美圆。）职务名称

例：ThereisenclosedaletterfromMr.H.A.Anderson,President,NationalCityBankofNewYork.（同函俯上花旗银行行长安得逊先生所写书信一封。）船名

例：Wehaveshippedthegoodsbythem.v."LondonMaru"ofOSK.

（货已由大阪轮船公司的“伦敦丸”轮装运。）完整原则

Completeness商务电子邮件内容应力求具体、明确、完整，提供读者所需要的信息，尤其像询盘、询问贸易条件等需要回函的电子邮件，更需要清楚完整，因为只有包含具体信息的邮件，才能达到良好的沟通效果。邮件是否完整,可以用5W1H来检验，即who，when，where,what,why和how。礼貌原则(Courtesy)商务英语电子邮件应遵循措词婉转、礼貌的原则。鉴于电子邮件直接影响到整个交易的成败，买卖双方应十分注重措辞方式，要婉转、礼貌，使对方轻易接受。在写作电子邮件时，可以通过使用虚拟语气、委婉语气等方法迂回地表达观点，提出要求。

例1Ifitisnotforthelargerorderswereceivefromanumberfourregularcustomers，wecouldnothavequotedforsuppliesevenatthatprice.例2Iwouldappreciateitifyoucouldgivemeyourbestquotationsfor65，000pieces例1中虚拟语气和例2中委婉语气的使用，缓和了商务谈判的语气，既明确了自己的立场，又使对方的面子免于受损，语气自然诚恳，礼貌得体，很轻易为对方接受。

正文一般遵循三段式的格式。第一段一般是引入主题第二段详细讨论第三段以总结或建议来结束全文需两页或更多的信纸时，在前一页最后一行的右边写上tobecontinued。续页应采用不带信头的信纸，并注明收信人名称、页数和日期。如：Mr.JohnSmith,Page2,June3,2005

商务信函正文的开头信函的正文开头应该直入主题，要避免空洞。

根据书写商务信函的目的不同，开头一般分为两大类:回复信件主动与对方联系

回复信件的商务信函开头常用句型感谢对方的来信Wethankyouforyourletter(inquiry,telex,e-mail,faxetc.)of…

ThankyouforWeappreciateWewerepleasedtoreceivePleaseacceptourthanksfor对来信进行回复Wearepleasedtoreplytoyourletter(inquiry,telex,e-mail,faxetc.)of…InanswertoInresponsetoInreplyto

回复信件的商务信函开头常用句型回复来信中的有关问题Withreferenceto

yourletter(inquiry,telex,e-mail,faxetc.)of…InreferencetoReferringtoWerefertoPleaseacceptourthanksfor

回复信件的商务信函开头常用句型回复来信中提出的要求或指示Asrequestedinyourletterof…AsrequiredAsinstructedAccordingtotherequest/instructionInaccordancewithIncompliancewithInconformitywith