《商务英语函电》课件-Module 1 Layout of Business Correspondence 外贸函电书写格式

BusinessCorrespondences外贸英语函电Unit1StructuresandStylesofBusinessLetter-writing

商务信函的结构和格式Introductiontothecourse1、StructureofBusinessLetter

商务信函的结构2、LayoutofBusinessLetter商务信函的格式3、GoldenRulesofWritingBusinessLetter商务信函写作遵循的原则StructuresofaBusinessLetter商务信函的结构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/签名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OptionalParts附加部分Letterhead信头Generally,aletterheadwillincludethecompanylogo,company'sname,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.信头一般可印在信纸的左上角、右上角或者在信纸的中央。MessrsWilliamsCompany36TowerStreetToronto4,CanadaDate日期日期顶边写在信纸的左边或右边，距离信头三到四行。注意事项：（1）年份必须全部写出。（2）月份要写英文名称，可以用缩写。（3）日期可以用序数词或基数词。（4）月份和日期之间不要用标点，但年份前要加逗号。（5）日期切忌全部用数字表示。11/12/20--Jane3,20142ndMarch,2014Nov.30,201410thApril2004(英式英语)April10，2004(美式英语)InsideAddress封内地址Alwaysincludetherecipient'sname,addressandpostalcode.Addjobtitleifappropriate.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。收信人的姓名和地址应和信封上的内容相同。信内地址一般在信纸左上角低于日期的地方。(或大约位于信头下面2-4行处，打在左边。)书写顺序是由小单位到大单位。每项内容单独成行：写上封内地址的益处：

1）发信时可与信封上地址相互对照，以免发信时发生错误；

2）收信人读信时可以相互对照；

3）便于查阅。Salutation称呼称呼写在信内地址下面空两行处。英语中一般有四种对人的称谓，即：Mr./Ms./Mrs./Miss,我们在称呼时通常用对方的姓。比如：JamesBrown，其中James是名(givenname/Christianname/firstname)，Brown是姓(surname/familyname/lastname)。常见的正式称呼有：DearMr.Smith(未婚或已婚都可以)，DearMrs.Smith(已婚)，DearMissBrown(未婚)，DearMs.White(未婚或已婚都可以)。如果不知道对方姓名：DearSirorMadam，DearSir或者DearMadam。如果收信人是一家公司：通常用DearSirs，也可以用Gentlemen。Bodyofaletter信函的正文Thebodyofabusinesslettertypicallycontainsthreeparagraphs:1.OpeningSentence开头语（introductoryparagraph）

2.Body主体（oneormorebodyparagraphs）3.Closingsentences（concludingparagraph）Bodyofaletter信函的正文信函正文是商务信函中最重要的部分，要遵循“7C原则”。

Thebodyofabusinesslettertypicallycontainsthreeparagraphs:1.OpeningSentence开头语（introductoryparagraph）

2.Body主体（oneormorebodyparagraphs）3.Closingsentences（concludingparagraph）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。

注意：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,June3,2005ComplimentaryClose结尾敬语信尾敬语是一种礼貌，是结束信函的正式方式，类似中文信函中的“谨上”、“敬启”等。（注意，只有第一个字母大写。一般打印在正文下面空一行处。）位置：齐头式靠左对齐，缩格式偏右。常用的有：Sincerely,Sincerelyyours,Yourssincerely,Bestregards；更亲切一点的有：Cordially,Cordiallyyours；再正式一些的有：Yourstruly,Respectfullyyours,Yoursfaithfully。Formal：Truly/Sincerely/Faithfully/Respectfullyyours,Yourstruly/sincerely/faithfully/respectfully,Informal：Bestregards,Cordially,Cordiallyyours,Signature签名

签名通常在信尾客套语下空三行的位置。签名可采用不同写法，一般包括：公司名称、写信人的手写签名、写信人的打印签名、写信人的头衔。有时，也可以不写公司名称例如：Yourstruly,GeneralTradingCo.（Signature）JohnSmithSalesManagerAttentionLine经办人姓名表示的是承办本信件的具体个人或部门1.Attention:Mr.H.A.Donnan,ExportManager2.AttentionofMr.Cave3.TotheattentionofMr.LiuMing4.ATTN:Mr.IversonSubjectline事由事由是为对方在阅读信的正文以前对信的主题、内容有一个了解，也便于登记归档和查卷。位置：1.写在称呼下面、信的中间位置；2.齐头式靠左，缩格式居中；3.常要加下划线。例如：Subject：Men’sBicyclesRe：SalesConfirmationNo.2536YourOrderNo.：Reference：Enclosure附件假如信封内除信函外，尚附有其他文件，可以在信中说明附件份数和内容。当附件只有一件时，注明Enclosure或Encl.即可；一件以上时，要加上编码，以便收信人识别，用Enclosures.说明。位置：

落款之下，左对齐例如：Enclosures3:1.BirthCertificate2.Visa3.LetterofReferenceCarbonCopyNotation抄送发信人若需把此信抄送给有关单位，可在附件下方即信左下端打上C.C.，然后打上抄送单位的名称，例如：C.C.:TheBankofChinaCopiesto:directorsC.C.to:CEOCopyto:SalesManagerCarbonCopyNotation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1.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@10.OurRef.YourRef.2.Date:15thNovember,20--3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England8.Attention:ImportDept.4.DearSirs,9.AquaticProducts5.Wethankyouforyourenquiryof5November.Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustratedcatalogueandaquotationsheetforyourreference.Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.Weawaityourearlyfavorablereply.

6.Yourstruly,7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)11.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.Date:15thNovember,20--信头日期3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England收信人名称和地址8.Attention:ImportDept.具体收信人4.DearSirs,称呼9.AquaticProducts事由5.

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

6. Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)信文结尾敬语落款10.QS/AN11.Enclosures12.ccourShanghaiBranchOffice抄送13. P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.案号附件附言EnvelopeAddressing信封格式寄往国外信函的信封写法GeneralTradingCo.28NorthRoadBeijing100020P.R.China

OverseasTradingCo.52HooigrachtStreetAmsterdam,theNetherlandsＳＴＡＭＰ注意事项：（1）寄信人姓名和地址应写在信封的左上角，且务必与封内地址在形式和标点上一致。（2）收信人姓名和地址写在信封中下偏右的位置，收信人的姓名和国名须分行书写。（3）寄信人和收信人的姓名和地址的书写顺序是：先写姓名后写地址。地址的书写应由小至大，先写机构名称，再依次写门牌、街道、城市、州/省及邮政编码，最后书写国名。（4）关于信件类别、投递方式及其他事项说明，写在信封左边寄信人地址下，或写在左下角。如怀疑信件能否送交收信人，可在信封最下边标明：IFUNDELIVEREDPLEASERETURNTOXXX，即：如无法投递，请退交XXX。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收信人名称地址：逐行右缩写信人名称地址齐头式举例收信人名称地址：左端对齐写信人名称地址LayoutofE-mails

电子邮件格式外发的邮件收件人被抄送人被暗抄人事由主体部分添加附件处接收的邮件发件人被抄送人收件人事由日期附件主体部分TheLayoutofaBusinessLetter（英文商务信函的格式）商务信函要达到良好的沟通效果，一方面要撰写恰如其分的句子和段落，另一方面还必须运用恰当有效的信函格式。英文商务信函有三种常用的格式：缩进式（theindentedform），齐头式（theblockform）和简易式、混合式(Simplified/Mixedform)。TheLayoutofaBusinessLetter1.

IndentedStyle缩进式Themainfeatureinthisstyleisthateachlineofthe“InsideNameandAddress”shouldbeindented4-6spaces.2.BlockStyle齐头式

Everylineintheblockstylebeginsattheveryleftmargin.3.Simplified/Mixedform简易式、混合式

Simplifiedformissomewhatlikefullblockform.Butsomepartsareomitted,suchassalutationandcomplimentaryclose.(无称呼，无结束语，突出主题)IndentedFormat:

LetterheadDate:___________InsideAddress___________________________Salutation:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,SignatureBodyABCTradingCo.188NewtonPlace,Norfolk,NG29OPATel:0134556792Fax:01345438923Ref.No.March15,2002ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaGentlemen:

OrderNo.789forToolsThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.YoursSincerely,AllenInc.JamesSmithEncl.IndentedStyle(缩进式的样信)FullBlockFormat:

LetterheadDate:____________

InsideAddress__________________________________

Salutation:

__________________________________________

________________________________________________________________________________________________________________________________________________________________________ComplimentaryClose,SignatureBodySemi-blockFormat:Letterhead

Date:____________

InsideAddress____________________________

Salutation:

________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,Signature

BodyBlockStyleABCTradingCo.188NewtonPlace,Norfolk,NG29OPATel:0134556792Fax:01345438923Ref.No.March15,2002ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaRE:OrderNo.789forToolsGentlemen:

ThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.YoursSincerely,AllenInc.

JamesSmithEncl.SimplifiedFormLetterhead

__________________________________________________________________________________________________________________________________________________________________________

ComplimentaryClose,

SignatureInsideAddress____________________________

Salutation:Date:___________BodySimplifiedFormABCTradingCo.188NewtonPlaceNorfolkNG29OPATel:0134556792Fax:01345438923June13,2002Ref.No.ChinaNationalImport&ExportCorp.ShanghaiBranchShanghaiChinaDearSirorMadam,Sub:OrderNo.789forToolsThisistoinformyouthatMr.E.Edwards,presidentofPaulaInc.resignedfromthatcompanyandestablishedanewcompanyunderthenameofAllenInc.Wearepleasedtoplacewithyouourfirsttrialorderasenclosed,which,wehopewouldleadtogoodbusinessrelationsbetweenourtwocompanies.PleasefaxyoursalesconfirmationwithnetpricesinCIFLosAngelesbasis.Furthermore,pleasesendusyourcataloguesunderourtrialorder.Bestregards，MaryDavies

MaryDavies

Encl.c.c.:FloraLopezSummary

Inthischapter,wehavelearntthelayout(sevenprinciplepartsandsixoptionalparts)inabusinessletter.Weshouldatleastrememberthesevenprinciplepartsandsomeusefulandcommonoptionalparts.Weshouldalsorecitetheformatofbusinessletters.Theserulesandprinciplesarecrucialinthebusinessletters,becauseitshowsyourattitudeandabilitytodobusinesscarefullyandsuccessfully.AssignmentsArrangethefollowinginproperformastheyshouldbesetoutinaletter.UsetheBlockStyle,andthenaddresstheenvelopeaccordingly.Seller:RoyalGrosvenorPorcelainCompanyLtd.Address:GrosvenorHouse,RenfrewRoad,OakleyStaffordshireOA79AHTel:(743069)60591/2/3Buyer:ColourfloorCo.Ltd.Address:238WiltonRoad,AxminsterAXzASDate:March5,2007Subject:porcelai