外貿(mào)函電書(shū)寫(xiě)格式

1、Essentials and Forms of Business Letter-writing 商業(yè)信函的組成部分和格式7C of Business Letter 1、Courtesy 禮貌禮貌 2、Consideration 體諒體諒 3、Completeness 完整完整 4、Clarity 清楚清楚 5、Conciseness 簡(jiǎn)潔簡(jiǎn)潔 6、Concreteness 具體具體 7、Correctness 正確正確 A business letter is written for the purpose of requesting or conveying information, mak

2、ing arrangements for business activities or dealing with matters concerning business negotiations. What one writes should be free from grammatical blemishes, and also free from the slightest possibility of being misunderstood. Clarity, conciseness and courtesy are the essential qualities of business

3、 letters. Moreover, complete contents, correct information and language, concrete ideas and consideration for the customers needs are also important. Although a less conventional and friendlier style is preferred nowadays in business letter writing, it is still better to follow a set standard determ

4、ined by custom as the business world has become accustomed to such established practices. Parts of a Business Letter 信件組成部分Essential Parts 必要部分必要部分1. The letterhead 信頭信頭2. The date line 日期日期3. The inside name and address 收信人名稱地址收信人名稱地址4. The salutation 稱呼稱呼5. The body of the letter 信文信文6. The compli

5、mentary close 結(jié)尾敬語(yǔ)結(jié)尾敬語(yǔ)7. The signature 落款落款Optional Parts 附加部分8. The attention line 具體收信人具體收信人9. The subject line 事由事由10. The reference notation 案號(hào)案號(hào)11. The enclosure 附件附件12. The carbon copy notation 抄送抄送13. The postscript 附言附言1.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.8 Jianguomen

6、 Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: 10.Our Ref. Your Ref.2.Date: 15th November, 20-3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products 5.We thank you for your enquiry of 5 November. In c

7、ompliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in ca

8、se of interest. We await your early favorable reply. 6.Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S. We require payment by L/C for a total value not exceeding USD50,000.信函組成部分示例點(diǎn)擊 察看示例組成部分分項(xiàng)示例1

9、. China National Cereals, Oils & Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: Our Ref. Your Ref.2. Date: 15th November, 20-信頭日期3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Si

10、rs,9.Aquatic Products收信人名稱和地址具體收信人稱呼事由5. We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have be

11、en selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)結(jié)尾敬語(yǔ)信文落款10. QS/AN11. Enclosures12. cc our Shanghai Branch Offi

12、ce13. P.S. We require payment by L/C for a total value not exceeding USD50,000.案號(hào)附件抄送附言Layout of a Business Letter 商業(yè)信函的格式Three major formsIndented Form 縮格式Blocked Form 齊頭式1. Modified Blocked Form 改良齊頭式點(diǎn)擊 察看示例 St G angsgatan 143 Stockholm , 105 45 Sw eden Telex: 53892 SH E L E C SS O ur R eference N

13、 o. H /W T 008 Tel: 46-8-738-6000 Your R eference N o. Fax: 46-8-738-6016 E -m ail: hw lee D ate: 30th M arch, 20- M essrs. W illiam & W arner 105 R oller R oad Sydney, A ustralia A ttention: M r. D onnason, M arketing D ept. D ear Sir, R e: Shipping A dvice of Freezers W ith reference to your order

14、 N o. F256 of February 5 for 1,000 sets of Freezers, w ere pleased to inform you that the goods have been loaded on board the s/s “Peace”, w hich is sailing for your port on A pril 1st. W eve sent a telex to the above effect this m orning. Please insure the goods as contracted and m ake preparation

15、for taking the delivery. W e are now m aking out the necessary docum ents for negotiation. W e assure you that our goods w ill be found satisfactory upon arrival at your port. W e also hope that w e can close m ore business w ith you in the future. Yours faithfully, T he E lectrolux C orp. H oris D

16、e W olley H oris D e W olley (M anager) 縮格式示例日期靠右日期靠右具體收信人具體收信人和事由居中和事由居中段首縮格段首縮格結(jié)尾敬語(yǔ)和結(jié)尾敬語(yǔ)和落款偏右落款偏右 1 J&J Plaza New Brunswick, NJ 089333 U.S.A. Tel: 732-524-0400 Fax: 732-525-0622 E-m ail: carrie Date: 22nd July, 20- Soft Health Care Product Corp. Room 2301 Yili BLD, 35 Nanjing Road, Shanghai, China

17、 Attention: M r. Wang , Import Dept. Dear Sir, Re: SHAM POO Weve received your letter of July 10th enquiring about our JOHNSONS Baby Shampoo With Natural Lavender, but unfortunately, the stock of this product is running low due to the heavy demand. But we will inform you as soon as the new supplies

18、come up. We sell a wide variety of Babys Shampoo. All of them are made of the NO M ORE TEARS formula. For your reference, we enclose an illustrated catalogue of our shampoos and we hope you will find it interesting. We hope that we can close business to our mutual advantage in the future. Yours fait

19、hfully, Johnson & Johnson D o r i s F e r g o s o n Doris Fergoson (M anager) 除信頭外全除信頭外全部左對(duì)齊部左對(duì)齊段落之間用段落之間用空格空格齊頭式示例S A M S U N G E L E C T R O N I C S 3 1 0 T a e p y u n g -ro 2 -g a , C h u n g -g u S e o u l, 1 0 0 -1 0 2 , K o re a T e l: 8 2 -2 -3 7 0 6 -1 1 1 4 O u r R e fe re n c e N o . O D

20、L -1 1 E -m a il: q s l s a m s u n g c o rp .c o m Y o u r R e fe re n c e N o . D a te : 2 3 rd D e c e m b e r, 2 0 - S h a n d o n g S c ie n c e & T e c h n o lo g y C o . L td . 2 1 /F B rig h t P la z a 1 3 8 J in n i R o a d , J in a n S h a n d o n g , C h in a A tte n tio n : M r. Z h o u

21、J u n , Im p o rt D e p t. D e a r S ir, R e : O u r O ffe r fo r P D A T y p e III-H T h a n k y o u fo r y o u r in te re s t in o u r la te s t P e rs o n a l D ig ita l A s s is ta n t T y p e III-H . A s re q u e s te d , w e o ffe r y o u 5 0 0 s e ts o f P D A a t U S D 1 4 0 p e r s e t F O

22、B In c h o n fo r s h ip m e n t in F e b ru a ry, 2 0 -. W e re q u ire p a y m e n t b y L /C . B e c a u s e th e re is a n in c re a s in g d e m a n d fo r th is p ro d u c t, o u r p ric e is n o n -n e g o tia b le . W e lo o k fo rw a rd to y o u r re p ly. Y o u rs tru ly, S a m s u n g E l

23、e c tro n ic s L a v is K im L a v is K im (M a n a g e r) 案號(hào)和日期案號(hào)和日期靠右靠右落款偏右落款偏右改良齊頭式示例各部分寫(xiě)法信頭和收信人名稱、地址 英語(yǔ)：名稱在上，地址在下 地址先小后大 中文：名稱在上，地址在下 地址先大后小名稱、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名稱公司名稱門(mén)牌號(hào)門(mén)牌號(hào)街道街道城市城市郵編郵編(在國(guó)在國(guó)家之前家之前)國(guó)家國(guó)家中國(guó)地址名稱用英文

24、寫(xiě)Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 單位名稱單位名稱門(mén)牌號(hào)門(mén)牌號(hào)大樓名稱大樓名稱街道街道郵編郵編(在在國(guó)家之前國(guó)家之前)城市城市國(guó)家國(guó)家 用漢語(yǔ)拼音直譯; 一個(gè)地名只大寫(xiě)第一個(gè)字母 例如：“河南新鄉(xiāng)青島”Xinxiang, Henan Xin Xiang, He Nan 可用縮寫(xiě):Rd. = Road, Fl. = Floor, Ave = Avenue中國(guó)地名的翻譯規(guī)范日

25、期位置：美式：在信頭和收信人名稱地址之間英式：通常在收信人名稱地址之下 均可以齊頭，也可以靠右寫(xiě)法：美式：月-日-年英式：日-月-年美式日期舉例Interstate Products, Inc. 511 Interstate Court Sarasota, FL 34240 USA Date: April 4, 20- Shandong Foreign Trade (Holdings) Corporation Limited 51,TAIPING ROAD QINGDAO, 266001 CHINA 日期日期信頭收信人名稱地址英式日期舉例OFFICE SYSTEMS PTY. LTD. 124

26、 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail .uk Aqueous Technologies 291 Caxton Street Sante Fe U.S.A 18 November, 20- Dear Sir or Madam, 日期日期收信人名稱地址稱呼信頭日期寫(xiě)法注意事項(xiàng) 月份最好用文字，如： 1.2nd May, 20- 2.2 May, 20- 3.September 21st, 20- 4.September 21, 20- 5.25 Aug. 20- 6.Oct. 10, 2

27、0- 避免月份用數(shù)字，如11/12/20-主意標(biāo)點(diǎn)符號(hào)！主意標(biāo)點(diǎn)符號(hào)！稱呼 位置：必須齊頭 正規(guī)場(chǎng)合下常用：對(duì)男士：Dear Sir, 或Dear Sirs,或Gentlemen:對(duì)女士：Dear Madam, 或Dear Mesdames, 建議使用：Dear Mr. Johnson, 或 Dear Jack, 詞首字母全大寫(xiě)，用詞首字母全大寫(xiě)，用逗號(hào)或不用標(biāo)點(diǎn)符號(hào)逗號(hào)或不用標(biāo)點(diǎn)符號(hào)Gentlemen后后用冒號(hào)用冒號(hào)結(jié)尾敬語(yǔ) 位置：齊頭式靠左對(duì)齊，縮格式偏右 正規(guī)場(chǎng)合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly

28、 yours, 建議使用：Yours sincerely, 或 Sincerely yours,第二個(gè)單詞小寫(xiě)，第二個(gè)單詞小寫(xiě)，結(jié)尾用逗號(hào)或不用結(jié)尾用逗號(hào)或不用標(biāo)點(diǎn)符號(hào)標(biāo)點(diǎn)符號(hào)稱呼與結(jié)尾敬語(yǔ)的對(duì)應(yīng)關(guān)系Salutation Close Occasion Dear Sir(s) Dear Sir or Madam (Mmes) Yours faithfully Faithfully yours Standard and formal closure Gentlemen Ladies/Gentlemen Yours (very) truly Very truly yours Used by Amer

29、icans Dear Mr. Malone Yours sincerely/ Sincerely Best wishes (U.K.) Best regards/ Regards (U.S.) Less formal and between persons known to each other 建議使用建議使用落款Yours faithfully, Ciba-Geigy Chemicals Co. Pam LotisPam Lotis Pam Lotis Inspection coordinator Yours faithfully, Pam LotisPam Lotis Pam Lotis

30、 Inspection coordinator For Ciba-Geigy Chemicals Co. Yours faithfully, L. Van LindeL. Van Linde L. Van Linde Manager, QAD Software Co. 結(jié)尾敬語(yǔ)結(jié)尾敬語(yǔ)手寫(xiě)簽名手寫(xiě)簽名打印簽名打印簽名職務(wù)職務(wù)公司名稱公司名稱具體收信人 位置： 1. 收信人名稱地址之下 2. 齊頭式靠左，縮格式居中 3. 要加下劃線 表示的是承辦本信件的具體個(gè)人或部門(mén) 1. Attention: Mr. H. A. Donnan, Export Manager 2. Attention of M

31、r. Cave 3. To the attention of Mr. Liu Ming 4. ATTN: Mr. Iverson事由 位置： 1.稱呼和正文之間 2.齊頭式靠左，縮格式居中 3.要加下劃線 表示的是該信函的主題 1. Re: Your Order No.463 2. Subject: SHEEP WOOL 3. Contract No. 8904附件 位置： 落款之下，左對(duì)齊 說(shuō)明該信件有附件 1. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure抄送 位置： 附件之下，左對(duì)齊 表示該信件同時(shí)抄送給他人 1.

32、 明抄：cc Marketing Department 2. 暗抄：bcc Mr. Simpson Carbon copy,收信收信人知道被抄送人知道被抄送Blind carbon copy,收信人不知收信人不知道被抄送，只出道被抄送，只出現(xiàn)在發(fā)給被抄送現(xiàn)在發(fā)給被抄送人的信件里人的信件里Envelope Addressing 信封格式寫(xiě)信人在上，收信人在下信封格式不一, 根據(jù)收信人名稱地址的寫(xiě)法通常分兩種格式：縮格式：收信人名稱地址逐行右縮齊頭式：收信人名稱地址左端對(duì)齊縮格式舉例MESSRS WILLIAM & SONS 76 Lancaster House stamp Manchester,

33、 England Mr. Wang Kai-ming CHINA NATIONAL TRANSPORT CO. 120 Nanjing Road Shanghai, China Registered 收信人名稱地收信人名稱地址：逐行右縮址：逐行右縮寫(xiě)信人名稱地寫(xiě)信人名稱地址址齊頭式舉例CHINA NATIONAL CEREALS, OILS AND FOODSTUFFS IMP & EXP CORP. 11th Floor, Jingxin Bldg. 2A Dong San Huan Beilu stamp Beijing, Peoples Republic of China EL MAR PACKING COMPANY 12 MAIN STREET, FRESNO CALIFORNia, USA Confidential Par Avion 寫(xiě)信人名稱地寫(xiě)信人名稱地址址收信人名稱地收信人名稱地址：左端對(duì)齊址：左端對(duì)齊郵寄方式 Via Air Mail ( By Airmail, or Par Avion)航空 Registered 掛號(hào) Parcel Post 郵包 Express 快遞 Samples Post 樣品捎交Mr. Charles WoodKindness