商務(wù)函電格式

1、Chapter 1 Layout of Business LettersContents Principles of business letter writing The layout of business letters The structure of business letters Addressing envelopes Exercises.Principles of business letter writing- the 7Cs principlesThe 7Cs principles are Consideration 考慮周到 Completeness 全面完整 Corr

2、ectness 準(zhǔn)確無(wú)誤 Concreteness 真實(shí)確切 Conciseness 簡(jiǎn)潔明了 Clarity/Clearness 清楚易懂 Courtesy 謙虛禮貌1. Consideration “you attitude”; “put yourself in your readers shoes”; What are his needs, his wishes, his interests, his problems, and how I meet with them?Compare:We wont be able to send you the brochure this month

3、.We will send you the brochure next month.This kind of unfortunate incident will not occur in the future.Future transactions will be handled with the utmost care.2. CorrectnessBesides proper and correct grammar, punctuation, and spelling, also means:Use the correct level of languageInclude only accu

4、rate facts, words, and figuresSpecial attention should be paid to names of articles, specifications, quantity, figures, units, dates, prices, discounts, commission, etc.3. Completeness Contain all the necessary information； Make an outline； Keep the following guidelines in mind：Why do you write the

5、letter？What are the facts to support the reasons？Have you answered the questions asked？4. ConcretenessSpecific, definite, and vividUse specific facts and figuresPut action in your verbChoose vivid, image-building wordsCompare:Termination of the insurance will be in June.The insurance contracts ends

6、in June.5. Conciseness Try to make your message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. Say what you have to say in the fewest possible words without losing clarity and courtesy.Omit trite

7、 expressions Eg. We are going to give consideration to the delivery schedual at todays meeting.We will consider the delivery schedual at todays meeting.Avoid unnecessary repetition and wordy statementInclude only relevant factsOrganize effectively6. ClarityChoose words that are short, familiar, and

8、conversational.Construct effective sentences and paragraphs. (unity, coherence, and emphasis)統(tǒng)一、連貫、重點(diǎn)突出Include examples, illustrations, and other visual aids when desirableNote : conversational tone- sound natural if read over the telephone, be-helpful and friendly cannot be confused with informal s

9、lang, bad grammar or poor English techniquesa. one idea in a sentence b. one topic in a paragraph c. one matter in a letter 7. Courtesy This is more than politeness. A good business letter should be positive, friendly and sincere. Compare:Instead of saying: I am in receipt of your order for 1,000 to

10、ns of Black Tea.You say: Thank you for your order for 1,000 tons of Black Tea. .Layout of business letters Block style （齊頭式） Indented style （縮進(jìn)式） Modified block style （改良齊頭式）Semi-block format with indented paragraphs （半齊頭式或混合式）1.（Full-）Block styleThe Wilson Company1377 Main StreetDallas, Texas 75226

11、U.S.A.February 5, 1999 Nippon International Trading Co. Ltd.3 Nihonbashi, Honcho 3 ChomeJapanGentlemen: Were sending you our latest pricelist We are looking forward to hearing from you soon. Truly yours, THE WILSON COMPANYWilliam Robertson, PresidentWR / eaThe full-blocked layout style has no indent

12、ation. Everything is ranged left. This style is widely used today because it is easy to type and therefore efficient.2. Indented style （Heading） China National Light Industrial Products Import & Export Corporation 82 Tianan Men Street Beijing, China Jan.30,2005Our Ref. No-Your Ref. No-The Pakist

13、an Trading Company (Inside Address) 15，Broad Street Karachi, PakistanGentlemen: (Salutation) Re: Chinese Light Industrial Products (Caption) We thank you for your letter of Jan.10, 2005 and shall be glad to enter into business relations with your firm. As you know, it is our policy to trade with the

14、 people of all countries on the basis of equality and mutual benefit. We believe we shall be able, by joint efforts, to promote friendship as well as business. We are sending you 5 pamphlets and a price list covering part of our exports. Please advise what articles you are interested in at present.

15、（The Body of the Letter） Your early reply will be highly appreciated. (The Closing Sentences)（The Complimentary Close） Yours faithfully,CHINA NATIONAL LIGHT INDUSTRIAL（The Signature） PRODUCTS IMPORT & EXPORT CORP. (Sighed)-Encls:3. Modified block style 改良齊頭式，又稱(chēng)Semi-block format with indented par

16、agraphs 混合式：封內(nèi)地址及其他需要分行的部分，采用齊頭式，而第一段開(kāi)始一行采用縮行式。兩種格式的混合采用所以稱(chēng)之為混合式。.Structure of business lettersq standard parts (1) the letterhead 信頭(2) the inside address (3) the date (4) the salutation稱(chēng)呼(5) the body of the letter(6) the complimentary close 結(jié)尾敬語(yǔ)(7) the signatureq optional parts (1) the reference 編

17、號(hào)(2) the attention line經(jīng)辦人(3) the subject line事由(4) the enclosure (5) the carbon copy notation (6) the postscript note附言1.Letterhead Companies usually have paper with a printed letterhead, which includes the companys name, address, postcode, telephone number, telex number, fax number, email address,

18、internet address, etc. The printed letterhead is usually centered. The address in the letterhead is the address of the sender not the recipient. This is important when you have to write the letterhead yourself.2. Dateline Place: two lines below the letterhead. For the full-blocked style, you put it

19、on the left. For the blocked or semi-blocked you put it on the right. Should be typed in full and not abbreviated. September , not Sept. / October, not Oct. Avoid giving the dates in figures (2/3/1999) Prefer cardinal numbers (1,2,3,4) rather than ordinal numbers (1st, 2nd, 3rd, 4th)BrE: day / month

20、 / year eg. 3 April 2000AmE: month / day / year eg. April 3, 20003. The inside name and address Information of inside name and address:(1) receivers name or his offcial title(2) Companys name(3) Number of the house and name of the street 門(mén)牌號(hào)及街名門(mén)牌號(hào)及街名(4) District, name of the town or city(5) State or

21、 province, Zip code(6) Name of country Place: left-hand margin two lines below the date.This is the name and address of the recipient. Courtesy titles: Mr., Mrs. and Miss. If you do not know whether a lady is married or not, use Ms. All these are followed by family names. If you do not know whether

22、the recipient is a man or a woman, use Dear Madam or Sir. They are not followed by family names. When the recipient holds a special title, such as Doctor, Professor, address him/her by this title: Prof. Smith.Dr. James White / James White, MDBut not Dr. James White, MD When addressing business execu

23、tives, include their title. E.g. Mr. Paul Johnson, President If you know the appropriate departmental head, youd better address the letter to him or her, by his official title not by his or her name. Thus a letter concerning purchasing should be addressed to: E.g. The Sales Manager, the recipients a

24、ddress. Dear Sir, If a letter is to a group, the inside address includes the full group name and the address.(p6) Sometimes Messrs. (the plural form of Mr.) as a courtesy title is placed before the name of a company which includes a personal element. Messrs. 可用于以人名命名的商號(hào)名前 Eg. Messrs. Evans & Son

25、s Co. Ltd. Messrs. Cpllins & Smith4.Salutation The salutation is the polite greeting with which a letter begins. The expression you use depends on your relationship with the recipient. The salutation is two lines below the inside address without any indentation. If you do not know whether a man

26、or a woman will read your letter, you may write Dear Madam or Sir / Dear Sir or Madam. 稱(chēng)呼后面的的標(biāo)點(diǎn)，一般使用逗號(hào)，美加來(lái)信中Gentlemen后用冒號(hào)： You cannot use Sir/Sirs alone. You have to use dear to go with Sir/Sirs but Gentlemen is used alone and cannot be used in the singular. Eg: Gentlemen: (AmE) (followed by a colon

27、)5. Body of the letterPerson人稱(chēng)：the first person singular: I have received your application and.the first person plural: We have received your application andthe impersonal passive: Your application has been received and will be considered by the Board this week. Plan your letter carefully ：If you ar

28、e replying a letter, begin your letter by referring to the previous correspondence. If this is the first time to contact, you may begin by introducing yourself and then state the purpose of your writing. If you have several matters to talk about, especially if such matters are not dealt with in the

29、same department of the company, do not talk about them in one letter. If a second page is necessary, always type a heading to show the name of your correspondent, the number of the sheet, and the date。Collins Telecom Company, -2- March 24， 20056.Complimentary close The complimentary close is merely

30、a polite way of ending a letter. The expression used must suit the occasion and match the salutation. 7.Signature Be signed by hand and in ink The name of signer is usually typed below the signature and followed by his job title or position. Eg. Per pro / P.P is the abbrevation of Per Procuration, m

31、eans 正式代表組織8. Attention line 如需注明對(duì)方經(jīng)辦人，希望收信商號(hào)將信迅速交經(jīng)辦人辦理，可以在封內(nèi)地址下面加Attention 或Attention of 見(jiàn)書(shū)例9. Subject line/Caption below the salutation used to call readers attention to the topic of the letter, therefore it is a good idea to underline it or make it in letters. 例見(jiàn)教材 Re: Amendment to L/C No.456Re c

32、omes from Latin Language means 事由.10. ReferencesReference 編號(hào)（案號(hào)） Two lines below the letterhead. File number, departmental code (or the reference initials) E.G Your ref.:2005/IB318 Our ref. :CS49/77005 例見(jiàn)教材 11. Enclosure If you have enclosure ，an enclosure notation should be added to the letter. 應(yīng)在簽名下注明Encl.或Enc.如附