商務(wù)英語信函寫作

商務(wù)英語信函寫作2014年8月知識(shí)目標(biāo)掌握信封和信函的基本構(gòu)成和行文要求掌握商務(wù)信函的寫作原則掌握商務(wù)信函的寫作技巧了解商務(wù)信函的文體特點(diǎn)商務(wù)信函的信封格式商務(wù)信函的格式商務(wù)信函寫作七原則大綱商務(wù)信函的文體特點(diǎn)商務(wù)信函的寫作技巧常用商務(wù)信函寫作商務(wù)信函的信封格式信封（縮格式）信封（1）寄信人姓名和地址應(yīng)寫在信封的左上角，且務(wù)必與封內(nèi)地址一致，寄信人姓名前無需加頭銜或職稱（2）收信人姓名和地址寫在信封中下偏右的位置，包括尊稱/頭銜、工作部門、姓名、地址、郵編（3）寄信人和收信人的姓名和地址的書寫順序是：先寫姓名后寫地址。地址的書寫應(yīng)由小至大，先寫機(jī)構(gòu)名稱，再依次寫門牌、街道、城市、州/省及郵政編碼，最后寫國名平頭式商務(wù)信函的格式（完全平頭式）商務(wù)信函的格式基本部分：（1）信頭（2）日期：英國12July2003；July12,2003（3）信內(nèi)地址（4）稱呼語：DearSirs（寫給某個(gè)機(jī)構(gòu)而非具體某個(gè)人）；DearSirorMadam（寫給某個(gè)不知姓名的部門或機(jī)構(gòu)負(fù)責(zé)人）（5）正文（6）信尾客套語：置于信函正文空出2-4行處（7）簽名稱呼結(jié)尾敬語DearSir(s)/DearMadamDearSirorMadamYoursfaithfullyDearMissJones/DearSamYourssincerely英文商務(wù)信函的組成部分其他部分：（1）附件（Enclosure，Enc.）（2）檔號(hào)（Ref.）（3）標(biāo)題（Subject）：信函內(nèi)容的簡要提示，置于稱呼語下方，中間空一行。標(biāo)題一般要大寫（4）抄送副本（CourtesyCopy，C.C.），信函的副本需抄送給第三方“C.C.RaviGopal,GeneralManager”（4）郵寄說明：航空ByAir-Mail；掛號(hào)信Registered；快信Express；PrintedMatter印刷品；Confidential密件

商務(wù)信函寫作七原則7C原則體諒Consideration清楚Clarity簡潔Conciseness正確Correctness具體Concreteness禮貌Courtesy完整Completeness一、禮貌禮貌原則禮貌是商務(wù)場上的重要法則,禮貌周到的信函可贏得對(duì)方好感。在信函中宜多用“Itwillbehighlyappreciatedthat…”，“Itisourpleasureto…”

，“Wefeeldreadfullysorrythat…”，“Weregretthat…”等禮貌用語。

二、體諒與其他寫作不同

，商務(wù)英語信函寫作強(qiáng)調(diào)的是信息溝通的效果

，不僅要關(guān)心內(nèi)容的正確與完整

，還必須重視對(duì)方的反應(yīng)

，只有站在對(duì)方的立場上思考和處理問題

，才能獲得滿意的溝通效果。應(yīng)注意強(qiáng)調(diào)對(duì)方利益。在商務(wù)英語寫作中

，對(duì)方獲取信息的最根本目的是要了解他們將獲得什么利益以及這些利益是否能滿足他們的需要。二、體諒“Youattitude”在商務(wù)交際活動(dòng)中以對(duì)方為中心，站在對(duì)方的角度考慮問題，盡量照顧對(duì)方的感受，滿足對(duì)方的需求，以達(dá)到我方成功交際的目的。Weallowyou2percentdiscountforcashpayment.Youcanenjoy2percentdiscountwhenyoupayincash.Wehavereceivedyourletteraboutshipment．Thankyouforyourletterregardingshipment．Wearegladtohavegotyourbusinesscardandsomeofyoursamples．Youkindlypresentedyourbusinesscardandsomeofyoursamples．三、完整完整不是冗長啰嗦，它指的是商務(wù)信函中應(yīng)包括所有必要的信息。一封完整的商業(yè)信函應(yīng)該是對(duì)對(duì)方提出的問題逐一做答而且對(duì)自己要表達(dá)的重要信息說明清楚。信函的完整性有助于建立良好的企業(yè)形象，節(jié)省雙方的商務(wù)往來時(shí)間而達(dá)到預(yù)期的效果，避免因重要信息不全而引起的不必要的糾紛。四、清楚商務(wù)英語信函寫作最重要的原則。一封含糊不清、辭不達(dá)意的書信會(huì)引起誤會(huì)與歧義，甚至?xí)斐少Q(mào)易損失。清楚表達(dá)應(yīng)注意選擇準(zhǔn)確、簡煉的詞以及正確的句子結(jié)構(gòu)。Weshalltakeafirmlinewiththefirm.

第一個(gè)“firm”的意思是“strong”，第二個(gè)“firm”的意思是“company”。在一句話中

，要避免重復(fù)使用一個(gè)有兩種不同含意的詞。Weshalltakeastronglinewiththefirm.五、簡潔有力、生動(dòng)的措詞是增強(qiáng)國際商務(wù)信函有效性的一大法寶。ABCCorporationwasfoundedfiftyyearsagoanditnowhasbranchofficesinfourstatesanditemploysnearly400individuals.(×)ABCCorporationwasfoundedfiftyyearsago.Withbranchofficesinfourstates,itnowemploysnearly400individuals.(√)Aswhatyouhaverequested,wearesendingyouournewestcatalog.(×)Asrequested,…(√)六、具體在商務(wù)信函中,要盡可能使所傳遞的信息具體、準(zhǔn)確而形象。Wehopetheequipmentwillbedeliveredtoourcompanyassoonaspossible.(×)PleasedelivertheequipmenttoourcompanybeforenextFriday.(√)七、正確商務(wù)英語信函與買賣雙方的權(quán)力、義務(wù)、利害關(guān)系、企業(yè)形象等息息相關(guān)，是制作各種商業(yè)單據(jù)的依據(jù)，以及進(jìn)行商業(yè)活動(dòng)往來的重要憑證。準(zhǔn)確無誤是商業(yè)英語信函寫作的最重要的原則。準(zhǔn)確原則不僅僅指單詞拼寫、標(biāo)點(diǎn)符號(hào)無誤，語法使用、結(jié)構(gòu)格式正確，還應(yīng)確保信函所涉及的信息、數(shù)字、事實(shí)準(zhǔn)確無誤。Westronglydemandimmediatepaymentinfullorpartialpaymentwithastatementofwhenyouwillpaythebalance.我們強(qiáng)烈要求你們馬上全部付款或者部分付款，但要說明何時(shí)將余款付清。在普通英語中，“balance”

表示“平衡”，而在商務(wù)英語中則表示“結(jié)余,余額”。商務(wù)信函的寫作技巧“四部式”正文結(jié)構(gòu)商務(wù)信函由四部分組成

，即引言(introduction)、詳情(details)、應(yīng)答(response)和結(jié)束語(close)。引言：出于禮貌

，常常通過告知事由或提及彼此以前的聯(lián)系引出正文

，而不是開門見山談具體的事情

，以免唐突與失禮。常用句型：WerefertoyourOrderNo.8andregrettosaythat…Thankyouforyourletterdated…ThroughthecourtesyofourCommercialCounselor’sOfficeinLondon,welearnedthatyouareinterestedindoingbusinesswithus.“四部式”正文結(jié)構(gòu)詳情：具體說明事宜及具體要求。這部分是正文的核心。如涉及幾件不同事項(xiàng)

，應(yīng)該按照主次順序分幾個(gè)段落進(jìn)行說明

，通常是一個(gè)段落說明一個(gè)事項(xiàng)；同時(shí)，在敘述同一事項(xiàng)時(shí)要注意條理與邏輯性。通常把涉及限制、付款、罰款、賠償?shù)炔缓玫男畔⒎旁谧詈蟆！八牟渴健闭慕Y(jié)構(gòu)應(yīng)答：該部分是第二部分的延續(xù)，可以是要求對(duì)方確認(rèn)、答復(fù)或寄來價(jià)目表，也可以告訴對(duì)方隨函寄去的附件或表示歡迎對(duì)方詢價(jià)或咨詢。可根據(jù)具體情況來確定這一部分內(nèi)容是否有存在的必要。結(jié)束語：通常是以一個(gè)相關(guān)的短句結(jié)束全文，是在完成以上三部分之后表示禮節(jié)性的一句客套語。商務(wù)信函的文體特點(diǎn)禮貌、委婉語氣禮貌可以帶來友誼，使對(duì)方閱讀后產(chǎn)生好感。委婉禮貌用語在商務(wù)信函中既可委婉地拒絕對(duì)方的要求或條件，而又能保持友好的貿(mào)易關(guān)系。因此在商務(wù)信函中，要學(xué)會(huì)用委婉的語氣來指出對(duì)方的不盡如人意之處。禮貌、委婉語氣WeregrethavingtoremindyouthatwehavenotreceivedyourpaymentofthebalanceofUS$5000.WehavenotreceivedyourpaymentofthebalanceofUS$5000.Youhavetoreplacethedamagedrecords.Wewillappreciateitifyoureplacethedamagedrecords.Ifunderstoodyourlettercorrectly,Iwouldimmediatelyacceptyouroffer.Yourletterisnotclearatall,Icannotunderstandit.用陳述句表示委婉的祈使意義信函涉及的雙方為貿(mào)易伙伴，地位是平等的。因此，一方如果希望另一方采取某種行為，一般都不使用祈使句型，而用陳述句表示自己的愿望，至于對(duì)方是否采取這種行動(dòng)則留待對(duì)方定奪。Itwouldbeappreciatedifyoucouldsendusyourshippinginstructions.(√)Don’tforgettosendusyourshippinginstructions.(×)少用否定形式在商務(wù)信函中，出現(xiàn)一些否定和消極面的信息是難免的，如漲價(jià)等，在這種情況下，要盡量強(qiáng)調(diào)積極面，減少負(fù)面詞匯。積極因素較消極因素更能激發(fā)對(duì)方興趣

，獲得對(duì)方認(rèn)同。盡量少用否定詞，“not，can’t”等；避免使用消極的詞匯，“delay，unacceptable”等，多使用積極詞匯，“reasonable，appreciate”等，“Pleasebeassuredthat…”Wedonotbelievethatyouwillhavecausefordissatisfaction.(×)Wefeelsurelythatyouwillbeentirelysatisfied.(√)Wecannotfillyourorderbecauseyoufailedtosendyourcheck.(×)Weshallbegladtofillyourorderassoonaswereceiveyourcheck.(√)大量使用套語公文寫作常包括幾個(gè)固定的步驟，商務(wù)英語信函也是如此。在長期實(shí)踐中，一些比較固定的句型逐漸被普遍使用。表示自己收到對(duì)方的來函時(shí)可常用：weareinreceiptofyourletterweadmitreceiptofyourletterweacknowledgereceiptof表示自己是在回復(fù)某份函電時(shí)可用：regardingyourletterofinreplytoyourletterofreferringtoyourletterof說明白己是從何處得知對(duì)方時(shí)可用：yournameandaddresshasbeengivenby……h(huán)asreferredustoyou表示希望得到回函時(shí)可用：toreceiveyourpositive／favorablereply說明寄上某物時(shí)可用：EnclosedpleasefindWeareenclosing…常用信函寫作催款信詢問函與回復(fù)函邀請(qǐng)函催款信CollectionLetters催款的基本做法：寄一張?jiān)陆Y(jié)單寄一張附帶補(bǔ)充說明的月結(jié)單寄一封措辭正式的信函再寄一封正式催款信寄信通知對(duì)方，若不能在規(guī)定時(shí)間內(nèi)付清貨款，就將訴諸法律催款信CollectionLetters第一封催款信DearSir/MadamAccountNumber6251Asyouareusuallyverypromptinsettlingyouraccounts,wewonderwhetherthereisanyspecialreasonwhywehavenotreceivedpaymentofthisaccount,whichisalreadyamonthoverdue.Incaseyoumaynothavereceivedthestatementofaccountsenton31Mayshowingabalanceowingof$105.68,acopyisenclosed.Wehopethiswillreceiveyouearlyattention.Yoursfaithfully催款信CollectionLetters第二封催款信DearSir/MadamAccountNumber6251Aswehavenotreceivedareplytoourletterof5Julyrequestingsettlementoftheaboveaccount,wearewritingagaintoremindyouthattheamountstillowingis$105.68.Nodoubtthereissomespecialreasonforthedelayinpayment,andweshouldwelcomeanexplanationtogetherwithyourremittance.Yoursfaithfully催款信CollectionLetters第三封催款信DearSir/MadamAccountNumber6251Wedonotappeartohavereceivedrepliestoourpreviousrequestsof5and16Julyforpaymentofthesumof$105.68stillowingonthisaccount.Itiswiththeutmostregretthatwehavereachedthestagewhenwemustpressforimmediatepayment.Wehavenowishtobeunreasonable,butfailingpaymentby7Augustyouwillleaveusnochoicebuttoplacethematterinotherhands.Wesincerelyhopethiswillnotbecomenecessary.Yoursfaithfully催款信CollectionLetters最后一封催款信DearSir/MadamAccountNumber6251Wearesurprisedthatwehavereceivednoreplytothefurtherletterwesenttoyouon28Julyregardingthelongoverduepaymentof$105.68onyouraccount.Ourrelationsinthepasthavealwaysbeengood.Evensowecannotallowtheamounttoremainunpaidindefinitely.Unlesstheamountdueispaidorasatisfactoryexplanationreceivedbytheendofthismonth,weshallbereluctantlycompelledtoputthismatterinthehandsofoursolicitors.Yoursfaithfully催款信CollectionLetters使用堅(jiān)定而又通情達(dá)理的語氣提及最初的付款日期申明處罰條例（如合同中有規(guī)定）提及已經(jīng)給予的寬限期給出新的最后期限指出后果詢問函向以前從未打過交道的供貨商咨詢時(shí)，要提及你是如何得知對(duì)方公司的，而且要詳細(xì)介紹你公司的情況。為樹立良好的商業(yè)信譽(yù)，要認(rèn)真回復(fù)這種詢問函?！八狞c(diǎn)方案”：概述、提供詳細(xì)情況、提出要求、結(jié)尾處提供聯(lián)系電話。詢問函Enquiries

DearSir/MadamXXinformusthatyouaremanufacturersofpolyestercottonbedsheetsandpillowcases.Wearedealersintextilesandbelievethereisapromisingmarketinourareaformoderatelypricedgoodsofthiskind.Pleaseletmehavedetailsofyourvariousrangesincludingsizes,colorsandprices,togetherwithsamplesofthedifferentqualitiesofmaterialused.Pleasestateyourtermsofpaymentanddiscountsallowedonpurchasesofquantitiesofnotlessthan500ofspecificitems.Pricesquotedshouldincludedeliverytoouraddressshownabove.Yourpromptreplywouldbeappreciated.Yoursfaithfully回復(fù)函RepliesDearMsDenningIwasgladtolearnfromyourletterof18Julyofyourinterestinourproducts.Asrequestedourcatalogueandpricelistareenclosed,togetherwithdetailsofourconditionsofsaleandtermsofpayment.Wehaveconsideredyourproposaltoplaceordersforaguaranteedminimumnumberofmachinesinreturnforaspecialallowance.Howeveraftercarefulconsiderationwefeelitwouldbebettertoofferyouaspecialallowanceonthefollowingslidingscalebasis.Onpurchasesexceedinganannualtotalof:$1000butnotexceeding$30003%$3000butnotexceeding$75004%Ifeelthatanarrangementontheselineswouldbemoresatisfactorytobothourcompanies.Ilookforwardtoworkingwithyouandhopetohearfromyousoon.Yourssincerely

邀請(qǐng)函邀請(qǐng)函寫作時(shí)要簡潔熱情，內(nèi)容明確，將時(shí)間和地點(diǎn)等事宜寫清晰，同時(shí)要顯示我方的誠意。Beginning:Thisletteristoformallyinviteyouto…Wearewritingtoinform/confirm/requestyouthat…Weareinvitingyoufor…Itisindeedagreatpleasuretoinviteyou…邀請(qǐng)函Informingthedetails:Themeetingwillstartwith…Theseminarwillofferanexcellentopportunityfor…Ending:Yourpresencewilltaketheeventtoadifferentheightanditwillbeanencouragementforallofus.Weconsideryourparticipationinthisconferencevitalanddispensableandstronglyhopeyouwillattend.常用句型43（1）感謝對(duì)方的來信Wethankyouforyourletter(inquiry,telex,e-mail,faxetc.)of…ThankyouforWeappreciateWewerepleasedtoreceivePleaseacceptourthanksforThankyouforyourletteronNovember10.44（2）對(duì)來信進(jìn)行回復(fù)Wearepleasedtoreplytoyourletter(inquiry,telex,e-mail,faxetc.)of…InanswertoInresponsetoInreplyto45（3）回復(fù)來信中的有關(guān)問題Withreferencetoyourletter(inquiry,telex,e-mail,faxetc.)of…InreferencetoReferringtoWereferto46（4）回復(fù)來信中提出的要求或指示Asrequestedinyourletterof…AsrequiredAsinstructedAccordingtotherequest/instructionInaccordancewithIncompliancewithInconformitywith47（5）表達(dá)滿意和欣喜Itwasapleasuretolearnfromyourletterof…thatWewereglad48（6）表達(dá)遺憾和驚訝Weregrettolearnfromyourletterof…thatWeweresorryWeweresurprised49對(duì)于主動(dòng)和對(duì)方聯(lián)系的商務(wù)信函，可以用以下方式開頭。Yourcompanyhasbeenrecommendedtousby…Wehavelearntfrom…that…WelearnedaboutyourcompanyfromtheInternetthatyouareoneoftheleadingmanufacturersinthisline.Weoweyournameandaddressto……..Wehavehadyournameandaddressgiventousby…（1）通過別人的介紹了解到對(duì)方50（2）對(duì)以前信函的補(bǔ)充或確認(rèn)Furthertoourletterofthe5thofthismonth

對(duì)我方某月某日的信函補(bǔ)充如下Withfurtherreferencetoourlettero