《商務英語函電》課件-Module 1 Layout of Business Correspondence 外貿函電書寫格式

BusinessCorrespondences外貿英語函電Unit1StructuresandStylesofBusinessLetter-writing

商務信函的結構和格式Introductiontothecourse1、StructureofBusinessLetter

商務信函的結構2、LayoutofBusinessLetter商務信函的格式3、GoldenRulesofWritingBusinessLetter商務信函寫作遵循的原則StructuresofaBusinessLetter商務信函的結構EssentialParts必要部分1.Theletterhead 信頭2.Thedateline 日期3.Theinsidenameandaddress收信人名稱地址4.Thesalutation 稱呼5.Thebodyoftheletter 信文6.Thecomplimentaryclose 結尾敬語7.Thesignature 落款/簽名8.Theattentionline 具體收信人9.Thesubjectline 事由10.Thereferencenotation 案號11.Theenclosure 附件12.Thecarboncopynotation 抄送13.Thepostscript 附言OptionalParts附加部分Letterhead信頭Generally,aletterheadwillincludethecompanylogo,company'sname,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.信頭一般可印在信紙的左上角、右上角或者在信紙的中央。MessrsWilliamsCompany36TowerStreetToronto4,CanadaDate日期日期頂邊寫在信紙的左邊或右邊，距離信頭三到四行。注意事項：（1）年份必須全部寫出。（2）月份要寫英文名稱，可以用縮寫。（3）日期可以用序數(shù)詞或基數(shù)詞。（4）月份和日期之間不要用標點，但年份前要加逗號。（5）日期切忌全部用數(shù)字表示。11/12/20--Jane3,20142ndMarch,2014Nov.30,201410thApril2004(英式英語)April10，2004(美式英語)InsideAddress封內地址Alwaysincludetherecipient'sname,addressandpostalcode.Addjobtitleifappropriate.信內地址包括收信人的姓名、頭銜、單位名稱、營業(yè)地址以及城市、國家名稱和郵政編碼。收信人的姓名和地址應和信封上的內容相同。信內地址一般在信紙左上角低于日期的地方。(或大約位于信頭下面2-4行處，打在左邊。)書寫順序是由小單位到大單位。每項內容單獨成行：寫上封內地址的益處：

1）發(fā)信時可與信封上地址相互對照，以免發(fā)信時發(fā)生錯誤；

2）收信人讀信時可以相互對照；

3）便于查閱。Salutation稱呼稱呼寫在信內地址下面空兩行處。英語中一般有四種對人的稱謂，即：Mr./Ms./Mrs./Miss,我們在稱呼時通常用對方的姓。比如：JamesBrown，其中James是名(givenname/Christianname/firstname)，Brown是姓(surname/familyname/lastname)。常見的正式稱呼有：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)。如果不知道對方姓名：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開頭語（introductoryparagraph）

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

Thebodyofabusinesslettertypicallycontainsthreeparagraphs:1.OpeningSentence開頭語（introductoryparagraph）

2.Body主體（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題，第二段詳細討論，第三段以總結或建議來結束全文。

注意：需兩頁或更多的信紙時，在前一頁最后一行的右邊寫上tobecontinued。續(xù)頁應采用不帶信頭的信紙，并注明收信人名稱、頁數(shù)和日期。如：Mr.JohnSmith,Page2,June3,2005ComplimentaryClose結尾敬語信尾敬語是一種禮貌，是結束信函的正式方式，類似中文信函中的“謹上”、“敬啟”等。（注意，只有第一個字母大寫。一般打印在正文下面空一行處。）位置：齊頭式靠左對齊，縮格式偏右。常用的有：Sincerely,Sincerelyyours,Yourssincerely,Bestregards；更親切一點的有：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簽名

簽名通常在信尾客套語下空三行的位置。簽名可采用不同寫法，一般包括：公司名稱、寫信人的手寫簽名、寫信人的打印簽名、寫信人的頭銜。有時，也可以不寫公司名稱例如：Yourstruly,GeneralTradingCo.（Signature）JohnSmithSalesManagerAttentionLine經(jīng)辦人姓名表示的是承辦本信件的具體個人或部門1.Attention:Mr.H.A.Donnan,ExportManager2.AttentionofMr.Cave3.TotheattentionofMr.LiuMing4.ATTN:Mr.IversonSubjectline事由事由是為對方在閱讀信的正文以前對信的主題、內容有一個了解，也便于登記歸檔和查卷。位置：1.寫在稱呼下面、信的中間位置；2.齊頭式靠左，縮格式居中；3.常要加下劃線。例如：Subject：Men’sBicyclesRe：SalesConfirmationNo.2536YourOrderNo.：Reference：Enclosure附件假如信封內除信函外，尚附有其他文件，可以在信中說明附件份數(shù)和內容。當附件只有一件時，注明Enclosure或Encl.即可；一件以上時，要加上編碼，以便收信人識別，用Enclosures.說明。位置：

落款之下，左對齊例如：Enclosures3:1.BirthCertificate2.Visa3.LetterofReferenceCarbonCopyNotation抄送發(fā)信人若需把此信抄送給有關單位，可在附件下方即信左下端打上C.C.，然后打上抄送單位的名稱，例如：C.C.:TheBankofChinaCopiesto:directorsC.C.to:CEOCopyto:SalesManagerCarbonCopyNotation抄送位置：附件之下，左對齊表示該信件同時抄送給他人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，只出現(xiàn)在發(fā)給被抄送人的信件里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.信函組成部分示例組成部分分項示例1.

ChinaNationalCereals,Oils&FoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@2.Date:15thNovember,20--信頭日期3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England收信人名稱和地址8.Attention:ImportDept.具體收信人4.DearSirs,稱呼9.AquaticProducts事由5.

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

6. Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)信文結尾敬語落款10.QS/AN11.Enclosures12.ccourShanghaiBranchOffice抄送13. P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.案號附件附言EnvelopeAddressing信封格式寄往國外信函的信封寫法GeneralTradingCo.28NorthRoadBeijing100020P.R.China

OverseasTradingCo.52HooigrachtStreetAmsterdam,theNetherlandsＳＴＡＭＰ注意事項：（1）寄信人姓名和地址應寫在信封的左上角，且務必與封內地址在形式和標點上一致。（2）收信人姓名和地址寫在信封中下偏右的位置，收信人的姓名和國名須分行書寫。（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。地址的書寫應由小至大，先寫機構名稱，再依次寫門牌、街道、城市、州/省及郵政編碼，最后書寫國名。（4）關于信件類別、投遞方式及其他事項說明，寫在信封左邊寄信人地址下，或寫在左下角。如懷疑信件能否送交收信人，可在信封最下邊標明：IFUNDELIVEREDPLEASERETURNTOXXX，即：如無法投遞，請退交XXX。寫信人在上，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齊縮格式舉例收信人名稱地址：逐行右縮寫信人名稱地址齊頭式舉例收信人名稱地址：左端對齊寫信人名稱地址LayoutofE-mails

電子郵件格式外發(fā)的郵件收件人被抄送人被暗抄人事由主體部分添加附件處接收的郵件發(fā)件人被抄送人收件人事由日期附件主體部分TheLayoutofaBusinessLetter（英文商務信函的格式）商務信函要達到良好的溝通效果，一方面要撰寫恰如其分的句子和段落，另一方面還必須運用恰當有效的信函格式。英文商務信函有三種常用的格式：縮進式（theindentedform），齊頭式（theblockform）和簡易式、混合式(Simplified/Mixedform)。TheLayoutofaBusinessLetter1.

IndentedStyle縮進式Themainfeatureinthisstyleisthateachlineofthe“InsideNameandAddress”shouldbeindented4-6spaces.2.BlockStyle齊頭式

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

Simplifiedformissomewhatlikefullblockform.Butsomepartsareomitted,suchassalutationandcomplimentaryclose.(無稱呼，無結束語，突出主題)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(縮進式的樣信)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