商务函电写作 开发信.docx

商务函电写作 开发信.docx

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商务函电写作开发信

第二讲商务函电写作基础EssentialsforBusinessCommunications

2.1商务函电书写基本原则Principlesforbusinesscommunications

A.Courtesy礼貌语言要有礼且谦虚，及时地回信也是礼貌的表现。

1）Wehavereceivedwithmanythanksyourletterof20May,andwetakethepleasureofsendingyouourlatestcatalog.Wewishtodrawyourattentiontoaspecialofferwhichwehavemadeinit.

2）Youwillbeparticularlyinterestedinaspecialofferonpage5ofthelatestcatalogenclosed,whichyourequestedinyourletterof20May.

B.Consideration体谅（you-attitude）要从对方的角度去考虑问题，而不是从自身出发，语气上尊重对方

3a）.Weallow2percentdiscountforcashpayment.

3b）Youearn2percentdiscountwhenyoupaycash..

4a）Wewon'tbeabletosendyouthebrochurethismonth.

4b）Wewillsendyouthebrochurenextmonth

C.Completeness完整一封商业信函应概况了各项必需的事项，如邀请信应说明时间、地点等，切忌含糊不清的信件。

D.Clarity清楚意思表达明确，要注意：

1）避免用词错误：

5）AstothesteamerssailingfromHongKongtoSanFrancisco,wehavebimonthlydirectservices.

此处bimonthly可以是twiceamonth或者oncetwomonths.，可以改写为：

5a）WehavetwodirectsailingseverymonthfromHongKongtoSanFrancisco.

5b）WehavesemimonthlydirectsailingfromHongKongtoSanFrancisco.

5c）WehaveadirectsailingfromHongKongtoSanFrancisco.everytwomonths/evertothermonth.

（2）注意词语所放的位置：

6）Weshallbeabletosupply10casesoftheitemonly.

6a）Weshallbeabletosupply10casesonlyoftheitem.

前者则有两种商品以上的含义。

（3）注意句子的结构：

7a）Wesentyou5samplesyesterdayofthegoodswhichyourequestedinyourletterofMay20byair.

7b）Wesentyou,byair,5samplesofthegoodswhichyourequestedinyourletterofMay20.

E.Conciseness简洁

（1）避免废话连篇：

1.Wewishtoacknowledgereceiptofyourletter...可改为：

Weappreciateyourletter...

2.Enclosedherewithpleasefindtwocopiesof...可改为:

Weenclosetwocopiesof...

（2）避免不必要的重复

（3）短句、单词的运用：

Enclosedherewith----->enclosedatthistime----->now

duetothefactthat----->becauseadraftintheamountof$1000----->adraftfor$1000

F.Concreteness具体

G.Correctness正确

2.2书信格式Structures

A结构格式（layoutstyles）商务英语书信（BusinessorCommercialEnglishCorrespondence）是指交易时所使用的通信。

在美国，常用Businesswriting，它包括书信、电报、电话、电传、报告书、明信片等。

英语和美语在书信体例方面存在着一定的差异，比如信头和称呼、书信格式、遣词、结尾客套语等均有所不同。

一般来说，英国书信较为保守，许多英国人喜欢用老式书信体，用词较为正式刻板，而美国书信语言非常生气、有活力，格式也较为简便。

因此当我们写信的对象是英国或其旧殖民地国家时，要使用标准式英语Queen'sEnglish；如果写信的对象是美国或美国势力范围的地区时，就要用美国英语。

当然，英国式的语言文化近年来也有变化，但总体来说，两者间的差异是很明显的。

商业英文书信，一般都要求用打字机或电脑整齐地打印，左边各行开头垂直的，称为垂直式或齐头式（Blockstyle），美国常用这种格式；每段的第一个词缩进去，称为缩进式或锯齿式（indentedstyle），英国常用此格式。

垂直式的职务及签名都在左边的边栏界线，这种格式，在极度尊重工作效率的美国公司，已普遍采用。

正式的商业英语书信要在称呼的上方写上收信公司名称和地址或收信人的名字全称、职务及地址，称为信内地址（Insideaddress）。

信内地址的写法也有垂直式和缩进式之分，垂直式和称美国式将各行并列，缩进式或称英国式将各行依次退缩。

不过，近来英国商业书信信内地址并未依次缩进，似乎与美国式相同。

此外，在美国还流行一种普通收信人地址的写法，就是在书信的InsideAddress中，把门牌号和街名都省略掉。

Email:

格式Fax:

格式（略）

B称谓差异（Greetings）在英文书信中要使用敬语，最普遍的敬语是Mr,Mrs和Miss（用于未婚女性）。

英国人常在男性的姓名之后用Esq.（Esquire的缩写），不过在商业上也在慢慢地改用Mr.Mmes.（Madam的复数形式），用于二个女士以上。

Messrs（Mr的复数形式）用于二个以上的男人，或用于二个以上的男人组成的公司或团体。

在英国式英文信里，Mr,Mrs,Messrs，均不加缩写句点，相反地趋向于进步自由的美语反而加缩写句点如Mr.,Mrs.,Messrs.。

在称呼方面，商业上最普遍的有Gentlemen（美国式）与DearSirs（英国式）二种，相当于我国的"敬启者"或"谨启者"。

如果信是写给革个公司单位的，不是写给某个具体人的，美语用Gentlemen（复数形式），英语用DearSirs。

如果对方公司只一人时，必须使用Sir/DearSir。

称呼后一般要使用标点符号，英国式采用逗号（comma），美国式用分号（colon）。

书信结尾客套语（complimentaryclose）有多种，相当于我国书信在结尾时使用的"敬礼"、"致敬"、"顺安"等句。

最为典型的美国式写法是Sincerely和Bestregards，典型的英国式表达有Yourssincerely（熟人或知道对方姓名），Bestwishes,kindregards和yoursfaithfully（不知姓名）。

此外，英国式的客套语还有特别礼貌的格式，但除了特殊情况外，现在不再使用。

2.3基本的交易往来函电SpecimenofRoutineCommunicationsinBusiness

1.交易的先声Tryingtheway

Dearsirs,May1,1988

Inquiriesregardingournewproduct,theDeerMountainBike,havebeencominginfromallpartsoftheworld.Reportsfromusersconfirmwhatweknowbeforeitwasputonthemarket----thatitisthebestmountainbikeavailable.Enclosedisourbrochure.

Yoursfaithfully

ZhangShan

2.提出询价Inquiry

DearSirs,Jun.1,1988

Wereceivedyourpromotionalletterandbrochuretoday.WebelievethatyourproductwoulddowellhereintheU.S.A.Kindlysendusfurtherdetailsofyourpricesandtermsofsale.Weaskyoutomakeeveryefforttoquoteatcompetitivepricesinordertosecureourbusiness.Welookforwardtohearingfromyousoon.

Truly,

JackSmith

3迅速提供报价Promptquotation

DearSirs,June4,1988

ThankyouforyourinquiryofJunethe1stconcerningtheDeerMountainBike.Itgivesusgreatpleasuretosendalongthetechnicalinformationonthemodeltogetherwiththecatalogueandpricelist.Afterstudyingthepricesandtermsoftrade,youwillunderstandwhyweareworkingtocapacitytomeetthedemand.Welookforwardtotheopportunityofbeingofservicetoyou.

Truly,

ZhangShan

4.交易的契机Opportunityforbusiness

Gentlemen,June8,1988

Wehavereceivedyourpricelistsandhavestudieditcarefully.However,thepricelevelinyourquotationistoohighforthismarket.Ifyouarepreparedtograntusadiscountof10%foraquantityof200,wewouldagreetoyouroffer.Youshouldnotethatsomepricecutwilljustifyitselfbyanincreaseinbusiness.Wehopetohearfromyousoon.

Yourstruly

JackSmith

5-1同意进口商的还价Consentofthecounter-offer

Dearsirs:

June12,1988

ThankyouforyourletterofJunethe8th.Wehaveacceptedyourofferonthetermsagreed.Enclosedyouwillfindaspecialpricelistthatwebelievewillmeetyourideasofprices.Youshouldnotethattherecentadvancesinrawmaterialshaveaffectedthecostofthisproductunfavorably.However,foryourorderwehavekeptourpricesdown.

Sincerely,

ZhangShan

5-2拒绝进口商的还价Disconsentofthecounter-offer

DearSirs,June12,1988

ThankyouforyourletterofJunethe8th.Weregretthatwecannotmeetyourterms.Wemustpointoutthatthefallingmarkethereleavesuslittleornomarginofprofit.Wemustaskyouforakeenerpriceinrespecttofutureorders.Atpresentthebestdiscountofferedforaquantityof200is3%.Ourcurrentsituationleavesuslittleroomtobargain.Wehopeyouwillreconsidertheoffer.

Truly,

ZhangShan

6.正式提出订单Settlementoftheorder

Gentlemen,June15,1988

Wehavediscussedyourofferof3%andacceptitonthetermsquoted.Wearepreparedtogiveyourproductatrial,providedyoucanguaranteedeliveryonorbeforethe20thofSeptember.Theenclosedorderisgivenstrictlyonthiscondition.Wereservetherightofrefusalofdeliveryand/orcancellationoftheorderafterthisdate.

Truly,

JackSmith

7.确认订单Appreciationoftheorder

Gentlemen,June20,1988

ThankyouverymuchforyourorderofJune15for:

200DeerMountainBikes.Wewillmakeeverypossibleefforttospeedupdelivery.Wewilladviseyouofdateofdispatch.Weareatyourserviceatalltimes.

Sincerely,

ZhangShan

8.请求开立信用证RequestforL/C

Gentlemen,June18,1988

ThankyouforyourorderNo.599.Inordertoexecuteit,pleaseopenanirrevocableL/CfortheamountofUS$50000inourfavor.ThisaccountshouldbeavailableuntilSep.20.UponarrivaloftheL/Cwewillpackandshiptheorderasrequested.

Sincerely,

ZhangShan

9.通知已开立信用证NotificationofL/C

DearSirs:

June24,1988

ThankyouforyourletterofJune18enclosingdetailsofyourterms.AccordingtoyourrequestforopeninganirrevocableL/C,wehaveinstructedtheInternationalCommerceBankofChinatoopenacreditforUS$50000inyourfavor,validuntilSep.20.Pleaseadviseusbycablewhentheorderhasbeenexecuted.

Sincerely,

JackSmith

10.请求更改信用证RequestforamendmenttotheL/C

Gentlemen:

Sept.1,1988

Wearesorrytoreportthatinspiteofoureffort,weareunabletoguaranteeshipmentbytheagreeddateduetoastrikeatourfactory.WeareafraidthatyourL/Cwillexpirebeforeshipment.Therefore,pleaseexplainoursituationtoyourcustomersandsecuretheirconsenttoextendtheL/CtoSept.30.

Sincerely,

ZhangShan

11.同意更改信用证

Gentlemen:

Sept.5,1988

Wereceivedyourlettertodayandhaveinformedourcustomersofyoursituation.Asrequested,wehaveinstructedtheInternationalCommerceBankofChinatoextendtheL/CuptoandincludingSeptember30.Pleasekeepusabreastofanynewdevelopment.

Sincerely,

JackSmith

12.投诉货运延迟ConsentofamendmenttotheL/C

DearSirs:

Sept25,1988

ConcerningourorderNo.599for200mountainbikes,sofaryouhaveshippedonly50bikesagainsttheshipment.Wearenotifyingyouthatwereserveourrighttoclaimonyoufortheshortage,ifitisconfirmed.WehavegivenourcustomersadefiniteassurancethatwewouldsupplythegoodsbytheendofSeptember.Wehopeyouwilllookintothisurgentmatter.

Yoursfaithfully,

JackSmith

13.处理顾客投诉Settlementofcomplaint

Gentlemen:

Sept.30,1988

InresponsetoyourletterofSept.25,weregretyourcomplaintverymuch.TodaywereceivedinformationfromHongKongthattheremaining150bikeswereonashipthatdevelopedenginetroubleandhadtoputintoportforrepairs.Thetroublewasnotserious,andthevesselisnowonherway.Sheshouldarriveatyourplacetomorroworthenextday.

Truly,

ZhangShan

14-1.处取消订货Cancellingtheorder

DearSirs:

Oct.2,1988

WearesorrythatcausescompletelybeyondyourcontrolhavemadeitimpossibleforyoutokeeptheshipmentdateofSept.30.Sinceyouhavefailedtoupholdyourendoftheagreement,wefinditnecessarytocancelourorder.Unfortunately,ourbuyerscannotwaitindefinitelyfortheunits.Wearesorrythatitisnecessarytotakesuchadrasticstep.

Sincerely,

JackSmith

14-2.谅解迟运原因Consenttodelayeddelivery

Gentlemen:

Oct.2,1988

Wehavereceivedyournoticeofdelayofshipmentduetomechanicaltroublesontheship.Wearepleasedthattheorderisnowonitsway.Thankyouforthenotice.Weareeagerlyawaitingtheship’sarrival.

Yoursfaithfully,

JackSmith

15.货物损坏报告Complaintaboutdamagedgoods

DearSirs:

Oct.4,1988

Uponarrivalof