商业信函的格式.docx

商业信函的格式.docx

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商业信函的格式

EssentialsandFormsofBusinessLetter-writing

Abusinessletteriswrittenforthepurposeofrequestingorconveyinginformation,makingarrangementsforbusinessactivitiesordealingwithmattersconcerningbusinessnegotiations.Whatonewritesshouldbefreefromgrammaticalblemishes,andalsofreefromtheslightestpossibilityofbeingmisunderstood.Clarity,concisenessandcourtesyaretheessentialqualitiesofbusinessletters.Moreover,completecontents,correctinformationandlanguage,concreteideasandconsiderationforthecustomers’needsarealsoimportant.

Althoughalessconventionalandfriendlierstyleispreferrednowadaysinbusinessletterwriting,itisstillbettertofollowasetstandarddeterminedbycustomasthebusinessworldhasbecomeaccustomedtosuchestablishedpractices.

LayoutofaBusinessLetter

Therearetwomaintemplatesforlayout.Theconventionalindentedstyle（SeeExample1）takesinfiveorsixspacesinthefirstlineofeachparagraph,whichmakesthelettereasytoread.Theblockedstyle（SeeExample2）nowappealstomostreadersforallthetypinglinesbeginattheleft-handmargin.Tomakethelettercompactandtidy,thespacesbetweenparagraphsshouldbeincreased.

However,nowthereisathirdtemplateforlayout.Themodifiedblockedstyle（SeeExample3）avoidstheinconvenienceofparagraphindentationsintheindentedformandthelossofclarityoccasionedbytheabsenceofindentationintheblockedstyle.

Whicheverstyleisused,itisagoodplantoadoptoneformoflayoutandtosticktoit.

Example1--IndentedForm

StGangsgatan143Stockholm,10545Sweden

Telex:

53892SHELECSSOurReferenceNo.H/W—T008

Tel:

46-8-738-6000YourReferenceNo.

Fax:

46-8-738-6016

E-mail:

hwlee@

Date:

30thMarch,20--

Messrs.William&Warner

105RollerRoad

Sydney,Australia

Attention:

Mr.Donnason,MarketingDept.

DearSir,

Re:

ShippingAdviceofFreezers

WithreferencetoyourorderNo.F256ofFebruary5for1,000setsofFreezers,we’repleasedtoinformyouthatthegoodshavebeenloadedonboardthes/s“Peace”,whichissailingforyourportonApril1st.

We’vesentatelextotheaboveeffectthismorning.Pleaseinsurethegoodsascontractedandmakepreparationfortakingthedelivery.Wearenowmakingoutthenecessarydocumentsfornegotiation.

Weassureyouthatourgoodswillbefoundsatisfactoryuponarrivalatyourport.Wealsohopethatwecanclosemorebusinesswithyouinthefuture.

Yoursfaithfully,

TheElectroluxCorp.

HorisDeWolley

HorisDeWolley

（Manager）

Example2--BlockedForm

1J&JPlazaNewBrunswick,

NJ089333U.S.A.

Tel:

732-524-0400

Fax:

732-525-0622

E-mail:

carrie@

Date:

22ndJuly,20--

SoftHealthCareProductCorp.

Room2301YiliBLD,

35NanjingRoad,

Shanghai,China

Attention:

Mr.Wang,ImportDept.

DearSir,

Re:

SHAMPOO

We’vereceivedyourletterofJuly10thenquiringaboutourJOHNSON'S®BabyShampooWithNaturalLavender,butunfortunately,thestockofthisproductisrunninglowduetotheheavydemand.Butwewillinformyouassoonasthenewsuppliescomeup.

WesellawidevarietyofBaby’sShampoo.AllofthemaremadeoftheNOMORETEARSformula.Foryourreference,weencloseanillustratedcatalogueofourshampoosandwehopeyouwillfinditinteresting.

Wehopethatwecanclosebusinesstoourmutualadvantageinthefuture.

Yoursfaithfully,

Johnson&Johnson

DorisFergoson

DorisFergoson

（Manager）

Example3--ModifiedBlockedForm

SAMSUNGELECTRONICS

310Taepyung-ro2-ga,Chung-gu

Seoul,100-102,Korea

Tel:

82-2-3706-1114OurReferenceNo.ODL-11

E-mail:

qsl@YourReferenceNo.

Date:

23rdDecember,20--

ShandongScience&TechnologyCo.Ltd.

21/FBrightPlaza

138JinniRoad,Jinan

Shandong,China

Attention:

Mr.ZhouJun,ImportDept.

DearSir,

Re:

OurOfferforPDATypeIII-H

ThankyouforyourinterestinourlatestPersonalDigitalAssistantTypeIII-H.

Asrequested,weofferyou500setsofPDAatUSD140persetFOBInchonforshipmentinFebruary,20--.WerequirepaymentbyL/C.

Becausethereisanincreasingdemandforthisproduct,ourpriceisnon-negotiable.Welookforwardtoyourreply.

Yourstruly,

SamsungElectronics

LavisKim

LavisKim

（Manager）

PartsofaBusinessLetter

Abusinessletterconsistsofsevenprincipalparts:

1.Theletterhead

2.Thereferenceanddateline

3.Theinsidenameandaddress

4.Thesalutation

5.Thebodyoftheletter

6.Thecomplimentaryclose

7.Thesignature

Somelettersmaycontainmiscellaneousmatters,whichareoptionalpartsasshownbelow:

8.Theattentionline

9.Thesubjectline

10.Thereferencenotation,ortheidentifyinginitials

11.Theenclosure

12.Thecarboncopynotation

13.Thepostscript

Thefollowingsampleletterillustratesthepositionofeachpartmentionedabove.

Example4--PartsofaBusinessLetter

1.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.

8JianguomenNeiDajie

Beijing10005,China

Telephone:

86-10-6526-8888

Fax:

86-10-6527-6028

E-mail:

carl@

2.OurRef.

YourRef.

Date:

15thNovember,20--

3.MessrsH.Ronald&Co.

556Eastcheap

London,E.C.3,England

8.Attention:

ImportDept.

4.DearSirs,

9.AquaticProducts

5.Wethankyouforyourenquiryof5November.

Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustrated

catalogueandaquotationsheetforyourreference.

Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.

Weawaityourearlyfavorablereply.

6.Yourstruly,

ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.

7.Sig._______________

（Manager）

10.QS/AN

11.Enclosures

12.ccourShanghaiBranchOffice

13.P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.

1.TheLetterhead（TheHeading）

Thispart,oftenalreadyinprinting,expressesthepersonalityofacompanythatwritestheletter,andcontainsthenameofthecompany,itsbusinesstypeandaddresses（postaladdress,telephonenumber,faxnumber,telexnumberande-mailaddress）.Sometimes,eventhelogo,namesofChiefExecutivesoriconofproductsareprintedintheheading.

ItisimportanttonotethatapostaladdressinEnglishiswrittenfromthespecifictothegeneral:

Example5–AUKaddress

AirEnvironmentalMechanicalEquipmentLimited

2076WestMainStreet

Devon,EX140RA

U.K.

Example6–AUSAaddress

TheBettyMillsCompany

60East3rdAvenue

Ste230

SanMateo,CA94401

USA

Example7–AChineseaddressinEnglish

SinochemJiangsuImportandExportCorporation

JiangsuInternationalBusinessMansion,

50ZhonghuaRoad,Nanjing

210001,P.R.China

Sometimesthetelephonenumber,faxnumberande-mailaddressareputattheleftmarginbelowthepostaladdress.Usuallythereferenceanddateareputinthesamelinesbutattherightmargintobuildaneatappearance（SeeExamples1and3）.

Goodqualitystationeryandaneat,well-balancedletterheadwillenhancetheprestigeofthewriter’scompany.

2.TheReferenceandDate

Mostletterheadsprovideforreferencelettersandnumbers.Whenonefirmwritestoanother,eachwillgiveareferencetoavoidconfusion.Referencesarequotedtoindicatewhattheletterrefersto（YourRef.）andthecorrespondencetorefertowhenreplying（OurRef.）.

Thedatelineisusuallytypedbetweentheletterheadandtheinsidenameandaddress.InBritishletterstyle,however,itisnormallyputtwoline-spacesbelowtheinsideaddressandabovethesalutation.

Example8–DatelineofAmericanstyle

InterstateProducts,Inc.

511InterstateCourt

Sarasota,FL34240

USA

Date:

April4,20--

ShandongForeignTrade（Holdings）CorporationLimited

51,TAIPINGROAD

QINGDAO,266001

CHINA

Example9–DatelineofBritishstyle

OFFICESYSTEMSPTY.LTD.

124OakStreetTel（61-2）4193209

ChatswoodFax（61-2）4194011

EnglandE-mailinfo@.uk

AqueousTechnologies

291CaxtonStreet

SanteFe

U.S.A

18November,20--

DearSirorMadam,

Thedateshouldbetypedinfull;eitherinBritishstyle-D/M/Y（i.e.theorderofday,month,thenyear）orinAmericanstyle-M/D/Y（i.e.theorderofmonth,day,thenyear）.Figureslike11/12/20--mayeasilycauseconfusion.Eithercardinalorordinalnumberscanbeused.AcommamustbeputbeforetheyearwithAmericanstyle.

Example10--Dates

1.2ndMay,20--

2.2May,20--

3.2May20--（Commacanbeomitted）

4.September21st,20--

5.September21,20--

3.TheInsideNameandAddress

Thisisthenameandaddressofthepersontowhomtheletteriswritten.Itisusuallyputattheleft-handmargin,whichhelpstogivetheletteratidyappearance.

CourtesytitlesusedforaddressingcorrespondenceareMr.,Mrs.,MissandMessrs..Messrs,anabbreviationfortheFrenchword“Messieurs”,isusedoccasionallyfortwoormoremen（Messrs.Holmes&O.Hardy）butmorecommonlyformspartofthenameofafirmwithaperson’sname（Messrs.Laurel&Co.）.

Liketheaddressintheletterhead,aninsidenameandaddressshouldalsobewrittenfromthespecifictothegeneral

4.TheSalutation

Thesalutationisacomplimentarygreetingwithwhichthewriteropenshisorherletter.Itsparticularformdependsontherelationshipbetweenthewriterandhisorhercorrespondent.Tosomeextent,itsettlestheformofthecomplimentaryclose.Thetwomustalwaysbeinkeeping.

DearSirisusedtoaddressamanandDearMadamtoawoman,whethersingleormarried.DearSirorMadam（DearSir/Madam）canbeusedtoaddressapersonofwhomyouknowneitherthenamenorthesex.

DearSirs,DearSirsorMm