商务函电写作 开发信.docx

1、商务函电写作 开发信第二讲 商务函电写作基础Essentials for Business Communications2.1 商务函电书写基本原则 Principles for business communicationsA. Courtesy 礼貌 语言要有礼且谦虚，及时地回信也是礼貌的表现。1) We have received with many thanks your letter of 20 May, and we take the pleasure of sending you our latest catalog. We wish to draw your attention

2、 to a special offer which we have made in it.2) You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of 20 May.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). We allow 2 percent discount for cash payme

3、nt.3b) You earn 2 percent discount when you pay cash.4a) We wont be able to send you the brochure this month.4b) We will send you the brochure next monthC.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) As to the steamers sailing from Hong Kong to San F

4、rancisco, we have bimonthly direct services.此处bimonthly可以是twice a month 或者once two months.，可以改写为：5a) We have two direct sailings every month from Hong Kong to San Francisco.5b) We have semimonthly direct sailing from Hong Kong to San Francisco.5c) We have a direct sailing from Hong Kong to San Franc

5、isco.every two months/evert other month.(2) 注意词语所放的位置：6) We shall be able to supply 10 cases of the item only.6a) We shall be able to supply 10 cases only of the item.前者则有两种商品以上的含义。(3) 注意句子的结构：7a) We sent you 5 samples yesterday of the goods which you requested in your letter of May 20 by air.7b) We

6、 sent you, by air, 5 samples of the goods which you requested in your letter of May 20.E. Conciseness 简洁(1) 避免废话连篇：1.We wish to acknowledge receipt of your letter.可改为：We appreciate your letter.2.Enclosed herewith please find two copies of.可改为: We enclose two copies of.(2) 避免不必要的重复(3) 短句、单词的运用：Enclos

7、ed herewith-enclosed at this time-nowdue to the fact that-because a draft in the amount of $1000-a draft for $1000F. Concreteness 具体 G. Correctness 正确2.2书信格式 StructuresA 结构格式 (layout styles)商务英语书信(Business or Commercial English Correspondence)是指交易时所使用的通信。在美国，常用Business writing，它包括书信、电报、电话、电传、报告书、明信片

8、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Queens English；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(Block style)，美国常用这种格式；每段的第一个词缩

9、进去，称为缩进式或锯齿式(indented style)，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（Inside address）。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Inside Address中，把门牌号和街名都省略掉。Email: 格式 Fax: 格

10、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Dear Sirs（英国式）二

11、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Dear Sirs。如果对方公司只一人时，必须使用Sir/Dear Sir。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(complimentary close)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Best regards，典型的英国式表达有Yours sincerely（熟人或知道对方姓名），Best wishes, kind regards 和you

12、rs faithfully（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 Specimen of Routine Communications in Business1. 交易的先声 Trying the wayDear sirs, May 1, 1988Inquiries regarding our new product, the Deer Mountain Bike, have been coming in from all parts of the world. Reports from users confirm wha

13、t we know before it was put on the market-that it is the best mountain bike available. Enclosed is our brochure. Yours faithfullyZhang Shan2. 提出询价 InquiryDear Sirs, Jun. 1, 1988We received your promotional letter and brochure today. We believe that your product would do well here in the U.S.A. Kindl

14、y send us further details of your prices and terms of sale. We ask you to make every effort to quote at competitive prices in order to secure our business. We look forward to hearing from you soon.Truly,Jack Smith3 迅速提供报价 Prompt quotationDear Sirs, June 4, 1988Thank you for your inquiry of June the

15、1st concerning the Deer Mountain Bike. It gives us great pleasure to send along the technical information on the model together with the catalogue and price list. After studying the prices and terms of trade, you will understand why we are working to capacity to meet the demand. We look forward to t

16、he opportunity of being of service to you.Truly,Zhang Shan4. 交易的契机 Opportunity for businessGentlemen, June 8, 1988We have received your price lists and have studied it carefully. However, the price level in your quotation is too high for this market. If you are prepared to grant us a discount of 10%

17、 for a quantity of 200, we would agree to your offer. You should note that some price cut will justify itself by an increase in business. We hope to hear from you soon.Yours trulyJack Smith5-1同意进口商的还价 Consent of the counter-offerDear sirs: June 12, 1988Thank you for your letter of June the 8th. We h

18、ave accepted your offer on the terms agreed. Enclosed you will find a special price list that we believe will meet your ideas of prices. You should note that the recent advances in raw materials have affected the cost of this product unfavorably. However, for your order we have kept our prices down.

19、Sincerely,Zhang Shan5-2 拒绝进口商的还价 Disconsent of the counter-offerDear Sirs, June 12, 1988Thank you for your letter of June the 8th. We regret that we cannot meet your terms. We must point out that the falling market here leaves us little or no margin of profit. We must ask you for a keener price in r

20、espect to future orders. At present the best discount offered for a quantity of 200 is 3%. Our current situation leaves us little room to bargain. We hope you will reconsider the offer.Truly,Zhang Shan6. 正式提出订单 Settlement of the order Gentlemen, June 15, 1988We have discussed your offer of 3% and ac

21、cept it on the terms quoted. We are prepared to give your product a trial, provided you can guarantee delivery on or before the 20th of September. The enclosed order is given strictly on this condition. We reserve the right of refusal of delivery and/or cancellation of the order after this date.Trul

22、y,Jack Smith7.确认订单 Appreciation of the orderGentlemen, June 20, 1988Thank you very much for your order of June 15 for: 200 Deer Mountain Bikes.We will make every possible effort to speed up delivery. We will advise you of date of dispatch. We are at your service at all times.Sincerely,Zhang Shan8. 请

23、求开立信用证 Request for L/CGentlemen, June 18, 1988Thank you for your order No. 599. In order to execute it, please open an irrevocable L/C for the amount of US$50 000 in our favor. This account should be available until Sep. 20. Upon arrival of the L/C we will pack and ship the order as requested.Sincer

24、ely,Zhang Shan 9. 通知已开立信用证 Notification of L/CDear Sirs: June 24, 1988Thank you for your letter of June 18 enclosing details of your terms. According to your request for opening an irrevocable L/C, we have instructed the International Commerce Bank of China to open a credit for US$50 000 in your fav

25、or, valid until Sep. 20. Please advise us by cable when the order has been executed.Sincerely,Jack Smith10. 请求更改信用证 Request for amendment to the L/CGentlemen: Sept. 1, 1988We are sorry to report that in spite of our effort, we are unable to guarantee shipment by the agreed date due to a strike at ou

26、r factory. We are afraid that your L/C will expire before shipment. Therefore, please explain our situation to your customers and secure their consent to extend the L/C to Sept. 30.Sincerely,Zhang Shan11 . 同意更改信用证Gentlemen: Sept. 5, 1988We received your letter today and have informed our customers o

27、f your situation. As requested, we have instructed the International Commerce Bank of China to extend the L/C up to and including September 30. Please keep us abreast of any new development.Sincerely,Jack Smith12. 投诉货运延迟 Consent of amendment to the L/CDear Sirs: Sept 25, 1988Concerning our order No.

28、 599 for 200 mountain bikes, so far you have shipped only 50 bikes against the shipment. We are notifying you that we reserve our right to claim on you for the shortage, if it is confirmed. We have given our customers a definite assurance that we would supply the goods by the end of September. We ho

29、pe you will look into this urgent matter.Yours faithfully,Jack Smith13.处理顾客投诉 Settlement of complaintGentlemen: Sept. 30, 1988In response to your letter of Sept. 25, we regret your complaint very much. Today we received information from Hong Kong that the remaining 150 bikes were on a ship that deve

30、loped engine trouble and had to put into port for repairs. The trouble was not serious, and the vessel is now on her way. She should arrive at your place tomorrow or the next day.Truly,Zhang Shan14-1. 处取消订货 Cancelling the orderDear Sirs: Oct. 2, 1988We are sorry that causes completely beyond your co

31、ntrol have made it impossible for you to keep the shipment date of Sept. 30. Since you have failed to uphold your end of the agreement, we find it necessary to cancel our order. Unfortunately, our buyers cannot wait indefinitely for the units. We are sorry that it is necessary to take such a drastic

32、 step.Sincerely,Jack Smith14-2. 谅解迟运原因 Consent to delayed deliveryGentlemen: Oct. 2, 1988We have received your notice of delay of shipment due to mechanical troubles on the ship. We are pleased that the order is now on its way. Thank you for the notice. We are eagerly awaiting the ships arrival.Yours faithfully,Jack Smith15. 货物损坏报告 Complaint about damaged goodsDear Sirs: Oct. 4, 1988Upon arrival of