函电写作原则.docx

1、函电写作原则完整原则（Completeness）：1一封完整的书信比一封不完整的书信，有更大的可能性带来预期的效果；2一封完整的书信，有助于建立和表达友善关系；3一封完整的书信，可以避免由于遗漏重要情况（情报）所导致的诉讼（Lawsuit）；4 有时，某些不显眼的书信或文件，由于所提供的情况完整而又生动有力（Complete and Effective）而成为极为重要的文件。一封信写得是否完整，建议用五个“W”和一个H来检验，即：“Who, whom, What, Where, When, Why, How”例如在定货的信中，必须明确说明“需要什么商品”(What you want)“何时需要

2、” (When you need the goods)“货物发到何地何人收”(to Whom and Where the goods to be sent)“如何付款”(How payment will be made)To lodge claims against sb, why 如对对方的要求做出否定的答复时（如不能报盘，不能理赔等）应说明理由”为什么”(Why)在外贸信函中,写信人必须要把需要说明的情况全面交待清楚,叙述问题要有头有尾、善始善终,不能出现上下句脱节。一个问题说明白之后,再引出与之相关的另一个问题。 例如: 1). We have established through o

3、ur bank an irrevocable L/C in your favor. (Worse) io2). We have established through our bank an irrevocable L/C for USD 200,000.00 in your favor which will reach you in June 15 and remain valid until the end of June. (Better) 例句2所提供的信息比例句1要更加完整,说明了信用证的到达日期及有效期,符合出口商的期望。 The goods can be delivered by

4、 June 14.(worse)The goods of 200 sets of ICM-4 computers can be delivered from Shanghai, China to New York, USA at the end of February.(better)Analysis:运输条款是一重要的贸易条款，必须说明交货时间，否则会引起不必要的贸易纠纷。实例Dear Sirs,With reference to your letter of April 9, we are pleased to accept your offer of 100 tons of Copper

5、 Wire as per your Offer Sheet No.8/070/02B. Please go ahead and apply for your Export License. As soon as we are informed of the number of the Export License we will open the L/C by cable.具体原则(concreteness) 要做到具体，就要确保信函中的信息明确、清晰、不含糊其辞，而且要包含必要的细节和具体的信息。 1 We wish to confirm our telex yesterday.Telegr

6、am Analysis: like today, the day before yesterday, yesterday, tomorrow, the day after tomorrow, tonight, this morning, last week, this weekend, this month, etc. These words have a vague and general concept. Therefore, we should change them into specific date.2 The Universal trading Company is one of

7、 our big buyers. The Universal Trading Company placed over US. $ 2,000,000 worth of business with us each year. Analysis: “big” adj. Cant express the degree in specific figures.3 We have received with thanks your check；the amount has been placed to your credit.We have received with thanks your check

8、 No. 248 for US.200, 000.00 in payment of our commission, which has been placed to your credit.Analysis: we should point out the number and the amount of the check and the use of the money.4. These brakes stop a car within a short distance. These type SMOZ power brakes can stop a 4-ton car traveling

9、 65 miles an hour within 300 feet.Analysis: what type of the brakes?what car will be stopped?How long does “a short distance” mean?Try to rewrite the two sentences according to the principle of concreteness.1. A decision has been made to set up an office in Osaka. 2. Various aspects of this equipmen

10、t make it a good choice.Possible revisions of the sentences1. The board of directors decided to set up an office in Osaka in. 2. This machine is a good choice because it is more convenient and less expensive than any of other one on the market. 清晰原则（clearness/clarity） 从本质上说，商务信函写作的目的就在于清楚地表达写信人的意图，劝

11、说读信人采取必要举措或接受某种思想。因此，从这个意义上说，如果一封商务英语信函违背了清晰地原则，势必会对写信人和阅信人之间的沟通带来某种障碍，难以达到双向交流和沟通的目的。为了清楚地表达写信人的意图，在进行商务信函的写作时就需要避免几种常见的错误。 1 模糊。比如这样一个例子，The manager asked Jim if he had mailed this letter. 对于这个句子，我们就可以有多种理解方式。“经理问吉姆他是否已经将信寄出了。”这里的“他”到底指的是谁？是经理还是吉姆？这样的句子让阅信人感到迷茫，显然已经违背了清晰地原则。 2 遗漏。如果写信人漏掉了某些阅信人在决定做

12、某件事或者形成某种意见时应该知道的内容，那么，信件的清晰度将会受到影响。 3 不相关。与上面的遗漏刚好相反。“不相关”指的是信件中包含了一些不必要的内容。这些内容与信件的主题毫不相关，对写信人表达写信的意图毫无帮助，只会让阅信人感到困惑和不解，影响了一封信函的清晰度。 4 行话。或者叫做“术语”。如果在一封信件中使用了一些仅仅应用于某些特定群体的词语，而阅信人难以明白这些词语的特定含义，理解上就会出现问题，妨碍了写信人和阅信人之间的充分交流，沟通难免出现偏差。例如: The credit will remain valid at the end of this month. (Worse) T

13、he credit will remain valid until May 31, 2015. (Better) 清楚原则的运用 1) 词语的准确无误 当你明确了要表达的想法时，要注意选用清晰、简单的词语，准确无误地表达你要传达的信息。避免用一些复杂、深奥的词汇。有些写信人认为复杂、深奥的词汇会让信件看起来更有水平，更重要些。然而，复杂的词汇会增加对方读信的难度，甚至引起理解上的误会。通常，商务英语函电的撰写适合采用简单易懂的词汇。2) 代词的指代注意代词指代的对象和关系代词前后的逻辑关系。一般来说，代词和关系代词用以修饰离它们最近的名词，并且与所指代的名词保持人称上和数量上的一致。但代词的不

14、恰当运用，会引起表达上的歧义。试看以下的句子：They informed Messrs. Smith and Richardson that they would receive an answer in a few days.可改为： They informed Messrs. Smith and Richardson that the latter would receive an answer in a few days.3) 修饰词的位置 同一修饰词在句子的不同位置，句子意思和侧重点将完全不同。试比较以下两个句子：We can supply 100 tons of the item o

15、nly. We can supply only 100 tons of the item.在第一个句子中，“only”修饰“the item”，意思是只提供这种项目，没有其它的项目。而在第二个句子中，“only”是修饰“100 tons”，意思是只提供100吨，没有更多了。故修饰词在句子中的位置不同，其所修饰的词就不同，意思也将有所不同，书写商务英语函电时一定要注意这一点。 此外，修饰词的位置应该是紧跟着或者靠近它所修饰的词语。试比较以下两个句子：They bought a bicycle in a small shop in Beijing which costs $ 2,500.00. T

16、hey bought a bicycle for $ 2,500.00 in a small shop in Beijing.4）句子的逻辑结构 分词的逻辑主语与句子的主语要保持一致。试分析以下句子：Being an expert in international trade, Im sure you have experience of solving this kind of problem.在这个句子中，句子的主语是“I”，而分词的逻辑主语是“you”。为保持分词的逻辑主语与句子主语一致，可改为： Being an expert in international trade，you ce

17、rtainly have experience of solving this kind of problem.或者As you are an expert in international trade， Im sure you have experience of solving this kind of problem. 其次， 注意句子间意思的连贯性。例如：They wrote a letter. It was addressed to Mr. Woods. He is the sales manager.这三个短句缺乏意思上的连贯性，每个句子都有它独立的意思，读信人很难区分哪个句子是最

18、重要的信息。可改为：They wrote a letter to Mr. Woods，the sales manager.此外，清楚的表达要求重点突出，读信人不会遗漏重要的信息。我们书写商务英语函电时可以通过调整句子结构，突出要强调的部分。比如：“We sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air.”该句子包括了很多信息， 有we sent you，5 samples，yesterday，the goods which you requested in

19、your letter of May 25，by air。一个句子包含多种信息，读信人很容易忽略其中某些信息。对此，重要的信息应放在句子的前面，通过句子结构加以强调。上述句子重要的信息有we sent you，5 samples，by air。可改写为：Yesterday we sent you by air 5 samples of goods which you requested in your letter of May 25.经过改写的句子重点突出，句子意思更清晰明确。 最后，句子中简洁的情节有利于清楚的表达。如“We have your check of October 17 in

20、 the amount of $500，and wish at this time to thank you for it.”Thank you for your check of 原句子是表达“我方收到贵方10月17日开具的500美元支票一张，特此感谢。”“特此感谢”原句子用“wish at this time to thank you for it”，用词繁琐，使得整个句子意思不明确。如果这一个情节简化为“thank you”，原句子改为“Thank you for your check of October 17 for $500.”修改后的句子意思更清楚易懂。其它例子：A. As to

21、 the steamer sailing from Shanghai to Los Angels, we have bimonthly direct services.-a. We have a direct sailing from Shanghai to Los Angeles every two months.-b. We have a direct sailing from Shanghai to Los Angeles semimonthly.-c. We have two direct sailings every month from Shanghai to Los Angele

22、s.Analysis: “bimonthly”- An equivocal word, for it has two meanings: once every two months or twice every month.B. Fluctuation in the freight after the date of sale will be for the buyers account.-a . Any increase in freight after the date of sale will be for the buyers account.- Analysis: “Fluctuat

23、ion”- An equivocal word, for it means decrease or increase. It is obvious that the buyer cant bear the decrease and increase in the freight.C. Cotton and silk blouses made in China enjoy a good market in the European market.- Cotton and silk blouses made in China sell best in the European market.Ana

24、lysis: In this sentence, the same word “market” has two meaning- sale and market place; therefore we should take place “enjoy a good market” with “sell best/ fast.”D. The L/C must reach us not later than September 1st for arranging shipment. E. The L/C must reach us for arranging shipment not later

25、than September 1st. (信用证不得迟于9月1日到达我方)The L/C must reach us for arranging shipment not later than September 1st.(信用证必须到达我方以利于我方不迟于9月1日的装船) F. Please let us know what you wish us to do about this matter as soon as possible.G. Please let us know as soon as possible what you wish us to do about this mat

26、ter.F. Our check for $2,800 was sent to you under our check Number 123 on May 12 which was the price of the article plus transportation charge. -We sent you on May 12 our check No.123 for $2,800 which was the price of the article plus transportation charges.GWe have received your letter of April 4.

27、We are sorry for the wrong dispatch. We will do something about it.-Thank you for your letter of April 4. We regret that we have dispatched the wrong goods.Analysis: The three simple sentences are correct in sentence structure but lack of variety in sentence structure. Meanwhile, we can see the subj

28、ects of the three simple sentences are same, so we should change them into one or two sentences.简洁原则（conciseness） 简洁就是用最简练的语言来表达意思。在商务信函中，简洁意味着高效率和低消耗。要做到言简意赅，就应该避免啰嗦的表达和重复。 1 避免使用啰嗦的表达。啰嗦的表达是句子中毫无作用的成分。比如下面的例子：at the present time 我们完全可以“now”来表达相同的含义，显然后者更能体现简洁的原则。 2 避免不必要的重复。除了表示强调的重复外，商务信件中应该避免重复。

29、例如：Will you ship us any time during the month of December，or even November if you are rushed，for November would suit us just as well. 在这个句子中，写信人想要表达的是希望阅信人能在十一月底前发货，所以我们把这个句子改写成“Please ship us by the end of November”，就能清晰地表达出写信人的意图，而不必去不断地重复。 3商务信函的简洁并不意味着字数越少越好。在谈判磋商的关键问题上绝对不能马虎大意,必须有一说一,明确详细,不能模棱两

30、可。例如:a significant loss 应改成 a 55% loss, in the near future 应改成 by Friday noon 等。 ExamplesForensic English Aenclosed herewith- here enclosed, enclosed please find Bin accordance with your request/ in compliance with your request- as you request, as expected, as requested C in regard to- regardingD in

31、 the amount of - forE with respect to- on, aboutF endorse on the back of this check- endorse this check, endorsement, signatureG It should be pointed out that- please notice that/see to it thatH I want to take this opportunity to tell you that we grateful to you- Thank you Exercise1. We have begun to export our machines to the foreign countries.- We have begun to export our machines.Analysis: the word “export” means “selling the machines to foreign countries”. However, we can say, we have begun to export our machines to Japan/ USA/ Germany (some s