商務(wù)書信Business Letters

1、BUSINESS LETTERBy Charlie Zhang什么是商務(wù)書信?v英文商務(wù)書信是一種常用的商業(yè)聯(lián)系媒介,它是一種通過書面完成的人際交往。商務(wù)書信寫信人總是在推銷什么,包括一種產(chǎn)品,服務(wù),觀念,甚至是公司形象等。v如果你想寫好商務(wù)書信，首先必須記住，你是在同你的讀者進(jìn)行交談。這種交談成功與否，關(guān)鍵在于你書信的表達(dá)方式和內(nèi)容。 v書信寫得好，就可能為你贏得業(yè)務(wù)，促進(jìn)和發(fā)展與客戶的關(guān)系，消除誤會，縮小分歧。相反，就可能招致新的矛盾，失去客戶，達(dá)不到書信的目的，同時說明你不具備處理日常事務(wù)的能力。中文信封格式英文文信封格式英文信封格式 寄信人地址寄信人地址收信人地址收信人地址STAMPS

2、AMPLEHubei Education InstituteNo.1 Liufang Street, Wuchang, Wuhan,430071, ChinaTo: John Smith40 5th Avenue, ManhattonNew York, 23575U.S.AStamp v地址的名稱按由小到大的順序排列。v具體次序是：第一行寫門牌號和街名；第二行寫區(qū)名、市（縣）名、省（州、邦）名，往國外寄的信，還要寫上國家的名稱；國家名稱的前面加上郵政編碼，其后可寫上電話號碼。如果寫信人的地址是機(jī)關(guān)單位的名稱，則將其作為第一行。 v No.1 Liufang Street Wuchang Wuh

3、an 430071 Peoples Republic of Chinav 999 Park Avenue Rockford IL 61125 USA 商務(wù)書信的結(jié)構(gòu)v商務(wù)書信的構(gòu)成可分為兩個部分：必需部分和增加部分。必需部分指一般情況下不可缺少的部分。如信頭信頭、日期日期、封內(nèi)收信人地址封內(nèi)收信人地址、稱呼稱呼、正文正文、客套結(jié)束語客套結(jié)束語、簽名簽名。增加部分指根據(jù)對象、內(nèi)容的實(shí)際需要而增加的部分，如附筆附筆、附件附件、副本注明副本注明、信件編號信件編號等。 信頭收信人地址稱呼寫信日期正文客套結(jié)束語簽名信頭 letter headv一般由公司直接打印在信紙上方,包括公司名稱、地址、聯(lián)系方式，

4、便于收信人一看即知道信件來自哪里，也便于回信。v如果沒有打印的信頭，則要寫發(fā)信人地址，一般在右上角。寫信日期 date line 年份應(yīng)完全寫出，不能簡寫。月份要用英文名稱，不要用數(shù)字代替。月份名稱多用公認(rèn)的縮寫式。但 May, June, July, 因?yàn)檩^短，不可縮寫。寫日期時，可用基數(shù)詞1，2，3，4，5，28，29，30，31等，也可用序數(shù)詞 lst, 2nd, 3rd, 4th, 5th, 28th, 29th, 30th, 31lst等。但最好用基數(shù)詞，簡單明了。日期可有下列幾種寫法： Oct. 20, 2004 Sept. 16th, 2004 10 May 2004 3rd J

5、une 2004 收信人及地址 inside addressv信內(nèi)地址收信人的姓名和地址，寫在信紙的左上角，從信紙的左邊頂格開始寫，低于寫信人地址和發(fā)信日期一二行。v前面加收信人及公司名稱 Mr James Green Marketing Director Green Industries Inc. 999 Park Avenue Rockford IL 61125 USA稱呼 Salutation v對收信人的稱呼應(yīng)自成一行，寫在低于信內(nèi)地址一二行的地方，從信紙的左邊頂格開始寫，每個詞的開頭字母要大寫，至于末尾處的符號，英國人用逗號，但美國和加拿大英語則多用冒號。稱呼用語可視寫信人與收信人的

6、關(guān)系而定。 v知道對方姓名的，一般用Mr., Mrs.或Miss Dear Mr. Jim Whitev知道對方頭銜或職位的，可用對方頭銜稱呼對方 Professor Jim White President Bushv不知道對方姓名身份的，一般用 Dear Sir, Dear Madam, Dear Sirs, Dear Mesdames, Dear Sir/Madam,主題 subjectv商務(wù)信件有時正文前還會有主題行，便于收信人快捷了解信件的主題，下劃線或大寫。v Delivery of your order# 2235 正文 bodyv正文一般開門見山，內(nèi)容簡單明了，條理清楚。 每段只

7、說一件事。v熟記常用開頭結(jié)尾句。 Thank you for your letter dated Dec.22,1969.I am writing to tell you that We look forward to your reply. Pls let us know if you want more information. 商務(wù)信件一般思路vPart 1 Purpose (寫信的目的)vPart 2 content (具體內(nèi)容)vPart 3 what to do (要求對方做什么或表達(dá)意 愿)結(jié)束語 complimentary closev結(jié)束語是寫信人表示自己對收信人的一種謙稱，

8、只占一行，低于正文一二行，根據(jù)信件格式可從從信紙的中間或偏右的地方開始寫，也可以靠左寫。第一個詞的開頭字母要大寫，末尾用逗號。v結(jié)束語視寫信人與收信人的關(guān)系而定。 v一般商業(yè)往來 Yours sincerely, Yours faithfully, Sincerely yours, Truly yours, Yours respectfully, 寫給熟人或朋友的信可用 Yours, Yours ever, Yours affectionately, With love, 簽名 signaturev有的還有署名后寫上自己的職稱、職務(wù)或頭銜。 信頭收信人地址稱呼寫信日期正文客套結(jié)束語簽名其他v附

9、件（Enclosure）信件若有附件，應(yīng)在左下角注明 Encl. 或 Enc.。若附件不止一個，則應(yīng)寫出2（或3，4，5等）Encls.，例如：Enc: ResumeEncls: Grade Certificatev再啟/附筆（Postscript, 縮寫為 P. S.）再啟部分用于補(bǔ)敘正文中遺漏的話，一般應(yīng)盡量少用，正式的函件中更應(yīng)避免使用。 P.S.: I will be in Rome next week. v信件編號 ref#A2387vExample: Dear Mrs Rosado, As per your letter ref#A2387, you offered an disc

10、ount of 5% on quantity of 500 unitsv抄送 / CC (carbon copy)v致（to）v抄送（CC）（FYI）v 密送（BCC）常見商務(wù)書信的幾種形式v縮行式（indented style) 即將封內(nèi)地址和其他需分行的地方的后行比前行往右縮進(jìn)二至三個英文字母。正文各段落的起始縮入四到五個字母，即一個Tab的長度。日期寫在信紙的右上方，結(jié)尾客套語和簽名置于中間右下方。 Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager.v平頭式（B

11、lock style) 即除信頭、日期、客套結(jié)束語和簽名部分外，其他部分每行開頭都與左邊對齊。排列整潔，便于打字，但段落可能不夠清晰。 Date Inside Address _ _ _ Salutation, _ _. _ _. Best regards. Yours sincerely, Tom Smith Sales manager.v半平頭式(Semi-block Style) 是平頭式和縮行式的混合。封內(nèi)地址、稱呼與左對齊， 正文段落開頭縮入2-5個字母。 Date Inside Address _ _ Salutation, _ _. _ _. Yours sincerely, T

12、om Smith Sales manager.完全平頭式（Complete Block Style) 信頁中的各個部分內(nèi)容全部與左邊對齊，從上到下成一直線。段落間采用雙行排列。整潔，打字快。這種從繁到簡的格式在“時間就是金錢”的西方受到越來越多的人的歡迎。 Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager. v各種格式?jīng)]有最好和最壞，每一種格式都有愛好者，寫信人可根據(jù)自己的愛好選擇使用。只要整體布局勻稱、合理，都能達(dá)到美觀大方的效果。 Your Address Dat

13、e Inside Address _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager. Date Inside Address _ _ _ Salutation, _ _. _ _. Yours sincerely, Tom Smith Sales manager.商務(wù)書信原則v簡潔簡潔 語言簡練，言簡意賅(Concise)v清楚清楚 主題突出，層次清楚(Clear)v具體具體 用詞確切，避免籠統(tǒng)(Concrete)v禮貌禮貌 誠懇禮貌，互相尊重(Courtesy)v正確 語法拼寫，語言修養(yǎng)v誠意 實(shí)事求是，坦誠

14、相待v體諒 設(shè)身處地，考慮周到v個性 構(gòu)想新穎，追求效果v完整 內(nèi)容完整，條理分明v優(yōu)美 形式內(nèi)容，富有美感vWere sure that after reading our letter and the enclosed quotation, you will see that we, in view of our long and friendly business relations, seriously considered your counter offer and agreed to accept your proposal to lower our price USD 5.00

15、 per piece. This is an expression of our good will and sincereness to further develop the friendly business relationship between us.Concise 關(guān)于簡潔關(guān)于簡潔 vAs you can see from the attached quotation, we have accepted you counter offer to lower our price by USD 5.00 per piece. This is the lowest price we h

16、ave ever offered to our customers.Concrete(關(guān)于具體)vWe have accepted your proposal in your last letter.vWe have accepted your proposal in your letter dated May 3rd.vThis credit will remain valid until this month.vThis credit will remain valid until May 31, 2013.Complete 完整vWe have established through o

17、ur bank an irrevocable letter of credit in your favor.vWe have established through our bank an irrevocable letter of credit in your favor. This credit will reach you tomorrow and remain valid until end of June.Courteous 禮貌vYou are requested to ship our order without any delay. vYour prompt shipment

18、of our order will be highly appreciated. vWe have dispatched your camera yesterday.vYour camera has been dispatched yesterday.vWe are sorry that we have delayed the shipment of your order.vWe sincerely hope that this delay have not inconvenienced you too much.Clear1. Clear expression without ambigui

19、ty(含糊不清)2. Logical organization (層次清楚) September 23, 2004 The manager National Bank Ltd. 112 Main Street Johnson, MA 47325 Dear Sir/madam, I am writing to confirm our telegram of this morning to ask you to stop payment of check no.67893 for the sum of $543, drawn payable to the St. Anna Electrical C

20、o., Ltd. Please confirm receipt of this authority to stop the payment. Sincerely yours, Jack Armstrong President of FTC Company 練習(xí)1vYour boss called you about his points on office move with Flash Move International (address: Carter House, Lade way, Cambridge CB19 1EE. Contact: Mrs. Morton) Your note

21、s as below: Cost - no problem Date - check if change to Oct is ok Cost of packing - include fragile equipment? Insurance - what does this cover? Visit - date they suggested not convenient re-arrange.vWrite a letter of 100-120 words dealing with the points of your boss. Use information of your notes.

22、 29 Sept 2011Ms MortonCarter House, Lade wayCambridge CB191 1EEDear Ms Morton,Im Lucy from ABC company and Im writing concerning the office move with your company. We look forward to your prompt reply.Yours sincerely,Lucy Chen PA of James Smith練習(xí)2vYour client wrote you to tell you they did not recei

23、ve the video machines they bought from you. You checked and found out it is because of transportation problems. Also no definite delivery date is available.vWrite a letter: 1) apologize 2)explain 3)tell him when you can offer definite delivery date. Mar.13rd, 2008 Dear Mr. Smith, I was informed that your order of the video machines had not arrived yet. I checked this matter immediately with our sales department and was told tha