商务英语信函写作ppt课件.pptx

商务英语信函写作,2014年8月,知识目标,掌握信封和信函的基本构成和行文要求掌握商务信函的写作原则掌握商务信函的写作技巧了解商务信函的文体特点,商务信函的信封格式,商务信函的格式,商务信函写作七原则,大纲,商务信函的文体特点,商务信函的写作技巧,常用商务信函写作,商务信函的信封格式,信封（缩格式）,信封,（1）寄信人姓名和地址应写在信封的左上角，且务必与封内地址一致，寄信人姓名前无需加头衔或职称（2）收信人姓名和地址写在信封中下偏右的位置，包括尊称/头衔、工作部门、姓名、地址、邮编（3）寄信人和收信人的姓名和地址的书写顺序是：先写姓名后写地址。地址的书写应由小至大，先写机构名称，再依次写门牌、街道、城市、州/省及邮政编码，最后写国名,平头式,商务信函的格式,（完全平头式）,商务信函的格式,基本部分：（1）信头（2）日期：英国12 July 2003；July 12,2003（3）信内地址（4）称呼语：Dear Sirs（写给某个机构而非具体某个人）； Dear Sir or Madam（写给某个不知姓名的部门或机构负责人）（5）正文（6）信尾客套语：置于信函正文空出2-4行处（7）签名,英文商务信函的组成部分,其他部分：（1）附件（Enclosure，Enc.）（2）档号（Ref.）（3）标题（Subject）：信函内容的简要提示，置于称呼语下方，中间空一行。标题一般要大写（4）抄送副本（Courtesy Copy，C.C.），信函的副本需抄送给第三方“C.C. Ravi Gopal, General Manager”（4）邮寄说明：航空By Air-Mail；挂号信Registered；快信 Express；Printed Matter 印刷品； Confidential 密件,商务信函写作七原则,完整Completeness,一、礼貌,礼貌原则礼貌是商务场上的重要法则,礼貌周到的信函可赢得对方好感。在信函中宜多用 “It will be highly appreciated that ”，“It is our pleasure to” ，“We feel dread fully sorry that ”，“We regret that ”等礼貌用语。,二、体谅,与其他写作不同 ，商务英语信函写作强调的是信息沟通的效果 ，不仅要关心内容的正确与完整 ，还必须重视对方的反应 ，只有站在对方的立场上思考和处理问题 ，才能获得满意的沟通效果。应注意强调对方利益。在商务英语写作中 ，对方获取信息的最根本目的是要了解他们将获得什么利益以及这些利益是否能满足他们的需要。,二、体谅,“You attitude”在商务交际活动中以对方为中心，站在对方的角度考虑问题，尽量照顾对方的感受，满足对方的需求，以达到我方成功交际的目的。We allow you 2 percent discount for cash payment.You can enjoy 2 percent discount when you pay in cash.We have received your letter about shipmentThank you for your letter regarding shipmentWe are glad to have got your business card and some of your samplesYou kindly presented your business card and some of your samples,三、完整,完整不是冗长啰嗦，它指的是商务信函中应包括所有必要的信息。一封完整的商业信函应该是对对方提出的问题逐一做答而且对自己要表达的重要信息说明清楚。 信函的完整性有助于建立良好的企业形象，节省双方的商务往来时间而达到预期的效果，避免因重要信息不全而引起的不必要的纠纷。,四、清楚,商务英语信函写作最重要的原则。一封含糊不清、 辞不达意的书信会引起误会与歧义，甚至会造成贸易损失。清楚表达应注意选择准确、 简炼的词以及正确的句子结构。We shall take a firm line with the firm. 第一个 “firm” 的意思是 “strong”，第二个 “firm” 的意思是 “company”。在一句话中 ，要避免重复使用一个有两种不同含意的词。We shall take a strong line with the firm.,五、简洁,有力、 生动的措词是增强国际商务信函有效性的一大法宝。ABC Corporation was founded fifty years ago and it now has branch offices in four states and it employs nearly 400 individuals. ()ABC Corporation was founded fifty years ago. With branch offices in four states, it now employs nearly 400 individuals. ()As what you have requested ,we are sending you our newest catalog. ()As requested, (),六、具体,在商务信函中 ,要尽可能使所传递的信息具体、准确而形象。We hope the equipment will be delivered to our company as soon as possible.()Please deliver the equipment to our company before next Friday. (),七、正确,商务英语信函与买卖双方的权力、义务、利害关系、企业形象等息息相关，是制作各种商业单据的依据，以及进行商业活动往来的重要凭证。准确无误是商业英语信函写作的最重要的原则。准确原则不仅仅指单词拼写、标点符号无误，语法使用、结构格式正确，还应确保信函所涉及的信息、数字、事实准确无误。We strongly demand immediate payment in full or partial payment with a statement of when you will pay the balance.我们强烈要求你们马上全部付款或者部分付款，但要说明何时将余款付清。在普通英语中，“balance” 表示“平衡”，而在商务英语中则表示“结余, 余额”。,商务信函的写作技巧,“四部式” 正文结构,商务信函由四部分组成 ，即引言(introduction) 、 详情(details) 、 应答(response)和结束语(close) 。引言：出于礼貌 ，常常通过告知事由或提及彼此以前的联系引出正文 ，而不是开门见山谈具体的事情 ，以免唐突与失礼。常用句型：We refer to your Order No. 8 and regret to say that Thank you for your letter datedThrough the courtesy of our Commercial Counselors Office in London , we learned that you are interested in doing business with us.,“四部式” 正文结构,详情：具体说明事宜及具体要求。这部分是正文的核心。如涉及几件不同事项 ，应该按照主次顺序分几个段落进行说明 ，通常是一个段落说明一个事项；同时，在叙述同一事项时要注意条理与逻辑性。通常把涉及限制、 付款、 罚款、赔偿等不好的信息放在最后。,“四部式” 正文结构,应答：该部分是第二部分的延续，可以是要求对方确认、 答复或寄来价目表，也可以告诉对方随函寄去的附件或表示欢迎对方询价或咨询。可根据具体情况来确定这一部分内容是否有存在的必要。结束语：通常是以一个相关的短句结束全文，是在完成以上三部分之后表示礼节性的一句客套语。,商务信函的文体特点,礼貌、委婉语气,礼貌可以带来友谊，使对方阅读后产生好感。委婉礼貌用语在商务信函中既可委婉地拒绝对方的要求或条件，而又能保持友好的贸易关系。因此在商务信函中，要学会用委婉的语气来指出对方的不尽如人意之处。,礼貌、委婉语气,We regret having to remind you that we have not received your payment of the balance of US $5 000.We have not received your payment of the balance of US $ 5000.You have to replace the damaged records. We will appreciate it if you replace the damaged records.If understood your letter correctly, I would immediately accept your offer. Your letter is not clear at all, I cannot understand it.,用陈述句表示委婉的祈使意义,信函涉及的双方为贸易伙伴，地位是平等的。因此，一方如果希望另一方采取某种行为，一般都不使用祈使句型，而用陈述句表示自己的愿望，至于对方是否采取这种行动则留待对方定夺。It would be appreciated if you could send us your shipping instructions. ()Dont forget to send us your shipping instructions. (),少用否定形式,在商务信函中，出现一些否定和消极面的信息是难免的，如涨价等，在这种情况下，要尽量强调积极面，减少负面词汇。积极因素较消极因素更能激发对方兴趣 ，获得对方认同。尽量少用否定词，“not，cant”等；避免使用消极的词汇，“delay，unacceptable”等，多使用积极词汇，“reasonable，appreciate”等，“Please be assured that”We do not believe that you will have cause for dissatisfaction. ()We feel surely that you will be entirely satisfied. ()We cannot fill your order because you failed to send your check. ()We shall be glad to fill your order as soon as we receive your check. (),大量使用套语,公文写作常包括几个固定的步骤，商务英语信函也是如此。在长期实践中，一些比较固定的句型逐渐被普遍使用。表示自己收到对方的来函时可常用：we are in receipt of your letterwe admit receipt of your letterwe acknowledge receipt of表示自己是在回复某份函电时可用：regarding your letter of in reply to your letter ofreferring to your letter of说明白己是从何处得知对方时可用：your name and address has been given byhas referred us to you表示希望得到回函时可用：to receive your positivefavorable reply说明寄上某物时可用：Enclosed please findWe are enclosing,常用信函写作,催款信询问函与回复函邀请函,催款信 Collection Letters,催款的基本做法：寄一张月结单寄一张附带补充说明的月结单寄一封措辞正式的信函再寄一封正式催款信寄信通知对方，若不能在规定时间内付清货款，就将诉诸法律,催款信 Collection Letters,第一封催款信,Dear Sir/MadamAccount Number 6251As you are usually very prompt in settling your accounts, we wonder whether there is any special reason why we have not received payment of this account, which is already a month overdue.In case you may not have received the statement of account sent on 31 May showing a balance owing of $105.68, a copy is enclosed. We hope this will receive you early attention.Yours faithfully,催款信 Collection Letters,第二封催款信,Dear Sir/MadamAccount Number 6251As we have not received a reply to our letter of 5 July requesting settlement of the above account, we are writing again to remind you that the amount still owing is $105.68.No doubt there is some special reason for the delay in payment, and we should welcome an explanation together with your remittance.Yours faithfully,催款信 Collection Letters,第三封催款信,Dear Sir/MadamAccount Number 6251We do not appear to have received replies to our previous requests of 5 and 16 July for payment of the sum of $105.68 still owing on this account.It is with the utmost regret that we have reached the stage when we must press for immediate payment. We have no wish to be unreasonable, but failing payment by 7 August you will leave us no choice but to place the matter in other hands.We sincerely hope this will not become necessary.Yours faithfully,催款信 Collection Letters,最后一封催款信,Dear Sir/MadamAccount Number 6251We are surprised that we have received no reply to the further letter we sent to you on 28 July regarding the long overdue payment of $105.68 on your account.Our relations in the past have always been good. Even so we cannot allow the amount to remain unpaid indefinitely. Unless the amount due is paid or a satisfactory explanation received by the end of this month, we shall be reluctantly compelled to put this matter in the hands of our solicitors. Yours faithfully,催款信 Collection Letters,使用坚定而又通情达理的语气提及最初的付款日期申明处罚条例（如合同中有规定）提及已经给予的宽限期给出新的最后期限指出后果,询问函,向以前从未打过交道的供货商咨询时，要提及你是如何得知对方公司的，而且要详细介绍你公司的情况。为树立良好的商业信誉，要认真回复这种询问函。“四点方案”：概述、提供详细情况、提出要求、结尾处提供联系电话。,询问函 Enquiries,Dear Sir/MadamXX inform us that you are manufacturers of polyester cotton bedsheets and pillow cases.We are dealers in textiles and believe there is a promising market in our area for moderately priced goods of this kind.Please let me have details of your various ranges including sizes, colors and prices, together with samples of the different qualities of material used.Please state your terms of payment and discounts allowed on purchases of quantities of not less than 500 of specific items. Prices quoted should include delivery to our address shown above.Your prompt reply would be appreciated. Yours faithfully,回复函 Replies,Dear Ms DenningI was glad to learn from your letter of 18 July of your interest in our products. As requested our catalogue and price list are enclosed, together with details of our conditions of sale and terms of payment. We have considered your proposal to place orders for a guaranteed minimum number of machines in return for a special allowance. However after careful consideration we feel it would be better to offer you a special allowance on the following sliding scale basis.On purchases exceeding an annual total of:$1000 but not exceeding $3000 3%$3000 but not exceeding $7500 4%I feel that an arrangement on these lines would be more satisfactory to both our companies.I look forward to working with you and hope to hear from you soon.Yours sincerely,邀请函,邀请函写作时要简洁热情，内容明确，将时间和地点等事宜写清晰，同时要显示我方的诚意。Beginning: This letter is to formally invite you to We are writing to inform/confirm/request you that We are inviting you for It is indeed a great pleasure to invite you,邀请函,Informing the details: The meeting will start with The seminar will offer an excellent opportunity forEnding: Your presence will take the event to a different height and it will be an encouragement for all of us. We consider your participation in this conference vital and dispensable and strongly hope you will attend.,常用句型,43,（1）感谢对方的来信,Thank you for your letter on November 10.,44,（2）对来信进行回复,45,（3）回复来信中的有关问题,46,（4）回复来信中提出的要求或指示,47,（5）表达满意和欣喜,48,（6）表达遗憾和惊讶,49,对于主动和对方联系的商务信函，可以用以下方式开头。,（1）通过别人的介绍了解到对方,50,（2）对以前信函的补充或确认,51,（3）通知对方一些情况,52,2. 英文商务信函的结尾,商务信函的结尾应该简洁、中肯，与写信的主旨相符。根据是否需要对方回复可把结尾分为两类。,53,对于期待对方回复的信件，可以用以下的方式结尾。,54,对于期待对方回复的信件，可以用以下的方式结尾。,We are looking forward to your reply.We await to hear from you again soon,55,对于无须对方答复的信函，可以用以下两种方式结尾：（1）表达感谢或希望继续合作的意愿,56,（2）表达歉意,