外贸函电书写格式 (2).ppt

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1、Essentials and Forms of Business Letter-writing,商业信函的组成部分和格式,7C of Business Letter,1、Completeness 完整 2、Concreteness 具体3、Conciseness 简洁 4、Clarity 清楚 5、Courtesy 礼貌6、Consideration 体谅7、Correctness 正确,A business letter is written for the purpose of requesting or conveying information,making arrangements

2、for business activities or dealing with matters concerning business negotiations.What one writes should be free from grammatical blemishes,and also free from the slightest possibility of being misunderstood.Clarity,conciseness and courtesy are the essential qualities of business letters.Moreover,com

3、plete contents,correct information and language,concrete ideas and consideration for the customers needs are also important.Although a less conventional and friendlier style is preferred nowadays in business letter writing,it is still better to follow a set standard determined by custom as the busin

4、ess world has become accustomed to such established practices.,Layout of a Business Letter 商业信函的格式,Three major formsIndented Form 缩格式Blocked Form 齐头式Modified Blocked Form 改良齐头式,Parts of a Business Letter 信件组成部分,Essential Parts 必要部分1.The letterhead 信头2.The date line 日期3.The inside name and address 收信

5、人名称地址4.The salutation 称呼5.The body of the letter 信文6.The complimentary close 结尾敬语7.The signature 落款,Optional Parts 附加部分8.The attention line 具体收信人9.The subject line 事由10.The reference notation 案号11.The enclosure 附件12.The carbon copy notation 抄送13.The postscript 附言,1.China National Cereals,Oils and Fo

6、odstuffs Imp&Exp Corp.8 Jianguomen Nei DajieBeijing 10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-602810.Our Ref.Your Ref.2.Date:15th November,20-3.Messrs H.Ronald&Co.556 Eastcheap London,E.C.3,England8.Attention:Import Dept.4.Dear Sirs,9.Aquatic Products 5.We thank you for your enquiry of 5 No

7、vember.In compliance with your request,we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference.All prices are subject to our confirmation for our aquatic products have been selling well this season.Therefore,we would suggest that you advise us by a fa

8、x in case of interest.We await your early favorable reply.6.Yours truly,7.China National Cereals,Oils and Foodstuffs Imp&Exp Corp.Sig._(Manager)10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S.We require payment by L/C for a total value not exceeding USD50,000.,信函组成部分示例,组成部分分项示例,1.China N

9、ational Cereals,Oils&Foodstuffs Imp&Exp Corp.8 Jianguomen Nei DajieBeijing 10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028Our Ref.Your Ref.2.Date:15th November,20-,5.We thank you for your enquiry of 5 November.In compliance with your request,we are sending you herewith a copy of our illustra

10、ted catalogue and a quotation sheet for your reference.All prices are subject to our confirmation for our aquatic products have been selling well this season.Therefore,we would suggest that you advise us by a fax in case of interest.We await your early favorable reply.6.Yours truly,7.China National

11、Cereals,Oils and Foodstuffs Imp&Exp Corp.Sig._(Manager),结尾敬语,10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S.We require payment by L/C for a total value not exceeding USD50,000.,缩格式示例,日期靠右,具体收信人和事由居中,段首缩格,结尾敬语和落款偏右,除信头外全部左对齐,段落之间用空格,齐头式示例,案号和日期靠右,落款偏右,改良齐头式示例,各部分写法,信头和收信人名称、地址 英语：名称在上，地址

12、在下 地址先小后大 中文：名称在上，地址在下 地址先大后小,名称、地址,A UK address:Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon,EX14 0RAU.K.,公司名称,门牌号,街道,城市,邮编(在国家之前),国家,中国地址名称用英文写,Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road,Nanjing210001,P.R.China,单

13、位名称,门牌号,大楼名称,街道,邮编(在国家之前),城市,国家,用汉语拼音直译;一个地名只大写第一个字母 例如：“河南新乡青岛”Xinxiang,Henan Xin Xiang,He Nan 可用缩写:Rd.=Road,Fl.=Floor,Ave=Avenue,中国地名的翻译规范,日期,位置：美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下 均可以齐头，也可以靠右写法：美式：月-日-年英式：日-月-年,美式日期举例,日期,信头,收信人名称地址,英式日期举例,日期,收信人名称地址,称呼,信头,日期写法注意事项,月份最好用文字，如：1.2nd May,20-2.2 May,20-3.

14、September 21st,20-4.September 21,20-5.25 Aug.20-6.Oct.10,20-避免月份用数字，如11/12/20-,主意标点符号！,称呼,位置：必须齐头正规场合下常用：对男士：Dear Sir,或Dear Sirs,或Gentlemen:对女士：Dear Madam,或Dear Mesdames,建议使用：Dear Mr.Johnson,或 Dear Jack,词首字母全大写，用逗号或不用标点符号,Gentlemen后用冒号,结尾敬语,位置：齐头式靠左对齐，缩格式偏右正规场合下常用：1.Yours faithfully,2.Yours truly,3.

15、Faithfully yours,4.Truly yours,建议使用：Yours sincerely,或 Sincerely yours,第二个单词小写，结尾用逗号或不用标点符号,称呼与结尾敬语的对应关系,建议使用,落款,结尾敬语,手写签名,打印签名,职务,公司名称,具体收信人,位置：1.收信人名称地址之下 2.齐头式靠左，缩格式居中 3.要加下划线表示的是承办本信件的具体个人或部门 1.Attention:Mr.H.A.Donnan,Export Manager 2.Attention of Mr.Cave 3.To the attention of Mr.Liu Ming 4.ATTN:

16、Mr.Iverson,事由,位置：1.称呼和正文之间 2.齐头式靠左，缩格式居中 3.要加下划线表示的是该信函的主题 1.Re:Your Order No.463 2.Subject:SHEEP WOOL 3.Contract No.8904,附件,位置：落款之下，左对齐说明该信件有附件 1.Enclosure 2.Enc.3.Encl.As Stated 4.Enclosure:Brochure,抄送,位置：附件之下，左对齐表示该信件同时抄送给他人 1.明抄：cc Marketing Department 2.暗抄：bcc Mr.Simpson,Carbon copy,收信人知道被抄送,Bl

17、ind carbon copy,收信人不知道被抄送，只出现在发给被抄送人的信件里,Envelope Addressing,信封格式,写信人在上，收信人在下,信封格式不一,根据收信人名称地址的写法通常分两种格式：缩格式：收信人名称地址逐行右缩齐头式：收信人名称地址左端对齐,缩格式举例,收信人名称地址：逐行右缩,写信人名称地址,齐头式举例,写信人名称地址,收信人名称地址：左端对齐,邮寄方式,Via Air Mail(By Airmail,or Par Avion)航空Registered 挂号Parcel Post 邮包Express 快递Samples Post 样品,捎交,Mr.Charles

18、 WoodKindness of Mr.J.W.Smith 由Mr.J.W.Smith 捎交给Mr.Charles Wood,转交,最终收信人,转交人,转交人地址,Layout of E-mails,电子邮件格式,外发的邮件,收件人,被抄送人,被暗抄人,事由,主体部分,添加附件处,接收的邮件,主体部分,发件人,收件人,被抄送人,事由,日期,附件,Exercises,1 Arrange the following information in a proper form as they should be set out in a letter.Senders name:Beijing ITT

19、Hardware Products Imp&Exp Corp.Senders address:82 Dong An Men StreetSenders telephone number:86-010-62536891Date:April 25,20-Receivers name:Compaq ComputersReceivers address:20555 SH 249,Houston TX77070,USAAttention of Marketing Department IISalutation:Dear SirsSubject:Key BoardsThe message:Thanks f

20、or your offer for“Compaq”Brand Key Boards.We feel regretful that our buyers find your price a little high.If a 10%reduction can be reached,we can assure you that substantial business will materialize.We look forward to receiving your kind comments.Complimentary close:Yours faithfully2 Address an envelope for the above letter.,