外贸函电书写格式.ppt

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 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, complete 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 business world has become accustomed to such established practices.,Layout of a Business Letter 商业信函的格式,Three major forms Indented 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 Foodstuffs Imp & Exp Corp. 8 Jianguomen Nei Dajie Beijing 10005, China Telephone: 86-10-6526-8888 Fax: 86-10-6527-6028 E-mail: carlcofco.com.cn 10.Our Ref. Your Ref. 2.Date: 15th November, 20- 3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England 8.Attention: Import Dept. 4.Dear Sirs, 9.Aquatic Products 5.We thank you for your enquiry of 5 November. 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 fax 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/AN 11.Enclosures 12.cc our Shanghai Branch Office 13.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 National Cereals, Oils & Foodstuffs Imp & Exp Corp. 8 Jianguomen Nei Dajie Beijing 10005, China Telephone: 86-10-6526-8888 Fax: 86-10-6527-6028 E-mail: carlcofco.com.cn Our 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 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 fax 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),结尾敬语,10. QS/AN 11. Enclosures 12. cc our Shanghai Branch Office 13. 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 Mechanical Equipment Limited 2076 West Main Street Devon, EX14 0RA U.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 Corporation Jiangsu International Business Mansion, 50 Zhonghua Road, Nanjing 210001, P.R. China,单位名称,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. 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.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: 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,Blind 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 Wood Kindness 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 Hardware Products Imp& Exp Corp. Senders address: 82 Dong An Men Street Senders telephone number: 86-010-62536891 Senders email: davy_qiitthw.inf.com Date: April 25, 20- Receivers name: Compaq Computers Receivers address: 20555 SH 249, Houston TX77070, USA Attention of Marketing Department II Salutation: Dear Sirs Subject: Key Boards The message: Thanks for 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 faithfully 2 Address an envelope for the above letter.,