《商务英语信函》PPT课件.ppt

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1、 一封正式的英文一封正式的英文书信通常包括下面几个信通常包括下面几个组成部分：信成部分：信头(Heading)、信内地、信内地址址(Inside Address)、称呼、称呼(Salutation)、正文、正文(Body)、结束束语(Complimentary Close)、签名名(Signature)、附件、附件(Enclosure)、副本副本转送送(Carbon Copies)、再启、再启(Postscript)等。等。英文书信的组成部分英文书信的组成部分英文书信的组成部分英文书信的组成部分 关于称呼关于称呼 不认识的人：不认识的人：不认识的人：不认识的人：Dear Sir/MadamDe

2、ar Sir/Madam 认识但不熟悉的人：认识但不熟悉的人：认识但不熟悉的人：认识但不熟悉的人：Dear Mr./Mrs./Ms./Dr./Prof.SmithDear Mr./Mrs./Ms./Dr./Prof.Smith 朋友：朋友：朋友：朋友：Dear MaryDear Mary 关于结束语关于结束语 写给机关、团体或不认识的人：写给机关、团体或不认识的人：写给机关、团体或不认识的人：写给机关、团体或不认识的人：Yours truly,Truly Yours truly,Truly yours,Yours faithfully,Yours sincerelyyours,Yours fa

3、ithfully,Yours sincerely 写给长者或上级：写给长者或上级：写给长者或上级：写给长者或上级：Yours respectfully,Respectfully Yours respectfully,Respectfully yours,Yours obediently yours,Yours obediently 朋友或亲戚：朋友或亲戚：朋友或亲戚：朋友或亲戚：Yours,Ever yours,Yours ever,Yours Yours,Ever yours,Yours ever,Yours affectionately,Lovingly yours,(Much)Love,

4、With affectionately,Lovingly yours,(Much)Love,With Love,Your devoted friendLove,Your devoted friend 信件常用称呼和落款用法信件常用称呼和落款用法信件常用称呼和落款用法信件常用称呼和落款用法情况称呼落款未知收信人姓名DearSir(s)DearMadamDearSirorMadamYoursFaithfullyFaithfullyYours知道收信人的姓名，但关系一般DearMr.BushDearMs.BushDearDr.BushDearProf.BushYoursSincerelySincer

5、elyYours知道收信人姓名且关系亲密DearMaryDearSmithBestregardsBestwishesLoveWith(Lotsof)Love 英文书信的基本原则英文书信的基本原则英文书信的基本原则英文书信的基本原则 英文书信的书写可概括为英文书信的书写可概括为英文书信的书写可概括为英文书信的书写可概括为7 7个个个个C C原则原则原则原则：Completeness Completeness（完（完（完（完整）整）整）整）,Clarity,Clarity（清楚）（清楚）（清楚）（清楚）,Concreteness,Concreteness（具体）（具体）（具体）（具体）,Conci

6、seness,Conciseness（简明）（简明）（简明）（简明）,Correctness,Correctness（正确）（正确）（正确）（正确）,Courtesy,Courtesy（谦恭）（谦恭）（谦恭）（谦恭）,ConsiderationConsideration（谅解）。（谅解）。（谅解）。（谅解）。商务信函商务信函 Business Letter Business LetterContentlDefinitionlLayout/TypelLanguage FeatureslTranslation Principles lPractice&Analyses书信是日常生活中常用的文体，是

7、用以交涉事宜、书信是日常生活中常用的文体，是用以交涉事宜、书信是日常生活中常用的文体，是用以交涉事宜、书信是日常生活中常用的文体，是用以交涉事宜、传达信息、交流思想、联络感情、增进了解的重要工传达信息、交流思想、联络感情、增进了解的重要工传达信息、交流思想、联络感情、增进了解的重要工传达信息、交流思想、联络感情、增进了解的重要工具。具。具。具。书信一般可分为商务信函或公函（书信一般可分为商务信函或公函（书信一般可分为商务信函或公函（书信一般可分为商务信函或公函（Business Letter Business Letter Business Letter Business Letter or

8、Official Correspondenceor Official Correspondenceor Official Correspondenceor Official Correspondence）和私人信件（）和私人信件（）和私人信件（）和私人信件（Private Private Private Private LetterLetterLetterLetter）两大类。）两大类。）两大类。）两大类。商务信函：商务往来中的信件，是商务信函：商务往来中的信件，是商务信函：商务往来中的信件，是商务信函：商务往来中的信件，是“人们互相联系，人们互相联系，人们互相联系，人们互相联系，彼此交往，交

9、流思想，沟通信息，洽谈事物所使用的彼此交往，交流思想，沟通信息，洽谈事物所使用的彼此交往，交流思想，沟通信息，洽谈事物所使用的彼此交往，交流思想，沟通信息，洽谈事物所使用的一种应用文体。一种应用文体。一种应用文体。一种应用文体。”英语商务信函的格式与汉语的信函格式有明显区别，英语商务信函的格式与汉语的信函格式有明显区别，英语商务信函的格式与汉语的信函格式有明显区别，英语商务信函的格式与汉语的信函格式有明显区别，应先确定商务信函各要素的含义，然后再进行得体的应先确定商务信函各要素的含义，然后再进行得体的应先确定商务信函各要素的含义，然后再进行得体的应先确定商务信函各要素的含义，然后再进行得体的翻

10、译。翻译。翻译。翻译。Layout of a Business Letter 商业信函的格式Three major forms1.Indented Form 缩格式2.Blocked Form 齐头式3.Modified Blocked Form 改良齐头式缩格式示例日期靠右日期靠右具体收信人具体收信人和事由居中和事由居中段首缩格段首缩格结尾敬语和结尾敬语和落款偏右落款偏右除信头外全除信头外全部左对齐部左对齐段落之间用段落之间用空格空格齐头式示例案号和日期案号和日期靠右靠右落款偏右落款偏右改良齐头式示例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

11、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收信人名称地址：逐行右缩址：逐行右缩写信人名称地写信人名称地址址齐头式举例写信人名称地写信人名称地址址收信人名称地收信人名称地址：左端对齐址：左端对齐Parts l?英语商务信函的构成英语商务信函的构成基本部分基本部分其他部分其他部分信头(Letter Head),日期(Date),封内地址(Inside Address),称呼(Salutation or Greeting),信的正文(Body of the Letter),结束礼词(Complimentary Close),签名

12、(Signature)附件(EnclosureEnc.),附言(PostscriptP.S.),经办人姓名(Attention Line),事由(Subject or Heading),查号或参考编号(Reference No.),抄送(Carbon Copy Notation C.C.)英文商务信函的格式和结构英文商务信函的格式和结构1.1.信头信头 letter headletter head2.2.编号（写信人的名字缩写）和日期编号（写信人的名字缩写）和日期 The The sender name and the datesender name and the date3.3.信内地址信

13、内地址 The inside addressThe inside address4.4.事由事由 The subject heading/The subject heading/主办人主办人 (Attention)(Attention)5.5.称呼称呼 The salutationThe salutation6.6.开头语开头语 The open sentencesThe open sentences7.7.正文正文 The body of the letterThe body of the letter8.8.结尾语结尾语 The complimentary closeThe complim

14、entary close9.9.结束敬语结束敬语 The complimentary closeThe complimentary close10.10.签名签名 The signature/The signature/职务职务 (Position)(Position)打字员或拟稿人员首字母打字员或拟稿人员首字母(Initials)(Initials)附件附件 (Enclosure/Enc)(Enclosure/Enc)抄送抄送 (Carbon copy/C.C.)(Carbon copy/C.C.)附言附言 (Postscript/P.S)(Postscript/P.S)1.1.1.1.标题

15、标题标题标题2.2.2.2.发函字号发函字号发函字号发函字号3.3.3.3.收函单位或收件人姓名收函单位或收件人姓名收函单位或收件人姓名收函单位或收件人姓名4.4.4.4.正文正文正文正文5.5.5.5.结束套语结束套语结束套语结束套语6.6.6.6.发函单位或发函人姓名发函单位或发函人姓名发函单位或发函人姓名发函单位或发函人姓名7.7.7.7.发函时间发函时间发函时间发函时间8.8.8.8.附件附件附件附件中文商务信函的结构中文商务信函的结构Opening/Contact Para.Opening/Contact Para.Opening/Contact Para.Opening/Conta

16、ct Para.Main BodyMain BodyMain BodyMain BodyClosing Para.Closing Para.Closing Para.Closing Para.1.1.1.1.建立业务关系函建立业务关系函建立业务关系函建立业务关系函 (cooperation intention)(cooperation intention)(cooperation intention)(cooperation intention)2.2.2.2.产品推销函产品推销函产品推销函产品推销函 (promotion)(promotion)(promotion)(promotion)3.

17、3.3.3.资信查询函资信查询函资信查询函资信查询函 (credit inquiry)(credit inquiry)(credit inquiry)(credit inquiry)4.4.4.4.询盘函询盘函询盘函询盘函 (inquiry)(inquiry)(inquiry)(inquiry)5.5.5.5.发盘还盘函发盘还盘函发盘还盘函发盘还盘函 (offer and counter-offer)(offer and counter-offer)(offer and counter-offer)(offer and counter-offer)6.6.6.6.订购函订购函订购函订购函 (p

18、urchase)(purchase)(purchase)(purchase)7.7.7.7.装运通知函装运通知函装运通知函装运通知函 (shipment)(shipment)(shipment)(shipment)8.8.8.8.支付结算函支付结算函支付结算函支付结算函 (payment)(payment)(payment)(payment)9.9.9.9.索赔函索赔函索赔函索赔函 (claim)(claim)(claim)(claim)10.10.10.10.保险函保险函保险函保险函 (insurance)(insurance)(insurance)(insurance)商务信函分类：商务信

19、函分类：1010种商务信函涵盖了商品种商务信函涵盖了商品交易过程中的各个环节。交易过程中的各个环节。（1）用词规范正式，多用书面语商务信函用语商务信函用语日常用语日常用语中译文中译文in accordance withaccording to根据根据in advance of/prior to before 之前之前inform/advisetell通知通知duplicatecopy副本副本dispatchsend发货发货otherwiseor否则否则thereforeso因此因此In connection with/in view ofabout鉴于鉴于l我我们们确确认认已已经经以以电电报报

20、的的方方式式给给你你们们发发出出了了一一项项实实盘盘，该该实实盘盘成成立的条件就是你们的答复在立的条件就是你们的答复在10月月10日之前到达我们这里。日之前到达我们这里。l1.现确认已向贵方电发实盘，现确认已向贵方电发实盘，10月月10日前复到有效。日前复到有效。lWe confirm that we have sent you a firm offer by telegraph and it is subject to your reply reaching us by October 10.lWe confirm having cabled you a firm offer subject

21、 to your reply reaching us by October 10.2.2.We are pleased to advise you that We are pleased to advise you that your order NO.105 has been your order NO.105 has been dispatcheddispatched in accordance within accordance with your instruction.your instruction.我们很高兴地通知你们：第我们很高兴地通知你们：第105105号订单货号订单货物已遵

22、照你方指示运出。物已遵照你方指示运出。2）用词准确、专业性强：大量使用专业术语、缩略语：大量使用专业术语、缩略语lcoveragel覆盖？覆盖？险种险种 险别险别lYour information as to the coverage you would like would be appreciated.l敬请告知贵方希望的险种。敬请告知贵方希望的险种。ldraftl草稿草稿？汇票汇票lAs to the affairs on negotiation of draft,we would like to have them preformed at the Bank of Taiwan,Tai

23、pei.l有关汇票之承兑事宜，本公司希望由台北的台湾银行完成。有关汇票之承兑事宜，本公司希望由台北的台湾银行完成。lceiling l天花板？天花板？最高费用最高费用lWe shall write and ask for their ceiling for the advertising project and then we can budget accordingly.l我们将写信询问他们广告项目的最高费用，我们将写信询问他们广告项目的最高费用，然后相应做出预算。然后相应做出预算。vPaymentPayment shall shall be made by irrevocable be m

24、ade by irrevocable L/C L/C at sight at sight to be opened in our favour.to be opened in our favour.v货款必须用以我方为受益人而开立的、不可撤销的即期信用证支付。v到岸价CIF(cost,freight and insurance)CIF(cost,freight and insurance)v离岸价FOB(free on board)FOB(free on board)v成本加运费CFR(cost and freight)CFR(cost and freight)v形式发票proforma in

25、voiceproforma invoice3.多采用礼貌客气的措辞l1.敬请敬请优先考虑上述请求。优先考虑上述请求。lYour priority to the consideration of the above request will be appreciated.l2.恳请恳请寄给我方寄给我方贵方贵方价格单和产品目录。价格单和产品目录。l Please kindly send us your price list and catalogue.l3.承蒙承蒙早日回复，早日回复，不胜感激不胜感激。lYour early reply is highly appreciated.4.用词简洁明了

26、，尽量避免使用修辞手法感感谢贵方合作。方合作。I wish to thank you,for you have cooperated with us well.Thank you for your kind cooperation.1.多用复合句l1.In order to enable us to capture a part of the market for you,we sincerely hope that you will make us a further concession,for example,a discount of 15%instead of 10%as you p

27、lanned to give us on an order worth approximately US$10,000.l为使我方替贵方打开一片市场，真诚希望贵方给予我方为使我方替贵方打开一片市场，真诚希望贵方给予我方更多更多优惠优惠，譬如，譬如，按贵方计划，订单总值约按贵方计划，订单总值约10000美元，美元，给予给予我方我方15%的的折扣折扣，而非，而非10%。l2.Your company is made up of a strong team of software experts,so you will surely succeed in developing competitive

28、 systems with such powerful technical forces.l贵公司拥有一支由软件专家组成的庞大队伍，贵公司拥有一支由软件专家组成的庞大队伍，技术力量技术力量相当雄厚，必定能够开发出具有竞相当雄厚，必定能够开发出具有竞争力的软件系统。争力的软件系统。2.多用陈述句（1）英语商务信函多用）英语商务信函多用陈述句陈述句，少用祈使句；汉语，少用祈使句；汉语多使用多使用祈使句祈使句。l敬请立刻修改信用证以便我方及时发货。敬请立刻修改信用证以便我方及时发货。l Please immediately amend the L/C to enable us to make tim

29、ely shipment.lWe should be obliged for your immediate amendment of the L/C to enable us to make timely shipment.3.大量使用套语l回复对方的来信时用：回复对方的来信时用：l兹回复贵方（某日）来函兹回复贵方（某日）来函In reply to your letter of(+日期日期)/Regarding your letter of(+日期日期)/Referring to your letter of (+日期日期)l希望对方回复时用：希望对方回复时用：l如蒙答复，当不胜感激。如蒙答复

30、，当不胜感激。/敬请回复。敬请回复。/敬请（速）回复。敬请（速）回复。lYour kind reply will greatly oblige us.Your(prompt)reply would be appreciated.l盼复盼复Looking forward to your positive/favourable/affirmative replyl收到对方来函时用：收到对方来函时用：l贵函敬悉贵函敬悉/贵函收悉贵函收悉lWe are in receipt of your letter/We acknowledge receipt of your letter/We admit re

31、ceipt of your letter l表示通知对方时：表示通知对方时：l特此奉告特此奉告We are pleased to inform youl特此函告特此函告Notice is hereby given thatl随函附上某物时用：随函附上某物时用：l同函奉上同函奉上/随函附上随函附上 Enclosed we hand/Enclosed please find/We are enclosingl表示礼貌委婉的语气用：表示礼貌委婉的语气用：l感谢贵方感谢贵方 Thank you forl很高兴很高兴We are glad/pleased to l对深表感激对深表感激We are gra

32、teful(obliged)forl非常遗憾非常遗憾 We regret tol甚为遗憾甚为遗憾 We are very sorry to4.少用否定句l请贵方来函内容更清楚些，这样我方便可立请贵方来函内容更清楚些，这样我方便可立即接受贵方报盘。即接受贵方报盘。la.Your letter is not clear at all and I cannot understand it.lb.If I understood your letter correctly,I would immediately accept your offer.l一旦我方收到贵方支票，会马上一旦我方收到贵方支票，会马

33、上填写订货单填写订货单。la.We cannot fill your order because you failed to send your check.lb.We shall be glad to fill your order as soon as we receive your check.5.适当使用被动结构l英语商务信函适当使用被动语态；汉语则很英语商务信函适当使用被动语态；汉语则很少使用被动语态少使用被动语态l望尽快报盘。望尽快报盘。lMake the offer as soon as possible.lIt is hoped that the offer is made a

34、s soon as possible.lYour prices have been agreed on with one exception.l贵公司所提供的价格已经同意，但有一项例外。贵公司所提供的价格已经同意，但有一项例外。lWe shall be obliged if you will let us know your lowest CIF New York price for 100 sets of your classical furniture No.628.l敬请告知贵公司敬请告知贵公司628型型100套古典家俱纽约到岸套古典家俱纽约到岸价的最低价格。价的最低价格。l商商务信函信

35、函术语比比较正式的公文体，行文端正，用字洗正式的公文体，行文端正，用字洗练，具有七个，具有七个语篇特征，篇特征，即即7”C”原原则：l l礼貌原礼貌原则(courtesy)l l体体谅原原则(consideration)l l完整原完整原则(completeness)l l清楚原清楚原则(clarity)l l简洁原原则(conciseness)l l具体原具体原则(concreteness)l l正确原正确原则(correctness)一、礼貌原则(courtesy)COURTESY译成“礼貌”。但是根据西方国家函电书籍作者普遍的看法，所谓COURTESY是“客气而又体谅人”的意思。这样的形

36、式很多，现在提供一些常见的供参考：（一）把命令变成请求的常用形式：Please,Will you.,Will you please.,如：a)Will you give us more detailed information on your requirement?b)Will you please(kindly)let us hear from you on these two points?（二）虚拟式（Past Subjunctive Form）如：a)Would you compare our sample with the goods of other firms?b)We wou

37、ld ask you to ship the goods by the first available vessel.c)We wish you would let us have your reply soon.d)This would seem to confirm our opinion.e)We should be grateful if you would help us with your suggestion.f)We might be of some service to you in a similar case.（三）缓和用法（Mitigation）为了缓和过分强调或刺激对

38、方，常用:We are afraid,we would say,we may(or,might)say,we(would)think,it seems(or would seem)to us,we(would)suggest,as you are(or:may be)aware,as we need hardly point out等等表达法来缓和语气，如：a)It was unwise of you to have done that.We would sayWe would say that it was unwise of you to have done that.b)You ough

39、t to have done it.It seems to usIt seems to us that you ought to have done it.c)We cannot comply with your request.We are afraidWe are afraid we cannot comply with your request.d)Our products are the very best on the market.We might sayWe might say that our products are the very best on the market.二

40、、体谅原则(consideration)强调从对方角度考虑问题，体谅对方，以对方为重。多用疑问句或陈述句代替祈使句表示建议或请求。Isnt it time you put your business on the Web?现在不正是您进行电子商务的最佳时机吗？三、具体原则(concreteness)明确不能含糊We regret that a mistake was made in handling your order.The mistake is entirely our own and we apologize for the inconveniences it has caused.四

41、、完整原则(completeness)Cellulose Tape 1/2x 3yds,with plastic dispenser 700 doz./ditto-but 1/2ditto-but 1/2“x 5 yds,1,000doz.x 5 yds,1,000doz.”这是出口商接到的一份定单中有关商品品名，规格和数量的内容。“纤维素带（幅）宽半英寸，长码，带塑料包装容器，0打；同上，但（幅）宽半英寸，长码，打。”问题是后半句不清楚。“ditto”在这里表示前面提到的纤维素带，但不能包括“带塑料包装容器”，因此，幅英寸长码的纤维素带是否要塑料包装容器没有说清楚，不完整。改成：“Cellu

42、lose Tape 1/2”x 3yds,with plastic dispenser 700 doz.Cellulose Tape 1/2“x 5yds，with plastic dispenser 1000 doz.“这样既完整，又清楚明确，不引起误解。五、清晰原则(clarity)避免使用可能产生不同理解或意义不明确的词例如：As to the steamers sailing from Hongkong to San Francisco,we have bimonthly direct services.(从香港到旧金山有直达船，)但是bimonthly 究竟是一个月两次呢，还是两个月

43、一次？不明确。六、简洁原则(conciseness)简洁是有客观标准的。虽然西方国家的作者之间在怎样用词才算简洁方面还是有争论的，不过他们的一些看法还是有一定参考价值的。怎样才能使商业书信“简洁”？西方国家作者有很多建议，先介绍如下：（一）避免使用陈旧的商业术语 陈旧的与传统的商业术语（Commercial jargon）对信的内容没有什么作用，应该避免使用。Wordy:We take liberty to approach you with the request that you would be kind enough to introduce to us some exporters

44、of cotton textiles in your cities.Would you please introduce to us some exporters of cotton textiles in your city?Concise:Please introduce to us some exporters of cotton textiles in your city.（二）要长话短说，避免罗嗦 通常商业人士每天需要阅读大量的书信，对开门见山，长话短说，直接切题的信特别欢迎。因此，写信要力求长话短说，例如：We express our regret at being unable

45、to fulfill your order on this occasion.改为 We are sorry we cannot meet your present order.要使用简洁的语言，有可能的话，尽量使用单词来代替某些娇柔做作的短语。删去不必要的形容词，如下列句子中的形容词或副词删去后并不影响句子的原意：The proposal is under(active)consideration.The answer is(definitely)correct.I would(rather)think the fare is too high.The(true)facts are as s

46、tated.（三）要注意每句句子的长短 例如：“We would like to know whether you would allow us to extend the time of shipment for twenty days,and if you would be so kind as to allow us to do so,kindly give us your reply by cable without delay.”这句话过分“客气”，使句子过长而不清楚。内容要求对方同意延期交货20天，一般情况下，应尽可能提出延期到那一天的具体日期。这句话可压缩为：Please rep

47、ly by telegram immediately if you will allow us to delay the shipment until April 21.七、正确原则(correctness)商业书信必须写得正确，因为它涉及到买卖双方的权利，义务，厉害关系，是各种商业单据（如合同）的根据。广义的说，商业书信的正确性表现在：（一）运用正确的语言水平（二）叙述得正确（三）数字要正确（四）正确理解和运用商业术语 You ask very short delivery for your order.写信的人原意是说“你们要求赶快交你们的定货。”可是short delivery不是快点交货的意思，而是“短交，交货不足”的意思，这就用错了商业术语。You require quick(prompt)delivery of your order.l格式规范l功能对等l内容忠实