常用商务信函的格式和范例businessl.ppt

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1、Business Letter Business Letter 商务书信的格式 下面我们来了解一下信的格式，请看下面的例子。Mr.Thomas Davis,Smith and Brown PLC 41 Fountain Street Beijing 100010 Tel:6325 Fax:6326 James Brown Sales Manager David Advertising Ltd.33 Corn Road Beijing 100010 15 April 2004 Dear Mr.Brown,Re:New Product Advertisement Booking Thank you

2、 for your letter of 12 April 2004 concerning our new product advertisement booking.I am writing to inform you that certain changes have been made because we have increased the budget on the advertising campaign.We need to change the following details.Firstly,we would like to book color page adverts

3、instead of black and white.In addition,we would like our adverts to appear in four issues rather than two,that is,June,July,August and September.Finally,I would be grateful if you could quote us a new price and offer us a 10%discount considering the large number of issues in which we place the adver

4、ts.I am sorry for any inconvenience this has caused and look forward to your early reply.Yours sincerely Thomas Davis Manager Enc.寄信人的地址（senders address）收信人的地址（recipients address）日期（date）10th April 2004（英式英语）或者 April 10,2004（美式英语）称呼语（salutation）信的主题（subject 或者 regarding 加上冒号，regarding 经常被缩写为 re:）说明这

5、封信主要说的是什么内容。1、每个单词的首字母大写：Re:New Product Advertisement Booking 2、每 个 单 词 的 字 母 都 大 写，但 是 不 用 加 横 线：SUBJECT:NEW PRODUCT ADVERTISEMENT BOOKING。3、如果不用 Re 或者 subject 可以直接写为：NEW PRODUCT ADVERTISEMENT BOOKING 或者 New Product Advertisement Booking。以上 3 种可以任选。信的正文（body）1、信的首段：（introductory paragraph）通常正式信函的第一

6、段会表明写信的原因、目的或者根据什么来写这封信。2、信的主段（main paragraph）信的主要内容通常放在此段。此段根据内容的多少可另分为数段。3、结束段（concluding paragraph）在信的结束段，通常会根据情况表达感谢或盼望对方回信等。结束语（complimentary ending）结束语根据称呼语的不同而不同。如果知道收信人的姓名，用 Yours sincerely 如果不知道收信人姓名，用Yours faithfully 签名（signature）职位或称谓（position/title）内附（enclosures，缩写为 Enc.）表明随信还寄去了何种文件或物品。

7、商务书信写作常用句型 指出写这封信的背景 With reference to Further to,Thank you for解释写信原因 I am writing to I am writing to confirm I am writing to enquire about I am writing to inform you I am writing apologize for I am writing to apply for I am writing to complain about 提出要求 I would be grateful if you could I would app

8、reciate it if you could Could you possibly.?表示感谢 Thank you for 随信寄去的材料 Please find enclosed I am enclosing We enclose 表示道歉 I regret that I am afraid that I am sorry that I apologize for I wish to offer my sincere apologies for 同意别人的要求 I would be delighted to确认某事 I am pleased to confirm that I confor

9、m that I can assure you that告知对方坏消息 Unfortunately,I am afraid that 表达对一件事情的紧急处理 at your earliest convenience.without delay.as soon as possible.结束信件用语 Thank you for your help.Please contract us again if we can help in any way.there are any problems.you have any questions.you soon.you next Wednesday.I

10、 look forward to hearing from/meeting/seeing you soon/next Monday.询问信 询问信主要是要用来咨询价格、产品情况、付款方式或是向对方索要产品目录等，而回复询问信则是回答上述情况。写询问 信询问有关对方产品或服务的信息，往往是同对方建立贸易关系第一步。询问信内容主要是 索要产品目录（catalogue）介绍产品的宣传手册（brochure）价目表（price list）付款 条件（terms of payment）等。Dear Sir or Madam,I have seen your advertisement in the cu

11、rrent issue of Office Monthly and am interested in your range of office stationery.I would be grateful if you could send me your latest catalogue and price list.I look forward to hearing from you.Yours faithfully Dear Sir or Madam,I saw your advertisement in todays Times and am very interested in yo

12、ur product range.Would you please send me full details,prices and samples of your products?I look forward to hearing form you soon.Yours faithfully 询问信常用句型及注意事项 首先应该提及广告内容，即在什么时候和什么媒介上看到这个广告：With reference to your advertisement in I have seen your advertisement in I saw your advertisement in I am wr

13、iting to enquire about 或者直接询问信息：I am very interested in and I would like to know 要求对方采取行动 I would be grateful if you could send me Could/Would you please send me?Please send me 结束信函 I look forward to your early reply.I look forward to hearing form you.I look forward to receiving your reply.注意事项 1、在信

14、的开头说明你所想问的问题。2、提出你的愿望或要求。3、希望对方回复。Write a letter to Cindy Smith asking for catalogue,prices and terms of payments of the furniture 回复询问信 回复询问信就是根据客户的来信回信说明自己公司情况并寄去价目表、目录等。Dear Ms Smith，Thank you for your enquiry of 2 October 2004 about our office furniture.We have pleasure in enclosing our latest c

15、atalogue and price list.We hope you will find it of interest.If you require any further details,please do not hesitate to contact us.Yours sincerely 回复询问信常用句型及注意事项表示感谢 Thank you for your letter(enquiry)of(date).提及来信内容 With reference to your letter(enquiry)of,asking if Thank you for your letter(enqui

16、ry)of,enquiring about/requesting/concerning表达随信附上或寄送 We have pleasure to enclose We are pleased to enclose We enclosed Please find enclosed We are sending 注意事项 1、在信的开头表示感谢。2、表明随信附上何种物品。3、结尾盼望对方来函或表示愿意回复对方问题。David Bush wrote a letter to enquire about the GH85 pocket radio.Please reply his letter and

17、give him some information about your product.邀请信及其回复 Dear Mr.Pearson，I am the Secretary of a small business club in our city.We are organizing a reception for our business clients next Tuesday 23 May.We hope you will be able to attend the reception and give us a talk.I would be grateful if you could

18、 tell me which topic you are interested in.The dinner will begin at 8:30pm and please dress formally.We will meet all your expenses here and look forward to seeing you.Yours sincerely 回复邀请信常用句型邀请 1.正式 I take great pleasure in inviting you to an international sales conference.2.非正式 We are organizing

19、and would(very much)like you to attend.I should like to invite you to .You are invited to attend .接受邀请 1.正式 thanks()for the kind invitation to and will be delighted/pleased to attend.2.非正式 I would be delighted to attend 拒绝邀请 1.正式 thanks but regrets that cannot/is unable to attend due to 2.非正式 Unfort

20、unately I have already agreed to and will therefore be unable to attend Write a letter of invitation to Mr.Black,asking him to pay a visit to your company.Email Email Format of the e-mailTheSalutation称呼TheBody正文TheComplimentaryClose结束语TheSignature落款Salutation正式邮件：称呼公司“Dear Sirs”（英式）或者“Gentlemen”（美式）

21、或者“To Whom It May Concern”半正式邮件：“Dear Mr.James”（男士）或者“Dear Madam”（女士）熟悉的人：Dear James 给多人发邮件：“Hello all”或者 “Hi”或者“Hello”。给不确定身份或不认识的人写邮件时，也可使用Hello Body电子邮件的语言一般较为口语化写作时的基本原则是简明，清晰，紧扣主题一般控制在三段以内。如果信息太多，通常采用附件的方式来表达。Dearall,OurcompanyisinvitingeveryonetohavefuninthebeautifulresortLongIslandfor3days(De

22、c24to26).PleasefindtheitineraryintheattachmentandsignupinRoom606ASAP.ThedeadlineisDec1.AllhavetocomebacktoworkonDec27.Regards,AdamLeeHRManager注意开首句的使用注意开首句的使用Withreferenceto_Thankyouforyouremailofyesterday.Furthertoourtelephoneconversation,_例如：Mr.Yang,Nicetohearfromyou.Aboutthetechnology,youmayconsu

23、ltwithMr.Jackson.Heisourrepresentativeandfamiliarwithit.Hiscontactinformationislistedbelow.Thankyouforyourinterest.AllthebestJamesWangAusterCircuits,Inc.10080WillowCreekRoadSanDiego,Ca.92131845-803-0010 x311Complimentary Close电子邮件由于其非正式的特点，结束语可使用非正式语句。例如：Bestregards.Bestwishes.Allthebest.Thankyou(fo

24、ryourhelp).也可根据邮件的内容使用正式的结束语，例如：Yourssincerely,Sincerely,Yoursfaithfully,Yourstruly,Signature落款包括发件人姓名、职务、公司名称、公司地址、电话、电子邮件地址、公司网址 关于落款，最好能手签以后做成图片上传至姓名栏例如：JakeKrokerInternationalOfficerTheUniversityofAdelaide,AUSTRALIA5005Ph:+61883134738Fax:+61883136492e-mail:Zhang Peng Services Department The Nati

25、onal Bank Tel:(86)-10-6666-7777 E-mail:Dear Mr.Jack,Im a member of manufacture engineering department of our company.At present,Im in charge of manufacturing process of NO.6789.Could you please offer us the relevant files of it before next Wednesday?Best regardsJohn,supervisor Manufacture engineerin

26、g departmentTel:021-77788888 Requests 提出要求提出要求 Follow-up 跟进进度跟进进度 Reminders 提醒对方提醒对方 Apologizing 表示道歉表示道歉Certain patterns of main message提出要求提出要求Iwouldbegratefulifyoucould_Iwouldappreciateitifyoucould_Couldyouplease_?（moreinformation)Iamwritingtoinform/applyfor./request/etc._DearJames,Thanksforyourp

27、reparationandtimeonthisproject.Astotheexactimplementationdate,JacksonwillcoordinatewiththesupervisorsinvolvedandletyouknowbyDecember7.Sincethistrainingisnotinouroriginalapprovedbudget,Iwouldappreciateitifyoucouldprovidemewithsomecostinformation.Thankyouverymuch.BestregardsHello,IamamemberofR&DDepart

28、mentofABCgroup.OurcompanyisaspecialPCmanufacturesupplier,weareveryinterestedinyourrelevantproduct.WewonderifyouhavetheagentsinChina,andcouldyoukindlyprovidewiththeAgentsE-mailortelephonenumberforus.Thankyouverymuch!BestRegardsTonyYangto:跟进进度跟进进度Iamwritingtofollowuponourearlierdecisionto_.Asafollow-u

29、ptoourphoneconversationyesterday,Iwantedtogetbacktoyouaboutouragreementto_.Asafollow-uptoourmeetinglastweek,_.Accordingtowhatwediscussedlastweek,_.HelloMason:Wehadameetinglastweek,youremember?Aboutthesampletestwediscusslastweek,wehavepreparedwellthetestvehicleandmaterial.Couldyousendussomesamplefort

30、estassoonaspossible.Anythingneedwedo,pleasefeelfreetocontactwithus.Thankyouverymuch.BestRegards.TonyYangto:提醒对方提醒对方Justanotetoconfirmyouwillbe_ _ _ .Imjustwritingtoremindyouof_ _ _ .Justaremindertoyouthat_ _ _ .HiSally,Nicetalkingtoyou.Iwillgetthefullprocessoftheinterconnectforyoutomorrow.Besidethat

31、dontforgettoarrangememeetingwithyourteamon17/03/09inyourfactory.Iwillcoordinatewithyouontheschedulesoon.ThanksandBestRegards.LinDearHarold,Recognizingyourverybusyschedule,ImsendingyouthisnoteasareminderthatyouweregoingtoselecttensalesmanagerswhowillparticipateinourupcomingmanagementdiscussiononDecem

32、ber15.Pleasecheckoffthenamesofthosewhowillbeattending.Imsincerelylookingforwardtoworkingwithyouonthis.BestregardsSuiter表示道歉表示道歉Iregretthat_ _ _.Iamafraidthat_ _ _.Iapologizeforthat_ _ _.Unfortunately,Ihavesomebadnews.Itwasapitythat_ _ _.DearJames,I apologize for not replying sooner to you.Christinei

33、sbackthisweek.AfterwediscussedtheManagementtrainingwithourproductionmanagers,we are afraid we have to postponethistrainingduetotherecenteconomiccrisis.Becauseofthis,weareutilizingourfinancialandtimeresourcesinotherareasatthistime.Productionmanagementpreferstopostponethistraininguntilatleastthe2ndqua

34、rterof2009.Your patience and cooperation are highly appreciated.Iwillinformyouattheappropriatetimetoreschedulethistraining.Bestregards,NicoleCommunication Communication LettersLettersPress ReleasePress Release 新闻发布新闻发布函函新闻发布函是企业向外界（新闻界或其他媒体）发布的有新闻价值的告示。但新闻发布函不是广告，具有宣传性并能引起公众的关注。一般来说，企业向媒体发出新闻发布函主要有以

35、下几个原因：1、高层人事变动 2、有关重大事件或决策改变 3、介绍新产品 4、办公室迁址 新闻发布函的构成新闻发布函的构成新闻发布函的构成新闻发布函的构成1 标题：文字得体、明快。2 开头段：向媒体展示要发布的主要新闻，要求能抓住对 方注意力。3 中间段：详细介绍所要发布的新闻的主要内容，重点突 出、内容清晰、语言正式。4 结束段：作出简要小结，或简要重复和概括主要信息。Singapore Airlines News ReleaseSingapore Airlines News ReleaseRelease date:30 March 2010Release date:30 March 201

36、0Bring Added Luxury to Economy ClassBring Added Luxury to Economy ClassIn its continuing efforts to offer outstanding passages comfort In its continuing efforts to offer outstanding passages comfort and services,Singapore Airlines is introducing fully reclining and services,Singapore Airlines is int

37、roducing fully reclining seats in the Economy Class cabins of its 747S.seats in the Economy Class cabins of its 747S.The first aircraft to be equipped with the news seats entered The first aircraft to be equipped with the news seats entered service yesterday on the Singapore-Taipei-Tokyo route.It wi

38、ll be service yesterday on the Singapore-Taipei-Tokyo route.It will be used on various services over the coming weeks.used on various services over the coming weeks.The Top Director of Marketing Services said this service provided The Top Director of Marketing Services said this service provided gre

39、ater sleeping comfort than standard Economy Class seats,greater sleeping comfort than standard Economy Class seats,which is implied on distance routes.which is implied on distance routes.The director also promised that more new features were on The director also promised that more new features were

40、on the way.This was the latest example of our commitment to the way.This was the latest example of our commitment to continually improve our product and service,but there would continually improve our product and service,but there would be much more to come.We would announce many more be much more t

41、o come.We would announce many more exciting enhancement in our services.exciting enhancement in our services.This improvement cost SIA US$4 million per aircraft to install This improvement cost SIA US$4 million per aircraft to install the seats in the Economy Class cabin of 747S.the seats in the Eco

42、nomy Class cabin of 747S.For further information,please contact:For further information,please contact:Affairs OfficeAffairs OfficeTel:65-54158880Tel:65-54158880Fax:65-54560083Fax:65-54560083新闻发布函的注意事项 1 使用第三人称，以局外人或新闻报道员的身份写作，以显 示报道的客观性。2 使用比较简洁的句子，文字尽量轻快有力，避免出现平淡、枯燥、拗口的文字。3 尽可能激发或引起人们的兴趣，避免发布函听起来像

43、广告。4 发布函要回答如下问题：发生的事件、涉及到的人物、发 生的时间和地点，新闻发布的报道价值Meeting MinutesMeeting Minutes 会议纪会议纪要要会议纪要是详细记录会议情况的文书，如会议的时间、地点、讨论的问题等。会议纪要的组成要素会议纪要的组成要素会议纪要的组成要素会议纪要的组成要素会议时间、地点、组织者或主持人、参会人员会议主题会上讨论的集体问题、是想、意见或建议作出了什么决定、尚未解决的问题以后的活动方案散会记录记录员签字、签字日期MINUTES OF ENGINEERS CLUB MEETINGTIME:Tuesday,January 28,2009,3:0

44、0 PMTIME:Tuesday,January 28,2009,3:00 PMPLACE:Room 209 of Lab CenterPLACE:Room 209 of Lab CenterCHAIRPERSON:President Suiter LeeCHAIRPERSON:President Suiter LeePARTICIPANTS:18 club menbersPARTICIPANTS:18 club menbersSUBJECT:Major club activities for the new yearSUBJECT:Major club activities for the

45、new yearThe membership committee reported positive reaction to the The membership committee reported positive reaction to the membership meeting held during the two weeks period from January membership meeting held during the two weeks period from January 6-17.Four new members will join the club at

46、the February meeting.6-17.Four new members will join the club at the February meeting.During discussion,it was suggested that the club plans an informal During discussion,it was suggested that the club plans an informal reception to welcome the new members.The membership committee reception to welco

47、me the new members.The membership committee will consider the suggestion.will consider the suggestion.A team of three engineers will be selected from the Engineers A team of three engineers will be selected from the Engineers Club to travel to Power Control Systems Cooperation in Club to travel to P

48、ower Control Systems Cooperation in September for training on installation requirements for electric September for training on installation requirements for electric bus propulsion systems.Applications begin at the beginning bus propulsion systems.Applications begin at the beginning of February.Its

49、deadline is February 25.of February.Its deadline is February 25.Preparations should be made for the election of new Preparations should be made for the election of new president and the vice-president.The current secretary has president and the vice-president.The current secretary has another year r

50、emaining in office.another year remaining in office.The meeting was adjourned at 4:15 PMThe meeting was adjourned at 4:15 PM(signature)(signature)Paul SandersPaul SandersJanuary 29,2009January 29,20091 逐字逐句记录的会议纪要 这类会记议纪要记录会议上讨论的一切内容，要逐字逐句记录。2 记录决议的会议纪要 这类会议纪要只记录会议上做出的决议或结论，不需要记录会议过程中的讨论。注意这类纪要需精确记住