外贸英语函电重点和题.pdf

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1、第一章概述一切交易都依赖于信息的交换，现代国际商业中，信息交换尤其重要。信息交换的方式有多种，有口头，也有书面。就书面而言，一般包括信函、电报、电传、传真及电子邮件。随着科学技术的发展，电报及电传的使用已日趋减少，电报可以说已绝少使用。但不论如何，信函仍为信息交换的基础。故撰写好英语函电在外贸业务中至关重要。英语业务信函(letter)电(telegram and telex)就是应用于国际外经贸业务往来的通信工具，属 于 商 业 英 语”(Commercial English)，使用应用文文体。写好英语函电应当：(1)完 整(completeness)；(2)简 练(conciseness)

2、；明了(clearness)；(4)正 确(correctness)；(5)郑 重(courteousness)。切忌：(1)单调划一；(2)矫揉造作；(3)虚张浮夸；(4)陈词滥调；(5)废字连篇。从法律的角度看，由于信函写得比较详尽，且在信函的末了签字盖章，故信函构成法律意义上的正式文件。从事国际贸易业务的公司之间远隔重洋，天各一方，他们之间的业务往来往往只能利用函电这个通信工具来建立联系纽带。互相不能晤面的公司往往通过函电去判断对方的业务及服务水平，一封庄重得体的函电(从内容到形式)可为建立一个重要的业务关系铺平道路。第二章业务英语函电的组成部分业务英语函电的组成部分可以分为基本部分和附

3、加部分。业务英语函电必须具备以下要素，其中七大要素是不可缺少的组成部分。1.Letter head 信头2.Reference and Date 案号和日期3.Inside Name and Address 封内名称及地址4.Salutation 称呼5.Body of letter/Message 正文6.Complimentary close 结尾敬语7.Signature 签名第一节基本部分英文信函的基本部分中主要包括以下几部分，下面我们将就各个基本部分进行学习。1、信头(Letter Head)信头是信笺上顶端事先印好了点有关发信人的基本情况，其中包括公司名称、地址、电话、传真号、电传

4、号、电子邮件地址、公司标识、经营范围等等。信头设计宜简洁、端庄、美观，用纸质优，以展示公司的实力和良好的信誉。2、案号和日期(Reference and Date)由于公司来往信函较多，为方便双方事后查找，一般每封信函须编函电号，其前就可以印上“Our ref:,Your ref:，一般放在日期上面。在案号书写中，前两个字母都是发函人的名字的缩写。如在“Your ref:SB/SM”中，SB表示S Bowen,而在Our ref:MH/JW中，MH则表示 Mary Hardy。(首次向对方发送函件时，对方案号不用填写。)除此之外，还有日期的问题：日期，中文写信时，日期放在信末，而英文信的日期位

5、置则位于信头和封内地址之间。日期的写法有三种：A.英式：日、月、年，如 24(th)June,2004B.美式：月、日、年，如 June 24,2004C.英美通用：无逗号间隔，如24 June 2004注意：在书写日期时，日子和年份用数字，而月份则不能用数字：为什麽日子和年份用数字，而月份则不能用数字呢？答案很简单，即使用数字表示日期往往发生误解，一定避免。如按照英式5/4/66是指1966年4 月5 0,但改为美式则为1966年 5 月4 日。如果没人告诉你是英式还是美式，你知道这是几月几日吗？无法猜测。除此之外，应避免用Instant(本月)。在美式写法中，1st,2nd,3rd,中的s

6、t,nd,rd,t h,是不使用的，而在英国使用。如：英：2(nd)March,1987/美：March 2 19873、封内名称及地址(Inside Name and Address)封内名称及地址(Inside Name and address),即收函人(Receiver)的姓名和地址。在书写收函人名称时，如果收函人为个人或以人名为公司名称时，应在名称之前，冠以适当的敬称或头衔，例如：Mr.,Mrs.,Miss.,Messer等等。Messer主要用于称呼单位，严格来说是用来称呼合伙企业或公司。例如：Mr.Michael H.Dickinson(收函人为个人)Messrs.John Sm

7、ith&Co.,LTD(以人名为公司名称)China Ocean Shipping Co.(Group)(非以人名为公司名称)收函人地址写在公司名称下一行，通常会写上门牌号及街名；城镇及邮区代码(PostCode/Zip Code)；国名。地址书写顺序由小到大。4、称呼(Salutation)称呼是发函人对收函人的敬称，根据双方的关系以及书写习惯，考虑适当用语，称呼与结尾敬语相配。英式称呼：Dear S irs/Madame,美式称呼：Gentlemen/Ladies收信人尊称称呼男性单数Mr.(Mister)Dr.(Doctor)Dear SirDear Mr.复数Messrs.(Messi

8、eurs)Dear SirsGentlemen女性未婚单数MissDear Miss.Dear Madam未婚复数MissesDear LadiesDear Madams/Mesdames兹将尊称与称呼的配合用法列表如下：已婚单数Mrs.(Mistress)Dear Mrs.Dear Madame注意：称呼的第一个字母和头衔要大写。如果收函人为个人时，可以 用：DearSirs,/Gentlemen 已婚复数Mmes.(Mesdames)Dear LadiesDear Mesdames不分已婚否Ms.Dear Ms.Dear Madam在知道收信人名字时,我们可以用：Dear Mr.Tom M

9、iller,/Dear Mr.Miller 称呼后的标点：D ear后一般用逗号(comma)；Gentlem en后一般用冒号(c o lo n),或者不用任何标点。5、正文(Body of Letter/Message)正文是业务函电的主体，是表明一封信函优劣的关键，在书写正文时应注意把握正文书写 原 则(Principles of business letter)：三个CA.清 楚(C learn ess)用普通、简单的词句B.简 洁(Conciseness)20-25个字的句子C.礼 貌(C o u rtesy)平等关系，不能以命令的语气正文开头部分主要表明写信人的心情或者写信的相关信

10、息。如：Thank you for your letterof May 20 inquiring about our products.正文的主体部分书写要开门见山，简单明了，言简意赅。如：We，d like to enclose ourcatalogue and pricelist for your reference.正文结束主要表达写信人的希望、愿望与要求等。如：m looking forward to your earlyreply/your first order.6、结尾敬语(Complimentary Close)结尾敬语是发函人在信函的结尾的客套语，最 常 用 的 业 务 英

11、语 函 电 结 尾 语 是Yoursfaithfully(英式)和Yours truly(美式)，相当于中文结尾中用的“敬上”，“谨启”等。表示敬意的 结 尾(Complimentary C lo s e)是和称呼前后匹配的。如：Dear Sirs,Yours faithfully(英式)Gentlemen:一 Sincerely yours/Yours truly(美式)业务英语函电中常用的结尾套语：Sincerely yours,Sincerely,Cordially yours,Yourssincerely,Yours truly,Yours cordially,Very truly y

12、ours,Respectfully yours.一 一 一 兹将与称呼部为大写字母;称 呼(Sanitation)结尾敬语(Complimentaryclose)备注(Rem arks)相匹配的结尾敬语列举如下：7、签 名(Signature)签 名(Signature)：是指发函人或商务机构的书信执笔人在书信上写下个人名字或公司名称。业务英语函电的签名，通常三到四行。第一行书写公司机构名称，全男 性(M ale)女 性(Female)SirSirsMadamMesdamesYours respectivelyY)urs very respectively下对上，人民对政府官员十分正式的称呼和

13、敬语Dear SirDear SirsDear MadamMesdamesYours faithfullyFaithfully yours英国的标准用法GentlemenLadiesYours trulyTruly yours美国的普遍用法Dear Mr.SmithMy dear Mr Smi由Dear Mrs.SmithDear Miss SmithDear Ms.SmithMy dear Mis.SmithYours sincerelyYours cordiallyYours very sincerelyYours very cordially由于互相熟悉的私人函，有时也用于业务函。第二行

14、用于手写签名;第三行是印刷体签名；第四行用于打印签名人的姓名和头衔(如President,Director,Manager,Section chief)或所属部门。e.g.SMITH&SON COMPANYHandwritingEdward N.MegayManger,Sales Department此外，有时候在商业信件中我们常用P.P.表示代理签字。第二节附加部分业务英语函电的组成部分中除了基本部分之外，往往根据业务往来的需要适当增加相关的附加部分1、经办人(Attention)如果收函人为某单位，而发函人希望某人或某部门特别注意并直接收到该信函时，则可以加上For the attenti

15、on of或Attention”，该部分一般放在封内地址与称呼之间。例如：Attention:Mr.Michael John/For the attention of Financial Department2、事由/主题(Subject)为了节省时间，便于收件单位或个人快速将函电传递到相关部门或个人及时处理，可在信函正文开头加上事由或主题，其表示方式可以为“Subject”或“Re”字样，也可不加任何单词，直截了当开头。例如：A:Subject:General Agency AppointmentB:Re:ZHONG HE V.0063E.TRIU 9551882C:PURCHASING S

16、ILK PAINTINGS3、鉴定查对符号(Identification Marks)为了便于查考，业务英语函电中常将发函人及打字员姓名的第一个字母打在信末，一般发函人的姓名缩写大写字母，打字员的姓名缩写用小写字母，也有的全部用大写字母。例如:CYC/ob CYC:ob CYC obCYC/OB CYC:OB CYC OB4、附件(Enclosure)如信函带有附件，应在正文中指出，同时在信函末尾注明。例如：Enclosure(s)Enclosure:One Cope of InvoiceEnclosures 4Encl.Ends.5、副本抄送(Carbon Copy)如信函有抄送第三方及相关

17、人的必要，则在信尾注明，写法有两种：A.CC(CC to,C.C.,复数时打c cs),其后接抄送单位或人名称、地址B.BCC(blind carbon copy,隐蔽抄送)。这种抄送只有收函人自己清楚，其他收函人均不知道已收到该函副本。6、附言(Postscript)当信函已打妥，但发现仍有内容没写完，需要进行补充，此时则可在信尾打上“P.S.”(Postscript)符号，然后写上要补充的内容。附言应尽量避免，时间允许的话，最好重打信函。7、续页(Continuation Sheet)如信函内容过长，一张信笺不够用，则需要使用续页，使用时要注意：续页必须用空白纸张，一般不使用印有信头的信笺

18、。在续页的顶端，打上收函单位或个人的名称、页数、日期等。例如：SMITH&SON COMPANY2December 20,2005上述附加部分与上一节中所讲的基本部分构成了整个商务函电的主要内容，在实际操作中，所涉及到的基本部分是必不可少的，但附加部分可视具体情况而增添。第三章信函格式航运业务函电各部分的位置排列方式即所谓的“格式”没有一定的标准，随写信人喜爱而定，兹介绍以下几种常见格式，供参考：第一节缩进式缩进式是传统的格式，信函内正文每段起首向右缩写。标点符号采用闭式，即：日期、封内地址、称呼、结尾敬语及签署的各行后面加上适当的标点符号。以下图为例:Letter HeadYour Ref.

19、DateOur Ref.Inside AddressSalutation,第二节齐头式L凝P.幅d、ouu Ref.DateOur Ref.Inside AddressSalutation,_SubjectEnclosurePostscript面都不加任何标点。以下图为例:函电实例：(1)缩进式:齐 头 式是 现 代 改 进的 格 式 又 叫垂 直 式，日期、封内地址、称呼、正文、结尾敬语及 签 署 等 的每 一 行 起 首靠左边，排列整齐，不向右缩进。标点符号采用开式，除 正 文 使 用标点符号外，上 述 其 余 各项 每 一 行 后信人的名称、地址JOSE MARTNEZ S.A.A.Lo

20、pezManagerShandong Ocean Shipping Agency Co.Ltd.130 Hong Kong Road,QingdaoTel:87654321 Fax:87654320(2)齐头式：Your Ref.MS/TY 15th Dec,2005Our Ref.JM/AW第三节信封格式Messrs.Tada&Co.信封的内容Marunouchi,Tokyo包括：Japan(1)发信人的名称、地 址(ReturnAttention of J.R.SmithAddress)(2)收信人的名Dear Sirs,称、地址(MailingRe British MachineryAd

21、dress)邮 递 指 示As it is our intention in the near future to start importing Japanese china(Mailingand pottery,we are interesting in contacting a number of prominentDirection)manufacturers in Tokyo with a view to choosing lines suitable for Spanish(4)其他market.信封上的收We should be most obliged if you would

22、 forward details of the lines you信人名称、地址必have for export,together with your price list and terms FOB.须正确，以免误递We should very much appreciate an early reply as our buyer is coming to或无法投递，并且Japan next month to visit prospecting suppliers.必须与封内地址Yours faithfully完全一致，具体书JOSE MARTNEZ S.A.写要求请参阅本A.Lopez书有

23、关封内名称Manager及地址的内容。收排列行数如果不超过四行，则每行之间宜采用双行间隔，四行以上则采用单行间隔，发信人/收信人名称、地址每行的起首排列有齐头式，也有缩进式，随写信人个人喜好。信封的书写没有一定的标准格式，在此向大家推荐一种较为普遍的格式：（1）发信人名称、地址Return Add.(2)邮票(Stamp)(3)邮递指示(Mailing Direction)(4)收信人名称、地址Mailing Add.(5)说明(Remarks)信封说明：（1）的位置印有发信人公司的名称、地址。有的信封在此处印备“If undelivered,please returnto”、（如无若投递，请

24、退还）（2）的位置指示 via Airmail,Registered,Express,Ordinary（3）的位置贴邮票或盖Postage Paid戳（4）的位置为收信人的名称、地址。其位置在信封下半部稍微偏右（5）的位置为附记事项，可能为下列内容：Confidential（机密）Top Confidential（绝密）Private（私人亲启）Personal（亲启）Urgent（急件）Top Urgent（特急件）Shipping Documents/Business Papers（装船单据）Printed Matter（印刷品）Sample of No Commercial Value（

25、无商业价值的样品）Kindness/Courtesy of Mr.（烦请.先生转交）With Compliments o f.（.敬赠）Photographs:Please do not bend.（照片：请勿折叠）通用信封实例例1Henry FlemingStamp虹啮曲表oad,Auckland府 地 隔3内Terrace p.Apt.733,Ann ArborMI 48104.PiUnited States C a i X ia o la n EMr.Gao g鸟或uaqiang Road(N)Marketin群 呼 贻 忒 邨 18003China ToS淤噂偎脑帆o n CP睑与Re

26、public of ChStampir Avion/By Airir Avioniy Airbranch)inHangzhou,Zhejiang Province 310006Peoples Republic of China例3.齐头式例4.缩进式THE TENTH NATIONAL BANKStamp101 Wall StreetNew York S.N.YVIA AIRMAILMessrs,Ito&Co.,Ltd10 Nichome,MarunouchiTokyo Japan第四节业务英语函的起首句与结尾句本节分起首句和结尾语两个片面选编了一些套语，供参考。1、起首句用语(1)主动写信的

27、开头句StampBY AIRMAILPAR AVIONMessrs.T.Holden&Son150 BroadwayNew York 10.N.Y.U.S.AAFTER 10 DAYS,PLEASE RETURN TOSTUAKTS&BRO.,LTD.,3 WOOD STREETLONDON E.C.4ENGLANDa.寄送时endby courier,aresendingby registerecJair mailWe willsendyou bypostarepleased tosendby m.v.xxx”havetoday sentunder separatecoverb.检附时Enc

28、losed(herewith)please findEnclosed we hand youWe enclose(herewith)We are enclosingWe are attaching to this letterEnclosed is(are)c.介绍自己或某某时We have the pleasure of/in introducing ourselves as one of the leading shipping agents inChina.We have the pleasure to introduce.We have the honor to introduce y

29、ou thatIt is our pleasure to introduce you that.This is to introduce to you Mr.d.请寄时Please send us、Would you please send usKindly favor us withr glad、We shall beJ pleased L to receive happy Jr obliged )We shall be J L if you will send us-grateful 一your.r shall We will r appreciate it if you will sen

30、d use.女某处察悉某公司或某人时We learn from.that you are the leading shipping line of.Through the courtesy of American Embassy,we know thatf.确认前电时r hereby 嗔We J wish to L confirm our telex sent on Dec.1 reading as follows:_ have to 1”.text of telex.which is self-explanatory.g.再次联系时We refer to our previous lette

31、r of.,200 x,in wich.Reference is made to our letter of.,200 x,regarding.Further to our previous letter of.,200 x,we would like to.Referring to our letter of.200 x respecting.we.h.主动通知、通告、证明时We are pleased to advise(inform,notify,remind)you that.Please be advised that.I write to inform you that.rof i

32、nforming 1We take this opportunity y Lyou that._ to inform JWe avail ourselves of this opportunity to inform you that.r informWe wish to J Lyou that._ advise 一This is to advise you that.This is to announce that.This is to certify that.This letter is to advise you that.The purpose of this letter is t

33、o inform you that.By this letter we wish to inform you that.This letter serves to inform you that.r in hearing 1You will be interested,卜 that-to hear 一You will hear with great interest that.It may be of great interest to you to hear that.It may be of great interest to you that.We regret tor inform、a

34、dvise I you that.notify _ remind JMuch to our regret,we have to advise you that our inability to.It is indeed most regrettable that.（2）复信的开头句a.收到来函并敬表谢意时Your letter dated(of)xx,19xx has been received with thanks.r have received with thanks、are in receipt ofletter、telexWqacknowledge receipt ofthank y

35、ou for your our supply oftrip Accountr letteryourJ telex-inquiryd.遵照对方来函（电）要求答复时In conformity withIn compliance withIn accordance withAccording toAs requestedr the requesta，the instructions-the directionsFollowing the instructionsin your letter,We would like to reply as follows:广为了.起 见 e.卜请办理某事时鉴于In

36、 order to.we have decided to.In order that.we would appreciate your furnishing.In view of.we would like to request you.Keeping the view of.you are kindly requested to.As a support to.you are hereby requested.2.结尾句用语(1)等候复信A.waiting forWe are JawaitingWe trust to receiveWe shall appreciate)We shall b

37、e glad to haveWe look forward to greatInterest to receivingWill you let us haveB.We await hearingWe are waiting to hearr mayWe trust that we I hearshallWe shall be glad to-hearWe await the pleasure to hearreplyearly replyfavorable replydefinite replyyoure a/an prompt replyopiniongood newscommentssat

38、isfactory reply from you/-in this connectionin this respectin this matteron the subjectaboutPlease let us hearWill you let us hear)以上各句分别可接下列“尽速”、“及早”之意的用语:at your earliest convenienceat an early opportunityas early as possiblewithout(the least possible)delaythe soonest possibleon receipt of this le

39、tter(very)soonat once(promptly,immediately,shortly)(2)提请关注、关照in this report、a.Your prompt attention J will be highly appreciated Ito this matterb.Your attention to this matter and compliance shall bemuch obligedc.We request you to give the above your prompt attentiond.We are confident that you will

40、give the matter your careful attentione.We shall appreciate your giving this your prompt attentionf.We sincerely hope that you will give the matter your favorable consideration andawaiting your reply at your earliest convenienceg.We hope we may receive your further favour.h.We hope to receive a cont

41、inuance of your kind patronage.(3)承诺再次联系a.You will be hearing from us again shortlyb.We shall revert to this matter at a later datec.We shall communicate with you again as soon as possible(4)请求支持惠顾a.Your kind patronage is highly appreciated.b.We solicit a continuance of your kind patronage.c.We requ

42、est you to favor us with a continuance of your kind support.d.We solicit a continuance of your valued favor.(5)感谢对方合作a.Your cooperation is of great help to us.b.We thank you very much for your cooperation in this matter.c.We take this opportunity of thanking you for your support in the past.d.We ext

43、end our gratitude toward you for your cooperation.e.Your cooperation in this regard is highly appreciated.f.We very much appreciate your cooperation.(6)保证合作a.Please be assured of our continued cooperation.b.You may rely on us to give our cooperation in every possible way.c.You may rely on/upon us fo

44、r support and cooperation to the best of our ability.d.You may rest assured that we shall offer you our cooperation.(7)请求协助a.We request your assistance in this matter.b.We should be grateful if you would give us your assistance.c.We should appreciate it if you could cooperate with us in this matter.

45、d.We reckon on your help in this matter.(8)祝愿a.May friendship between our two peoples be evergreen.b.We wish that friendship and cooperation between our two companies be furtherdeveloping in the future.c.We believe that our business with you will develop as time goes on.d.We are convinced that with

46、joint efforts business between us will be increasinglydeveloped to our mutual benefits.e.We are confident that this first transaction between us will lead to more in future.(9)致歉a.Please excuse this clerical error.b.We request you to accept our apologies for the error of our clerk.c.We sincerely ask

47、 you to accept our apologies for the inconvenience this error mayhave caused you.d.We regret that our reply has been delayed because of the necessity of making athorough investigation in this matter.meet your requirementsI be of assistance to you.e.We regret that we are unable to avail ourselves of

48、your|proposal be of service to you.(1 0)乐于为您服务a.We are always ready at your serviceb.We assure you of our best service at all times.c.We shall spare no efforts in endeavoring to be of service to you.d.We shall be pleased to be of service to you at all times.(1 1)以问候语结尾a.With best regards.b.With the

49、compliments of the season.c.With the seasons greetings.d.With best New Year wishes.e.With kind personal regardsf.With best wishes for a splendid New Year.g.With best wishes for a happy New Year.h.With my most hearty greetings and sincere good wishes for you and your family for thecoming year.i.May a

50、ll your plans and wishes come true in this New Year.j.Heaps of Christmas wishes.k.Wishing you a merry Christmas and happy New Year.1.With kind remembrances and good wishes for a merry Christmas and a bright future.第四章电传、传真和电子邮件随着现代化通讯技术的不断发展，各航运企业的往来函电的方式也越来越多，人们可以使用电报、电传、电子邮件等多种方式进行国际贸易运输的交流。当今电报已基