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1、Chapter 1 Introduction学习要点学习要点1.了解外贸英文书信的语言特点及种类2.掌握外贸英文书信的布局安排及格式3.掌握外贸英文书信信封的结构及格式1.1 1.1 外贸英文书信的语言特点外贸英文书信的语言特点1.1.1语言简洁语言简洁(conciseness)(1)单个词语代替短语 在单个词语能够清楚表达含义的时候 尽量不使用较长短语。e.g.in the very near future soon during the year of 2012 during 2012 in separate box separately (2)短语和短句代替长句和复杂句 有些长句和复杂句
2、用在外贸函电中显得冗长乏味,影响对方的阅读,需尽量缩短句子,使其变得短小精悍、易于阅读。e.g.Because the products are all with good quality,they will enjoy fast sales at your end.Being with good quality,the products will enjoy fast sales at your end.Please be advised that payment is due within five days.Payment is due within five days.1.1.2 表达
3、准确表达准确(correctness)外贸书信的用词不仅要简洁易懂,还要恰当准确。学习者需要了解大量相关的外贸专业术语,做到正确恰当使用相应的词汇和表达。mission 佣金 assume risk 承担风险 Specific inquiry 具体询价 shipment 装货 mediation of dispute 商业纠纷调解 DEQ(Delivered Ex Quay)目的码头交货 CIF(cost,freight and insurance)到岸价 EEC(European Economic Community)欧共体 1.1.3 内容清晰内容清晰(clarity)外贸书信中的语言表述
4、要准确无误,避免使用产生歧义的用词和表达方式,做到结构清晰,层次分明。e.g.(1)We have sent you the price list requested in your letter of June 10 by air.(2)Please keep a copy of the receipt.Please keep the copy of the receipt.1.1.4 用词礼貌用词礼貌(courtesy)礼貌的用语可以体现出买卖双方的素养和诚意。(1)避免使用态度强硬的词汇,多使用温和、委婉的表达方式。e.g.must,have to,should we are afrai
5、d,we might say,it seems to us that (2)避免使用否定、消极词汇。善于使用积极、正面的语言。e.g.not,cannot,unacceptable reasonable,take pleasure in,we are sure thate.g.We are in urgent need of the goods,so please cable your acceptance.Much to our regret/disappointment,we have not been given a reply,nor have we received your L/C
6、 up to the time of writing.Please let us know at your earliest convenience the sailing date.1.21.2 外贸英文书信的组成部分外贸英文书信的组成部分外 贸 英 文 书 信 由 标 准 部 分(Standard Parts)和 附 加 部 分(Optional Parts)两大部分构成。标准部分标准部分:信头(Letterhead/Heading)日期(Date Line)封内地址(Inside Address)称呼(Salutation)正文(Body of the Letter)结尾敬语(Compl
7、imentary Close)签名(Signature)附加部分附加部分:经办人姓名(Attention Line)事由(Subject Line)参考编号(Reference Number)附件(Enclosure)抄送(Carbon Copy)附言(Postscript)1.2.1 信头信头(Letterhead/Heading)位置:信纸的顶端的中间或右上角。内容:发信人公司或者单位的相关信息,如名称、地址、电话、传真、E-mail、网址、邮政编码等。种类:齐头式和缩行式。(1)齐头式:每行对其,每行前面没有空格。Richard Thomas&Baldwins Ltd.151 Gower
8、 Street London,SCT 6DY,England Tel:63216260 Fax:63302700(2)缩行式:每行前空出两到三个字空。China National Cereals,Oils and Food stuffs Imp&Exp Corp.8 Jianguomen Nei Dajie Beijing 10005,China Telephone:86-10-6526-8888 Fax:86-10-6527-6028 E-mail:1.2.2日期(日期(Date)位置:在信头下二至三行标明准确日期。种类:(1)日期可按“日、月、年”的国际通用次序排列。如15th March
9、 2012;也可按“月、日、年”的美国日期次序排列。如March 15th,2012。(2)日期既可以用基数词(1,2,3,4.)也可用序数词(1st,2ed,3rd,4th.)。在现代外贸书信中也有人将序数词尾省略。如March 15,2012。(3)月份不能用数字代替,要用英文名称,除了极个别月份其他月份通常使用其英文单词的缩写。如Jan.,Feb.,March,等。(4)年份必须写完整,不能只写后两位。譬如不能将Feb.25th,2012写成Feb.25th,12。1.2.3封内地址(封内地址(Inside Name and Address)位置:信纸的左上方。内容:同信皮地址,包括收信
10、人姓名、单位和详细地址等等。种类:知道收信人姓名与不知道收信人姓名的封内地址。(1)知道收信人姓名 e.g.Mr.Zhang San General Manager Shannxi Science&Technology Co.Ltd.83 Hanguang Road Xian,Shannxi 710065 China(2)不知道收信人姓名 e.g.General Manager Shannxi Science&Technology Co.Ltd.83 Hanguang Road Xian,Shannxi 710065 China1.2.4 称呼(称呼(The salutation)位置:封内地
11、址下两行,顶头写。种类:(1)对男性的称呼:Dear Sir,Dear Sirs,Gentlemen (2)对女性的称呼:Dear Madam,Dear Ms.Mary,Ms.(3)对关系密切的商业合作伙伴:Dear Tom,Dear David1.2.5 正文(正文(The body of the letter)位置:称呼下方。内容:写信人想要传达给收信人的信息。特点:正文书写上要做到层次分明,重点突出,简洁扼要。1.2.6 结尾敬语(结尾敬语(The complimentary close)位置:正文下方。种类:见下图。称呼称呼Salutation结尾敬语结尾敬语Complimentary
12、 close场合场合OccasionSir/SirsMadam/MesdamesYours(very)respectivelyRespectively yours正式的称呼和结尾敬语GentlemenLadiesYours truly Truly yours 美式常用语Dear Sir/sirsDear Madam/MesdamesFaithfully yoursYours faithfully英式常用语Dear Mr.JoeMy Dear Mr.JoeYours sincerelySincerelyBest wishesBest regards Regards 较为随意的称呼和结尾敬语,用于
13、书信双方较为熟悉的情况下1.2.7 签名(签名(The signature)位置:结尾敬语下方。种类:手写和打印姓名。e.g.Sincerely,Zhang San(手写签名)Zhang San(打印签名)General Manageror,Yours faithfully,Guangdong Sports-Wear Export Trading Co.Zhang San(手写签名)Zhang San(打印签名)General Manager1.2.8 参考编号(参考编号(Reference No.)位置:有些英文书信的信头下会标注参考编号。内容:参考编号的内容包括档案编号(a file nu
14、mber)、部门 代码(departmental code)或者有关人员的姓名缩写。种类:参考编号分为你方编号(Your Ref.)即收信人编号,和 我方编号(Our Ref.)即发信人编号。e.g.(1)Your ref:LE/IN/125 (2)Our ref:BA/LP作用:便于信件能够及时送达收信人,有利于信件的存档与查阅。1.2.9 经办人姓名(经办人姓名(Attention Line)位置:封内地址下方,称呼上方。e.g.(1)Attention:Mr.Jonson,Personnel Manager (2)Attention of Personnel Manager (3)Att
15、ention of Mr.White (4)For the attention of the General Manager1.2.10事由(事由(The subject)位置:称呼下方。内容:信的主题,常被看作是正文的一部分。种类:缩格式写在信纸中间,齐头式写在信纸左边。e.g.(1)Re:Your Order No.443 for2,200 Wide-screen TV Sets (2)SHEEP WOOL (3)Aquatic Products1.2.11 附件(附件(The enclosure)位置:签名下方。e.g.Encl.:a/sEnclosures:2(1)Brochure(2
16、)Contract1.2.12 抄送(抄送(The carbon copy notation)种类:(1)如果信函要抄送至其他相关部门或者单位,同时也让对方能够了解已抄送至其他部门或单位,应在信件的最下方注明 c.c.to XXX,c.c.XXX或者cc:XXX。e.g.c.c.to Mr.Johnson,General Managerc.c.Personnel Department (2)当收信人不知道其他被抄送者的时候就需要另外一种叫做暗抄的抄送方式。它的写法是:bcc Mr.Black。1.2.13 附言(附言(The postscript)位置:抄送下面两行。内容:写信过程中遗漏的内容
17、。e.g.P.S.The business invoice will be sent next week.1.3 外贸英文书信的格式与布局外贸英文书信的格式与布局 外贸英文书信的格式分三种:齐头式(Full Block Style),修正齐头式(Modified Block Style)和缩行式(Indented Style)。三种格式的信函内容相同,但布局存在一些差异。(1)齐头式格式:信件中的所有内容均从信纸左侧开始顶格书写。每一段的开头没有空格,段与段之间空两格。Letter HeadRef.No.Date Inside AddressAttention:Salutation:(Dear
18、 Sirs,)SubjectBody of the Letter Complimentary close Signature Enclosure(s):c.c.to XXX Postscript(2)缩行式 格式:缩行式的信头居中,日期位于右上方,结束语、签名都从行中间写起偏向右方,封内地址及称呼则靠信纸左侧。以上内容在书写时要注意每一行比前一行缩进二或三个字符。书信的正文部分每段需缩入五个或七个字符。Letter Head Ref.No.Date Inside Address Attention:Salutation:(Dear Sirs,)Subject Body of the Lette
19、r(正文内容每段开头缩五个或七个字符)正文内容每段开头缩五个或七个字符)Complimentary close Signature Enclosure(s):c.c.to XXX Postscript(3)修正齐头式 格式:信头采用平头式,书信其他部分采用缩行式,但段落首行不缩进。Letter HeadRef.No.Date Inside AddressAttention:Salutation:(Dear Sirs,)SubjectBody of the Letter Complimentary close Signature Enclosure(s):c.c.to XXX Postscrip
20、t1.4 外贸英文书信的种类外贸英文书信的种类 外贸英文书信应用于贸易往来中的各个环节,大致分为九个种类:提出查询、回复查询、下订单、宣告消息、处理付款、提出投诉、回应投诉、.提出追索、回应追索。1.5 外贸英文书信信封的内容及格式外贸英文书信信封的内容及格式 内容:发信人(sender)与收信人(receiver)的名称及地址。格式:常用齐头式打印或书写。发信人名称和地址在信封左上角。收信人的名称和地址在信封下部距左边1/3至2/3处。右上方处粘贴邮票。大多公司会将回信地址直接印刷在信封的左上方。stampGree Electric Appliances,Inc.of Zhuhai 789
21、Jin Ji Xi Road Qianshan DistrictZhuhai,Shenzhen 519070 China Wal-Mart Stores,Inc.702 SW 8th Street Bentonville,AR 72716 U.S.A发信人名发信人名称和地址称和地址收信人名收信人名称和地址称和地址本章小结本章小结 外贸英文书信的语言简洁、准确、清晰、礼貌。内容包括信头、日期、封内地址、称呼、正文、结尾敬语和签名。根据实际要求也可提供一些附加内容,如经办人姓名、事由、参考编号、附件、抄送、附言等。外贸英文书信的格式有三种:齐头式,修正齐头式和缩行式。三种格式的书信中每项内容均由相
22、应固定的书写区域。信封上需要填写发信人与收信人的名称及地址,并粘贴邮票。综合练习综合练习1.Translate the following terms.(1)inside address (2)salutation (3)complimentary close (4)Ref.No.(5)enclosure (6)P.O.Box (7)postscript (8)full block style 1.(1)封内地址2.(2)称呼3.(3)结尾敬语4.(4)参考编号5.(5)附件6.(6)邮箱7.(7)附言8.(8)齐头式2.Answer the following questions.(1)Ho
23、w many formats of business letters do we use today?What are they?Three formats are used in writing business letter.They are full block style,modified block style and indented style.(2)What are the standard parts of a business letter?There are seven standard parts which includes letterhead,date,insid
24、e address,salutation,body of the letter,complimentary close and signature.(3)What kinds of information should be written on an envelop?And what are their positions?The information of the sender and the receiver should be written on an envelop.The information of the sender is at the top-left corner,w
25、hile the information of the receiver is almost in the middle of the envelop.3.Complete the structure of the following business letter which is with full block style and write down the names of the missing parts in the boxes.Letter Head Ref.No.Date Inside Address Attention:Salutation:Subject Body of the letter Complimentary close Signature(Name,Title&Position of Writer)Enclosure(s):c.c.to XXX Postscript 4.Write an envelop and you can make use of any addresses which you are familiar with.1.8 阅读材料阅读材料(1)(2)(3)(5)(6)(7)课外参考与阅读:1.施士宇(2012),外贸函电教程,北京:中国人民大学出版社。2.外贸常用表达。3.外贸常用的25个网址。第一章完第一章完
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