1.The top part of a business letter

日期：Date: 23 December 2000

地址：Mr. James Green
Sales manager
BBB PLC
55-60 Old St, London E6 6HG

称谓：Dear Mr. Green (Dear Gentlemen, Dear Sir, Dear Sirs, Dear Madam)

2.The body part of a business letter

标题（可以不要）

正文

3. Look at the two endings of business letter below. Notice the useful phrases that are used in these letters.

(1)Please let me know if this is convenience.
I look forward to hearing from you.

Best wishes
Yours sincerely,

(signature)

Ms. Gillian Janes
Personnel Nanager

(2)Please phone us to confirm the details.
We look forward to receiving your comments.

Yours faithfully

(signature)

for Ms. Gillian Jones
Personnel Manager

A correct writing form for business correspondence shows 

the receivers address at the left, under the level of the 

date and two lines above the salutation, the same as it 

appears on the envelope. The date may be placed at the 

right margin of the page, in alignment with the closing and 

signature at the bottom, or flush with the left margin if a full block style is used.　　
　　
　　正确的商业信函格式应将收信人的地址放在日期下方 , 距敬称上方两行处以上. 与信封排列格式相同。如果用全开信纸 , 日期应放在信纸的右上方 , 与下方的结束语及署名对齐. 
　　
　　August 8,2000 
　　Mr. John Lake 
　　T&T Co.Ltd. 
　　25 Broadway New York, 
　　New York 10024
　　
　　
　　
　　Dear Mr. Lake,
　　
　　(Body of the Letter)
　　Sincerely yours, 
　　Arthur Harding Moore

①斜排式或缩行式（Indented Form ）。
这种排列的要领在于信头、结束语、签名和发信人姓名都靠右或偏右，而封内地址和称呼则左边，如果以上任一要素要分行排列时，后行要比前行缩入两个（或三个）英文字母；正文每段开始要缩入五个英文字母，段与段之间要空一行。这种形式讲究匀称美观，是传统的排列范式，目前只有少数英国人喜欢用。 　　

　　②正排式或垂直式或齐头式（Blocked Form ）。　　

　　这种排列的要领 在于每个要素都从左边开始排列，每一行都不向右缩入，因而整封信的左边成一垂直线右边参差不齐。这种形式虽然打字时方便省事，不需考虑左边缩入，但不匀称美观，所以使用它的人也不很多。 　　

　　③改良式或混排式（Modified Form ）。　　

　　这种排列集上述两种形式之所长，信头、结束语、签名和发信人姓名排在右边，封内地址和称呼排在左边，但每个要素分行时每行都不向右缩入；正文每段开始缩入五个英文字母，而段与段之间可不空行。这种形式兼顾及方便省事与匀称美观，因此，它是目前极为流行的英文书信范式。 　

　　注意事项　　

　　①因为手写有时难免不好辨认，所以英文书信最好是打印。 　　

　　②信封的书写一般是收信人名址写在信封正面的中央而发信人名址可写在正面的左上方或者信封的背面，书写形式应与信内风格一致。

　　③书信的折叠也应有讲究

写作商务信函并不要求您使用华丽优美的词句。所有您需要做的就是，用简单朴实的语言，准确的表达自己的意思，让对方可以非常清楚的了解您想说什么。围绕这一点，我们总结了几方面的内容，希望对您写作商务信函有借鉴作用。

　　1、口语化
　　每一封信函的往来，都是您跟收信人彼此之间的一次交流。人都是感性的，所以您需要在您的信函里体现感性的一面。然而很多人都有一种误解，以为写作商务信函就应该用一种特殊的“生意腔”，于是把一封本来应该是热情而友好的信函写得呆板而死气沉沉。他们宁愿写“Your letter has been received”，“Your complaint is being looked into”而不是“I have received your letter”或者“We are looking into your complaint”。其实我们简单的来理解一下，每次信函的往来不就是跟对方进行了一次交谈吗？只不过是把交谈的内容写到了纸上而已。多用一些简单明了的语句，用我/我们做主语，这样才能让我们的信函读起来热情，友好，就象两个朋友之间的谈话那样简单，自然，人性化。
　　
　　2、语气语调
　　由于您写的信函都是有其目的性的，所以您信函里所采用的语气语调也应该符合您的目的。在写之前先不妨仔细考虑一下，您写这封信函是想达到一个什么样的目的，您希望对收信人产生一种怎样的影响呢？是歉意的，劝说性的，还是坚决的，要求性的。这完全可以通过信函中的语气语调来表现。 
　　　　
　　3、礼貌
　　我们这里所说的礼貌，并不是简单用一些礼貌用语比如your kind inquiry, your esteemed order等就可以的。而是要体现一种为他人考虑，多体谅对方心情和处境的态度。如果本着这样的态度去跟别人交流，那么就算您这次拒绝了对方的要求，也不会因此失去这个朋友，不会影响今后合作的机会。
　　特别要注意，当双方观点不能统一时，我们首先要理解并尊重对方的观点。如果对方的建议不合理或者对您的指责不公平时，请表现一下您的高姿态，您可以据理力争，说明您的观点，但注意要讲究礼节礼貌，避免用冒犯性的语言。
　　还要提醒一点，中国人有句话叫做“过犹不及”。任何事情，一旦过了头，效果反而不好。礼貌过了头，可能会变成阿谀奉承，真诚过了头，也会变成天真幼稚。所以最关键的还是要把握好“度”，才能达到预期的效果。

　　4、简洁
　　就象前面提到的，要用简洁朴实的语言来写信函，让您的信函读起来简单，清楚，容易理解。用常见的单词，避免生僻或者拼写复杂的单词。一个单词可以表达，就不要用词组。多用短句，因为短句更容易理解。少用“and”，“but”，“however”，“consequently”这些让句子变得冗长的连词。在同一封信函里，不要使用多个相同含义的单词。比如，您前面写了“goods have been sent”，那后面再提到这件事时就不要再用其他单词如“forward”“dispatch”等。因为这样写会误导您的读者无谓地去考虑这些词之间是否另有含义。 

　　5、回复迅速及时
　　给买家的回复，千万要迅速及时。因为买家通常只看最先收到的几封回复，从中去选择合适的供应商。如果您的回复不够及时，就可能因为抢不到先机而失去商机。

　　6、标题
　　这一点是特别针对写电子邮件的。也许很多人都没有意识到，事实上，E-mail的标题是很重要的一个部分，您的邮件给对方的第一个印象就是通过标题来完成的。如果标题没有内容，看起来象群发的垃圾邮件的话，很多买家就会直接删除。比如这样的标题“How are you?” ，“Can we work together?”，建议您改成“Proposal: Bright Ideas Imports–Zhejiang Textile’s Partnership Opportunity”或者“Introduction: Our Product Offerings for Bright Ideas Imports.”这样您的邮件会显得更加专业。 

　　7、精确
　　当涉及到数据或者具体的信息时，比如时间，地点，价格，货号等等，尽可能做到精确。这样会使交流的内容更加清楚，更有助于加快事务的进程。

　　8、针对性
　　请在邮件中写上对方公司的名称，或者在信头直接称呼收件人的名字。这样会让对方知道这封邮件是专门给他的，而不是那种群发的通函，从而表示对此的重视。当然，如果您无法确定收信人的名字，那就在称呼一栏里写“Dear Sirs” or “Dear Sir or Madam”。

20 May 2000
Kee & Co., Ltd
34 Regent Street
London, UK

Dear Sirs:
Thank you for your letter of 20 May 2000. We are disappointed to hear that our price for Flame cigarette lighters is too high for you to work on. You mention that Japanese goods are being offered to you at a price approximately 10% lower than that quoted by us.

We accept what you say, but we are of the opinion that the quality of the other makes does not measure up to that of our products.

Although we are keen to do business with you, we regret that we cannot accept your counter offer or even meet you half way.
The best we can do is to reduce our previous quotation by 2%. We trust that this will meet with your approval.

We look forward to hearing from you.

Yours faithfully,

Tony Smith
Chief Seller

——————————————————————————–

——先生:

二零零零年五月二十日来函收到，不胜感激。得知贵公司认为火焰牌打火机价格过高，无利可图，本公司极感遗憾。来函又提及日本同类货品报价较其低近百分之十。

本公司认同来函的说法，然而，其他厂商的产品质量绝对不能与本公司的相提并论。

虽然极望与贵公司交易，但该还盘较本公司报价相差极大，故未能接受贵公司定单。

特此调整报价，降价百分之二，祈盼贵公司满意。

谨候佳音。

销售部主任
托尼.斯密思谨上
2000年5月20日

Foreign Economic Relations & Trade Committee of What City

Address: 地址略—————————————–

Tel: 电话号码略　　　　　　　　　　　　Fax: 传真号码略

_________________________________________________________________

To: Ms Jaana Pekkala, Consultant for China
Swiss Organization for Facilitating
Investments Fax: +41-1-249 31 33

Total pages of this fax: 2

________________________________________________

Dear Ms Jaana Pekkala,

We understand from The Swiss Business
Guide for China that your organization
is helping Swiss firms in seeking
opportunities of investing in China and
 business cooperating with Chinese
partners. To establish business relations
with your organization and attract Swiss companies investment here in What, We
 write to introduce our city, the city
of What, as one of the open cities in
 Liaoning Province, China and also
ourselves, Foreign Economic Relations &
Trade Committee of What, as a What
government initiative to facilitate
business relationship with foreign
companies.

Our committee provides advice and assistance
to What firms seeking to export their
services, goods to foreign areas and
import goods and services abroad. We
also assist Whatfirms in establishment
of joint ventures and carry the procedures
for examination and approval of joint
ventures and foreign sole investment firms.
 Our Committee can provide What companies
with information on the world market and
specific commercial opportunities as well
as organize trade missions, seminars and
business briefings.

Our committee facilitates and encourages investment from other countries into
targeted sectors of What economy and
maintains active promotion of What through
 its network of contacts in domestic and
 abroad areas.

Nowadays, we are seeking foreign investment
in the field of capital construction,
such as improving of tap water system and
highway construction. Also, we are setting
up a tannery zone in Tongerpu, the largest leather clothes producing and wholesaling
base in North China. We invite Swiss
companies with most favorable polices to
set up their firms in any form on tanning, leather processing and sewage treatment.

Any information on investment projects into
What and on business cooperation with firms
 in What is highly appreciated and will be
pass on to anyone who have approached us with interest in similar project. You are also
invited to our city for investigation and business tour.

Should you have any questions, please fell
 free to contact us.

Thank you for your attention and looking
forward to your prompt reply.

Sincerely yours,

Qiming Di

Commercial Assistant

For Foreign Economic Relations &
Committee of What City

20 May 2000
Kee & Co., Ltd
34 Regent Street
London, UK

Dear Sirs:
Due to the rise in the world price of paper, from 1 January of next year, prices for our products are due to increase by 10% across the board.

Since you are a valued customer of long standing, we wish to give you the opportunity to beat the price increases by ordering now at the current prices.

In addition, we are willing to give you a discount of 5% on all orders of more than GB￡20,000.

We are aware that you do not have sufficient warehousing for large quantities of reserve stock.. In the circumstances, we would be prepared to hold paper for you to be delivered at your convenience. There will be no charge for warehousing at this end.

We believe that you will see the advantages of this arrangement, which will save you at least 15% on paper purchases in the coming year.

We look forward to your early reply.

Yours faithfully,

Tony Smith
Chief Seller

——————————————————————————–

——先生:

鉴于全球的纸张价格上升，自明年一月一日起，本公司的货品价格将全面提升百分之十。

本公司万分感激贵公司长期以来的支持，特此建议在价格调整前预早订购货品。凡订购金额超过20,000英镑，更可获得九五折优惠。

若未能腾出地方存放纸张，本公司乐意免费提供存货服务，直到贵公司有所安排。此次减价特别优惠顾客，预早订购可减少来年购买纸张至少百分之十五的支出。

期待着你的覆音。

销售部主任
托尼.斯密思谨上
2000年5月20日