第四讲 商务信函（上）

 

与前面题型的共性

区别：值得注意的是，大作文本身的特性

1 读者不同  对内/对外

2 信息点数量  3/5

3 阅读量      小/大

4 字数要求    40-50 / 120-140

 

信函要求：

1、 研究收信人的兴趣所在

2、 采用恰当的语气

    体谅对方的态度(You-Attitude) / 自我为中心的态度(I-Attitude or We-Attitude)。

3、语气自然真诚

        请比较下面两组例句：

 

Instead of	Say
I have pleasure in informing you．．．	I am pleased to tell you／to say．．．

 

4、言简意赅

5、有礼有节，善解人意

礼貌用语，如your kind enquiry，your esteemed order，your valued custom

6、避免行文冗长

    请比较下面两组例句:

Instead of	Say
Please see that an enquiry is conducted to determine the reason.	Please find out the reason.

 

7、避免陈词滥调

    请比较下面的例句：

OPENINGS

Instead of	Say
Adverting to your favour Re (your letter) The writer, wished to acknowledge	Referring to your letter            Or Thank you for your letter
We are in receipt of We began to acknowledge We have to acknowledge	We have received
We beg to inform you We beg to think you	We are writing to inform you We thank you
Your esteemed favour to hand Your letter to hand Yours to hand	We have received your letter

 

ENDINGS

Instead of	Say
The favour of your early reply will be obliged	I shall be glad to hear from you.
Assuring you’d our best attention at all times We beg to remain We remain Awaiting the favours of your early reply	Omit all these.

 

MISCELLANEOUS

Instead of	Say
as per	according  to
idem., inst., prox., ult.	name the month
if it is within our power	if we can
it will be our constant aim.	we shall try
of even date	of today
only too pleased to	very glad to
per	by
Please be good enough to advise us	please tell us
take an early opportunity	act promptly
yesterday' s date	Yesterday
your communication	your letter, phone, message, etc.
your good self	you
your favor yours of the 15th	your letter your letter of the 15th
Under separate cover	separately, or better still, by registered post, etc.

 

8、措词精确有力

  （1）选用简单的词汇

 请比较下面两组例子：

  在书信中多使用单词而不是词组，在报告中词组应比单词使用频率高一些。

  请比较下面两组例子：

 

Instead of	Say
will you be good enough to	please
in the near future	soon
at the present time	now
come to a decision	decide
express a preference for	prefer
for the reason that	because

   前面的语言报告表述多，后面的语言书信表述多。

运用简明的语言表达观点。

请比较下面两组例子：

 

Instead of	Say
Every consideration will be given to your request.	Your request will be carefully considered.
It gives us much pleasure to inform you.	I am pleased to tell you (or to say).

 

（2）保持词语释义的一致性

    避免出现一词多义

   避免多词一义的错误

    （3）用词准确

     避免词义不清的表达方式，如considerable quantity，favourable price，appreciable rise。

    （4）措词具体、形象

请比较下面两组例句：

Instead of	Say
We have no hesitation in advising you.	We advise you.
The preparation of new salary scales is in hand.	Now salary scales are being prepared.

 

9.避免单调平乏

  (1) 松散句与掉尾句

 

松散句	掉尾句
I have an interview as soon as I arrived.	As soon as I arrived, I had an interview.

 

(2) 长句和短句

    请看下面的段落：

    We regret to have to complain that you have not yet delivered the goods ordered a month ago.（Medium）They are now urgently wanted. (Short) The customer for whom we ordered them threatens to cancel his older unless he receives the goods during next week. (Long) Please therefore arrange to deliver them at once. (Short)

  （3）语序变化

英语句子的正常语序是：主语+谓语+宾语。语序的变化可以起到强调作用。

   请看下面的例句：

   正常语序：I met your representative yesterday.

   强调语序：Yesterday I met your representative. (强调yesterday)

   还可以运用 It is／It was 引导的强调句式。

    正常语序：We note with surprise the contents of your letter.

    强调语序：It is with surprise that we note the contents of your letter.

10、全盘布局（LAY OUT）

(1) An opening paragraph referring to the promise made.

(2) A statement that the promise has not been kept.

(3) That the delay is causing your inconvenience.

(4) A closing paragraph requesting completion without further delay.

11、重视开头和结尾段落

    开头部分：

    （1）开头部分要恰到好处。

    （2）不要使用否定性的或不礼貌的词语。

    （3）要从对方的角度出发体谅对方(You-Viewpoint)，而不能以自我为中心(1-Viewpoint)。

    （4）开始句一定要切合正题，不要东拉西扯，重复对方明知的信息。

（5）起首段落不宜太长。

（6）起首段落要前后一致，保证连贯性。开始句最好提一下上一次联系的情况，显得自然。

 

结尾段落：

（1）       明确指出希望对方采取的行动。

（2）       如果对方不是行动的执行者，一定要指明动作的执行者是谁。

（3）       说明该行动的具体实施细则。

（4）       指明最后的期限。

（5）       赞赏对方，但除非对方曾为你做过什么，否则不要随便道谢。

（6）       避免使用消极性词汇。

（7）       如若需要，表明愿意提供帮助的态度。

（8）       结尾段落不宜过长。

 

12.检查

在签名之前，请参考下述问题，检查一下所写信函是否准确、恰当。

(1)布局是否合理?

(2)拼写是否正确?标点符号用得是否恰当?

(3)是否包含所有要点?所传递的信息是否准确?

(4)措辞是否简明、准确、礼貌?    ·

(5)．语言是否自然、真诚?

(6)是否做到从对方角度出发，体谅对方?

(7)全文总基调是否合适?能否产生预期的效果?

(8)如果自己是收信人的话，是否愿意收到这样一封信?

如果所有的答案都是“Yes”，那么就可以放心地签名寄送了。

 

总结常用句型:

Referring to previous contact:

Thank you for your letter of/dated ….

With reference to

Further to

In reply to

 

Stating the reason for writing:

I am writing to enquire about …

            to confirm that …

            to apologise for/about…

            in reply to your …

            with reference to …

 

Ending a letter

If you have any further questions, please contact me on …

I look forward to hearing from you soon.

                             in due course.

                             in the near future.

 

 

注意考试当中的格式问题

 

题目分类：

1 订单类 handling order

2 询问类 enquiry and reply

3 投诉类 complaint and apology

4 告知变化类 notice of changes

5 邀请类 invitations

（一）常用短语

 

称为 Dear ……/ 敬语 Yours……

Dear Sir or Madam----------Yours faithfully

Dear Mr./Mrs./Miss/Ms Smith---------Yours sincerely

Dear John-----------Best wishes  (私人关系比较亲密)

 

信的开头：

We are writing to enquire about …写信是询问关于……

We are writing in connection with … 写信是关于 ……

We are interested in … and we would like to know … 我们对……感兴趣……我们想知道

                               asking if …感谢（某日）询问是否……的来信

Thank you for your letter of (date),     enquiring about …感谢（某日）询问有关……的来信

We have received your letter of (date), enclosing …感谢（某日）的来信以及随信寄来的……

                                concerning …我们已收到（某日）关于……的来信

 

如果写信的开头或者是信中要提到某件事情：

with reference to… 关于……

further to … 继……之后

with regard to … 关于……

I am writing in connection with … 我写信是为了……

A point in your letter gives us great concern that …我们很关心您信中提到的……

Regarding … 关于……

 

告知好消息

I am pleased to tell you that … 我很高兴的告诉你/通知你……

I am delighted to inform you ……

I am happy to advise you …

We are pleased to inform you that
We have pleasure in informing you that
We have the pleasure to apprise you of
We have the honour to inform you that (of)

坏消息

I regret to tell you that … 很遗憾/很抱歉告诉你/通知你……

I am sorry to inform you …

I am sorry to advise you that …

We regret that … 我们很遗憾……

 

说明能做与不能做的事情

We are unable to … 我们不能……

We are able to … 我们能……

We have been forced to … 我们不得不……

说明原因

This was owing to … 这是因为……(多半为坏消息)

Due to … 这是由于 ……

As a result of … 这是……的结果

Because of … 这是因为……

 

请求采取行动，如果紧急的话，可以加上后面的词组

Please could you … as soon as possible 请你尽快……

We would be grateful if you could …without delay 如果你能尽快……，我们将不胜感激

We would appreciate it if you could … immediately… 如你能尽快…… 我们将不胜感激

 

道歉

We must apologize for … 我们必须为……表示我们的歉意

We apologize for … 我们必须为……道歉

We are extremely sorry for … 我们为……感到抱歉

 

询问信息

We would like to know about/if … 我们想了解有关……

Please could you give us further detail about … 请给我们更多有关……的信息

We would be grateful if you could let us know about/if … 如果能告诉我们有关……，我们将不胜感激

We would appreciate it if you could inform us about/if … 如果能告诉我们有关……，我们将不胜感激

 

轻度抱怨

Unfortunately, 然后直接说不幸的事情发生了，比如，

Unfortunately, we have not yet received your payment, we would be grateful if you could make

the payment soon.

 

提起注意（用在强烈抱怨中）

I should like to draw your attention to (the fact that) … 我想提请你们注意……

I should like to point out that … 我想指出……

I should like to remind you that … 我想提醒你们……

I hope that it is not necessary to remind you that …我希望没有必要提醒你们……

 

警告

Unless…                        除非……， 否则我们将不得不……

If … (not) …, we will be forced to … 如果……不……， 我们将不得不…….

 

（二）常用句型

普通结尾：

I look forward to receive your reply/order/products/etc.　期待收到你的答复，定单，产品等

Looking forward to hearing from you. 期待你的来信

提供消息类邮件的结尾

I hope that this information will help you.　期待这些消息会对你有所帮助。

Please contact me if you need any further information.  如果需要更多的信息，请你与我联系

Please do not hesitate to contact me if you are need any further information. 如果需要更多，请随时联系我

Please feel free to contact me if you have any further questions. 有什么问题，请有我联络。

Please let me know if you need any further information. 如果需要更多的信息，请告诉我。

道歉信结尾

Please accept our apologies once again. 请接受我们的歉意

We hope that this has not caused you any in convenience. 我们希望这不会给你造成不便。

 

私人商业信函，即关系比较非正式

开头：

Thank you for your letter/telephone call/telex/fax. 很感激你的来信/来电/电传/传真。

It was a pleasure to … (meet you at/on…)  很荣幸在…… 时间/地点与你见面。

It was good to …（see you again at/on…）很高兴在……时间/地点再次见到你。

               (hear from you again)  很高兴再次收到你的来信。

It was a pity that … ( we did not have more time to talk at/on…) 很遗憾我们上次没有更多的时间讨论……

I am sorry that … ( I missed you when you visited my office) 很遗憾你来我办公室时，我没能见到你。

 

如果需要，可以在上述四个形式之后加上说过或者没有说过的话，

It was good to talk to you on the telephone today. I was sorry to hear that you had not been so well. 今天能够在电话里和你交谈，真是太好了。听说你病了，我很难过。（

 

It was pity that I missed you when you visited my office last week. I would have liked to have heard all your news. 很遗憾，上周你来我办公室时， 我没能见到你。 我很乐意听到有关你们的任何消息。

 

信件主体

要求提供消息：I was wondering if you could help me. 我不知道你是否能帮我。

提供消息：I thought you might be interested to hear that … 我想你可能会对……感兴趣。

抱怨：I am afraid we have a small problem. 恐怕我们有个问题

 

告知坏消息：I am afraid I have some bad news. 恐怕，有些坏消息。

 

结尾

I look forward to seeing you again next time I am in …我期待着下次我在…时，与你见面。

If ever you are in London, please give me a ring or call in. 来伦敦时，给我打电话或来我公司坐坐。

Please give my regard to Dianna Smith. 请替我向Dianna问好。

Please pass my best wishes to Mr. Lund. I hope that he has now recovered from the flu. 请向兰德先生问好。我希望他早日康复

 

例题

l                       You are the owner of a clothing factory. A customer has sent you a letter summarising a recent negotiation. You have written some notes on the letter.

l                       Write a 120 - 140 word reply to the buyer using the letter and your notes.

l                       Write on your Answer Sheet.

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段落：平头式/缩进式

Block Version（平头式）

 

Dear Sir or Madam，

 

We welcome you the order above order. The prices you mentioned are old ones. The current prices should be 5% higher. However, we accept your order and wish to assure you that delivery will be made immediately we receive your L/C.

 

Our T-shirts and knitting wares enjoy favourable reception in the world market because of their fine quality and excellent craftsmanship. No wonder your customers have remarked favourably on our products. You may be sure that we shall do our best to maintain our reputation for quality and reliability.

 

We enclose a quotation for summer wares, such as bathing suits, all cotton vests and shall be pleased to receive further orders from you.

 

Yours faithfully，

Edward White

 

范例2 Indented Version（缩行式）

 

                                                             October 30,2005

Messers Samson Ghadban Co., Ltd.

15 Horns Avenue,

Tripoli Lebanon.

 

Dear Sir or Madam:

Thank you for replying so promptly to our enquiry for lightweight extinguishers and also for your offer to arrange a demonstration.

Our general manager and our office manager will both be able to meet Mr Burton at any time during the morning or afternoon of Thursday, November 10th. It would be helpful if Mr Burton would write or phone to let us know at what time we may expect him.

 

                                                         Yours faithfully,

                                                          John Black

 

范文：

Dear Stephanie,

 

Thank you for your letter of 1 March. We are delighted that the Sheba range will be in your catalogue.

 

There are, however, some small points which need clarifying.

l         The Sheba range comes in six colours. Please look at the samples and confirm which three colours you would like.

l         You referred to the further option of 3,000 pieces. I thought we had agreed on 4,000. Please confirm the correct figure.

l         I can confirm the optional pieces will cost $ 5.25 each.

 

Unfortunately, due to a full order book, we are unable to deliver by 1.8.99. The earliest date would be 15.8.99. I hope this will be acceptable.

 

I look forward to hearing from you soon.

Yours sincerely,

Parveen Mirza

 

 

例题

l         The company you work for is expanding rapidly and is looking for new premises. Your Managing Director is interested in Waterside Industrial Park, and has asked you to write a letter to find out more information.

l         Read Waterside Industrial Park’s advertisement below, on which your Managing Director has already made some notes.

l         Then, using all your Managing Director’s handwritten notes, write your letter to Rosemary Brown at Waterside Industrial Park.

l         Do not include postal addresses.

 

l         Write 120-140 words on a separate sheet.

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[范文]

22 July

Dear Mrs Brown

Subject: New Premises

 

With reference to your advertisement in the local newspaper, I would like to have more information about the above.

Could you tell us which other firms are in the area, and what are the sizes of the units available for rental.

Regarding the financial help mentioned, could you inform us who would qualify for it and how to apply.

Another point to clarify is the skilled labour costs compared with other areas.

Finally, we would be grateful if you could send us the information pack to our address.

We look forward to hearing from you soon.

 

Yours sincerely

Alya Maideen

 

常用句型：

I am writing to enquiry about …

I am interested in your …

I would be very grateful if you could send me …

I would like further information about …

例题

 

Your Managing Director has asked you to reply to the letter below which is about a proposed educational visit to your company by a local school. He has written his comments on the letter.

SUNDSTROM TECHNICAL COLLEGE

Re: Educational Visit

Dear Mr. Takahashi,

 

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Write a letter (120 - 140 words) to the head teacher explaining the changes the Managing Director would like to make to the visit.

·      Write on your Answer Sheet.

 

范文：

Dear Mr Yamaguchi,

 

Thank you for letter dated 27 July 2005, in which you put forward some suggestions for the proposed visit to our company.

 

There are, however, a few changes which I would like to make to your suggestions.

*

*
*

*

 

In order to confirm the above arrangements, I suggest that we discuss these over the telephone at your earliest convenience.

 

I look forward to your early reply.

 

Your sincerely,

 

关于求职信

1 length

2 type/ handwritten

3 structure

 i the opening

 ii why them

 iii why you

 iv the ending

 

结尾例句：I look forward to discussing my application in more details with you at interview.