商务书信原则.docx
- 文档编号:10549843
- 上传时间:2023-05-26
- 格式:DOCX
- 页数:24
- 大小:32.30KB
商务书信原则.docx
《商务书信原则.docx》由会员分享,可在线阅读,更多相关《商务书信原则.docx(24页珍藏版)》请在冰点文库上搜索。
商务书信原则
写信的原则(Writing Principles)已从原来的3个"C"(Conciseness, Clearness, Courtesy)发展到目前的7个"C":
Completeness, Clearness, Concreteness, Conciseness, Correctness, Courtesy, Consideration。
实例
Dear Sirs,
Copper Wire
With reference to your letter of April 9, we are pleased to accept your offer of 100 tons of Copper Wire as per your Offer Sheet No.8/070/02B. Please go ahead and apply for your Export License. As soon as we are informed of the number of the Export License we will open the L/C by cable.
关于你们四月九日涵,我们高兴地接受你们第8/070/02B号报盘单所报100吨紫色铜丝。
请着手办理申请出口许可证。
的一经接到出口许可证号码的通知,当即电开信用证。
要求书信“完整”的理由有三:
1、一封完整的书信比一封不完整的书信,有更大的可能性带来预期的效果;
2、一封完整的书信,有助于建立和表达友善关系;
3、一封完整的书信,可以避免由于遗漏重要情况(情报)所导致的诉讼(Lawsuit);
4、有时,某些不显眼的书信或文件,由于所提供的情况完整而又生动有力(Complete and Effective)而成为极为重要的文件。
一封信写得是否完整,建议用五个"W"来检验,既:
Who, What, Where, When,Why(包括How)。
例如:
在定货的信中,必须明确说明:
需要什么商品(What you want)
何时需要(When you need the goods)
货物发到何地何人收(to Whom and Where the goods to be sent)
如何付款(How payment will be made) 如对对方的要求作出否定的答复时(如不能报盘,不能理赔等)应说明理由--为什么(Why)
实例解说:
"Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz./-ditto-but 1/2" x 5 yes, 1,000doz."
这是出口商接到的一份定单中有关商品品名,规格和数量的内容。
中文意思是:
纤维素带(幅)宽半英寸,长3码,带塑料包装容器,700打;同上,但(幅)宽宽半英寸,长5码,1000打。
主要问题是后半句不清楚。
"ditto"在这里表示前面提到的商品名称纤维素带,但不能包括"带塑料包装容器",因此,幅宽半英寸长5码的纤维素带是否有塑料包装容器没有说清楚,不完整。
所以最好改成:
"Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz.
Cellulose Tape 1/2" x 5yds,with plastic dispenser 1000 doz."
这样即完整,又清楚明确,不会引起误解。
(一)避免使用可能产生不同理解或意义不明确的词汇
〈例一〉
As to the steamers sailing from HongKong to San Francisco, we have bimonthly direct services.
(从香港到旧金山有直达船)
但是bimonthly 究竟是一个月两次,还是两个月一次呢?
不明确。
因此,最好清楚明白地说明“一个月两次”还是“两个月一次”:
(a)We have two direct sailings every month from HongKong to San Francisco.
(每月两次直达船)
(b)We have semimonthly direct sailing from HongKong to San Francisco.
(每半月一次直达船)
(c)We have a direct sailing from HongKong to San Francisco every two month.
(每两个月一次直达船)
(二)注意修饰词的位置,有时修饰词的位置不同,会导致不同的含意如:
(a)Please let us know what you wish us to do about this matter as soon as possible:
(b)Please let us know as soon as possible what you wish us to do about this matter.
以上两句中修饰的内容不同:
(a) 你们要求我们尽快做些什么。
(b) 请尽快告诉我们。
所以 (a) 可译成“请告诉你们要求我们为此尽快做些什么”;
(b) 可译为“请尽快告知,你们要我们为此事做些什么”。
(三) 注意代名词,关系代词和先行词的关系
按照英语习惯,句子中的代名词和关系代词一般是指离得最近的名词,因此要特别注意,以免引起误解或不清楚。
例句:
不好:
They informed Messrs.John & Smith that they would receive an answer in a few days.
较好:
They informed Messrs. John & Smith that latter would receive an answer in a few days.
(四)注意前后一致和紧凑,连贯
不一致:
Being a certified public accountant, I am sure you can help us.
一致:
Being a certified public accountant, you can surely help us.
Or; as you are a certified public accountant, I am sure you can help us.
(五)仔细和恰当地分段落(Paragraphing)
商业书信要写得使人一读就明白,因此必须按照内容仔细和恰当的分段落,一般的分段落原则是一个段落一个意思(A paragraph for each point is a good general rule.)。
现举例说明:
Dear Sirs,
It is reported in a domestic newspaper that the Iranian Central Bank has instructed the commercial banks to suspend their business of opening a new letter of credit as from the 3rd May for financial reason of foreign currency. Although it is said that this arrangement would be a temporary one and with establishment of new import policy this emergency arrangement would be lifted, we are much concerned about the outcome of this movement toward restriction of import to Iran and shall be obliged if you will kindly keep us well advised of development of this new arrangement especially in connection with import from France.
Yours faithfully,
以上这封信只有一段,供两句。
第一句39字,第二句66字。
读后虽然能基本了解其内容,但读起来很舒服。
信的内容大体有三点:
1、伊朗中央银行因外汇原因,通知各商业银行从五月三日起停止开立信用证;
2、这临时措施,新的进口政策一订,这个措施就可能取消;
3、希望对方随时告之有关情况。
按照这三点,适当地分分段落,把信重新改写一下,可能读起来比原来的清楚易懂:
Dear Sirs,
It is reported in a vernacular newspaper that the Iranian Central Bank has instructed the commercial banks to suspend their issuing new Letters of Credit as from the 3rd May because of its decreasing foreign currency funds. Furthermore it is said that the suspension seems a temporary one and will be released with establishment if a new import policy.
We are much concerned, however, about the outcome of this movement toward restriction of import to Iran. We, therefore, shall be obliged if you will keep us well informed of development of this new state of affairs, especially in connection with imports from France.
Yours faithfully
Courtesy译成“礼貌”。
但是根据西方国家函电书籍作者普遍的看法,所谓Courtesy是“客气而又体谅人”的意思。
有的人还把Courtesy和Politeness这两个同义词做了比较,认为:
Politeness的客气只是表现在文章的语句上,而Courtesy则表现在对对方的“体谅”,例如:
Polite
a) We have received with many thanks your letter of Oct.7, and we take the pleasure of sending you latest catalog. We wish to draw your attention to a special offer, which we have made in it.
Courtesy
b) You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct. 7.
怎样通过各种语言形式来表达Courtesy呢?
这样的形式很多,现在提供一些常见的供参考:
(一) 把命令变成请求的常用形式:
Please, Will you…….., Will you please…...如:
a) Will you give us more detailed information on your requirement?
b) Will you please (kindly) let us hear from you on these two points?
(二) 虚拟式(Past Subjunctive From)如:
a) Would you compare our sample with the goods of other firms?
b) We would ask you to ship the goods by the first available vessel.
c) We wish you would let us have your reply soon.
d) This would seem to confirm our opinion.
e) We should be grateful if you would help us with your suggestion.
f) We think if advisable that you should accept this offer at this price.
g) We should(would) like you to let us know the exact amount.
h) Perhaps you might like to have a look at the actual goods.
I) We might be of some service to you in a similar case.
以上的b, f, g, 也可用 will, shall, may, 但是用Past Subjunctive Form则表示更客气和婉转些。
(三) 缓和用法(Mitigation)
为了缓和过分强调或刺激对方,常用:
We are afraid, we would say, we may(or, might) say, we(would) think, it seems(or would seem) to us, we(would) suggest, as you are (or:
may be) aware, as we need hardly point out等等表达法来缓和语气,如:
a) It was unwise of you to have done that.
We would say that it was unwise of you to have done that.
b) You ought to have done it.
It seems to us that you ought to have done it.
c) We cannot comply with your request.
We are afraid we cannot comply with your request.
d) Our products are the very best on the market.
We might say that our products are the very best on the market.
e) You must keep the matter to yourselves.
You must, we would add, keep the matter to yourselves.
f) You must cut off your order in half
We would suggest that you cut your order in half.
g) We have not yet had your reply.
It appears that we have not yet had your reply.
(四) 运用被动语气
有时,运用被动语气,比主动语气客气,如:
a) You made a very careless mistake.
A very careless mistake was made
b) You did not enclose the check with your order.
The check was not enclosed with your order.
c) For the past two years, you did not give us any order.
For the past two years, no order has been given us. Or:
For the past two years, no business has been materialized between us.
(五) 避免(或力争避免)使用语气强烈或容易引起不快的词汇
a) we demand immediate payment from you
demand的意思是ask for(sth) as if ordering, or as if one has a right to, 即带有命令意味的要求。
应尽可能避免使用demand而改用request如:
We request your immediate payment.
b) We are disgusted with your manner of doing business.
disgusted意味hate而且有strong feeling of dislike or distasted, 既“厌恶”的意思, 因此,还是婉转或含蓄一些为宜,如:
We are not completely satisfied with your manner of doing business.
c) We must refuse your offer.
Must………带有威胁性的意味(minatory tone),不如改为:
we regret that we are unable to accept your offer.
Or:
We regret that we are not in a position to accept your offer.
d) We want you to assist us
带有傲慢或长者的口吻(superior tone),不如改为:
Your assistance would be appreciated.
(六) 使用高兴,遗憾,感谢等词汇及表达法
(1)、 We have pleasure of -ing…….
We have pleasure in -ing…….
It is with pleasure that we do so
It gives us(great, much) pleasure to do so
We are pleased for us to do so
It’’s a pleasure for us to do so.
We are glad(or:
delighted) that you do so
We shall gladly do so
We shall feel happy if you will do so
We are happy to do so
(2) 、表示感谢的表达法有:
We are (very, most) appreciative of your doing so
We are gratified to learn that you do so
We shall be (or:
feel) obliged by your doing so
We shall be obliged if you will do so
You will oblige us by doing so
We shall be grateful to you if you will do so
We shall appreciate your doing so
We shall appreciate it if you will do so
We shall thank you to do so
It will be appreciated if…….
We are thankful that you do so
(3)、表示遗憾的表达法有:
It is a matter for regret that we cannot do so
It is with regret that we must do so
We express our regret at -ing…..
To our regret we cannot do so
It is regrettable that we must do so
We regret that we cannot do so
We regret to do so
It is to be regretted that you do so
We are regretful that we must do so
It is a pity that you cannot do so
We are sorry we cannot do so
We are sorry to do so
注:
以上的表达法只是常用的一部分。
写信要做到Courtesy,但要注意
(1)、不要使用已经过时的毫无意义的老套子,如:
our esteemed clients;
your esteemed letter;
your respectable house;
your good self(or good selves);
your valued order;
your esteemed reply等等
(2)、要分清“礼貌”与“卑恭”的界限,如:
(a) We are extremely and sincerely sorry for the error and ask that you accept our humble and sincere apology for the undue inconvenience suffered by you.
(b)We beg to acknowledge receipt of your letter dated 11th December.
(c) We beg to enclose herewith our invoice.
这三例不是“
- 配套讲稿:
如PPT文件的首页显示word图标,表示该PPT已包含配套word讲稿。双击word图标可打开word文档。
- 特殊限制:
部分文档作品中含有的国旗、国徽等图片,仅作为作品整体效果示例展示,禁止商用。设计者仅对作品中独创性部分享有著作权。
- 关 键 词:
- 商务 书信 原则