外貿函電與單證

BusinessEnglishCorrespondenceanddocumentsWHOAMI?授課教師：陳芳娌（FannyChen）

phoneechat:253531413Email:chenfangli2012@163.com導入三組數據外貿函電與單證作為國際貿易往來使用的聯系方式，是開展對外經濟貿易業務和有關商務活動的重要工具，稱為外貿工作人員必備的專業技能IntroductiontothecourseCoursedescriptionCoursecontents

CourseobjectivesLearningguideAssessmentandRequirements外貿函電與單證1、函電與單證？LeadingIn

HowmanywaysofBusinesscommunicationdoyouknow?外貿函電與單證TelephoneFaxE-mailLetterTelegramTelexWaysofcommunication外貿函電與單證Introduction“外貿函電”通譯為

ForeignTradeCorrespondence,或BusinessEnglishCorrespondence“函”：信函(letters)“電”：過去的電報(telegraphs,telegrams,cables,)、電傳(telexes)，和現在的傳真(faxes)、電子郵件(E-mails)等單證（Documents）本課程是國際貿易專業高年級的核心專業課程之一，是一門將英語與外貿業務相結合的課程。介紹外貿實務中各種業務英文函件,介紹對外貿易各業務環節的具體做法，寫作格式和各種不同的表達方法課程要求先修的知識國際貿易實務國際金融市場營銷綜合英語課程的后續課程劍橋商務英語商務談判2、為什么學函電與單證？Letter1DearMs.Fanny.

Goodday.wearelookingforhighqualitypaperstickcottonswabsmadeinChina.

pleasecontactwithussothatIamabletoe.mailyoumysampleimage.

Mycompany'snameisLivee'sTPS,Inc..

Mye-mailisno1tps@.

Kindregards

Mr.VeeYavarianHiMsFanny,

Iwouldliketoknowthepricefor200pcswoodenstickcottonbudsinPPbag.Iaminterestedinbuying5000bags.

Myemailisinfo@tcommercesrl.eu

Pleaseprovideuswithaquotation.

Thankyou.YoursSincerely,SasaTrifariLetter2Objectives本課程通過對外貿進出口業務當中往來函電寫作技巧的教學，以及對外貿進出口業務各環節涉及的專業術語和表達方法的教學，培養同學們與國外貿易伙伴的英語書面溝通能力，能夠恰當處理進出口業務中的往來書信、傳真、電子郵件（writing,readingandtranslating）等，同時鞏固國際貿易實務的知識，為從事與外貿相關的工作打下基礎。3、學習內容？回顧上學期內容：一宗出口業務一般可以分成哪幾個主要的階段？第一階段：尋找貿易伙伴，建立銷售渠道第二階段：對外進行洽談第三階段：合同的履行外貿實務基本環節有：建立業務關系、詢盤、報盤和報價、還盤、訂單，履行訂單、支付、包裝和運輸、信用證的修改和展期、索賠和解決索賠等。本課程主要學習信例，大量學習外貿實務基本環節中有代表性的信例，掌握擬寫信函和電傳傳真的方法。本課程的學習內容:外貿業務書信的標準格式;通過哪些途徑來發展新客戶，開拓新市場;如何進行對某商品詢價，怎樣報盤和還盤;怎樣靈活運用付款方式;如何做到重合同守信用;怎樣去審查信用證，做到不出差錯;在理賠和索賠中做到有理有理有節；學會擬寫信函和電傳傳真的寫作技巧。學習方法：

1、每單元學習的核心和重點在函電范文2、認真完成練習，按照要求完成每一封函電的寫作，注意正確的格式和明確的內容。3、語言是語音與文字的結合，應盡可能多地朗讀、背誦詞語和范文，做到耳、口、眼、手多渠道結合起來進行學習

1、課前預習有關內容，以便上課學習和回答問題。2、按時到課，上課時通訊工具關機或靜音。3、積極參加小組活動，完成作業及討論4、期末45分以下堅決掛科；5、平時點名，隨機抽查，曠課3次以上，期末60分以下的者堅決掛科；6、遲到、上課玩手機、說話的同學，你懂的~~課程要求！考核方式平時成績40%

考勤:10％（曠課一次扣5分，遲到一次扣2分）課堂表現：30％（回答問題及小組作業）期末閉卷考試:60％

Somereferencebooks《國際貿易實務》（第三版）黎孝先主編，對外經濟貿易大學出版社《外貿英語函電》蘭天，東北財大出版社Part

1

AnIntroduction

toBusinessCorrespondence基本問題1、Whatisbusinesscorrespondence?2、FormandStructureofbusinesscorrespondence3、somerulesofgoodwriting4、writingprincipleofthebusinesscorrespondenceChapter

1

Introduction

to

TheBusinessCorrespondenceSection1DefinitionWhatisbusinesscorrespondence?businesscorrespondenceisawrittencommunicationbetweentwoparties.Amediumthroughwhichviewsareexpressedandideasorinformationiscommunicatedinwritingintheprocessofbusinessactivities.Itisalsowrittenbypeopleinconnectionwiththeirwork.外貿函電與單證Section2FunctionsWhyisbusinesscorrespondencesoimportantinourdailylife?MaintainProperRelationshipCreatandMaintainGoodwillServeasEvidenceExpandBusiness外貿函電與單證Section3TypesofBusinessCorrespondenceTheexporter’slettersTheImporter’sLettersP4Section4EssentialQualitiesofaGoodBusinessletterQuestion:What’sthedifferencebetweenthedailyletterandthebusinessletter?Letter1DearJohn,Manythankstoyou,mydearfriend,ofthesplendidpresentthatyouhavesentme,andIfeeldeeplymoved.Iamgladtotellyou,Iammakingrapidprogresstowardhealtheveryday.Lookingforwardtomeetingyouatschoolassoonaspossible.Yoursaffectionately,DatDearMr.Hunter,Wehopethateverythingatyourendisfine.Wehaven’theardfromyouforalongtimesincethewarbrokeout.Wehopewecouldrenewthebusinesscooperationasquicklyaspossible.Weconfirmwiththanksreceiptofyourfirstenquiryandlookforwardtoyourfirstorder.Bestregards,Yoursfaithfully,HenryLetter2Inourwritings,HOWsomethingissaidisfrequentlyasimportantasWHATissaid.TheHOWcontrolsthefeelingcontentofthemessage,whiletheWHATcontrolsthesubjectcontent.ToachieveboththeHOWandWHAT,weshouldhaveabetterunderstandingofthebasicprinciplesforeffectivecommunications.QualitiesofaGoodBusinessletterWritingQualitySimplicityClarityAccuracyCompletenessRelevanceCourtesyNeatnessQualitiesofaGoodBusinessletterFormatQualityQualityofthepaperColorofthepaperSizeofthepaperFoldingofletterEnvelopeChapter2TheFormsofBusinessCorrespondenceTeachingObjectives

thelayoutofabusinessletterwritingabusinessletteranditsenvelopeinrightstyles（1）LayoutofaBusinessLetter

商業信函的格式在對外貿易中，商務書信的格式要求十分嚴格，它代表著一個公司的形象。它與私人信函的格式有較大的差別。本章突出了商務書信與私人信函的格式比較。有四種常用格式：齊頭式（blockform）混合式（modifiedblockform）改良式（modifiedblockform）簡化式（simplifiedform）選擇何種形式取決于寫信人的興趣和愛好。LayoutofaBusinessLetter

商業信函的格式FourmajorformsBlockForm

齊頭式ModifiedBlockForm

改良齊頭式SimplifiedForm簡單式IndentedForm

縮格式FormsofBusinessletter1)BlockFormIntheblockform,everypartofaletteristypedfromtheleftmarginwithnoindention.齊頭式：凡是用打字機打上去的每一行字都是從左邊的空白邊緣打起。H.Woods&Co.Ltd.NessonHouse,NewellStreetBirminghamB153ELTel:(44-121)4560000Fax:(44-121)45600011March,2008TheManagerShanghaiTextileTradingCo.Ltd.72ZhongshanRd.Shanghai200001ChinaDearSirorMadam,Weareinterestedintweedlengthssuitableforskirt-makingandwouldliketohavedetailsofyourpricesandterms.Itwouldbehelpfulifyoucouldsupplysamples.Yoursfaithfully,LarryCraneChinaTradeManager除信頭外全部左對齊段落之間用空格

LetterheadDate:____________

InsideAddress__________________________________

Salutation:

__________________________________________

________________________________________________________________________________________________________________________________________________________________________ComplimentaryClose,SignatureSample1P92)ModifiedBlockForm:It’ssimilartotheblockform,thedifferenceisthatcomplimentaryclosingandsignatureshouldappeartotherightmarginofthepaper.改良平頭式：這種格式，除結尾禮詞和簽名部分外，其他部分每行開頭都與左邊空白看齊。Sample2P103)SimplifiedFormsimplifiedformissomewhatlikeblockform.Butsomepartsareomitted,suchassalutationandcomplimentaryclose.

簡單式：與齊頭式相仿，但省略部分內容，如稱呼、結尾禮詞等。Sample3P134）Indentedform：Themainfeatureinthisstyleisthateachlineoftheinsideaddressshouldbeindented2-3spaces,andthefirstlineofeachparagraphshouldbeindented4-5spaces.Thisisatraditionallyconservativeformatoflayout.封內地址每行都應縮進2-3個空格，每段的第一行也要縮進4-5個空格，是較為傳統的信函格式。縮格式示例具體收信人和事由居中日期靠右段首縮格結尾敬語和落款偏右Sample4P8-P15（2）EnvelopeAddressing

信封格式寫信人在上，收信人在下信封格式不一,根據收信人名稱地址的寫法通常分兩種格式：齊頭式：收信人名稱地址左端對齊縮格式：收信人名稱地址逐行右縮AddressingEnvelopesReturnAddressStampAddressRemarksRemarks（備注）:

1.Private私人信2.Confidential機密信3.Registered掛號郵件4.Express快遞郵件5.OrdinaryMail平信6.Immediate(Urgent)急件7.PrintedMatter印刷品8.Sample樣品1、BlockForm—齊頭式收信人名稱地址：左端對齊寫信人名稱地址2、IntendedForm-縮格式

寫信人名稱地址收信人名稱地址：逐行右縮郵寄方式ViaAirMail(ByAirmail,orParAvion)航空Registered 掛號ParcelPost 郵包Express快遞SamplesPost樣品Chapter3TheComponentsinBusinessCorrespondence1.Theletterhead信頭2.Thedateline日期3.Theinsideaddress收信人地址4.Thesalutation稱呼5.Thebodyoftheletter信文6.Thecomplimentaryclose結尾敬語7.Thesignature落款A.EssentialParts必要部分

B.OptionalParts附加部分8.Theattentionline具體收信人9.Thesubjectline事由10.Thereferencenotation案號11.Theenclosure附件12.Thecarboncopynotation抄送13.Thepostscript附言14.Referenceline參考號1.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@10.OurRef.YourRef.2.Date:15thNovember,20--3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England8.Attention:ImportDept.4.DearSirs,9.AquaticProducts

5.Wethankyouforyourenquiryof5November.Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustratedcatalogueandaquotationsheetforyourreference.Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.Weawaityourearlyfavorablereply.

6.Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)11.Enclosures12.ccourShanghaiBranchOffice13.P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.信函組成部分示例組成部分分項示例1. ChinaNationalCereals,Oils&FoodstuffsImp&ExpCorp.8JianguomenNeiDajieBeijing10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:carl@2.Date:15thNovember,20--信頭日期3.MessrsH.Ronald&Co.556EastcheapLondon,E.C.3,England4.DearSirs,收信人名稱和地址稱呼5.

Wethankyouforyourenquiryof5November.Incompliancewithyourrequest,wearesendingyouherewithacopyofourillustratedcatalogueandaquotationsheetforyourreference.Allpricesaresubjecttoourconfirmationforouraquaticproductshavebeensellingwellthisseason.Therefore,wewouldsuggestthatyouadviseusbyafaxincaseofinterest.Weawaityourearlyfavorablereply.

6. Yourstruly,

7.ChinaNationalCereals,OilsandFoodstuffsImp&ExpCorp.Sig._______________(Manager)結尾敬語信文落款8.Attention:ImportDept.9.AquaticProducts具體收信人事由10.OurRef.11.Enclosures12.ccourShanghaiBranchOffice13. P.S.WerequirepaymentbyL/CforatotalvaluenotexceedingUSD50,000.案號附件抄送附言1)LetterheadLetterheadincludessender’sname,streetaddress,telephonenumber,faxnumber,andcableaddress,etc.Usuallyletterheadisprintedintheup-centerorattheleftmarginofaletterwritingpaper.名稱、地址AUKaddress:

AirEnvironmentalMechanicalEquipmentLimited2076WestMainStreetDevon,EX140RAU.K.

公司名稱街道郵編(在國家之前)國家城市門牌號BritishAirwaysRefundsDepartment

POBox365

Harmondsworth

Middlesex

UB70GB

UK單位郵箱號街區郡郵區國家中國地址名稱用英文寫SinochemJiangsuImportandExportCorporationRoom602,floor12,JiangsuInternationalBusinessMansion,50ZhonghuaRoad,Nanjing210001,P.R.China

單位名稱門牌號大樓名稱街道郵編(在國家之前)城市國家用漢語拼音直譯;一個地名只大寫第一個字母例如：“山東青島”

Qingdao,Shandong

QingDao,ShanDong

可用縮寫:

Rd.=Road,Fl.=Floor,Ave=AvenuetranslationCriterionofchinaplacenameExercise1、廣州市新港西路135號中山大學SunYat-senUniversity,No.135,XingangXiRoad,Guangzhou,P.R.ChinaExercise2、廣東省東莞市麻涌鎮沿江西路7號中山大學新華學院XinhuaCollegeofSunYat-senUniversity，No.1,YanjiangxiRoad,MachongTown,Dongguan,Guangdong,P.R.ChinaExercise阿里巴巴（中國）有限公司中國杭州市余杭區文一西路969號郵編：311121Alibaba(China)Co.,Ltd,No.969WenyiXiRoad,YuhangDistrict,Hangzhou311121,China2、datePlace:afewlinesbelowetheletterhead日期最好用文字，如：

1. May2,2015

2. 2May,2015

3. 7September,20154. September7,2015

5. 25Aug.,2015

6. Oct.10,2015主意標點符號！Thedate寫法：

美式：月-日-年

英式：日-月-年

Am.EMonthDate,YearNovember20,2004

Br.EDateMonth,Year20November,2004

避免月份用數字，如

03/05/2015

Date位置：美式：在信頭和收信人名稱地址之間英式：通常在收信人名稱地址之下均可以齊頭，也可以靠右DateinAmericanstyle日期信頭收信人名稱地址DateinBritishstyle日期收信人名稱地址稱呼信頭3.Referenceline（參考號）在外貿業務聯系中，當一個公司向另一個公司發函時，雙方都會給信函編號。

編號一般應包括卷宗號碼、部門代號或者該信封的簽發人及打字員的姓名的手寫字母。所有這些都標由“我方號碼”、“貴方號碼”，以防混淆。這些內容都打印在緊挨著信頭下面的位置。3.Referenceline（參考號）Usedinthefollowingways:Ourref.401(intheletterhead)Thankyouforyourletterref.401ofMay5(theopensentence)_YourRef:401(subjectheadings)4.SpecialMailingNotations（特殊郵寄標記）SPECIALDELIVERYCERTIFIEDMAILAIRMAIL5.On-arrivalNotationsPERSONALCONFIDENTIALREGISTEREDMAIL6、Insideaddress封內地址Alwaysinclude:

Receiver’snameReceiver’sofficialtitleCompany’sname;thestreetaddress;District,nameofthetownorcity;Stateorprovince,ZIPcode;Nameofcountry;6、Insideaddress封內地址寫上封內地址的益處：1）發信時可與信封上地址相互對照，以免發信時發生錯誤2）收信人讀信時可以相互對照3）便于查閱ExamplesoftheFormatsofInsideAddress:Ms.CeciliaGreenSalesManagerABCCompany123BerryDriveMinneapolis,MN55106U.S.A.VicePresidentMessrs.J.Harvey&Co.66HighStreetAnytown,AY12BFChinaNationalMachineryImport&ExportCorp.36,JianshanRoadDalian,116023People’sRepublicofChinaExamplesoftheFormatsofInsideAddress:Attentionlineisusedwhenthewriterofaletteraddressedtoanorganizationwishestodirectthelettertoaspecificindividualorsectionofthefirm.Itgenerallyfollowstheinsideaddress.Attention:Mr.SmithAttention:TheSalesManager7、Theattentionline(經辦人)具體收信人位置：

1.

收信人地址之下

2.齊頭式靠左，縮格式居中表示的是承辦本信件的具體個人或部門

1.Attention:Mr.H.A.Donnan,ExportManager2.AttentionofMr.Cave3.TotheattentionofMr.LiuMing

4.ATTN:Mr.Iverson8、Salutation（稱呼）Agreetingformal對男士：DearSir,或DearSirs,或Gentlemen:對女士：DearMadam,ToindividualDearMr.Johnson,或DearJack,(lastname),or

DearProf.Park,(surname)salutation1.Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:

DearSirorMadam,

2.Ifyouknowthenamebutarenotfamiliarwiththeotherperson,youshouldusethefollowingsalutation:

DearMr./Mrs.XXX,3.Ifyouarequitefamiliarwiththeotherperson,youmayusethefollowingsalutation:

HiXXX,HelloXXX,XXX,外貿函電Informal

Subjectlineisactuallythegeneralideaofaletter.Itisinsertedbetweenthesalutationandthebodyoftheletter。事由（標題）的作用是讓收信人對信的主旨一目了然，寫在稱呼下面的兩行，一般是在信箋中上部的位置，可在前冠以Subject：或Re：的字樣。9.SubjectLine事由ThecommonsalutationP239.SubjectLine事由表示的是該信函的主題

1.Re:YourOrderNo.4632.Subject:SHEEPWOOL 3.Re:ContractNo.8904位置：

稱呼和正文之間10、BodyoftheLetterThisisthemainpartoftheletter.Itexpressesthewriter’sidea,opinion,purposeandwishes,etc.,soitshouldbecarefullyplanned.

Thebodyofabusinesslettertypicallycontainsthreeparagraphs:·

1.introductoryparagraph·

2.Mainpart

3.concludingparagraph11、ComplimentaryCloseComplimentarycloseismerelyapolitewayofendingaletter.Itisinkeepingwiththesalutation.結束語是一種客套用語它應與前面的稱呼相呼應，后面加逗號。如：Formal:DearSir(s),Yoursfaithfully,orFaithfullyyours,Gentlemen:Trulyyours,orYourstrully,Lessformal:DearMrxx,YourssincerelyorSincerelyyours,注意：1）結束禮詞寫在結尾語下隔一行，正中或略向右邊寫起2）只有第一個字母大寫，后面加逗號3）歐洲信函把Yours放前，美國則把副詞放前4）用Yours而不用Your，與Yours連用的一定是帶-ly的副詞。外貿函電ComplimentaryClose正規場合下常用：1.Yoursfaithfully,2.Yourstruly,3.Yourssincerely,4.Faithfullyyours,5.Trulyyours,6.Sincerelyyours,第二個單詞小寫，結尾用逗號或不用標點符號CorrectwheretherehasamistakeYourfaithfullyYourssincerely.YoursTruly,Yoursfaithfully,Yourssincerely,Yourstruly,12、TheSignatureItiscommontotypethenameofthewriter’scompanyimmediatelybelowcomplimentaryclose.

結束語的下面，應將公司的名稱用大寫打出，必須由負責人簽名，簽名的下面為使對方了解簽名人的姓名、職位，可以打字注明。Signature（簽名）結尾敬語ManualsignaturePrintednamejobtitle公司名稱Signature

Company’snameYoursignaturetypedsignature(jobtitle)ELECTRONICSLTD.

HaroldJones

HaroldJonesManagerReturn

外貿函電想一想：如果有資格簽署的人不在公司，想請他人簽署，該怎么辦？外貿函電注意：有時候有資格簽署的人不在公司，常以授權（powerofattorney)授權一負責的雇員簽署，在這種

情況下，則應在公司行號前寫上P.P.。

格式一般如下：Yoursfaithfully

（P.P.）THENATIONALTRANSPORTCO.，T.M.WhiteT.M.WhiteManager外貿函電13、EnclosureIfsomethingisenclosed,noteitbelowthesignature.如信中有附件時，應在簽名下注明Encl.或Enc.如附件不止一件應注明2Enclsor3Encls,或詳細列明如下：Encls:2InvoicesEnc:1B/L

1Photo

1Certificate14、CopyCirculationWhencopiesoftheletteraresenttoothers,typec.c.belowthesignatureattheleftmargin.如果函件要抄送其他有關單位，同時使對方也知道已抄送其他單位，可在信件最后的左下角注明“CCtoxxx”or“CCxxx”抄送位置：附件之下，左對齊表示該信件同時抄送給他人

1.明抄：ccMarketingDepartment2.暗抄：bccMr.SimpsonCarboncopy,收信人知道被抄送Blindcarboncopy,收信人不知道被抄送，只出現在發給被抄送人的信件里15、Postscript附言Ifthewriterwishestoaddsomethingheforgottomentionorforemphasis,hemayaddhispostscripttwospacesbelowthecarboncopynotation:P.S.Thesampleswillbemailedtoyoutomorrow.TrytoavoidusingP.5.sinceitmaysuggestthatthewriterfailedtoplanhisletterwellbeforehetypedit.ComponentsofaBusinessLetter

EssentialParts必要部分1.Theletterhead信頭2.Thedate日期3.Theinsideaddress收信人地址4.Thesalutation稱呼5.Thebodyoftheletter信文6.Thecomplimentaryclose結尾敬語7.Thesignature落款2OptionalParts附加部分8.Theattentionline具體收信人9.Thesubjectline事由10.Thereferenceline案號11.Theenclosure附件12.Thecarboncopynotation抄送13.Thepostscript附言BlockFormat

齊頭式外貿函電Theblockformatisthesimplestformat;allofthewritingisflushagainsttheleftmargin.

Theindentedformat(縮進式）

外貿函電Alsothefirstlineofeachparagraphisindented.

Summarysevenprinciplepartsandsixoptionalparts.Weshouldatleastrememberthesevenprinciplepartsandsomeusefulandcommonoptionalparts.Weshouldalsorecitetheformatofbusinessletters.Theserulesandprinciplesarecrucialinthebusinessletters,becauseitshowsyourattitudeandabilitytodobusinesscarefullyandsuccessfully.外貿函電Assignments

Everystudentshouldchoosealayout,andthen

putalltheinformationaboveontheletteraccordingtothelayoutyouchoose.Seller:RoyalGrosvenorPorcelainCompanyLtd.Address:GrosvenorHouse,RenfrewRoad,OakleyStaffordshireOA79AHTel:(743069)60591/2/3Buyer:ColourfloorCo.Ltd.Address:238WiltonRoad,AxminsterAXzASDate:March5,2007Subject:porcelainThebody:------Theletteriswrittenbytheseller，JulieBerlinRoyalGrosvenorPorcelainCompanyLtd.GrosvenorHouse,RenfrewRoad,OakleyStaffordshireOA79AHTel:(743069)60591/2/3Date:March5,2007ColourfloorCo.Ltd.238WiltonRoad,AxminsterAXzASDearSirs,Subject:porcelainThebody………..………………Yourstruly,

RoyalGrosvenorPorcelainCompanyLtd.JulieBerlinExcersiceP27ExcersiceP29Chapter4TheWritingPrinciplesinbusinessCorrespondence——“7C”1、courtesy禮貌2、consideration體諒3、completeness完整4、clarity清楚5、conciseness簡潔6、concreteness具體7、correctness正確WritingPrinciplesofbusinessLetters

Courtesy禮貌Bycourtesywemeantradingpeoplewithrespectandfriendlyhumanconcern.Inordertomakeabusinesslettercourteous,trytoavoidirritating,offensive,orbelittlingstatements.Toanswerletterspromptlyisalsoamatterofcourtesy.盡量避免使用過激、冒犯、輕蔑的語言。同時，及時回復來信也是一種禮貌的表現Followingrulesshouldbefollowed:

Changethecommandingtoneintorequestingtone;Avoidoveremphasizingyourownopinionorirritatingyourpartner.Passivevoiceshouldbeadoptedaccordingly;

Trytoavoidusingthewordwithforcingtoneorarousingunpleasantness.Useexpressionsaboutjoyandwillingness,thanksandregret,etc.Comparison:（1）Tellusmoredetailedinformationonyourrequirements?Willyoupleasetellusmoredetailedinformationonyourrequirements?（2）Youcanmakeshipmentalittlelater,thatis,byJune10.Youmightmakeshipmentalittlelater,thatis,byJune10（3）Wecan’tdeliverthegoodsallatonetime.我們不可能同時交貨。I’mafraidwecannotdeliverthegoodsallatonetime.恐怕我們無法同時交貨。Comparison:教材P322)Conciseness簡潔Concisenessisoftenconsideredtobethemostimportantwritingprincipleandlanguagefeature.Concisenessalsomeansyoushouldclearlyexpresswhatyouwoulddoinashortandpithystyleofwritingaspossibleasyoucan.“短小精悍的寫作方式”“Conveyingcompletemessagewiththehelpofminimumwordspossible”

Avoidusingwordyexpressions:避免廢話連篇Avoidunnecessaryrepetition:避免不必要的重復Usingshortsentences,simplewords,strongverbsandactivevoice:短句、單詞的運用Avoidtheout-of-datecommercialjargonsandtrytousemodernEnglish.不要使用過時的語言，要運用現代英語。Followingrulesshouldbefollowed:

Examples:P343)Clarity清楚

Weshouldfirstidentifywhatwewanttoexpressandthenexpresstheideainplain,simple.UseIndirectSentenceStructureinbadnewsPrefershortandsimplewordsKeepsentencesshortExamplesP354)Concreteness具體:Makethemessagespecific,definiteandvivid.Trytoheedthefollowingtips:Completewiththe6W’s:Who?What?Why?How?Where?When?Concretenessinaction:usingspecificlanguagetomakeourinformationmoreconcreteandconvincing;Usingconcretewords.

GeneralSpecificSoonMay15AlargevolumeanorderuptoUS$57,800Contactyoucall/write/fax/visiSomebody