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全套外贸信函写作样本

函电书写基本原则

一、Courtesy 礼貌

语言要有礼且谦虚,及时地回信也是礼貌的表现。

例如:
We have received with many thanks your letter of 20 May, and we take the pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it.
You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of 20 May.

二、Consideration 体谅

写信时要处处从对方的角度去考虑有什么需求,而不是从自身出发,语气上更尊重对方。

例如:
“You earn 2 percent discount when you pay cash. We will send you the brochure next month. ”就比 “We allow 2 percent discount for cash payment. We won't be able to send you the brochure this month.” 要好。

三、Completeness 完整

一封商业信函应概况了各项必需的事项,如邀请信应说明时间、地点等,确忌寄出含糊不清的信件。

四、Clarity 清楚

意思表达明确,要注意:

(一)避免用词错误:
例如:As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services.
此处bimonthly有歧义:可以是twice a month 或者once two month.故读信者就迷惑了,可以改写为:
1.We have two direct sailings every month from Hong Kong to San Francisco.
2.We have semimonthly direct sailing from Hong Kong to San Francisco.
3.We have a direct sailing from Hong Kong to San Francisco.

(二)注意词语所放的位置:
例如:
1. We shall be able to supply 10 cases of the item only.
2. We shall be able to supply 10 cases only of the item.
前者则有两种商品以上的含义。

(三)注意句子的结构:
例如:
1.We sent you 5 samples yesterday of the goods which you requested in your letter of May 20 by air.
2.We sent you, by air, 5 samples of the goods which you requested in your letter of May 20.

五、Conciseness 简洁

(一)避免废话连篇:
例如:
1.We wish to acknowledge receipt of your letter...可改为:We appreciate your letter...
2.Enclosed herewith please find two copies of...可改为: We enclose two copies of...

(二)避免不必要的重复:

(三)短句、单词的运用:
Enclosed herewith----->enclosed
at this time----->now
due to the fact that----->because
a draft in the amount of $1000----->a draft for $1000


六、Concreteness 具体

七、Correctness 正确


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商务函电基本格式


20 May 2000 Date Line 日期)
Kee & Co., Ltd 34 Regent Street London, UK Inside Address 收信人地址
Dear Sirs: Salutation 称呼
We have obtained your name and address from Dee&Co. Ltd, and we are writing to enquire whether you would be willing to establish business relations with us. We have been importers of shoes for many years. At present, we are interested in extending our range and would appreciate your catalogues and quotations. If your prices are competitive we would expect to place volume orders on you. We look forward to your early reply. Body 信文
Yours faithfully Complimentary Close 客套结束语
Tony Smith Signature Block 签名栏
Enc. Enclosure Notation 附件说明




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同意对方担任独家代理


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

Dear Mr. Smith:
Thank you for your letter of 20 May proposing a sole agency for our office machines.

We have examined our long and, I must say, mutually beneficial collaboration. We would be very pleased to entrust you with the sole agency for Bahrain.

We have drawn up a draft agreement that is enclosed. Please examine the detailed terms and conditions and let us know whether they meet with your approval.

On a personal note, I must say that I am delighted that we are probably going to strengthen our relationship. I have very pleasant memories of my last visit to London when you entertained me so delightful. I look forward to reciprocating on your next visit to Beijing.

Yours sincerely,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

----先生:

五月二十日建议担任办公室器具之独家代理来信已经收妥。

过去双方合作皆互利互助,能获您的眷愿作我公司于巴林的独家代理,殊感荣幸。

现随函附上协议草稿,烦请查实各项条款,惠覆是盼。

双方能加强业务,甚感欣喜。前次到访伦敦,蒙盛情款待,不胜感激。祈盼您莅临北京时,容我一尽地主之谊。


出口部主任
托尼.斯密思谨上
2000年5月22日

拒绝对方担任独家代理


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

Dear Sirs:
Thank you for your letter of 20 May suggesting that we grant you a sole agency for our household lines.

I regret to say that, at this stage, such an arrangement would be rather premature.

We would, however, be willing to engage in a trial collaboration with your company to see how the arrangement works.

It would be necessary for you to test the market for our products at your end. You would also have to build up a much larger turnover to justify a sole agency.

We enclose price lists covering all the products you are interested in and look forward to hearing from you soon.

Yours sincerely,

Tony Smith
Chief Seller

Enc.


--------------------------------------------------------------------------------

----先生:

五月二十日有关建议担任家用亚麻制品独家代理的来信收妥,谨致衷心谢意。

目前时机尚未成熟,不能应允该安排,深感抱歉。

然而,本公司乐意与贵公司先试行合作,为今后合作打下基础。

为证明担任独家代理的能力,贵公司宜就上述货品作市场调查,研究是否可扩大现有营业额。

随函奉上该货品报价单,敬希查照。专此候覆。

出口部主任
托尼.斯密思谨上
2000年5月22日



请求建立商业关系的回复


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

Dear Sirs:


Dear Mr. Smith,
Thank you for your letter of the 20th of this month. We shall be glad to enter into business relations with your company.
In compliance with request, we are sending you, under separate cover, our latest catalogue and price list covering our export range.

Payment should be made by irrevocable and confirmed letter of credit.

Should you wish to place an order, please Email or fax us.

Yours sincerely,

Tony Smith
Chief Seller

----先生:

非常高兴收到贵公司本月二十日有关建立商务关系的来函。

谨遵要求另函奉上最新的出口商品目录及报价单。

款项须请以不可撤销保兑信用证支付。如欲订货,请寄电子邮件或传真为盼。

出口部主任
托尼.斯密思谨上
2000年5月22日


--------------------------------------------------------------------------------
请求建立商业关系

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

Dear Sirs:

We have obtained your name and address from Dee&Co. Ltd, and we are writing to enquire whether you would be willing to establish business relations with us.

We have been importers of shoes for many years. At present, we are interested in extending our range and would appreciate your catalogues and quotations.

If your prices are competitive we would expect to place volume orders on you.

We look forward to your early reply.

Yours faithfully,

Tony Smith
Chief Buyer
--------------------------------------------------------------------------------

——先生:

我们从蒂科公司得知贵司商号与地址,特此来函,希望能同贵司发展商务关系。

多年来,本公司经营鞋类进口生意,目前想扩展业务范围。请惠寄商品目录与报价单。

如贵司产品价格合理,本公司必定向你方下定单。

恭候佳音。

采购部主任
托尼.斯密思谨上
2000年5月20日

加价前优惠大客户

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


--------------------------------------------------------------------------------
就价格让步的还盘

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

敦促买方接受报价

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

Dear Sirs:
We refer to our quotation of 10 May and our mail offer of 20 May regarding the supply of Flame cigarette lighters.

We are prepared to keep our offer open until the end of this month.

As this product is in great demand and the supply limited, we would recommend that you accept this offer as soon as possible.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

关于火焰牌打火机的供应事宜,本公司曾于五月十日报价和于五月二十日邮寄报盘。

现特此通知,该报盘的有效期在本月底结束。

该货品市场需求量很大,供货有限。宜从速接受该报价为荷。

销售部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
询价的回复

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

Dear Sirs:
We welcome your enquiry of 20th May and thank you for your interest in our products. A copy of our illustrated catalogue is being sent to you today, with samples of our products.

Mr. Lee, our overseas director, will be in London early next month and will be glad to call on you. He will have with him a wide range of our manufactures, and when you see them we think you will agree that the quality of the materials used, and the high standard of craftsmanship will appeal to the most selective buyers.

We manufacture a wide range of hand-made leather shoes in which we think you may be interested. They are fully illustrated in the catalogue and are of the same high quality as our gloves. Mr. Lee will be able to show you samples when he calls.

We hope the samples will reach you in good time and look forward to your order.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

欢迎贵公司5月20号来函询问,谨表谢意!现寄上敝公司产品目录表与样品。

敝公司海外供销主任李先生将于下月初,携同大批货品到伦敦一行,专程拜访贵公司。届时阁下必然同意敝公司的产品品质高且手工精巧,足以满足任何要求极高的顾客。

敝公司同时生产手制皮鞋,品质与手套相同,盼贵公司有意采购,在货目录表内有详细说明。李先生拜访贵公司时会展示样品给贵公司参考。

样品将及时送到贵公司,并盼望早日作出订货决定。

销售部主任
托尼.斯密思谨上
2000年5月20日

第一次询价

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

Dear Sirs:
We learn from Thomas H. Pennie of New York that you are producing hand-made gloves in a variety of artificial leathers. There is a steady demand here for gloves of high quality at moderate prices.

Will you please send me a copy of your glove catalogue, with details of your prices and terms of payment. I should find it most helpful if you could also supply samples of these gloves.

Yours faithfully,

Tony Smith
Chief Buyer


--------------------------------------------------------------------------------

——先生:

从纽约的托马斯·H·彭涅公司处,敬悉贵公司生产各类手工制人造皮革手套。本地区对中等价格的高品质手套向有稳定的需求。

请惠寄贵公司的手套目录一份,详述有关价目与付款条件。希望贵公司顺带惠赐样品。

采购部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
主动报价

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

Dear Sirs:
This time last year you placed an order for Type BS362 12-volt sealed batteries. This is a discontinued line which we had on offer at the time.

We now have a similar product on offer, Type CN233. It occurs to us that you might be interested. A descriptive leaflet is enclosed.

We have a stock of 590 of Type CN233 which we are selling off at GB£30 each.

We can offer a quantity discount of up to 15%, but we are prepared to give 20% discount for an offer to buy the complete stock.

We are giving you this opportunity in view of your previous order. We would appreciate a prompt reply, since we will put the offer out in the event of your not being interested.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

去年此时贵公司所订购的BS362型号12伏密封电池,现已停止生产。

现有同类型产品CN233,存货共五百九十件,特惠价每件30英镑。贵公司如感兴趣,敬请参看随附的简介说明。

大批订购可获八五折优惠,整批购入则可享八折特惠。

为感谢贵公司以往惠顾,特此给予订购优惠。极盼立即回覆,如贵公司未欲订购,本公司亦能尽早另作安排。


销售部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
报实价

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

Dear Sirs:
This is to confirm your telex of 16 May 2000, asking us to make you firm offers for rice and soybeans C&F Singapore.

We telexed you this morning offering you 300 metric tons of polished rice at A$2,400 per metric ton, C&F Singapore, for shipment during July/August 2000. This offer is firm, subject to the receipt of your reply before 10 June 2000.

Please note that we have quoted our most favourable price and are unable to entertain any counter offer.

With regard to soybeans, we advise you that the few lots we have at present are under offer elsewhere. If, however, you were to make us a suitable offer, there is a possibility of our supplying them.

As you know, of late, it has been a heavy demand for these commodities and this has resulted in increased prices. You may, however, take advantage of the strengthening market if you send an immediate reply.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

二零零零年五月十六日有关查询大米和大豆新加坡到岸价的电传已收悉。

今日上午电传报价:精白米三百公吨,每公吨成本加运费新加坡到岸价为2400澳元。于二零零零年七或八月装运。以上实价需由贵公司于二零零零年六月十日前回覆确实。

该报价为最优惠价,恕不能还价。

本公司与客户正洽售一批大豆交易,若贵公司愿意报以适当买价,本公司乐意出售。近来该类产品需求热烈,令价格上涨。请贵公司把握机会,尽早落实定单为盼。

销售部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
答复分期付款的要求

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

Dear Sirs:

Thank you for your letter of 20 May asking for a change in payment terms.

There is nothing unusual in our current arrangement. From the time you open credit until the shipment reaches your port is normally about three months. In addition, your L/C is only opened when the goods are ready for shipment.

I regret to say that we must adhere to our usual practice and sincerely hope that this will not affect our future business relations.

We will contact you as soon as supplies of the steel pipes you require come into stock.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

贵公司五月二十日要求改变付款条件的来函收悉。

现行的付款条件并无不妥。贵公司只在准备装运时才开立有关信用证,而由开立信用证至货物到达贵公司港口一般约需三个月。

为此,未能满足贵公司要求,实感抱歉,并期望此事不致阻碍双方日后的业务发展。

一俟贵公司所需钢管运抵,本公司即与贵公司联络。

销售部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
要求分期付款

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

Dear Sirs:

In the past, our purchases of steel pipes from you have normally been paid by confirmed, irrevocable letter of credit.

This arrangement has cost us a great deal of money. From the moment we open the credit until our buyers pay us normally ties up funds for about four months. This is currently a particularly serious problem for us in view of the difficult economic climate and the prevailing high interest rates.

If you could offer us easier payment terms, it would probably lead to an increase in business between our companies. We propose either cash against documents on arrival of goods, or drawing on us at three months' sight.

We hope our request will meet with your agreement and look forward to your early reply.

Yours faithfully,

Tony Smith
Chief Buyer


--------------------------------------------------------------------------------

——先生:

本公司与贵公司订购钢管,向以保兑不可撤销的信用证付款。

由开立信用证至收到客户付款,所需时间约为四个月。在现今经济气候不佳和利率高企的环境下,这种付款方法占去大量资金。

如蒙贵公司惠允较宽松的付款方法,则可扩展双方业务。建议日后采用货到后凭单据支付现金的方法或由本公司开立见票第三个月付款的汇票交易。

专候佳音。

采购部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
答复用信用证付款的建议

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

Dear Sirs:

Thank you for your order for 500 Irina 262 typewriters by your letter of 20 May.

We have considered your proposal to pay by a 30-day letter of credit. We do not usually accept time credit. However, in view of our long and mutually beneficial relationship, we are willing to make an exception this time.

I must stress that this departure from our usual practice relates to this transaction only. We cannot regard it as setting a precedent for future transactions.

I enclose our sales contract No.83 covering the order. I would be grateful if you would follow the usual procedure.


Yours faithfully,

Tony Smith
Chief Buyer


--------------------------------------------------------------------------------

——先生:

五月二十日来函收悉。承蒙贵公司订购500台伊琳娜262型号打字机,不胜感谢。

就建议以三十日有效期的信用证付款,本公司向无此例,但鉴于贵我双方长期互惠关系,乐意接受该建议完成交易。

此建议仅适用于是项交易,而不能作为今后交易的先例。

随函附上此次订单的第83号销售合同。烦请按过往常规办理为荷。


采购部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
建议用信用证付款

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

Dear Sirs:

We would like to place an order for 500 Irina 262 electric typewriters at your price of US$300 each, CIF Lagos, for shipment during July/August.

We would like to pay for this order by a 30-day L/C. This is a big order involving US$150,000 and, since we have only moderate cash reserves, tying up funds for three or four months would cause problems for us.

We much appreciate the support you have given us in the past and would be most grateful if you could extend this favour to us. If you are agreeable, please send us your contract. On receipt, we will establish the relevant L/C immediately.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

本公司欲以贵公司报价条件,以每台300美元价格(拉哥斯到岸价),订购500台伊琳娜262型号电动打字机,于七至八月装运。

是项交易款额高达150,000美元,本公司只是适量现金储备,占用资金三、四个月将造成麻烦,故建议以三十日有效期的信用证付款。

承蒙贵公司一向照顾,若能继续给予优惠,本公司感激不忘。如同意上述建议,烦请赐寄合约,即开立信用证。

销售部主任
托尼.斯密思谨上
2000年5月20日


--------------------------------------------------------------------------------
寄送销售确认书

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

Dear Sirs:

We have great pleasure in enclosing copies of faxes exchanged between us resulting in the conclusion of business for 500 Five_Ram bicycles.

We enclose our sales confirmation no.850 in duplicate. Please sign the bottom copy and return it to us for our files. We look forward to receiving your future enquires and orders.

Yours faithfully,

Tony Smith
Chief Seller


--------------------------------------------------------------------------------

——先生:

就贵我双方500辆五羊牌自行车的交易,现随函附上有关的传真文件副本及第850号销售确认书一式两份。

烦请连署确认书副本,寄回本公司以便存档。望继续合作。

销售部主任
托尼.斯密思谨上
2000年5月20日


   
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