商务英语函电

目录第一章 概述第二章 业务英语函电的组成部分1、基本部分2、附加部分第三章 信函格式1、缩进式2、齐头式3、信封格式4、业务英语函的起首句与结尾句第四章 电传、传真和电子邮件1、电传2、传真3、电子邮件第五章 接受委托1、长期代理委托2、航次代理委托第六章 租船订舱1、租船业务2、订舱配载第七章 单证业务1、单证更改2、提单签发3、保函4、信用证第八章 运价查询1、询价2、运费查询3、费率调整第九章 理赔业务1、索赔通知2、正式索赔3、理赔第十章 货物查询1、溢/短卸货查询2、货物残损查询3、集装箱货短交查询第十一章 船舶动态1、到、离港电2、电告靠泊、移泊3、船舶未来动态电第十二章 供货1、报盘2、议盘3、实盘第十三章 现场装卸作业组织1、备货信息2、验舱3、货物受损4、困难作业5、争议第十四章 海难及海事处理1、碰撞2、搁浅3、失火4、海事声明5、其它事故描述第十五章 集装箱运输及管理业务1、货箱运费到付2、货箱错运3、货箱中转动态4、货箱存疑5、通知货主自备箱6、追查货主自备箱第十六章 国际空运业务1、国际货运互委代理协议2、空运业务常用术语3、空运业务函电实例第十七章 索汇1、索汇2、港口使费3、催汇4、解释索汇估算5、运费结算第十八章 装卸货1、装货前的准备 2、装货 3、卸货前的准备4、卸货第十九章 其他相关业务函电1、邀请函电2、应邀函电3、祝贺函电4、船员变更5、其它附录一、 代理业务常用缩略语汇编二、 代理业务常用国家及城市名汇编第一章 概述一切交易都依赖于信息的交换，现代国际商业中，信息交换尤其重要。信息交换的方式有多种，有口头，也有书面。就书面而言，一般包括信函、电报、电传、传真及电子邮件。随着科学技术的发展，电报及电传的使用已日趋减少，电报可以说已绝少使用。但不论如何，信函仍为信息交换的基础。故撰写好英语函电在外贸业务中至关重要。英语业务信函（letter）电（telegram and telex）就是应用于国际外经贸业务往来的通信工具，属于 “商业英语” （Commercial English）,使用应用文文体。写好英语函电应当：（1）完整（completeness）；（2）简练（conciseness）；明了（clearness）； （4）正确（correctness）； （5）郑重（courteousness）。切忌：（1）单调划一；（2）矫揉造作；（3）虚张浮夸；（4）陈词滥调；（5）废字连篇。从法律的角度看，由于信函写得比较详尽，且在信函的末了签字盖章，故信函构成法律意义上的正式文件。从事国际贸易业务的公司之间远隔重洋，天各一方，他们之间的业务往来往往只能利用函电这个通信工具来建立联系纽带。互相不能晤面的公司往往通过函电去判断对方的业务及服务水平，一封庄重得体的函电（从内容到形式）可为建立一个重要的业务关系铺平道路。第二章 业务英语函电的组成部分业务英语函电的组成部分可以分为基本部分和附加部分。业务英语函电必须具备以下要素，其中七大要素是不可缺少的组成部分。1.Letter head信头2.Reference and Date案号和日期3.Inside Name and Address封内名称及地址4. Salutation称呼5. Body of letter/Message正文6. Complimentary close结尾敬语7. Signature签名第一节 基本部分英文信函的基本部分中主要包括以下几部分，下面我们将就各个基本部分进行学习。1、信头(Letter Head)信头是信笺上顶端事先印好了点有关发信人的基本情况，其中包括公司名称、地址、电话、传真号、电传号、电子邮件地址、公司标识、经营范围等等。信头设计宜简洁、端庄、美观，用纸质优，以展示公司的实力和良好的信誉。2、案号和日期(Reference and Date)由于公司来往信函较多，为方便双方事后查找，一般每封信函须编函电号，其前就可以印上“Our ref:”, “Your ref:”，一般放在日期上面。在案号书写中，前两个字母都是发函人的名字的缩写。如在“Your ref: SB/SM”中，SB表示S Bowen，而在Our ref: MH/JW中，MH则表示Mary Hardy。（首次向对方发送函件时，对方案号不用填写。）除此之外，还有日期的问题：日期，中文写信时，日期放在信末，而英文信的日期位置则位于信头和封内地址之间。日期的写法有三种：A. 英式：日、月、年，如24 (th) June, 2004B. 美式：月、日、年，如 June 24, 2004C. 英美通用：无逗号间隔，如24 June 2004注意：在书写日期时，日子和年份用数字，而月份则不能用数字：为什麽日子和年份用数字，而月份则不能用数字呢？答案很简单，即使用数字表示日期往往发生误解，一定避免。如按照英式5/4/66 是指1966年4月5日，但改为美式则为1966年5月4日。如果没人告诉你是英式还是美式，你知道这是几月几日吗？无法猜测。除此之外，应避免用Instant(本月)。在美式写法中，1st,2nd,3rd,中的st, nd, rd, th, 是不使用的，而在英国使用。如：英：2(nd) March,1987/美：March 2 19873、封内名称及地址(Inside Name and Address)封内名称及地址(Inside Name and address)，即收函人(Receiver)的姓名和地址。在书写收函人名称时，如果收函人为个人或以人名为公司名称时，应在名称之前，冠以适当的敬称或头衔，例如：Mr., Mrs., Miss., Messer等等。Messer主要用于称呼单位，严格来说是用来称呼合伙企业或公司。例如：Mr. Michael H. Dickinson (收函人为个人)Messrs. John Smith & Co., LTD (以人名为公司名称)China Ocean Shipping Co.(Group) (非以人名为公司名称)收函人地址写在公司名称下一行，通常会写上门牌号及街名；城镇及邮区代码(Post Code/Zip Code)；国名。地址书写顺序由小到大。4、称呼(Salutation)称呼是发函人对收函人的敬称，根据双方的关系以及书写习惯，考虑适当用语，称呼与结尾敬语相配。英式称呼：Dear Sirs/Madame, 美式称呼：Gentlemen/Ladies兹将尊称与称呼的配合用法列表如下：收信人尊称称呼男性单数Mr. (Mister)Dr. (Doctor)Dear Sir Dear Mr. 复数Messrs. (Messieurs)Dear SirsGentlemen女性未婚单数MissDear MissDear Madam未婚复数MissesDear LadiesDear Madams/Mesdames已婚单数Mrs. (Mistress)Dear Mrs. Dear Madame已婚复数Mmes. (Mesdames)Dear LadiesDear Mesdames不分已婚否Ms.Dear Ms.Dear Madam注意：称呼的第一个字母和头衔要大写。如果收函人为个人时，可以用:Dear Sirs,/Gentlemen。在知道收信人名字时，我们可以用：Dear Mr. Tom Miller,/Dear Mr. Miller等。称呼后的标点：Dear后一般用逗号(comma)；Gentlemen后一般用冒号(colon)，或者不用任何标点。5、正文(Body of Letter/Message)正文是业务函电的主体，是表明一封信函优劣的关键，在书写正文时应注意把握正文书写原则（Principles of business letter）：三个“C”A. 清楚（Clearness）用普通、简单的词句B. 简洁（Conciseness）20-25个字的句子C. 礼貌（Courtesy）平等关系，不能以命令的语气正文开头部分主要表明写信人的心情或者写信的相关信息。如：Thank you for your letter of May 20 inquiring about our products.正文的主体部分书写要开门见山，简单明了，言简意赅。如：Wed like to enclose our catalogue and pricelist for your reference.正文结束主要表达写信人的希望、愿望与要求等。如：Im looking forward to your early reply/your first order.6、结尾敬语(Complimentary Close)结尾敬语是发函人在信函的结尾的客套语，最常用的业务英语函电结尾语是Yours faithfully(英式)和Yours truly(美式)，相当于中文结尾中用的“敬上”，“谨启”等。表示敬意的结尾（Complimentary Close）是和称呼前后匹配的。如：Dear Sirs,Yours faithfully(英式)Gentlemen: Sincerely yours/ Yours truly（美式）业务英语函电中常用的结尾套语：Sincerely yours, Sincerely, Cordially yours, Yours sincerely, Yours truly, Yours cordially, Very truly yours, Respectfully yours.兹将与称呼相匹配的结尾敬语列举如下：称呼（Salutation）结尾敬语(Complimentary close)备注（Remarks）男性（Male）女性（Female）SirSirsMadamMesdamesYours respectivelyYours very respectively下对上，人民对政府官员十分正式的称呼和敬语Dear Sir Dear SirsDear MadamMesdamesYours faithfullyFaithfully yours英国的标准用法GentlemenLadiesYours trulyTruly yours美国的普遍用法Dear Mr. SmithMy dear Mr. SmithDear Mrs. SmithDear Miss SmithDear Ms. SmithMy dear Mrs. SmithYours sincerelyYours cordiallyYours very sincerelyYours very cordially由于互相熟悉的私人函，有时也用于业务函。7、签名(Signature)签名（Signature）：是指发函人或商务机构的书信执笔人在书信上写下个人名字或公司名称。业务英语函电的签名，通常三到四行。第一行书写公司机构名称，全部为大写字母；第二行用于手写签名；第三行是印刷体签名；第四行用于打印签名人的姓名和头衔（如President, Director, Manager, Section chief）或所属部门。e.g. SMITH & SON COMPANYHandwritingEdward N. MegayManger, Sales Department此外，有时候在商业信件中我们常用P.P. 表示代理签字。第二节 附加部分业务英语函电的组成部分中除了基本部分之外，往往根据业务往来的需要适当增加相关的附加部分1、经办人(Attention)如果收函人为某单位，而发函人希望某人或某部门特别注意并直接收到该信函时，则可以加上“For the attention of”或“Attention”，该部分一般放在封内地址与称呼之间。例如：Attention: Mr. Michael John/For the attention of Financial Department2、事由/主题(Subject)为了节省时间，便于收件单位或个人快速将函电传递到相关部门或个人及时处理，可在信函正文开头加上事由或主题，其表示方式可以为“Subject”或“Re”字样，也可不加任何单词，直截了当开头。例如：A: Subject: General Agency Appointment B: Re: ZHONG HE V.0063E. TRIU 9551882 C: PURCHASING SILK PAINTINGS3、鉴定查对符号(Identification Marks)为了便于查考，业务英语函电中常将发函人及打字员姓名的第一个字母打在信末，一般发函人的姓名缩写大写字母，打字员的姓名缩写用小写字母，也有的全部用大写字母。例如：CYC/ob CYC: ob CYC obCYC/OB CYC: OB CYC OB4、附件(Enclosure)如信函带有附件，应在正文中指出，同时在信函末尾注明。例如：Enclosure(s)Enclosure: One Cope of InvoiceEnclosures 4Encl.Encls.5、副本抄送(Carbon Copy)如信函有抄送第三方及相关人的必要，则在信尾注明，写法有两种：A. CC (CC to, C.C., 复数时打ccs)，其后接抄送单位或人名称、地址B. BCC (blind carbon copy，隐蔽抄送)。这种抄送只有收函人自己清楚，其他收函人均不知道已收到该函副本。6、附言(Postscript)当信函已打妥，但发现仍有内容没写完，需要进行补充，此时则可在信尾打上“P.S.”(Postscript)符号，然后写上要补充的内容。附言应尽量避免，时间允许的话，最好重打信函。7、续页(Continuation Sheet)如信函内容过长，一张信笺不够用，则需要使用续页，使用时要注意：续页必须用空白纸张，一般不使用印有信头的信笺。在续页的顶端，打上收函单位或个人的名称、页数、日期等。例如：2SMITH & SON COMPANY December 20, 2005上述附加部分与上一节中所讲的基本部分构成了整个商务函电的主要内容，在实际操作中，所涉及到的基本部分是必不可少的，但附加部分可视具体情况而增添。第三章 信函格式航运业务函电各部分的位置排列方式即所谓的“格式”没有一定的标准，随写信人喜爱而定，兹介绍以下几种常见格式，供参考：第一节 缩进式缩进式是传统的格式，信函内正文每段起首向右缩写。标点符号采用闭式，即：日期、封内地址、称呼、结尾敬语及签署的各行后面加上适当的标点符号。以下图为例：Letter Head Your Ref. DateOur Ref.Inside AddressSalutation, Subject . . 第二节 齐头式Letter HeadYour Ref. DateOur Ref.Inside AddressSalutation,Subject . . EnclosurePostscript齐头式是现代改进的格式又叫垂直式，日期、封内地址、称呼、正文、结尾敬语及签署等的每一行起首靠左边，排列整齐，不向右缩进。标点符号采用开式，除正文使用标点符号外，上述其余各项每一行后面都不加任何标点。以下图为例：函电实例：（1）缩进式：Shandong Ocean Shipping Agency Co. Ltd.130 Hong Kong Road, QingdaoTel: 87654321 Fax: 87654320Your Ref. MS/TY 15th Dec, 2005Our Ref. JM/AWMessrs. Tada & Co.Marunouchi, TokyoJapanAttention of J.R. SmithDear Sirs,Re British MachineryAs it is our intention in the near future to start importing Japanese china and pottery, we are interesting in contacting a number of prominent manufacturers in Tokyo with a view to choosing lines suitable for Spanish market.We should be most obliged if you would forward details of the lines you have for export, together with your price list and terms FOB.We should very much appreciate an early reply as our buyer is coming to Japan next month to visit prospecting suppliers.Yours faithfullyJOSE MARTNEZ S. A.A. LopezManager（2）齐头式：Shandong Ocean Shipping Agency Co. Ltd.130 Hong Kong Road, QingdaoTel: 87654321 Fax: 87654320Your Ref. MS/TY 15th Dec, 2005Our Ref. JM/AWMessrs. Tada & Co.Marunouchi, TokyoJapanAttention of J.R. SmithDear Sirs,Re British MachineryAs it is our intention in the near future to start importing Japanese china and pottery, we are interesting in contacting a number of prominent manufacturers in Tokyo with a view to choosing lines suitable for Spanish market.We should be most obliged if you would forward details of the lines you have for export, together with your price list and terms FOB.We should very much appreciate an early reply as our buyer is coming to Japan next month to visit prospecting suppliers.Yours faithfullyJOSE MARTNEZ S. A.A. LopezManager第三节 信封格式信封的内容包括：(1) 发信人的名称、地址（Return Address）(2) 收信人的名称、地址（Mailing Address）(3) 邮递指示（Mailing Direction）(4) 其他信封上的收信人名称、地址必须正确，以免误递或无法投递，并且必须与封内地址完全一致，具体书写要求请参阅本书有关封内名称及地址的内容。收信人的名称、地址排列行数如果不超过四行，则每行之间宜采用双行间隔，四行以上则采用单行间隔，发信人/收信人名称、地址每行的起首排列有齐头式，也有缩进式，随写信人个人喜好。信封的书写没有一定的标准格式，在此向大家推荐一种较为普遍的格式：（1）发信人名称、地址Return Add.（4）收信人名称、地址Mailing Add.（3）邮递指示（Mailing Direction）（5）说明（Remarks）（2）邮票（Stamp）信封说明：（1） 的位置印有发信人公司的名称、地址。有的信封在此处印备“If undelivered, please return to”（如无法投递，请退还）（2） 的位置指示via Airmail, Registered, Express, Ordinary（3） 的位置贴邮票或盖“Postage Paid”戳（4） 的位置为收信人的名称、地址。其位置在信封下半部稍微偏右（5） 的位置为附记事项，可能为下列内容：Confidential（机密）Top Confidential（绝密）Private（私人亲启）Personal（亲启）Urgent（急件）Top Urgent（特急件）Shipping Documents/Business Papers（装船单据）Printed Matter（印刷品）Sample of No Commercial Value（无商业价值的样品）Kindness/Courtesy of Mr.（烦请先生转交）With Compliments of（敬赠）Photographs: Please do not bend.（照片：请勿折叠）通用信封实例Henry FlemingStampHarper Collins Publishers (New Zealand) Ltd.31 View Road, Auckland New Zealand Par Avion/By Air Cai Xiaolan348 Huaqiang Road (N)Shenzhen City 518003Guangdong ProvincePeoples Republic of Chin例1例2Tania LeeStamp1662 University TerraceApt. 733, Ann Arbor MI 48104 Par AvionUnited States By AirMr. Gao QiangMarketing DepartmentChina Tourist Agency (Zhejiang Branch)200 Guangfu RoadHangzhou, Zhejiang Province 310006Peoples Republic of ChinaBY AIRMAILPAR AVIONStampMessrs. T. Holden & Son150 BroadwayNew York 10. N.Y.U.S.AAFTER 10 DAYS, PLEASE RETURN TOSTUAKTS&BRO., LTD.,3 WOOD STREETLONDON E.C.4ENGLAND例3.齐头式StampTHE TENTH NATIONAL BANK101 Wall StreetNew York S.N.Y VIA AIRMAILMessrs, Ito & Co., Ltd10 Nichome, MarunouchiTokyo Japan例4.缩进式第四节 业务英语函的起首句与结尾句本节分起首句和结尾语两个方面选编了一些套语，供参考。1、起首句用语（1）主动写信的开头句a. 寄送时send by courier are sending by registered air mailWe will send you by post are pleased to send by m.v. “xxx”have today sent under separate coverb. 检附时Enclosed (herewith) please findEnclosed we hand youWe enclose (herewith)We are enclosingWe are attaching to this letterEnclosed is (are)c. 介绍自己或某某时We have the pleasure of /in introducing ourselves as one of the leading shipping agents in China.We have the pleasure to introduceWe have the honor to introduce you thatIt is our pleasure to introduce you thatThis is to introduce to you Mr. d. 请寄时Please send usWould you please send usKindly favor us with gladWe shall be pleased to receive yourhappy obligedWe shall be if you will send usgrateful shallWe will appreciate it if you will send use. 从某处得悉某公司或某人时We learn fromthat you are the leading shipping line ofThrough the courtesy of American Embassy, we know thatf. 确认前电时 herebyWe wish to confirm our telex sent on Dec. 1 reading as follows: have to“ text of telex” which is self-explanatory.g. 再次联系时We refer to our previous letter of , 200x, in wichReference is made to our letter of, 200x, regardingFurther to our previous letter of , 200x, we would like toReferring to our letter of. 200x respecting we h. 主动通知、通告、证明时We are pleased to advise (inform, notify, remind) you thatPlease be advised thatI write to inform you that of informingWe take this opportunity you thatto informWe avail ourselves of this opportunity to inform you that informWe wish to you thatadviseThis is to advise you thatThis is to announce thatThis is to certify thatThis letter is to advise you thatThe purpose of this letter is to inform you thatBy this letter we wish to inform you thatThis letter serves to inform you that in hearingYou will be interested that to hearYou will hear with great interest thatIt may be of great interest to you to hear thatIt may be of great interest to you that informWe regret to advise you that notify remindMuch to our regret, we have to advise you that our inability toIt is indeed most regrettable that（2） 复信的开头句a. 收到来函并敬表谢意时Your letter dated (of) xx, 19xx has been received with thanks. have received with thanks letter are in receipt of telexWe acknowledge receipt of your faxthank you for charter partyare pleased to have received inquiryb. 关于某某事项或某函（电）提及的问题时In connection withWith further reference toWith reference to letterWith regard to your telexConcerning our supply ofRegarding trip AccountReferring to As regardsWe refer toPlease refer toThis letter refers toc. 敬复者时In response toIn answer to letterAnswering your telexReplying to inquiryIn further reply toWe are pleased to reply tod. 遵照对方来函（电）要求答复时In conformity withIn compliance with the requestIn accordance with the instructions in your letter,According to the directionsAs requestedFollowing the instructionsWe would like to reply as follows: 为了起见e. 请办理某事时鉴于In order to we have decided toIn order that we would appreciate your furnishingIn view of we would like to request youKeeping the view of you are kindly requested toAs a support to you are hereby requested2. 结尾句用语（1）等候复信A. waiting for replyWe are early reply awaiting favorable replyWe trust to receive definite replyWe shall appreciate youre a / an prompt replyWe shall be glad to have opinionWe look forward to great good newsInterest to receiving commentsWill you let us have satisfactory replyB.We await hearingWe are waiting to hear in this connection may in this respectWe trust that we hear from you in this matter shall on the subjectWe shall be glad to hear aboutWe await the pleasure to hearPlease let us hearWill you let us hear以上各句分别可接下列“尽速”、“及早”之意的用语：at your earliest convenienceat an early opportunityas early as possiblewithout (the least possible) delaythe soonest possibleon receipt of this letter(very) soonat once (promptly, immediately, shortly)(2) 提请关注、关照 in this reporta. Your prompt attention will be highly appreciatedto this matterb. Your attention to this matter and compliance shall be much obligedc. We request you to give the above your prompt attentiond. We are confident that you will give the matter your careful attentione. We shall appreciate your giving this your prompt attentionf. We sincerely hope that you will give the matter your favorable consideration and awaiting your reply at your earliest convenienceg. We hope we may receive your further favour.h. We hope to receive a continuance of your kind patronage.(3) 承诺再次联系a. You will be hearing from us again shortlyb. We shall revert to this matter at a later datec. We shall communicate with you again as soon as possible(4) 请求支持惠顾a. Your kind patronage is highly appreciated.b. We solicit a continuance of your kind patronage.c. We request you to favor us with a continuance of your kind support.d. We solicit a continuance of your valued favor.(5) 感谢对方合作a. Your cooperation is of great help to us.b. We thank you very much for your cooperation in this matter.c. We take this opportunity of thanking you for your support in the past.d. We extend our gratitude toward you for your cooperation.e. Your cooperation in this regard is highly appreciated.f. We very much appreciate your cooperation.(6) 保证合作a. Please be assured of our continued cooperation.b. You may rely on us to give our cooperation in every possible way.c. You may rely on / upon us for support and cooperation to the best of our ability.d. You may rest assured that we shall offer you our cooperation.(7) 请求协助a. We request your assistance in this matter.b. We should be grateful if you would give us your assistance.c. We should appreciate it if you could cooperate with us in this matter.d. We reckon on your help in this matter.(8) 祝愿a. May friendship between our two peoples be evergreen.b. We wish that friendship and cooperation between our two companies be further developing in the future.c. We believe that our business with you will develop as time goes on.d. We are convinced that with joint efforts business between us will be increasingly developed to our mutual benefits.e. We are confident that this first transaction between us will lead to more in future.(9) 致歉a. Please excuse this clerical error.b. We request you to accept our apologies for the error of our clerk.c. We sincerely ask you to accept our apologies for the inconvenience this error may have caused you.d. We regret that our reply has been delayed because of the necessity of making a thorough investigation in this matter. meet your requirements