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全套外貿信函寫作樣本

函電書寫基本原則

一、Courtesy 禮貌

語言要有禮且謙虛,及時地回信也是禮貌的表現。

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 體諒

寫信時要處處從對方的角度去考慮有什麼需求,而不是從自身出發,語氣上更尊重對方。

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

一封商業信函應概況了各項必需的事項,如邀請信應說明時間、地點等,確忌寄出含糊不清的信件。

四、Clarity 清楚

意思表達明確,要注意:

(一)避免用詞錯誤:
例如:As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services.
此處bimonthly有歧義:可以是twice a month 或者once two month.故讀信者就迷惑了,可以改寫為:
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)注意詞語所放的位置:
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.
前者則有兩種商品以上的含義。

(三)注意句子的結構:
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 簡潔

(一)避免廢話連篇:
例如:
1.We wish to acknowledge receipt of your letter...可改為:We appreciate your letter...
2.Enclosed herewith please find two copies of...可改為: We enclose two copies of...

(二)避免不必要的重複:

(三)短句、單詞的運用:
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 具體

七、Correctness 正確


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商務函電基本格式


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 稱呼
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 客套結束語
Tony Smith Signature Block 簽名欄
Enc. Enclosure Notation 附件說明




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同意對方擔任獨家代理


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


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----先生:

五月二十日建議擔任辦公室器具之獨家代理來信已經收妥。

過去雙方合作皆互利互助,能獲您的眷願作我公司于巴林的獨家代理,殊感榮幸。

現隨函附上協議草稿,煩請查實各項條款,惠覆是盼。

雙方能加強業務,甚感欣喜。前次到訪倫敦,蒙盛情款待,不勝感激。祈盼您蒞臨北京時,容我一盡地主之誼。


出口部主任
托尼.斯密思謹上
2000年5月22日

拒絕對方擔任獨家代理


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:

五月二十日有關建議擔任家用亞麻製品獨家代理的來信收妥,謹致衷心謝意。

目前時機尚未成熟,不能應允該安排,深感抱歉。

然而,本公司樂意與貴公司先試行合作,為今後合作打下基礎。

為證明擔任獨家代理的能力,貴公司宜就上述貨品作市場調查,研究是否可擴大現有營業額。

隨函奉上該貨品報價單,敬希查照。專此候覆。

出口部主任
托尼.斯密思謹上
2000年5月22日



請求建立商業關係的回復


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:

非常高興收到貴公司本月二十日有關建立商務關係的來函。

謹遵要求另函奉上最新的出口商品目錄及報價單。

款項須請以不可撤銷保兌信用證支付。如欲訂貨,請寄電子郵件或傳真為盼。

出口部主任
托尼.斯密思謹上
2000年5月22日


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請求建立商業關係

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:

我們從蒂科公司得知貴司商號與地址,特此來函,希望能同貴司發展商務關係。

多年來,本公司經營鞋類進口生意,目前想擴展業務範圍。請惠寄商品目錄與報價單。

如貴司產品價格合理,本公司必定向你方下定單。

恭候佳音。

採購部主任
托尼.斯密思謹上
2000年5月20日

加價前優惠大客戶

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


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——先生:

鑒於全球的紙張價格上升,自明年一月一日起,本公司的貨品價格將全面提升百分之十。

本公司萬分感激貴公司長期以來的支持,特此建議在價格調整前預早訂購貨品。凡訂購金額超過20,000英鎊,更可獲得九五折優惠。

若未能騰出地方存放紙張,本公司樂意免費提供存貨服務,直到貴公司有所安排。此次減價特別優惠顧客,預早訂購可減少來年購買紙張至少百分之十五的支出。

期待著你的覆音。

銷售部主任
托尼.斯密思謹上
2000年5月20日


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就價格讓步的還盤

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


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——先生:


二零零零年五月二十日來函收到,不勝感激。得知貴公司認為火焰牌打火機價格過高,無利可圖,本公司極感遺憾。來函又提及日本同類貨品報價較其低近百分之十。

本公司認同來函的說法,然而,其他廠商的產品品質絕對不能與本公司的相提並論。

雖然極望與貴公司交易,但該還盤較本公司報價相差極大,故未能接受貴公司定單。

特此調整報價,降價百分之二,祈盼貴公司滿意。

謹候佳音。


銷售部主任
托尼.斯密思謹上
2000年5月20日

敦促買方接受報價

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


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——先生:

關於火焰牌打火機的供應事宜,本公司曾於五月十日報價和於五月二十日郵寄報盤。

現特此通知,該報盤的有效期在本月底結束。

該貨品市場需求量很大,供貨有限。宜從速接受該報價為荷。

銷售部主任
托尼.斯密思謹上
2000年5月20日


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詢價的回復

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:

歡迎貴公司5月20號來函詢問,謹表謝意!現寄上敝公司產品目錄表與樣品。

敝公司海外供銷主任李先生將于下月初,攜同大批貨品到倫敦一行,專程拜訪貴公司。屆時閣下必然同意敝公司的產品品質高且手工精巧,足以滿足任何要求極高的顧客。

敝公司同時生產手制皮鞋,品質與手套相同,盼貴公司有意採購,在貨目錄表內有詳細說明。李先生拜訪貴公司時會展示樣品給貴公司參考。

樣品將及時送到貴公司,並盼望早日作出訂貨決定。

銷售部主任
托尼.斯密思謹上
2000年5月20日

第一次詢價

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


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——先生:

從紐約的湯瑪斯·H·彭涅公司處,敬悉貴公司生產各類手工制人造皮革手套。本地區對中等價格的高品質手套向有穩定的需求。

請惠寄貴公司的手套目錄一份,詳述有關價目與付款條件。希望貴公司順帶惠賜樣品。

採購部主任
托尼.斯密思謹上
2000年5月20日


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主動報價

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


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——先生:

去年此時貴公司所訂購的BS362型號12伏密封電池,現已停止生產。

現有同類型產品CN233,存貨共五百九十件,特惠價每件30英鎊。貴公司如感興趣,敬請參看隨附的簡介說明。

大批訂購可獲八五折優惠,整批購入則可享八折特惠。

為感謝貴公司以往惠顧,特此給予訂購優惠。極盼立即回覆,如貴公司未欲訂購,本公司亦能儘早另作安排。


銷售部主任
托尼.斯密思謹上
2000年5月20日


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報實價

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


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——先生:

二零零零年五月十六日有關查詢大米和大豆新加坡到岸價的電傳已收悉。

今日上午電傳報價:精白米三百公噸,每公噸成本加運費新加坡到岸價為2400澳元。於二零零零年七或八月裝運。以上實價需由貴公司於二零零零年六月十日前回覆確實。

該報價為最優惠價,恕不能還價。

本公司與客戶正洽售一批大豆交易,若貴公司願意報以適當買價,本公司樂意出售。近來該類產品需求熱烈,令價格上漲。請貴公司把握機會,儘早落實定單為盼。

銷售部主任
托尼.斯密思謹上
2000年5月20日


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答復分期付款的要求

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


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——先生:

貴公司五月二十日要求改變付款條件的來函收悉。

現行的付款條件並無不妥。貴公司只在準備裝運時才開立有關信用證,而由開立信用證至貨物到達貴公司港口一般約需三個月。

為此,未能滿足貴公司要求,實感抱歉,並期望此事不致阻礙雙方日後的業務發展。

一俟貴公司所需鋼管運抵,本公司即與貴公司聯絡。

銷售部主任
托尼.斯密思謹上
2000年5月20日


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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


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——先生:

本公司與貴公司訂購鋼管,向以保兌不可撤銷的信用證付款。

由開立信用證至收到客戶付款,所需時間約為四個月。在現今經濟氣候不佳和利率高企的環境下,這種付款方法占去大量資金。

如蒙貴公司惠允較寬鬆的付款方法,則可擴展雙方業務。建議日後採用貨到後憑單據支付現金的方法或由本公司開立見票第三個月付款的匯票交易。

專候佳音。

採購部主任
托尼.斯密思謹上
2000年5月20日


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答復用信用證付款的建議

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


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——先生:

五月二十日來函收悉。承蒙貴公司訂購500台伊琳娜262型號打字機,不勝感謝。

就建議以三十日有效期的信用證付款,本公司向無此例,但鑒於貴我雙方長期互惠關係,樂意接受該建議完成交易。

此建議僅適用於是項交易,而不能作為今後交易的先例。

隨函附上此次訂單的第83號銷售合同。煩請按過往常規辦理為荷。


採購部主任
托尼.斯密思謹上
2000年5月20日


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建議用信用證付款

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


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——先生:

本公司欲以貴公司報價條件,以每台300美元價格(拉哥斯到岸價),訂購500台伊琳娜262型號電動打字機,於七至八月裝運。

是項交易款額高達150,000美元,本公司只是適量現金儲備,佔用資金三、四個月將造成麻煩,故建議以三十日有效期的信用證付款。

承蒙貴公司一向照顧,若能繼續給予優惠,本公司感激不忘。如同意上述建議,煩請賜寄合約,即開立信用證。

銷售部主任
托尼.斯密思謹上
2000年5月20日


--------------------------------------------------------------------------------
寄送銷售確認書

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:

就貴我雙方500輛五羊牌自行車的交易,現隨函附上有關的傳真檔副本及第850號銷售確認書一式兩份。

煩請連署確認書副本,寄回本公司以便存檔。望繼續合作。

銷售部主任
托尼.斯密思謹上
2000年5月20日


   
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