1. 发给网站的外贸开发信
Dear Sourcing manager,
This is XXX from XXX industrial company which is a watch manufacturer in China, Guang Dong province.
We would like to introduce ourselves and give you a brief here, hope we can start business in coming future.
Our company established in 1999, products include the alloy watch, digital watch, stainless steel, LCD and LED watch, etc. As a certificated supplier of Target and
Walmart, We supply kinds of selection of plastic and alloy quartz watch with a great differentiation in shapes, colors, design and functions for years.
We opened our booth on Alibaba website; you can visit our booth to enjoy our products, link as below
Our factory locates at Zhang mu tou town, Dong Guan city. less than one hour
driving from Shen Zhen airport, one and half hour driving from Guang Zhou airport. it is very convenient to reach by train from SZ and GZ
We will be honored if you can visit our factory in future, I am sure we will give you an amazing as well.
Enclose our factory introduction PPT doc with more info and photo for you ref.
2. 发给HKTDC的外贸开发信
Dear……
This is XXX from XXX company which is a watch manufacturer in China, Guang Dong province.
We would like to introduce ourselves and give you a brief here, hope we can start business in coming future.
Our company established in 1999, products include the alloy analogue watch, digital watch, stainless steel, LCD and LED watch, etc. As a certificated supplier of Target and Walmart, We supply kinds of selection of plastic and alloy quartz watch with a great differentiation in shapes, colors, design and functions for years.
We opened our booth on Alibaba website; you can visit our booth to enjoy our products, link as below
Please feel free to contact with me if you have any inquiries.
3. 发给买家的外贸信
Dear Mr. General Manager,
Good morning! How are you?
We learnt that many trading agents has been serving for watch market for years, they occupied a big portion of the market with a high price. It will benefit for you in price and quality if you can work with factory directly. We would like to introduce ourselves for your future reference. Following is a simple introduction of our factory.
Product range: Analogue watch, plastic digital watch, plastic ANA-digit watch, stainless steel watch, alloy quartz watch; LCD watch; LED watch
Capacity: 200,000 pieces per month
Number of employees: 201-300 people
Location: Dong Guan City, China
Certification: ISO9001; ISO14001
As a certificated supplier of Target, Walmart, new balance and other famous brands, we supplied good quality watches for US and Euro market over 15 years. In my following email, we will attach our product catalogue for your reference.
Have a nice day.
Thanks & Best regards.
XXX Gao
--------------------------
XXX Industerial Ltd.
Sales Manager
Tel:0769-xxxx ext8223
Fax: 0769-xxxxxx
Mobile：XXXX
Email:
Web site: ；
第二篇：商务信件写作格式及方法Business Letter Writing
Business Letter Writing
Business Letter—layout
I. Basic Layout: Note the position of
1. Letterhead
2. The dateline
3. The opening (inside address)
4. The salutation
5. The body
6. The Closing
7. The signature and name
8. P.S. (Postscript)
There are two styles of composing letters. One is indented style, and the other is block style. Nowadays, block style is more popular especially in business world. For indented style, you should indented 4 letters at the beginning of each paragraph, and you need not leave space between paragraphs. While for the block style, you need to leave space between paragraphs, but you need not indented 4 letters at the beginning. Just write along side.
1.. Letterhead
The letterhead is also called return address, which is the full address of the writer. It is typed in the upper right- hand corner of the first page. In business world, letterhead is normally printed on the top of the letter paper in the middle. Thus you need not to write it again. Just write the date. For personal letter, you also need not to write the letterhead.
Notes for letterhead:
1) You should be aware of the order you write letterhead is just reversed from that in
Chinese ,i.e., from the smallest unit to the biggest unit. For example, the number of the room, number of the building, number of the street, city, province and then the country.
2. Dates
Be careful!
In China the 14th April 2003 is written 2003/04/14
In England the 14th April 2003 is written 14/4/2003 or 14/04/2003
In America the 14th April 2003 is written 4/14/2003 or 04/14/2003
It is probably safest to write 14th April, 2003 or April 14, 2003 !!!
3. The opening
The opening is also called the inside address, which is the address exactly the same as that on envelope. The opening goes above the salutation on the left, which is 1
always omitted in personal letters. The order of the inside address is the same as the order of letterhead. While in business world, if you know the receivers’ name and position, you should write them before the company name and address.
4. The salutation
The salutation is the greeting, which goes one or two spaces below the opening at the left-hand margin. Usually it is best to say “Dear…” if you know the name of the receiver, or just “Dear Sir/Madam” if you do not know the receiver’s name. Then you should use a comma (,) or nothing. We Chinese normally use a colon (:)
After the salutation, while, in English letter, colon should not be used. It is not correct.
In salutation, you still should pay much attention to the title, Mr. for male, Mrs., Miss, Ms. For female. They should be followed by surname, family name. For example, Mr. Brown, Mrs. Brown (husband’s surname), Ms. Smith, Miss White etc. Note: In China, people always address the title of one’s position, such as manager, director, and teacher etc. In English, however, these are not the addressing. It is not correctly used that you write “Dear Teacher Zhang”, “ Dear Manager Yang”, and so on and so forth.
5. The body
It is the most important part of the letter—the content of the letter. It is one or two spaces bellow the salutation. The length of the line should be adjusted to the length of the paper. Leave margins on either side. The paragraph should be blocked or indented, according to the style chosen. Usually it is single—spaced for a business letter. It usually consists of at least two paragraphs—even if the second paragraph is nothing more than “ Thanks and best wishes to you,” or something. It contains introduction, purpose and conclusion in the body of the letters.
6. The closing
It is the way of saying goodbye. In business writing, it is always the complimentary closing. There are various of words to choose in English closing. It should match the tone established by the salutation and carried through the body of the letter. It is usually two spaces bellow the body of the letter, together with the signature group.
How a letter is closed depends on how it is opened. The closing should match the opening. If you use a comma (,) after the salutation, you should use a comma after the closing. If you use nothing after the salutation, you also should use nothing after the closing.
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7. The signature is the last part of a letter. Skip a line after the closing and sign your name in line with the first word of the closing. In business letters, you should sign your full name. Your name should be typed also in another line. In order to make the people know how to address you when reply, lady writers should list Mrs. Ms., Or Miss in parenthesis after your name. However, in personal letters, you can sign your full name, first name or nick name according to the relationship with the receivers.
8. P. S. (postscript)
This should be located at the bottom of the paper. If you are not on purse forget to mention something in your letter, you can write P. S. and then just add what you forget.
There are some phrases for polite expression:
I would like to…
would you like…,
Would you please…
I will be grateful if…,
I am afraid that…,
Thank you for…
It was kind of you to have…
I wonder if it is possible that…
You were most thoughtful to…
Please accept my apology for the delay in sending…
Certainly, you have every right to expect better service, and I…
1. Invitation
I would very much like to invite you for….
Would you please attend the annual conference held….
We will hold a party this weekend. We would like to invite you to be out guest. On behalf of …, I am extending to you our formal invitation to visit…
I have great pleasure, on behalf of…to invite you to attend the…on…sponsored by…held in(place) on (date)/from…to…
Accept the invitation:
I accept with my pleasure your kind invitation….
I would love to attend your party.
I would like to visit you….
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I would be very pleased to….
Refuse the invitation
I would very much love to take part in your party, but ….
I am sorry that I will have another meeting on that day, ….
It is so pleased to get your invitation, while I will be on business trip during that period.
Sample letters
Read the samples in the following parts and write your own letter of the same type.
1. Letter of invitation
students club. Write an invitation letter to your English Teacher.
Then exchange with your partner to check. After that write a reply to
accept or refuse.
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2. Complaint
I must complain about (that)…
I am not satisfied with…
I feel something should be done about…
the machine does not work when you got back home. Write a letter
to complain.
3. Apology
I am terribly sorry, but…
I am afraid I…
I must apologize for…
Dear Customer,
I am writing to you to explain the reasons for the poor service we have given over the past few months. I apologize for the incomplete delivery and no replies to the inquiries. I am extremely sorry for all the inconvenience caused by our poor services.
The main reasons lie in our working procedures have not kept pace with the expansion of our company. First of all, we do not have enough staffs to deal with the deliveries and inquiries; secondly, our warehouse is not large enough to store our goods; thirdly, our computer systems are also not so modern as to satisfy the need of
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company’s expansion.
I promise that orders will surely be delivered promptly and correctly. See to it that we have already taken some actions. Now we have already invited more staffs; and we have already rent a warehouse acquired; moreover, we have already invested enough money to improve the computer systems to cope with the pace of the expansion. Accordingly, the poor services as before will not appear anymore.
Yours faithfully,
Henry
Henry, the manager
Exercises1.4.1-3 : Write a reply to show the apology about the walkman mentioned
above, and give your solution of the problem.
4. Information
Asking for information
Could you please tell me that…
Could you possibly…
Would it be possible to…
I would be grateful if you would. ….
Would you mind doing…
I wonder if you could…
I am writing to you in the hope of…/ to inquire about…
Offering information
It is my pleasure to ….
I would like to tell you…
We would like to inform you that….
Thank you for your inquiry about…
5. Suggestion
I’d like to suggest that…
May I suggest that…
Perhaps we could…
Could you please…
Sample letter
Dear Sir/Madam
I am organizing a group of students to pay a visit to the historical exhibition in your town. This visit will be part of our school’s activities to encourage the students to take part in social surveys. Therefore, I would be grateful if you would supply me with the following information:
First of all, what are the opening and closing dates between which the exhibition will be held, and what are the daily opening hour? Secondly, what is the size of the 6
exhibition, what is its theme and what objects are on display? Thirdly, are there any other activities being held in connection with the exhibition?
I should let you know that I hope to bring over 100 students to the exhibition. So I would like to inquire if there is any discount available on entrance tickets for students. If so, how much is the discount and what is the minimum number of students necessary to qualify for it?
I look forward to your reply.
Yours sincerely,
George Moore
George Moore
2)
Dear Dr. Evans,
Thank you for your letter. I was very pleased to hear you will be visiting Beijing and hope the following information will help you to enjoy your stay.
First of all, Beijing is cosmopolitan city with a long history, which is the center of politics, culture and commerce. There are many international quality hotels and restaurants as well as shopping centers, markets and entertainment places.
However, I think you would like to see some places that are unique to my country. I know you are interested in culture and history, so firstly I suggest you visit the Great Wall, it shows the talent of Chinese people. Secondly, the Palace Museum, for it will show you the lives of the royal family of China. And it has a large collection of art and other cultural items. Other interesting places are the Summer Palace, Heaven Temple and millennium monument etc. They will all show you the traditional Chinese cultures.
I hope these suggestions will be helpful. As you only have a short time in Beijing, you probably will not be able to do much more sightseeing. But if I can help in any other way, please let me know.
Yours sincerely,
Amy
Amy
Exercises1.4.1-4: Write to a foreign university to inquire the courses they offer, and
show your intention of study there. Then write a reply on be half of
the university to offer the information required.
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6. Congratulations
I would like to deliver my congratulations to you.
I was pleased to hear that you were promoted to be the General manager of your company.
I was so happy to know that….
Congratulations on your…
Sample letter
congratulations.
7. Thanks
Thank you for your…
I appreciate your help…
Thank you very much for…
I am grateful for ….
Sample letter
Dear Susan,
Thank you very much for letting me live at your house while I was in Beijing. I had a great time at the football game.
I really enjoyed myself. I hope that you can pay me a visit when you come to Guangzhou soon.
Yours,
James
James
Exercises1.4.1-5: One of your friend bought a book you need for you from abroad,
write a letter to thank him.
8. Application and replies
For a job
I am a senior in Beijing University and will be graduated in July…
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I am interested in the job you offered…
I learned from the newspaper advertisement that there is a vacancy for …
I would like to apply …. in your company.
I should like to apply for the post of which you advertised in yesterday’s China Daily…
I am an experienced….
Thank you for your time and consideration.
I look forward to hearing from you and I do hope I shall have the opportunity of an interview.
I can come for an interview at any time convenient to you.
Reply:
I received your… and I am pleased to inform you…
We would like to offer you the position of…
We were very much interested in your letter applying for … Can you come in for an interview on…
While we are very much interested in your qualifications, we are afraid that you do not quite meet our current needs.
We shall keep your offer on file/in mind when there is a vacancy /should there be any openings.
For entry to a college
I am writing to ask whether you could send me some information about your college and for the application forms.
I am writing to you in the hope that I may obtain an opportunity to do graduate study in your university.
I wish to study for an MBA degree in your school.
Reply
Thank you for your enquiry about…We should be very pleased to welcome you here …
Sample letter
Dear Sir/Madam;
I learned from the newspaper advertisement that there is a vacancy for an accountant in your company. I wish to be considered as an applicant for the position, and beg to state my qualifications as follows:
I am 28. I graduated from Beijing University, and my major was finance. I had been working part time in some companies when I was in the university. I am an experienced accountant who has been working as an accountant at IBM company for more than 3 years. My boss there is an America, accordingly, I must communicate with him in English. Therefore, I have very good proficiency and knowledge of English, and I passed CET band 6 when I was in the University.
Please check my references. They will tell you I am conscientious and that I have an 9
agreeable personality and good appearance and that I get along exceedingly well with people. I know that Your company is a large company with good reputation. If I am successful in my application, I shall discharge my duties to the best of my ability.
As for the salary, I would like to get $2000 per month in your company.
I am looking forward to your earliest reply.
Yours faithfully,
Chen Xin
Chen Xin
Exercises1.4.1-7: Star Company needs a secretary, female, up to 25 with good
English and computer knowledge. Write a letter to apply the
position.
More samples:
338E. 44th St. Apt.11A New York, NY10017 U.S.A.
May 16, 2008 Professor Wang Yiming
Department of English
Beijing foreign Studies University
Beijing, 100089
People’s Republic of China
Dear Professor Wang,
I am interested in teaching English in China. I am qualified to teaching reading, writing and literature. An acquaintance of mine, Mr. Liu Yongli of your University suggested that I should write to you.
Presently, I work as a teaching assistant in X college in Los Angeles, California, U.S.A. My background is strong in the liberal arts, especially in the English language. I have a ph. D. degree in linguistics from University of Michigan.
Enclosed you will find a copy of resume. Basically, I am interested in position as a foreign language expert or as a teacher.
If you have any position available, please allow me to interview with you. Thank you for your time and consideration.
Respectfully yours,
(Signature)
Christine Stein
Reply:
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June14, 2008 Dear Ms. Stein,
Thank you for your letter of May 16. I must apologize for taking so long in answering, a situation caused by a number of recent conferences.
We appreciate your desire to offer your service to our University. From the
information you supplied about yourself, there would be no question about your qualifications. However, we have only a small quota for foreign teachers, and all our positions for this year and the coming academic year have already been filled.
We shall keep your offer on file and inform you, should there be any openings. In the meantime, you might try other colleges here in Beijing or other cities.
Thank you once again for your offer. Best wishes for success.
Sincerely yours,
Wang Yiming
9. Introductions
The Physics Department
Sichuan Teacher’s College Chengdu, Sichuan
Oct.13,2007
To Whom It May Concern,
The bearer of the letter, Mr. Wang hai, a secretary of our department, is entrusted with the task of making necessary arrangements for our students and teachers to go to your attached middle school to conduct teaching practice. Please favor him with an interview.
yours faithfully,
Liming
Office Head of the Department
10. Asking for leave
Dear sir,
Because of an attack of a bad cold with a fever, I shall not be able to attend classes today. I have to ask for leave of absence.
Enclosed is a medical certificate issued by the school clinic.
Your kind permission will be greatly appreciated.
Yours respectfully,
Ivan Fox
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The Writing of Notes, Fax, and Memorandum
Writing of Notes
Notes are short letter of various kinds. It is composed with simple and colloquial language. It can be just one sentence or more. Some elements in letter writing can be omitted in notes, such as letterhead, the salutation, the opening, the closing, and the signature. Well, the date must be clearly displayed there. The notes and the message must be simple and clear. For example:
Writing of Fax
Fax is a convenient way of communication between companies. The writing of it is just like the writing of the notes: simple, concise, and polite. You should write to whom the fax is sent, and from whom the fax is sent. You should list the number of pages on the first page. The fax may contain many parts, like covering letter, the documents, the material you want to fax etc. For example:
Writing of Memorandum
Memorandum (memo) is kind of popular way to communicate in companies. It is simple, fast, economical and effective. Because it is the way of internal communication, so it does not need to give the address in it. Look at the following format of the memo:
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For example:
Exercises : Write a memo according to the requirement
You are the secretary to the managing director of your company. Yesterday you attended a meeting at which the company decided that all night staff of the company must wear company-issued uniforms. There will be a pay-cut for those who fail to do so. Now write a memo 50-60 words to tell all night staff that the company’s decision. Also tell them to pick up their uniforms at the service desk by Friday or inform the service desk (extension 32) as soon as possible if they cannot.
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