商務信函的英文書寫規(guī)則[1]
寫信的原則(Writing Principles)已從原來的3個"C"(Conciseness, Clearness, Courtesy)發(fā)展到目前的7個"C"：Completeness, Clearness, Concreteness, Conciseness, Correctness, Courtesy, Consideration。
四川翻譯公司
實例
四川翻譯公司
Dear Sirs,
Copper Wire
With reference to your letter of April 9, we are pleased to accept your offer of 100 tons of Copper Wire as per your Offer Sheet No.8/070/02B. Please go ahead and apply for your Export Licence. As soon as we are informed of the number of the Export Licence we will open the L/C by cable.
關于你們四月九日涵，我們高興地接受你們第8/070/02Ｂ號報盤單所報100噸紫色銅絲。請著手辦理申請出口許可證。的一經(jīng)接到出口許可證號碼的通知，當即電開信用證。
四川翻譯公司
要求書信“完整”的理由有三：
1、一封完整的書信比一封不完整的書信，有更大的可能性帶來預期的效果；
2、一封完整的書信，有助于建立和表達友善關系；
3、一封完整的書信，可以避免由于遺漏重要情況（情報）所導致的訴訟(Lawsuit)；
4、有時，某些不顯眼的書信或文件，由于所提供的情況完整而又生動有力（Complete and Effective）而成為極為重要的文件。 一封信寫得是否完整，建議用五個"Ｗ"來檢驗，既： Who, What, Where, When,Why(包括How)。
四川翻譯公司
例如：在定貨的信中，必須明確說明：
需要什么商品(What you want)
何時需要(When you need the goods)
貨物發(fā)到何地何人收(to Whom and Where the goods to be sent)
如何付款(How payment will be mande) 如對對方的要求作出否定的答復時（如不能報盤，不能理賠等）應說明理由－－為什么(Why)
實例解說：
"Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz./-ditto-but 1/2" x 5 yds, 1,000doz."
四川翻譯公司
這是出口商接到的一份定單中有關商品品名，規(guī)格和數(shù)量的內容。中文意思是：纖維素帶（幅）寬半英寸，長3碼，帶塑料包裝容器，700打；同上，但（幅）寬寬半英寸，長5碼，1000打。主要問題是后半句不清楚。"ditto"在這里表示前面提到的商品名稱纖維素帶，但不能包括"帶塑料包裝容器"，因此，幅寬半英寸長５碼的纖維素帶是否有塑料包裝容器沒有說清楚，不完整。所以最好改成：
"Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz.
Cellulose Tape 1/2" x 5yds，with plastic dispenser 1000 doz."
這樣即完整，又清楚明確，不會引起誤解。
一）避免使用可能產(chǎn)生不同理解或意義不明確的詞匯
四川翻譯
〈例一〉
As to the steamers sailing from Hongkong to San Francisco, we have bimonthly direct services.
（從香港到舊金山有直達船）
但是bimonthly 究竟是一個月兩次，還是兩個月一次呢？不明確。因此，最好清楚明白地說明“一個月兩次”還是“兩個月一次”：
（a）We have two direct sailings every month from Hongkong to San Francisco.
（每月兩次直達船）
（b）We have semimonthly direct sailing from Hongkong to San Francisco.
�。堪朐乱淮沃边_船）
（c）We have a direct sailing from Hongkong to San Francisco every two month.
（每兩個月一次直達船）
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（二）注意修飾詞的位置，有時修飾詞的位置不同，會導致不同的含意如：
（a）Please let us know what you wish us to do about this matter as soon as possible:
（b）Please let us know as soon as possible what you wish us to do about this matter.
以上兩句中修飾的內容不同：
（a） 你們要求我們盡快做些什么。
（b） 請盡快告訴我們。
所以 （a） 可譯成“請告訴你們要求我們?yōu)榇吮M快做些什么”；
（b） 可譯為“請盡快告知，你們要我們?yōu)榇耸伦鲂┦裁础薄?/P>四川翻譯
（三） 注意代名詞，關系代詞和先行詞的關系
按照英語習慣，句子中的代名詞和關系代詞一般是指離得最近的名詞，因此要特別注意，以免引起誤解或不清楚。
例句：
不好： They informed Messrs.John & Smith that they would receive an answer in a few days.
較好： They informed Messrs. John & Smith that latter would receive an answer in a few days.
(四)注意前后一致和緊湊，連貫
不一致：Being a certified public accountant, I am sure you can help us.
一致： Being a certified public accountant, you can surely help us.
or; As you are a certified public accountant, I am sure you can help us.
（五）仔細和恰當?shù)胤侄温洌≒aragraphing）
四川翻譯
商業(yè)書信要寫得使人一讀就明白，因此必須按照內容仔細和恰當?shù)姆侄温�，一般的分段落原則是一個段落一個意思（A paragraph for each point is a good general rule.）。現(xiàn)舉例說明：
Dear Sirs,
It is reported in a domestic newspaper that the Iranian Central Bank has instructed the commercial banks to suspend their business of opening a new letter of credit as from the 3rd May for financial reason of foreign currency. Although it is said that this arrangement would be a temporary one and with establishment of new import policy this emergency arrangement would be lifted, we are much concerned about the outcome of this movement toward restriction of import to Iran and shall be obliged if you will kindly keep us well advised of development of this new arrangement especially in connection with import from France.
Yours faithfully,
以上這封信只有一段，供兩句。第一句39字，第二句66字。 讀后雖然能基本了解其內容，但讀起來很舒服。信的內容大體有三點：
1、伊朗中央銀行因外匯原因，通知各商業(yè)銀行從五月三日起停止開立信用證；
2、這臨時措施，新的進口政策一訂，這個措施就可能取消；
3、希望對方隨時告之有關情況。
按照這三點，適當?shù)胤址侄温�，把信重新改寫一下，可能讀起來比原來的清楚易懂：
Dear Sirs,
It is reported in a vernacular newspaper that the Iranian Central Bank has instructed the commercial banks to suspend their issuing new Letters of Credit as from the 3rd May because of its decreasing foreign currency funds. Furthermore it is said that the suspension seems a temporary one and will be released with establishment if a new import policy.
We are much concerned, however, about the outcome of this movement toward restriction of import to Iran. We, therefore, shall be obliged if you will keep us well informed of development of this new state of affairs, especially in connection with imports from France.
Yours faithfully
四川翻譯
商業(yè)書信必須寫得正確，因為它涉及到買賣雙方的權利、義務和厲害關系，是各種商業(yè)單據(jù)的依據(jù)。廣義的說，商業(yè)書信的正確性表現(xiàn)在：
（一）運用正確的語言水平
（二）敘述得正確
（三）數(shù)字要正確
（四）正確理解和運用商業(yè)術語
（五）合適的寫作技巧或方法，以及正確運用其他的六個"C"。
（一）正確的語言水平
(1)、正式的和非正式的語言水平所用詞匯比較：
formal informal
terminate
domicile
deem
transpire
conflagration
edifice
endeavor
obtain; procure
peruse
remunerate
utilize
subsequent
ascertain
contingent upon
anticipate
interrogate end
home
think(or: believe)
happen
fire
building
try
get
read or study
pay
use
next or following
find out
depending on
expect
ask
(2)、正式的和非正式的語言比較
formal informal
Will attain the age of 18 years. Will be 18 years old
Render us more detail
We will institute a mail search Send us more information
We will ask the post office to send out a tracer.
We thank you in anticipation of this courtesy and assure you that it will be a pleasure to serve you in a similar manner We shall appreciate your helping us. Let us know when we can return the favor.
Inform me of your intentions as to the liquidation of this balance Let me know when you can settle this account.
Give consideration to a plan. Consider a plan
This plan will effect a saving of $10,000. This plan will save $10,000.
To effect certain modifications in a procedure contingent upon the concurrence of management To make certain changes if management agrees.
The conclusions ascertaind from a perusal of the pertinent data is that a lucrative market exists for the product in this vicinity.
The data studied show that the product is in good demand in this area.
(3)、避免使用不標準的語言
不要說 應該說
ain''t
hadn''t ought
irregardless
nohow
in regard to
can''t hardly
between you and I
where ….at isn''t, aren''t
shoudn''t
regardless
anyway
regarding
can hardly
between you and me
where
下面的內容是用三種不同語言水平的比較參考：
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Formal: Although Item 12 is enumerated in the report, the writer has ascertained that it is currently not in the organization''s inventory or in the writer''s possession.
Informal: Although Item 12 is listed in the report, it''s not in our stock now and I don''t have it either.
Standard: Irregardless of the report that item ain''t on our shelves now, and I haven''t got it either.
（二）敘述得正確
四川翻譯
商業(yè)書信的內容要敘述得正確，既不能說得不夠(Understatement)，更不能說得過頭(Overstatement)。
例一： This stove is absolutely the best (or: the very best) on the market.
�。ㄟ@種爐子是市場上絕對最好的爐子。）
這句話是用來介紹商品的，但沒有具體介紹商品的性能，而是抽象地斷定這種爐子是“市場上最好的”。這樣介紹商品，不但不能達到推銷的目的，反而使人對寫信人有“賣狗皮膏藥”的感覺。
改寫：
Our model A195 is designed on modern lines and gives, without any increase in fuel consumption, 25% more heat than the older models. So you will agree that it is the outstanding stove for economy of fuel.
(我們的A195型爐子是按近代樣式設計的，在不增加燃料消耗的情況下，比其他各種舊式爐子溫度高25%。所以，你會同意，這是個優(yōu)良的節(jié)約燃料的爐子。)
（三）字要正確
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做對外貿(mào)易離不開數(shù)字。對商業(yè)書信中的數(shù)字的正確性要特別加以注意，有時“失之毫厘，差之千里”。甚至引起不同的理解。
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（a）“以上”，“以下”，“以前”，“以后”，“從……到……”等的表達法。
$2 or (and) above(over) 二美元和二美元以上
60dozen or (and) up (upward, upwards) 60打和60打以上
2% or (and) more 2%和2%以上
an order for 50 gross or upward 50羅或50羅以上的定單
an order for not less than 50 gross 不少于50羅的定單
5% up to 10% inclusive 5%到10%
over 5% up to 10% inclusive
