信頭（Heading）：指發信人的姓名（單位名稱）、地址和日期,壹般寫在信紙的右上角.壹般公函或商業信函的信紙上都印有單位或公司的名稱、地址、電話號碼等,因此就只需在信頭下面的右邊寫上寫信日期就可以了.
地址：英文地址的寫法與中文完全不同,地址的名稱按從小到大的順序：第壹行寫門牌號碼和街名；第二行寫縣、市、省、州、郵編、國名；然後再寫日期.標點符號壹般在每壹行的末尾都不用,但在每壹行的之間,該用的還要用,例如在寫日期的時候.
日期的寫法,如1997年7月30日,英文為：July 30,1997（最為普遍）； July 30th,1997；30th July,1997等.1997不可寫成97,以免引起歧義.
信內地址：在壹般的社交信中,信內收信人的地址通常省略,但是在公務信函中不能.將收信人的姓名、單位、地址等寫在信頭日期下方的左角上,要求與對信頭的要求壹樣,不必再寫日期.
稱呼（Salutation）是寫信人對收信人的稱呼用語.位置在信內地址下方壹、二行的地方,要求從該行的頂格寫起,在稱呼後面壹般用逗號（英國式）,也可以用冒號（美國式）.寫給公務上的信函用Dear Madam,Dear Sir或Gentleman（Gentlemen）不用專指某個人.註意：Dear純屬公務上往來的客氣形式.Gentlemen總是以復數形式出現,前不加Dear,是Dear Sir的復數形式（有時也可Dear Sirs）.寫給收信人的信,也可用頭銜、職位、職稱、學位等再加姓氏或姓氏和名字.例如：Dear Prof. Tim Scales, Dear Dr.John Smith.
事由：在公務信函中,通常在稱呼與正文之間,有Re：或Subject：（事由）字樣.壹般在信紙的中間,也可與“稱呼”對齊.還應在底下加橫線、加粗等,以引起讀信人的註意,使收信人便於在讀信之前就可了解信中的主要內容.
正文（Body of the Letter）：位置在下面稱呼語隔壹行,是信的核心部分.因此要求正文層次分明、簡單易懂.
結束語：恭維性的,位置在正文下面壹到兩行的地方,從正文的開頭偏右的位置,句末用逗號,比較常用的是truely yours（yours truely）或者faithfully yours、sincerely yours.
簽名：此項是必需的,結束語後的壹到兩行後面,也是在信紙的中間偏右的位置開始寫,同時,在結束語的正下方簽名下面要用機器打出簽名,以便於對方識別.還需要把寫信人的頭銜、職位等打在名字下面.
附言：該內容可有可無,簽名下方用PS開頭,表示下面的內容是補充的,ps應和正文齊頭.附言應盡量簡短.而壹般盡量避免使用附言,因為這樣表明妳正文的內容未考慮完備.
附件：有時按需要應該添加.信紙的左下下,用英文字母encl：或者enc：表明後面是附件的內容.
商務外貿函電的書寫原則：
壹、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麽需求,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、pleteness 完整
壹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,要註意：
（壹）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）註意詞語所放的位置：
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）註意句子的結構：
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
（壹）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）避免不必要的重復：
（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
還有壹些句子示例供參考
1.通知
本廠已遷移到上述地址, 特此通知.
I inform you that I have now removed my factory to the above address.
我方已在本市開設貿易與總代理店, 特此通知.同時, 懇請訂購.
Having established ourselves in this city, as merchants and general agents, we take the liberty of acquainting you of it, and solicit the preference of your order.
本公司於5月1日將改為股份有限公司, 特此奉告.
We are pleased to inform you that our business will be turned into a limited pany on the 1st May.
本公司股東年會, 將於3月1日在銀行家俱樂部召開, 特此函告.
Notice is hereby given that the annual general meeting of the shareholders of our pany will be held at the Bankers' Club on Mar. 1.
今天我們已付給R.S.先生120美元, 特此告知.
By this we inform you that we have today paid Mr. R.S. $120.
通過這些渠道, 他們會發來甚多訂單, 特此函告.
Through these lines, we intimate you that they may send you considerable orders.
2.回信
公司斷定我們所提供的貨色優良, 價格公道, 感謝貴公司給我們壹個機會, 使我們的要求得以實現.
We are certain that we are offering a sound article at popular price, and we should appreciate an opportunity to substantiate our claims.
貴公司5月6日函悉, 本公司無法承購貴公司開價的商品.此復.
In answer to your favour of the 6th May, we inform you that we are unable to take the goods offered by you.
關於貴公司所詢麥麩壹事, 現可提供該貨20噸.
In answer to your inquiry for bran, we offer you 20 tons of the same.
貴函收悉, 此地商場仍保持平靜.
Answering to your letter, we state that the market remains quiet.
至今未復5月8日貴函, 甚感歉疚, 還望原諒.
Kindly excuse our not replying to your favour of the 8th May unitl today.
本月8日貴函敬悉.?先生是位誠實可靠的人, 特此告知.
In response to your letter of the 8th inst., I am pleased to say that Mr. ? is a man of trustworthy character.
關於所詢H.先生的情況, 謹此高興地告知, 他是壹位足以信賴的人.
In response to your inquiry respecting Mr. H., we have pleasure in stating that he is a thoroughly reliable man.
關於S.公司的情況, 我們特此欣然函復.
We are glad to answer your inquiry concerning S. & pany.
關於J.先生的情況, 謹此高興地告知, 我們認為他是絕對可以信賴的人.
Answering to your inquiry respecting Mr. J., we are pleased to say that we found him absolutely reliable.
17日貴函關於結帳壹事, 謹此告知, 我們將很快寄去支票.
Replying to your letter of the 17th respecting the account, I will send you a cheque shortly.
3.收訖
您昨日來信已收悉, 謹於此按您所約定的條件.接受此項任務.
I acknowledge receipt of your letter of yesterday, and gratefully accept the appointment on the terms you mention.
6月1日貴函敬悉.
We are pleased to acknowledge receipt of your favour of the 1st June.
本月5日來函敬悉.
We acknowledge receipt of your letter of the 5th inst.
本商品將於12月最後壹班輪船付運, 貨到時請惠於告知.
Kindly acknowledge receipt, and have the goods sent by the last steamer in December.
我們如期收到您5月15日的信, 信中所談事宜盡悉.謝謝.
We duly received your favour of the 15th May, contents of which we note with thanks.
6月6日來函收悉, 我們無法交運該貨, 甚感遺撼.
We are in possession o fyour favour of the 6th June, and regret having to inform you that it is impossible for us to deliver the goods.
7月15日寄來的貨物發票收悉.
We are in possession of your invoice of the 15th July.
7月7日的貴函收悉, 感謝您訂購下列貨物: ...
Your favour of the 7th July is at hand, and thank you for your order for: ...
7月10日來函敬悉.
Your favour of the 10th July came duly to hand.
您昨天的信和所附來的100美元的支票均已收悉.
Your favour of yesterday covering a chequie of $100 is duly to hand.
昨天貴函已收悉.
Your favour of yesterday is duly received.
我們已收到您昨日寫的信.
We have received your letter of yesterday.
我們如期收到您昨日發來的信.
We duly received your letter of yesterday.
我們於5月1日收到您4月3日的信.
We received on the 1st May your valued favour dated 3th April.
我們如期收到您5月27日函和附來的150美元的匯票.
We duly received your favour of the 27th May, with a draft for $150.
2月6日來函收悉.
We have received your letter dated 6th February.
您6月5日的來函收悉, 多謝.
We have to own with thanks the receipt of your favour of 6th June.,4,