外贸英语函电ppt高职资料

Notices书名 ： 外贸英语 函电ISBN： 978-7-111-44879-2作者 ： 林继玲出版社：机械工业出版社本书配有电子课件Language Style and Layout of a Business LetterChapter1 Language Style and Layout of a Business LetterLearning ObjectivesLanguage StyleLayout of a Business LetterFormat of a Business Letter Addressing EnvelopesLanguage Style and Layout of a Business LetterChapter1 Language Style and Layout of a Business LetterLearning ObjectivesTo be acquainted with the language style of a business letter; to getfamiliar with the layout and format of a business letter ;To construct a business letter and address an envelope. In this unit, you are expectedLanguage Style and Layout of a Business LetterGeneral Introduction vBusiness writing is widely used in business activities, such as establishing business relations, enquiring and offering, ordering, complaining and claiming, etc. Every business message is designed to achieve a specific business objective. It is an essential ability for a businessman to write effectively. Language Style and Layout of a Business Letter7Cs principles v(1) Clearness (表达清晰 )v(2) Conciseness (用词简洁 )v(3) Correctness (语言正确 )v(4) Courtesy (礼貌谦恭 )v(5) Consideration (考虑周到 ) v(6) Concreteness (信息具体 )v(7) Completeness (信息完整 )Language Style and Layout of a Business LetterTo achieve this, the writer should pay attention to sentence structure. Plain, simple words and short sentences are required. Besides, try to avoid ambiguous sentences and needless jargon. At last, clear logic is very important in presenting an idea.Clearness (表达清晰 )1Language Style and Layout of a Business LetterTry to avoid wordiness, unnecessary repetition, and excessive details;Paragraphing carefully can make a business letter clearer, easier to read and more attractive to the reader. Conciseness (用词简洁 )2Language Style and Layout of a Business LetterIncorrect grammar, improper punctuation, and wrong spelling are not allowed; Besides, the letter should be written in an appropriate style and format; They should not understate nor overstate. Correctness (语言正确 )3Language Style and Layout of a Business LetterThe principle of courtesy requires one to be thoughtful, sincere and tactful. Punctuality is also stressed as an important aspect of courtesy in business correspondence. A prompt letter is always more valued than a delayed one. Courtesy (礼貌谦恭 )4Language Style and Layout of a Business LetterIt emphasizes You-attitude rather than We-attitude. When writing a letter, we bear the readers requests, needs, desires, as well as his feelings in mind. Find the best way to express your ideas and present the message. Consideration (考虑周到 ) 5Language Style and Layout of a Business LetterConcreteness means making the message specific, definite and vivid. A point that is ambiguous in a letter will cause trouble to both sides, and further exchange of letters for explanation will become inevitable. Concreteness (信息具体 )6Language Style and Layout of a Business LettervIf any necessary piece of information is lacking, the reader will have to ask you for clarification,vIt will not only waste time, energy, but also damage the image of your company.Completeness (信息完整 )7Language Style and Layout of a Business LetterIt includes the essential particulars about the writer: the name and full address of his company, postcode, telephone number, fax number and Email address.Layout of a Business LetterLetterhead (信头 )1Language Style and Layout of a Business LetterA reference number helps the writer and the recipient to number and file the letters they are handling. It may go like: Our Ref: 123 GW. There are two styles in which letters are dated. The first one is the American style (May 20, 2012), the second one is the British style (30 June 2012). Layout of a Business LetterReference Number and Date (编号与日期 )2Language Style and Layout of a Business LettervThe full sequence of display of the receivers address in a business letter isve.g.vMr. Henry JamesvPurchasing ManagervTelex System, Inc.v32 Sunny RoadvShanghai Branch P.O. box 453vChinaLayout of a Business LetterReceivers address (收信人地址 ) )3Layout of a Business LetterLanguage Style and Layout of a Business LettervAttention of Marketing ManagervFor the attention of Mr. SmithvAttention: Mr. SmithvAttention Sales ManagervATTENTION PERSONEL MANAGERLayout of a Business LetterAttention Line (注意事项 ) 4Layout of a Business LetterLanguage Style and Layout of a Business Letterve.g.vDear Mrs. Smith,vDear Mr. Wang and Dear Ms. Wu,vDear Misses Ross, Li and Winter,Layout of a Business LetterSalutation (称呼 )5Layout of a Business LetterLanguage Style and Layout of a Business Letterve.g.vSubject: New Price ListvRe: New Price ListvNew Price ListvSUBJECT: NEW PRICE LISTLayout of a Business LetterSubject line (主题行 ) 6Layout of a Business LetterLanguage Style and Layout of a Business LetterThe body of the letter contains the message you want to send across to the receiver, is the core of the letter. A good letter will not only get the business done but also promote goodwill. Thus, it should be carefully planned and messages should be stated and arranged logically.Layout of a Business LetterThe body of the letter (正文 )7Layout of a Business LetterLanguage Style and Layout of a Business LetterLayout of a Business LetterComplimentary close (结束敬语 )8Layout of a Business LetterLanguage Style and Layout of a Business LettervOrganization Name: if an organization name is used after the complimentary close, the name should be typed entirely in capital two lines below the complimentary close.vAuthor, Title, and department: three blank lines should be left above the typed name of the author. If short, the authors title or department may appear on the same line as the authors name. If long, it should be typed immediately below the authors name. ve.g. vTHE NATIONAL TRANSPORT CO.,v S.T. SmithvPurchasing ManagerLayout of a Business LetterSignature (签名 ) 9Layout of a Business LetterLanguage Style and Layout of a Business LetterThe reference notation consists of the initials of the person who indicates the letter and of the secretary or typist. The initials are usually typed two lines below the signature against the left-hand margin.Layout of a Business LetterReference notation (经办人代号 )Layout of a Business Letter10Language Style and Layout of a Business LettervAn enclosure notation should be added to the business letter, when documents such as sales terms and conditions, catalogues and pricelists, etc. are enclosed. Type the word “Enclosure”, or its abbreviation “Enc.” or “Encl.” It follows two lines below reference notation. e.g. vEnclosure: the price listvEncl.: the cataloguesvEnc.: name of productsLayout of a Business LetterEnclosure (附件 ) Layout of a Business Letter11Language Style and Layout of a Business LettervCarbon copy notation is used when copies of the letter are sent to others. Type “CC” or “cc” with the name of the persons who will receive the copies of the letter, usually positioned two lines below the signature block at the left margin. ve.g.vcc Purchasing ManagerLayout of a Business LetterCopies (抄送 )Layout of a Business Letter12Language Style and Layout of a Business LettervThe postscript is used to add further information to the letter. When the writer finds something forgotten to be mentioned or emphasized, he may state it in a postscript with a simple signature again. The adding of a P.S. should, however, be avoided, for it may suggest your poor planning.vIf unavoidable, write