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外贸英语函电外贸英语函电主编王丽Unit One Introduction to Business LettersUnit Two Establishing Business RelationsUnit Three InquiriesUnit Four Offers to influence, which means that messages included in a business letter should also influence the readers attitudes and functions. Criteria for Business LettersA. COURTESY In our letters, we should always keep in mind the person we are writing to, see things from his angle, visualize him in his surroundings, see his problems and difficulties and express ideas in terms of his experience.B. CORRECTNESS Correct grammar, punctuation and spelling are basic requirements for business letter writing. Also, we should choose the correct level of language and use accurate information and data in our letters.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Criteria for Business LettersC. CLARITY We should first identify what we want to express and then express the idea in plain, simple words and formats. D. COMPLETENESS Our letters should include all the necessary information and data. E. CONCISENESS We should write in the fewest possible words without sacrificing completeness and courtesy. F. CONCRETENESS Our writing should be vivid, specific and definite. Unit One Introduction to Business Letters (商务信函概论商务信函概论 )The General Procedures for Business Letter Writing:1. Determine our purpose of writing a certain letter.2. Identify who the readers are.3. Organize the message, which is to be contained in the letter.4. Write a draft.5. Polish the writing.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Elements of Business Letters and Their Positions in the Letter:Unit One Introduction to Business Letters (商务信函概论商务信函概论 )LetterheadReference NumberDate Inside Address Particular Address or Attention LineSalutationSubject Line or Caption _ _ _Complimentary CloseSignature IEC Block Postscript Body of the letterA letterhead generally contains the following information: The name of the firmIts address and postal codeFax numberInternet addressTelephone numberTelegraphic and telex addressE-mail addressTrademark or a brief slogan, etc.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )EASTERN TEXTILES IMP. & EXP. CO.,LTD.34297 Shangcheng Road, Shanghai, ChinaTel: 6606811 Fax: 6507631 Http:/E-mail: Example of the Formats of a Letterhead:Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of the Letterhead on the Second Page:EASTERN TEXTILES IMP. & EXP. CO.,LTD.-2- April 16, 2004Mr. Smith April 16, 2004, Page 2Mr. Smith April 16, 2004Page 2-Page 2-EASTERN TEXTILES IMP. & EXP. CO.,LTD. April 16, 2004EASTERN TEXTILES IMP. & EXP. CO.,LTD. 2- April 16, 2004Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Reference Number :Your ref: ALMOur ref: 5511/ TLDear Sirs,Dear Sirs, Your ref: ALMDear Sirs,We refer to your letter of November 12, 2004,ref. TY 1160Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Date:24th March, 2004March 24th, 200424 March, 2004March 24, 2004 Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Inside Address:Ms. Cecilia GreenSales ManagerABC Company123 Berry DriveMinneapolis, MN55106U.S.A.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Inside Address:Vice PresidentMessrs. J. Harvey & Co.66 High StreetAnytown, AY1 2BFChina National Machinery Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of ChinaUnit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Particular Address or Attention Line :China National Machinery Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of ChinaAttention: Mr. Wang, Export ManagerUnit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Particular Address or Attention Line :P & G Company24 Madison AvenueColumbus, OH 43004U.S.A.Attention of Pual YangBiddle, Sawyer & Co., Ltd.Hadden HouseFitzroy StreetLondon, SW8 25DY, EnglandAttention of Export DepartmentMr. H.A. Donnan, pleaseUnit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Particular Address or Attention Line :P & G John Morris & Co., Inc.ATTENTION OF PURCHASING MANAGEROSullivan BuildingBaltimore, Maryland, 10026U.S.A.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Salutation and Corresponding Complementary Close:Salutation CloseDear Sirs,Dear Sir,Dear Madams,Dear Madam,Dear Sir or Madam,Faithfully yours,Yours cordially,(formal)Gentlemen:Yours truly,Truly yours,(formal)Sir,Madam,Respectfully yours,Yours respectfully,Dear Mr. Morgan:Dear John:Dear Miss Green:Dear Mrs. Smith:Dear Ms. White:My dear Mrs. (or Miss.) Bush:Sincerely yours,Yours sincerely,(less formal)Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Subject Line or Caption:Subject: Proposed delay of the deliveryRe: Proposed delay of the delivery In re: Invoice No. 1120SUBJECT: ACCOUNT NO. 689 Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Proposed delay of the deliveryExamples of the Formats of Signature:Yours faithfully, (signature)Cathy KurtzMarketing ManagerYours faithfully, THE INTERNATIONAL TRADING COMPANY(signature)Cathy KurtzMarketing ManagerUnit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Signature:Yours faithfully, For CHINA NATIONAL IMPORT & EXPORT CO., LTD.(signature)George MorganYours faithfully, Per Pro (or P.P.) CHINA NATIONAL IMPORT & EXPORT CO., LTD.(signature)George MorganUnit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Initials:GB/ LZGbush/ lzGB: lzlz Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Examples of the Formats of Enclosure:1 Enc.Encls: 2 commercial invoicesEnc.1 Attachment Enclosure As StatedEnc: 1 B/L1 certificateAttachments:2Enc.Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Example of the format of Carbon Copy Notation:c.c.: Dalian BranchB.c.c.: Mr. Brown (on the copy only)C.C.: Jean KipmanPC: the Bank of Osaka, Ltd., Kobethe Osaka Chamber of Commerce Unit One Introduction to Business Letters (商务信函概论商务信函概论 )Full Block Format: Unit One Introduction to Business Letters (商务信函概论商务信函概论 )LetterheadDate: _Inside Address_Salutation:_ _ _ _ _Complimentary Close,SignatureBodySemi-block Format: Unit One Introduction to Business Letters (商务信函概论商务信函概论 )LetterheadDate:_Inside Address_Salutation:_ _ _Complimentary Close,SignatureBodyConventional Format: Unit One Introduction to Business Letters (商务信函