外贸英语函电chapter 1 business letter

Chapter OneBusiness LettersSection 1： The Layout of Business Letter q standard parts（基本部分） the letterhead 信头 the inside address 封内地址 the date 日期 the salutation 称呼 the body of the letter 正文 the complimentary close 礼貌结束语 the signature 签名q optional parts（可选部分）(1) the references 编号(2) the attention line 经办人(3) the subject line 标题（事由）(4) the enclosure 附件(5) the carbon copy notation 抄送(6) the reference notation 经办人代号(7) the postscript note 附言The structure of a business letter1)信头 (letterhead)2） 编号，日期3）封内名称和地址 (inside address) (reference and date)4） 经办人 (attention line)5） 称呼 (salutation)6） 事由（标题） (subject)7） 正文 (body)8） 结尾敬词 (complimentary)Name of company9） 签名 (signature)10)经办人代号 the reference notation 11） 附件 (enclosure)12） 抄送 (cc to XX)13） 附言 (postscript) The form of a business letter Full-block style （ 全齐头式） Indented style （ 缩行式） Modified block form （ 改良的齐头式） Semi-block format with indented paragraphs （ 半齐头式或混合式） 1.full blocked style（全齐头式）The Wilson Company1377 Main StreetDallas, Texas 75226U.S.A.February 5, 1999Nippon International Trading Co. Ltd.3 Nihonbashi, Honcho 3 ChomeJapanGentlemen: Were sending you our latest pricelist We are looking forward to hearing from you soon.Truly yours,THE WILSON COMPANYWilliam Robertson, PresidentWR / ea 2.indented style（ Heading） China National Light Industrial Products Import & Export Corporation 82 Tianan Men Street Beijing, China Jan.30,2005 Our Ref. No- Your Ref. No- The Pakistan Trading Company (Inside Address) 15， Broad Street Karachi, Pakistan Gentlemen: (Salutation) Re: Chinese Light Industrial Products (Caption) We thank you for your letter of Jan.10, 2005 and shall be glad to enter into business relations with your firm. As you know, it is our policy to trade with the people of all countries on the basis of equality and mutual benefit. We believe we shall be able, by joint efforts, to promote friendship as well as business. We are sending you 5 pamphlets and a price list covering part of our exports. Please advise what articles you are interested in at present. （ The Body of the Letter） Your early reply will be highly appreciated. (The Closing Sentences) （ The Complimentary Close） Yours faithfully,CHINA NATIONAL LIGHT INDUSTRIAL（ The Signature） PRODUCTS IMPORT & EXPORT CORP. (Sighed)- Encls:3.modified blocked styleNippon International TradingNihonbashi, Honcho Chome3 Chuo-ku, Tokyo 104JapanFebruary 15, 19-The Wilson Company1377 Main StreetDallas, Texas 75226U.S.A.Attn: Mr. Robertson4 混合式（ Semiblock Style with Indented Paragraphs） M.D. Ewart & Co., Ltd 36 Tower Street Toronto 4, CanadaAugust 22, 2005 Our Ref. No. Your Ref. No. Beijing Textiles Import & Export Corporation 43 Tianan Men Street Beijing, China Dear SirsRe: Fist Inquiry We learn from a friend in China that you are exporting Nylon Bedsheets and Pillow Cases. There is a steady demand here for the above-mentioned commodities of high quality at moderate prices. Will you please send us a copy of your catalogue, which details of your prices and terms of payment? We should find it most helpful if you could also supply samples of these goods. We are waiting for your early reply. Yours very truly, (Signature)Parts of a business letter Letterhead 信头发信人的地址和日期The companys name/address/postcode/Tel No./fax No./E-mail address2. Reference 编号（案号）希望对方回复信件时指明原信件号码，以便查阅。File number, departmental code (or the reference initials)E.G Your ref.:2005/IB318Our ref. :CS49/77005Example：Westin Hotel Group21-10 Raffles TowerYishun Ring RoadSingapore 760810Tel:Telex:Fax: E-mail:3. Date 日期 Usually comes one line below the senders address, BrE: day, month and yearAmE: month, day and year Prefer cardinal numbers (1,2,3,4) rather than ordinal numbers (1st, 2nd, 3rd, 4th) A comma must be used before the year8 June, 2005 / June 8, 2005e.g. A) March 2, 2010 (American style) B) 2 March, 2010 (British style)avoid abbreviations (Jan. 25, 2004) or figures (2/4/2004).4. Inside name and address 信内地址 （收信人）Includes: a) the name of the house b) the number of house and the name of street c) the name of city or town d) county or state and its post-code e) name of the country To avoid ambiguity, whenever you write letters to a foreign country, always include the name of the country, even if the city mentioned is the countrys capital. (P3 instance)Courtesy titles: Mr. - for a man Mrs. - for a married woman Miss - for a girl or unmarried woman Ms. - for either a married or unmarried woman Dr. - for one who holds a doctors degree Prof. / Professor - for a professor Messrs - the plural form of Mr.(used only for companies or firms whose name includes a personal element)如果用在公司前面的话 ,只能放在以人的名字命名的公司前面 Esq. - for judges, magistrates, barristers in America and for a single person in Britain, following the name and separated from it with a comma, e.g. John Hayling, Esq.Rules of using some of these titles Mrs., Miss, or Ms.Unless you are absolutely sure about the marital status of a women receiver, apply “Ms” rather than other titles. Messrs.is not used in any of the following cases:(a) when an individual is addressed:J.A. Simpson, Esq.Lloyd, Harris & BrownThe Chief AccountEdward Collins & Co., Ltd(b) when the title is impersonalUtility Furniture Co.Cabinet Industries Ltd.Universal Machine Company(c) when a courtesy title is already included:Sir James Murphy & Co.Dr. H. Willis & Co. Ltd.(d) when the title begins with “The”The Robinson Furniture Co.The Grayson Electric Co. Ltd.The Export Manager The Howard Johnson & Co. The Asian Trading Co., Ltd. Esq. (for Esquire) 尊称 ”阁下 ” This title is strictly restricted to certain classes of persons in America (e.g. judges, magistrates, barristers). For the British, both Mr. and Esq. are used in addressing a single person, with the former preceding the name and the latter following the name with a comma in between, e.g.Mr. John HaylingJohn Hayling, Esq.While “Esq.” is considered a more polite title, the Americans never use it. So it is recommended that you not use it Pay attention to the postal service abbreviation for state ( province) and others P14 注意地址缩写的表达方式NYNew York, Pa./Peen Pennsylvania, Ca. CaliforniaVic. Victoria Que. Quebec MA MassachusettsRd. Road St. Street Ave. Avenue 5. Attention line （注明对方经办人） be used to direct the letter to a specific individual or section of the firm. 给特定(ATTN:/Attention:/(For the) attention of )E.g. Richard Thomas & Baldwins Ltd.,151 Gower StreetLondon,SC7 6DY,EnglandAttention : Mr.Caveor Attention of Purchasing Manager6.The salutation （ 称呼） Dear Sir, Dear Madam, (for both single and married women) Dear Sir or Madam, Dear Sirs, (Mesdames) (BrE, for addressing two or more, as where a letter is addressed to a firm) Gentlemen: (AmE) (followed by a colon) Dear Mr. Mason, Dear David,The courtesy title here should be in complete agreement with the one used in the inside address 与封内称呼一致7. The subject line. （ 事由） Call attention to the reason, relative reference or brief subjectE.g. Re: Your Order No. 1513 关于贵方 1513号订单事宜Subject: Mens Shirts8. The body. （正文） This is the part that really matters for all letters Think of the following two questions before starting off writing： （写前思考两个问题）(1) What is your purpose of writing the letter?(2) What is the best way to go about it? When using continuous sheets, always type a heading to show the name of your correspondent, the number of the sheet, and the date若信件内容不止一页而需数张联页，应在联页上端注明受信人名称、日期、页数，再继续书写正文。E.g. Collins Telecom Company, -2- March 24, 20059. Complimentary Close（ 结尾套语） Be in keeping with the salutations, usual matches as follows:Salutation Close OccasionDear Sir(s) Yours faithfully, standard/formal Madam Faithfully yours, (AmE) Gentlemen Truly yours, Used by AmericansDear Mr. Yours sincerely, less formally and Sincerely yours, (AmE) between personsknown to each otherDear John (Kind) regards, informal(Best) wishes,10. Signature (签名 )结束语 -签名 -打字注明 -职衔 -行号E.g. Yours very truly,Charles Smith (signed) Charles Smith (printed)Managing Director (position)The International Trade Co. (name of the company)E.g. Yours faithfullyper pro The overseas Co Ltd/ for Sales Manager(sgd.)W. BlackPresident Per pro / P.P (per procuration) with special authority to sign 说明签名人正式代表组织，而非以个人身份签名 For a official signing for the company or sb. Never sign the letter with a rubber stamp（橡皮图章，不假思索便签字批准签字的人或机构）11. The reference notation （ 经办人代号） Shows the initials of both the dictator and the typist将主稿人，速记员的姓名第一个字母连续打出，两者间加一斜线，只是为了发信商行自己查对之用，与收信人关系不大。E.g. FCM/hl, FCM:HL, FCM/HL, fcm:hl Can be included in the Reference No. Part 12.The Enclosure （ 附件）E.g. Enclosure: Price listEnclosures: 1. 1 B/L2. 1 Photo3. 1 Certificate Encl. As stated/ Encl. a/sEnc.13. The carbon copy notation （ 抄送）Type 1. cc- Notation is typed on the original and carbon copies.E.g. c.c.: Mr. J. CooperC.C.: Rotic Co.Copy to: Sales ManagerCopies to : DirectorsType 2. bcc- copy notation is specified