外贸英语函电1

外贸英语函电Unit 1 Basic Knowledge of Business Letter Writing uForm and structure of business lettersu Different style of British and American business lettersu Writing principles of the business letterFour forms of business lettersu Full block form 齐头式Each part of a letter is typed from the left margin , so it is convenient to be typed with a typewriter, but the layout isnt beautiful, so some businessman use a modified block form with indented style.u Modified block form with indented style 混合式 The senders address is typed or printed in the up-middle part. The receivers address starts from the left margin. The reference and date are typed on the same line. The complimentary close as well as the signature are typed from the middle little towards the right.u Modified block form 改良式All the parts start from the left margin, except the date, complementary close and signature which are positioned same as that in the modified block form with indented style.u Simplified form 简化式It is somewhat like full block form, but some parts are omitted, such as salutation and complementary close. Structure u Letterhead 信头u Reference and date 编号和日期u Inside name and address 封内名称及地址u Attention line 注意事项u Salutation 称呼u Subject line 事由u Body of the letter 信文u Complementary close 结尾敬语u Signature 签署u enclosure 附件u Carbon copy notation 抄送u Postscript 附言Structure u a. Letterhead 信头 :The senders name , postal address, telephone number, fax number and E-mail address, etc. Usually letterhead is printed in the up-center or at the left margin of a letter writing paper. In some countries, the letterhead contains other details, e.g. In the U.K. the directors names of a company are given.Structure u b. Reference and date 编号和日期Reference :The reference may include a file number, departmental code or initials of the signer followed by that of the typist of the letter , e.g. Your ref: JBD/WM ; Our ref: WDW/LPThey are typed immediately below the letterhead. If desired, the reference initials can also be placed at the lower left margin two lines below the name of the signer.Date: a. Avoid typing the month in figures and it should be typed in full English name, e.g. Februaryb. The -th, -st, and -rd that follow the day can be omitted, but the year should be typed in full, e.g. 5 May, 2009 Date can be typed in the following order:British order: 1)1st October,2000 ; 2) 1 October,2000 American order: 1) October 1st,2000; 2) October 1, 2000Note : the month and the day cant be separated by a comma, but there must be a comma before the year.u c. Inside name and address The name and address of the receiver is typed at the left-hand margin about two to four places below the date. It appears exactly the same way as on the envelope.地址 : 从小到大 ; 门牌号与街道名之间不加标点 ,但在城市与国家名称之间须用逗号隔开 .Messrs.( Messieurs:各位先生 ) is a courtesy title used for partnerships whose firms name includes a personal element, as in Messrs. Macdonaldb). Paragraph correctly, confining each paragraph to one topic;c). See that your typing is accurate and the display artistic. Aim at an attractive and pleasing appearance for your letter. Margins are also very important.If there has been previous correspondence, the reply letter will refer to it in the first paragraph. The writers plans, hopes and expectations will be expressed in the last paragraph. Thank you for your letter of February 8, 2009.We are pleased to receive your letter of February 8, 2009.In reply to your letter of February 8, 2009, .Some expressions used in the end:1) Phrases:Awaiting your good news, we are.Looking forward to your early reply, we remain.Looking forward to receiving your shipping advice, we remain.2) Sentences:We await your good news.We hope to receive your early reply.We are looking forward to your favorable and prompt reply.We trust you will give us an early reply.Your favorable / immediate/ prompt reply will be highly appreciated.please give us your reply as soon as possible.u h. Complementary close 结尾敬语It is a polite way of ending a letter and is in keeping with the salutation. “谨上 ”. Formal: Dear sir(s), yours faithfully,Gentlemen: truly yours,Less formal: Dear Mr.Henry, (:) yours sincerely or sincerely yours,1) In the simplified form, salutation and complementary close can be omitted;2) When the complimentary close is used, it must never be separated from the substance of a letter by carried to a separate sheet;3) When using continuation sheets, another paper of the same quality must be typed with a head to show: the number of the sheet (in the center of the page); the name of your correspondent (on the left-hand side); the date of the letter( on the right-hand side).E.g. -2-L.A.Brizier信的正文 ,每一段的开始一行都缩进若干格 (一般与称呼末一字母取齐 )。 2. 称呼用法 ,英式一般用 Dear Sirs,后用逗号。美式则用 Gentlemen:后用冒号。3. 结尾语的用法 ,英式和美式的习惯各不相同 ,在美式中 Sincerely yours,只限用于商业书信。英式则不然 ,商业书信或亲友间来往书信中都可用。4. 日期写法也不相同 ,英式是按日 月 年的顺序。美式则按月 日 年的顺序。5. 信封写法的不同点 :发信人的姓名、地址 ,英式写在左下角 ,美式写在左上角。航空信的空邮字样 “ AIRMAIL”“VIA AIR MAIL,”“BY AIR MAIL,” 英式印在信封的左上角 ,美式则印在贴邮票的下方。Writing principles of the business letter u Courtesy u Consideration u Completeness u Clarity u Conciseness u Concreteness u Correctness u Courtesy Courtesy is not merely politeness. It stems from a sincere You-attitude.(polite)We have received with many thanks your letter of Oct.7, and we take the pleasure of sending you our latest catalog. We wish to draw you attention to a special offer which we have made in it.(courteous)You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct.7.To answer letters promptly is also a matter of courtesy.u Consideration When writing a business letter, we should keep the readers request, needs, desires , as well as his feelings in mind.a. you-attitudewe-attitude: we allow 2 percent discount for cash paymentyou-attitude: you earn 2 percent discount when you pay cashb. Focus on the positive approachnegative: we dont believe you will have cause for dissatisfaction.we cant send you what you require this time.positive: we feel sure that you will be entirely satisfied.Perhaps next time we will satisfy your need.u CompletenessA business letter should include all the necessary information.u ClarityThe writer should try to a. Avoid using the words which have different understanding or unclear meaning,e.g. As to the steamers sailing from Hongkong to San Franisco, we have bimonthly direct services.Rewrite: We have two direct sailings every month from Hongkong to San FraniscoWe have semimonthly direct sailing from Hongkong to San Franisco.We have a direct sailing from Hongkong to San Franisco every two months.b. Pay attention to position of the modifiers.e.g. We shall be able to supply 10 cases of the item only.We shall be able to supply 10 cases only of the item.c. Pay attention to the sentence structure.E.g. We sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air.We sent you, by air, 5 samples of the goods which you requested in your letter of May 25 yesterday.d. Paragraph carefully and properly.Each paragraph has only one topic. u ConcisenessUsing concise sentences and fewest words, without losing completeness and courtesy.a. Avoid using wordy expressions.e.g. We wish to acknowledge receipt of your letterWe appreciate your letter b. Avoid unnecessary repetition. c. Use short sentences, simple words and clear explanations:1) use a word to replace a phraseenclosed herewith at this time enclosed nowdue to the fact that a draft in the amount of $1000because a draft for $1000 2) Use a phrase to replace a sentence.Please dont hesitate to call upon us.Please write to us.Please see that an enquiry is conducted to determine the reason.please find out the reason.3) Use words to replace clausesWe require full-automatic washing machine which is of the new type.We require new-type full-automatic washing machine.d. Avoid padded expressions.It should be noted that this is the best we can do.For your information we enclose a catalogue.e. Use subject line f