《国际商务函电》PPT课件.ppt

Miscellaneous matters nEnclosure abbreviation : Encl. or Enc. nCarbon Copy acronym: CC nPostscript acronym: P.S. n1）The first principle is clearness : n In order to achieve that you should not convey more than one idea in a sentence. You should not introduce more than one topic in a paragraph. You should not deal with more than one matter in a letter. Principles of business letter writing n2）The second principle is conciseness : nTry to make your message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. A good business letter should be natural, human and easy to read. n Here are some examples:. Principles of business letter writing nInstead of saying: We should be obliged if you could contact Mr Smith at an early date. nYou say: Please contact Mr Smith soon. n nInstead of saying: With reference to your Order 319, the goods were dispatched on the 13 of this month. nYou say: We sent your Order 319 on 13 April. n3) The third principle is correctness : nYou have to make sure that both the language and facts are correct. nIn terms of language, you should make sure that you make no grammatical mistakes. nPay attention to punctuation for it will affect the meaning of the sentence. nYou should also make sure that there are no typing mistakes. Pay special attention to numbers, such as quantity, price and so on. Principles of business letter writing ne.g. 1. nOur shop, in Canada, was destroyed by fire. ne.g. 2. nOur shop in Canada was destroyed by fire. nHere we know that the writer has more than one shop in example 1, and the writer has only one shop in example 2. 4)The last principle is courtesy: This is more than politeness. A good business letter should be positive, friendly and sincere. nInstead of saying: I am in receipt of your order for 1,000 tons of Black Tea. n You say: Thank you for your order for 1,000 tons of Black Tea. Principles of business letter writing v Adopt “you approach” when you convey a good news. nInstead of saying: We shall be able to offer you free customer service for your newly purchased refrigerator for 3 years. nYou say: You will be pleased to hear that you will soon be able to have a free customer service for your newly purchased refrigerator for 3 years. v Avoid using “you approach” when conveying bad news. In this situation, you have to handle it tactfully. nInstead of saying: Your letter is not clear at all. I cannot understand it. nYou say: If I understand your letter correctly. v I. Full-blocked layout style II. Modified block with indented paragraphs III. Indented style Layout of business letter Full block I. Full block layout The full-blocked layout style has no indentation. Everything is ranged left. There is no punctuation in the address and after the salutation and the complimentary close. I. Full block layout nUse single space within the paragraph. Use double spaces between paragraphs. nIf you have quotations or a list of something, you should start a new paragraph, with 5-space indentations on the left. Mark this part out by leaving one line space between this paragraph and the rest of the letter. nThis style is widely used today because it is easy to type and therefore efficient. Modified Block with Intented Paragraphs (semi-block) II.Modified block with indented paragraphs n also called Semi-block: : This is similar to the Full-blocked layout style but the date is placed on the right. The Subject is centered. The complimentary close and the sign