《外贸英语函电格式》PPT课件.ppt

Communication in International Business Scope of Business Documents o Business Letters 商業書信 o Memorandum 備忘錄 o Fax Messages 傳真 o E-mail 電子郵件 Business Letters o Objective o Format n Full Block Form n Modified Block Form o Content of Business Letters o Envelope of letters Objective of Business Correspondence o Obtain complete understanding o Elicit the responses required o Basic requirement n Clarity n Courteous n Tactful n Thinking about your reader Format of Business Letters o Full Block Form o Modified Block Form with Indented Paragraph Content of Business Letters 1. Letterhead 信頭 2. Reference 參考 3. Date 4. Inside name GBD/st/Per1 GBD/ST/134 p Immediately below the letterhead or two lines below the typed number of the signer DATE oCRO 06. 12. 2009. oUK 16 December 2009 oUS June 12, 2009 oSay: the sixteenth of December two thousand and nine December the sixteenth two thousand and nine Prepositions: With reference to your letter . 6 December 2004; The order was received a) .6 Dec 2008; b) December; c) . 2008; d) .the first week of December; DATE oCRO 06. 12. 2009. oUK 16 December 2009 oUS June 12, 2009 oSay: the sixteenth of December two thousand and nine December the sixteenth two thousand and nine oPrepositions: With reference to your letter of 6 December 2008; The order was received . on 6 Dec 2008; .in December; in 2008; in the first week of December; Inside Name and Address o At the left-hand margin at least two lines below the date o Appears the same way as on the envelope o Mr James Leighton (or: Dr. Philp Rogers) General Manager (Assistant Marketing Manager) Leighton Engineering Co Ltd 12 Bracken Hill Manchester M60 8AS United Kingdom SALUTATION (cont.) o Two lines below inside address without indentation SALUTATION: Dear.? o to a company o to a man if you do not know his name o to a woman if you do not know her name o to a married or unmarried man o to a married or unmarried woman o to a married woman o to an unmarried woman o to a friend or someone you know well SALUTATION (cont.) 1. Dear Sir or Madam 2. Dear Sir 3. Dear Madam 4. Dear Mr Smith 5. Dear Ms Smith 6. Dear Mrs Smith 7. Dear Miss Smith 8. Dear John US: Dear Ms Smith: UK: Dear Ms Smith NO! Dear Mr John 1. to a company 2. to a man if you do not know his name 3. to a woman if you do not know her name 4. to a married or unmarried man 5. to a married or unmarried woman 6. to a married woman 7. to an unmarried woman 8. to a friend or someone you know well Salutation and closing o Dear Sir or Madam /Yours faithfully o Dear Ms Jackson /Yours sincerely o Dear Mark/Best wishes (Best regards) o Dear Ms Gonzalez, Dear David, Dear Mrs Wilson, Dear Sir or Madam SUBJECT HEADING o key word(s) o One line below the salutation Dear Mr Kane Dear Mr Kane Order ref.no.2345 Re: Late Delivery I am writing to enquire about I am writing to complain about . o PARTS OF A LETTER o beginning (opening) nUsually refer to any previous correspondence o main message (more paragraphs possible) o ending (close) Beginning o We are writing in connection with. o We are writing to enquire about . o Thank you for your letter of February 20 concerning o Further to our telephone discussion , we would like to inform you that . o With reference to your enquiry about Ending o I look forward to receiving your reply. o I look forward to hearing from you soon. o We look forward to seeing you soon. o Please feel free to contact us if necessary. + CLOSE BLOCK STYLE o punctuation? o no indentation o paragraphing and line spacing nPut each separate idea in a separate paragraph ndouble space between two paragraphs nsingle space between lines in a paragraph Practice 1 o There are a number of queries that I would like to raise about your products and I would be grateful if you could ask a representative to get in touch with me with a view to discussing these queries and hopefully placing an order if the queries are satisfactorily answered. Practice 1 o There are a number of queries that I would like to raise about your products. o I would be grateful if you could ask a representative to get in touch with me so that I can discuss these queries. o Hopefully placing an order if the queries are satisfactorily answered. I am writing to complain about a management motivation training course organized by your company that I attended on March 30th of this year. The main reason that I was not satisfied with the course is that the presenter was totally unprofessional. In the first place, he was fifteen minutes late and didnt even apologize. Secondly, he was obviously unprepared and was unable to organize his graphics. On top of everything, he finished half an hour early and didnt take any questions. I had spent a significant amount of money on this course and expected to gain some useful insight and tips on motivating my team. As a minimum, I expect a refund from your company to compensate me for the money and time I have wasted. If this is not forthcoming, I will take the matter up with the Professional Management Seminars Organization. I am writing to complain about a management motivation training course organised by your company that I attended on March 30th of this year. The main reason that I was not satisfied with the course is that the presenter was totally unprofessional. In the first place, he was fifteen minutes late and didnt even apologise. Secondly, he was obviously unprepared and was unable to organise his graphics. On top of everything, he finished half an hour early and didnt take any questions. I had spent a significant amount of money on this course and expected to gain some useful insight and tips on motivating my team. As a minimum, I expect a refund from your company to compensate me for the money and time I have wasted. If this is not forthcoming, I will take the matter up with the Professional Management Seminars Organisation. STYLE o formal but natural o avoid contracted forms (Im I am) o Courteous, Clear, Complete, Concise, Correct Senders Name & Designation 寄件 人姓名及頭銜 o 在結尾問候下方空4-5行作為簽名之用 o 以全部大寫打出寄件人姓名 o 頭銜置於寄件人姓名下一行 Yours sincerely (Hand-written signature) SOPHIE BOLAN (Mrs) Chairman Senders Name & Designation 寄件 人姓名及頭銜 o若簽名者是以寄件人之名義發信時： Yours faithfully Shirley Johnson for GEORGE FREEMAN General Manager *或以per pro 或 pp (i.e. “on behalf of”)表示 委任、授權行為 Copy Notation o 如果信件副本須交付第三者時，加註”cc”或 ”Copy”以及其他收件人的姓名、頭銜 o 如果同一信件收信人超過三人以上，則以姓 氏的字母順序排列 o 範例： ccSusan Jones, Accountant David Roberts, Company Secretary Norman Taylor, General Manager o 若為“bcc” (blind copy circulated 密件副 本)表示寫信人不希望收信者知道第三者 Enclosures o Below Copy Notation o Enclosures (3) o Encl.3 catalogues Continuation Pages 續頁 o 續頁須在信紙上方打上頁碼、日期、收件人 姓名 o 前頁無須註記內容尚未結束的字眼 o 續頁的信文必須包含至少3-4行文字 o 盡量保持一個段落在一個頁面中 Envelopes o The same layout as in the letter o Name and Address of the receiver being placed about half way down the envelope Common abbreviations o Department: dept o Each: ea. o Eg or e.g. o Enclosure: enc. Or encl. o Etc. o That is: ie or i.e. o Company: Co. o Incorporated: Inc. o Including: incl. o Limited: Ltd o Public Limited Company: plc or p.l.c. o Managing Director: MD o Not applicable: N/A o Per annum: p.a. o Per Pro (on behalf of): pp o Postscript: PS or P.S. o Road: Rd o Received: recd o Reference: ref. o Square: Sq. o Street: St. o Registered Trademark: R o Copyright:C o Trademark: TM Memorandum 備忘錄 o 不需要稱謂 o 主文必須以條列方式分為數個段落 o 不需要結尾問候 o 在簽名處不需要打上寄件人姓名及頭銜 Memorandum o From: HGW To: Department Managers o Date: Subject: English Classes o From Monday 8 May English Classes will be held in the Training Centre (Room 317).Please encourage your staff to attend one of the sessions. 2. Please send me the names of all interested staff by noon on Wednesday 26 June. 3. The size of each class will be limited to 12 participants. HGW FAX o 須註明傳真出去的總頁數 o 稱謂可加可不加 o 不需要結尾問候 o 在簽名處不需要打上寄件人姓名及頭銜 E-MAIL o expressions: cc, bcc, attach, forward,. o attachments: Please find attached the report. (I attach the report.) o Open and close your e-mails o Do not write in capital letters o Do not send the original message back to the sender (sometimes ok?) o Use paragraphs easy to read! Assessment (in testing) o layout (address, date, salutation, .) o beginning/ending (and close) o paragraphing (no indentation) o appropriate language (words, expr