商务英语函电课件.ppt

书名：商务英语函电 isbn： 978-7-111-41047-8 作者：王维平 出版社：机械工业出版社 本书配有电子课件,商务英语函电 高职高专 ppt 课件,chapter 1 fundamentals of business communication,商务英语函电 高职高专 ppt 课件,商务英语函电 高职高专 ppt 课件,contents,learning aims,have a concept of several most popular business letter forms in modern society; know the basic layout, format, components and writing principles of business letters; learn how to address an envelope; get to know some other common communication methods, like skype and msn.,商务英语函电 高职高专 ppt 课件,the underlying principle of business communication,clear well thought out message fast,商务英语函电 高职高专 ppt 课件,casual v.s. formal: common points,proper salutations are still a part of both kinds of writings etiquette. understanding how to compose the letters body by using introduction, supporting and closing paragraphs helps to effectively illustrate a business idea. using communication strategies-from persuasive phrases to the proper wording -to help convince or appease the reader.,商务英语函电 高职高专 ppt 课件,parts of a business letter,letterhead（信头） reference and date line（编号和日期） inside name and address（封内名称和地址） salutation（称呼） letter body（正文） complimentary close（结尾敬语） signature（签名）,商务英语函电 高职高专 ppt 课件,some other parts,8. attention line（经办人） 9. subject line/caption（事由） 10. reference notation（经办人代号） 11. enclosure/encl.（附件） 12. carbon copy notation/cc（抄送） 13. postscript /p.s.（附言）,商务英语函电 高职高专 ppt 课件,letter 1,商务英语函电 高职高专 ppt 课件,functions of each part,商务英语函电 高职高专 ppt 课件,functions of each part,functions of each part,functions of each part,functions of each part,layouts of a business letter,the blocked style the indented style the modified block style the simplified style,letter 2,华强公司邀请美国的汤普森教授来华参加公司成立50周年庆典。市场部经理发函向其说明庆典时间与地点，并诚挚欢迎教授来参加。,the blocked style,all typing lines begin at the left margin of a letter.,marketing department of huaqiang company 200 beijing road, changchun, jilin, 130001, china sept. 12, 2012 prof. thompson harvard university boston, ma 02163 u.s.a. dear professor thompson, to celebrate the fiftieth anniversary of the founding of our company, we request the honor of your presence at a reception which is to be held at dayu hotel, changchun on september 30 from 7 p.m. to 9 in the evening. we would be glad if you could come. yours faithfully, mike tang,letter 3,汤普森教授接受了华强公司的邀请，并复函表达谢意。,the indented style,paragraphs of a letter are indented, usually four or five spaces. each line in the letterhead and the inside name and address is indented one or two spaces. the date should be placed on the right-hand side.,harvard university boston, ma 02163, u.s.a. sept. 20, 2012 mr. mike tang marketing department huaqiang company 200 beijing road changchun, jilin 130001 china,letter 3,dear mr. tang, thank you very much for your invitation to join the fiftieth anniversary of the founding of your company at dayu hotel, changchun on september 30. i will be happy to be there at 6:50 p.m. to take part in the reception, and look forward to it with pleasure. yours sincerely, thompson,letter 3,others,the modified blocked style, the mixture of the above two formats. some of the parts remain “blocked” with the body paragraphs, allowing some other parts - both standard and optional parts - indented. there is more than one format for this style. suitable for friends or people with close relations.,huaqiang company 200 beijing road, changchun, jilin, 130001, china july 8, 2012 abc company 5688 sussex st. buffalo, ny 14384 u.s.a. dear john, we enclose details of *. will you *? best regards, mark,sample,others,the simplified style,all parts of a letter begin at the left margin. this style omits the salutation and the complimentary close.,245 zhongshan street fuzhou, fujian 350001 china july 25, 2012 miss helen brown 128 berry drive minneapolis, mn 55106 u.s.a. we have received *. we hope we can place large orders. zhao,sample,principles of business letter-writing,7cs principle courtesy clarity conciseness consideration completeness concreteness correctness,courtesy,avoid irritating and offensive statements politeness “thank you”, “im sorry” and “if you have any question, please feel free to ask me.” “you should”, “you must”,clarity,use common words:,clarity,2. use pictures,conciseness,simplest sentences and fewest words remove clich and unnecessary words / information replace the nouns with verbs,we cant deliver the parts in po 528-746 today because of the heavy rain. its a pity to inform you that due to the heavy rain at this moment, we cant make it possible for the delivery of po 528-746 within today. ,consideration,understand, feel and sympathize,q: which saying is better?,we would like to take the opportunity at the fair to demonstrate our full range of products and services which we can offer our customers (we attitude). please join us at the fair and you will have the chance to see how our products and services can benefit you and your company (you attitude). you forget to transfer the money, so we cant mail your order. well mail your order as soon as we receive your money.,completeness,all the necessary information should be included in a business letter.,concreteness,correctness,standard language, proper statements, and accurate figures grammatical mistakes and spelling mistakes show your inefficiency in writing.,exercise,remember 7 cs principles,envelope addressing,the blocked style,2. the indented style,elegance clothing company 60 south street dilian 116000 china mr. allan addison 1220 south main street atlanta, ga 30091 u.s.a,tips: how to put the address into english,roombuildingnumberroad/streetdistrictcityprovince/state/countycountry,exercise,chinese address: 中国浙江省宁波市中山北路392弄32号703室 english-written: room 703, no. 32, lane 392, north zhongshan road, ningbo, zhejiang, china chinese address: 北京市东长安街6号 english-written: 6 east changan avenue, peking/beijing,1.2 fax,fax machine is easy to operate. just insert the documents into the slot and then dial the fax number of the opposite party. one can easily send the documents to his opposite partys fax machine, and the documents will be printed out. fax has its own layout. the cost of fax or electrical transmission is expensive before. now the fee is decreasing. a fax can only be sent one piece in one time, and documents cant be saved as e-mail format.,layout of fax,fax can have many different formats, but they all stick to certain rules such as containing “to” and “from” parts.,samples,writing a fax message,all the four layouts of letter can be used, including the blocked style, the indented style, the modified style and the simplified style. but the blocked style is more often used.,letter 4,宁波中达机械有限公司向美国莫利斯有限公司发传真，告知订单523-754已经发出。并附上海关单据传真件以方便接收。这里附上传真第一页。,try the blocked style,nb zhongda machinery co. 168, jiefeng road, zhuangqiao, ningbo, china tel. (86) 574 87520475, fax. (86) 574 87527493,fax to: chris linden, morions ltd fax #: (941) 631 4393 from: shimin zhang, nb zhongda machinery co. date: 18 sep 2012 subject: delivery accomplished transmitting 5 pages including this page -,dear chris, po. 523-754 was shipped on 16th. enclosed are the documents you need. if you have any questions, please contact me. best regards, zhang shimin,how to use a fax machine,front view,control panel overview,dial phone number,wait for a sound,automatic receiving,manual receiving,press “start” button,insert the document,sending fax,manual,automatic,hear sound,pick up the phone,check paper,press “start”,receiving fax,receiving fax,1.3 email,the cost of e-mail is quite low. one neednt pay extra telecommunication fees. e-mails can be easily saved and leave copies in computers. they can be used at any time. e-mails, not like fax, can be sent in large amount, and it doesnt need any paper. one can read the mail via computers. e-mail can be sent with photos, sounds and even short videos. and it works 24 hours and doesnt need any operators.,e-mail interface for sending,e-mail interface for receiving,components,from: the senders e-mail address shows here. you dont need to put in your own address while sending an e-mail. the software does that for you. to: the receivers e-mail address shows here. in the to: field and the from: field, type your contacts name formally. the latter two give the perception of lack of education or limited experience with technology. if you only include your first name or e-mail address you are giving the perception you may have something to hide.,john b. doe john b doe or john b doe ,components,cc: in this field you put all the addresses you are sending the e-mail to. the receivers can see each others addresses. sometimes cc works the same as to. use this field when the business people know each other and have some common issue to discuss. if you are not sure if a business associate would mind their address being made public, ask! bcc: in this field you put all the correspondences you are sending the e-mail to, but do not hope that they can see each other. you can use this field when e-mailing a group of people who do not know each other. if you put addresses of people who do not know each other in the cc or to fields, you release their e-mail addresses to strangers. your business partners may think you do not take care of their privacy! worse still, you may give them information about your other secret business partners.,e-mail address,johns,the name of the email account holder,domain. read as “hotmail dot com”,read as “at”,common domain,common country code,e-mail etiquette,professi