BusinessEnglishCorrespondence.ppt

business english correspondence,unit 1 basic knowledge of business letter writing,section 1 functions of business letters and criteria and general procedures for business letters writing 1. functions of business letters 2. criteria for business letters 3. the general procedures for business letter writing,1.functions of business letters,to inform, which refers to conveying the vast amount of information needed to day-to-day operations of the business;,to influence, which means that messages included in a business letter should also influence the readers attitudes and functions.,2.criteria for business letters,a. courtesy in our letters, we should always keep in mind the person we are writing to, see things from his angle, visualize him in his surroundings, see his problems and difficulties and express ideas in terms of his experience.,b. correctness correct grammar, punctuation and spelling are basic requirements for business letter writing. also, we should choose the correct level of language and use accurate information and data in our letters.,c. clearness (clarity)清楚 意思表达明确，要注意： 避免用词错误： 注意词语所放的位置： 注意句子的结构： a. explain yourself clearly; b. avoiding ambiguous sentences and needless jargon; c. statements in well-constructed sentences and paragraphs;,d. conciseness 简洁 避免废话连篇 避免不必要的重复 短句、单词的运用 a. in the fewest possible words; b. briefly but completely;,e. consideration 体谅 写信时要处处从对方的角度去考虑有什么需求，而不是从自身出发，语气上更尊重对方。 a. try to put yourself in his place; b. emphasize the you attitude; c. emphasize positive, pleasant facts;,f. completeness 完整 一封商业信函应概况了各项必需的事项，如邀请信应说明时间、地点等，确忌寄出含糊不清的信件。 a. provide all necessary information; b. answer all questions asked; c. give something extra, when desirable;,g. concreteness 具体 a. to make the message specific; b. dont try to write in a literary style; c. use action rather than camouflaged verbs;,3.the general procedures for business letter writing:,（1） determine our purpose of writing a certain letter.,（2）identify who the readers are.,（3）organize the message, which is to be contained in the letter.,（4）write a draft.,（5） polish the writing.,basic knowledge of business letter writing,section 2 structures and layout of business letters 1.layout of a business letter 商业信函的格式 2. structure 构成 3. the ways of writing parts 各部分的内容、作用及注意事项 4.addressing envelopes信封的书写方法,layout of a business letter 1.商业信函的格式,four major forms （1）indented form 缩格式 （2）blocked form 齐头式 （3）modified blocked form 改良齐头式 （4） semi-block style with indented paragraphs 混合式,缩格式( indented style )： 封内地址和其需要分行的地方的后一行，都比前一行缩进二格或三格；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)。 齐头式 ( blocked style )：凡是用打字机打上去的每一行字，包括(完全或绝对齐头式)日期、封内地址、事由和结尾礼词，都是从左边的空白边缘打起。 改良齐头式( modified blocked style )：这种格式，除日期，签名部分外，其他部分每行开头都与左边空白边缘看齐。 混合式 ( semi-blocked style with indented paragraphs )：封内地址及其他需要分行的部分，采用齐头式，而第一段开始行采用缩格式，两种格式的混合采用所以称之为混合式。,full block format:,semi-block format:,conventional format:,2. structure 构成,（1）essential parts 必要部分 the letterhead 信头 the date line 日期 the inside name and address 收信人名称地址 the salutation 称呼 the body of the letter 信文 the complimentary close 结尾敬语 the signature 落款,（2）optional parts 附加部分 the attention line 具体收信人 the subject line 事由 the reference notation 案号 11. the enclosure 附件 12. the carbon copy notation 抄送 13. the postscript 附言,组成部分分项示例,1. china national cereals, oils & foodstuffs imp & exp corp. 8 jianguomen nei dajie beijing 10005, china telephone: 86-10-6526-8888 fax: 86-10-6527-6028 e-mail: 2. our ref. your ref. date: 15th november, 20-,5. we thank you for your enquiry of 5 november. in compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. all prices are subject to our confirmation for our aquatic products have been selling well this season. therefore, we would suggest that you advise us by a fax in case of interest. we await your early favorable reply. 6. yours truly, 7. china national cereals, oils and foodstuffs imp & exp corp. sig. _ (manager),结尾敬语,10. qs/an 11. enclosures 12. cc our shanghai branch office 13. p.s. we require payment by l/c for a total value not exceeding usd50,000.,3. the ways of writing parts 各部分的内容、作用及注意事项,（1）the necessary parts a. letterhead 信头 abc company （公司名称） 10 broadway street （门牌，街道） new york （城市名称） u.s.a. （国家名称） tel: （1212）41965253 fax: （1212）41965364 new color textiles imp&exp corporation （公司名称） 7f 160 youyi road（门牌，街道） shanghai （城市名称） p.r.c （国家名称）,a letterhead generally contains the following information:,the name of the firm,its address and postal code,fax number,internet address,telephone number,telegraphic and telex address,e-mail address,trademark or a brief slogan, etc.,example of the formats of a letterhead:,名称、地址,a uk address: air environmental mechanical equipment limited 2076 west main street devon, ex14 0ra u.k.,中国地址名称用英文写,sinochem jiangsu import and export corporation jiangsu international business mansion, 50 zhonghua road, nanjing 210001, p.r. china,单位名称,门牌号,大楼名称,街道,邮编,城市,国家,信头和收信人名称、地址 英语：名称在上，地址在下 地址先小后大 中文：名称在上，地址在下 地址先大后小,b. how to write the date,the location: usually placed two lines below the last line of the letterhead, mostly at the right margin or at the left margin for full block style. the order: day/month/year (english practice), or month/day/year (american practice) 25th october, 2006 october 25th, 2006 october 25, 2006,the date should be placed two lines below the letterhead. for the blocked style, you put it on the left. for the modified blocked form, you put it on the right. the date should be typed in full and not abbreviated: september, not sept. october, not oct. do not give the dates all in figures for they many cause confusion. for the date use 1,2,3, here are the recommended forms. stick to one form once you have chosen it. there is no comma between the month and the year in british english. 3 april 2000 (be) april 3, 2000 (ae),日期,位置： 美式：在信头和收信人名称地址之间 英式：通常在收信人名称地址之下 均可以齐头，也可以靠右 写法： 美式：月-日-年 英式：日-月-年,美式日期举例,日期,英式日期举例,日期,日期写法注意事项,“月份”最好用文字，如： 1. 2nd may, 20- 2. 2 may, 20- 3. 2 may 20- (comma can be omitted) 4. september 21st, 20- 5. september 21,20- 避免月份用数字，如 11/12/20-,c. inside address封内地址,this is the name and address of the recipient. it is typed at the left-hand margin two lines below the date. 1) if the letter is addressed to a specific person, name of the receiver (the receivers department) name of the company the address of the company city name country name,c. inside address封内地址,2)if the receiver is not specific, name of the department name of the company the address of the company city name country name,examples of the formats of inside address:,examples of the formats of inside address:,examples of the formats of particular address or attention line :,china national machinery import & export corp. 36, jianshan road dalian, 116023 peoples republic of china attention: mr. wang, export manager,d. salutation 称呼,salutation should be placed two lines below the inside address. i. the customary formal greeting: dear sirs, (mostly seen in british; in the plural; using comma after it) gentlemen: (mostly seen in america and canada; in the plural; using colon after it; no “dear” before it) if the firm or company is managed by women, you can use: dear madam, madam: dear mesdames, if you do not know whether the recipient is a man or a woman. use dear madam or sir.,d. salutation 称呼,ii. a less formal and warmer greeting: if the receiver is known to the writer personally, a less formal and warmer greeting is used as follows: dear mr. smith, dear mrs. johnson, my dear mr. wang, (here “dear” cannot be written in capital.) my dear miss long,称呼,位置： 必须齐头 写法： 对男士（正规）：dear sir, 或dear sirs,或gentlemen: 对女士（正规）：dear madam, 或dear mesdames, 对关系密切的商业伙伴：dear jack,词首字母全大写，用逗号或不用标点符号,gentlemen后用冒号,if you know the appropriate departmental head, youd better address the letter to him or her, by his official title not by his or her name. when the recipient holds a special title ,such as doctor, professor, address him/her by this title.,e.事由,the subject heading is often placed one line below the salutation. this is used to call readers attention to the topic of the letter, therefore it is a good idea to underline it or make it in boldface letters.,e.事由,位置： 1.称呼和正文之间 2.齐头式靠左，缩格式居中 3.要加下划线 表示的是该信函的主题 1. re: your order no.463 for1,000 wide-screen tv sets 2. sheep wool,examples of the formats of subject line or caption:,subject: proposed delay of the delivery,re: proposed delay of the delivery,in re: invoice no. 1120,subject: account no. 689,proposed delay of the delivery,f. body of the letter信函正文,if you write the letter first, you should write your purpose or the question you refer to in the first paragraph. for example: were writing in the hope of establishing business relations with you. we confirm cables exchanged as follows:,f. body of the letter信函正文,if you reply to a letter, you should refer to the date, reference or the contents of the previous correspondence. for example: we refer to your letter dated october 25 for the order of 500 sets of tv sets. in reply to your mail request of june 16, were offering as follows:,f. body of the letter 信函正文,in business letters, in the last paragraph you can summarize what you write in the letter or present your demand or desire. for example: in view of the above, we sincerely hope youll not think us unaccommodating. please look into the matter as one of urgency and let us have your cable reply by return. we look forward to your early reply.,f. body of the letter信函正文,if your letter is written in more than one page, you should not use the paper with the printed letterhead as the second and the third page,the usual practice is:,examples of the formats of the letterhead on the second page:,eastern textiles imp. & exp. co.,ltd. -2- april 16, 2004,mr. smith april 16, 2004, page 2,mr. smith april 16, 2004 page 2,-page 2- eastern textiles imp. & exp. co.,ltd. april 16, 2004,eastern textiles imp. & exp. co.,ltd. 2- april 16, 2004,g.结尾敬语,the complimentary close is a polite way of ending a letter. the expression used must suit the occasion and match the salutation.,g.结尾敬语,位置： 齐头式靠左对齐，缩格式偏右 正规场合下常用： 1.yours faithfully, 2.yours truly, 3.faithfully yours, 4.truly yours,第二个单词小写，用逗号或不用标点符号,称呼与结尾敬语的对应关系,h.落款,a letter should be signed by hand in ink . as many hand-written signatures are illegible, the name of the signer is usually typed below the signature and followed by his job title or position . leave 3 lines for a handwritten signature.,h.落款,第一人称复数，被动态写的信件，签名应是公司。如果签名人不能代表公司，只是被授权。 签名：pp or per , pro, or “for”. example: for/pp the overseas co,ltd (signature) w.black marketing director,全权代表公司的人签名： yours sincerely (signature) b. davis managing director the oveaseas co.ltd,examples of the formats of signature:,yours faithfully, (signature) cathy kurtz marketing manager,yours faithfully, the international trading company (signature) cathy kurtz marketing manager,examples of the formats of signature:,yours faithfully, for china national import & export co., ltd. (signature) george morgan,yours faithfully, per pro (or p.p.) china national import & export co., ltd. (signature) george morgan,i.具体收信人,位置： 1. 收信人名称地址之下 2. 齐头式靠左，缩格式居中 3. 要加下划线 表示的是承办本信件的具体个人或部门 1. attention: mr. h. a. donnan, export manager 2. attention of mr. cave 3. to the attention of mr. liu ming,j.附件,位置： 落款之下，左对齐 说明该信件有附件 1. enclosure 2. enc. 3. encl. as stated 4. enclosure: brochure,if you have enclosure, it is placed below the carbon copy. enclose can be abbreviated as enc. example: c.c.mr j. cooper 2 invoices enclosed or 3 enc./enclosure 3 or enclosure: /b/ lading,k.抄送,位置： 附件之上，左对齐 表示该信件同时抄送给他人 1. 明抄：cc marketing department 2. 暗抄：bcc mr. simpson,in