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UNIT ONEBasic Knowledge of Business English LetterExercises1. Complete the following sentences by translating the part in Chinese into English.(1) We are pleased to tell you that （贵方167号订单已于昨天发出）. (2) We hope you will (考虑我方建议).(3) We will （寄予你小册子）next month.(4) Thank your for (你方合作).(5) (我方想提出的是) that our contract shall remain in force for another three months.2. Rewrite the following sentences according to the writing principles.(1) The managers will discuss your proposal in due course.(2) Please remit the relevant amount as soon as possible.(3) You can deposit checks at designated ATMs. (4) The check has not been received by us and if you want to stop payment of it please sign and return the enclosed form.(5) I acknowledge receipt of your letter which was written on 4 June.(6) Kindly fill in the enclosed form and forward it to us at your earliest convenience.(7) You should fill in the application form.(8) You must send the documents by Friday or we cannot prepare a Letter of Credit.(9) We are disgusted with your manner of doing business.(10) For the past two years, you did not give us any order.3. Arrange the following parts of a letter in the correct order and form, either in block style or indented style.(1) Senders name: Hunan Embroidery Export Corporation(2) Senders address: 78 Huangxing Road, Changsha 410025, China(3) Senders telephone: (0731) 8746520(4) Senders web site: http:/www. (5) Senders fax: (0731) 8746521(6) Receivers address: 58 Lancaster House, Manchester, UK(7) Receivers name: Manchester Trading Company(8) Salutation: Dear Sirs(9) Complimentary close: (10) Reference initial: XXX/lj (11) Body of the letter: We owe your name to the Chamber of Commerce of New York, and are writing to you with the hope of establishing business relations with you.We specialize in the exportation of Chinese Embroideries which have enjoyed great popularity in world market. We enclose a copy of our latest catalogue for your reference and hope that you would let us know if any item is of interest to you.(12) Date: (todays date)(13) Enclosure: 1 catalogue (14) Signature: (your own name) (your position title: Sales manager)(15) Carbon copy notation: Mr. James Brown(16) Postscript: The latest catalogue will be sent you on (tomorrows date)(17) Attention line: Marketing Manager(18) Subject line: Embroideries(19) Reference number: Our ref.: HNE/ 3254. Address an envelope for the above letter, either in block style or indented style. 5. Answer the following questions.(1) What is the definition of the business letter?(2) What are the functions of the business letter?(3) Why the Chinese business executives should promote their capabilities to write good business English letters?(4) How many standard parts are there in a business letter? What are they?(5) How many optional parts are there in a business letter? What are they?(6) What is the feature of the block style?(7) What is the difference between the block style and the simplified style?(8) Can you describe the main difference between the modified block style and the indented style?(9) What does “seven Cs” refer to?(10) Which principle do you think is the most important principle in business letter writing? Why?Answer1. Complete the following sentences by translating the part in Chinese into English.(1) We are pleased to tell you that your Order 167 was dispatched yesterday （贵方167号订单已于昨天发出）.(2) We hope you will consider our proposals (考虑我方建议).(3) We will send you the brochure （寄予你小册子）next month. (4) Thank your for your cooperation (你方合作).(5) Wed like to mention (我方想提出的是) that our contract shall remain in force for another three months.2. Rewrite the following sentences according to the writing principles.(1) The managers will discuss your proposal in due course.Rewriting: The managers will discuss your proposal on Monday.(2) Please remit the relevant amount as soon as possible. Rewriting: Please send your check for US$60 by 11 March 2007.(3) You can deposit checks at designated ATMs. Rewriting: You can deposit checks at designated Automatic Teller Machines. (4) The check has not been received by us and if you want to stop payment of it please sign and return the enclosed form. Rewriting: We have not received your check yet. To stop payment, please sign and return the enclosed form.(5) I acknowledge receipt of your letter which was written on 4 June. Rewriting: I received your letter of 4 June.(6) Kindly fill in the enclosed form and forward it to us at your earliest convenience. Rewriting: Please fill in the enclosed form and forward it to us by 4 June.(7) You should fill in the application form. Rewriting: Would you please fill in the application form?(8) You must send the documents by Friday or we cannot prepare a Letter of Credit. Rewriting: If you send us the documents by Friday, we can prepare a Letter of Credit.(9) We are disgusted with your manner of doing business. Rewriting: We are not completely satisfied with your manner of doing business.(10) For the past two years, you did not give us any order. Rewriting: For the past two years, no order has been given to us.3. Arrange the following parts of a letter in the correct order and form, either in block style or indented style.(1) Senders name: Hunan Embroidery Export Corporation(2) Senders address: 78 Huangxing Road, Changsha 410025, China(3) Senders telephone: (0731) 8746520(4) Senders web site: http:/www. (5) Senders fax: (0731) 8746521(6) Receivers address: 58 Lancaster House, Manchester, UK(7) Receivers name: Manchester Trading Company(8) Salutation: Dear Sirs(9) Complimentary close: (10) Reference initial: XXX/lj (11) Body of the letter: We owe your name to the Chamber of Commerce of New York, and are writing to you with the hope of establishing business relations with you.We specialize in the exportation of Chinese Embroideries which have enjoyed great popularity in world market. We enclose a copy of our latest catalogue for your reference and hope that you would let us know if any item is of interest to you.(12) Date: (todays date)(13) Enclosure: 1 catalogue (14) Signature: (your own name) (your position title: Sales manager)(15) Carbon copy notation: Mr. James Brown(16) Postscript: The latest catalogue will be sent you on (tomorrows date)(17) Attention line: Marketing Manager(18) Subject line: Embroideries(19) Reference number: Our ref.: HNE/ 325Answer:Block StyleHunan Embroidery Export Corporation78 Huangxing Road, Changsha 410025, ChinaTel: (0731) 8746520Fax: (0731) 8746521http:/www. Our ref.: HNE/ 325September 18, 2008Manchester Trading Company58 Lancaster House, Manchester,UKAttention: Marketing ManagerDear Sirs,Subject: EmbroideriesWe owe your name to the Chamber of Commerce of New York, and are writing to you with the hope of establishing business relations with you.We specialize in the exportation of Chinese Embroideries which have enjoyed great popularity in world market. We enclose a copy of our latest catalogue for your reference and hope that you would let us know if any item is of interest to you.Yours faithfully,Zhang SanZhang SanSales ManagerZS/ljEnclosure: 1 cataloguec.c. Mr. James Brown P.S. The latest catalogue will be sent you on September 19, 2008.Indented StyleHunan Embroidery Export Corporation78 Huangxing Road, Changsha 410025, ChinaTel: (0731) 8746520 Fax: (0731) 8746521http:/www. Our ref.: HNE/ 325September 18, 2008Manchester Trading Company58 Lancaster House, Manchester,UKAttention: Marketing ManagerDear Sirs,Subject: EmbroideriesWe owe your name to the Chamber of Commerce of New York, and are writing to you with the hope of establishing business relations with you.We specialize in the exportation of Chinese Embroideries which have enjoyed great popularity in world market. We enclose a copy of our latest catalogue for your reference and hope that you would let us know if any item is of interest to you.Yours faithfully,Zhang SanZhang SanSales ManagerZS/ljEnclosure: 1 cataloguec.c. Mr. James Brown P.S. The latest catalogue will be sent you on September 19, 2008.4. Address an envelope for the above letter, either in block style or indented style.Block StyleSTAMPHunan Embroidery Export Corporation78 Huangxing Road, Changsha 410025, ChinaManchester Trading Company58 Lancaster House, Manchester,UK Indented StyleSTAMPHunan Embroidery Export Corporation78 Huangxing Road, Changsha 410025, ChinaManchester Trading Company58 Lancaster House, Manchester,UK5. Answer the following questions.(1) What is the definition of the business letter? As a kind of goal-oriented writing, business letter can be defined as the letter used to support the goal of buying and selling goods or service.(2) What are the functions of the business letter? Basically speaking, a business letter has the following two main functions: On one hand, a business letter possesses the information function. On the other hand, a business letter is of the interpersonal function. (3) Why the Chinese business executives should promote their capabilities to write good business English letters? The business letter is one of the main media involved in the international economic activities. It is the principle means used by a business firm to keep in touch with its customers. It is said approximately ninety percent of all business is still transacted by the business letter, from which the importance of the business letter can be recognized clearly. With Chinas membership of WTO and with the development of foreign trade, it is the urgent need for the Chinese business executives to promote their capabilities to write good business English letters as to carry out international business routine efficiently.(4) How many standard parts are there in a business letter? What are they? A typical business letter usually has seven standard parts, from the top to the bottom: letterhead, date line, inside name and address, salutation, body of the letter, complimentary close, and signature.(5) How many optional parts are there in a business letter? What are they? A business letter usually has seven optional parts: reference number, attention line, subject line, reference initials, enclosure, carbon copy notation and postscript. The optional part can be added or reduced according to the concrete situation.(6) What is the feature of the block style? In the block style, every part of a letter is written from the left margin.(7) What is the difference between the block style and the simplified style? In the simplified style, some parts such as salutation and complimentary close are omitted. The subject line is necessary in simplified style, write the subject in capital letters, but dont use the word “Subject” or “Re”.(8) Can you describe the main difference between the modified block style and the indented style? The difference between the modified block style and the indented style is: in the modified block style, paragraphs and the inside name and address are not indented.(9) What does “seven Cs” refer to? “Seven Cs” refers to correctness, courtesy, consideration, completeness, clarity, conciseness, and concreteness(10) Which principle do you think is the most important principle in business letter writing? Why? (Omitted.)UNIT TWOTelegrams and Telex Exercises1. Complete the following sentences by translating the part in Chinese into English. (1) L/C60205 PLSCANCEL INSURANCE TERMS BECAUSE ORDER FINALIZED _ (船上交货价) AWAITING AMENDMENT BYCABLE(2) WINDOWGLASS PRICE ACCEPTABLE WILLORDER PROVIDED _ （运送货物）ENDOFMAY PLSREPLY BYCABLE (3) LOTUS BICYCLE 1000SETS SHIPPED SSTSINDAO _ (价值) STG25000 HAVE DRAWN ON YOU SIGHT THROUGH BANKCHINA(4) ORDR-256 GOODS _ (收到) QUTY FOUND INFERIOR REINSPCTN CTFCT COPY HZ B SENT PLSCOMPNST(5) ORDER ACPTBL SBJCT _ (信用证) RCVD BY JUNE 15TH2. Read the following sentences and try to find out the mistakes and make corrections. There is one mistake in each sentence.(1) L/C4578 AMENDED ACCORDINGLY ENDEAVOUR SHIPPING ENDOFTHEMONTH.(2) YC20TH WATCH PRICE ACCEPTED L/C ISOPENING.(3) YR OFFER ACPTBL(4) PRC QUOTD PLS ACCEPT(5) GDS ARESHIPPED N WL ARIV YR PT NXT SAT 3. Translate the following sentences. Part I Translate the following sentences into English.(1) 信用证XY7865 无直轮建议改证允许转船。(2) 大豆市场看涨建议立即接受否则30日前撤销。(3) 谢谢你方10日询价荷花牌自行车无现货函详。(4) 贵方订购500辆和平牌自行车已确认。(5) 我方所订100台IBM PC型计算机已到货，情况完好。Part II Translate the following sentences into Chinese.(1) ORDER2635 SOYABEANS 500CASES WILLSHIP SSEASTWIND SAILING DIRECT YOURPORT MIDMAY (2) CONTRACT VH300065 WASHINGMACHINE READY PLSOPENLC ATONCE(3) S/C7542 COMPUTERS DELIVERY OVERDUE PLSRUSH SHIPMENT BEFORE2ND NEXTMONTH OTHERWISE CANCEL ORDER RESERVING CLAIM RIGHTS (4) RE S/C3215 PLS CBL L/C NUMBER ENABLING US ARNG SHPT TKS (5) UR TLX SEP 29 RCVD THK U FR 3 SUGS JV PROJ UNDR CONSID V WL RPL ASAP B/RGDS4. Convert the first letter into a telegram and the second one into a telex.(1)Dear Sir, We have received your cable offer of May 15 and have the pleasure of confirming our acceptance of 1000 pieces Bleach tablecloths offered by you for your information, we are arranging with our bank to issue the irrevocable L/C and will keep you informed of its establishment.Yours faithfully,(2)Dear Sir,Thank you for your letter of August 15, in which you promised prompt shipment of coffee we ordered on June 10.This shipment is several day overdue, and our work has been held up. Could you please look into this and see what you can do about getting these coffees to us as soon as possible?We know you will do your best. Yours truly,5. Comprehension Questions:(1) What methods are often used to reduce words in message of telegrams?(2) What are the two main kinds of the commercial telegrams?(3) How are telegrams charged?(4) How many kinds of Telex can be divided into? What are they?(5) What parts does an English Telex mainly consist of?Answer1. Complete the following sentences by translating the part in Chinese into English. (1) L/C60205 PLSCANCEL INSURANCE TERMS BECAUSE ORDER FINALIZED FOB_ (船上交货价) AWAITING AMENDMENT BYCABLE(2) WINDOWGLASS PRICE ACCEPTABLE WILLORDER PROVIDED _SHIPMENT_ （运送货物）ENDOFMAY PLSREPLY BYCABLE (3) LOTUS BICYCLE 1000SETS SHIPPED SSTSINDAO VALUE (价值) STG25000 HAVE DRAWN ON YOU SIGHT THROUGH BANKCHINA(4) ORDR-256 GOODS RCVD (收到) QUTY FOUND INFERIOR REINSPCTN CTFCT COPY HZ B SENT PLSCOMPNST(5) ORDER ACPTBL SBJCT _L/C_ (信用证) RCVD BY JUNE 15TH2. Read the following sentences and try to find out the mistakes and make corrections. There is one mistake in each sentence.(1) L/C4578 AMENDED ACCORDINGLY ENDEAVOUR SHIPPING ENDOFTHEMONTHENDOFTHEMONTH ENDOFMONTH.(2) YC20TH WATCH PRICE ACCEPTED L/C ISOPENING L/C ISOPENING. L/C OPENING(3) YR OFFER ACPTBL OFFER OFR(4) PRC QUOTD PLS ACCEPT ACCEPT ACPT(5) GDS ARESHIPPED N WL ARIV YR PT NXT SAT ARESHIPPED SHPD3. Translate the following sentences. Part I Translate the following sentences into English.(1) 信用证XY7865 无直轮建议改证允许转船。 CREDIT XY7865 DIRECT STEAMER UNAVAILABLE SUGGEST AMENDMENT PERMITTING TRANSHPT(2) 大豆市场看涨建议立即接受否则30日前撤销。 SOYBEANPRICE MARKET RISING RECOMMEND IMMEDIATE ACCEPTANCE OTHERWISE WITHDRAWING BEFORE30TH(3) 谢谢你方10日询价荷花牌自行车无现货函详。 YR INQUIRY 10TH RCVD THKS LOTUS BICYCLE UNAVAILABLE MOMENTARILY LETTER FOLLOWS(4) 贵方订购500辆和平牌自行车已确认。 500 PCS PEACE BICYCLE CNFMD(5) 我方所订100台IBM PC型计算机已到货，情况完好。 ODRD 100IBM PC COMPTR ARIVD WELLPart II Translate the following sentences into Chinese.(1) ORDER2635 SOYABEANS 500CASES WILLSHIP SSEASTWIND SAILING DIRECT YOURPORT MIDMAY 第2635号订单项下大豆500箱将装五月中旬直驶你港的“东风”轮 (2) CONTRACT VH300065 WASHINGMACHINE READY PLSOPENLC ATONCE 第VH 300065号合同项下洗衣机货妥待运请速开信用证(3) S/C7542 COMPUTERS DELIVERY OVERDUE PLSRUSH SHIPMENT BEFORE2ND NEXTMONTH OTHERWISE CANCEL ORDER RESERVING CLAIM RIGHTS 第7542号销售合同项下计算机交货期过期已久请于下月2日前速运否则取消订单保留要求赔偿损失权 (4) RE S/C3215 PLS CBL L/C NUMBER ENABLING US ARNG SHPT TKS 有关第3215号销售合同请电告信用证号码以便我方安排装运谢谢 (5) UR TLX SEP 29 RCVD THK U FR 3 SUGS JV PROJ UNDR CONSID V WL RPL ASAP B/RGDS 贵方9月29日来电收悉，谢谢所提三条建议，合资企业工程正在考虑之中，我方将尽快复电，致礼4. Convert the first letter into a telegram and the second one into a telex.(1)Dear Sir, We have received your cable offer of May 15 and have the pleasure of confirming our acceptance of 1000 pieces Bleach tablecloths offered by you for your information, we are arranging with our bank to issue the irrevocable L/C and will keep you informed of its establishment.Yours faithfully,YOUR CABLE15TH WE CONFIRM OUR ACCEPTANCE 1000PCS BLEACH TABLECLOTHES AND OPENING IRREVOCABLE L/C COMMA WILL ADVISE WHEN ESTABLISHED (2)Dear