[高等教育]Chapter1 Introduction.ppt

ChapterOneIntroduction BusinessEnglishCorrespondence外经贸英语函电 Introduction StructureofBusinessLetters date insidenameandaddress bodyoftheletter complimentaryclose TheMainPartsoftheBusinessLetter salutation Letterhead signature Sampleletter StructureofBusinessLetters FURNITURESUPPLIESPLC GreenhamIndustrialEstateTelephone54564Birmingham 1 Fax54789 2 6November2005 PurchasingManagerBESTSupermarket34EasterAvenue 3 PittsburghUSA DearSir Madam 4 5 6 Yoursfaithfully JAmstrong 7 JAmstrongSalesManager Corporatelogo telephone faxnumber e mailaddress postalcodeofthefirm Letterheadcontainsthefollowing Sample Placeoftheletterhead FURNITURESUPPLIESPLC GreenhamIndustrialEstateBirminghamTelephone54564Fax54789 GoldenTradingCompanyLtd 34NorthernAvenue NewYork U S A Tel 1234567Telex 2345667GBCFax 4455666 Theletterheadisusuallycenteredatthetop Thenameofthefirmisprintedinthemiddleandotherinformationisgivenontheleftandrightsidesunderthename Sometimesthenameofthefirmandalltheotherinformationisprintedontherightcornerortheleftcorner PlaceoftheLetterhead Letterheadisgenerallyprintedonthepaper Companiesusetheirstationeryforthefollowingadvantages togivethecustomeragoodimpressiontosavesecretaries time over Theinsideaddresscontainsthenameandtheaddressoftheaddressee 收信人 Itisonthelefttwospacesbelowthedateline Insidenameandaddress Mr MooreAdvertisingManagerPrice Patterson234SeventhAvenueNewYork5 NewYorkU S A 2 Mr GeorgeF MooreAdvertisingManagerPrice Patterson234SeventhAvenueNewYork5 NewYorkU S A Insidenameandaddress JudgewhichyouthinkarecorrectformsofInsidenameandaddress 3 Messrs Kato Co Ltd2Nichome GinzaNishiChuo ku TokyoJapan4 GeorgeF MooreAdvertisingManagerPrice Patterson234SeventhAvenueNewYork5 NewYorkU S A 5 SalesManagerOfficeSystemsPtyLtd124OakStreetChatswoodNSW2067Australia 1 toanindividualinacompany surnameknown Mr GeorgeF MooreAdvertisingManagerPrice Patterson234SeventhAvenueNewYork5 NewYorkU S A toananonymousofficialinthecompany positionknown SalesManagerOfficeSystemsPtyLtd124OakStreetChatswoodNSW2067Australia 3 toacompany onlycompanyknown Messrs Kato Co Ltd2Nichome GinzaNishiChuo ku TokyoJapan Note Ifyouwritetoanindividual courtesytitles Mr Ms Mrs orasubstituteform shouldbeusedinbusinessletters thenfollowedbythereceiver sinitialsorhis herfirstgivenname suchasMr J E SmithorMr JohnSmith Wrong Mr SmithWhenwritingtoawoman alwaysaddressherasshesignsherself Itisconsideredcorrecttoaddressawoman Ms unlessshehassignedherself Mrs or Miss Sample Note Mr or Esq isusedinEnglandforaddressingaman Messrs PluralformofMr maybeusedinaddressingafirmofmen ormenandwomen whenthenameincludesapersonalelement E g MessrsMarvin Tobin SmartCo over Sample1 Sample2 Sincerelyyours Miss LoisB KaweckiLoisB Kawecki Yourssincerely RobertMackMrs RobertMack Judgewhichyouthinkarethecorrectformsofdateinthebusinessletter maybesentbye mail 1 September1st 20072 September120073 1September20074 Sept 1 20075 9 1520076 15 9 2008 Date Date Date salutation Judgewhichyouthinkarethecorrectformsofsalutationinthebusinessletter maybesentbye mail DearMr JohnDearMr JohnSmithDearMr SmithDearJohn5 DearGentlemen6 Gentlemen7 DearSir8 DearSirs9 DearMissDearMrs 11 DearCustomer s 12 DearFriend s 13 DearReader s DearSirsGentlemenDearLadiesDearSirorMadam toacompany DearSir toamanifyoudonotknowhisname DearMadam toawomanifyoudonotknowher DearMr SmithDearMrs SmithDearMissSmithDearMs SmithDearJohn toafriendorsomeoneyouknowwell SalutationDear recipient ssurname Nosalutationinsome mails Attention Donotuseboththefirstandthelastnameinthesalutation Itiswrongtoopenaletterwith DearMr John or DearMr JohnSmith Attention GentlemenistheAmericanway andDearSirsistheBritishwayofopeningalettertoacompanywhenyouwritetoafirm nottoaparticularperson Attention Thesalutationmustagreewiththeinsideaddress Sample Attention Thesalutationisthegreetingtothereader Itshouldbetypedflushwiththeleftmargin twospacesbelowtheinsideaddress Attention Whenwritingtoindividuals alwaysusetheirnamesifyouknowthem Use Dearsirs or Gentlemen or LadiesandGentlemen whentwoormorepersonsandallpersonalcompaniesareaddressed Attention Use DearMadam toaddressawomanoraladywhosenameyoudon tknow DearCustomer s DearFriend s DearReader s Mr Ms Mrs or Miss mustalwaysbefollowedbythesurname Neverwrite DearMiss or DearMrs over Mr GeorgeF MooreAdvertisingManagerPrice Patterson234SeventhAvenueNewYork5 NewYorkU S A DearMr Moore DearSirDearMadamDearSirorMadamDearSir Madam SalesManagerOfficeSystemsPtyLtd124OakStreetChatswoodNSW2067Australia DearSirsGentlemenLadiesandGentlemen over Messrs Kato Co Ltd2Nichome GinzaNishiChuo ku TokyoJapan signature Judgewhichyouthinkareappropriateformofthesignature Yoursveryfaithfully JosephClernsonMr JosephClernsonManagingDirector Yoursveryfaithfully JosephClernsonDr JosephClernsonManagingDirector Sincerelyyours Miss LoisB KaweckiLoisB Kawecki Yourssincerely RobertMackMrs RobertMack Attention Don tputanycourtesytitleforamanbeforetheman snameinthesignaturelinebuttheabbreviationsofhisacademicdegrees Wrong Yoursveryfaithfully JosephClernsonMr JosephClernsonManagingDirector Right Yoursveryfaithfully JosephClernsonDr JosephClernsonManagingDirector Attention Indicatewhetheryouaremarriedorsingleifyouareawomaneitherbywriting Miss or Mrs inparenthesisbeforeyourhandwrittensignatureorbyincludingeitheroftheminyourtypewrittenname Sincerelyyours Miss LoisB KaweckiLoisB Kawecki Yourssincerely RobertMackMrs RobertMack Signature Thecomplimentarycloseistwospacesbelowthelastlineofthebody Capitalizeonlythefirstletter ComplimentaryClose Thewayyouclosealetterdependsonhowyouopenit Sample ComplimentaryClose ComplementaryClose BestregardsRegards Cheers PerProSignature Askyoursecretaryorassistantmanagertosigntheletterifitisdictatedbyyoubutyouhavenotimetosignit DictatedbyMr andsignedinhisabsenceAssistantManager SecretarytoMr P P perproP P standsfortheLatinword perprocurationem andmeansthepersonisauthorizedtosignforthefirm For more Sample PerProSignature PerProorPPistheabbreviationofperprocurationem whichisaLatinphrasedenotingagency Strictlyspeaking onlythepartnerisentitledtosignthenameofhisfirm butforconvenienceauthoritytosignisoftengiventoaresponsibleemployeebyadocumentknownasapowerofattorney thoughtheauthoritytosignmayalsoarisefromcustom over Sample INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Mr S BasukiJakartaFurnishings7JalanArjunaJakarta12January2007DearMr BasukiWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Yourssincerely Handwrittensignature J ByrenDictatedbyHowardGreensOverseasManagerAndsignedinhisabsenceAssistantManager Yoursfaithfully P P For BRIDGEPORTELECTRICCO Handwrittensignature J Byren Yoursfaithfully Handwrittensignature J ByrenP P For Mr JohnSmith OtherPartsoftheBusinessLetter ReferenceNumbers 文号 Referencenumbersindicatetheletterislinkedwithearliercorrespondence YourRef andtoensurethattheletterreachestherightpersonordepartmentwithoutdelay ThereisalsoOurRef ReferenceNumbers 文号 Referencemayappearinfigures suchas667 17 667mayrefertothechronologicalnumberoftheletterand17tothenumberofthedepartment Referencenumbersdependonfilingsystemsofthecompany Sample1 Sample2 Sample3 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex675612January2007Mr SBasukiYourref 667 17JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaDearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextra Sample2 Sample3 Sample1 desks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample2 Sample3 Sample1 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref Ourref PL fh 24612January2007Mr SBasukiJakartaFurnishings7JalanArjunaJakartaDearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks Sample1 Sample3 Sample2 lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample1 Sample3 Sample2 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex675612January2007Mr SBasukiJakartaFurnishings7JalanArjunaJakartaYourref Ourref PL fh 246DearMr Basuki Sample2 Sample1 Sample3 OfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample2 Sample1 Sample3 TheAttentionLine Analternativetoincludingthereceiver snameorpositionintheaddressittousean attentionline Theattentionlineisusedwhenthewriteroftheletteraddressedtoacompanywishestogetitdeliveredtotheproperdepartmentoraparticularperson AttentionLine Theattentionlinealwaysfollowstheinsideaddressandprecedesthesalutation Itmaybetypedflushwiththeleftmarginorcenteredonthepage Itiswritteneitherinallcapitallettersorunderlined Attention Attentionof ATTN Fortheattentionof Sample2 Sample1 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample1 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaFortheattentionoftheProductionManager12January2007DearSir MadamOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample2 TheSubjectLine Thisspecialpartofaletterisusedwhenthewriterwantstomagnifytheimportanceofthesubject Thesubjectlinealwaysfollowsthesalutationandprecedesthebodyofaletter Itmaybetypedflushwiththeleftmargin orcenteredonthepage TheSubjectLine Whenbothanattentionlineandasubjectlineareincludedinaletter followthesametypingstyleforeach Theintroductorywordorphrase subjectorre isalwaysfollowedbyacolon Sample1 Sample2 Sample3 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample1 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiSubject OfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample2 INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref Ourref PL fh 246JakartaFurnishings7JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiRe OfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PP Mr PeterLongManager Sample3 Subject OfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PeterLongManageroftheSalesDepartmentPL chEncl Cc JohnSmith Copiesofthelettermaybesenttovariouspeople whoneedtoknowaboutthemessageeventhoughitdoesn tpertaintothemdirectly Thesemaybecarboncopies butmostlikelytheywillbephotocopied Thenotations 标识 标记 Copiesto C copy CC carboncopy PC photo copy orXC Xeroxcopy designatethatothersarereceivingcopies Sample CarbonCopy INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature CcP JamesonEncl Itmeansthematerialotherthantheletteritselfisenclosed AwriterwhoisenclosinganythinginthelettershouldindicatethisbyusingthewordEnclosureortheabbreviation Enc or Encl Itfollowsthesignatureandidentificationinitials Sample Enclosure INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref JakartaFurnishingsOurref PL fh 2467JalanArjunaJakartaAttention Mr SBasuki12January2007DearMr BasukiOfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature Encl Apostscript P S isanafterthought andinformalletteritisusuallyasignofpoorplanning Butasaspecialadvice ithastwolegitimatefunctions 1 Someexecutives toaddapersonaltouchtotheirtypewrittenletter occasionallyaddapostscriptinpenandink 2 Writersofsalesletteroftenwithholdonelastconvincingargumentforemphaticinclusioninapostscript Sample Postscript 附言 P S toseeyouattheAnnualSalesMeetingattheHillsidePlazaonJanuary10 over FormatsofBusinessLettersThewayamessageislaidoutonapage ModifiedBlockStyle FullBlockStyle IndentedStyle FormatsofBusinessLetters Thefirstlineofeachparagraphisindented andthesubjectlineisputonthecenter andthecomplimentarycloseandsignatureisputontheright Enclosure carboncopyandidentificationinitialsareputontheleft Manypeopleregarditasthemostattractiveofallletterstyles becauseitmakesforeasyreading Sample IndentedStyle INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex675612January2006JakartaFurnishings7JalanArjunaJakartaAttention Mr SBasukiDearMr BasukiSubject Officefurniture Subject OfficefurnitureWeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PeterLongManageroftheSalesDepartmentEncl Cc JohnSmith FullBlockStyle完全平头式 Inthisstyle allpartsoftheletterareplacedflushwiththeleftmarginandparagraphsarenotindented Therearedoublespacesbetweenparagraphs FullBlockStyle Sample Fullblockstyleispopularbecauseitisveryeffective Youcanseefromtheexamplethatthisstylesavesmanykeystrokes 击键 It ssaidthatthestyleisthemostmodernone forit sverypopularinAmerica andmoreandmoreEnglishmenandotherEuropeansareusingthisstyle INTERCITYBANKPlc58JalanThamrin Jakarta IndonesiaTelephone375018Telex6756Yourref Ourref PL fh 24612January2007JakartaFurnishings7JalanArjunaJakartaAttention Mr SBasukiDearMr BasukiSubject Officefurniture WeareexpandingourofficesinJakartaandwewillneedextradesks lights chairsandfilingcabinets Pleasesendusyourcataloguewithyourprices sizesandcolorsfortheseitems Yourssincerely Signature PeterLongManagerPL chEncl Cc JohnSmith ModifiedBlockStyle平头式 Inthisstyle thedateisontherightwhileeverythingelseisplacedflushwiththeleftmargin Theparagraphsstartattheleftmarginandtherearedoublespacesbetweenthem ItismodernBritishstyle SeetextbookP15 16 AddressingEnvelope IndentedstyleBlockedstyle Sample2 Sample1 Somephrasesontheleftbottom Sample3 LamThongCorporationPteLtd IIIorong21AGeylangStampLamThongBuildingSingapore388429ShandongAnimalBy productsImp Exp Corporation17 21F ShandongInternationalMansion51TaipingRoadQingdaoP R China Sample1 LamThongCorporationPteLtd IIIorong21AGeylangStampLamThongBuildingSingapore388429ShandongAnimalBy productsImp Exp Corporation17 21F ShandongInternationalMansion51TaipingRoadQingdaoP R China Sample2 WangMingShandongFisheryEnterpriseCo Stamp57LishanRoadJinanShandongProvinceP R ChinaMr AllanFixc oTheSalesManagerPacificMarineAquaria18FishFarmRoadSingaporeConfidential539028 Sample3 PrintedMatter 印刷品 ParcelPost 包裹邮寄 Express 快递邮件 Registered 挂号邮寄 ViaAirMail ParAvion 航空 Confidential 机密信 Somephrasesontheleftbottom LanguageStyleofBusinessLetter positivetoneyou attitude polite Conversationalbutprofessionaltone concise Languagestyle correct clear Conversationalbutprofessionaltone 1 UsecontractionsIt sdoesn tI myou rewe rethey rewe ll 2 Usepersonalreferences I we you your myandour Avoidthethird personpronnoussuchasthiscompany theunder signedpartyetc Avoidusingpassiveverbs Usingactiveverbswithpersonalreferencesisaquickanddramaticewaytomakeyourwritingreadableandmoredirect We vechangedouraddressinourrecord Ouraddressrecordshavebeenamended 3 UsedirectquestionsCanwepayagainstthesereceipts Pleaseinformuswhetherpaymentagainstthesereceiptswillbeacceptable 4 Creataperson to personstyleOpentheletterbymentioningpeopleratherthanthings A Enclosedpleasedfindtheinformationrequested Asyourequested weareseningyouthecompanybrochure B Withreferencetoyourfaxof2March enclosedpleasefindacopyofthebrochurerequested Thankyouforyourfaxof2March Iamenclosingthebrochureyouaskedfor 5 takeayou attitude You attitudeapproach We attitude写信人态度Weregrettoinformyouthatwecannotrefundyourdeposit 定金 unlessyoureturnthegoodswi