商务英语写作2格式.ppt

2020 2 8 1 BUSINESSWRITING商务英语写作CourseOutline 2020 2 8 2 TextBook 商务英语写作 胡英坤车丽娟主编外语教学与研究出版社 2020 2 8 3 Contents 1AnOverviewofBusinessWriting2StructureandStyleofBusinessLetters3Sales relatedInquiriesandReplies4OrdersandConfirmationLetters5LettersaboutShipment 商务信函的结构与格式 商务写作概述 询盘与回复 订单与确认函 装运函 2020 2 8 4 6LettersAboutPaymentandSettlementofAccounts7RoutineClaimsandAdjustment8PersuasiveClaimsandRefusals9SalesLetters10InvitationandThank youLetters 付款与结帐函 日常投诉与理赔 邀请函与感谢信 销售函 说服性索赔与拒绝函 2020 2 8 5 11LettersofApologyandCongratulation12NoticeandAnnouncement13MemosandMinutes14Preparingresumes15LettersofApplication 道歉信与祝贺信 通知与通告 备忘录与会议记录 准备简历 申请信 2020 2 8 6 16LettersofRecommendation17Proposals18OrganizingandPreparingReports19Questionnaires20BusinessAgreements 意向书 商务协议 调查问卷 推荐信 报告 2020 2 8 7 BUSINESSWRITING商务英语写作 StructureandStyleofBusinessLetters Chapter2 商务信函的结构与格式 2020 2 8 8 Thefirstimpressionabusinesslettermakesonitsreaderoftendetermineswhetherthatletterwillactuallyberead anditalsomaydeterminethereader sreactiontothecontentsoftheletter Awell dressedexecutiveprojects 传达 aqualityimage Awell dressedletteralsoprojectsaqualityimage 2020 2 8 9 LetterStructuresandPlacement 1 Letterhead2 Date3 InsideAddress4 AttentionLine5 Salutation6 SubjectLine 7 Body8 ComplimentaryClose9 Signature10 ReferenceInitials11 Enclosure12 CopyNotation Twelveelementsofbusinessletters 信头 日期 封内地址 指明收信人 称呼 事由 主题行 信文 结尾礼词 签名 打字员姓名缩写 附件 抄送 2020 2 8 10 Amongthesetwelveelements letterhead date insideaddress salutation thebody thecomplementarycloseandthesignaturearenecessaryforabusinessletter whiletheothersareoptional Eachofthetwelveelementsiselaboratedasfollows 2020 2 8 11 twelveelements NecessaryLetterheadDateInsideAddressSalutationBodyComplementaryCloseSignature OptionalAttentionLineSubjectLineReferenceInitialsEnclosureCopyNotation 2020 2 8 12 1 Letterhead信头 Abusinessletterisusuallytypedonprintedletterheadpaper Aletterheadgenerallycontainsthefollowinginformation Thenameofthefirm Itsaddressandpostalcodes Telephonenumber Faxnumber Internetaddress E mailaddress Telegraphicandtelexaddress Atrademarkorabriefslogan etc 2020 2 8 13 Forexample EASTERNTEXTILESIMP EXP CO LTD 289ChangchunRoad Dalian ChinaTel 0411 86606811Fax 0411 86507631Http E mail bcxbcx 2020 2 8 14 2 Date日期 Thedateistypedafewlinesbelowthelastlineoftheletterhead Theformatofthedatediffersfromcountrytocountry ThecommonformatsaretypicalAmericanone Month Day Year andBritishone Day Month Year EventhoughweChinesepreferYear Month Dayformat itisbettertouseAmericanorBritishformatinbusinessEnglishletters Asthedateisavitalpartofabusinessletter themonthwritteninfullispreferredbecausefiguresmaycreateconfusion 2020 2 8 15 SampleDateLine Dateconsistsofthedate month year Twowidelyacceptedstyles June12 2013or20July 2013 Donotuseonlyfigures i e 12 6 06 becausenotallEnglish speakingpeopleagreeontheorderofthedate 2020 2 8 16 Rewritethefollowingdateforstandardbusinessletters 6 5 0610 9 068June2006Oct 28 06jan 13 2006 2020 2 8 17 3 InsideAddress封内地址 Theaddressoftheorganizationreceivingtheletteristypedsingle spacedattheleftmargin Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter thesizeoftype thepitch used andthelengthoftheprintedlines Theaddressistypedasitwillappearontheenvelope 2020 2 8 18 Arrangethefollowinginformationintoletterheadorinsideaddress U S A FordMotorCompany Dearborn Michigan48120 PRDepartment 13350RotundaDriveChina Beijing100021 BeijingMetal President LinFang Eastlane 234 2020 2 8 19 4 AttentionLine指明收信人 Ifyousendyourmessageofficiallytoanorganization anattentionlineallowsyoutosenditdirectlytoaspecificindividual officer ordepartment However ifyouknowanindividual scompletename itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline 2020 2 8 20 SampleAttentionline Acolonordashmayormaynotfollowtheword attention e g ATTENTION SALESMANAGERAttention MarketingDirectorAttentionofAdvertisingManager 2020 2 8 21 5 Salutation称呼 Formostletterstylesplacethelettergreetingorsalutation twolinesbelowthelastlineoftheinsideaddressortheattentionline ifused Iftheletterisaddressedtoanindividual usethatperson scourtesytitleandlastname DearMr Lanbam Evenifyouareonafirst namebasis DearLeslie besuretoaddacolon oracomma notasemicolon afterthesalutation Useanindividual sfullname DearLeslieLanbam onlywhengenderisunknown 2020 2 8 22 ExamplesofSalutationsDearSirwithoutspecificreference formalDearSirswithoutspecificreference formalGentlemenwithoutspecificreference formalLadiesandGentlemenwithoutspecificreference formalDearMr Ahrendsenmale neveruseMisterinsteadofMr DearMrs AhrendsenmarriedwomenDearMissAhrendsenunmarriedwomen girlsDearMs Ahrendsenfemale maritalstatusunknownDearMessrs Ahrendsentwoormoremaleaddresseessharethesamesurname beforepartnershiporcompany e g Messrs JamesSmith Co Ltd DearMmes AhrendsenaddressingtwoormoreladiesunderthesamesurnameDearDr AhrendsenprofessionaltitletoshowbusinesscourtesyDearProfessorAhrendsenProf isalsousedsometimes DearSalesAgentWhentheindividual snameisunknown usethePerson sprofessionaltitle PersontoAddress 2020 2 8 23 Whatsalutationwouldyouusetoaddressaletterto Acompany anewclient DavidJ Lee businessmanwithdoctorate CandyLester unknownmaritalstatus AmarketingmanagerMr BranJackson Mr KevinJacksonMr FroyLongman Mrs JaneLongman 2020 2 8 24 6 SubjectLine事由 主题行 Asubjectlinehelpsidentifythesubjectoftheletter Althoughexpertssuggestplacingthesubjectlinetwolinesbelowthesalutation manybusinessesactuallyplaceitabovethesalutation Usewhateverstyleyourorganizationprefers Usingasubjectlinewillalertyourreadertothecontentofyourmessageandenablehimorhertodecidewhethertheletterrequiresimmediateattention Soasubjectlineisoftenunderlinedortypedincapitals 2020 2 8 25 SampleSubjectline Underlined SaleContractno 234Capitalized SALECONTRACTNO 234Re LateDeliveryofOrder123Subject OrderNo 1232forTea sets 2020 2 8 26 7 Body信文 Thisistheactualmessageofaletter Mostbusinesslettersaresingle spacedwithdoublelinespacingbetweenparagraphs Veryshortmessagesmaybedouble spacedwithindentedparagraphs 2020 2 8 27 TheBodyofLetter Givethereasonofwritingtheletterinthefirstparagraph Givenumbersorbulletsforparagraphswhichcontainimportantinformation Inclosingparagraph showyourhopeorpromiseoffutureactionorcontact 2020 2 8 28 8 ComplimentaryClose结尾敬词 Typedtwolinesbelowthelastlineoftheletter thecomplimentaryclosemaybeformal Verytrulyyours orinformal SincerelyyoursorCordiallyyours 2020 2 8 29 SampleComplimentaryClose Formal Yoursfaithfully Yourstruly Faithfullyyours Informal Sincerely Bestregards Semiformal Sincerelyyours Yourssincerely Cordiallyyours 2020 2 8 30 Whatcomplimentaryclosewouldyouusetothesalutations LadiesandGentlemen DearSirsDearMr LorganDearTom 2020 2 8 31 Whatcomplimentaryclosewouldyouusetothesalutations LadiesandGentlemen formalYoursfaithfully DearSirsformalVerytrulyyours DearMr LorgansemiformalSincerelyyours DearTom informalSincerely 2020 2 8 32 9 Signature签名 1 OrganizationName Ifanorganizationnameisusedafterthecomplimentaryclose thenameshouldbetypedentirelyincapitalstwolinesbelowthecomplimentaryclose 2 Author Title andDepartment Theauthoroftheletterneedsspacetosignhisorhername therefore threeblanklinesshouldbeleftabovethetypednameoftheauthor Ifshort theauthor stitleordepartmentmayappearonthesamelineastheauthor sname Iflong itshouldbetypedimmediatelybelowtheauthor sname 2020 2 8 33 10 ReferenceInitials打字员姓名缩写 Theinitialsofthetypistaretypedtwospacesbelowtheauthor snameandtitle Iftheauthorchoosestoincludehisorherinitialsinthereferenceinitialsline theauthor sinitialsshouldappearbeforethetypist s EM mef 2020 2 8 34 SampleReferenceInitials Theseinitialsidentifythewriteroftheletterandthepersonwhotypedit Theinitialsofthesignercomefirstincapitalandfollowedbytypist sinlower caseletter e g DLH nrzDLH nrzDLH nrz 2020 2 8 35 11 Enclosure orAttachment 附件 Ifanenclosure orattachment accompaniestheletter anotationtothateffectisplacedtwolinesbelowthereferenceinitials Thisnotationremindsthetypisttoinserttheenclosureintheenvelope anditremindstheletterreceivertolookfortheenclosure orattachment Thenotationmaybespelledout Enclosure Attachment oritmaybeabbreviated Enc At Itmayindicatethenumberofenclosuresorattachments anditmayalsoidentifyanenclosurespecifically Enclosure CopyofInvoice6309 2020 2 8 36 SampleEnclosureNotation Thenotationmaybespelledout Enclosure Attachment oritmaybeabbreviated Enc At Itmayindicatethenumberofenclosuresorattachments anditmayalsoidentifyanenclosurespecifically Enclosure CopyofInvoice6309 Enclosure SaleAccountEnc 4 Enclosure 2 PackinglistCommodityInspectionCertificate 2020 2 8 37 12 CopyNotation抄送 Ifcopiesofabusinessletterhavebeenmadeforotherindividuals acopynotationistypedoneortwolinesbelowtheenclosurenotation ifused Acolonfollowingisoptional MostpeopleprefertousenotationslikeCC cc Cc allmeancarboncopy Sincemostcopiesarenowphoto copied somepeopleusethenotationXC xeroxcopy PC photocopy orC copy However ifyoudonotwanttheaddresseetoknowthatsomeoneelseisreceivingacopy donotincludethisnotationontheoriginalcopy 2020 2 8 38 CopyNotation Whentheletterisdesiredtosendtoothers Thewriterwantstherecipientawareofthepersonsreceivingthecopyoftheletter Acopynotationistypedoneortwolinesbelowtheenclosurenotation ifused CC cc Cc Carboncopy XC Xeroxcopy PC Photocopy C Copy 2020 2 8 39 Usingtheinformationtopreparethepartsneededforthelettersbelow TheletterissignedbyMr RobertOsteenandtypedbyyou Therearethreeenclosures thesalescontract thelistofpurchaseprices thelistofsellingpricesforthelastweek AXeroxcopyofthelettermustbesenttotheGreatSeaCompanyThelettermustbesenttotheveryperson Mr DannyBrown theSalesManager Practice 2020 2 8 40 StylesofBusinessLetters Youshouldbefamiliarwithatleastfourbusinessletterstyles BlockModifiedBlockSimplifiedIndented 齐头式 改良齐头式 简化式 缩进式 2020 2 8 41 1 BlockStyle齐头式 LETTERHEAD 信头 日期 编号 封内地址 称呼 事由 信文 结尾敬词 签名 Allitslines fromthedateline beginattheleftmargin 2020 2 8 42 2 ModifiedBlockStyle改良齐头式 Thedateline referenceline ifused complimentaryclose organizationname ifused author sname andtitlebeginattherightorcenterofthepage Thefirstlineofeachparagraphmaybeginattheleftmarginormaybeindentedfiveortenspaces Allotherlinesbeginattheleftmargin LETTERHEAD 信头 编号 日期 封内地址 称呼 事由 信文 结尾敬词及签名 附件 附本 附言 2020 2 8 43 3 SimplifiedStyle简化式 Alllinesbeginattheleftmargin Noticethatasubjectlinetypedinallcapitals replacesthesalutation Atriplelinespaceprecedesandfollowsthesubjectline Insteadofacomplimentarycloseorcompanyname thewriter snameandtitlearetypedinallcapitalsfivelinesbelowthelastlineoftheletterbody LETTERHEAD 信头 日期 封内地址 事由 信文 签名 2020 2 8 44 Intheindentedstyle eachnewparagraphstartsfourorfivespacesfromtheleft handmargin whilethecomplimentarycloseandthesignaturearecentredorontheright handsideofthesheet LETTERHEAD 信头 编号 日期 封内地址 称呼 事由 信文 结尾敬词及签名 附件 附本 附言 4 IndentedStyle缩进式 2020 2 8 45 PunctuationStyles标点 Twopunctuationstylesarecustomarilyusedinbusinessletters mixedandopen Lettersusingmixedpunctuationstylehaveacolonafterthesalutationandacommaafterthecomplimentaryclose Lettersusingopenpunctuationstyledonothaveacolonafterthesalutationandacommaafterthecomplimentaryclose 2020 2 8 46 Example MixedPunctuationSalutationDearMr Emerson ComplimentarycloseSincerely OpenPunctuationSalutationDearMr Emerson ComplimentarycloseSincerely 2020 2 8 47 II Readthefollowingletteranddiscusswithyourclassmateswhetherthereareanyproblemsinit Thentrytoimproveit andcontrastyourimprovedletterwiththeoriginaloneTheInternationalTradingCorporationDalian116025 LiaoningProvince93GreenAvenue China2012 5 15Gold Silver372West7thStreetParis10094Ref InquiryaboutWashingMachinesDearSirs Attention SalesDepartmentSomeyearsagoweboughtfromyouaconsignmentofwashingmachinesin2differentqualities PleaseletusknowwhetheryouarestillmanufacturingwashingmachinesinthesequalitiesandquoteyourlowestpriceC I F Dalian Weshouldrequiredeliverywithin4weeksofplacingtheorder Yoursfaithfully MichelJohnsonSalesmanagerTheInternationalTradingCorporation 2020 2 8 48 Homework writealetterusingthefollowingChineseinformation 格式 齐头式信头 本人名字和地址封内地址 美国纽约市第50大街10号Harper Row出版公司邮编 NY10022写信日期 实际日期信文内容 从朋友处看到 成功的商务沟通 一书 为提高写作水平欲购一本 请出版商尽快告知付款方式希望9月底收到此书 2020 2 8 49 JiankunWangDUFE217 JianshanRoadShahekouDistrictDalian 116025 ChinaMarch21 2010Harper RowPressHouse10FiftiethAvenueNewYork NY10022U S A LadiesandGentlemen IamverylucktoseethebookSuccessfulBusinessCommunicationatmyfriendanditmustbeprettyhelpfulforimprovingmyEnglishwriting Itwillbeverykindofyoutotellmeitspublicway sothatIcanhaveone I mlookingforwardtoreceivingthebookattheendofSeptember Sincerelyyours JiankunWang 2020 2 8 50 MikaK377 DormitoryLiangForeignLanguageDepartment DUFEShaHekoDistrict 116025DalianPeople sRepublicofChinaTel 11111120thMarch2010Harper RowPublishingHouse10th theFiftiethAvenue NY10022NewYorkAmericaDearSirs IhavelearnttheSuccessfulBusinessCommunicationfrommyfriend Inordertoimprovemywritingskills Idecidedtosubscribeone Itisappreciatedifyoucaninformmeofthepublishingmethodassoonaspossible ThebookisexpectedtoarriveattheendofSeptember YoursfaithfullyMika 2020 2 8 51 ZhangJintian45LongjiangRoadShahekouDistinctDalian NY 116023ChinaMarch19 2010DirectorHarper RowPublishingCompany10The50thStreet NewYork NY 10022U S A DearSir Iamverypleasedtosee Successfulbusinesscommunication frommyfriend Toimprovethelevelofwriting Iwanttobuyabook Pleaseinformmethepaymentassoonaspossible IhopetoreceivethisbookbytheendofSeptemberLookingforwardtoyourearlyreply SincerelyyoursZhangjintian 2020 2 8 52 MissLiXiaojunDongbeiUniversityofFinanceandEconomics217 JianshanStreetDalian 110023People sRepublicofChinaMarch19 2010Harper