《商务英语写作》PPT课件.ppt

第一章 商务英语信函基础知识 Overview Businessletterscanbedividedintotwobroadcategories basedontheintendedrecipient business to businesslettersandbusiness to customerletters ItisimportanttonotethatalotofconfusionexistsastowhataretruebusinesslettersandwhatareNOTbusinessletters Forexample a coverletter foraresumeorc v isNOTabusinessletter itisapersonalemployment relatedletter Ontheotherhand a coverletter usedtotransmitareportISabusinessletter Overview LettersthatsomepeoplelooselydefineasbusinessletterswhichareNOTbusinesslettersatallinclude resumecoverletters personalcharacterandjobreferenceletters complaintletters letterstolandlords personalthankyouletters resignationletters jobinquiryandapplicationletters Overview andotherlettersofapersonalnaturesuchaslettersofapology congratulations invitation andcondolence amongothers 第一节商务英语信函的组成 1 Letterhead8 OpeningSentence2 ReferenceNo 9 LetterBody3 Dateline10 ClosingSentence4 InsideAddress11 ComplimentaryClosing5 AttentionLine12 Signature6 Salutation13 Encl 7 Subject14 cc 15 P S 16 IdentificationMark 第二节商务英语信函的格式 Therearethreewaystosetupyourbusinessletterformat BlockStyle 齐列式 Semi blockStyle 混合式 ImprovedBlockStyle 缩进式 Nostyleisrightorwrong unlessthecompanyyouworkforexpectsemployeestouseaspecificformat Ifyouhaveastyletemplateavailable itmakesiteasytopositionthepartsofyourletterattheappropriatepointswithoutquestion Ultimately iftheletteryouwriteisforyourbusiness thestyleyouchoosewilldependonyourpersonalpreferences sinceeachoftheaboveformatsareappropriateforbusinessuse BlockStyle Theblockstyleisalsoknownasthefullblockstyle Inthisstyle allelementsoftheletterarejustifiedtotheleft Thisbusinessletterstyleisbecomingverycommon fortheobviousreasonthattypinginthismanneriseasier especiallyonacomputer Hereisanexample Semi BlockStyle Thesemi blockletterisamoretraditionalletterformatthanthefull blockorblock Theidentifyingfeaturesofthesemi blockstyleletteristheleftjustificationoftheinsideaddress 3 andsalutation 4 andtheindentation fivetotenspaces ofthefirstlineofeachparagraph 5 Thedateline 2 isplacedtotherightortoharmonizewiththeletterhead Thecomplimentaryclose 6 andthesignatureline 8 aretypedtotherightofthehorizontalcenterofthepage Example ModifiedBlockStyle Modifiedblocklayoutisquitecommoninbusinessletters Itistraditionalandquitepopular Modifiedblockbusinesslettersuseaslightlydifferentformatfromthefullblockbusinessletters Inthemodifiedblockstylethereturnaddress date complimentaryclosingandthesignaturelineareslightlytotherightofthecenterofthepaper Example Summary Compareandcontrastthethreestyles 第三节信封的写法 信封的写法有两种 平行式 齐头式 或缩行式 但最好与信内所采用的格式相同 收信人的姓名和地址一般写在信封的中央偏右处 寄信人的姓名 地址写在信封正面的左上角 邮票贴在右上角 写地址时 地名从小到大的顺序排列 Example IdentificationMark 识别码 识别码是为了日后方便查询这封信是谁写的 识别码可以用来识别信函的口述人 秘书 或打字员 一般由经理或主管人员和打字人的姓名的首字母缩写组成 在主管人和打字员的代码之间用斜杠隔开 经理或主管人的缩写大写 打字员的小写 当然也有例外 常见形式如下 HL lzHL lzHL LZlzHlorenz lzDJ zlback P S 附言 附言本来是私人书信的一个特色 但在贸易书信中已经较少使用 如果遗漏 绝不能用P S 来补遗 而应将信函重新打印 在贸易信函中P S 有时用来提请对方主要某一要点的策略 往往在信中故意不写 而在P S 中写 或虽在信中提到 而又在PS中重提 以引起收信人的注意或重视 如 P S Pleasecontactusifyouhaveanyproblems back Enclosure 附件 如果信封内有商品目录 价目表等附件时 应在机打的名字下上Enclosure 或其缩写 Encl Enclosures 3 Encl 3cataloguesEncl 1invoiceEncl asstated Signature 签名 信函必须由写信人签名 不签名的书信没有法律效力 贸易信函因签名人的责任大小而有不同的签名方式 如签名人能全权承担本单位责任的 只要签上本人的姓名加上本人的职称 如果签名人只有权代表本单位或本部门 而无权承担本单位的或本部门的责任时 应先写上本单位的名称然后签上本人的姓名 加不加上本部门的名称均可 签名要亲手用笔签 然后再签名的下面打上签名人的姓名 再加上本人的头衔 Exampleback Example 1 AnofficialsigningforhiscompanyYoursfaithfully THEOVERSEASCO LTD Signature W BlackGeneralManager Example 2 ApartnersigningforhisfirmYourstruly ForTHAMESBANKMETALCO Signature JacksonBrown Example 3 AnemployeewithspecialauthoritytosignYoursfaithfully PerProHOPKINS WRIGHTCO Signature J Bell Example 4 AnemployeewithoutspecialauthoritytoSignYourssincerely ForSalesManager Signature R Hopkins Example 5 Individualsigningonone sownbehalfSincerelyYours Signature HarryBrown TheComponentsofBusinessLetter商务信函的组成 15 P S16 LH jm ClosingSentence 结束语 Closingsentence asitsnamesuggests isthelastsentenceoftheletter Ifyouwantthereceivertobuysomethingfromyou youshouldwrite Welookforwardtohearingfromyousoon Ifyourecommendsomethingtothereceiver youshouldwrite Pleasedonothesitatetocontactusifyourequirefurtherinformation Ifyouwantthereceivertoprovidesomeinformationforyou youshouldwrite Wewouldbegratefulifyoucouldsendusthisinformationaspossible back CC 抄送 有时书信的副本需要抄送各个有关的个人或单位参考 例如 有几家出口公司供应某个商品给某个客户 彼此都有业务上的关系 其中一家公司去信给客户时 副本就应分别寄给其他有关的公司参考 副本抄送的标记是 cc 打在附件下两行的位置 如果有附件 有时写信人把副本秘密抄送给有关个人或单位而不想让守收信人知道 信函上就不打出 cc 的标记 而只在副本上打出 bcc 秘密抄送的副本 的标记 back Subject 标题或事由 Subjectisapartofthebody Itiswritteneitherallincapitallettersorincapitalinitialunderscoredandcenteredtwospacesunderthesalutation Forexample DearSir OurSalesConfirmationNo TE51DearSirorMadam SUBJECT NEWPRICELIST Letterhead 信头 Itincludesthebasicinformationofthecompanyororganizationofthewritersuchasthenameofthecompanyororganization theaddress thezipcode telephonenumber faxnumber webaddress e mail etc Hereareseveralsamples back Dateline 日期 Datelinereferstothedateofyourwriting Americanway month day yearMarch25 2010BritishWay day month year25March2010back InsideAddress 信内地址 Theinsideaddressincludesthenameofthereceiverorthecompany theaddressofthereceiverorthecompany andthezipcode Itappearsrightunderthedateline Iftheletteraddressessomeone useMiss Mr Mrs orMs YoumayalsouseDr orProf ifapplicable butyoucan tyouboth Examples Prof YuHongliangDeanCollegeofInternationalStudiesYangzhouUniversity88SouthUniversityBoulevardYangzhou Jiangsu225008P R ChinaMr JimGreenTreasurerFinanceandAccountingDepartmentWarren Hanson Associates259ThirdAvenueNewYork NewYork1007back Salutation 称呼 Salutationshouldbewrittentwospacesrightundertheinsideaddressfollowedbyacommaorasemicolon A Toanacquaintancewithwhomyouhavesomepersonalrelationshipbesidesbusinessrelation Use Dear firstname DearJack DearJunButonveryformaloccasionorforsomethingveryimportant useDearMr Mrs Miss Ms LastName DearMr WilliamsDearMr Dongback B ToastrangeruseDearSirorDearSirsorDearMadame DearGentleman ifyoudon tevenknowthegenderoftheperson useDearSirorMadamTosomeonewhoisyourcustomer useDearCustomer DearClients DearUsers etc C Tosomeonewhosetitleyouknow useDear Title firstname lastnameDearProf JohnBaker PresidentDearJohnLawrence DearDoctorJohnSmithD ToanorganizationDear Titleor DearExportManagerDeargentlemen sirsTowhomitmayconcern 参考号发信人为了在收到对方复信之后能尽快识别与自己发出的那一封信有关 或收信人在回信时为了发信方能够尽快处理自己的信件 通常都会在各自的信笺中写上 ourref OurRef 或者Yourreference YourRef 字样 编号项下的用词应当简明扼要 Re L CNo 345Re SpecialRebateRe InvoiceNo CO 2345OurRef CS45 200408 Attention 经办人 Itreferstosomeoneorsomedepartmentofacompanyinchargeofsomespecificwork Itmeansthisletterisforhim herorsomeinthedepartmenttoread ATTENTIONJOHNSMITHAttentionofMissMilesAttentionPersonnelManagerAttentionofExportManagerAttention MarketingDirectorAttention AccountingDepartmentback OpeningSentence 开头语 开头语 即信的第一段 一般先说明写这封信的的或原因 有时也可以作简要的自我介绍 如果以前已经有过来往 业务信函的第一段应提及上次的通信 即表明自己已经收到对方的来信或电子邮件 通常需要指明该信的发出日期 编号或主题 有时可以简要地复述它的主要内容以说明你是在答复对方的哪封信 合同或其他商务文件 开头语要自成一段 文字要简洁 Example DearMissWang WehavecompletedourinquiriesconcerningthecompanymentionedinyourletterofMay18andhavetoinformyoutoconsidercarefullythebusinesswiththemDearMr Li Thankyouforyourletterof10thMarch Wearegratifiedtoreceiveyourinquiryaboutwomen sunderwear back LetterBody 正文 Thebodycontainsthemaininformationoftheletter Thebodymustbewritteninthefollowingway a Straightforward conciseandtothepoint b useactivevoiceExamplebacktocontentlist Example DearMs Mary Yourlatestproduct thedistributioncenter seemsquitepromising WearesurethatitwouldbewidelyacceptedhereinBeijing Ifyouhaveinterestinthismarket Wewillbeverypleasedtobethesellingagent Wouldyoupleasereplyandmakeanappointment Wewouldbegratefulifyouprovidetheopportunityofdiscussingthis Yourssincerely Example DearExportManager Wwebsites Wearewritingyouinthehopeofestablishingbusinessrelationsbetweenus Wehavebeenimportersofmedicalapparatusesformanyyears Atprese