Unit Two 商务英语函电

UnitTwo商务英语函电BusinessEnglishCorrespondece,目的和要求本节应掌握：Mainpartsofabusinessletter熟悉：Samplelettersindifferentstyles教学重点和难点Mainpartsofabusinessletter,Principlesofbusinessletterwriting1）Thefirstprincipleisclearness清楚:2）Thesecondprincipleisconciseness简要:Insteadofsaying:WeshouldbeobligedifyoucouldcontactMrSmithatanearlydate.Yousay:PleasecontactMrSmithsoon.Insteadofsaying:WithreferencetoyourOrder319,thegoodsweredispatchedonthe13ofthismonth.Yousay:WesentyourOrder319on13April.,3)Thethirdprincipleiscorrectness正确:,Comparethefollwingtwosentences:A:Ourshop,inCanada,wasdestroyedbyfire.B:OurshopinCanadawasdestroyedbyfire.,4)Thelastprincipleiscourtesy礼貌:,Thisismorethanpoliteness.Agoodbusinesslettershouldbepositive,friendlyandsincere.Insteadofsaying:Iaminreceiptofyourorderfor1,000tonsofBlackTea.Yousay:Thankyouforyourorderfor1,000tonsofBlackTea.,Adopt“youapproach”whenyouconveyagoodnews.Insteadofsaying:Weshallbeabletoofferyoufreecustomerserviceforyournewlypurchasedrefrigeratorfor3years.Yousay:Youwillbepleasedtohearthatyouwillsoonbeabletohaveafreecustomerserviceforyournewlypurchasedrefrigeratorfor3years.,Avoidusing“youapproach”whenconveyingbadnews.Inthissituation,youhavetohandleittactfully.Insteadofsaying:Yourletterisnotclearatall.Icannotunderstandit.Yousay:IfIunderstandyourlettercorrectly.,LayoutofthebusinessletterFull-blockedlayoutstyle,blockedlayoutstyleandsemi-blockedlayoutstylearecommonlyused.,ADVOINDONESIALTDJlLambuk23JakartaIndonesiaTel:(62)373611/Fax:(62)2137556127March2005,MrJamesBrownSalesDirectorElectraplc5NorthWayUnitedIndustrialEstateManchesterMA23BAUKDearMrBrown:(Full-blocked)Yourssincerely(signature)JamesWattSalesManager,Thefull-blockedlayoutstylehasnoindentation.Everythingisrangedleft.Thereisnopunctuationintheaddressandafterthesalutationandthecomplimentaryclose.,Usesinglespacewithintheparagraph.Usedoublespacesbetweenparagraphs.Ifyouhavequotationsoralistofsomething,youshouldstartanewparagraph,with5-spaceindentationsontheleft.Markthispartoutbyleavingonelinespacebetweenthisparagraphandtherestoftheletter.,Thisstyleiswidelyusedtodaybecauseitiseasytotypeandthereforeefficient.,ADVOINDONESIALTDJlLambuk23JakartaIndonesiaTel:(62)373611/Fax:(62)2137556125April2005,MsMaryGreenHeadDesignerEliteFashionsLtd65BClothLaneNottinghamNG54GSUKDearMsGreen：（Blocked）Yourssincerely(Signature)PatriciaRoseAssistantManager,ThisissimilartotheFull-blockedlayoutstylebutthedateisplacedontheright.TheSubjectiscentered.Thecomplimentarycloseandthesignaturestartfromthemiddle.,ADVOINDONESIALTDJlLambuk23JakartaIndonesiaTel:(62)373611/Fax:(62)21375561April25,2005,MsMaryGreenHeadDesignerEliteFashionsLtd65BClothLaneNottinghamNG54GSUKDearMsGreen（Semi-blocked）Yourssincerely(Signature)PatriciaRoseAssistantManager,Thisisthesameastheblockedlayoutstyleexceptthateachparagraphisindentedfiveortenspaces.,Mainpartsoftheletter?,Letterhead信头Date日期Insidenameandaddress封内地址Thesalutation称呼Subjectheadingorcaption事由Thebodyoftheletter正文Complimentaryclose结束语Signature签名Miscellaneousmatters其他事项,1)Theletterhead（信头）Companiesusuallyhavepaperwithprintedletterhead,whichincludesthecompanysname,address,postcode,telephonenumber,telexnumber,faxnumber,emailaddressetc.Theprintedletterheadisusuallycentered.HereIdliketoremindyouthattheaddressintheletterheadistheaddressofthesendernottherecipient.,2)Thedate(日期)A.Thedateshouldbeplacedtwolinesbelowtheletterhead.Forthefull-blockedstyle,youputitontheleft.Fortheblockedorsemi-blockedyouputitontheright.,B.ThedateshouldbetypedinfullandnotabbreviatedSeptember,notSept.October,notOct.C.Donotgivethedatesinfiguresfortheymaycauseconfusion.Forthedate,use1,2,3,4.,D.Herearetherecommendedforms.Sticktooneformonceyouhavechosenit.ThereisnocommabetweenthemonthandtheyearinBritishEnglish.3April2000(BritishEnglish.)April3,2000(AmericanEnglish),3)Theinsidenameandaddress.Thisisthenameandaddressoftherecipient.Itistypedattheleft-handmargintwolinesbelowthedate.Courtesytitlesareusedinbusinesscorrespondence.,4).ThesalutationThesalutationisthepolitegreetingwithwhichaletterbegins.,Formal:DearSirDearMadamDearSirsGentlemenInformal:DearMrGreenDearMrsGreenDearMissGreenDearMsGreen,Ifyoudonotknowwhetheramanorawomanwillreadyourletter,youmaywriteDearMadamorSir/DearSirorMadam:DearMadamorSirDearSirorMadamThesalutationistwolinesbelowtheinsideaddresswithoutanyindentation.,5).ThesubjectheadingorcaptionThesubjectheadingisoftenplacedonelinebelowthesalutation.Thisisusedtocallreadersattentiontothetopicoftheletter,Youcanwritethesubjectinthefollowingways:A:Underlineyoursubjectlikethis:DearDr.Jones,Re:ApplyingforapositionSubject:Applyingforaposition,B:MakeyoursubjectinboldfacelettersDearDr.Jones,Re:ApplyingforapositionSubject:Applyingforaposition,C:OmitthewordsReandSubject:DearDr.Jones,Applyingforaposition,6)ThebodyoftheletterYoumayusethefirstpersonsingular:IhavereceivedyourapplicationandshallbebringingitbeforetheBoardforconsiderationthisweek.,Youmayalsousethefirstpersonplural:Wehavereceivedyourapplicationandshallbeconsideringitataboardmeetingthisweek.Youcanevenusetheimpersonalpassive:YourapplicationhasbeenreceivedandwillbeconsideredbytheBoardthisweek.,Youshouldplanyoulettercarefully.,Ifyouarereplyingaletter,beginyourletterbyreferringtothepreviouscorrespondence.Ifthisisthefirsttimetocontact,youmaybeginbyintroducingyourselfandthenstatethepurposeofyourwriting.,Ifyouhaveseveralmatterstotalkabout,especiallyifsuchmattersarenotdealtwithinthesamedepartmentofthecompany,donottalkabouttheminoneletter.,Whatisthepurposeoftheletter?Whatisyourexpectation?Whatlanguageshouldyouusetoachieveyourpurpose?,Isthisthefirsttimeyoudiscussthematteroryouhavetalkedaboutitbefore?Doyouhavealltheinformationyouneed?Whatisyourcompanyspolicyconcerningthematteryouaredealingwith?,Ifasecondpageisnecessary,donotwriteonlythesignatureonthesecondpage.Youshouldtrytoremovepartoftheletterfromthefirstpagetothesecondbyleavingmoreroom.Write“tobecontinued”onthebottomrighthandsideofthefirstpage.,Thesecondpageshouldbewrittenonablankpaperwiththesamekindoftextureandthecolorasthefirstpage.Writethepagenumber,nameoftherecipientandthedateand,likethis:Page2TheUniversalTradingCo.,February10,2000Mr.JamesSmithPage2March2,2000,Whenwritingaletter,leaveenoughspaceforboththeleftandtherightmargins,eachhaving30-34mm.,7).ThecomplimentarycloseThecomplimentarycloseismerelyapolitewayofendingaletter.,Theexpressionusedmustsuittheoccasionandmatchthesalutation.Formal:DearSir(s)YoursfaithfullyGentlemenTrulyyoursLessformal:DearMr.JonesYourssincerely,8).ThesignatureAlettershouldbesignedbyhandinink.Asmanyhand-writtensignaturesareillegible,thenameofthesignerisusuallytypedbelowthesignatureandfollowedbyhisjobtitleorposition.Leave3linesforahandwrittensignature.,Onlythepersonwhocanrepresentthecompanyisabletosignonbehalfofthecompany.Ifthatpersonisnotavailable,thenthepersonwhoisgiventheauthoritytosigncansignforthecompany.Inthiscaseyouusepporperpro,oryoumayusefor.,A.Forapersonwhohasbeengiventheauthoritytosign.（由得到公司授权可以代表公司签字的人签署）Yoursfaithfullyfor/ppTheOverseasCo.Ltd(Signature)W.BlackMarketingdirector,b.Forapersonwhohastheauthoritytorepresentthecompanytosign.（由有权代表公司的人签署）Yourssincerely,(Signature)BDavisManagingDirectorTheOverseasCo.Ltd,c.Theletterissignedbyapersoninhisofficialcapacitytoindicatetheexactdegreeofauthority.（由具体表明其权限的人签署）Yourssincerely,TheOverseasCo.Ltd(Signature)PhilipWangTheAssistantSalesManager,9).Miscellaneousmatters1）Carboncopy副本抄送Inthiscaseyouwriteccbelowthesignatureattheleftmargin.CCistheabbreviationofcarboncopy.YoursfaithfullyforTheOverseasCo.Ltd(Signature)W.BlackMarketingdirectorc.c.Mr.J.Cooper,2)Enclosure附件Ifyouhaveenclosure,itisplacedbelowthecarboncopy.EnclosurecanbeabbreviatedasEnc.ccMr.J.CooperEnclosure:1B/Ladingor2Invoicesenclosedor3Enc./Enclosures3,3)Postscript附笔Donotusepostscriptunlessyouwanttoaddapersonaltouchtoyourletter.Itisplacedonelinebelowtheenclosure.Inmostcases,postscriptisregardedasasignofpoorplanning.Ifitisnecessarywriteininklikethis:P.S.SeeyouattheExhibitionattheHillsidePlazaonJanuary10.,3)Referencenumber编号Afirmorcompanyusuallyassignsareferencetocorrespondence,andthisisintendedforquotationinthereply.Theyareusuallyplacedonthetopleft-handsideoppositethedate.,B.Wallace&.Co.236St.LouisStreetCroydonEnglandRefNo.March15,20.Ch