unit 1 basic knowledge of business letter writing

1、LOGLOGO OBy David外贸英语函电外贸英语函电Business English Correspondence 商务英语写作教程商务英语写作教程Your site here Preparation for Business CorrespondenceGreetings 1. How do you understand English learning？2. What is English do you think?3. What is your purpose for learning Business English writing.4. Do you know the rela

2、tion between basic English and Business English writing.5. How do you understand the relation between You and me.6. Are you prepared to learn English writing?7. Do you have some good methods you think in English writing?Your site herev English Listeningv Written Englishv Spoken Englishv English Read

3、ingv The most important one in improving your English level.English learning DirectionsYour site herev 误区一：把听说读写译割裂开来单一学习。v 误区二：把知识当成技能。v 误区三：速成心理。 v 误区四：重结果不重过程。 v 误区五：对外语学习价值的误解。英语学习观念的一些误区Your site herev 从以从以“应试应试”为目的向以为目的向以“交际交际” 为目的为目的的转变的转变v 由由“学会学会”向向“会学会学”的转变的转变v 由由“培养阅读能力培养阅读能力”向向“培养实用能力培养实

4、用能力”的的转变转变 如何转变英语学习观念Your site herev1. Chinglish is not a shamed thing!v2. Pay attention to the context of your conversation!v A foreigner (F) and his tour guide (G) are walking on the Great Wall. Then the F wants to use the rest room/washing room/WC/Bath room. And he says like the following:vF: Exc

5、use me, Can I go somewhere?v The beautiful guide girl replied after a while like this:vG: Yes, of course, you can go anywhere!vSummary: here she used “anywhere”!Your thinking in English LearningYour site herev 1. Never trouble trouble till trouble troubles you。麻烦没来找你，就别去自找麻烦。麻烦没来找你，就别去自找麻烦。 第一、四个第一、

6、四个trouble是动词，第二、三个是动词，第二、三个trouble是名词。是名词。v 2. I know. You know. I know that you know. I know that you know that I know。 我知道。你知道。我知道你知道。我知道你知道我知道。我知道。你知道。我知道你知道。我知道你知道我知道。v 3. I think that that that that that student wrote on the blackboard was wrong。 我认为那个学生写在黑板上的那个我认为那个学生写在黑板上的那个“that”是错误的。第一个是错误的

7、。第一个that是连词，引起宾语从句；第二、五个是连词，引起宾语从句；第二、五个that是指示代词是指示代词“那那个个”；第三个；第三个that在这儿相当于名词；第四个在这儿相当于名词；第四个that是关系代词，是关系代词，引起定语从句。引起定语从句。4. We must hang together, or well be hanged separately。 我们必须团结在一起，否则我们将被一个个绞死。这是一句我们必须团结在一起，否则我们将被一个个绞死。这是一句双关语。前面的双关语。前面的hang together是是“团结一致团结一致”的意思，后面的的意思，后面的hanged是是“绞死绞死

8、”的意思。的意思。5. The quick brown fox jumps over a lazy dog。 那只敏捷的棕色狐狸跳过了一只懒惰的狗。这个句子包含了那只敏捷的棕色狐狸跳过了一只懒惰的狗。这个句子包含了英语中的英语中的26个字母。个字母。 看了看了让让人人发晕发晕的句子的句子Your site hereuI. Form and Structure of business letters 1. Form 2. Structure 3. Addressing EnvelopesuII. Writing Principles of business lettersUnite 1 Basi

9、c Knowledge of Business Letter WritingYour site here（1）Full Block From 齐头齐头式式1. Form 格式格式All information is typed from the left marginYour site here（2）Modified Block Form with Indented Style.混合式混合式Key sentencesYour site hereA. The senders address is in the up-middle part.B. The receivers address sta

10、rts from the left margin.C. The complimentary close and signature middle little towards the right.D. To make the letter simple and clear.(2)Modified Block Form with indented styleYour site here (3)Modified Block Form 改良式改良式The senders add. is from the left margin;No more changesYour site here （4） Si

11、mplified FormAll information is typed from the left margin，but no complimentary close and senders company nameYour site hereA. Depend on the preferenceB. Make your letter pleasing to the eye.C. Also convenient to be typed.So, here you are the boss!Which type should we choose?Your site hereASamplesYo

12、ur site herevDear Friend,My name is Mr. Chris Owen, I am the chief Security officer of Global Securities UK, I have been working with this company for Over 11 years, by next three months, I will be leaving this company to start my own private business outside the United Kingdom.The reason why I am c

13、ontacting you is based on my findings of one of a Trunk Box that vis in our security Vault, this Consignment had been there for over three years with nobody coming to claim it or even paying the demurrage, on one of my Routine checking vI decided to secretly know what the content is and to my surpri

14、se it contains more than 6 Million Dollars and some diamond rings and house documents of two properties here in UK.I had on my own investigated the owners where about and discovered that he died last two years of heart attack and no member of his family had knowledge of this Deposit with our Company

15、, the client name is MR.ANTONIO FERNANDEZ am American citizen.Right now, the rules and regulations of our Company states that any unclaimed Consignment after four years of its Deposit will be declared as the Company property, but I do not want this to take place hence I have found out of its content

16、.So I am contacting you to know if you will be interested to partner with me to secure this Consignment from my Company, I will detail you with all the informations regarding this Deposit and how we will carry out this deal by presenting you as his next of kin.Please do get back to me if you are int

17、erested on this deal with the following informations.(1) Full names and address(2) Private phone numberDo remember that business of this magnitude will come to success only if it will be kept very confidential.I need your urgent response before my plans to leave the company is discovered. Please if

18、you are not willing and interested in helping me kindly delete this e-mail from your computer and pretend you never got it.Yours TrulyMr. Chris OwenYour site here（1）Parts of the business lettera.Letterhead 信信头头b.Reference and date编号编号和日期和日期c.Inside name and address封封内内名名称称及地址及地址d.Attention line 注意事注

19、意事项项e.Salutation称称呼呼f.Subject line事由事由g.Body of the letter信文信文h.Complimentary close结结尾敬尾敬语语i.Signature签签名名j.Enclosure附件附件k.Carbon copy notation抄送抄送l.Postscript附言附言2. Structure 构成构成Your site here1.Senders name2.Postal address3.Telephone number4.Fax number5.E-mail addressPosition: 1. the up-center 2.

20、the left margin of a letter writing paperA. Letterhead 信信头头Your site here Reference:1. File number2. Department code 3. Initials of the signer: your ref: JBD/WMOur ref: WDW/LPPosition: immediately below the letterhead can also be placed at the lower left margin two lines below the name of the signer

21、.B. Reference and Date 编号和日期编号和日期Your site hereDateRules: 1. in full and not abbreviated2. The th, -st, -nd and rd that follow the day can be omitted3. Dont write 04 instead of 2004 for the years4. Avoid typing dates like 10/2/2010British: Day/Month/YearAmerican: Month/Day/YearSo what is 05/07/2010B

22、. Reference and Date 编号和日期编号和日期Your site here英文日期分英式和美式英文日期分英式和美式,举例如下举例如下: 1) 8th March,2004 或或8 March,2004（英式）（英式） 2) March 8th,2004 或或March 8,2004 （美式）（美式） 日期写法宜遵从下列规则：日期写法宜遵从下列规则： 1)年份必须完全写明，不可用年份必须完全写明，不可用“04代替代替2004; 2)月份必须用英文拼出或采用公认的简写，即月份必须用英文拼出或采用公认的简写，即 January (Jan.), February (Feb.), Mar

23、ch (Mar.), April (Apr.), May, June, July, August (Aug.), September (Sept.), October (Oct.), November (Nov.), December (Dec.); 3)日期可用序数词，如：日期可用序数词，如：1st,2nd,3rd,4th,.；也可用基；也可用基数词，如：数词，如：1，2，3，4，.。但美式大多采用后者；。但美式大多采用后者； 4)在年份和月日之间必须用逗号隔开；在年份和月日之间必须用逗号隔开； 5)日期不可全部采用如日期不可全部采用如7.12.2003或或7/12/2003的阿拉的阿拉伯数

24、字书写，否则会引起误解。因为英美在这方面的习惯用伯数字书写，否则会引起误解。因为英美在这方面的习惯用法不同。按美国人习惯，上述日期为法不同。按美国人习惯，上述日期为2003年年7月月12日，而日，而按英国习惯则是按英国习惯则是2003年年12月月7日。日。英语中日期的表达英语中日期的表达 Your site herev6th April,1978 是英式英文的写法是英式英文的写法. April 6th, 1978 是是美式英文的写法美式英文的写法.(注意注意:日子和月份中间没有逗号日子和月份中间没有逗号.)v6th,April,1978 April 6th,1978 April 6,1978

25、都正确都正确 关于日期的写法，应注意以下几点：关于日期的写法，应注意以下几点： 年份应完全写出，不能简写。年份应完全写出，不能简写。 月份要用英文名称，不要用数字代替。月份要用英文名称，不要用数字代替。 月份名称多用公认的缩写式。但月份名称多用公认的缩写式。但 May, June, July, 因为因为较短，不可缩写。较短，不可缩写。 写日期时，可用基数词写日期时，可用基数词1，2，3，4，5，28，29，30，31等，也可用序数词等，也可用序数词 lst, 2nd, 3rd, 4th, 5th, 28th, 29th, 30th, 31lst等。但最好用基数词，等。但最好用基数词，简单明了。

26、简单明了。 英语中日期的表达英语中日期的表达Your site herev日期可有下列几种写法：日期可有下列几种写法： Oct. 20, 2004 10 May, 2004 3rd June, 2004 Sept. 16th, 2004 按美国习惯按美国习惯, 最为通用日期的写法，月、日、年，月份用英最为通用日期的写法，月、日、年，月份用英文，日和年用阿拉伯数字。例如：文，日和年用阿拉伯数字。例如：2008年年9月月8日应写成：日应写成：Sep. 8, 2008 或或 _09/08/2008_英语中日期的表达英语中日期的表达Your site here1. The name and addre

27、ss of the receiver: the left-hand margin, 2 or 3 spaces below the date.2. Exactly the same way as on the envelope.3. Ordinary courtesy titles: MR., Mrs., Miss, Ms. Messrs.各位先生；先生（用于法国人名前，各位先生；先生（用于法国人名前，monsieur的复数形的复数形式）式） 4. After the name follows his or her position.C. Inside Name and Address封内名称

28、及地址封内名称及地址 Your site hereUsed for the writer wishes to direct the letter to specific individual or section of the firme.g.: Attention: Mr. Smith/The Sales ManagerE. Salutation 称称呼呼 ,slju:tein 1.Open letter greetings2.The form: “Dear Sir” or “Dear Sirs” “Gentlemen”, “Ladies and Gentlemen”.3.Two space

29、s below the inside address or the attention line F. Subject Line事由事由1.The general idea of a letter2. between the salutation and the letter body.3.Call the receivers attention to the topic.D. Attention Line.注意事项注意事项 Your site here1. Write simply, clearly, courteously, grammatically, and to the point.

30、2. Paragraph correctly 3. Typing is accurate and display artisticH. Complimentary Close 结结尾敬尾敬语语1. Formal: Dear Sirs, Yours Faithfully,Gentlemen: Truly yours,2. Less Formal:Dear Mr. Henry, Yours sincerely or Sincerely yoursMean nothing to the message, can be omitted G. Body of the Letter Your site h

31、ere1. Type the writers firm or company below the close2. The person who dictate the letter, sign his name, by hand in black or blue ink.3. Followed by his job title or position Never sign a letter with a rubber stampJ. Enclosure附件：附件： Encl：Price ListK. Carbon Copy Notation抄送抄送: C. C. The Osaka Chamb

32、erL. Postscript 附言附言:P.S. The samples will be sent to you tomorrowI. Signature 签署签署 Your site hereChina National Chemicals (Stamp)Import & Export Co.Beijing, ChinaOverseas Trading Co.153 Market StreetLondon, E. C. 3Registered(confidential/Secret/Printed Matter)3. Addressing Envelope 信封信封 Your site h

33、ere1. Courtesy 礼礼貌貌2. Consideration 体体谅谅3. Completeness 完整完整4. Clarity 清清楚楚5. Conciseness 简洁简洁6. Concreteness 具体具体7. Correctness 正确正确II. Writing Principles Your site herev What is Courtesy?v 1. a courteous or respectful or considerate actv 2. a courteous or respectful or considerate remarkv 3. a cou

34、rteous manner1. Courtesy 礼礼貌貌Your site hereCompare:(Polite):We have received with many thanks your letter of Oct.7, and we take the pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it.(Courteous):You will be particularly interested i

35、n a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct. 7Try to avoid irritating, offensive, or belittling statementTo answer letters promptly1. Courtesy 礼礼貌貌Your site hereemphasize You-attitude (Y) rather than We-attitude (W).keep readers request, need

36、s, desires, feelings in mind.A. You-attitudeCompare:W: We allow 2 percent discount for cash paymentY: You earn 2 percent discount when you pay cash.W: We wont be able to send you the brochure this monthY: We will send you the brochure next month.2. Consideration 体谅体谅Your site hereB. Focus on the pos

37、itive approachCompare:P: We feel sure that you will be entirely satisfiedN: We dont believe you will have cause for dissatisfaction.P: Perhaps next time we can send you what you require.N: We regret our inability to serve you at this time.2. Consideration 体谅体谅Your site hereA business letter should i

38、nclude all necessary information. It is essential to check the message carefully before it is sent out. check word spelling check punctuation check the numbers appeared in your article Check names (spelling)3.Completeness 完整完整 Your site hereA. Avoid using the words which have different understanding

39、 or unclear meaning.B. Pay attention to the position of modifiers.C. Pay attention to the sentence structure.D. Paragraph carefully and properly.E. One paragraph for each point is a good general rule4. Clarity 清楚清楚 Your site hereA. Avoid using wordy expressionsE.g.B. Avoid unnecessary repetition. E.

40、g.C. Using short sentences, simple words and clear explanations:E.g. a use a word to replace a phraseE.g.b use a phrase to replace a sentenceE.g.c use words to replace clausesE.g.5. Conciseness 简洁简洁Your site here make the message specific, definite and vivid.6. Concreteness 具体具体Your site hereA. Gram

41、mar mistakes often occurred in business letter.B. Avoid using overstatement.C. Accurate numbers.D. Capital letters7. Correctness 正确正确Your site here Dear Sirs, In reply to your esteemed letters of Feb.13,we are now sending you our latest price list, together with our illustrated catalogue. In the abo

42、ve-mentioned list, you can see we have bid you the lowest prices and offered our best goods. We believe that will make you give us your valued orders. We are waiting for your immediate reply. Yours faithfully， David范例范例01Your site hereDear Mr. Johnson, We are really grateful on receiving your letter

43、 of Nov.3 in which you showed great interest in our products. Actually, we have an agency in Shanghai, China, through which we sell our products in China. Therefore, we have passed your letter on to them, asking them to consider it soon. You will surely receive their letter. Thank you very much for

44、your interest in our products. I Hope that can satisfy you. Yours sincerely范例范例02Your site hereDear Mr. Douglass, We refer to your previous letter sent on Feb.28,2000 in which you were asked to clear the balance of $600 000 which had been out standing since January. As you have not replied to the le

45、tter, you leave little choice for us but to place the matter in the hands of solicitors, however, we are reluctant to do this and are offering you further month to settle the account. Yours sincerelyDavid范例范例03Your site herev1. Tongue twister:va. Cheap ship trip vb. A flea and a fly flew up in a flu

46、e. Said the flea, Let us fly! Said the fly, Let us flee! So they flew through a flaw in the flue vA big black bug bite a big black bear, made the big black bear bleed blood.v2. Words daily used:va. After you! 您先请！您先请！vb. Ive done my best. 我已尽力了我已尽力了 .vc. I dont know for sure.我不确切知道我不确切知道 vd. Dont ta

47、ke it to heart!别往心里去！别往心里去！Practice EverydayYour site hereWrite a business letter based on the materials at the page of 22Homework Question?Why dont you ask me?LOGLOGO OThank You!LOGLOGO OThank You!LOGLOGO OThank You!LOGLOGO OThank You!Your site herev Read the dialogue2 and pay more attention to the important and difficult points weve concluded.Read the dialogueNever give up !Your site herev Please watch a short video about bus