商务英语函电英文版完整版ppt全套课件整本书电子教案最全教学教程

1、LAYOUT OF BUSINESS LETTERSAims be familiar with parts and styles of business letters be familiar with principles of business letter writing be able to put what has been learnt into practice Main Points parts and formats of business letters principles of business letter writing students practiceAims

2、and Main PointsPrincipal PartsSampleOptional PartsParts of Business LettersBodySignatureComplimentaryCloseSalutationInside AddressDateLetter Head The letterhead shows where the letter comes from. It includes the companys name and address, logo, telephone number, fax number, ZIP code, e-mail and webs

3、ite. Most companies use letterhead stationery for the letter. e.g.:China National Machinery Import & Export CorporationAdd: No. 1 (W) Fuchengmenwai Avenue, Beijing 100037, ChinaTel: 0086-10-68991188 Fax: 0086-10-68991000 E-mail: customer_service Website: / Letterhead The date is necessary because bu

4、siness letter is usually used as a form of document. This part consists of the date, the month and the year. It is placed below the letterhead at the right margin of the page. American style and British style are as follows: July 3, 2020 (American style) 3rd July, 2020 (British style)Attention: Avoi

5、d giving the date in figure, because 7/3/2020 can be taken as either July 3 or March 7.Date The inside address usually appears at the upper left margin below the date, giving information about the recipients name and address. It is the same as the address on the envelope. e.g.: Belle View Textiles C

6、o., Ltd. 6 Oxford Street Manchester, M1 5EJ UKInside Address The salutation is conventional greeting which starts the message.It serves the same as saying “hello” on the telephone or to meet someone. This part is usually put at the left margin below the inside address. British Style American Style D

7、ear Sirs,Dear Sir, Dear Mr. Smith,Dear Ms. Cheng, Dear sirs: Dear sir: Dear Mr. Smith: Dear Ms. Cheng: Gentlemen: Ladies: Ladies and Gentlemen:Salutation A good letter will not only get the business done, but also promote good will. The body is just the core of a letter, which contains the message f

8、rom the writer to the recipient. To make ourselves understood and accepted, we should try our best to express ideas, opinions and purposes completely, correctly, concisely, clearly, courteously, grammatically and tothe point. BodyPart One The body of a business letter consists of three parts: Part T

9、hreePart TwoBodyPart One Begin with information that draws the recipients attention and refer to some interest or need of the recipient, or the previous letter if there is one. Part Two Use a few short paragraphs to bring in the writers involvement, or what service or information he has to offer. Pa

10、rt Three End with the action or idea that the writer wants the recipient to consider or with the results the writer would like to have. Body The complimentary close provides the writer with an opportunity to say “goodbye” to the recipient. It is a polite way to bring a letter to close. The expressio

11、ns used should agree with the salutation at the beginning. Salutation Complimentary Close Dear Sirs, Dear Sir, Dear Mesdames, Dear Madam, Dear Sir or Madam, Gentlemen: Ladies: Ladies and Gentlemen: Yours faithfully, (British Style) Faithfully yours, (American Style) Yours truly, (British Style) Trul

12、y yours, (American Style) Dear Mr. Smith, Dear Miss Smith, Yours sincerely, (British Style) Sincerely yours, (American Style) Complimentary Close The signature indicates the approval of the responsibility for the content of letter. It contains signature of the writer, typed name, business title and

13、name of the company. e.g.: Rosehao Rosehao Purchase Manager For The International Trading CompanySignature (1) Letterhead (2) Date (3) Inside Address (4) Salutation _ _. (5) Body _. _. (6) Complimentary Close (7) SignatureSampleEnclosurePostscriptCarbon CopyReference NotationSubject LineAttention Li

14、neReference Number It is good to indicate the reference number above the inside address if you have a large volume of correspondence. e.g.: Your Reference No.: or Your Ref. No.: Our Reference No.: or Our Ref. No.: Reference Number The attention line is used to direct the letter to a particular depar

15、tment or person when the letter is addressed to a company. e.g.: Attention: Marketing Department ATTN: HR Manager For the attention of Mr. AlanAttention Line The subject line is used to call attention to the topic of a letter, represented by name of the goods, contract number, order number, etc. It

16、is often preceded by the term Re followed by a colon and centered on the page between the salutation and the body, or at theleft margin. e.g.: Chinese Pure Silk Art. No. 1023 Re: Order No. 00567Subject Line The reference notation includes the initials of the person who dictates the letter and the on

17、e who types the letter. e.g.: FW/JT or FW:JT fw/jt or fw:jt FW/jt or FW:jt Reference Notation When other documents, such as catalogue, price list, order and so on, accompany the letter, the enclosure can be added. It is placed at the left bottom corner below the signature. e.g.: Encl.: Price List En

18、c.: As stated Enclosures: 2Enclosure The carbon copy indicates a copy of the letter is to be sent to a third party. Type “CC” or “cc” with the name(s) of the person(s) who will receive the copy of the letter, usually positioned below the signature block at the left margin.e.g.: CC: Mr. Taylor cc: Tr

19、ansportation DepartmentCarbon Copy The postscript is used to add something forgotten in the body or to emphasize something that is important by taking the short form of “P.S.”e.g.:P.S. All the samples are not free.Attention: Try to avoid the adding of “P.S.” as far as possible as it is usually consi

20、dered as a sign of poor planning. Postscript (1) Letterhead (2) Date (8) Reference Number (3) Inside Address (9) Attention Line (4) Salutation (10) Subject Line_ _. (5) Body _. _. (6) Complimentary Close (7) Signature (11) Reference Notation (12) Enclosure (13) Carbon Copy (14) PostscriptSample1.Chi

21、na National Import & Export Corporation8 Jianguomen Nei Dajie, Beijing 10005, ChinaTelephone: 86-10-6526-8888 Fax: 86-10-6527-6028 E-mail: carl8. Our Ref. 2. Date: 15th November, 2021 Your Ref.3. Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3 England9. Attention: Import Dept.4. Dear Sirs,10.Aqu

22、atic Products5.We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this seaso

23、n. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6.Yours faithfully, 7. China National Imp. & Exp. Corp. Sig. _ (Manager)11.QS/AN12.Enclosures13.cc our Shanghai Branch Office14.P.S. We require payment by L/C for a total value not ex

24、ceeding USD50,000.Modified Block Style with Indented Paragraph Layout of Business Letters日期靠右缩行式缩行式结尾敬语和签名偏右事由居中Indented Style除信头外全部左对齐Full Block Style结尾敬语和签名偏右日期靠右Modified Block Style日期靠右结尾敬语和签名偏右缩行式Modified Style with Indented Paragraph Put the recipients address on the front center of the envelop

25、e and the writers on the upper left in correct formats. On the upper right is the postage. e.g.:Addressing an EnvelopePrinciples of Business Writing Business letters should be clear, tidy and easy to understand. To achieve this, we should try to avoid vague and ambiguous expressions. e.g.: He inform

26、ed Mr. Zhao that he would receive a reply in a few days. He informed Mr. Zhao that Mr. Zhao would receive a reply in a few days.Clarity Use concise sentences and fewest words to express the meaning of a letter without losing completeness and courtesy. To achieve this, we should keep our sentences sh

27、ort, avoid wordy languages and redundancy. e.g.: We attend the Canton Fair for the purpose of finding a business partner. We attend the Canton Fair to find a business partner.Conciseness Courtesy means treating people with respect and sincerity. Try to avoid irritating, offensive or belittling state

28、ments. It is not merely politeness, the writer should be sincere and tactful, thoughtful and appreciative.e.g.: Mr. White, we are sorry that you have misunderstood us. Mr. White, we are sorry that we did not make ourselves clear.Courtesy Consideration emphasizes the “you” and “your” instead of “we”

29、and “our”. Put the writer in the recipients place and keep his interest, request, as well as his feelings in mind. e.g.: We will allow you US$2.80 rebate on each phone sold. The item is not available this week. You can get US$2.80 rebate on each phone you sell. The item is available next week.Consid

30、eration Completeness means the letter should include all the details needed: (1) give all the information necessary in an effective way to accomplish the purpose of our letter; (2) answer all the questionsasked in the incoming letter.e.g.: When marking, please note that the measurement and weight of

31、 each case should be clearly stenciled. Indicative marks as “This End Up”, “Handle With Care” should also appear on the outer packing.Completeness Correctness means the message must be grammatically correct and logically organized.e.g.: The delivery was found to be correct when it was examined, the

32、invoice contained a serious mistake. As a customer of our company, I am sure you will want to take advantage of the best price we can quote for this item. Correctness Concreteness means being specific, definite and vivid rather than abstract, vague and general. e.g.: We wish to confirm our fax dispa

33、tched yesterday. We wish to confirm our fax of July 24, 2020.ConcretenessI. Translate the following expressions from English into Chinese: 1. inside address 2. complimentary close 3. subject line 4. indented style 5. full block style 6. modified block style 封内地址结尾敬语主题，事由 缩行式完全齐头式改良齐头式 PracticeII. Ch

34、oose the best answer： 1. Enclosure is placed _ the left bottom corner below the signature. A. of B. atC. onD. in2. Signature indicates the approval of the responsibility _ the content of the letter. A. for B. of C. to D. withAB3. Complimentary close should agree _ the salutation used at the beginnin

35、g. A. for B. in C. fromD. with4. Letterhead shows where the letter comes _. A. from B. in C. for D. withDA5. Courtesy means treating people _ respect and sincerity. A. for B. of C. with D. to6. When we are sure about what we say, express it _ plain, simple words. A. for B. in C. to D. withCBIII. Match the words or expr