商务英语写作教程PPT完整全套教学课件

商务英语写作Unit1Layouts&ComponentsofBELettersUnit2AskingtoEstablishBusinessRelations&RepliesUnit3CreditEnquiries&RepliesUnit4Enquiries&RepliesUnit5Quotations,Offers&CounteroffersUnit6Orders&RepliesUnit7Payment&RepliesUnit8Shipment&RepliesUnit9Packing&RepliesUnit10Insurance&RepliesUnit11Claims&AdjustmentsUnit12AgencyUnit13SocialLettersUnit14MemorandumsUnit15BusinessReports全套PPT课件ACourse

inBusinessEnglishWritingTheaimsofthecourseare:Toexperiencetheprocessofforeigntradenegotiationinthewrittenform;Todrillandacquirethetechniquesforbusinesscommunicationinthewrittenform;TocultivatetheawarenessforBEwriting;

AbriefintroductiontoBEwritingMainpointsfortheintroduction:Schoolwritingvs.businesswritingTheimportanceofbusinessletterwritingThetendencyofbusinessletterwriting:KISSBriefintroductiontotheexamination1.Schoolwritingvs.businesswritingWeoftenconsiderwritingasanencoding-decodingprocess.Thatistosay,thewriterencodesinformationinwords,whichisthendecodedbythereader.Thisconceptionmaynotbealtogethernewtouniversitystudents.Atsecondaryschool,oratleastduringthefirsttwoyearsatuniversity,studentsshouldhavehadexperiencewithavarietyofwriting.Evenso,itisimportanttonotesomemajordifferencesbetweenschoolwritingandbusinesswriting.

Schoolwritingisintheformofessaysandthetopicorthemeisusuallyassignedbyteacherstoseehowwellstudentshavelearnedcoursematerials.

Obviously,theinformationgivenbystudentwritersisrarelynewtotheirreaders,i.e.examiners.Whatusuallycountsistheamountofknowledgeandlanguagetheycanreproducewithinalimitedperiodoftime.Theextenttowhichtheycandemonstratetheknowledgeandlanguageskillaffectsthescorestheyareawarded.Soitisnormalforstudentstousecomplicatedstructuresandtocrowdinformationintoalimitedspace,andtheyareoftenencouragedtowriteinthismanner.1.Schoolwritingvs.businesswritingBusinesswriting,however,isintendedtocommunicateinformation.Therearetworeasons:First,businesswritersnormallyhaveinformationthatisunknownorlargelynewtotheirreaders.Second,readersneedsuchinformationbutareusuallypressedwithatightschedule.Theycannotaffordmuchtimeforreading.Thisdemand-supplyrelationshiphasconsiderablebearingonbusinesswriting.Writersmustmakecarefuldecisionsaboutwhattowriteandhowtogettheirinformationacrosseffectivelyandefficiently.2.TheImportanceofBusinessLetterWritingWhyistheskillofbusinessletterwritingstillnecessaryinthemodernworld?Businessletterwritingstillplaysanimportantroleinthemodernbusinessworld.Alongwiththeintroductionofnewelectronicmedia,theimportanceofbusinesswritinghasincreased.Whatwasearliertransmittedoverthetelephoneisnowdonebywritingbecauseitsavestimeandcanusuallybefiled（存档）andkeptasformalandlegaldocumentsforlatercheckorreference.

Asforbusinessletters,theycanserveasapartofacompany’spermanentrecord.Ifyouhaveaquestionaboutacustomer’sorder,orwhethersomeone’squerywasanswered,oraboutthedetailsinanagreement,youcancheckyourfilecopyoftheletter.Youcannotdothesamewithaphoneconversationunlessyourecordeveryoutgoingandincomingcall.

Businesslettersalsofunctionsaswrittencontracts,fullyrecognizedbythecourts.Lettersofagreementoftendrawnupbetweencompaniesandindependentsuppliersorconsultantsarebinding.Joboffersmadethroughthemailareregardedaslegallybindingonthesender.Ifyouacceptinwriting,yourletterisabindingcontractofemployment.3.Thetendencyofbusinessletterwriting:KISS

KISS:KeepItShortandSimple.当代商务英语信函写作的一大趋势就是KISS（Keepitshortandsimple），即：较多使用占用空间和时间较少的小词或通俗语汇，避免使用或过多使用占用空间和时间较多的大词或高深学术语汇或浮夸语汇。比如，当代商务英语写作多用issue或send，而少用promulgate（公布/颁布）或forward（寄送）；常用improve或change，而不用ameliorate（改善，改进）或adjustment（改变，调整）。人们交流与沟通所用的语言不再那么正式，用词也随之变成了那些通俗易懂的小词（popularorplainwords）。例如:DearMr.Lam,WearepleasedtoplacearepeatorderforCDplayers.ThepriceforCDplayersisdroppinghereandourlastorderwasabout5%higherthanthoseofferedbyothersuppliers.Ifyoucouldreducethepriceby8%,wewouldbegladtoplaceaneworderwithyou.Hopeyouunderstandandlookingforwardtoyourfavourablereply.Yourssincerely,JohnByrneSalesManagerplainwords（直白的用词）4.BriefIntroductiontotheExaminationFillinginthegivenblanks.(10%)Puttingthedifferentcomponentsintotherightorder.(20%)Writingaletteronthebasisofaconversation.(20%)Writingamemo.(30%)CompletingareportbytranslatingtheChinesewithinthebracketsintoEnglish.(20%)Unit1

Layouts&Componentsof

BELetters

LearningObjectives:understandingtheessentialandoptionalcomponentsofBEletterslearningaboutthethreemostcommonlayoutsofBEletterslayingaletteroutintherightway1.1LayingoutBusinessEnglishLetters

1.1.1LearningaboutthelayoutsofBElettersA.Briefintroduction

Questions：Whatarethe3mostcommonly-usedlayoutsorstylesforBEletters?

TherearethreecommonlayoutsofbusinessEnglishletters.Theyarethemodernfullblockstyle,themodifiedblockstyleandtheconventionalindentedstyleorsemi-blockstylewithindentedparagraphs.Questions：Whatisthemostconvenientandpopularstyle?Why?Answers：

Themostconvenientandpopularstyleisthe(full)blockstyle.Becauseitisconvenienttotype.

①Thefullblockstyle（齐头式）Now,havealookatthesampleletterwhichislaidoutinthefullblockstyle.Sampleletter:77EasternRoadChiswickLondonUKTelephone45632Fax68539November26,2002MrPierreDupontManagingDirectorDupontFreres4RuedelaPaixParis16FranceDearMrDupontSubject:Offerofthesummerdiscountof20%Ienjoyedtouringyourcompanylastweek.ThankyousomuchforgivingmetheopportunitytodemonstratethenewHandi-Jacktoolbelt.Icheckedwiththedistributioncenteraboutyourquestiononbulkorders.Yes,Icanstillofferyouthesummerdiscountof20%offeachlargebusinessshipment.(OfferexpiresDecember31,2002.)Ilookforwardtohearingfromyou.SincerelyyoursSandraJonesSandraJonesSalesManager①Thefullblockstyle（齐头式）Thefullblockstyle（齐头式）,anAmericanstyle,hasnowcometobemuchmorewidelyusedthanbefore.Now,itisusedinmorethan80%ofallbusinessEnglishletters.Itsstrikingfeatureisthatallofthetypinglinesofaletterareflushwiththeleft-handmargin.Theopenpunctuationpatternusedinthefullblockstylerequiresthattheendofthedateline，theinsideaddresslines，thesalutation，thecomplimentarycloseandthesignaturelinesareunpunctuated.②Themodifiedblockstyle（改良齐头式）Sampleletter:BUSINESSCORRESPONDENCEINSTITUTEHuiZongAn,Beijing,ChinaTelaxurref:Yourref:June7,1986Mr.K.Huang65NathanRoadKowlonHONGKONGDearMr.Huang,Youaskedmeifthereisanyoneletter-stylethatisusedmorethantheothers.Probablymorebusinessconcernsusethemodifiedblockstyle,becauseitsavestimeforthetypist.However,manycompaniesareadoptingtheblockstyle,asitsavesevenmoretimethanthemodifiedblockstyle.Thisletterisanexampleofthemodifiedblockstyle.Asyoucansee,theinsidenameandaddressareblockedandparagraphs’beginningsarealignedwiththeleftmargin,astheyareintheblockstyle.Openpunctuationisusedintheinsideaddress.Thedateandreferencelinesareflushwiththerightmargin.Thecomplimentaryclosebeginsslightlytothecentreofthepage.Bothlinesofsignaturearealignedwiththecomplimentaryclose.Yourssincerely,

T.V.LiT.V.LiPresidentNow,havealookatthesampleletterwhichislaidoutinthemodifiedblockstyle.①Themodifiedblockstyle（改良齐头式）Themodifiedblockstyle（改良齐头式）isacombinationoftheindentedstyleandtheblockstyle．Itisalsocalledsemi-blockstyleormixed-blockstyle．Asaneclectic（兼收并蓄的）style,itismostwidelyusedininternationalbusinessletterwriting．Anditistocaterfor（迎合）theolderreaders'tasteforthecompositionofabusinessletterthatmorewritersbegintousethemodifiedblockstyle.Haveyounoticedthedifferencebetweenthefullandthemodifiedblockstyle?Theyarecalledtheblockstylebecausetheparagraphsinthebodyoftheletterinthe2stylesareflushwithleftmargin.③Theindentedstyle（缩行式）EuroComEuropeanCommunicationsCompany16BedfordRoadLondonW41HVTel:01807839576Fax:01817923434March3,2008DearSirorMadam,DifferentwaysofcommunicatinginwritingInaletter,theemphasisisonahigh-qualityappearance.Lettershavetobetypedorword-processedaccuratelyonthecompany’sheadedpaperwithasmart,clearlayout.Internationalmailtendstobeslowandinsomecountriesthepostisunreliable.Importantdocumentsandvaluableitemscanbesentbyregisteredmail–ortheycanbesentbycourier.Afaxisafacsimilecopyofadocumentwhichistransmittedbynormaltelephonelinestoanotherfaxmachine.Somefaxesareexactlylikeletters,someareprintedonspecialfaxformsratherlikememos,othersaresimplyhandwrittenmessages.Thesenderofafaxcan’tbecertainifthemessagehasbeenreceivedperfectly–sometimeslinesgetmissedorareillegible.Afaxisnotusuallyalegallybindingdocument.E-mail(electronicmail)isawayofsendingmessagesbetweencomputers.Themessageappearsonascreenandcanbeprintedoutifnecessary.Tomakee-mailmore‘personal’somepeopleusepunctuationtoaddhappy()orunhappy()facestotheirmessages.Internalmailwithinacompanyorbetweenbranchesofthesamefirmisusuallyintheformofmemos:thesemaybebriefhandwrittennotesorlonger,word-processedletters.Mostfirmsusespecialmemopadsforinternalmessages.AmemotoaseniorEnglish-speakingmemberofstaffmayneedasmuchcareasalettertoaclient.Thestylethatisuseddependsonthepracticewithinthecompanyandontherelationshipbetweenthepeopleinvolved.Faithfullyyours,

EdwardLinchEdwardLinchNow,havealookatthesampleletterwhichislaidoutintheindentedstyle.①Theindentedstyle（缩行式）Ofthethreetypes,theindentedstyle（缩行式）istheconventionalandthemostformalone.ItisatraditionalBritishpracticewiththeheadingusuallycentralizedontheverytopandthedatelineontheright-handside.Thecomplimentaryclosemaybeinthecentreorstartatthecentralpoint.Thefirstlineofeachparagraphinthebodyofthebusinessletterisindented3-8spaces（向里缩3-8个字母的空格）.Theindentedstylelooksgoodbutitisnotconvenienttotype.1.1.2PracticeRewritethefollowingextractsfromletters,tryingtolaythemoutmoreattractivelyandappropriately.Makeyourcommentsbeforeyoumakeanyimprovementuponthem.①InoticedyouradvertismentintheDailyPlanetamdiwouldbegratefullifyoucouldsendmefurtherinformationaboutyourproducts.MycompanyisconsideringsubcontractingsomeofitsofficeservicesandIbelievethatyoumaybeableotsuplyuswithasuitableservice.Lookingforwardtohearingformyou.Yoursfaithfuly.Comment:Thereare8spellingmistakesandparagraphingproblemsinthefirstextract.Improvement:①InoticedyouradvertisementintheDailyPlanetand

Iwouldbegratefulifyoucouldsendmefurtherinformationaboutyourproducts.MycompanyisconsideringsubcontractingsomeofitsofficeservicesandIbelievethatyoumaybeableto

supplyuswithasuitableservice. Lookingforwardtohearingfromyou.Yoursfaithfully,1.1.2PracticeRewritethefollowingextractsfromletters,tryingtolaythemoutmoreattractivelyandappropriately.Makeyourcommentsbeforeyoumakeanyimprovementuponthem.②ThereareanumberofqueriesthatIwouldliketoraiseaboutyourproductsandIwouldbegratefulifyoucouldaskarepresentativetogetintouchwithmewithaviewtodiscussingthesequeriesandhopefullyplacinganorderifthequeriesaresatisfactorilyanswered.Yoursfaithfully.Comment:Inthesecondletterextract,thesentenceistoolongandconfusingtothereaders.Improvement:②ThereareanumberofqueriesthatIwouldliketoraiseaboutyourproducts.IwouldbegratefulifyoucouldaskarepresentativetogetintouchwithmesothatIcandiscussthesequeries.Hopefully,Iwillbeabletoplaceanorderifthequeriesaresatisfactorilyanswered.Yoursfaithfully,1.2UnderstandingtheEssential&OptionalComponentsofBELetters

1.2.1Lookatthenamesofthedifferentcomponentsofabusinessletterintheboxandputthemundertheappropriateheading:essentialcomponentsoroptionalcomponents.

headingreferencenumbersinsidenameandaddressattentionlinesalutationsubjectlinebodyofthelettercomplimentaryclosesignatureidentificationinitialsenclosurenotationC.C.lineP.S.notationsdate

Answers:1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.a.Theheadingtellswherethewriterwritestheletter.Sincemostcompaniesusestationerywithprinted

:thecompanyname,

,telephonenumbers,faxnumbers,e-mailaddress,andlogo(thecompanysymbol).Forexample,

EuroComEuropean

Communications

Company16BedfordRoadLondonW41HVTel:01807839576Fax:01817923434LetterheadAddressb.

Thedatetellswhenthewriterwritestheletter.Undertheprintedletterhead,youcantypethe

infull,inthelogicalorderofday,monthandyear.ThatistheBritishEnglisharrangementofthedate,butin

,themonthcomesfirstandthedatefollows.Thepositionofthedatedependsonthestyleyouadopt.Whenwritingonblankpaper,typethenameofyourfirm,itsaddress,andthedateattherightorleftmargin,dependingonthestyleyouchoose.InBritishcorrespondence,thedateisontherightandcouldbeaftertheinsideaddress.Andthereisagrowingtendencytoomitthe-th,-rd,-ndand-stthatfollowtheday.DateAmericanEnglishForexample,September15,199415September1994(15September,1994)1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.c.

Theinsidenameandaddress(封内地址)containsthenameandtheaddressofthe

,thepersonorcompanyyouarewritingto.Itisonthe

,twospacesbelowthedateline.Ifyouknowthenameandtitleoftheperson,youshouldincludethem.Inaddressinganindividualinacompany,theinsideaddresscontainsboththeindividual’snameandthatofthecompany.Theaddressshouldbethesameastheoneonthe

.Courtesytitlesareusedinbusinessletters.“Mr.”,“Ms.”,“Mrs.”orasubstituteformshouldneverbeomittedfromtheinsideaddress.Whenwritingtoawomanalwaysaddressherasshesignsherself.Itisconsideredcorrecttoaddressawoman“Ms.”unlessshehassignedherself“Mrs”.“Esquire”or“Esq.”maybeusedinaddressingprominentattorneysorotherhigh-rankingprofessionalmenwhodonothaveothertitles.“Esq.”alwaysfollowsthename,separatedfromitbyacomma.“Mr.”doesnotprecedethenamewhen“Esquire”or“Esq.”isused.Forexample,Stone,Esq.Othercommontitlesinclude“Prof.”and“Dr.”whichare

titles,and“Rev.”(reverend)and“Hon.”(honorable)whichareusedforsenators,congressmen,ambassadors,governors,judges,mayors,andheadsofgovernmentdepartments,etc.“Mr.”or“Esq.”isusedinEnglandforaddressingasinglemanwhile“Messrs.”(pluralformofMr.)maybeusedinaddressingafirmofmen,ormenandwomen,whenthenameincludesapersonalelement.Forexample,Messrs.Marvin,Tobin&SmartMessrs.J.Harvey&Co.addressee/recipientLeftEnvelopeacademic1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.d.Thesalutationisthegreetingtothereader.Itshouldbetypedflushwiththe

margin,twospacesbelowthelastlineoftheinsideaddress.Themostcommonsalutationconsistsof:Dearplustherecipient’sname.Astheuseofthefirstnameinsalutationisan

practice,itisnotrecommendedforformalcommercialcorrespondence.Wedonotusuallyuseboththefirstandthelastnameinthesalutation.Butitisacceptabletousethefullnamesuchas“DearJohnSmith”inasalutation,especiallywhenthewritercannotdeterminethegenderoftherecipient.Leftinformal1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.e.Thebodyoftheletteristhemessagethatthewriterhastoconveytotherecipient.Itbeginstwospacesbelowthesalutation.Thebodyofthelettermayconsistofoneparagraphonly,orofasmanyparagraphsasneeded.Ifthemessageisveryshort,itisadvisabletoarrangethemessageinatleast2paragraphs.Butwhenthemessageistoolongtofitintoonepage,the

canbecontinuedontothesecondpage,whichshouldcarryatleast2lines.Oneachcontinuationpage,thenameoftheaddressee,thepagenumberandthe

shouldbetypedineitherofthefollowingtwoways.

MrsGreen2January26,2008Or:

MrsGreenPage2January26,2008Thereshouldbemarginatleastoneinchonbothsidesofthepaper,atthetop,andatthebottom.Ifyourletterisveryshort,youshouldmakeyourmarginslarger.Thereissinglespace（间隔）betweenlinesunlesstheletterisveryshort.

spacesarebetweenparagraphs.Whentheindentedstyleisused,indentthefirstlineofeachparagraph3-8spaces（空格）.MessageDateDouble1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.f.Thecomplimentarycloseorclosing

theletter.Itistwospacesbelowthelastlineofthebody.Capitalizeonlythefirstletterofthefirstword.Beginitslightlytotherightofthecenterofthepageexceptintheblockstyle.Therearemanywaystowritethecomplimentaryclose.“Yourssincerely”ismostcommonlyused.“Sincerely”isthemostpopularcomplimentarycloseinAmerica.“Yoursfaithfully”isBritishusageinaletterwith“DearSir”or“DearSirs”assalutation.Thecomplimentarycloseyouwriteinaletterdependsonthe

youuseatthebeginning.Butthetrendtodayistousetheless

formsofcomplimentaryclosesinbusinessletters,ratherthantheformalforms.Theexpressionusedmustbesuitablefortheoccasionandshouldreflectthewriter’srelationshipwiththeaddressee.EndsSalutationformalExamplesofcomplimentaryclose:1.2.2Learningabouttheessential&optionalcomponentsofBEletters

A.

ReadandcompletethefollowingdescriptionsoftheessentialcomponentsofBEletters.g.Thesignatureisthesignednameormarkofthepersonwhowritestheletterorthefirmwhichheorsherepresents.Itiswrittenininkimmediatelybelowthe

.Tosignwitharubberstampisaformof

.complimentaryclosediscourtesy1.2.2Learningabouttheessential&optionalcomponentsofBEletters

B.ReadthedescriptionoftheoptionalpartsofBElettersandanswerthequestionsbelow.a.Whatisthefunctionofthereferencenumbers,theattentionlineandthesubjectline?

a.Referencenumbers(文号)

enablerepliestobelinkedwithearliercorrespondenceandensurethattheyreachtherightpersonordepartmentwithoutdelay.Forexample,INTERCITYBANKPlc58JalanThamrin·Jakarta·IndonesiaTelephone375018Fax376756

Yourref:JS/jb/366Ourref:PL/fh/24612January1987Mr.BasukiJakartaFurnishings7JalanArjunaJakartaReferencenumbers

enablerepliestobelinkedwithearliercorrespondenceandensurethattheyreachtherightpersonordepartmentwithoutdelay.1.2.2Learningabouttheessential&optionalcomponentsofBEletters

B.ReadthedescriptionoftheoptionalpartsofBElettersandanswerthequestionsbelow.a.Whatisthefunctionofthereferencenumbers,theattentionlineandthesubjectline?

b.Theattentionline（经办人姓名）isusedwhenthewriteroftheletteraddressedtoacompanywishestogetitdeliveredordirectedtoaparticularpersonortheproperdepartment.Theattentionlinealwaysfollowstheinsideaddressandprecedesthesalutation.Itmaybetypedflushwiththeleftmarginorcenteredonthepage.Itiswritteneitherinallcapitallettersorunderlined.Forexample,Attention:MarketingDepartmentAttentionofPersonnelDepartmentFortheattentionofMrHeathcliffeTheattentionlineisusedwhenthewriteroftheletteraddressedtoacompanywishestogetitdeliveredordirectedtoaparticularpersonortheproperdepartment.c.Thesubjectlineofaletterisusedwhenthewriterwantstotellthereaderthesubjectoftheletter.Thesubjectlinealwaysfollowsthesalutationandprecedesthebodyofaletter.Itmaybetypedflushwiththeleftmarginorcenteredonthepage.Whenbothanattentionlineandasubjectlineareincludedinaletter,followthesametypingstyleforeach.Theintroductorywordorphraseisalwaysfollowedbyacolon.Forexample,Subject:InquiryaboutpaintbrushesRe:ProposeddelayoftheshipmentSUBJECT:LETTEROFCREDITNO2472Thesubjectlineofaletterisusedwhenthewriterwantstotellthereaderthesubjectoftheletter.

1.2.2Learningabouttheessential&optionalcomponentsofBEletters

B.ReadthedescriptionoftheoptionalpartsofBElettersandanswerthequestionsbelow.b.Whataretheidentificationinitials?Whatisenclosure?AndwhataretheC.C.lineandtheP.S.line?

d.Identificationinitials（写信人或口授信函的人及打字员姓名的缩略/署名）identifythewriteroftheletterandthepersonwhotypesit.Theyaremainlyusedforadministrativepurposes.Theinitialsofthesignercomefirst,inallcapitalletters,followedbytheinitialsofthetypist,separatedeitherbyaslash(/)oracolon.Identificationinitialsareusuallytypedflushwiththeleftmargintwospacesbelowthesignature.Forexample,AS/huOr:AS:huIdentificationinitialsaretheinitialsofthesignerandtheinitialsofthetypist.e.Theword,“Enclosure”,isself-descriptive.Itmeansthatthematerialotherthantheletteritselfisenclosed.Awriterwhoisenclosinganythinginthelettershouldindicatethisbyusingtheword,“Enclosure”oritsabbreviation“Enc”,“Encl”or“encl”.Itfollowstheidentificationinitialsandistypedflushwiththeleftmargin.Enclosuremeansthatthematerialotherthantheletteritselfisenclosed.1.2.2Learningabouttheessential&optionalcomponentsofBEletters

B.ReadthedescriptionoftheoptionalpartsofBElettersandanswerthequestionsbelow.b.Whataretheidentificationinitials?Whatisenclosure?AndwhataretheC.C.lineandtheP.S.line?

f.Copiesofthelettermaybesenttovariouspeople,whoneedtoknowaboutthemessageeventhoughitdoesn’tpertaintothemdirectly.Thesemaybecarboncopies,butmostlikelytheywillbephotocopied.Thenotations（标记）of“Copiesto”,“C”(copy),“CC”(carboncopy),“PC”(photocopy),or“XC”(Xeroxcopy)designatethatothersarereceivingcopies.TheCClinedesign