(外贸英语函电)第一章商务信函的组成

Chapter1CompositionofBusinessLettersinForeignTradeEnglishCorrespondence目录OverviewofBusinessLettersThebeginningofabusinessletterThemaintextofabusinessletter目录EndofBusinessLetterAttachmentofBusinessLetter01OverviewofBusinessLettersDefinitionofBusinessLettersBusinesslettersareformalletterswrittenforofficialorbusinesspurposes,usuallybetweenbusinessesorindividualsinvolvedinforeigntrade.02Theyareusedtocommunicateinformation,negotiateterms,andestablishbusinessrelationships.03Businesslettersshouldbewell-structured,clear,andfreeofgrammarandspellingerrors.01Usedtogatherinformationaboutaproductorservice,usuallyfromasupplier.LettersofInquiryUsedbycustomerstoreportproblemswithproductsorservices.LettersofComplaintSentbysupplierstopotentialcustomers,providinginformationaboutproductsandprices.LettersofQuotationUsedbycustomerstoplaceorderswithsuppliers.LettersofOrderTypesofBusinessLettersTheletterhead:Containsthesender'scontactinformation,includingname,address,andcontactnumbers.FormatofBusinessLettersSpecifiesthedatetheletteriswritten.Includestherecipient'scontactinformation,suchasname,address,andcontactnumbers.FormatofBusinessLettersTheinsideaddressThedateABCDFormatofBusinessLettersThesalutationAformalgreetingaddressingtherecipient.ThecomplimentarycloseAformalclosingstatementexpressinggratitudeorgoodwishes.ThebodyoftheletterContainsthemaincontentoftheletter,includingthepurpose,information,andrequests.ThesignatureThesignatureofthesender,usuallyarepresentativeofthebusinessororganization.02ThebeginningofabusinessletterThepurposeofthebeginningThepurposeorreasonforwritingthelettershouldbestatedclearlyatthebeginning,sothattherecipientknowswhytheyarereceivingit.ReasonforcorrespondenceThebeginningofabusinessletterusuallyincludesgreetingstotherecipientandexpressionsofcourtesytoestablishapositivetone.GreetingsandexpressionsofcourtesyItisimportanttoidentifythesenderinthebeginning,sothattherecipientknowswhotheletterisfrom.IdentificationofthesenderFormallanguageThelanguageusedinthebeginningofabusinesslettershouldbeformalandprofessional,avoidingcolloquiallanguageorslang.DirectlanguageThelanguageshouldbeclearanddirect,avoidingambiguityorvagueness.PolitelanguageThelanguageshouldbepoliteandrespectful,usingappropriatehonorificsandexpressionsofgratitude.010203ThelanguagestyleatthebeginningCommonexpressionsatthebeginning"Dear[Name],"or"To[Name],"or"DearSir/Madam:"Thesearecommonexpressionsusedtobeginabusinessletter."Ihopethisletterfindsyouwell."Thisisacommonexpressionusedtoexpressgoodwishestotherecipient."Iamwritingto[statethepurposeoftheletter]."Thisexpressionisusedtoclearlystatethepurposeoftheletter."Iwouldliketoexpressmygratitudefor[mentionsomethingtherecipienthasdone]."Thisexpressionisusedtoshowappreciationforsomethingtherecipienthasdone.03ThemaintextofabusinessletterIntroductionBrieflyintroducethepurposeoftheletterandestablishaconnectionwiththereader.BodyProvidedetailedinformationaboutthesubjectmatter,includingrelevantbackgroundinformation,currentsituation,andtherequestedaction.ConclusionSummarizethemainpointsandreiteratethepurposeoftheletter.Expressgratitudeorappreciation,andclosewithaformalsalutation.ThestructureofthemaintextKeypointsofwritinginthemaintextClearandconciselanguageUsesimplelanguageandavoidjargontoensurethatthemessageiseasilyunderstood.CorrectgrammarandpunctuationEnsurethatthegrammarandpunctuationarecorrecttoconveyaprofessionalimage.OrganizedstructureArrangetheinformationinalogicalordertofacilitateunderstanding.FocusingonreaderneedsAddressthereader'sneedsandconcernstoestablishaconnectionandpromotecooperation.CommonexpressionsinthemaintextWehopethisinformationishelpful.Welookforwardtoyourreply.Pleaseletusknowifyouhaveanyquestions.Thankyouforyourattentiontothismatter.04EndofBusinessLetterFormalendingusedinofficialbusinessletters,emphasizingformalityandrespect,suchas"Yourssincerely,""Yoursfaithfully,"etc.Informalendingusedinlessformalletters,conveyingamorepersonaltouch,suchas"Bestregards,""Takecare,"etc.Partingendingusedtoexpressfarewellorappreciation,suchas"Thankyouforyourattention,""Wishingyouthebest,"etc.TypesofendingsThelanguageoftheendingshouldbesimple,conciseandpolite,avoidingusingtoomanyfloweryoremotionalwords.Thetoneshouldbeconsistentwiththetoneoftheletter,avoidingabruptchangesintoneorlanguage.Itshouldreflecttherelationshipbetweenthesenderandtherecipient,andshowrespectandcourtesy.Thelanguagestyleoftheending03"Thankyouforyourattention,""Wishingyousuccessinallyourendeavors,"etc.arecommonpartingendings.01"Yourssincerely,""Yoursfaithfully,""Sincerely,""Faithfully,"etc.arecommonformalendings.02"Bestregards,""Takecare,""Wishingyouthebest,"etc.arecommoninformalendings.Commonexpressionsattheend05AttachmentofBusinessLetter要点三CompletenessAttachmentsprovideadditionalinformationthatmaynotbeincludedinthebodyoftheletter,ensuringcomprehensivenessandavoidingtheneedforfollow-upcommunication.要点一要点二EfficiencyAttachmentsallowforthetransferoflargeamountsofdatainacondensedformat,savingtimeandeffortcomparedtodetailedverbalexplanationsorwrittensupplements.ProfessionalismTheinclusionofattachmentsdemonstratesalevelofprofessionalismandattentiontodetail,aswellasacommitmenttoprovidingthenecessaryinformationtoensureclarityandunderstanding.要点三TheimportanceofattachmentsFiletypeAttachmentsshouldbesavedinacommonlyusedfileformat,suchasPDF,Word,Excel,orPowerPoint,toensurecompatibilityacrossdifferentplatformsandsoftware.FilenameThefilenameshouldclearlyindicatethecontentsoftheattachment,makingiteasyfortherecipienttoidentifyandorganizethefile.FilesizeAtta