商务英语写作2格式电子教案

BUSINESSWRITING

商务英语写作

CourseOutline6/15/20261TextBook《商务英语写作》胡英坤车丽娟主编外语教学与研究出版社6/15/20262Contents1AnOverviewofBusinessWriting2StructureandStyleofBusinessLetters3Sales-relatedInquiries

andReplies4OrdersandConfirmationLetters5LettersaboutShipment商务信函的结构与格式商务写作概述

询盘与回复订单与确认函装运函6/15/202636LettersAboutPaymentandSettlementofAccounts7RoutineClaimsandAdjustment8PersuasiveClaimsandRefusals9SalesLetters10InvitationandThank-youLetters付款与结帐函日常投诉与理赔

邀请函与感谢信

销售函

说服性索赔与拒绝函6/15/2026411LettersofApologyandCongratulation12NoticeandAnnouncement13MemosandMinutes14Preparingresumes15LettersofApplication道歉信与祝贺信通知与通告备忘录与会议记录准备简历申请信6/15/2026516LettersofRecommendation17Proposals18OrganizingandPreparingReports19Questionnaires20BusinessAgreements意向书商务协议调查问卷推荐信报告6/15/20266BUSINESSWRITING

商务英语写作StructureandStyleofBusinessLetters

Chapter2商务信函的结构与格式6/15/20267Thefirstimpressionabusinesslettermakesonitsreaderoftendetermineswhetherthatletterwillactuallyberead,anditalsomaydeterminethereader’sreactiontothecontentsoftheletter.Awell-dressedexecutiveprojects(传达)aqualityimage.Awell-dressedletteralsoprojectsaqualityimage.6/15/20268LetterStructuresandPlacement1.Letterhead2.Date3.InsideAddress4.AttentionLine5.Salutation6.SubjectLine

7.Body8.ComplimentaryClose9.Signature10.ReferenceInitials11.Enclosure12.CopyNotation

Twelveelementsofbusinessletters:信头日期封内地址指明收信人称呼事由/主题行信文结尾礼词签名打字员姓名缩写附件抄送6/15/20269Amongthesetwelveelements,letterhead,date,insideaddress,salutation,thebody,thecomplementarycloseandthesignaturearenecessaryforabusinessletter,whiletheothersareoptional.Eachofthetwelveelementsiselaboratedasfollows.6/15/202610twelveelementsNecessaryLetterheadDateInsideAddressSalutationBodyComplementaryCloseSignatureOptionalAttentionLineSubjectLineReferenceInitialsEnclosureCopyNotation6/15/2026111.Letterhead信头Abusinessletterisusuallytypedonprintedletterheadpaper.Aletterheadgenerallycontainsthefollowinginformation:*

Thenameofthefirm*

Itsaddressandpostalcodes*

Telephonenumber*

Faxnumber*

Internetaddress*

E-mailaddress*

Telegraphicandtelexaddress*

Atrademarkorabriefslogan,etc.6/15/202612Forexample:EASTERNTEXTILESIMP.&EXP.CO.,LTD.289ChangchunRoad,Dalian,ChinaTelaxttp://www.easeterntextileE-mail:bcxbcx411cn6/15/2026132.Date日期

Thedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).EventhoughweChinesepreferYear/Month/Dayformat,itisbettertouseAmericanorBritishformatinbusinessEnglishletters.Asthedateisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.6/15/202614-Dateconsistsofthedate,month,year.-Twowidelyacceptedstyles:June12,2019or20July,2019-Donotuseonlyfigures,i.e.12/6/06,becausenotallEnglish-speakingpeopleagreeontheorderofthedate.6/15/202615Rewritethefollowingdateforstandardbusinessletters6/5/0610-9-068June2019Oct.28,06jan.13.20196/15/2026163.InsideAddress封内地址

Theaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftype(thepitch)used,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.6/15/202617Arrangethefollowing

informationintoletterheadorinsideaddress:U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartment/13350RotundaDriveChina/Beijing100021/BeijingMetal/President/LinFang/Eastlane/2346/15/2026184.AttentionLine指明收信人Ifyousendyourmessageofficiallytoanorganization,anattentionlineallowsyoutosenditdirectlytoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.6/15/202619Acolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

6/15/2026205.Salutation称呼Formostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Evenifyouareonafirst-namebasis(DearLeslie),besuretoaddacolon(oracomma,notasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.6/15/202621ExamplesofSalutations

DearSir

withoutspecificreference,formalDear

Sirs

withoutspecificreference,formalGentlemen

withoutspecificreference,formalLadies

and

Gentlemen

withoutspecificreference,formalDearMr.Ahrendsen

male,neveruseMisterinsteadofMr.DearMrs.Ahrendsen

marriedwomenDearMissAhrendsen

unmarriedwomen,girlsDearMs.Ahrendsen

female,maritalstatusunknownDearMessrs.Ahrendsentwoormoremaleaddresseessharethesamesurname;beforepartnershiporcompany,

e.g.Messrs.JamesSmith&Co.,Ltd.DearMmes.Ahrendsen

addressingtwoormoreladiesunderthesamesurnameDearDr.Ahrendsen

professionaltitletoshowbusinesscourtesyDearProfessorAhrendsen

Prof.isalsousedsometimes.DearSalesAgent

Whentheindividual’snameisunknown,usethePerson’sprofessionaltitle.

PersontoAddress6/15/202622Whatsalutationwouldyouusetoaddressaletterto:Acompany(anewclient)DavidJ.Lee(businessmanwithdoctorate)CandyLester(unknownmaritalstatus)AmarketingmanagerMr.BranJackson&Mr.KevinJacksonMr.FroyLongman&Mrs.JaneLongman6/15/2026236.SubjectLine事由/主题行Asubjectlinehelpsidentifythesubjectoftheletter.Althoughexpertssuggestplacingthesubjectlinetwolinesbelowthesalutation,manybusinessesactuallyplaceitabovethesalutation.Usewhateverstyleyourorganizationprefers.Usingasubjectlinewillalertyourreadertothecontentofyourmessageandenablehimorhertodecidewhethertheletterrequiresimmediateattention.Soasubjectlineisoftenunderlinedortypedincapitals.6/15/202624Underlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliveryofOrder123Subject:OrderNo.1232forTea-sets6/15/2026257.Body信文Thisistheactualmessageofaletter.Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.6/15/202626TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.6/15/2026278.ComplimentaryClose结尾敬词Typedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformal(Verytrulyyours)orinformal(SincerelyyoursorCordiallyyours).6/15/202628Formal:Yoursfaithfully,Yourstruly,Faithfullyyours,Informal:Sincerely,Bestregards,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,6/15/202629Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,6/15/202630Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:formalYoursfaithfully，DearSirsformalVerytrulyyours，DearMr.LorgansemiformalSincerelyyours，DearTom,informalSincerely，6/15/2026319.Signature签名1)OrganizationName:Ifanorganizationnameisusedafterthecomplimentaryclose,thenameshouldbetypedentirelyincapitalstwolinesbelowthecomplimentaryclose.2)Author,Title,andDepartment:Theauthoroftheletterneedsspacetosignhisorhername;therefore,threeblanklinesshouldbeleftabovethetypednameoftheauthor.Ifshort,theauthor’stitleordepartmentmayappearonthesamelineastheauthor’sname.Iflong,itshouldbetypedimmediatelybelowtheauthor’sname.6/15/20263210.ReferenceInitials

打字员姓名缩写Theinitialsofthetypistaretypedtwospacesbelowtheauthor’snameandtitle.Iftheauthorchoosestoincludehisorherinitialsinthereferenceinitialsline,theauthor’sinitialsshouldappearbeforethetypist's(EM:mef).6/15/202633Theseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesignercomefirstincapitalandfollowedbytypist’sinlower-caseletter.e.g.DLH/nrzDLH:nrzDLH*nrz6/15/20263411.Enclosure(orAttachment)附件Ifanenclosure(orattachment)accompaniestheletter,anotationtothateffectisplacedtwolinesbelowthereferenceinitials.Thisnotationremindsthetypisttoinserttheenclosureintheenvelope,anditremindstheletterreceivertolookfortheenclosure(orattachment).Thenotationmaybespelledout(Enclosure/Attachment),oritmaybeabbreviated(Enc./At.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).6/15/202635Thenotationmaybespelledout(Enclosure/Attachment),oritmaybeabbreviated(Enc./

At.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).

Enclosure:SaleAccountEnc.(4)Enclosure(2):PackinglistCommodityInspectionCertificate

6/15/20263612.CopyNotation抄送Ifcopiesofabusinessletterhavebeenmadeforotherindividuals,acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused).Acolonfollowingisoptional.MostpeopleprefertousenotationslikeCC,cc,Cc,(allmeancarboncopy).Sincemostcopiesarenowphoto-copied,somepeopleusethenotationXC(xeroxcopy),PC(photocopy),orC(copy).However,ifyoudonotwanttheaddresseetoknowthatsomeoneelseisreceivingacopy,donotincludethisnotationontheoriginalcopy.6/15/202637CopyNotationWhentheletterisdesiredtosendtoothers.Thewriterwantstherecipientawareofthepersonsreceivingthecopyoftheletter.Acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused)CC,cc,Cc(Carboncopy),

XC(Xeroxcopy),PC(Photocopy),C(Copy)6/15/202638Usingtheinformationtopreparethepartsneededforthelettersbelow.TheletterissignedbyMr.RobertOsteenandtypedbyyou.Therearethreeenclosures:thesalescontract,thelistofpurchaseprices,thelistofsellingpricesforthelastweek.AXeroxcopyofthelettermustbesenttotheGreatSeaCompanyThelettermustbesenttotheveryperson,Mr.DannyBrown,theSalesManager.

Practice!6/15/202639StylesofBusinessLetters

Youshouldbefamiliarwithatleastfourbusinessletterstyles:BlockModifiedBlockSimplifiedIndented.

齐头式

改良齐头式简化式

缩进式6/15/2026401.BlockStyle齐头式Allitslines(fromthedateline)beginattheleftmargin.6/15/2026412.ModifiedBlockStyle改良齐头式Thedateline,referenceline(ifused),complimentaryclose,organizationname(ifused),author’sname,andtitlebeginattherightorcenterofthepage.Thefirstlineofeachparagraphmaybeginattheleftmarginormaybeindentedfiveortenspaces.Allotherlinesbeginattheleftmargin.

LETTERHEAD(信头)

_________（编号）_________（日期）

_______________________________（封内地址）

______________________________（称呼）

__________________________（事由）

__________________________________________

___________________________________________（信文）

___________________________________________________________________________（结尾敬词及签名）

__________________________________________（附件、附本、附言）

6/15/2026423.SimplifiedStyle简化式Alllinesbeginattheleftmargin.Noticethatasubjectlinetypedinallcapitals,replacesthesalutation.Atriplelinespaceprecedesandfollowsthesubjectline.Insteadofacomplimentarycloseorcompanyname,thewriter’snameandtitlearetypedinallcapitalsfivelinesbelowthelastlineoftheletterbody.LETTERHEAD(信头)

_____________（日期）

___________________________（封内地址）

___________________________（事由）

____________________________________________________（信文）

________________________________________________________________________

________________（签名）6/15/202643Intheindentedstyle,eachnewparagraphstartsfourorfivespacesfromtheleft-handmargin,whilethecomplimentarycloseandthesignaturearecentredorontheright-handsideofthesheet.LETTERHEAD(信头)_____________

（编号）_____________（日期）

__________________________（封内地址）__________________________（称呼）__________________________（事由）

____________________________________________________________________________（信文）

__________________________________________________________________________________

____________________________

_______________________________

（结尾敬词及签名）

______________________________

______________________________

_______________________________________________（附件、附本、附言）

4.IndentedStyle缩进式6/15/202644PunctuationStyles标点Twopunctuationstylesarecustomarilyusedinbusinessletters:mixedandopen.Lettersusingmixedpunctuationstylehaveacolonafterthesalutationandacommaafterthecomplimentaryclose.Lettersusingopenpunctuationstyledonothaveacolonafterthesalutationandacommaafterthecomplimentaryclose.6/15/202645Example:MixedPunctuationSalutation

DearMr.Emerson: ...

...

Complimentaryclose

Sincerely,OpenPunctuationSalutation

DearMr.Emerson ...

...

Complimentaryclose

Sincerely6/15/202646

II.

Readthefollowingletteranddiscusswithyourclassmateswhetherthereareanyproblemsinit.Thentrytoimproveit,andcontrastyourimprovedletterwiththeoriginaloneTheInternationalTradingCorporationDalian116025,LiaoningProvince93GreenAvenue,China2012/5/15Gold&Silver372West7thStreetParis10094Ref:

InquiryaboutWashingMachinesDearSirs,Attention:SalesDepartmentSomeyearsagoweboughtfromyouaconsignmentofwashingmachinesin2differentqualities.PleaseletusknowwhetheryouarestillmanufacturingwashingmachinesinthesequalitiesandquoteyourlowestpriceC.I.F.Dalian.Weshouldrequiredeliverywithin4weeksofplacingtheorder.Yoursfaithfully,MichelJohnsonSalesmanagerTheInternationalTradingCorporation6/15/202647Homework:writealetterusingthefollowingChineseinformation.格式：齐头式信头：本人名字和地址封内地址：美国纽约市第50大街10号Harper&Row出版公司邮编：NY10022写信日期：实际日期信文内容：从朋友处看到《成功的商务沟通》一书。为提高写作水平欲购一本。请出版商尽快告知付款方式希望9月底收到此书6/15/202648JiankunWangDUFE217,JianshanRoadShahekouDistrictDalian,116025,China

March21,2019Harper&RowPressHouse10FiftiethAvenueNewYork,NY10022U.S.A.LadiesandGentlemen:IamverylucktoseethebookSuccessfulBusinessCommunicationatmyfriendanditmustbeprettyhelpfulforimprovingmyEnglishwriting.Itwillbeverykindofyoutotellmeitspublicway,sothatIcanhaveone.I’mlookingforwardtoreceivingthebookattheendofSeptember.

Sincerelyyours,JiankunWang

6/15/202649MikaK377,DormitoryLiangForeignLanguageDepartment,DUFEShaHekoDistrict,116025DalianPeople’sRepublicofChinaTel:11111120thMarch2019Harper&RowPublishingHouse10th,theFiftiethAvenue,NY10022NewYorkAmericaDearSirs,IhavelearnttheSuccessfulBusinessCommunicationfrommyfriend.Inordertoimprovemywritingskills,Idecidedtosubscribeone.Itisappreciatedifyoucaninformmeofthepublishingmethodassoonaspossible.ThebookisexpectedtoarriveattheendofSeptember.YoursfaithfullyMika6/15/202650Zhang

Jintian

45LongjiangRoadShahekouDistinct

Dalian,NY,116023ChinaMarch19,2019DirectorHarper&RowPublishingCompany

10The50thStreet,

NewYork,NY,10022

U.S.A.

DearSir:

Iamverypleasedtosee《Successfulbusinesscommunication》frommyfriend.Toimprovethelevelofwriting,Iwanttobuyabook.Pleaseinformmethepaymentassoona