商务英语写作第二章

1、Chapter Two,Layout & Practice on Business Letter-Writing,Substantial big Utilize use For the purpose of for Have need for need Due to the fact that because During the year of during In many cases often For the reason that since Remuneration pay Domicile Home, house,Revision,We are in receipt of the

2、letter you sent to us on May 24. We have received your letter of May 24. We wish to let you know that we fully appreciate the confidence you reposed on us. We appreciate you have confidence in us. Mail your payment at once. Would you please send us your payment as soon as possible? Perhaps you could

3、 afford to run a store that way, but we cannot. We are sure that you know there would be a better way to run a store.,Objectives:,Section 1Structural Parts of Business Letters,The Principal Parts of Business Letters,1. letterhead 2. the date line 3. the inside address 4. the salutation 5. the body o

4、f the letter 6. the close 7. the signature,The letterhead,1. the full name of the company 2. address Other optional parts for a business letterhead: Logo Icon of products Type of business (importer, exporter.),F M SEWING SUPPLIES, LTD. 128 Jiangning Road, Nanjing, Jiangsu, China, Tel: (025) 2000 000

5、0 Fax: (025) 2000 0001 Zip code: 210000 Shanghai Garments Trading Co., Ltd. 123 Huaihai Road, Shanghai 200300, China Tel: 6200 0000 Fax: 6200 0001,The Date Line,The position (left / right) The type order: D/M/Y (M/D/Y) The expression of D/M/Y D ( 1, 2, 3, 4. / 1st, 2nd, 3rd, 4th ) M (January, Februa

6、ry, March,) Y ( 2007, 2004) e.g. 6 March 2005 September 12, 2007,F MSEWING SUPPLIES, LTD.128 Jiangning Road, Nanjing, Jiangsu, China,Tel: (025) 2000 0000 Fax: (025) 2000 0001 Zip code: 210000,5th August 2010 The sales manager Ganjiang Potteries Ltd. 83 Ciqi Street Jingdezhen, jiangxi China Dear Sir

7、or Madam, We are writing to you on behalf of our principals in America who are interested in importing chinaware from China. Could you send us your latest catalogue and price-list, quoting your most competitive prices? Our principals are a large chain store in America and will probably place substan

8、tial orders if the quality and prices of your products are suitable. We look forward to hearing from you soon. Yours faithfully, V. Doraraj,Shanghai Garments Trading Co., Ltd.123 Huaihai Road, Shanghai 200300, ChinaTel: 6200 0000 Fax: 6200 0001,June 16, 2009 The sales manager Ganjiang Potteries Ltd.

9、 83 Ciqi Street Jingdezhen, jiangxi China Dear Sir or Madam, We are writing to you on behalf of our principals in America who are interested in importing chinaware from China. Could you send us your latest catalogue and price-list, quoting your most competitive prices? Our principals are a large cha

10、in store in America and will probably place substantial orders if the quality and prices of your products are suitable. We look forward to hearing from you soon. Yours faithfully, V. Doraraj,The Inside Address,Why do we need to write inside address again? The position (left / two lines) The possible

11、 components: 1. full name of the recipient (if it is known) e.g. Mr. John Smith or Mr. J.M Smith (Mr. Smith ) 2. business title of the recipient 3. name of the company e.g. China International Trust and Investment Corporation shortened as : China Intl Trust Investment Corp. CITIC 4. address,DE Dolly

12、 Enterprises Pte. Ltd. Midlink Plaza Singapore 0718 Fax:3000001 Tel:3000000,9 August 200- The sales manager Ganjiang Potteries Ltd. 83 Ciqi Street Jingdezhen, jiangxi China Dear Sir or Madam We are writing to you on behalf of our principals in America who are interested in importing chinaware from C

13、hina. Could you send us your latest catalogue and price-list, quoting your most competitive prices? Our principals are a large chain store in America and will probably place substantial orders if the quality and prices of your products are suitable. We look forward to hearing from you soon. Yours fa

14、ithfully, V. Doraraj,The Salutation,a. addressing to a company rather than to an individual within the company b. Addressing to an unknown individual Dear sir Dear sir or Madam c. Addressing to a known individual Dear + courtesy title + the persons surname e.g. Dear Mr. Johnson ( Dear Mr. R Johnson

15、) d . No punctuation,KKKiddie Korner, Inc.202-418 Richards Street Vancouver, B.C.Canada V6B3A7,March 2, 200- Datex Trading Co. Ltd. Lianfang Building Dalian, Liaoning China Dear Sir or Madam We were impressed by the selection of sweaters that were displayed on your stand at the Menswear Exhibition t

16、hat was held in Chicago last month. We are a large chain of retailers and are looking for a manufacturer who could supply us with a wide range of sweaters for the teenage market. As we usually place very large orders, we would expect a quantity discount in addition to a 20% trade discount off net li

17、st prices, and our terms of payment are normally 30-day bill of exchange, documents against payment. If these conditions interest you, and you can meet orders of over 1000 garments at one time, please send us your current catalogue and price-list. We hope to hear from you soon. Yours faithfully, Fre

18、d Johns Chief buyer,The Body of The Letter,The Importance of It The Position The First Paragraph 1. indicate the subject and the purpose of the letter 2. acknowledge any previous correspondence 3. establish a satisfactory tone The Second Paragraph The Last Paragraph 1. show friendliness and good wil

19、l 2. leave the reader with a single clear-cut thought or idea 3. inspire whatever action or response is desired,DE Dolly Enterprises Pte. Ltd. Midlink Plaza Singapore 0718 Fax:3000001 Tel:3000000,9 August 200- The sales manager Ganjiang Potteries Ltd. 83 Ciqi Street Jingdezhen, jiangxi China Dear Si

20、r or Madam We are writing to you on behalf of our principals in America who are interested in importing chinaware from China. Could you send us your latest catalogue and price-list, quoting your most competitive prices? Our principals are a large chain store in America and will probably place substa

21、ntial orders if the quality and prices of your products are suitable. We look forward to hearing from you soon. Yours faithfully, V. Doraraj,The Complimentary Close,The position (left / right / center) The expression of it,KKKiddie Korner, Inc.202-418 Richards Street Vancouver, B.C.Canada V6B3A7,Mar

22、ch 2, 200- Datex Trading Co. Ltd. Lianfang Building Dalian, Liaoning China Dear Sir or Madam We were impressed by the selection of sweaters that were displayed on your stand at the Menswear Exhibition that was held in Chicago last month. We are a large chain of retailers and are looking for a manufa

23、cturer who could supply us with a wide range of sweaters for the teenage market. As we usually place very large orders, we would expect a quantity discount in addition to a 20% trade discount off net list prices, and our terms of payment are normally 30-day bill of exchange, documents against paymen

24、t. If these conditions interest you, and you can meet orders of over 1000 garments at one time, please send us your current catalogue and price-list. We hope to hear from you soon. Yours faithfully, Fred Johns Chief buyer,The Signature,The position (follows the close) It may include : your signature

25、 your business title the name of the department ( sometimes) e.g. Gorge F. Smith Assistant Manager Overseas Sales Department,DE Dolly Enterprises Pte. Ltd. Midlink Plaza Singapore 0718 Fax:3000001 Tel:3000000,9 August 200- The sales manager Ganjiang Potteries Ltd. 83 Ciqi Street Jingdezhen, jiangxi

26、China Dear Sir or Madam We are writing to you on behalf of our principals in America who are interested in importing chinaware from China. Could you send us your latest catalogue and price-list, quoting your most competitive prices? Our principals are a large chain store in America and will probably

27、 place substantial orders if the quality and prices of your products are suitable. We look forward to hearing from you soon. Yours faithfully, V. Doraraj Sales Manager,KKKiddie Korner, Inc.202-418 Richards Street Vancouver, B.C.Canada V6B3A7,March 2, 200- Datex Trading Co. Ltd. Lianfang Building Dal

28、ian, Liaoning China Dear Sir or Madam We were impressed by the selection of sweaters that were displayed on your stand at the Menswear Exhibition that was held in Chicago last month. We are a large chain of retailers and are looking for a manufacturer who could supply us with a wide range of sweater

29、s for the teenage market. As we usually place very large orders, we would expect a quantity discount in addition to a 20% trade discount off net list prices, and our terms of payment are normally 30-day bill of exchange, documents against payment. If these conditions interest you, and you can meet o

30、rders of over 1000 garments at one time, please send us your current catalogue and price-list. We hope to hear from you soon. Yours faithfully, Fred Johns Chief buyer,The Optional Parts of A Business Paper,1. Attention Line Purpose: This line may be used if you wish to address the letter to a partic

31、ular member or department of the company, but you perhaps only know the surname of the member and cant write this in the inside address Position : Flushed with the left hand margin or placed in the center of the page. Generally inserted between the inside address and the salutation With double space

32、s above and below it e.g. Attention: Mr. Wang, Export Manager For the attention of Pual Yang Attn: Import Dept.,2. Subject Line,It gives a brief indication of the content of the letter. It is placed two lines below the salutation and above the body of the letter. The line may begin with or without t

33、he word subject. E.g. Subject: Proposed delay of the delivery Our Sales Confirmation No. TE51 Proposed delay of the delivery SUBJECT: NEW PRICE LIST,Enclosure If something is enclosed with the letter-such as a bill, check, or copy of another letter-attention should be called to it by writing Enclosu

34、re or Enclosures two lines below the last line of the signature in the lower left hand corner. The word can be shorten to Enc or Encl followed by a period or colon. Encl: 2 commercial invoices Enc: 1 price list 1 certificate,Copy Notation,When you want your correspondent to know that the letter is t

35、o be sent to a third party, it is usual to indicate this by typing cc or CC followed by two spaces and the name of the recipient of the copy. The usual position is at the foot of the letter two lines below the signature or immediately below the enclosure. cc Mr. William Carter, Vice-President CC Mis

36、s. Fan Zhonghui, Sales Manager,References,Reference are quoted to indicate what the letter refers to (Your Ref.) and the correspondence to refer to when replying (Our Ref. ). Usually below the date line Your ref: 23TMR/AW/25 Aprial 2004/3/25 Our ref: 23PTR/ xn Dear Sirs, We refer to your letter of N

37、ovember 12, 2004,ref. TY 1160,Exercises,1.信头 letter Head 2.日期 Date 3.封内地址 Inside Address 4.称呼 Salutation 5.正文 Body 6.结尾敬语 Complimentary Close 7.签名 Signature 8.事由 Subject 9.附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carton Copy,Exercise,ELECTRICAL APPLIANCES CO. P. O. Box 3259 XXXX, XXX Jan

38、uary 22 1997 Mr. Green The Manager Clarke &. Smith Co. Ltd. 68 High Street London England Dear Sir or Madam, We thank your letter of 17th January, asking us details and prices of our electric heaters. We are pleasure in enclosing our latest price list and catalogue, together with Model X - 4s detail

39、s. Please do not reluctant to write when you require further information, which shall always have our best attention. Yours very truly, Electrical Appliances Co. Ltd. Manager,Answer,ELECTRICAL APPLIANCES CO. P. O. Box 3259 XXXX, XXX January 22,1997 The Manager Clarke &. Smith Co. Ltd. 68 High Street

40、 London England Dear Sir or Madam We thank your letter of 17th January, asking us details and prices of our electric heaters. We are pleasure in enclosing our latest price list and catalogue, together with Model X - 4s details. Please do not reluctant to write when you require further information, w

41、hich shall always have our best attention. Yours faithfully, Caroline Roberts Vice President,Answer,Section 2Writing for Establishing Business Relations,I. How to Find New Customers and Establish Business Relations,Web Banks Commercial Counselors Office 商务参赞处 Chambers of Commerce in foreign countrie

42、s 商会 Trade Directory 贸易名录 Advertisements Attendance at trade fairs and exhibitions held at home and abroad 参加国内外的商品交易会和博览会 Mutual visits by trade delegations and groups 商务代表团互访,II. The Main Content of the Letters for Establishing Business Relations,1) Refer to the ways to obtain the addressees name

43、and address 2) Indicate clearly the intention of the letter 3) Introduce the scope of business briefly 4) Express the hope for future business relations,III. Read and Explain Sample Letters,Sample 1: A Letter for Establishing Business Relations,Dear Sirs, We have your name and address through the in

44、troduction of Mr. A.G. TopWorth of Swanson & Bros., of Hamburg, who is one of our old clients. We wish to inform you that we specialize in exporting chinaware and shall be pleased to enter into business relations with you. If our above desire coincides with yours, please let us know and also keep us

45、 informed of your specific enquiries so that we can send our illustrated catalogue and price list for your reference without delay. In the meantime, we shall appreciate it very much if you will furnish us with the name of your bank prior to the conclusion of an initial transaction between us. We are

46、 looking forward to receiving your first enquiry. Yours sincerely,Answer the Following Questions,1. What does the writer say in the first paragraph of the message? 2. What does the writer ask the addressee to do?,Words and Phrases,1.client a person who pays for help or advice or to get some service,

47、e.g. The enquiry agency has a lot of clients.,e.g. We have entered into a contract with a firm in America.,e.g. We have received a number of enquiries from our trade connections here for your new products.,2.enter into start upon, begin to take part in,3.enquiry a request for information on the supp

48、ly of certain goods,Words and Phrases,4.catalogue a complete list of articles, usually in alphabetical order and often with descriptions of the articles,e.g. We are enclosing a copy of our catalogue as requested in your letter of January 20.,e.g. We have finally concluded the transaction after so ma

49、ny negotiations.,5.transaction a piece of business,Sample 1: Reply to A Letter for Asking to Establish Business Relations,Dear Sirs, With reference to your letter of June 27, we are glad to learn that you wish to enter into trade relations with us, which also meets our interest. To give you a genera

50、l idea of our products, we are sending you by air a catalogue showing various products being handled by this corporation with detailed specifications and means of packing. Quotations and samples will be sent upon receipt of your specific enquiries. As we have not had the pleasure of doing business w

51、ith you in the past, we would like to inform you that our goods for export are to be inspected by the Shanghai Commodity Inspection Bureau before shipment, and necessary certificates in regard to the quality and quantity of the shipment will be provided. We are looking forward to your early reply. Y

52、ours faithfully,Answer the Following Questions,1. What does the writer say in the first paragraph? 2. What does the writer do in the body of the letter?,Words and Phrases,learn receive instructions, become informed of,e.g. We have learned from our agent in London about your range of electric typewri

53、ters.,e. g. Her husband works for a very big corporation.,corporation company,handle use (goods) in business, esp. for sale,e.g. We dont handle that sort of book.,Refer to sample,Words and Phrases,e.g. Your quotations for leather jackets are too high to be acceptable.,quotation amount stated as curr

54、ent price of stocks or commodities on sale,e.g. The shipment is ready, so please open the relevant L/C as soon as possible.,shipment a load of goods sent together,Refer to sample,Exercise,1. Complete the following letter with the following words：,in importers pleasure enter by upon,Dear Sirs Learnin

55、g from the Commercial Counselors Office of our Embassy in your country that you are one of the leading_ of canned foodstuffs, we have the of introducing ourselves to you as a state corporation specializing_ the export of canned goods, and express our desire to_ into business relations with you. In o

56、rder to give you a general idea of our canned goods, we are sending you separate airmail a copy of our latest catalogue. Quotations and samples will be sent_ receipt of your specific enquiries. We are looking forward with interest to hearing from you.,in importers pleasure enter by upon,Exercise,2.

57、Fill in the following blanks.,establish to idea enclosing goods,Gentlemen: The Commercial Counselors Office of the Embassy of your country in China has conveyed to us your desire and proposal to business relations with the foreign trade corporation of China. A copy of your letter that effect has bee

58、n handed to us. Our lines are mainly textiles. We wish to establish business relations by the commencement of some practical transaction. To give a general of the various kinds of textiles now available for export, we are_ herewith a catalogue and a price list for you examination. Any specific enqui

59、ries from you would be appreciated. At the same time we want to know your details and prices of various kinds of you would be interested in selling. We would be glad to study the sales possibilities in our market. We look forward to receiving from you good news. Faithfully yours,establish to idea enclosing goods,S