商务英语写作 2 格式

1、2020/7/11,1,BUSINESS WRITING商务英语写作Course Outline,2020/7/11,2,Text Book,商务英语写作 胡英坤 车丽娟 主编 外语教学与研究出版社,2020/7/11,3,Contents,1 An Overview of Business Writing 2 Structure and Style of Business Letters 3 Sales-related Inquiries and Replies 4 Orders and Confirmation Letters 5 Letters about Shipment,商务信函的结

2、构与格式,商务写作概述,询盘与回复,订单与确认函,装运函,2020/7/11,4,6 Letters About Payment and Settlement of Accounts 7 Routine Claims and Adjustment 8 Persuasive Claims and Refusals 9 Sales Letters 10 Invitation and Thank-you Letters,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,2020/7/11,5,11 Letters of Apology and Congratulation 1

3、2 Notice and Announcement 13 Memos and Minutes 14 Preparing resumes 15 Letters of Application,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,2020/7/11,6,16 Letters of Recommendation 17 Proposals 18 Organizing and Preparing Reports 19 Questionnaires 20 Business Agreements,意向书,商务协议,调查问卷,推荐信,报告,2020/7/11,7,BUSINESS W

4、RITING商务英语写作,Structure and Style of Business Letters,Chapter 2,商务信函的结构与格式,2020/7/11,8,The first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the readers reaction to the contents of the letter. A well-dressed ex

5、ecutive projects (传达) a quality image. A well-dressed letter also projects a quality image.,2020/7/11,9,Letter Structures and Placement,1. Letterhead 2. Date 3. Inside Address 4. Attention Line 5. Salutation 6. Subject Line,7. Body 8. Complimentary Close 9. Signature 10. Reference Initials 11. Enclo

6、sure 12. Copy Notation,Twelve elements of business letters :,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,2020/7/11,10,Among these twelve elements, letterhead, date, inside address, salutation, the body, the complementary close and the signature are necessary for a business letter, while the

7、others are optional. Each of the twelve elements is elaborated as follows.,2020/7/11,11,twelve elements,Necessary Letterhead Date Inside Address Salutation Body Complementary Close Signature,Optional Attention Line Subject Line Reference Initials Enclosure Copy Notation,2020/7/11,12,1. Letterhead 信头

8、,A business letter is usually typed on printed letterhead paper. A letterhead generally contains the following information: * The name of the firm * Its address and postal codes * Telephone number * Fax number * Internet address * E-mail address * Telegraphic and telex address * A trademark or a bri

9、ef slogan, etc.,2020/7/11,13,For example:,EASTERN TEXTILES IMP. before partnership or company, e.g. Messrs. James Smith therefore, three blank lines should be left above the typed name of the author. If short, the authors title or department may appear on the same line as the authors name. If long,

10、it should be typed immediately below the authors name.,2020/7/11,33,10. Reference Initials 打字员姓名缩写,The initials of the typist are typed two spaces below the authors name and title. If the author chooses to include his or her initials in the reference initials line, the authors initials should appear

11、 before the typists (EM: mef).,2020/7/11,34,Sample Reference Initials,These initials identify the writer of the letter and the person who typed it. The initials of the signer come first in capital and followed by typists in lower-case letter. e.g. DLH/nrz DLH:nrz DLH*nrz,2020/7/11,35,11. Enclosure (

12、or Attachment) 附件,If an enclosure (or attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. This notation reminds the typist to insert the enclosure in the envelope, and it reminds the letter receiver to look for the enclosure (or attachment)

13、. The notation may be spelled out (Enclosure/Attachment), or it may be abbreviated (Enc./At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309).,2020/7/11,36,Sample Enclosure Notation,The notation may be spe

14、lled out (Enclosure /Attachment), or it may be abbreviated (Enc./ At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309). Enclosure: Sale Account Enc. (4) Enclosure (2): Packing list Commodity Inspection Cer

15、tificate,2020/7/11,37,12. Copy Notation 抄送,If copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). A colon following is optional. Most people prefer to use notations like CC, cc, Cc, (all mean carbon copy)

16、. Since most copies are now photo-copied, some people use the notation XC (xerox copy), PC (photo copy), or C (copy). However, if you do not want the addressee to know that someone else is receiving a copy, do not include this notation on the original copy.,2020/7/11,38,Copy Notation,When the letter

17、 is desired to send to others. The writer wants the recipient aware of the persons receiving the copy of the letter. A copy notation is typed one or two lines below the enclosure notation (if used) CC, cc, Cc (Carbon copy), XC (Xerox copy), PC (Photo copy), C (Copy),2020/7/11,39,Using the informatio

18、n to prepare the parts needed for the letters below.,The letter is signed by Mr.Robert Osteen and typed by you. There are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for the last week. A Xerox copy of the letter must be sent to the Great Sea Company

19、The letter must be sent to the very person, Mr. Danny Brown, the Sales Manager.,Practice!,2020/7/11,40,Styles of Business Letters,You should be familiar with at least four business letter styles: Block Modified Block Simplified Indented.,齐头式,改良齐头式,简化式,缩进式,2020/7/11,41,1. Block Style 齐头式,LETTERHEAD (

20、 信头 ) _ （日期） _ （编号） _ （封内地址） _ （称呼） _ （事由） _ _ _（信文） _ _（结尾敬词） _（签名）,All its lines (from the date line) begin at the left margin.,2020/7/11,42,2. Modified Block Style 改良齐头式,The date line, reference line (if used), complimentary close, organization name (if used), authors name, and title begin at the

21、 right or center of the page. The first line of each paragraph may begin at the left margin or may be indented five or ten spaces. All other lines begin at the left margin. 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）,2020/7/11,43,3. Simplified Style 简化式,All

22、 lines begin at the left margin. Notice that a subject line typed in all capitals, replaces the salutation. A triple line space precedes and follows the subject line. Instead of a complimentary close or company name, the writers name and title are typed in all capitals five lines below the last line

23、 of the letter body. LETTERHEAD (信头) _（日期） _（封内地址） _（事由） _（信文） _ _ _（签名）,2020/7/11,44,In the indented style, each new paragraph starts four or five spaces from the left-hand margin, while the complimentary close and the signature are centred or on the right-hand side of the sheet. LETTERHEAD (信头) _

24、（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. Indented Style 缩进式,2020/7/11,45,Punctuation Styles 标点,Two punctuation styles are customarily used in business letters: mixed and open. Letters using mixed punctuation style have a colon after the salutation and a comma aft

25、er the complimentary close. Letters using open punctuation style do not have a colon after the salutation and a comma after the complimentary close.,2020/7/11,46,Example:,Mixed Punctuation Salutation Dear Mr. Emerson: . . Complimentary close Sincerely, Open Punctuation Salutation Dear Mr. Emerson .

26、. Complimentary close Sincerely,2020/7/11,47,II. Read the following letter and discuss with your classmates whether there are any problems in it. Then try to improve it, and contrast your improved letter with the original one The International Trading Corporation Dalian 116025, Liaoning Province 93

27、Green Avenue, China 2012/5/15 Gold & Silver 372 West 7th Street Paris 10094 Ref: Inquiry about Washing Machines Dear Sirs, Attention: Sales Department Some years ago we bought from you a consignment of washing machines in 2 different qualities. Please let us know whether you are still manufacturing

28、washing machines in these qualities and quote your lowest price C.I.F. Dalian. We should require delivery within 4 weeks of placing the order. Yours faithfully, Michel Johnson Sales manager The International Trading Corporation,2020/7/11,48,Homework: write a letter using the following Chinese inform

29、ation.,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,2020/7/11,49,Jiankun Wang DUFE 217, Jianshan Road Shahekou District Dalian, 116025, China March 21, 2010 Harper&Row Press House 10 Fiftieth Avenue New York, NY

30、10022 U.S.A. Ladies and Gentlemen: I am very luck to see the book Successful Business Communication at my friend and it must be pretty helpful for improving my English writing. It will be very kind of you to tell me its public way, so that I can have one. Im looking forward to receiving the book at

31、the end of September. Sincerely yours, Jiankun Wang,2020/7/11,50,Mika K377, Dormitory Liang Foreign Language Department, DUFE Sha Heko District,116025 Dalian Peoples Republic of China Tel: 111111 20th March 2010 Harper&Row Publishing House 10th, the Fiftieth Avenue, NY10022 New York America Dear Sir

32、s, I have learnt the Successful Business Communication from my friend. In order to improve my writing skills, I decided to subscribe one. It is appreciated if you can inform me of the publishing method as soon as possible. The book is expected to arrive at the end of September. Yours faithfully Mika

33、,2020/7/11,51,Zhang Jintian 45 Long jiang Road Shahekou Distinct Dalian, NY, 116023 China March 19, 2010 Director Harper & Row Publishing Company10 The 50th Street,New York, NY, 10022 U. S. A. Dear Sir:I am very pleased to seeSuccessful business communicationfrom my friend. To improve the level of w

34、riting, I want to buy a book. Please inform me the payment as soon as possible. I hope to receive this book by the end of September Looking forward to your early reply, Sincerely yours Zhangjintian,2020/7/11,52,Miss Li Xiaojun Dongbei University of Finance and Economics 217 ,Jianshan Street Dalian ，

35、110023 Peoples Republic of China March 19，2010 Harper&Row Publishing House 10, 50th Avenue New York City, NY10022 Ladies and Gentlemen, I have heard the book Successful Business Communication from one of my friends. It is really a great handbook of writing. So in order to improve my writing skills,

36、I decide to purchase a version. As I am in need of it, I would appreciate it if you can tell me the way in which I can order this book. In addition, I wish to get it before the end of September. Look forward to your prompt attention to this matter. Sincerely yours, Li Xiaojun,2020/7/11,53,Li Ji he Dongbei University of Finance and Economics 116023 Long