Unit 1-外贸函电.ppt

1、Unit 1 Presentation and Layout of Business Letters,By Ye Ting,. Essential qualities of an attractive, well-groomed business letter; . Seven parts of a business letter; . The optional parts of a business letter; . Electronic correspondence,. Essential qualities of an attractive, well-groomed business

2、 letter:,1. Good quality stationery 2. Neat typing 3. Even spacing 4. Short paragraphs 5. Correct grammar, spelling and punctuation,1. Good quality stationery,single sheets of plain white bond paper with the letterhead printed or engraved in black, grey or blue size: A4,3. Even spacing,neither crowd

3、ed at the top of the page nor sitting lopsidely on one side of it to estimate the length of your letter and visualize its position on the page, and plan your margins accordingly wide margins make your letter more readable and inviting dont use an additional sheet for only one or two concluding lines

4、 of a letter single-spaced, with double spaces between the paragraphs if the paragraphs are indented, they should all line up exactly the same distance from the margin.,. Seven parts of a business letter,1. The letterhead 2. The date line 3. The inside address 4. The salutation 5. The body of the le

5、tter 6. The close 7. The signature,1. The letterhead,The letterhead may contain some or all of the following parts: 1) The full name of the company 2) Logo 3) Addresses a. the address of the office from which the letter is being sent b. telephone, fax numbers, e-mail address, website c. the address

6、of the head office (registered office) d. the address of any branches or other offices the company owns;,4) Names of chief executives 5) Icon of products 6) Type of business 7) Registered number 8) References 9) Date,The essential components of a letterhead: 1) The full name of the company 3) Addres

7、ses a. the address of the office from which the letter is being sent b. telephone, fax numbers, e-mail address, website,2. The date line,the date line is generally typed two or three lines below the letterhead the date line may start from the left margin, or be centered, or appear on the right-hand

8、side the date should be typed in one line and generally the week days do not appear order: D/M/Y; M/D/Y Note: in case the date line is typed in the M/D/Y order, then after the day you should use a comma, eg. January 1, 2000,Day be expressed either in cardinal numbers or in ordinals Month be preferab

9、ly spelled out in full avoid using numerals confusion,3. The inside address,be the same as the name and address on the envelope in line with the left-hand margin (in indented / block form) the amount of space between the date and the inside address depends on the length of the letter. Two lines is s

10、uggested. copy the name and address as they appear in the incoming letter or the source you have secured be correct in spelling and typing,the components of the inside address: 1) Full name of the recipient (if it is known) -write it on the first line of the address -form: a. persons first given nam

11、e and surname, eg. Mr. John Smith b. the initial of the persons first name and fully spelt last name, eg. Mr. J.M. Smith -courtesy titles,2) Business title of the recipient (if it is known or you wish it to appear there) 3) Name of the company addressed to -name of the company should usually be type

12、d out in full, if it is too long, some of the words may be abbreviated, eg. China Intl Trust Dear Madam; Dear Sir or Madam; Dear+courtesy title+persons surname initials or first names are not generally used in salutations some special titles may also be used as the salutation, in English not all off

13、icial or business titles can be followed by a surname,5. The body of the letter,it is typed two lines below the salutation paragraphs are single-spaced between paragraphs double spacing is used the first line of each paragraph starts at the left-hand margin or is indented brife, fast-moving, with sh

14、ort sentences and short paragraphs logical order,6. The close,two lines below the final line of the body of the letter be placed against the left hand margin, on the right, or in the centre of the page eg. Yours sincerely/ Yours faithfully/ Yours very truly,7. The signature,the components of the Sig

15、nature: 1) the name of your company; 2) your signature; 3) your typed name; 4) your business title; 5) the name of the department you represent since the name of your company is already included in the letterhead, you can sometimes omit it in the signature Signature: every business letter should be

16、signed by hand, in ink the signature should not vary from one letter to another sign with ones given name,Typed name: under the handwritten signature, the signers name should be repeated by typing have ones title bracketed before or after his or her typed name eg. (Mr.) John Smith for Chinese, have

17、the whole surname typed in capitals Business title: follow the typed name on the line under,. The Optional Parts of a Business Letter,1. Attention line 2. Subject line 3. Indentifying initials 4. Enclosure notation 5. Copy notation,1. Attention line,表示书信人希望信件到达公司时能够直接交给某个具体人或具体部门亲启办理。 left hand marg

18、in/ in the center of the page between the Inside Address and the Salutation, double spacing eg.,Western Utilities, Inc. 817 West Main Street Denver, Colorado 80061 USA Attention: Import Dept. Attn: Import Dept. For the attention of the Sales Manager Attention of Mr. Standard, General Manager,2. Subj

19、ect line,a brief indication of the content of the letter two lines below the Salutation and above the Body of the Letter eg.,Dear Sir or Madam Subject: Discount Rate,3. Identifying initials,由书信口述人或撰写者以及秘书或打字员姓名的首字母缩写组成。two sets of initials two lines below the signature left hand margin these two set

20、s of initials may be seperated by a slant (/) or colon (:) capitalize both (JS/MM), or neither(js/mm), or only the first of the sets (JS/mm),4. Enclosure notation,below the Identifying Initials/ two lines below the last line of the signature in the lower left hand corner the word can be shortened to

21、 Enc or Encl and followed by a period or colon For example: Enc. Bill of lading (6 copies),5. Copy Notation,want your correspondent to know that a copy of a letter is to be sent to a third party type cc or CC followed by two spaces and the name of the recipient of the copy at the foot of the letter two lines below the signature/ immediately below the enclosure notation eg. CC Mr. William Carter, Vice-President,+ Addressing envelopes,寄信人地址,邮票,收信人地址,邮寄说