商务英语函电1-3章.ppt
商务英语函电1-3章 Still waters run deep.流静水深流静水深,人静心深人静心深 Where there is life,there is hope。有生命必有希望。有生命必有希望Chapter One Business Letters 1.1 Introduction1.2 Writing guide1.3 Letters for example 1.4 Words and Phrases 1.5 Notes1.6 Useful expressions 1.7 Exercises 1.1 Introduction Business letter is the most frequently used form of communication.It isvery important in the business world.two main functions.1.to ask for and give a reply to an enquiry,offer,order or complaint;2.to keep a record of all the important facts for ready reference.An effective business letter will say what the writer wants it to say clearly and simply.There are three styles of business communication:the full blocked style,the indented style and the semi-blocked style.The fully-blocked style withopen punctuation is the most popular method of display for business letters,because it is considered to be businesslike,simple and professional.1.2 Writing guideThe Format of envelopesThe Structure of business lettersThe Essentials of Business Letter WritingThe Formats of a business letterCorrectness 正确正确Completeness 完整完整Clarity 清楚清楚Conciseness 简练简练Concreteness 具体具体Courtesy 谦恭谦恭Consideration 体贴体贴函电书写的基本原则（函电书写的基本原则（7 Cs）1.2.1 The Essentials of Business Letter Writing7“Cs”principles|Clarity:Try to express yourself clearly.1.Keep in mind the purpose of the letter;2.Use appropriate words in correct sentence structures;3.Avoid ambiguous sentences.|Conciseness:Say things in the fewest possible words.Try to avoid wordiness or redundancy.|Courtesy:Not mere politeness.Always keep in mind the person we are writing to,see things from his point of view,visualize him in his surroundings,see his problems and difficulties and express our ideas in terms of his experience.1.2.1 The Essentials of Business Letter Writing7“Cs”principles|Consideration:It emphasizes You-attitude rather than We-attitude.Keep the readers request,needs,desires,as well as his feelings in mind.|Correctness:Appropriate and grammatically correct language,factual information and accurate reliable figures,as well as the right forms and conventions.|Concreteness:Make the message specific,definite and vivid.|Completeness:Provide all the information and data necessary for a specific issue.1.2.2 The Structure of business lettersThe Structure of business lettersBasic Components Additional Components Letterhead Date Inside Name and Address Salutation Body Complimentary Close Signature Mailing or In-house Notation Reference Attention Line Subject Line/Caption Multiple-Page Letter Heading Reference Initials Enclosure Notation Carbon Copy Notation Postscript/P.S.Layout of Business Letters 信件组成部分Basic Components 基本部分1.The letterhead 信头信头2.The date line 日期日期3.The inside name and address 收信人名称地址收信人名称地址4.The salutation 称呼称呼5.The body 信文信文6.The complimentary close 结尾敬语结尾敬语7.The signature 落款落款Miscellaneous Matters 附加部分8.The reference notation 案号案号9.The attention line 具体收信人具体收信人10.The subject line 事由事由11.The enclosure 附件附件12.The carbon copy notation 抄送抄送13.The postscript 附言附言14.Mailing or in-house notation 邮递方式邮递方式15.multiple-page letter heading 多页信的标题多页信的标题16.Reference initials 主办人代号主办人代号1.China National Cereals,Oils and Foodstuffs Imp&Exp Corp.8 Jianguomen Nei DajieBeijing 10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:8.Our Ref.Your Ref.2.Date:15th November,20-3.Messrs H.Ronald&Co.556 Eastcheap London,E.C.3,England9.Attention:Import Dept.4.Dear Sirs,10.Aquatic Products 5.We thank you for your enquiry of 5 November.In compliance with your request,we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference.All prices are subject to our confirmation for our aquatic products have been selling well this season.Therefore,we would suggest that you advise us by a fax in case of interest.We await your early favorable reply.6.Yours truly,7.China National Cereals,Oils and Foodstuffs Imp&Exp Corp.Sig._ (Manager)11.Enclosures12.cc our Shanghai Branch Office13.P.S.We require payment by L/C for a total value not exceeding USD50,000.组成部分分项示例1.China National Cereals,Oils&Foodstuffs Imp&Exp Corp.8 Jianguomen Nei DajieBeijing 10005,ChinaTelephone:86-10-6526-8888Fax:86-10-6527-6028E-mail:8.Our Ref.Your Ref.2.Date:15th November,20-信头日期案号3.Messrs H.Ronald&Co.556 Eastcheap London,E.C.3,England收信人名称和地址具体收信人称呼事由10.Aquatic Products 9.Attention:Import Dept.4.Dear Sirs,5.We thank you for your enquiry of 5 November.In compliance with your request,we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference.All prices are subject to our confirmation for our aquatic products have been selling well this season.Therefore,we would suggest that you advise us by a fax in case of interest.We await your early favorable reply.6.Yours truly,7.China National Cereals,Oils and Foodstuffs Imp&Exp Corp.Sig._ (Manager)结尾敬语信文落款11.Enclosures12.cc our Shanghai Branch Office13.P.S.We require payment by L/C for a total value not exceeding USD50,000.附件抄送附言Letterhead The letterhead indicates the name,address,telephone,fax number and E-mail address of the company sending the letter.If letterhead stationery is not available,you can type the heading,which includes a return address,and leaves about a two-inch top margin.e.g.Optical Products Corp.123 Monmouth Parkway Long Branch,NJ 07784 Tel:813-688-1186 Fax:813-688-112 E-mail:Writing date in English goes in two styles:American StyleBritish StyleThe standard order of typing the date:month,day,year.Example:September 12,2008.The standard order of typing the date:day,month,year.Example:12 September,2008.Date The day can be written or typed in either cardinal numbers (1,2,3,4,etc.)or in ordinal numbers(1st,2nd,3rd,4th,etc.).The month and the year had better not be written in their abbreviation forms,otherwise,it may easily cause confusion.There is no rule for the date placement.If you use letterhead stationery,place the date one to three blanklines beneath the letterhead.If without letterhead,place the date immediately below the return address.日期日期位置：位置：美式：在信头和收信人名称地址之间美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下英式：通常在收信人名称地址之下 均可以齐头，也可以靠右均可以齐头，也可以靠右写法：写法：美式：月美式：月-日日-年年英式：日英式：日-月月-年年美式日期举例美式日期举例日期英式日期举例英式日期举例日期日期写法注意事项日期写法注意事项v“月份”最好用文字，如：1.2nd May,20-2.2 May,20-3.2 May 20-(Comma can be omitted)4.September 21st,20-5.September 21,20-v避免月份用数字，如11/12/20-Inside name and address The inside name and address should include some or all parts of the following:the name of the recipient,the department name,company name,suite or room number,street address,city,postcode,state/province and country.Of all these parts,postcode is very important,it helps to facilitate mechanical mail-sorting.The inside name and address appears on the left margin and usually starts two to four lines below the date.It appears exactly the same way as on the envelope.v英语：名称在上，地址在下英语：名称在上，地址在下v 地址先小后大地址先小后大v中文：名称在上，地址在下中文：名称在上，地址在下v 地址先大后小地址先大后小信内地址和名称信内地址和名称名称、地址A UK address:Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon,EX14 0RAU.K.公司名称门牌号街道城市邮编国家中文名称、地址举例安徽财经大学中国安徽省蚌埠市宏业路255号单位名称地址由大到小中国地址用英文写Anhui University of Finance and Economics255 Hongye Road,Bengbu233041,P.R.China 单位名称门牌号街道邮编城市国家Inside name and addressPrecede the addressees name with a courtesy title(such as Mr.,Ms.or Dr.).If you do not know whether a person is a man or a woman,and you have no way to find out,omit the courtesy title and give the full name.The persons job title can be placed on the same line of the persons name,or on the line below.Try to square the address as much as possible.If the title appears on the same line,place a comma between the name and the title.If it appears on the next line dispense with the comma.e.g.:（1）Mr.Dick Eaton,President （2）Ms.Patricia T.Higgins Assistant Vice PresidentInside name and address If the name of a specific person is unavailable,you may address the letter to the department,followed by the name of the company.e.g.:（1）Customer Service Department Acme Construction Company （2）Director of Personnel International Trading Co.Ltd.In order to avoid ambiguity,when you write letters to other countries,always include the name of country,even if the city mentioned is the countrys capital.The following examples show all the information that may be included in the inside address.Example 1Example 2Dr.H.C.ArmstrongResearch and DevelopmentCommonwealth Mining ConsortiumThe Shelton Building,Suite 391353 Second St.SWCalgary,AB T2PCanadaMr.Thom Collins,President164 Bay RoadLiquorlandOklahoma City,OK 73125U.S.ASalutation The salutation is the polite greeting with which a letter begins.Place it two lines below the inside address.The salutation should correspond to the first line of the inside address,that is,if the first line of your inside address is a name of a person,the salutation is“Dear+the name”.Its form dependsupon your relationship with the receiver.称呼v位置：位置：必须齐头必须齐头v写法：写法：对男士（正规）对男士（正规）：Dear Sir,或或Dear Sirs,或或Gentlemen:对女士（正规）：对女士（正规）：Dear Madam,或或Dear Mesdames,对关系密切的商业伙伴对关系密切的商业伙伴：Dear Jack,词首字母全大写，用逗号或不用标点符号Gentlemen后用冒号Body This is the most important part of a letter.It expresses your idea,opinion,purpose and wishes,etc.It usually begins one or two lines below the salutation.Lines within a paragraph should be single-spaced and double-spaced between paragraphs.It usually includes three parts:the opening paragraph,the middle paragraph and the closing paragraph.The opening paragraph refers to any previous correspondence or introduces the purpose of the letter.The middle paragraphs supports the opening and/or provides additional information.The closing paragraph is short and serves as a request,suggestion,or look to the future.When writing,pay attention to courtesy,clarity,conciseness,consideration,completeness,concreteness and correctness.Complimentary Close The complimentary close is purely a matter of custom and a polite way of bringing a letter to a close.It appears one or two lines below the last line of the body.Capitalize the first word and end with a comma.The expression must match the salutation reflecting the relationship between the sender and the receiver of the letter.The main words in complimentary closure are as follows:sincerely,faithfully,cordially,respectfully and truly.These words may appear in any of these combinations:Your sincerely,Sincerely yours.The expression used must suit the occasion.结尾敬语v位置：位置：齐头式靠左对齐，缩格式偏右齐头式靠左对齐，缩格式偏右v正规场合下常用：正规场合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly yours,第二个单词小写，用逗号或不用标点符号称呼与结尾敬语的对应关系Signature The writers signature consists of a handwritten signature and a typewritten signature.Type the name under the complimentary closing,leaving enough blank lines(usually leave three blank lines)to sign your name.Never“sign”with a seal or stamp.The writers signature should be placed between the complimentary closure and the typed signature.The letterhead indicates that you are representing your company.However,if your letter is on plain paper and you want to emphasize that you are speaking legally for the company,you may type the companys name in capital letters below the complementary closing and place the title of the message sender on the same line with or below the typed name.Example:Very truly yours,ALVERS,INC(signature)Harry Smith,Project Manager落款结尾敬语手写签名打印签名职务公司名称放在签名的上方Mailing or In-house Notation Mailing notation shows the specific means of delivery for the convenience of verification.Besides there are two other commonly used forms of mailing notation,e.g.by courier and by EMS.Type them two lines below the date and in all capital letters.Mailing notations:e.g.“special delivery”,”airmail”,”registered mail”,“certified mail”In-house notations:e.g.“personal”,“confidential”.邮寄方式邮寄方式vVia Air Mail(By Airmail,or Par Avion)航空航空vRegistered/certified挂号挂号vParcel Post 邮包邮包vExpress 快递快递vSamples Post 样品样品Reference The reference may include a file number,department code or the initials of the signer followed by that of the typist of the letter.Type the reference number below the letterhead in short form as“Our ref.:”for the senders reference number,and“Your ref.:”for the recipients.The purpose of this is to facilitate filing of the letter,link it with previous correspondence.Attention Line The attention line is used to name the specific individual the letter is addressed to.It is usually placed between the inside address and the salutation or within the inside address and centered over the body of a letter in the indented style.Its abbreviation is Attn.It suggests that the sender hopes the letter receives the immediate attention of a certain person or a specific department.具体收信人v位置：位置：1.收信人名称地址之下收信人名称地址之下 2.齐头式靠左，缩格式居中齐头式靠左，缩格式居中 3.要加下划线要加下划线v表示的是承办本信件的具体个人或部门表示的是承办本信件的具体个人或部门 1.Attention:Mr.H.A.Donnan,Export Manager 2.Attention of Mr.Cave 3.To the attention of Mr.Liu Ming Subject Line/Caption The subject line is the general idea of a letter.It calls recipients attention to the topic of the letter.It is often inserted between the salutation and the body of a letter,usually two lines below the salutation.It is also useful as a guide for filing.Some companies omit the word“Subject:”,some replace it with“Re:”or“re:”(meaning“regarding”),and some underline the subject line.The following forms are commonly used:SUBJECT:SALES CONFIRMATION NO.5678 FOR 300MT OF SOYBEAN OIL Subject:Sales Confirmation NO.5678 for 300Metric Tons of Soybean Oil事由v位置：位置：1.称呼和正文之间称呼和正文之间 2.齐头式靠左，缩格式居中齐头式靠左，缩格式居中 3.要加下划线要加下划线v表示的是该信函的主题表示的是该信函的主题 1.Re:Your Order No.463 for1,000 Wide-screen TV Sets 2.SHEEP WOOL Multiple-Page Letter Heading.When typing a multiple-page letter,use letterhead for the first page.The following page or pages should have the same quality,size and color as the first page.The multiple-page heading bears the name of the recipient or his/her organization,the page number,and the dateReference Initials Consisting of the signers initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter,this item serves as reminder of who prepared the letter.It should be placed at the left margin,two or three lines below the signature.When you type your own letter,dont use initials.When the signature block includes the writers name,use only the typists initials.Reference initials are usually given in the form of“authors initials/typist initials”,or“authors initials:typist initials”.Enclosure Notation When there is something enclosed with the letter,type the word“Enclosure”,or an abbreviation of it（Encl.）in the bottom left-hand,a double spaces under the reference initials,with a figure indicating the number of enclosures,if there are more than one.You can use any of the following styles:EnclosureEncl.Enclosure:1.Purchase Order No.1234 2.Check No.123Carbon Copy Notation When you send a copy of the letter to a third person,place a notation directly below the enclosure notation or reference initials.The copy notation is indicated with“CC”,or“cc”which is a holdover from the days o
