《国际商务函电》ppt课件

Here are some examples:.
Instead of saying: We should be obliged if you could contact Mr Smith at an early date.
You say: Please contact Mr Smith soon.
Instead of saying: With reference to your Order 319, the goods were dispatched on the 13 of this month.
You say: We sent your Order 319 on 13 April.
Principles of business letter writing
In order to achieve that you should not convey more than one idea in a sentence. You should not introduce more than one topic in a paragraph. You should not deal with more than one matter in a letter.
I. Full block layout
Use single space within the paragraph. Use double spaces between paragraphs.
If you have quotations or a list of something, you should start a new paragraph, with 5-space indentations on the left. Mark this part out by leaving one line space between this paragraph and the rest of the letter.
also called Semi-block: : This is similar to the Full-blocked layout style but the date is placed on the right. The Subject is centered. The complimentary close and the signature start from the middle.
Miscellaneous matters
Enclosure abbreviation : Encl. or Enc. Carbon Copy acronym: CC Postscript acronym: P.S.
Principles of business letter writing
1〕The first principle is clearness :
Instead of saying: We shall be able to offer you free customer service for your newly purchased refrigerator for 3 years.
You say: You will be pleased to hear that you will soon be able to have a free customer service for your newly purchased refrigerator for 3 years.
This style is widely used today because it is easy to type and therefore efficient.
Modified Block with Intented Paragraphs 〔semi-block〕
II.Modified block with indented paragraphs
Intented style
indented style
Indented style: This is the same as the –semiblocked layout style except that each paragraph is indented five or ten spaces.
Full block
I. Full block layout
The full-blocked layout style has no indentation. Everything is ranged left. There is no punctuation in the address and after the salutation and the complimentary close.
You say: ‘If I understand your letter correctly….’
Layout of business letter
I. Full-blocked layout style II. Modified block with indented paragraphs III. Indented style
Principles of business letter writing
2〕The second principle is our message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. A good business letter should be natural, human and easy to read.
e.g. 1. Our shop, in Canada, was destroyed by fire. e.g. 2. Our shop in Canada was destroyed by fire.
Here we know that the writer has more than one shop in example 1, and the writer has only one shop in example 2.
Principles of business letter writing
4〕The last principle is courtesy:
❖This is more than politeness. A good business letter should be positive, friendly and sincere.
Instead of saying: I am in receipt of your order for 1,000 tons of Black Tea.
You say: Thank you for your order for 1,000 tons of Black Tea.
❖ Adopt “you approach〞 when you convey a good news.
❖ Avoid using “you approach〞 when conveying bad news. In this situation, you have to handle it tactfully.
Instead of saying: ‘Your letter is not clear at all. I cannot understand it.’
3〕 The third principle is correctness :
You have to make sure that both the language and facts are correct.
In terms of language, you should make sure that you make no grammatical mistakes.
Pay attention to punctuation for it will affect the meaning of the sentence.
You should also make sure that there are no typing mistakes. Pay special attention to numbers, such as quantity, price and so on.