1- Unit 1 Modern business letters
书信基本要求及格式business letter writing
Letter writing尽管当今的科技发展已经将我们带进了数字时代，我们的日常生活也越来越离不开电话和互联网等先进的通讯方式，但是我们仍旧经常需要用书信来传达信息、表达情感。
在现代商务领域里，书信同样也是一种不可取代的沟通方式。
比如，当一家公司向另一家公司订购某种商品时，习惯的做法是在正式成交之前用书面的形式加以确认。
另外，在许多情况下，如果你只用口头形式来传达信息就会显得很不正式，也很没有礼貌。
比如，当你想要邀请某人在一个非常重要的场合做演讲时，口头的通知或邀请都会显得你没有诚意。
这时人们往往会想到用书信的形式来邀请对方，这样做就得体多了。
由此可见人类在沟通情感以及进行生意往来时，都是需要书信作桥梁的。
一封信是由信头、日期、编号、收信人情况、称呼、正文、主题、结束语、写信人签名、姓名和职位等几个主要部分构成的。
---请同时参看Unit 2b Arranging a company visit1. Writer’s address or company letterhead: at the top or in the top right-hand corner. The writer’s n ame is not at the top of the letter. 信头: 在信的顶端或右上角，写信人的姓名不留在信头部分。
一封信的信头包括写信人所在公司的名称、地址、邮政编码以及联系方式等。
如果一封信是以个人名义写的，那么写信人可以省略公司名称这一项，只要写上他的住址和联系方式就可以了。
2．Date：on the right. Various forms of the date are possible.日期: 在信纸的右端。
日期的写法可以采取多种形式。
实际上，在很多正式信件中日期的位置是很灵活的。
它既可以出现在写信人地址的下面（信的右端）；也可以出现在收信人地址的上面（信的左端）；还可以出现在收信人地址的下面（信的左端）。
Unit 1 Business Letter Writing商务信函写作
Phone Calls, Conversations and Meetings
The main advantage of a phone conversation is that it allows both parties to respond to each other immediately.
Tell us more detailed information on your requirements --- Will you tell us more detailed information on your requirements? --- Will / would you please tell us more detailed information on your requirements?
去除陈词滥调
We have acknowledged receipt of your letter of May10th. → We have received your letter of May 10th.
Enclosed herewith please find two copies of our latest price list for your reference. → We enclose two copies of our latest price list for your reference。
Types of Business Communications
e-mail messages, memos, letters, reports, phone calls, meetings and conversations.
E-mail Message
第一册-职通商务英语-综合教程-全书教案
• to persuade • to inform • to request • to express thanks • to remind • to recommend • to apologize • to congratulate • to reject a proposal or offer • to introduce a person or policy • to invite or welcome • to follow up • to formalize decisions
• letter • memo • fax • email
Who writes Business Letters? Most people who have an occupation have to write business letters. Some write many letters each
6th -7th period * Listening and Speaking: Business Telephoning 1. Ask students to listen to the dialog and finish Exercise 3. 2. Have students to study the sample dialog and do Exercise 3 about expressing opinions.
2
教学内容及过程： Teaching Procedures：
unit 1 Modern Business Letters
The types of business letters
Generally speaking, business letters include two types: ordinary business letters and social business letters. In this textbook, we will learn how to write 13 types of business letters, which are most commonly used in business communication as follows: 1) Letters of Establishing Business Relations 2) Letters of Credit and Status Enquiries 3) Letters of Request / Inquiries 4) Letters of Quotation / Offer 5) Letters of Counter Offer
6) Letters of Acceptance 7) Letters of Payment 8) Letters of Payment Demands 9) Letters of Requests for Reference 10) Letters of Packing 11) Letters of Shipment 12) Letters of Insurance 13) Letters of Complaint / Claims / Settlement
Layout of a business letter:
18 elements are usually contained in a business letter as follows:
商务英语-外贸函电课后答案整理版
世纪商务英语----外贸函电(第二版)(教师用书)English Letter Writing in Foreign Trade主编吴思乐胡秋华大连理工大学出版社前言《世纪商务英语—外贸函电》是新世纪高职高专教材编委会组编的商务英语类课程规划教材之一。
本书主要针对高职高专商务英语和其他涉外经贸专业的学生..也可以作为其他层次涉外经贸专业的外经贸英语教材。
同时..对正在从事或即将从事涉外经贸活动和贸易洽谈工作的广大外贸工作者来说..本书还可作为自学参考资料。
为方便教学和自学者学习..我们编写了与之配套的练习答案..并提供了常用表达部分的译文。
希望本书能对我们的读者有所帮助。
编者ContentsModule UnitModule 1 Fundamentals of Modern Business Letter Writing 现代商务函电写作基础Unit 1 Basic knowledge of Business letter Writing 商务信函写作Module 2 Preparations for Negotiation 业务磋商的准备Unit 2 Establishing Business Relations 建立业务关系Unit 3. Making Credit Investigation 资信调查Module 3 Procedures of Business Negotiation 业务磋商的主要环节Unit 4 Inquiry 询盘Unit 5 Offer 发盘Unit 6 Counter-offer 还盘Module 4 Conclusion of Business 交易的达成Unit 7 Acceptance and Confirmation 接受与确认Unit 8 Order and Contract 订单与合同Module 5 Negotiation of Main Trade Terms 主要交易条款的磋商Unit 9 Payment and L/C 支付与信用证Unit 10 Packing 包装…Unit 11 Shipment 运输Unit 12 Insurance 保险Module 6 Disputes and Settlement 争议及争议的解决Unit 13 Complaints, Claims and Settlement 申诉、抱怨与索赔、理赔Unit 1. Fundamentals of Modern English Business Letter Writing第一章现代商务英语函电写作的基本知识Part Five Practical Training1. Arrange the Following in Proper Form as They Should Be Set Out in a Letter1) Sender's name: Guangzhou International Trading Corp.2) Sender's address: 198 Yueken Road, Tianhe District, Guangzhou, China3) Sender's Telephone: 852300004) Sender's cable address: 5527GZ5) Sender's telex address: 3328 gz CN6) Date: September 15, 20077) Receiver's name: Standard Oil Company8) Receiver's address: 38 Fifth Avenue, London, U. K.9) Subject: Refrigerators10) The message:We thank you for your letter of September 3, 2007, enquiring for the captioned goods.The enclosed booklet contains details of all our refrigerators and will enable youto make a suitable selection.We look forward to receiving your specific inquiry with keen interest.Basically, there are four acceptable formats for business letters. Students can choose one of the layouts as his or her style. The following is just a sample. Guangzhou International Trading Corp.Address: 198 Yueken Road,Tianhe District, Guangzhou, 510507,P. R. ChinaTel: 85230000, Cable: 5527GZ, Telex: 3328 gz CNSeptember 15, 2010Standard Oil Company38 Fifth Avenue,London, EC4, U. K.Dear Madam or Sir:Subject..RefrigeratorsThank you for your letter of September 3, 2007, enquiring for the captioned goods. The enclosed booklet contains details of all our refrigerators and will enable you to make a suitable selection.We look forward to receiving your specific inquiry with keen interest.Yours Sincerely,Li MingLi MingEncl. as stated2. Address an Envelope for the Above LetterSince we use the Full-block Style for the letter composing, we should also use theFull-block Style for the envelope.Guangzhou International Trading Corp.198 Yueken RoadTianhe District, Guangzhou,Guangdogn, ChinaStandard Oil Company38 Fifth AvenueLondon EC 4U. K.UrgentStampUnit 2 Establishing Business Relations第二章建立业务关系Part Three Other Commonly Used Expressions and SentencesTypical Sentences:1. Telling the addressee how his name is known in pleasant words. (用令人愉快的语言..说明你是怎样知道对方的) 1..We are very pleased to obtain your name from the Industrial Chambers. ..很高兴从行业协会处得知贵公司的名称..2..On the recommendation of Merrs. Harvey & Co., we have learned with pleasure the name of your firm. (由于哈维公司的推荐..我们高兴地得知贵公司的名称。
unit 1 世纪商务英语 外贸函电
LOGO
Part One
3. Clearness/Clarity (清楚) Make sure that your letter is so clear that it cannot be misunderstood. A
point that is ambiguous in a letter will cause trouble to both sides, and further exchange of letters for explanation will become inevitable, thus time will be lost. You must try to express yourself clearly. To achieve this, you should keep in mind the purpose of your letter and use appropriate words in correct sentence structure to fully convey your meaning. When you are sure about what you want to say, say it in plain, simple words. Short, familiar, conversational and straightforward English is what is needed for business letters.
Unit 1Modern Business Letters《外贸英语函电》PPT课件
E⁃mails.The former is the abbreviation of facsimile，which is
actually an exact copy of a document，a picture or a piece of
writing sent or received by an electronic system using telephone
18.Please send us a copy of your illustrated catalog，quoting your prices FOB Shanghai if possible.Meanwhile，please indicate the time of delivery you usually offer. （6）Yours faithfully， （7） Jameson & Sons Ltd. • S.F.LOVER（Managing Director） （8）Encl.
Text B
The Language of Modern Business Letters
All business letters have two main functions：
A）To ask for and give a reply to an enquiry，offer，order or complaint. B）To keep a record of all the important facts for ready reference.
Text B
The Language of Modern Business Letters
is often long
and complicated.Such letters are liable to confuse the
Unit one business letter
The rules of 7-Cs:
Courtesy (a sincere you-attitude) Consideration Clarity / clearness Conciseness Concreteness Correctness Completeness
(Examples please refer to pp 10 –14 in your books)
l to get to the point as quickly as possible l to present your information clearly l to use good English
Guidelines of Business letter-writing
Be clear, brief and businesslike Be polite and friendly Write concise and purposeful letters Write to communicate
Essentials of Business Letter Writing:
1. The functions of business letters 2. Main business documents 3. Based on good English
4. The rules of 7-Cs
Unit One Introduction to Business Letters (商务信函概论)
Criteria for Business Letters
A. COURTESY In our letters, we should always keep in mind the person we are writing to, see things from his angle, visualize him in his surroundings, see his problems and difficulties and express ideas in terms of his experience. B. CORRECTNESS Correct grammar, punctuation and spelling are basic requirements for business letter writing. Also, we should choose the correct level of language and use accurate information and data in our letters.
催交汇款的外贸英文信函
催交汇款的外贸英文信函篇一：外贸英文函电教学内容的组织与安排《外贸英文函电》教学大纲课程编号：1366010805A总学时数：64 其中，实践学时：32学分：2适用专业：商务英语专业国际贸易专业国际商务专业一、课程的性质、目的和任务《外贸英文函电》课程在商务英语专业、国际贸易专业和国际商务专业人才培养过程中占有重要的地位。
它的作用在于培养学生外贸函电方面的读写能力。
其指导思想是培养具有外贸函电读写能力的高素质国际贸易人才。
本课程将国际贸易知识与商务英语融为一体，属于专业核心课。
在总的培养目标下，本课程旨在培养学生掌握外贸英语函电的基本知识、外贸函电英语术语、以及外贸函电英语表达方法。
让学生熟悉对外贸易业务各个环节，锻炼学生对相关业务的英语表达能力，并掌握涉外经贸工作中商务信函的写作技巧，以适应外经贸工作的实际业务需要。
学生通过学习该课程，在外贸函电知识、外贸英文函电读写能力等方面达到一定水平。
二、课程教学的基本要求通过学习该课程，要求学生达到下列基本要求：1. 了解国际贸易的概念、历史、理论、程序和跨国公司等知识。
2. 学习撰写建立业务关系、咨询、询盘及答复、发盘及还盘、电子邮件、促销、订单及其执行、付款条件、信用证的修改和展期、包装、保险、装运、代理、索赔与理赔等函电。
3. 掌握外贸函电的重要写作原则、体例、常用词汇、习惯表达法及规范的外贸英语函电格式。
4. 掌握撰写合同及协议。
5. 理解国际贸易各不同环节中的外贸函电英语及主要业务知识，熟悉并掌握国际贸易中的英语术语和表达方法。
初步做到能在一般情况下读懂、翻译并能写出内容确切、表达得体、符合规范、语句通顺、没有语法错误的信函。
三、同其它课程的关系本课程在学生学完大学基础英语和商务英语之后开设的专业主干课程，因此学生对基础英语和专业英语的掌握，为本课程的学习打下坚实的基础。
另外，其它专业课程，如：国际金融、国际贸易原理与实务、国际商务单证实务等）与本课程相辅相成，互为补充，互为联系，共同构成该专业课程的有机整体。
外贸英语函电
Old-fashioned Style Dear Sir, I beg to acknowledge receipt of your letter of the 15th JUL. in connection with our not clearing our account which was outstanding as at the end of June.
We hope that this unforeseen incident did not in any way inconvenience you, nor lead you to believe that our not clearing our balance on the due date was an intention on our part to delay payment. We remain, yours …
6． 客套结尾 (The complimentary close) 结束信函的一种客套。 结束信函的一种客套。它应与前面的称呼相一 致。如 ：Faithfully yours, 这是商业信件中 常用的客套语，相当于汉语的“谨上” 常用的客套语，相当于汉语的“谨上”。也可 faithfully， 写 作 “ Yours faithfully，” 或 “ Truly truly,)” yours, (Yours truly,) 或 “ Sincerely sincerely,)”等 yours, (Yours sincerely,) 等。
Here are two letters. One is an old-fashioned style of English, which is too long and complicates the message. The other is in a simple and clear style.
Unit 1 Business letter-writing
Yours faithfully, vivian AS:hu Encl(3) P.S.
Complimentary close Signature identification marks
Formats of Business Letter
The semi-indented style heading Inside address Salutation body complementary close signature The blocked style popular one Heading Inside address Salutation Body Complementary close signature
Concreteness:
Make your message specific, definite and vivid; Use expressions with precise meanings rather than general language:
This copier saves you both money and time HD76 Copier makes 50 copies a minute at a cost of one fen a copy.
Layout of a business letter
(CASE
study)
China National Light Industrial products Import & Export Corp. 82 Tung An Men Street Beijing, China Your ref: 148 GW/xm Our ref: 153 TBL/gp July24, 2003 Oversea Trading Co. 24 Park Street London E.C.4, England Attention: Marketing Department
现代商务英语综合教程第一册Chapter 1
Unit 1 Business IntroductionBackground caseWarm-up questions1.What accounts for Donald Trump’s business success?2.What can business bring about?3.Please illustrate “attitude is sometimes everything” with Donald Trump’s case.Background InformationDonald J. Trump is a graduate of the Wharton School of Finance and started his business career in an office he shared with his father. In August of 2006, Mr. Trump was voted by BusinessWeek magazine as “the world’s most competitive businessperson.”In New York City, the Trump signature is synonymous with the most prestigious of addresses, among them the world-renowned Fifth Avenue skyscraper, Trump Tower, the Trump International Hotel & Tower, voted the best U.S. Hotel by Conde Nast Traveler, Trump World Tower at the United Nations Plaza, 40 Wall Street, and Trump Park Avenue.In a departure from his real estate acquisitions, Mr. Trump and the NBC Television Network are partners in the ownership and broadcast rights for the three largest beauty competitions in the world: the Miss Universe, Miss USA and Miss Teen USA Pageants. He is also the star and executive producer of the hit television series, “The Apprentice,” which has received national and worldwide attention. In the summer of 2004, his radio program on Clear Channel made its debut and broke all syndication records.Mr. Trump has authored seven books, all of which became bestsellers. Trump Magazine was launched in 2004, Trump University Online in 2005, and the Donald J. Trump licensing program. In 2006, , an online travel agency, made its debut, as did Trump Productions in Los Angeles.Eleven Questions With Donald Trump1.Question: If you, Bill Gates, Steve Jobs, Herb Kelleher and Larry Ellison got maroonedon a desert island, who would end up running the place and who would end up as dinner?Answer: We would find a way to order in and have a productive meeting at the same time.2.Question: How long would Larry and Sergei, the co-founders of Google, last on yourshow?Answer: That would depend on whether they were good team players and if they had an original idea or two.3.Question: Would you fire your son or daughter?Answer: Yes, if they deserved it, but fortunately they are well prepared for their positions, so I doubt they would ever merit being fired.4.Question: What do you do to chill out?Answer: Playing golf provides me with my version of chilling out, plus I develop golfc ourses, so it’s a productive way to spend my chill time.5.Question: At the end of our life, what do you want to be remembered for?Answer: As a builder who has enhanced the cities and communities where I have built and/or developed.6.Question: What’s the difference between the Donald Trump on “The Apprentice” and theDonald Trump in every day business meetings?Answer: Business meetings are more about negotiation skills whereas “The Apprentice”falls into the job interview or audition category. I have business meetings with people who are looking to do business, not people who are looking for a job. My attitude on “The Apprentice” is as an employer looking at possible future employees. I don’t look to mold any of my business associates.7.Question: If you could apprentice with anyone in history, who would it be?Answer: My father was a great mentor. He’d be hard to replace.8.Question: Not many people make billions, lose billions, and then make billions all overagain. How did you pull this off?Answer: To me it was a blip, not a catastrophe. I knew I was destined to succeed, and I kept focused on that belief. I’m very tenacious...and I don’t give up.9.Question: If you graduated from Wharton in 2006 instead of in the 1960s, what industrywould you go into?Answer: Real estate. I love it and it still exists as a career and as a viable passion.10.Question: What do you think of two guys in a garage showing amateur videos selling outfor $1.7 billion?Answer: I’d say they had a great idea—my hat’s off to them.11.Question: TV is TV, real life is real life: What’s the most important real-life advice youcan give to an entrepreneur?Answer: You have to love what you do. Without passion, great success is hard to come by. An entrepreneur will have tough times if he or she isn’t passionate about what they’re doing. People who love what they’re doing don’t give up. It’s never even a consideration. It’s a pretty simple formula.New words: 1. subsequent, 2. boom, 3. anonymous, 4. domination, 5. preoccupation, 6. ethos, 7. pervade, 8. cede, 9. obsessive, 10. frugality1.subsequent= adj. following in time or order; succeeding●Subsequent events proved me wrong. 后来发生的事证明我错了。
国际商务函电——完整unit 1 business letter writing
abbreviations and abbreviated phrases 3. There is a close relation between BEC and
international trade
Examples:
in the market for, offer, quotation, order, counteroffer, letter of credit, CIF, FOB, ASAP, P.P.,YL11/11RVD
We will send you the brochure next month.
B. Focus on the positive approach.
Compare:
(positive) We feel sure that you will be entirely satisfied.
(negative) We do not believe you will have cause for dissatisfaction.
(1) Avoid using wordy expressions. For example: Wordy: We wish to acknowledge receipt of your letter… Concise: We appreciate your letter… Wordy: We have begun to export our electronic toys to countries abroad. Concise: We have begun to export our electronic toys.
Unit 1 Business Letter Writing63页PPT文档
Introduction
The business letter is the principal means used by a business firm to keep in touch with its customers, often it is the only one in that the customers form their impression of the firm from the tone and quality of the letters it sends out. Generally, the function of a business letter may be said: (1) to covey a message; (2) to make or accept an offer; (3) to deal with matters concerning negotiation of business, etc.
本课程的目的是学习外贸业务书信的标准格式， 了解通过哪些途径来发展新客户，开拓新市场， 如何进行询购某商品，怎样报盘和还盘，怎样 灵活运用付款方式，如何做到重合同守信用， 怎样去审查信用证，做到不出差错，在理赔和 索赔中做到有理有利有节；学会拟写信函和电 传传真的写作技巧。
学习内容： 本课程主要学习信例，大量学习外贸实 务基本环节中有代表性的信例。外贸实 务基本环节有：建立业务关系和资信调 查、询盘、报盘和报价、还盘、订单， 履行订单、支付、包装和运输、信用证 的修改和展期、索赔和解决索赔等。
课程简介
本课程是一门将英语与外贸业务相结合的 课程。通过介绍外贸实务中各种英文业务函件， 电传和传真以及其它方式的写作格式，商业术 语和各种不同的表达方法，并通过介绍对外贸 易各环节的具体做法，使学生在提高英语水平 的同时，熟练掌握对外贸易业务中常用的基本 术语及表达技能，培养和提高他们的外贸业务 工作能力
unit 1 Modern business letters
6.Yours truly,
7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp.
Sig. _______________ (Manager)
10.QS/AN 11.Enclosures our Shanghai Branch Office 13.P.S. We require payment by L/C for a total value not exceeding USD50,000.
Yours faithfully, The Electrolux Corp.
Horis De Wolley
结尾敬语和 落款偏右
Horis De Wolley (Manager)
齐头式示例
1 J&J Plaza New Brunswick, NJ 089333 U.S.A. Tel: 732-524-0400 Fax: 732-525-0622 E-mail: carrie@
Essentials and Forms of Business Letter-writing
商业信函的组成部分和格式 (本部分3课时,包括讲授和课堂练习)
Ways of communication • • • • • • Telephone Fax E-mail Letter Telegram Telex
Return
Means of reply
• Use fax (facsimile) or e-mail (electronic mail) in corresponding where possible. The fax is still widely used in international correspondence. • A letter will take several days to a few weeks to reach the buyer. Sometimes a letter may be lost. A letter, however, is preferred over a fax or an e-mail for the initial contact.
Unit 1Business Letter Writing
REQ: Visit your workplace
FYI（告知）——告诉对方你发送了一些资讯，且 无需回复。e.g.:
FYI: Confirm the date of your visit
收信人姓名 职位名 建筑物号码 城市 州名 邮政编码
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Writing Model-Content
例如： Ms. Dawne Roberts Columbia Housing Association One Cradlerock Way Spring Vally, NY 10977
如果信中有附件，应在左下角注明Encl.或 Enc.（附件）；Cc（抄送）；Ps.（附注）
例如：Encls: 2 Invoices
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Writing Model-Format
常见的三种信函格式是：
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Writing Model-Structure
一般来说，外贸函电中涉及的每一封信函，均可按 内容的递进分为以下三个部分：
1. 首段问候语（opening paragraph），如下：
Greetings! 敬启者！ How is everything going? 最近业务情况如何？ Hi Lilian, hope this email finds you well. 嗨，丽莲，希望你已经看到这封邮件。
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5C
“礼貌原则”是指买卖双方应十分注重措 辞方式，要婉转、礼貌，以便对方接受。
Unit one introduction to business letter writing
Unit one introduction to business letter writing1.l IntroductionBusiness communication is concerned with the successful exchange of messages that support the goal of buying and selling goods or other services.There are many forms being used in communication. It includes letters, telegrams, telexes, cables and electronic correspondence. But it is clearly seen that the business letter is still the main carrier of business communications.So it is of the very importance for students of business communication to master the skills of reading and writing a good business letter.Business letter writing is one of the necessary business activities.1.2 Principles of Business Letter WritingOnly the letter which conveys the message is faultless can it be an effective business letter. So the following essential principles must be paid attention to if you want to write an appropriate letter. Generally speaking, we need to apply some specific writing principle while writing a business letter.1. considerationThe letters you send out must create a good impression. Try to put yourself in his or her place to give consideration to his or her varied wishes, demand, interest and difficulties.Emphasize the “Y ou” attitude rater than the “I” or” We” attitude.For exampleCongratulation to you on your success We’d like to send our congratulation to you.Y ou earn a 2% discount for cash payment We allow you a 2% discount for cash payment. 2．CorrectnessFor business letter involve the rights, the duties and the interest of both sides, often as the base of all kinds of document. Therefore, we should not to overstate which would throw you in an awkward position.pletenessA business letter is successful and functions well only when it contains all the necessary information. An outline helps for the letter to be full and complete. See to it that all the matters are discussed, and all questions are answered. Incompleteness is not only impolite but also leads to the recipient’s unfavorable impression toward your firm.4．ConcretenessWhat the letter comes to should be specific, definite rather than vague, abstract and general.For example, some qualities or characters of goods should be shown with exact figures and avoid words like short, long and good. Give specific time with date, month, year and even offer hour, minute, if necessary, but avoid expressions such as yesterday, next month, and immediately.5.ConcisenessConciseness is often considered to be the most important writing principle. It enable to save both the writer’s and recipient’s time. To achieve conciseness of your letter-writing, try to keep your sentences short, and avoid wordy languages and redundancy, or repetition, and eliminate excessive details.It is a good rule to confine each paragraph to only one point or topic.Compare the following sentence:We will consider the delivery schedule at today’s meetingWe are going to give consideration to the delivery schedule at today’s meeting.They attend the Guangzhou Trade Fair to find a partner.They attend the Guangzhou Trade Fair for the purpose of finding a business partner.6.ClarityCompare the following sentences:We sent you 4 samples yesterday of the goods which you requested in your letter of May 10 by air. We sent you yesterday, by air ,4 samples of the goods-which you requested in your letter of May 10.The goods not only differ in quality ,but also in price.The goods differ not only in quality ,but also in price.7.CourtesyWe are sorry you have misunderstood us .We are sorry we didn’t make ourselves clear.1.3 Parts of a business letter (or the structure and format of business letters)The business letter consists of seven standard parts: the letter-head, the date, the inside address, the salutation, the body, the complimentary close, and the writer’s signature and official position.1.3.1 letterheadA letterhead may include all or some of the following elements: the company’s name, address, postcode, telephone number, telex number, fax number, e-mail address, and possible the name of the chief executive.1.3.2 DatelineIt is usual to show the date in the order of day/month/year(English practice),or month/day/year(American practice). Either cardinal numbers or ordinal number can be used.25th Marth 2005(English practice)Marth 25th,2005(American practice)There is a growing tendency to omit the ordinal suffixes-st,-nd,-rd and –th that follow the day of the month in the date line.25 Marth 2005Marth 25, 20051.3.3 Inside addressThe inside address consists of the name, address and zip code of the company or person to whom you are writing. It usually begins directly or on the third line below the date line.If the letter is addressed to a person, use either a courtesy title(Miss., Mr.,Mrs,or Ms.), or if appropriate, rise a professional title.(Dr. or Prof. for example).1.3.4 SalutationSalutation is placed two lines below the inside address and two lines above the body of the letter. For addressing one personDear Sir,Dear Madam,For addressing two or more peopleDear SirsDear Madams1.3.4 Body of the letterThe body of the letter, which contains the message you want to send across to the receiver, is the core of the letter.A typical plan for a three paragraph letter would look like the following:Paragraph one Begin with information that catches the reader’s attention and refer to some need or interest of the reader, or refer to the previous correspondence if there is one.Paragraph two Bring in your involvement, or what service or information you have to offer. Paragraph three End the body of the letter with the action or idea that you want the reader to consider or with the results you would like to have.1.3.5 Complimentary CloseThe complimentary close appears two lines below the body. The expression for the complimentary close should be in accordance with the salutation.1.3.6 The signatureThe signature area mainly consists of the addresser’s signature, the typed name of him immediately below the complimentary close.For example:Y ours truly,Frank W. WestonFrank W. WestonGeneral ManagerGrand Resource Import & Export Co.When appropriate, any of the following optional parts can be included: attention line, subject headings, reference number, enclosure(s), carbon copy notation and postscript.1.3.6 The attention line(注意事项)It is typed two line-spacing above the salutation, underlined and, except with the fully-blocked letter-style, centred over the body of the letter.For the attention of Mr.SmithAttention:Mr.Smith1.3.7 ReferenceMany letterheadings provide space for reference.1.3.8 Subject line(事由)The subject heading is regarded as a part of the body of a business letter. Usually it is typed two line-spacings below the salutation, underlined, to call attention to what content the letter is about.1.3.9 Enclosure(附件)When something is enclosed with the letter, the enclosure notation follows two lines after the signature block. If there are more than one enclosure, the number should be indicated.Encl-21.Price list2.Terms and Conditions of Sale1.3.10 Postscript (附言)1.4Layout of business letterThere are three main formats of a business letter in use at present: the indented style, the block style, and the modified block style.1.4.1 Full block formThe block style is an American style, which has now come to be much more widely used than before. Its remarkable feature is that all typing lines begin at the left hand margin.1.4.2 The indented styleThe indented style is a traditional British practice with the heading usually in the middle and the date line on the right-hand side. The complimentary close may be in the center or commence at the center point. The indented style takes 4 or 5 letters in the first line of each paragraph in the body of the business letter. It looks attractive and makes for easy reading, but it is not convenient to type.1.4.3 The modified block styleThe modified style is a combination of the indented style and the block style. It is an eclectic style and is most widely used in international trade.1.5 Envelope addressingY ou need to write your name and address at the left top. Use single space and block style. The receiver’s name and address are always placed in the centre of the envelope. They also have the block style and indented style.1.6 Establishing Business RelationsIn order to open up a market to sell or buy something from the other firms or maintain or expand business activities, establishing business relations is the first step in a transaction in foreign trade. Writing letters to new customers for the establishment of relation is a common practice in business communications.Generally speaking, this kind of letter begins by telling the addressee how you obtained his name and address. Then express your desire to establish business relations with him and give information about your intention, the business scope of your firm and your firm’s position and integrity. At the end of the letter you should express your expectation of cooperation and an early reply.Dear sirs,We owe your name and address to the Commercial Counselor’s Office of the Swedish Embassy in Beijing who have informed us that you are in the market for Textiles.We avail ourselves of this opportunity to approach you for the establishment of trade relations with you.We are a state-operated corporation, handling both the import and export of Textiles. In order to acquaint you with our business lines, we enclose a copy of our Export List covering the main items suppliable at present.Should any of the items be of interest to you, please let us know. We shall be glad to give you our lowest quotations upon receipt of your detailed requirement.In our trade with merchants of various countries, we always adhere to the principle of equality and mutual benefit. It is our hope to promote, by joint efforts, both trade and friendship to our mutual adventage.We look forward to receiving your enquiries soon.Exercises:1. We_____your name and address ________the Commercial Counsellor’s Office of the Chinese Embassy in Ghana.A. have known……inB. have learned…byC. have given…byD. have come to know…from2. We are looking forward to __________A. hearing form you soonB. receive your reply soonC. receiving from you soonD. you reply soon3. We wish to introduce _____the large exporter of fabrics of high quality.A. that we areB. it that we areC. ourselves asD. ourselves to be4. We take the liberty of writing to you _________establishing business relations.A. hopeB. in hopeC. in the hope ofD. hoping5. We have learnt your corporation from your CCPIT _____we have been in good business relations for many years.A. with whichB. whichC. with thatD. that6. We are one of the leading exporters _______all kinds of computers of high quality.A. trade inB. trading onC. trading inD. trade forTranslate the following into English1.我公司是中国最大的电器用品进口商，谢谢贵公司3月3日来函，我们十分愿意与贵公司建立直接贸易关系。
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1) letterhead 信头分为事先印刷好的和写信时临时打上或写上的两种。 一个信头由两部分构成：写信人的单位名称和写信人的地 址（包括邮编）。除此之外，还可以加上电话号码、传真 号码、电子信箱地址以便于收信人选择答复的方式。 2) date: two lines below the letterhead Day/month/year (British practice) Month/ day/ year (American practice) Never use figures for date.
6) the body At least two or thr paragraph to one topic
7) complimentary close
formal salutation Less formal informal
Dear Mary, Dear Tom,
2. Appearance Untidy or ungrammatical letter Handsomely spaced and well-organized letter
3. Parts of a business letter
6.
The Layout of Business Letter ---Text B
Dear sir or Dear Mr. Smith, madam: Dear Dr. Hope, To whom it may concern: Yours faithfully/truly/ respectfully Yours sincerely
Complimen -tary close
Sincerely, Best regards, Take care, Love,
写完以后交换，并对其中 的格式、语法等进行修改
5. How to write an effective business letter
1. A good business letter is good advertising. Good writing is the most effective advertisement of your capability and corporate image.
8) signature Yours truly,
Jonathan Wilson Vice President
6. The Layout of Business Letter standard parts
(1) (2) (3) (4) (5) (6) (7) (8) the letterhead the date the inside address the salutation the subject line the body of the letter the complimentary close the signature
2) Courtesy 礼貌
It is not mere politeness. The courteous writer should be sincere and tactful, thoughtful and appreciative.
Compare the following pairs: We are sorry you have misunderstood us. We are sorry we didn’t make ourselves clearly.
optional parts—P9
(1) the references (3) reference notation (4) the enclosure (5) the carbon copy (6) the postscript note
standard parts
(1) (2) (3) (4) (5) (6) (7) (8) the letterhead the date the inside address the salutation the subject line the body of the letter the complimentary close the signature
1377 Main Street Dallas, Texas 75226 U.S.A. Dear Sirs: One of our customers is interested in… Yours truly, Mary Green Encl. Nippon International Trading Nihonbashi, Honcho 3 Chome Chuo-ku, Tokyo 104 Japan
语言特点 商务函电其中的三个原则“准确、简洁、清楚” 都是对语言方面的要求。 “体贴、礼貌”则是针对态度和角度方面的要 求。 “完整”是对格式的要求。 “具体”则是对整封函电内容的整体要求，是 要求避免大而无当的词句，内容不能偏离要表 达的中心。
In-class exercise
1. “给你的一封信” 2. 3. 两位同学一组，分别给对 4. date salutation body of the letter complimentary close 方写信，注意英文信的写 5. signature 作格式
Truly yours, THE WILSON COMPANY William Robertson, President WR / ea
2). indented style
缩行式的特点是封内址 及其它需要分行打字的 部分，后一行都比前一 行缩进两格或三格。 February 15, 2009 缩行式要求每一段落开 Mr. Robertson 始时往里缩进5个字母 The Wilson Company 左右。
Try to put yourself into reader’s place. Compare the following pairs: We will send you the sample next month. We won’t be able to send you the sample this month. You earn 2% discount when you pay cash. We allow you 2% discount for cash payment.
3) Clarity 清楚
Keep in mind the purpose of his/her letter Express the message in simple words, in well-constructed sentences.
Compare: We send you 4 samples yesterday of the goods which you requested in your letter of May 10 by air. We send you yesterday, by air, 4 samples of the goods which you requested in your letter of May 10.
Your letter of May 5 regarding the shipment of this batch has been received. Your letter of May 5 regarding the shipment of this batch has received our careful attention.
4) Conciseness 简洁 Someone once said that words are like inflated money—the more you use, the less each one is worth. Refer to text A 5) Concreteness 具体 Make the message specific, definite and vivid. Short/long/good next month immediately Be shown with exact figures; Give specific time with date, month and even hour/minute
7. The formats of a business letter
1. full blocked style 完全齐头式
2. indented style 缩行式 3. modified blocked style 改良齐头式
1). full blocked style
The Wilson Company 1377 Main Street Dallas, Texas 75226 U.S.A. February 5, 1999 Nippon International Trading Co. Ltd. 3 Nihonbashi, Honcho 3 Chome Japan
4. Writing Principles ---Text A---new words
7 C’s Consideration Courtesy Clarity Conciseness Concreteness Completeness Correctness
1) consideration 体贴
standard parts
(1) (2) (3) (4) (5) (6) (7) (8) the letterhead the date the inside address the salutation the subject line the body of the letter the complimentary close the signature
6.
The Layout of Business Letter ---Text B
optional parts—P9