同济 大学英语 PPT Chapter+Three

Format for business letters
• No punctuation marks (commas or full stops) in the date, address, salutation, or close. • Write a suitable subject line. The subject line should be boldened to attract the receiver’s attention. Identify previous correspondence when necessary.
Format for business letters
Body of letter: • Order information logically, explain and clarify it, provide additional information if appropriate. • Double-spacing is used between paragraphs. • End in a polite and friendly way to maintain goodwill.
A response letter Dear Sirs Thank you for your inquiry of February 10 for our handbags and enclose our detailed quotation. A very full range of the handbags has been sent to you by parcel post today, and you will see that in view of the fine quality and attractive designs, they are a good value for the price. We can assure you that these goods are very popular in Western markets, in which we have had much experience. We can offer you any of these samples firm for three weeks but cannot promise anything definite beyond that period in view of the heavy demand for this type of goods. In case of an order for more than 500 pieces we could grant a special discount of 5% for settlement within 10 days from the date of invoice. We are at your service at all times. Yours faithfully XXX
Request letters and response letters
• What’s the function of request letters? • What’s the function of response letters?
Request letters and response letters
Chapter Three
Writing Letters of Request
Memos and letters
What’s the different function between memos and letters?
Memos and letters
• Memos are normally written for communication within a company. It is an intra-company document. • Letters are mainly written for communication between different companies. It is used for inter-company communication.
Group Activity
Read the two letters and discuss their format.
Format for business letters
• Block format is used with everything justified to the left side of the page (with the possible exception of the company’s letterhead, logo and the subject line). • The month is written, not a number, to avoid confusion.
Request letters demanding longer responses
• do more than merely supply answers to your customers, try to promote your products and services. • present the promotional offers and materials with attention to the client’s present and likely future needs.
Task 2
Read the letter and write a response to it based on the information given in the Data File below the letter. Some queries can be dealt with by referring the reader to enclosures.
Structure of Business Letters
Letterhead Date Inside address Salutation Subject line Body of the letter Complimentary close Signature Printed name and position in the company
When you write business letters, it is necessary to order the information logically.
Task 1
Put the information in the correct order.
Exercise: Order the information in the following Paragraph logically to achieve coherence, adding transitional words, if necessary. We regret to say that the rugs supplied to Order 256 have not reached us yet. You informed us on August 5 that the rugs had been dispatched. You promised immediate delivery to our customers. We expected them a week ago. Our customers naturally feel that we have let them down.
Format for business letters
• If you know the name of your receiver, begin Dear Mr. or Ms.X and close Yours sincerely; If you do not know the receivers or their gender, begin Dear Sir/Madam and close
Yours faithfully.
• Put signature before printed name and position in the company. • Use ‘Encl. 1’ to tell the receiver another document is enclosed.
Ordering information logically
Request letters demanding longer responses
• arrange the information logically and make it readable by using lists, tables, headings, boldface, italics, or other graphic devices.
• Letters of request are written to seek information or to obtain a response to a specific enquiry. • Letters responding to requests give information but also attempt to build goodwill.
A letter of request Dear Sir
Mailing sorter enquiry We are importers of mailing machinery. Right now, the post offices of this country is undergoing a technical reform. There is a great demand for mail sorters. We learnt from a friend that your new model RO-10 Mail Sorter is much more efficient and your price remains the same. We wish to place a trial order for two sets only. Please let us know your terms. If your conditions are suitable, large orders will follow. We are looking forward to your early reply. Yours faithfully XXX