外貿(mào)英語函電1.doc

Chapter 1Layout of English Business LetterMain Contents 1.1 Introduction 1.2 New words and expressions 1.3 Tips for composing English business correspondence 1.4 Layout of English envelopes 1.5 Layout of English letters 1.6 Formats of English lettersDiscussion 1. What should we pay attention to when we compose an English business letter? 2. Do you know the components of an English business letter? 3. What are the formats of business English letters?1.1 Introduction Foreign trade correspondence is of great importance in international trade and business communication. Quite a large part of business of the world is conducted by means of correspondence. This course mainly dwells on 12 types of foreign trade letters widely used in foreign trade.1.2 New words and expressions of Chapter 1 to be conducted by means of correspondence well-groomed business letters to be embodied in the layout of the letter an even appearance to be cluttered (with ) at the top to sit lopsidedly on either side to lay lopsided stress on to plan your margin 通過信函進行 修飾得體的商業(yè)信函 在信件的布局中體現(xiàn) 整齊劃一的外表 頂端混亂地堆集 著 兩邊不對稱擺放 片面強調(diào) 從而安排你的頁邊空白 to bear in mind that on the preceding page to be single-spaced triple spaces between paragraphs a wordy letter misspelled words a typographical error to prejudice the reader against you the proper use of punctuation the full block form 記住 在前一頁 設置單倍行距 段落間的三倍間隔 用詞累贅的信件 拼寫錯誤的單詞 排版錯誤 使讀者對你產(chǎn)生偏見 恰當使用標點符號 (信件)頂格式 the indented style the simplified form in compliance with your request to be subject to our final confirmation irrevocable Letter of Credit to be available by draft at sight a heavy demand for the goods the reference and date to begin a letter with a salutation 縮進式 簡化式 遵照貴方的要求 以我公司最后確認為準 不可撤消的信用證 憑即期匯票可獲(支付) 對該產(chǎn)品的大量需求 提及的事情與日期 用尊稱作為一封信的開頭 the subject line the complimentary close the enclosure of the letter carbon copy notation the postscript of/to a letter the icon of products a miniature of the products the initial of the signer abbreviation of Messieurs a courtesy title the customary formal greeting to be scrapped and retyped 主題行,事由 信尾客套話 信的附件 副本符號 信后附言 產(chǎn)品圖標 產(chǎn)品縮圖/縮型 簽名者姓名首字母 “諸君”一詞的縮寫詞 禮貌頭銜 慣例的正式問候 (信件)被廢掉重新打 to sign by hand and in ink illegible handwriting to sign a letter with a rubber stamp integrated circuit boards peripheral equipment the elements of a toolkit a revocable vote at the upper left corner the name of the recipient 用墨水手寫簽署 難以辨認的筆跡 用橡皮印章簽署信件 集成電路板 外圍設備 工具包中的基本物件 可廢棄的選票 在左上角 接收者的名字1.3 Tips for composing business correspondenceDiscussion What tips are given in this chapter about composing business correspondence?1.3.1 Even spacing (1) The letter should present an even, well-balanced appearance, neither cluttered in any part nor arranged lopsidedly on one side. (2) Wide margins make the letter more readable and inviting. (3) Most business letters are single-spaced between lines, with double spaces between the paragraphs. (4) When paragraphs are indented, they should all line up with the same distance from the margin.1.3.2 Short sentence and paragraph Short sentences and paragraphs are easy to read and inviting to the eyes. A new paragraph should be used for a new thought or idea. Ideas should be expressed as simply and briefly as possible.1.3.3 Correct layout A layout is an overall design of a page, book, etc., including elements such as page, type size, font, and the arrangement of titles, etc. The layout of the business letter covers “forms of the letter” and “parts of the letter”. One form should be adopted from the beginning to the end of the letter.1.4 Layout of envelopes When you write an envelope, you should put your name and address at the upper left corner of the envelop and the recipients name and address in the center of the envelope.Your nameAddress 50%30%Recipients Name Address Generally, the information about the recipient is laid out in the following order: (1) recipients name (if known); (2) company name; (3) address or post office box; (4) city, state, and postal code; (5) country (if it is an international mail).Susan JonesABC Company1234 main StreetNewtown, NY20022USA1.5 Layout of letters1.5.1 Three parts of a business letter the pre-message; the message; the post-message. The structure of a letter is demonstrated in the tables below illustrating the position of each part in a letter.1.5.2 Sixteen segments of a business letter1.5.1 Layout of pre-message (1) Letter head (2) Date (3) Inside address (4) Attention line (5) Reference number (6) Subject line (7) Salutation(1) Letterhead (信頭) Companies normally have their own letterhead templates, customized with the logo, company name and address. Many companies also add a phone number, fax number, e-mail address or website to the letterhead. The letterhead can be on the left side of the page, in the middle, or on the right.Example of letterheadTotal Communications 1234 NE Central Road Camas, WA 98607 Phone: 360-555-1212 Fax: 360-555-1515 T(2) Date All business letters should be dated. The date includes the day, month and year. There are two basic forms of dates, e.g. The American form: September 2, 2010 The British form : 2 September 2010(3) Inside address (信內(nèi)收信人地址) The order of the inside address includes the recipients name, title, the company, then the street, city, state or province, postal code, and country (if necessary), Example:Charles Staples General Manager 7 Studios 11943 Montana Avenue Los Angeles, CA90049 USA(4) Attention line (指明收信人) The attention line is optional. It is used when the inside address includes only a company name. its function is to tell to whom the letter should go. We can use such abbreviations as “Att” or “ATT”, Examples: Att: Charles Staples, Game Designer ATT: Sales Manager(5) Reference (指涉) A reference may be an order number, part number or date. “Re” and “Ref” are the most common abbreviations. Examples: Re: Order No.789 Ref: PO No. 345 Sometimes, “Your ref” is used to indicate to which letter we reply; “Our ref” is used as the reply letters reference number. Examples: Your ref: CNN/255 Our Ref: 1234/BD(6) Subject line (事由) The subject line shows the general idea or the purpose of the letter. It features a word or tow, or a short phrase. Examples: Sub: DELAY OF DELIVERY Sub: Request for price lists Usually, reference numbers and subject information are combined together to facilitate understanding. Example: Re: Account No. FG1234 Billing dated 10-4-09 Error in Billing Sub: Order No. 1234 Price Reduction(7) Salutation (尊稱) A salutation is a way of greeting the reader or addressee. The name is usually combined with “Mr.”, “Mrs.”, “Miss.”, “Ms.”, or an official title like “President” or “Doctor”, etc. A salutation often ends with a comma. Examples: Dear Mr. Smith, Dear Mrs. Jones, Dear Peter, Dear President Jones, Dear Professor Qin, If the addressees name is not known, you may use his title, or address the letter to his department or may say as the following examples. Dear Sales Manager, Accounting Department Dear sirs, Gentlemen, Ladies and Gentlemen, Layout of message (8) Opening (9) Body (10) Closing sentences (8) Opening sentences (開頭語) The opening sentences give the reader a general idea about what your letter is going to say. e.g. In response to your letter of May 15, Your letter has been received and we are pleased to say that After reading your advertisement Our Sales Manager, John Jones, suggested that I contact you regarding (9) Body (主旨段落) The body gives more details, asks questions, presents points of view, etc. usually, a good foreign trade letter is not very long. Extra information other than the subject the letter deals with is kept out.(10) Closing sentences (結尾語) The closing sentences of a letter can be an expression of gratitude, a suggestion or a request. Examples: Thank you for your attention. Your assistance in this matter is appreciated. I would appreciate your mailing this information today. Please call me. Our supply is limited. Act now! Layout of the post-message (11) Complimentary close (12) Signature (13) Identification initials (14) Enclosure (15) Copies (16) Postscript (11) Complimentary close (信尾客套話) The complimentary close is always followed by a comma and only the first letter is capitalized. The close can be formal or informal, depending on whether you are familiar with the addressee. Examples of formal complimentary closes: Very truly yours, Yours cordially, Respectfully yours,Examples of Less formal complimentary closes: Best regards, Cordially, Yours truly,Examples of Informal complimentary closes: Best wishes, Warmest regards, See you in the near future,(12) Signature The signature is put at the left margin, leaving three lines space for the handwritten signature before the typed name, title and/or department. It usually looks like this: Sincerely, John Smith Sales Department (NORTHWEST COMMUNICATION)(13) Identification initials (作者/打字員姓名縮寫) Identification initials are the initials of the person who dictates the letter in uppercase characters and then the initials of the person who types the letter in lowcase characters.DG/bm(14) Enclosure (附件) Enclosures are optional it is used when you put something into the envelop together with the letter. We often use the abbreviation “Encl.” or “Enc.” . “Attachments” is also acceptable. It is usually signified below the identification initials, on the left margin. e.g. Enc. 4 samples 1 Encl. Price List 2 Encl. Category List Attachments (15) Copies (抄送) This part is often initialed as “CC”. It stands for “Carbon Copies”, which means to send a copy of your letter to someone other than the recipient. e.g. CC: Jean Goecks CC: Sales Manager(16) Postscript (附筆) The postscript is used to add further information to the letter. It is always abbreviated as “PS”, “P.S.” or “PSS”. P.S. Hope to see you at the trade fair on August 10. PSS Be sure to place your order soon!1.6 Formats of English Business Letters 1.6.1 Block format The most common layout of a business letter is known as block format, esp. in the USA. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. 1.6.2 Modified block format Another widely utilized format is known as modified block format. In this type, the body of the letter and the senders and re