外貿(mào)函電unit_1

1、2021-8-121 2021-8-122 w1.Forms of Business Letters w2.Parts of Business Letters (layout) w3.Envelope w4.Writing Principles of the Business Letter(7C) 2021-8-123 1. Forms 1.1.縮行式（縮行式（The indented form） 2.2.齊頭式齊頭式( (The block form) ) Beijing Overseas Trading Corporation 125 Jianshe Street, Beijing 100

2、710, Beijing, China Telephone: 0086-10-66778899 Fax: 0086-10-66778800 Our Ref. No. 06090501 Your Ref. No. September 5th, 2006 Messrs Smith & Co. 153 Third Avenue New York NY10017, U.S.A. Attention: Import Department Gentlemen: Re: Your Enquiry of Sep. 3rd The body of the letter Yours truly, Beijing

3、Overseas Trading Corporation Wang Jie Sales Manager WJ / ly Encl. As stated CC: ABC Trading Company P.S. Beijing Overseas Trading Corporation 125 Jianshe Street, Beijing 100710, Beijing, China Telephone: 0086-10-66778899 Fax: 0086-10-66778800 Our Ref. No. 06090501 Your Ref. No. September 5th, 2006 M

4、essrs Smith & Co. 153 Third Avenue New York NY10017, U.S.A. Attention: Import Department Gentlemen: Re: Your Enquiry of Sep. 3rd The body of the letter Yours truly, Beijing Overseas Trading Corporation Wang Jie Sales Manager WJ / ly Encl. As stated CC: ABC Trading Company P.S. 2021-8-126 2.The layou

5、t of a business w Heading the address of sender the date Your Ref: Our Ref: The Inside Name and Address Attention Salutation (Dear ) Subject Line B o d y The complementary Close The signature The additional parts (Encl, C.C , P.S) , 2021-8-127 Structure w Letterhead (Letterhead (信頭）信頭） w Reference a

6、nd dateReference and date（編號(hào)和日期）（編號(hào)和日期） w Inside name and address(Inside name and address(封內(nèi)地址）封內(nèi)地址） w Attention line (Attention line (注意事項(xiàng)）注意事項(xiàng)） w Salutation (Salutation (稱呼）稱呼） w Subject line (Subject line (事由）事由） w Body (Body (正文）正文） w Complimentary close (Complimentary close (結(jié)尾敬語）結(jié)尾敬語） w Signat

7、ure (Signature (簽署）簽署） w Enclosure (Enclosure (附件）附件） w Carbon copy notation(Carbon copy notation(抄送）抄送） w Postscript (Postscript (附言）附言） 2021-8-128 Letter-head 信頭 w It includes senders company name , postal address , telephone number , fax number , E-mail box and website etc. Letterhead (printed) N

8、ame Address Phone / fax / e-mail 2021-8-1210 1.Letter-head 信頭 北京市海淀區(qū) 中山大道158號(hào) 外語教學(xué)與研究出版社 10089 電話傳真郵箱： 網(wǎng)址： http:/ Foreign Language Teaching and Research Press 158 zhongshan Rd. Handian District Beijing 10089 TelFaxE-Mail : Website: http:/ 2021-

9、8-1211 2.Reference 編碼 w It is typed immediately below the letterhead. w Reference w E.g Your Ref: GZ/01 Our Ref : BJ/15 2021-8-1212 Date 日期 w Type the date in full , in logical order of day , month and year . e. g. 30th August 2004 w for the day , ordinal numbers (1st, 2nd , 3rd , 4th etc) or the ca

10、rdinal numbers (1,2,3,4etc ) can be used . e. g. 30 August 2004 2021-8-1213 w The day can also be written after month , following the order of month day, year . e. g . August 30th, 2004 w Not to type the dates in figures .(easily confusing) w British form :day month year w American Style : month dat

11、e , year w E.g. 10/2/2004 :10th February 2004 in Britain October 2nd , 2004 in America Date 2021-8-1215 3.Inside Name and Address 封內(nèi)地址 w The sequence is contrary to that on Chinese letter: w name of house 單位名稱 number of house and name of street 門牌 號(hào)碼， 街道 name of town or city 城鎮(zhèn) State /Province and p

12、ost code 省 郵政編碼 name of country 國(guó)名 Inside name and address 2021-8-1217 4.Attention line 注意事項(xiàng) it is used when the writer wants to direct it to a specific individual or section of a firm it is typed two line spacings above the salutation , underlined and centered over the body 2021-8-1218 5.Salutation

13、 w The salutation includes a personal or professional title and the name of the addressee . w E.g Dear Smith: w Writer-recipient relations and the formality of language determine salutation forms . 2021-8-1219 Salutation w Dear Mr. : Men w Dear Mrs. : Married women Mrs.Lin w Dear Miss :unmarried wom

14、en Miss Lin w Dear Dr. :doctor w Dear Prof.: Professor , holder of a professional rank 2021-8-1220 w Dear Sirs. : No specific reference, formal w Gentlemen : No specific reference, formal w Ladies and gentlemen: No specific reference, formal w To whom it may concern :You dont know yet who is the rec

15、ipient . w Dear +first name :closed friend, informal . Salutation 2021-8-1222 6.Subject w General idea of a letter. w E.g. Establish biz relationship w Price List w Delivery Date of * 2021-8-1223 7.Body 正文 w A main part of a letter w It expresses writers ideas, opinions , purposes , and wishes . w W

16、rite clearly , politely , grammatically and to the point . Body 2021-8-1225 8.The complementary close 結(jié)尾敬語 w The complementary close is the polite way of ending a letter. w Formal: yours faithfully , yours very faithfully w Semiformal : sincerely yours , cordially yours w Informal: sincerely , cordi

17、ally , best regards , take care , love etc. Complimentary close 2021-8-1227 9.Signature 簽署 w The signature is the signed name or mark of person writing the letter or that of the company he represents w The signature is made up of w e.g. signature hand-written name Wang Dawei typed-out name Sales Man

18、ager job title w Not to sign a letter with a rubber stamp ( a form of discourtesy ) 2021-8-1228 10.Enclosure附件 w If something is enclosured , note it below the signature. Enclosure:4 samples Encl: Packing list 裝箱單 Commodity Inspection Certificate 貨物 檢驗(yàn)證明 Insurance Policy 保險(xiǎn)單 Sales Confirmation 銷售確認(rèn)合

19、同 2021-8-1229 11.carbon copy notation 抄送 w when copies are sent to others , type C.C below the signature at the left margin . e.g C.C The Department of Human Resources 2021-8-1230 12. P.S附言 w If the writer wishes to add something he forgot to mention or for emphasis , he may add his postscript . e .

20、g . P.S The samples will be mailed to you tomorrow . Try to avoid using p.s. since it may suggest that writer fails to plan his letter well before typing . 2021-8-1231 1.Writing Principles of Business letter w 7 Cs 2021-8-1232 Clarity w Clarity :Avoid using words which have ambiguous meanings . w e.

21、g . As to the steamers sailing from HK to San Francisco , we have bimonthly(1.隔月的 2. 一月兩 次)direct services . a). We have two direct services sailings from HK to San Francisco every month . b). We have a direct service sailing from HK to San Francisco every two months . 2021-8-1233 Conciseness w Usin

22、g concise sentences and fewest words without losing completeness and courtesy to express meaning clearly . w Wordy Concise We wish to acknowledge receipt of your letter we appreciate your letter 2021-8-1234 Courtesy w Promptness /Punctuality will please your customers . w You-attitude We-attitude: w

23、e allow 2% discount. You-attitude : You earn 2% discount . “We” serves as the subject of the sentence and it speaks from the first person. The verb “allow ” means that one can not do sth. Unless he can get permit from writer. While in the second sentence , “you” is used as subject . “earn” means tha

24、t it is profitable to conduct this business deal . 2021-8-1235 2.Envelope w Senders VIA AIR MAIL STAMP name and address Receivers name and address Post Notation 2021-8-1236 Envelope Addressing w The Return Address is printed in the upper left corner. w The receivers name should be typed half down th

25、e envelope. w Stamp is placed in the up-right hand corner while the bottom left hand corner is for post notation . (郵票貼在信封右上角， 右下角是寄送注明) 2021-8-1237 post notation Private 親啟 Personal 私函 Confidential 密件 2021-8-1238 Envelope Addressing w The address order is contrary to that on Chinese envelope. w The name of addressee 收信人姓名 The number of house and name of road 門牌號(hào) 碼， 街道 The town or district 鄉(xiāng)鎮(zhèn)， 區(qū) City /province /state and postcode 城市， 省份， 郵政編碼 Country 國(guó)名 2021-8-1239 w 門牌號(hào)碼前不加“No:”字樣， 數(shù)字后