the layout of business letter 商務英語函電課件PPT

1、 the course is for the purpose of cultivating the capacity of fluently reading, interpreting various business english correspondence, such as letter, fax and e-mail, etc. since the students are not majored for international trade, some knowledge of international trade theories and practices will als

2、o be the concerned contents in class besides the basic contents of how to write and read business english correspondence. course objectives1. comprehend and master the basic writing skills for various types of business correspondences2. be familiar with the general conventions as well as main proced

3、ures in international trade practice3. conduct a series of simulated practice for business preparation, promotion, negotiation, and execution4. learn to manipulate various means of electronic correspondence facilities for business practice新編國際商務英語函電，程同春主編， 東南大學出版社2001年12月第1版english business letters,

4、 諸葛霖編著， 對外經濟貿易大學出版社，2000年實用商務英語寫作，趙偉華，張艷敏編著， 大連理工大學出版社，2003年國際商務英語寫作，常玉田著，中國對外經濟貿易出版社，2002年外經貿英語，對外貿易經濟合作部人事教育勞動司編，對外經貿大學出版社，2000年外經貿英語函電與談判，凌華倍，朱佩芬編著，中國對外經濟貿易出版社，2002年國際貿易實務英語，劉法公編著，浙江大學出版社， 2002年中華人民共和國商務部 http:/ http:/ / teaching objectives1. master the well-received layout of

5、 business letters2. familiarize with the basic components of a business letter3. comprehend the general writing principles for business letter writing4. be able to draft an appropriate and effective business letter writing guidelines clear concise correct courteous conversationalconvincing complete

6、clear-to express the meaning clearly so that the reader will not misunderstand. a) avoid using the words which have different understanding or unclear meaning. b) pay attention to the place of modifiers. c) pay attention to the sentence structure d) paragraph carefully and properly. usually one para

7、graph one idea.a) as to the steamers sailing from hong kong to san francisco, we have bimonthly direct services. we have two direct sailings every month from we have semimonthly direct sailing from we have a direct sailing from. every two monthsb) the l/c must reach us not later than 8 october for a

8、rranging shipment. the l/c must reach us for arranging shipment not later than 8 october. they bought a bicycle in beijing in a small shop which costs $25.00 they bought a bicycle for $25.00 in a small shop in beijing. we shall be able to supply 10 cases of the item only. we shall be able to supply

9、10 cases only of the item. he was warned not to drink water even in a restaurant which had not been boiled. he was warned not drink water which had not been boiled even in a restaurant.c) we sent you 5 samples yesterday of the goods which you requested in your letter of may 25 by air. we sent you, b

10、y air, 5 samples of the goods which you requested in your letter of may 25 yesterday.concise-to say what you must say in the fewest words without losing completeness and courtesy.using following methods to achieve it:1. avoid using wordy expressions2. avoid unnecessary repetition3. use short sentenc

11、e, simple words and clear explanation4. avoid padded expressions5. using subject line flexibly and properlya) shorten wordy expression we have begun to export our machines to countries abroad. we have begun to export our machines.b) use words to replace phrases or clauses in the event that you speak

12、 to mr. wood in regard to production, ask him to give consideration to the delivery schedule. if you speak to mr. wood about production, ask him to consider the delivery schedule. we require furniture which is of the new type. we require new type furniture. correct grammar mistakes often occurred in

13、 writing: with pronouns with adjectives with article with verbs with adverbs with conjunctions with participles check all these aspects before you sending the letter out. courteous courtesy is not mere politeness. it stems from a sincere you-attitude. it is sincere, tactful, thoughtful and appreciat

14、ive. in order to make courtesy, try to avoid irritating, offensive, or belittling statements. to answer letters promptly e.g. your letter is not clear at all. i cant understand it. if i understand your letter correctly, . conversational to use a tone that is friendly but efficient and to write as yo

15、u would speak and talk on paper. writing techniques for a conversational style use contractions use personal references use direct questions create a person-to-person style take a you-attitude rather than we-attitude. convincing-make the letter specific, definite and vivid.e.g. the brake can stop a

16、car very quickly. the xyio type power brake can stop a 2.5-ton car traveling at 70m/h within 150 feet. we have drawn on you as usual under your l/c. we have drawn on you our sight draft no.345 for the invoice value, us$789.00 under your l/c no.234 of the china bank. a decision has been made to set u

17、p an office in osaka. the board of directors decided to set up an office in osaka. various aspects of this equipment make it good choice. this machine is a good choice because it is more compact and less expensive than any other one on the market. complete a business letter should include all necess

18、ary information the reader wants. to check the letter before sending it out. to check the letter to see if 5 ws are fulfilled. necessary parts:1. letterhead & dateline2. inside address3. salutation4. letter body5. complimentary close6. signatureunnecessary parts:1) reference line2) attention lin

19、e3) carbon copy (c.c)4) subject line5) postscript line6) enclosure letterhead -usually preprinted and contains the organizations name, corporate logo, address, postal code, telephone number, fax number, e-mail address, etc. ltd./plc/inc. plc: public limited company; inc./corp. in usa for private lim

20、ited companies; &co.-parternership inside (receivers) address -surname known; title known; department known; company only; contractions used in addresses: rd.=road; st.=street; sq.=square; p.o.b.=post office box; #23=23號號(美式用法美式用法); no.23=23號號(英式用法英式用法) 44 park sq.: 公園廣場公園廣場44號號; e.g. mr. r jame

21、s t f consultancy 29 lower village rd. london se17 2st 倫敦洛爾莊路倫敦洛爾莊路29號號,tf咨詢公司咨詢公司,r.詹姆斯先詹姆斯先生。郵政編碼：生。郵政編碼：se17 2st date - always type the date in full, in the order of day, month ,year or month, day, year. month must be written in words other than in numbers. e.g. 1st march 2005 or 1 march 2005, or

22、 march 1st, 2005 subject line/subject heading - to give the reader an idea of what the letter is about at first glance. re: your order no. 1513 salutation and complimentary close -salutation: the greeting with which every letter begins. complimentary close: a polite way to bring a letter to a close.

23、 the body of the letter -may be indented or blocked and be consistent all through the letter. signatures -always type your name after handwritten signature references -enable replies to be linked with earlier correspondence and ensure that they reach the right person or department. your ref:; our re

24、f. it may appear either in numbers or letters. e.g. ：667/17; ds/mr enclosures -e.g.: enc. as stated; encl. 4; enclosures (3); enc. bill of lading (5 copies) copies -cc. (=carbon copies): are sent to people other than the named recipient; b.c.c. (=blind carbon copies): the carbon copies which the named recipient doesnt know. postscripts -a point you wish to emphasize or something you forget to mention. abbreviated as p.s. indented form example i blocked form example ii modified blocked form example iii the way of addressing envelope exercise:try to address a