世紀(jì)商務(wù)英語外貿(mào)函電整套課件完整版PPT教學(xué)教程最全電子講義教案(最新)

1、Basic Knowledge of Business English Letters WritingProject 1Part 1The Basic Requirements of Business English Letters WritingPart 2The Basic Parts of Business English LettersPart 3The Basic Layout / Format of Business English LettersPart 4Addressing EnvelopesPart 5Practical TrainingBasic Knowledge of

2、 Business English Letters WritingProject 1Leading-in TasksTry to finish the following tasks to see how well you know about the Modern Business Letter Writing.Task 1. Write down the basic requirements about which you know for a modern business letter.Task 2. List all the necessary and optional parts

3、in an ordinary business letter and set them out, as they should be set out in a letter, in a piece of paper.Task 3. Address an envelope for an ordinary business letter.The Basic Requirements of Business English Letters WritingPart 1The purposes of communication are to obtain complete understanding b

4、etween the parties involved, and to elicit the responses required. Generally speaking, the functions of a business letter are to ask for or to convey business information, to make or to accept an offer, and to deal with matters concerning various businesses. Business letter writing does not differ f

5、rom any other form of creative writing. Good English is one of the important bases of a good business letter writing. What you write should be free from grammatical blemishes, and also free from the slightest possibility of being misunderstood. Usually, there are certain essential requirements for a

6、 good business letter, which can be summed up in the Seven Cs principle, i.e. Completeness, Concreteness, Clearness/Clarity, Conciseness, Courtesy, Consideration, Correctness. These Cs often go hand-in-hand.The Basic Requirements of Business English Letters WritingPart 11. Completeness (完整)A busines

7、s communication should include all the necessary information. It is essential to check the message carefully before it is sent out to see that all the matters are discussed, and all the questions are answered. Business letters should avoid incompleteness.The Basic Requirements of Business English Le

8、tters WritingPart 12. Concreteness (具體)Concreteness means making the message specific, definite and vivid. Business letters should avoid being too general. In general letters, everything seems to be mentioned but actually few are fully expounded. You should use specific facts and figures, vivid and

9、image- building words in bussiness letter writing.The Basic Requirements of Business English Letters WritingPart 13. 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 excha

10、nge of letters for explanation will become inevitable, thus time will be lost. The writers must try to express themselves clearly. To achieve this, they should keep in mind the purpose of their letters and use appropriate words in correct sentence structure to fully convey their meaning. When you ar

11、e sure about what you want to say, say it in plain and simple words. Short, familiar, conversational and straight-forward English is what is needed for business letters.The Basic Requirements of Business English Letters WritingPart 14. Conciseness (簡明)Conciseness is often considered to be the most i

12、mportant writing principle. It means saying things in the fewest possible words. To achieve this, try to avoid wordiness or redundancy. Clearness and conciseness often go hand-in-hand and the elimination of wordy business jargon can help to make a letter clearer and at the same time more concise. A

13、concise letter is not necessarily a short one. Sometimes a letter dealing perhaps with a multiplicity of matters cannot avoid being long. Generally speaking, you will gain in clearness and conciseness by writing short sentences rather than long ones. A letter can be made clearer, easier to read and

14、more attractive to look at by writing short sentences and careful- arranged paragraphs. One paragraph for one point is a good rule.The Basic Requirements of Business English Letters WritingPart 15. Courtesy (禮貌)Courtesy is not mere politeness. It is like a favorable introduction card. The courteous

15、writer should be sincere and tactful, thoughtful and appreciative. You need to prepare every message with the readers in mind and try to put yourself in their places. If conciseness conflicts with courtesy, then make a little sacrifice of conciseness. Promptness is one of the most important things i

16、n being courteous. Punctuality will please your customer who dislikes waiting a long time for a reply.The Basic Requirements of Business English Letters WritingPart 16. Consideration (體諒)Before we go on to the detailed structure of the business letter there is one general principle, on which the nat

17、ive English writers lay great emphasis, that is, the “you” attitude. “You-attitude” is not so simple as only to use “you” instead of “I” or “we”. In our letters we should always keep in mind the persons we are writing to, try to see things from their point of views, visualize them in their surroundi

18、ngs, see their problems and difficulties and express our ideas in terms of their experience.“You-attitude” can help to avoid an awkward situation, and promote cooperation between the trade parties.The Basic Requirements of Business English Letters WritingPart 17. Correctness (正確)Business letters mus

19、t be correct, otherwise they may be misunderstood and run the risk of reaching nowhere or going astray. Correctness means appropriate and grammatically correct language (without spelling or typographical errors) and factual information that is accurate with reliable figures such as names of articles

20、, specifications, quantity, price and projects.The Basic Parts of Business English LettersPart 21. Letterhead (信頭)As the first and most obvious part of a business letter, the letterhead expresses a companys personality. It helps to form ones impression of the writers firm. Styles vary considerably,

21、but they all give similar information and include the essential particulars about the writer name, address, zip-code, telephone number, telegram/telex/fax number and e-mail address of the company. It is usually designed and printed in the center or on the left margin at the top of the page.The Basic

22、 Parts of Business English LettersPart 22. Reference Number (參考號/發(fā)文編號)The Reference Number is generally used as a useful indication for filing and consulting for both sides, so it must be easily seen. It may include a file number, a contract number, a L/C number or the initials of the signer and the

23、 typists initials. If you find the Reference Number in the incoming letter you need to take the form as “your ref.” and “our ref.” in your reply. The position of the Reference Number is often put, one or two lines below the letterhead, on the left margin.The Basic Parts of Business English LettersPa

24、rt 23. Date (日期)Every letter should be dated. Never send out a letter without a date. If you are giving information, such as shipping or delivery or appointment dates, it is vital that the date should be correct. The position of the date is often one or two lines below the reference number or letter

25、head (if there is no reference number). It can be put either on the left or the right margin, depending on the style you decide to use.Remember to always type the date in full. It is unwise to abbreviate the name of the month or show the date in figures like 8/9/2015 or 9/8/2015 as this may cause so

26、me confusions; this is because the British and American forms differ and do not read the day and the month in the same order. e.g.September 8, 2015 American form8th September , 2015 British formThe Basic Parts of Business English LettersPart 24. Inside Name and Address (封內(nèi)名稱和地址)It consists of the na

27、me and address of the receiver. It appears exactly the same way as on the envelope. Inside Name and Address are always put at the left margin at least one or two lines below the date. When the receiver is a company, type the name of the company directly. Where the appropriate head of department is k

28、nown, address the letter to them by their official titles. e.g.The Sales ManagerThe Space Engineering Co., Ltd.830 W. Lauridsen BoulevardPort Angeles, WA 98363U.S.AThe Basic Parts of Business English LettersPart 24. Inside Name and Address (封內(nèi)名稱和地址)When the company is named after one or more persons

29、, e.g. James, Smith Co.; Brown & White Bros., etc., the “Messrs”, the plural of “Mr.” and the abbr. of “Messieurs”, has to be used. e.g.Messrs. Harrison & Co.32, Duke StreetLondon N. W. 4EnglandThe Basic Parts of Business English LettersPart 24. Inside Name and Address (封內(nèi)名稱和地址)If the receiver is an

30、 individual in the company, the persons name should be preceded by the courtesy title. i.e.“Mr.”, “Mrs.”, “Miss” or “Ms.”. If you are not sure whether or not the woman to whom you are writing is married, use “Ms.”. This title is now perfectly acceptable, especially in view of the fact that many care

31、er women prefer it. e.g.Ms. Sarah DavisSales Manager369 Lincoln StreetSeattle, WA 98362U.S.AThe Basic Parts of Business English LettersPart 2If the letter is addressed to the company but directed to the attention of an individual, take the form of “ATTN”. e.g.Messrs. Richard Thomas & Baldwins Lt.,15

32、0 Gower StreetLondon W. 1.EnglandATTN: Mr. John Smith, Sales Manager(由銷售經(jīng)理約翰史密斯先生親閱)4. Inside Name and Address (封內(nèi)名稱和地址)The Basic Parts of Business English LettersPart 25. Salutation (稱呼)The Salutation is the polite greeting with which a letter begins. It should be placed one or two lines below the

33、Inside Address. There are many forms of salutation in a business letter. The particular form used depends upon the writers relationship with the receiver. To some extent the salutation settles the form of the complimentary close. The customary greeting in a business letter is “Dear Mr./Mrs./Ms./Miss

34、. .(姓)” or “Dear .(名)” .“Dear sirs” or “Gentlemen” is used when the letter is not addressed to a specific person. Note that “Gentlemen” is seldom used nowadays and “Sirs” cannot be used alone. Quite often now companies are owned and /or managed by women, and it is more and more customary to use the

35、greeting “Dear Madam or Sir”, if the writer is not sure whether the letter will be read by a man or a woman. Whatever its form is, the salutation always appears on a line by itself and is followed by a comma or a colon.The Basic Parts of Business English LettersPart 26. Subject Line (事由標(biāo)題)The Subjec

36、t Line is often inserted between the salutation and the body of the letter, either beginning at the left margin or the centre, depending on which style you are using. The Subject Line helps to invite attention to the topic of the letter. It is especially useful if two companies have a lot of corresp

37、ondence with each other on a variety of subjects, as it immediately tells what the letter is about. It is also useful as a guide for filing. It can begin with or without “Re:” or “Subject:”. Sometimes, you can see the Subject Line is underlined. No matter what the form is, it should always denote wh

38、at the letter is about. e.g.Re: Sewing MachinesSubject: Sewing MachinesSewing MachinesThe Basic Parts of Business English LettersPart 27. Body (正文)This part contains the actual message of the letter. It should begin one or two lines below the subject line or the salutation if there is no subject lin

39、e. Usually, it is divided into three parts: opening, actual message and closing. The Body of the Letter should be carefully planned and paragraphed. The opening is to give the reason of writing and often refers to previous correspondence. The actual message is to specify the writers concrete purpose

40、s, requirements and wishes. The closing is to express thanks, and anticipations for future actions or plans. Sometimes the closing may be used to sum up the message and to suggest the writers requirements to the receiver.The Basic Parts of Business English LettersPart 28. Complimentary Close (結(jié)尾敬語/套

41、語)SalutationComplimentary CloseCommentDear Sir(s),Dear Madam,Dear Mesdames,Dear Madam or Sir,1. Yours faithfully,Faithfully yours,Formal It is very commonly used in Britain, but seldom used in America and Canada.2. Yours truly,Truly yours,Formal It was once an OK and common usage in America and Cana

42、da, but not very common in modern business letters.3. Yours sincerely,Sincerely yours,Sincerely,It was once informal usually used between persons known to each other. But nowadays, it is more and more commonly used in business letters even between persons unknown to each other in modern America and

43、Canada. Dear Mr. .(姓),Dear Ms. .(姓),Sincerely yours,Yours sincerely,Sincerely,Dear Mary (名),Dear Mary (名),(With) Best wishes,(With) Best regards,Strictly speaking, it is not a complimentary close; it is part of the body used between close friends.The Basic Parts of Business English LettersPart 29. S

44、ignature (簽字)The Signature is the signed name or mark of the person writing the letter or that of the firm he or she represents. All letters must be signed and a letter should be signed by hand, and in ink. Unsigned letters have no authority and a letter “signed” with a rubber stamp is a form of dis

45、courtesy. The place of the Signature will depend on the layout of the letter but is always under the Complimentary Close. Usually, the name of the signer is typed below the signature because many hand-written signatures are illegible, and then followed by his or her job title or position. If the wri

46、ter represents a certain institute, the name of the institute will be printed above the signature. For example:The Basic Parts of Business English LettersPart 29. Signature (簽字)Yours faithfully,The Overseas Co., Ltd(Signature)John BellGeneral Manager, Sales DepartmentThe Basic Parts of Business Engl

47、ish LettersPart 210. Reference Notation (經(jīng)辦人代號)Sometimes, the Reference Notation, which is also understood as Identification Marks, can also be added one or two lines below the typed signature. The Reference Notation usually shows only the initials of the typist, but it can also be made up of the in

48、itials of the person who dictated the letter and those of the secretary or typist if the directors name is not typed in the signature area. The initials of the director or dictator are usually in capital letters. The two sets are separated by a colon or a slant line, for examples: for Bill Clinton (

49、manager) and Nancy Brown (secretary). The following examples are acceptable forms of the Reference Notation:BC:nbBC/nbThe Basic Parts of Business English LettersPart 211. Enclosure Notation (附件)If any documents such as catalogues, price lists, order, copies of fax, etc. are sent with a letter, it is

50、 necessary to add Enclosure Notation to remind the receiver. The Enclosure Notation is usually placed two lines below the Signature or the Reference Notation (if any) at the left margin. The marking may be in any of the following ways:Enclosure: 3 copies of .Encl. 3 cataloguesEnc. 1 invoiceEncls: as

51、 statedThe Basic Parts of Business English LettersPart 212. Carbon Copy Notation (抄送) When copies of the letter are sent to others, you need to use the Carbon Copy Notation below any enclosure notation at the left margin. It is used to show that the letter has been sent to someone relevant. The mark

52、ing may be in any of the following ways: c.c./cc/bcc blind carbon copy. For example:c.c. Mr. J. CooperThe Basic Parts of Business English LettersPart 213. Postscript (附言/注) A Postscript is used to emphasize a point to which the writer wants to draw the readers attention. It is not for a point that t

53、he writer forgot to mention in the body of the letter. Rewrite the letter instead of using a postscript if you forgot to mention something. Sometimes, the Postscript can be added by some executives in pen and ink for the purpose of adding a personal touch to their typewritten letter. The marking wor

54、d of Postscript is P.S. and should be placed one or two lines below any other notations and flushed with the left margin.The Basic Parts of Business English LettersPart 213. Postscript (附言/注)Of all the 13 parts, 7 parts are standard, principal and necessary. These parts include the letterhead, the i

55、nside address, the date, the salutation, the body of the letter, the complimentary close and the signature. The other 6 parts are optional. These parts may be unnecessary for some letters and chosen as the writer wishes. Some letters may contain one or more of the optional parts, depending on the ac

56、tual situation.The Basic Layout / Format of Business English LettersPart 3Although formality in business letter writing is rapidly giving way to a less conventional and more friendly style, the layout or mechanical structure of a letter as it is called still follows a more or less set pattern determ

57、ined by custom and not resulting from any deliberate plan. Choice of layout is a matter of individual taste, but it is better to follow established practice, to which the business world has become accustomed. A good plan to make correct practice habitual is to adopt one form of layout and to stick t

58、o it.Basically, there are four acceptable formats/layouts/styles for business letters. Each part of a business letter has to be set in the paper as follows in accordance with the particular format of the letter.The Basic Layout / Format of Business English LettersPart 31. Full-block Style2. Modified

59、-block Style3.Combined-form Style4. Indented style/ Semi-block StyleThe Basic Layout / Format of Business English LettersPart 31. Full-block Style2. Modified-block Style3.Combined-form Style4. Indented style/ Semi-block StyleThe Basic Layout / Format of Business English LettersPart 31. Full-block St

60、yle2. Modified-block Style3.Combined-form Style4. Indented style/ Semi-block StyleThe Basic Layout / Format of Business English LettersPart 31. Full-block Style2. Modified-block Style3.Combined-form Style4. Indented style/ Semi-block StyleThe Basic Layout / Format of Business English LettersPart 31.