人力資源文秘英語(yǔ) Unit Business Correspondence

1、Unit 5Business CorrespondenceBy the end of this unit,By the end of this unit, you should be able tohandle business letters,write e-mails,know about business correspondence, write invitation letters,have a general understanding of getting along well with colleagues.Learning ObjectivesSession OneSpeak

2、ingZhang Hong works hard in Rainbow Group and now she is quite familiar with most of the routine office work, such as office automation, file management, business reception, and so on. But she is not sure about business correspondence handling. She knows it is an essential skill for a good secretary

3、to handle business letters well, so she needs more practice.Below are some core words, phrases and sentences about business correspondence.Activity OneCore Words and PhrasesZhang Hong has studied a course named Business Writing in college, and she has some basic writing knowledge about business corr

4、espondence. The only thing for her to do is to have some more practice in the use of her knowledge obtained at school. Below are some key words of business correspondence.Discuss them with your partner orally and match the English words with their corresponding Chinese terms.1. enquiry letter2. quot

5、ation letter3. facsimile4. complaint letter5. claim letter6. collection letter7. acknowledgement letter8. electronic mail 9. contract10. invitation letter11. order letter12. introduction letter電子郵件訂購(gòu)函投訴函報(bào)價(jià)函詢價(jià)函催收函確認(rèn)函傳真邀請(qǐng)函合同索賠信介紹函You may find these words and You may find these words and phrases are qu

6、ite easy to understand. They are most frequently used in business correspondences. Lets check your answer with the key below:1. 詢價(jià)函2. 報(bào)價(jià)函3. 傳真4. 投訴函5. 索賠函6. 催收函7. 確認(rèn)函8. 電子郵件9. 合同10. 邀請(qǐng)函11. 訂購(gòu)函12. 介紹函The most important thing for you is not to know the Chinese terms of business correspondence, but to

7、know how to write them correctly and smoothly. If you have some trouble writing them, dont worry. You can have a good command after you finish this unit. Come on! Activity Two Core SentencesZhang Hong and her colleague Linda are talking about handling business correspondence. Below are some core sen

8、tences extracted from their conversation. Read them aloud and try to memorize them.1. Mr. Black told us to write a quotation letter to Mr. White.2. What shall we do with the complaint letter from ABC Company?3. We look forward to receiving your early reply.4. This is an urgent letter which should be

9、 sent by registered express airmail.5. Do you have the email addresses of all the staff in our company?1. 布萊克先生讓我們給懷特先生寫(xiě)一封報(bào)價(jià)函。2. 我們?nèi)绾翁幚鞟BC公司的投訴信？3. 盼您早日回信。4. 這是一封急件，需用航空掛號(hào)快遞寄出。5. 你有我們公司全體職員的電子郵件地址嗎？ The above sentences could be used in your daily work. Please use th The above sentences could be used

10、 in your daily work. Please use them flexibly. For example, if you dont know how to write a certain business letter effectively, you can use the second sentence for help, just replacing the letter name. For the third sentence, please pay attention to the phrase “l(fā)ook forward to”. Here you should use

11、 a gerund (動(dòng)名詞) or a noun behind, not a verb.SessionTwoListeningThis session is to provide you with some listening activities regarding secretarial practice. There are two activities in this session: five short dialogues in one activity and one passage in the other. Activity OneShort DialoguesThis a

12、ctivity is to check your ability to understand five short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken twice. When you hear a question, you should decide on the correct answer from the four choices marked A), B), C), and D) given in th

13、e course book, and then choose the correct answer. Before you listen to the dialogues, first have a quick look at the following words, which might be helpful.copycopy 副本 invitation 邀請(qǐng)stationery 文具ceremony 典禮 workshop 工場(chǎng)，車(chē)間dining hall 餐廳heading 信頭inside address 信內(nèi)地址 salutation 稱呼complimentary close 結(jié)

14、尾敬語(yǔ) signature 署名 enclosure 附件1. How many copies of the invitation letter are needed?A. 350.B. 250. C. 315.D. 215. 2.What is the mans email address?A. lynnhncs. B. lynhncs. C. lynhnncs.D. lynhnscn. 3.Where did the conversation probably take place?A. In a workshop.B. In an office. C. In a dining hall.

15、D. In a bank.4. Does the man have time to go to the ceremony?A. No, because he has nothing to do tomorrow morning.B. Yes, because he has nothing to do tomorrow morning. C. Yes, because he has to check his schedule.D. No, because he has to check his schedule. 5. Which one is NOT NECESSARYfor a typica

16、l business letter?A. The heading.B. The salutation. C. The enclosure.D. The complimentary close.These dialogues are all about business correspondence. Check your answer with the following key:These dialogues are all about business correspondence. Check your answer with the following key:1. B2. A3. B

17、4. B 5. C Try to use the tape scripts at the end of this unit if you feel the dialogues are difficult to understand. ActivityTwoA Short PassageIn this activity, you will hear a recorded passage. The passage is printed below, but with some words or phrases missing. The passage will be read three time

18、s. For the first reading, you should try to get the main idea of the passage. During the second reading, you are required to put the missing words in the numbered blanks according to what you have heard. The third reading is for you to check your answer. Before you listen to the passage, first have

19、a quick look at the following words, which might be helpful.extensiveextensive 廣泛的 medium 媒介stand for 代表carbon copy 抄送blind carbon copy 密送knowledge 知道 subject line 主題行consist of 由組成 6 6 7 The CC Line8 9 10 The body The closing In this activity, you can see what an English e-mail is like. You may fee

20、l it difficult, but the answers for the blanks are very easy, because you can get tips from their Chinese names. Now check your answer with the key below:In this activity, you can see what an English e-mail is like. You may feel it difficult, but the answers for the blanks are very easy, because you

21、 can get tips from their Chinese names. Now check your answer with the key below:6. The From line 7. The To line 8. The Bcc line 9. The Subject line 10. The salutationYou can use the tape scripts at the end of the unit if you have some difficulty in finding out the answers.SessionThreeReadingActivit

22、y OnePrinciples of Business CorrespondenceWriting business correspondence differs in some ways from writing common articles. We shall discuss three major principles in business correspondence writing. We call them the 3C principles, which are clarity, conciseness and courtesy.Clarity: It means expre

23、ssing your message clearly. You should choose short, familiar words instead of long, unfamiliar words, as you cannot expect the reader to look in the dictionary from time to time while reading your letter.Conciseness: This principle means that you should use as few words as possible to express your

24、message.You may use abbreviations and simple sentence patterns to achieve this goal. Youd better use words to replace phrases and clauses. Courtesy: Courtesy doesnt simply mean that you should write politely. Skillful business writers will take the readersthoughts, feelings, and points of view into

25、consideration when writing business letters.For example, such words as please, thank you, etc. appear in business letters frequently.Below are some examples for you to compare. Pick out the better writings according to the 3C principles, and give your reasons. Group OneGroup OneWe are in receipt of

26、the letter you sent to us on June 12, 2010.We received your letter on June 12, 2010.Group TwoMail your samples at once.Could you please send your samples to us as soon as possible?Group ThreeOur group especially issues the most novel products for you.Our group especially promulgates the most novel p

27、roducts for you.What are your choices? The following key is for your reference:What are your choices? The following key is for your reference:Group One: 2Group Two: 2Group Three: 1In Group One, we think Sentence 2 is better because it uses one word “receive” to replace the phrase “in receipt of”. So

28、 Sentence 2 is more concise than the first one (Conciseness). In Group Two, the second sentence is better than the first one, because it is much more polite (Courtesy). In Group Three, Sentence 1 is better, because it is easier to understand. Thats to say, it is clearer (Clarity).We hope you have so

29、 far got your own principles of writing business correspondence. ActivityTwo A Brief Introduction to Business CorrespondenceTill now, youve got the basic requirements when writing business correspondence. Then, how to write a typical business letter will be your concern. Theres a passage for you to

30、make a brief introduction to business correspondence. Try to answer the following questions after you finish the first reading.Questions on the passage: 1. What is business correspondence? 2. How many parts are essential for a business letter? What are they? 3. What does the P.S. mean in a business

31、letter? A Brief Introduction to Business CorrespondenceCommunication through letters is known as correspondence. We communicate our feelings or thoughts to our friends and relatives through letters, which is called personal correspondence. Businessmen also exchange ideas and information by writing l

32、etters to their customers, suppliers and others, which may be called business correspondence.The Essential Parts of a Business LetterIn order to ensure the quality of business letters, we should pay attention to each part of the letter. The essential parts of a business letter are as follows:The Hea

33、dingIt usually includes your organizations name, address, telephone number, fax number and the trademark. In addition, you can provide the email address and web site.The Date LineThe date line differs from country to country. The common ones are M/D/Y (typical American), D/M/Y (typical British). The

34、 month is usually written in letters because figures may create confusion.The Inside AddressThe inside address is the name and address of the person or the company to whom the letter is to be sent.The SalutationThe salutation is the greeting to your recipient. It is usually followed by a comma (,).

35、The salutation varies according to the writer-recipient relations and the formality level of the letter. The following are some common salutations:Dear Sir/Madam: For official and formal correspondenceDear Mr. XXX: For menDear Mrs. XXX: For married womenDear Miss XXX: For unmarried women and girlsDe

36、ar Ms. XXX: For women, marital status unknown(Dear) first name only: For close friendsThe Writing BodyThis is the main part of the letter. This part carries the message you want to send. The 3C principles should be applied here.The Complimentary CloseThis part is like saying goodbye to the recipient

37、. Like the salutation, the complimentary close has some variations. It matches the salutation. Below are some examples:Dear Sir/Madam, Yours faithfully,Dear Mr. Dickens, Yours sincerely,Dear John, Sincerely,The SignatureIt includes three parts: the handwritten name of the writer, the typed name of t

38、he writer, and the title of the writer.Some Optional Parts of a Business LetterYou sometimes may need more parts to be included in a business letter. The following are some optional parts of a business letter:The Subject LineThe subject line helps the recipient know the subject quickly. It should be

39、 written very briefly, and it is usually not a complete sentence but a phrase. If you want to provide a subject line, it usually comes before the writing body. The EnclosureWhen something else is sent together with the letter, you add the enclosure to tell the reader what is enclosed. The Postscript

40、The postscript (often shortened to P.S.) is used to add something that is not included in the writing body. Knowing the above points, you will be able to write an effective business letter.correspondence通信essential 必要的trademark 商標(biāo)confusion 混淆recipient 收件人salutation致意marital 婚姻的variation變化optional可任意

41、選擇的enclosure附件enclose 隨件附上postscript 附言After youAfter youve read this passage, you should be able to write standard business letters in the future. The answer to the three questions are:1. Business correspondence is the communication of business information by letters. 2.Seven parts. They are the he

42、ading, the date line, the inside address, the salutation, the writing body, the complimentary close, and the signature. 3. P.S. means postscript. It is used to add something that is not included in the writing body. If you feel it difficult to understand the passage,read the following notes,and try

43、to watch the video tutorials where the tutor will give you a detailed explanation of the whole passage. The video tutorials can be accessed on the Internet at.Notes1.Communication through letters is known as correspondence.通過(guò)信件進(jìn)行的交流被稱為通信。句中短語(yǔ)be known as意為“被稱為；以著稱”。注意它與短語(yǔ)be known for和be known to三者在用法

44、和意義上的區(qū)別，be known for指“因而著名”，be known to指“為所知”。試比較以下三句話：Yao Ming is known as a basketball player. 姚明被稱為籃球運(yùn)動(dòng)員。 Yao Ming is known for playing basketball. 姚明因打籃球而著名。The basketball player Yao Ming is known to every Chinese. 籃球運(yùn)動(dòng)員姚明為每個(gè)中國(guó)人所知。2. The inside address is the name and address of the person or th

45、e company to whom the letter is to be sent.信內(nèi)地址是收信人或收信公司的名稱和地址。 句中，to whom the letter is to be sent是修飾the person or the company的定語(yǔ)從句，其中介詞to被置于關(guān)系代詞whom之前，此時(shí)關(guān)系代詞不能用who或者that，一般也不能省略。3. If you want to provide a subject line, it usually comes before the writing body.如果要提供一個(gè)主題行，則它通常置于寫(xiě)作正文之前。句中短語(yǔ)come befo

46、re通常指時(shí)間，指“在之前”。在本句中用于表示排序、排位，指主題行的位置在寫(xiě)作正文之前。4.The postscript (often shortened to P.S.) is used to add something that is not included in the writing body.附言（通?？s寫(xiě)為P.S.）用于增補(bǔ)在正文中未包含的內(nèi)容。句中，be used to是被動(dòng)語(yǔ)態(tài)，to為動(dòng)詞不定式符號(hào)，后接動(dòng)詞原形。be used to也可用作固定結(jié)構(gòu)，意為“習(xí)慣于”，其中to為介詞，后接名詞或動(dòng)名詞。試比較：This knife is used to cut watermel

47、ons. 這把刀是用來(lái)切西瓜的。John is used to taking a walk after dinner. 約翰習(xí)慣在飯后散步。ActivityThree Working with WordsComplete the following sentences with appropriate words or expressions in the box. Each one is used only ONCE.essential correspondence confusion optional variationcome before in addition enclose tra

48、demark recipient1.In fact, businesshas its particular writing principles. 2.Some courses in college are required while others are .3.The date line should the salutation in English letters, while in Chinese letters it comes after the signature. 4.As requested, weour pricelist and hope that we will ha

49、ve good cooperation in the near future.5.Without good preparation and organization, the meeting ended in _. 6.The company has a registered of a good reputation.7.The development of science and technology and the of companys environment make traditional company structural form face new challenges.8.I

50、n this competitive society it isto know how to sell yourself in order to get the job you want.9., we have to adjust our sales and marketing plan to ensure the sales goal.10.The above message is for the intended only and may contain confidential information.As you may find out, these words are chosen

51、 from the passage. Compare your answer with the key below:As you may find out, these words are chosen from the passage. Compare your answer with the key below:1. correspondence2. optional3. come before4. enclose5. confusion 6. trademark 7. variation 8. essential9. In addition 10. recipientActivityFo

52、ur TranslationTranslate the following into Chinese: 1.It is necessary to let the recipient know from the very first sentence what your letter is about.2.Would you please send us details of your products, including sizes, colors, prices and samples? 3.We ask you to accept our sincere apology for the

53、trouble and inconvenience caused. 4.Send a letter to Mr. Li asking him why the payment has not been madeyet.If theres no reply in one week, write him a collection letter.5.Business letters are absolutely necessary for any companies so the knowledge about them is significant to a secretary.When doing

54、 translationWhen doing translation, if you meet some sentences difficult to understand, please dont feel nervous that you cannot translate them well. You need to analyze the source language calmly. For example, when translating English into Chinese, you should firstly distinguish the skeleton of a s

55、entence by asking yourself where the subject and predicate are, and then the modifiers. This method is of special help when you meet long sentences. You can check your work with the Chinese translation below.1有必要在開(kāi)頭就告知收信人你的信件內(nèi)容是什么。2貴方能否將產(chǎn)品的詳細(xì)信息，包括尺寸、顏色、價(jià)格以及樣品寄給我方？3對(duì)于給貴方造成的麻煩和不便，請(qǐng)接受我方誠(chéng)摯的道歉。4寫(xiě)封信給李先生，問(wèn)

56、他為何還未付款項(xiàng)。如果一星期之內(nèi)沒(méi)有回音，就寫(xiě)催收信給他。5商務(wù)信函是任何公司都絕對(duì)需要的，因此了解商務(wù)信函的知識(shí)對(duì)于秘書(shū)來(lái)說(shuō)意義重大。SessionFourWritingThe General Manager is planning to invite his business partner Mr. John Robinson to attend the new office opening ceremony on Friday, June 25, 2010. In this case a letter of invitation is needed. He asked Zhang Hon

57、g to write one today. Generally speaking, there are formal invitations and informal invitations. Formal invitations are used for formal occasions directed by companies, organizations, government agencies, etc. Informal invitations are usually used among friends, individuals, families, etc. Zhang Hon

58、g will have to write a formal invitation letter. Before you start writing a letter of invitation, do some exercises in Activity One.Activity One Invitation LettersRead the following sample, and pay attention to the labels on both sides. The General Manager of Rainbow GroupThe General Manager of Rain

59、bow Grouprequests the pleasure of the company ofMr. John Robinsonat the New Office Opening Ceremonyat 9:00 a.m. on Friday, June 25, 2010at 168 Qingyuan RoadChangsha, HunanR.S.V.P.The occasion or reason for the invitationThe name or title of the inviterThe name or title of the inviteeLocationTimeNote

60、s:1. inviter n.邀請(qǐng)者2. invitee n.受邀者3. R.S.V.P. 請(qǐng)賜回復(fù)（請(qǐng)?zhí)谜Z(yǔ)，相當(dāng)于please reply）After a quick look at the sample above, you may find there are five parts in an invitation letter. Write the main contents of a letter of invitation below:1) _ 2) _ 3)_ 4) _5)_ Now compare your answers with the key below:Now com