the layout of business letter 商務英語函電

IntroductionThecourseisforthepurposeofcultivatingthecapacityoffluentlyreading,interpretingvariousbusinessEnglishcorrespondence,suchasletter,faxandE-mail,etc.Sincethestudentsarenotmajoredforinternationaltrade,someknowledgeofinternationaltradetheoriesandpracticeswillalsobetheconcernedcontentsinclassbesidesthebasiccontentsofhowtowriteandreadbusinessEnglishcorrespondence.精選pptIntroductionCourseObjectivescomprehendandmasterthebasicwritingskillsforvarioustypesofbusinesscorrespondencesbefamiliarwiththegeneralconventionsaswellasmainproceduresininternationaltradepracticeconductaseriesofsimulatedpracticeforbusinesspreparation,promotion,negotiation,andexecutionlearntomanipulatevariousmeansofelectroniccorrespondencefacilitiesforbusinesspractice精選pptReferences《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EnglishBusinessLetters,諸葛霖編著，對外經(jīng)濟貿(mào)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(jīng)濟貿(mào)易出版社，2002年《外經(jīng)貿(mào)英語》，對外貿(mào)易經(jīng)濟合作部人事教育勞動司編，對外經(jīng)貿(mào)大學出版社，2000年《外經(jīng)貿(mào)英語函電與談判》，凌華倍，朱佩芬編著，中國對外經(jīng)濟貿(mào)易出版社，2002年《國際貿(mào)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/阿里巴巴-網(wǎng)上貿(mào)易/國際商會/精選pptTheLayoutofBusinessLettersTeachingOprehendthegeneralwritingprinciplesforbusinessletterwriting4.beabletodraftanappropriateandeffectivebusinessletter精選pptLanguageStyleWritingGuidelinesClearConciseCorrectCourteousConversational

ConvincingComplete精選pptClear---Toexpressthemeaningclearlysothatthereaderwillnotmisunderstand.a)Avoidusingthewordswhichhavedifferentunderstandingorunclearmeaning.b)Payattentiontotheplaceofmodifiers.c)Payattentiontothesentencestructured)Paragraphcarefullyandproperly.Usuallyoneparagraphoneidea.精選ppta)AstothesteamerssailingfromHongKongtoSanFrancisco,wehavebimonthlydirectservices.Wehavetwodirectsailingseverymonthfrom……Wehavesemimonthlydirectsailingfrom……Wehaveadirectsailingfrom…..Everytwomonths精選pptb)TheL/Cmustreachusnotlaterthan8Octoberforarrangingshipment.TheL/Cmustreachusforarrangingshipmentnotlaterthan8October.TheyboughtabicycleinBeijinginasmallshopwhichcosts$25.00Theyboughtabicyclefor$25.00inasmallshopinBeijing.Weshallbeabletosupply10casesoftheitemonly.Weshallbeabletosupply10casesonlyoftheitem.Hewaswarnednottodrinkwatereveninarestaurantwhichhadnotbeenboiled.Hewaswarnednotdrinkwaterwhichhadnotbeenboiledeveninarestaurant.精選pptC)Wesentyou5samplesyesterdayofthegoodswhichyourequestedinyourletterofMay25byair.Wesentyou,byair,5samplesofthegoodswhichyourequestedinyourletterofMay25yesterday.精選pptConcise---Tosaywhatyoumustsayinthefewestwordswithoutlosingcompletenessandcourtesy.Usingfollowingmethodstoachieveit:AvoidusingwordyexpressionsAvoidunnecessaryrepetitionUseshortsentence,simplewordsandclearexplanationAvoidpaddedexpressionsUsingsubjectlineflexiblyandproperly精選ppta)shortenwordyexpressionWehavebeguntoexportourmachinestocountriesabroad.Wehavebeguntoexportourmachines.b)Usewordstoreplacephrasesorclauses

Intheevent

thatyouspeaktoMr.Woodinregardtoproduction,askhimtogiveconsiderationtothedeliveryschedule.

IfyouspeaktoMr.Woodaboutproduction,askhimtoconsiderthedeliveryschedule.Werequirefurniturewhichisofthenewtype.Werequirenewtypefurniture.精選pptCorrectGrammarmistakesoftenoccurredinwriting:WithpronounsWithadjectivesWitharticleWithverbsWithadverbsWithconjunctionsWithparticiplesCheckalltheseaspectsbeforeyousendingtheletterout.精選pptCourteousCourtesyisnotmerepoliteness.ItstemsfromasincereYOU-attitude.Itissincere,tactful,thoughtfulandappreciative.Inordertomakecourtesy,trytoavoidirritating,offensive,orbelittlingstatements.Toanswerletterspromptly

e.g.Yourletterisnotclearatall.Ican’tunderstandit.IfIunderstandyourlettercorrectly,…..精選pptConversationaltouseatonethatisfriendlybutefficientandtowriteasyouwouldspeakandtalkonpaper.

Writingtechniquesforaconversationalstyleusecontractionsusepersonalreferencesusedirectquestionscreateaperson-to-personstyletakeaYou-attituderatherthanWe-attitude.精選pptConvincing---Maketheletterspecific,definiteandvivid.e.g.Thebrakecanstopacarveryquickly.TheXYIOtypepowerbrakecanstopa2.5-toncartravelingat70m/hwithin150feet.WehavedrawnonyouasusualunderyourL/C.WehavedrawnonyouoursightdraftNO.345fortheInvoicevalue,US$789.00underyourL/CNo.234oftheChinaBank.AdecisionhasbeenmadetosetupanofficeinOsaka.TheboardofdirectorsdecidedtosetupanofficeinOsaka.Variousaspectsofthisequipmentmakeitgoodchoice.Thismachineisagoodchoicebecauseitismorecompactandlessexpensivethananyotheroneonthemarket.精選pptCompleteAbusinesslettershouldincludeallnecessaryinformationthereaderwants.Tochecktheletterbeforesendingitout.Tocheckthelettertoseeif5Wsarefulfilled.精選pptCommonLayoutforLettersNecessaryparts:

1.Letterhead&Dateline

2.InsideAddress

3.Salutation

4.LetterBody

5.complimentaryclose

6.Signature

Unnecessaryparts:

1)ReferenceLine

2)AttentionLine

3)carboncopy(c.c)

4)SubjectLine

5)PostscriptLine

6)Enclosure

精選pptCommonLayoutforLettersLetterhead

---usuallypreprintedandcontainstheorganization’sname,corporatelogo,address,postalcode,telephonenumber,faxnumber,e-mailaddress,etc.Ltd./PLC/Inc.PLC:publiclimitedcompany’;Inc./Corp.inUSAforPrivatelimitedcompanies;&Co.---parternership精選pptInside(receiver’s)address---surnameknown;titleknown;departmentknown;companyonly;Contractionsusedinaddresses:Rd.=Road;St.=Street;Sq.=Square;P.O.B.=PostOfficeBox;#23=23號(美式用法);No.23=23號(英式用法)44ParkSq.:公園廣場44號;精選pptE.g.Mr.RJamesTFConsultancy29LowerVillageRd.LondonSE172ST

倫敦洛爾莊路29號,TF咨詢公司,R.詹姆斯先生。郵政編碼：SE172ST精選pptDate

---alwaystypethedateinfull,intheorderofday,month,yearormonth,day,year.Monthmustbewritteninwordsotherthaninnumbers.

e.g.1stMarch2005or1March2005,orMarch1st,2005SubjectLine/SubjectHeading

---togivethereaderanideaofwhattheletterisaboutatfirstglance.Re:YourOrderNo.1513

精選pptSalutationandComplimentaryClose

---salutation:plimentaryclose:apolitewaytobringalettertoaclose.TheBodyoftheLetter

---maybeindentedorblockedandbeconsistentallthroughtheletter.精選pptSignatures

---alwaystypeyournameafterhandwrittensignatureReferences

---enablerepliestobelinkedwithearliercorrespondenceandensurethattheyreachtherightpersonordepartment.Yourref:;Ourref.itmayappeareitherinnumbersorletters.

e.g.：667/17;DS/MR精選pptEnclosures

---e.g.:Enc.asstated;Encl.4;Enclosures(3);Enc.BillofLading(5copies)Copies

---Cc.(=carboncopies):aresenttopeopleotherthanthenamedrecipient;

b.c.c.(=blindcarboncopies):thecarboncopieswhichthenamedrecipientdoesn’tknow.精選pptPostscripts

---apointyouwishtoemphasizeorsomethingyouforgettomention.AbbreviatedasP.S.精選pptTheFormatofBusinessLettersIndentedFormExampleIBlockedFormExampleIIModifiedBlockedFormExampleIII精選pptAddressingEnvelopeThewayofaddressingenvelop