外貿函電02basic+knowledge+of+business+writing.ppt

1、Basic Knowledge of Business Letter Writing,by Wu Chang,Chapter One,Letter Structures and Placement,13 elements of a business letter:,1.Letterhead（信頭） 2. Date and Reference（日期與編號） 3. Inside Address（信內地址） 4. Attention Line（指明收信人） 5. Salutation（稱呼） 6. Subject Line（事由） 7. Body（正文） 8. Complimentary Close

2、（結尾敬詞） 9. Signature（簽名） 10. Reference Initials（打字員姓名縮寫） 11. Enclosure（附件） 12. Copy Notation（抄送） 13. Postscript (附言),Structure and Style of Business Writing,The first impression a business letter makes often determines whether the letter will be read and the readers reaction to the letter, so busines

3、s letter writers must, in addition to composing well-written sentences and paragraphs, communicate their thoughts in efficient, appropriate letter form.,1. Letterhead, The name of the firm Its address and postal codes Telephone number Fax number Internet address E-mail address Telegraphic and telex

4、address A trademark or a brief slogan, etc.,For example:,EASTERN TEXTILES IMP. therefore, three blank lines should be left above the typed name of the author. If short, the authors title or department may appear on the same line as the authors name. If long, it should be typed immediately below the

5、authors name.,1) Organization Name: If an organization name is used after the complimentary close, the name should be typed entirely in capitals two lines below the complimentary close.,10. Reference Initials,EM: mef1,11. Enclosure (or Attachment),Enclosure/Attachment,Enc./At.,Enclosure: Copy of Inv

6、oice 6309,12. Copy Notation,Carbon copy: CC, cc, Cc,Xerox copy:XC,Copy: C,Photo copy:PC,13. postscript,When the letter writer forgets to mention or to emphasize something in his letter, he may add his postscript two spaces below the copy notation. However, the adding of a “P.S.” will show that the w

7、riters letter is lack of good planning and well consideration, so the adding of “P.S.” should be avoided as far as possible.,Style of Business Letters,You should be familiar with at least four business letter styles: Block, Modified Block, Simplified and Indented.,1. Block Style (齊頭式),LETTERHEAD _（日

8、期） （封內地址） （稱呼） （事由） （信文） （結尾及簽名）,2. Modified Block Style （改良齊頭式）,LETTERHEAD （日期） （封內地址） （稱呼） （事由） （信文） （結尾敬詞及簽名） （附件、付本、付言）,3. Simplified Style （簡化式）,LETTERHEAD （日期） （封內地址） （事由） （信文） （簽名）,LETTERHEAD _（日期） _ （封內地址） （稱呼） （事由） （信文） （結尾敬詞及簽名） （附件、付本、付言）,4. Indented Style,Envelop Addressing,Envelop addre

9、ssing calls for accuracy, legibility and good appearance.,1. The Indented Form,China National Machinery Import (213) 9259021 February 12, 2005 Clara J. Smith Office Occupations Department North Seattle Co., Ltd 9600 College Way North Seattle, WA 98103-3599 We enclose our figures of sales in your pro

10、duct during the past three months. You will see that our sales of the special line are quite disappointing. We requested your urgent shipment of this product which you accepted. However, five weeks went by before the goods arrived instead of three weeks and we lost a wonderful opportunity of sales.

11、(Signature) ELIZABETH R. ST. JAMES, MANAGER, CUSTOMER RELATIONS Mef,Sample 4 Indented style,China National Light Industrial Products Import & Export Corporation 82 Dongdan Street Beijing, China January 30, 2005 OurRef.No. YourRef.No. The Pakistan Trading Company 15 Broad Street Karachi, Pakistan Dea

12、r Sirs: Re: Chinese Light Industrial Products,We thank you for your letter of January 10 and shall be glad to enter into business relations with your firm. As you know, it is our policy to trade with the people of all countries on the basis of equality and mutual benefit. Your early reply will be hi

13、ghly appreciated. Yours faithfully, Marlone Managing Director (Signature) Encl.,China National Light Industrial Products Import & Export Corpora. -2-April l6,2005,Exercises,I. Write a letter and address an envelope according to the following information.,a. Writers name: Dove Trading Co. Ltd b. Writ

14、ers address: 283 Red House Street, Dalian, 116000, P.R. China c. Date: May 5, 2005 d. Receivers name: Deep Blue Food Company e. Receivers address: 23 Swan Lake Road, Liverpool, Britain f. Subject: C g. The message:,We thank you for your letter dated April 20, inquiring about the captioned goods. The

15、 enclosed catalogue contains details of the different standards of Golden Fish Sweets and will enable you to make a suitable choice. We are looking forward to your early reply.,283 Red House Street, Dalian, 116000, P.R. China May 5, 2005 23 Swan Lake Road, Liverpool, Britain Deep Blue Food Company Ladies and Gentleman: SUBJECT: GOLDEN FISH SWEETS We thank you for your letter dated April 20, inquiring about the c