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1、Business English Correspondence,Unit 1 Basic Knowledge of Business Letter Writing,Section 1 Functions of Business Letters and criteria and general Procedures for Business Letters Writing 1. Functions of Business Letters 2. Criteria for Business Letters 3. The General Procedures for Business Letter W
2、riting,1.Functions of Business Letters,to inform, which refers to conveying the vast amount of information needed to day-to-day operations of the business;,to influence, which means that messages included in a business letter should also influence the readers attitudes and functions.,2.Criteria for
3、Business Letters,A. COURTESY In our letters, we should always keep in mind the person we are writing to, see things from his angle, visualize him in his surroundings, see his problems and difficulties and express ideas in terms of his experience.,B. CORRECTNESS Correct grammar, punctuation and spell
4、ing are basic requirements for business letter writing. Also, we should choose the correct level of language and use accurate information and data in our letters.,C. Clearness (Clarity)清楚 意思表达明确，要注意： 避免用词错误： 注意词语所放的位置： 注意句子的结构： a. explain yourself clearly; b. avoiding ambiguous sentences and needles
5、s jargon; c. statements in well-constructed sentences and paragraphs;,D. Conciseness 简洁 避免废话连篇 避免不必要的重复 短句、单词的运用 a. in the fewest possible words; b. briefly but completely;,E. Consideration 体谅 写信时要处处从对方的角度去考虑有什么需求，而不是从自身出发，语气上更尊重对方。 a. Try to put yourself in HIS place; b. emphasize the YOU attitude;
6、 c. emphasize positive, pleasant facts;,F. Completeness 完整 一封商业信函应概况了各项必需的事项，如邀请信应说明时间、地点等，确忌寄出含糊不清的信件。 a. provide all necessary information; b. Answer all questions asked; c. give something extra, when desirable;,G. Concreteness 具体 a. To make the message specific; b. dont try to write in a literary
7、 style; c. use action rather than camouflaged verbs;,3.The General Procedures for Business Letter Writing:,（1） Determine our purpose of writing a certain letter.,（2）Identify who the readers are.,（3）Organize the message, which is to be contained in the letter.,（4）Write a draft.,（5） Polish the writing
8、.,Basic Knowledge of Business Letter Writing,Section 2Structures and Layout of Business Letters 1.Layout of a Business Letter 商业信函的格式 2. Structure 构成 3. the ways of writing parts 各部分的内容、作用及注意事项 4.Addressing Envelopes信封的书写方法,Layout of a Business Letter 1.商业信函的格式,Four major forms （1）Indented Form 缩格式
9、（2）Blocked Form 齐头式 （3）Modified Blocked Form 改良齐头式 （4） Semi-block Style with Indented Paragraphs 混合式,缩格式( Indented Style )： 封内地址和其需要分行的地方的后一行，都比前一行缩进二格或三格；信的正文,每一段的开始一行都缩进若干格(一般与称呼末一字母取齐)。 齐头式 ( Blocked Style )：凡是用打字机打上去的每一行字，包括(完全或绝对齐头式)日期、封内地址、事由和结尾礼词，都是从左边的空白边缘打起。 改良齐头式( Modified Blocked Style )：
10、这种格式，除日期，签名部分外，其他部分每行开头都与左边空白边缘看齐。 混合式 ( Semi-blocked Style with Indented Paragraphs )：封内地址及其他需要分行的部分，采用齐头式，而第一段开始行采用缩格式，两种格式的混合采用所以称之为混合式。,Full Block Format:,Semi-block Format:,Conventional Format:,2. Structure 构成,（1）Essential Parts 必要部分 The letterhead 信头 The date line 日期 The inside name and addres
11、s 收信人名称地址 The salutation 称呼 The body of the letter 信文 The complimentary close 结尾敬语 The signature 落款,（2）Optional Parts 附加部分 The attention line 具体收信人 The subject line 事由 The reference notation 案号 11. The enclosure 附件 12. The carbon copy notation 抄送 13. The postscript 附言,组成部分分项示例,1.China National Cerea
12、ls, Oils in the plural; using comma after it) Gentlemen: (mostly seen in America and Canada; in the plural; using colon after it; no “Dear” before it) If the firm or company is managed by women, you can use: Dear Madam, Madam: Dear Mesdames, If you do not know whether the recipient is a man or a wom
13、an. Use Dear Madam or Sir.,d. Salutation 称呼,ii. a less formal and warmer greeting: If the receiver is known to the writer personally, a less formal and warmer greeting is used as follows: Dear Mr. Smith, Dear Mrs. Johnson, My dear Mr. Wang, (here “dear” cannot be written in capital.) My dear Miss Lo
14、ng,称呼,位置： 必须齐头 写法： 对男士（正规）：Dear Sir, 或Dear Sirs,或Gentlemen: 对女士（正规）：Dear Madam, 或Dear Mesdames, 对关系密切的商业伙伴：Dear Jack,词首字母全大写，用逗号或不用标点符号,Gentlemen后用冒号,If you know the appropriate departmental head, youd better address the letter to him or her, by his official title not by his or her name. When the re
15、cipient holds a special title ,such as doctor, Professor, address him/her by this title.,e.事由,The subject heading is often placed one line below the salutation. This is used to call readers attention to the topic of the letter, therefore it is a good idea to underline it or make it in boldface lette
16、rs.,e.事由,位置： 1.称呼和正文之间 2.齐头式靠左，缩格式居中 3.要加下划线 表示的是该信函的主题 1. Re: Your Order No.463 for1,000 Wide-screen TV Sets 2. SHEEP WOOL,Examples of the Formats of Subject Line or Caption:,Subject: Proposed delay of the delivery,Re: Proposed delay of the delivery,In re: Invoice No. 1120,SUBJECT: ACCOUNT NO. 689,
17、Proposed delay of the delivery,f. Body of the Letter信函正文,If you write the letter first, you should write your purpose or the question you refer to in the first paragraph. For example: Were writing in the hope of establishing business relations with you. We confirm cables exchanged as follows:,f. Bod
18、y of the Letter信函正文,If you reply to a letter, you should refer to the date, reference or the contents of the previous correspondence. For example: We refer to your letter dated October 25 for the order of 500 sets of TV sets. In reply to your mail request of June 16, were offering as follows:,f. Bod
19、y of the Letter 信函正文,In business letters, in the last paragraph you can summarize what you write in the letter or present your demand or desire. For example: In view of the above, we sincerely hope youll not think us unaccommodating. Please look into the matter as one of urgency and let us have your
20、 cable reply by return. We look forward to your early reply.,f. Body of the Letter信函正文,If your letter is written in more than one page, you should not use the paper with the printed letterhead as the second and the third page,The usual practice is:,Examples of the Formats of the Letterhead on the Se
21、cond Page:,EASTERN TEXTILES IMP. & EXP. CO.,LTD. -2- April 16, 2004,Mr. Smith April 16, 2004, Page 2,Mr. Smith April 16, 2004 Page 2,-Page 2- EASTERN TEXTILES IMP. & EXP. CO.,LTD. April 16, 2004,EASTERN TEXTILES IMP. & EXP. CO.,LTD. 2- April 16, 2004,g.结尾敬语,The complimentary close is a polite way of
22、 ending a letter. The expression used must suit the occasion and match the salutation.,g.结尾敬语,位置： 齐头式靠左对齐，缩格式偏右 正规场合下常用： 1.Yours faithfully, 2.Yours truly, 3.Faithfully yours, 4.Truly yours,第二个单词小写，用逗号或不用标点符号,称呼与结尾敬语的对应关系,h.落款,A letter should be signed by hand in ink . As many hand-written signature
23、s are illegible, the name of the signer is usually typed below the signature and followed by his job title or position . Leave 3 lines for a handwritten signature.,h.落款,第一人称复数，被动态写的信件，签名应是公司。如果签名人不能代表公司，只是被授权。 签名：PP or per , pro, or “for”. Example: for/PP The Overseas Co,Ltd (signature) W.Black Mark
24、eting director,全权代表公司的人签名： Yours sincerely (signature) B. Davis Managing Director The Oveaseas Co.Ltd,Examples of the Formats of Signature:,Yours faithfully, (signature) Cathy Kurtz Marketing Manager,Yours faithfully, THE INTERNATIONAL TRADING COMPANY (signature) Cathy Kurtz Marketing Manager,Exampl
25、es of the Formats of Signature:,Yours faithfully, For CHINA NATIONAL IMPORT & EXPORT CO., LTD. (signature) George Morgan,Yours faithfully, Per Pro (or P.P.) CHINA NATIONAL IMPORT & EXPORT CO., LTD. (signature) George Morgan,i.具体收信人,位置： 1. 收信人名称地址之下 2. 齐头式靠左，缩格式居中 3. 要加下划线 表示的是承办本信件的具体个人或部门 1. Attent
26、ion: Mr. H. A. Donnan, Export Manager 2. Attention of Mr. Cave 3. To the attention of Mr. Liu Ming,j.附件,位置： 落款之下，左对齐 说明该信件有附件 1. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure,If you have enclosure, it is placed below the carbon copy. Enclose can be abbreviated as Enc. Example: C.C.Mr J
27、. Cooper 2 Invoices enclosed or 3 Enc./Enclosure 3 or Enclosure: /B/ Lading,k.抄送,位置： 附件之上，左对齐 表示该信件同时抄送给他人 1. 明抄：cc Marketing Department 2. 暗抄：bcc Mr. Simpson,In this case you write C.C. below the signature at the left margin. CC is the abbreviation of carbon copy. example: Yours faithfully For The
28、Overseas Co.Ltd (signature) W. Black Marketing director C.C Mr J. cooper,l.附言,It is placed one line below the enclosure. In most cases, postscript is regarded as a sign of poor planning . If it is necessary write in ink like this : P. S. See you at the Exhibition at the Hillside Plaza on January 10.
29、,m. reference number,These number should be quoted in the letters of reply . They are usually placed on the top left-hand side opposite the date .,4.Envelope Addressing,信封格式,写信人在上，收信人在下,根据收信人名称地址的写法分两种格式： 缩格式：收信人名称地址逐行右缩 齐头式：收信人名称地址左端对齐,缩格式举例,收信人名称地址：逐行右缩,写信人名称地址,齐头式举例,写信人名称地址,收信人名称地址：左端对齐,邮寄方式,Via
30、Air Mail ( By Airmail, or Par Avion) 航空 Registered 挂号 Parcel Post 邮包 Express 快递 Samples Post 样品,捎交,Mr. Charles Wood Kindness of Mr. J. W. Smith 由Mr. J. W. Smith 捎交给 Mr. Charles Wood,转交,最终收信人,转交人,转交人地址,How to write envelops,A diagram: 左上 Senders name Stamps 右上 Senders address Recipients name and title 中间 Recipients address 右下 specification 左下 for specification you may write: Confidential. Registered. Private. Express. Sample Post. Parcel Post. Sometimes you may see an envelope with clo, which means “care of” , 由转交 。,Format of Envelope,Format of Envelope,