商務書信寫作的基礎知識

1、Unit 1 Basic knowledge of Business Letter-writing 商務書信寫作的基礎知識A brief introduction of the course.Focus of the course;How to learn English Business Correspondence course well ;Teaching methods. Basic knowledge of English business correspondence; Foreign trade procedure; Establishing business relations

2、hip; Business negotiation ( enquiry, offer/ quotation, counter-offer, acceptance, order and contract); Implementation of the contract( terms of payment, insurance, packing and shipment); After-sale service( claim and claim settlement). You must understand the foreign trade procedure and theory; You

3、must learn the samples by heart; You should know the format and writing steps and try to match the fixed expressions of certain business correspondence to their respective writing steps; You should read more samples. Teacher-guiding: 1/2 of the time; Student-centered: half of the time teacher will a

4、nalyze the samples, and half of the time students will do exercises in enterprise-simulated situation. In a company-simulated situation, most of the tasks are group work. Final score: attendance 30%, homework20%, in-class activity 30%, extracurricular exercises 20%. Final exam 50%, the average of th

5、e above 50%.Teaching steps Principles of writing business letters; Format of business letters; Exercises. Writing steps of business letters;6C principle proposed here Consideration; Conformity; Clarity; Concreteness; Conciseness; Completeness.Question outline Who are my readers; What do I want them

6、to do? What interests or motivates them? How are they likely to react to what I say?Topic list Topic; Key words; sort the information to best order; One paragraph about one topic.The common 7C principle Clearness: clear what you are writing and avoid any unclear expressions. keep the letter to the p

7、oint so that the recipient will understand the writing purpose at the very beginning and keep the subject all the time. Write a question outline. Conciseness: use the least words to express the key information in short and simple sentences. Correctness: titles, names, address, time and place of ship

8、ment, quality, color, size, unit price, volume, packing items should be double-checked besides spelling, letter and grammar. “soon, at an early date, good, nearly” should be avoided. Courtesy: instead of always using “ please, thank you”, the writer should (1) follow the international common practic

9、e (2) respect the recipients custom(3) use polite expressions instead of commanding tone even when the recipient has made mistakes. Consideration: put the reader first. Completeness: answer all the questions raised by the recipient of the letter.Exercises: rewrite the sentences according to the 7C p

10、rinciples Ill send the samples to you soon. Look at our offer on Page 5. We allow 2 percent of discount for each cash payment. We wont be able to send you the brochure this month. As to the steamers sailing from Hong Kong to Guangzhou, we have bimonthly directly services.answers I will send the samp

11、les to you next Monday. You will be particularly interested in a special offer on Page 5. You earn 2 percent discount when you pay cash. We will send you the brochure next month. once two months.Forms of Business Letters 商業(yè)信函的格式Four major forms1.Full Block Form 齊頭式2.Modified Block Form With Indented

12、 Style 混合式3.Modified Blocked Form 改良式4.Simplified form 簡化式全部左對齊混合式實例 Blyco Texile Grorp B.V Ossterstra 2,7524DZ Enschede he Netherlands Tel:53877432 Telex:45635 Fax:5333117Your ref:C9246 Our ref:bwbw Date:April24,2004Xian Texile Import &Export Corp.108Lian Hu Road,Xian, Shaanxi,ChinaDear sirs,Th

13、ank you for your letter of April18,2004.We are a compny that is ,for years already,engaged in importing clothing items from your courty, although not from Xian.We are interested in contacts as mentioned by you.Our purchasing manager,who is in Hong Kong at the moment,will contact you when he returns.

14、With kind regards. Yours fathfully Blyco Texile GroupB.V. (Signed) J.kistemaker,Manager 寄信人地址收信人地址落款中間偏右日期靠右落款偏右全部靠左改良式實例簡化式實例Blyco Texile Gro Ossterstra 2,7524DZ Enschedehe Netherlands Tel:53877Telex:45635 Fax:5333117April24,2004Xian Texile Import &Export Corp.108Lian Hu Road,Xian, Shaanxi,Chin

15、aThank you for your letter of April18,2004.We are a compny that is ,for years already,engaged in importing clothing items from your courty, although not from Xian.We are interested in contacts as mentioned by you.Our purchasing manager,who is in Hong Kong at the moment,will contact you when he retur

16、ns.J.kistemaker,Manager無結尾敬語無稱呼Parts of a Business Letter 信件組成部分Essential Parts 必要部分1. The letterhead 信頭2. The reference and date 編號及日期3. The inside name and address 收信人名稱地址4. The salutation 稱呼5. The body of the letter 信文6. The complimentary close 結尾敬語7. The signature 落款Optional Parts 附加部分8. The att

17、ention line 具體收信人9. The subject line 事由10. The enclosure 附件11. The carbon copy notation 抄送12. The postscript 附言各部分寫法信頭和收信人名稱、地址 英語：名稱在上，地址在下 地址先小后大 中文：名稱在上，地址在下 地址先大后小名稱、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名稱門牌號街道城市郵編國家中文名稱、地址舉例河南科技

18、大學林業(yè)職業(yè)學院中國河南省洛陽市中州東路2號單位名稱地址由大到小中國地址名稱用英文寫Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 單位名稱門牌號大樓名稱街道郵編城市國家日期位置：美式：在信頭和收信人名稱地址之間英式：通常在收信人名稱地址之下 均可以齊頭，也可以靠右寫法：美式：月-日-年英式：日-月-年美式日期舉例Interstate Products, Inc. 511 Interst

19、ate Court Sarasota, FL 34240 USA Date: April 4, 20- Shandong Foreign Trade (Holdings) Corporation Limited 51,TAIPING ROAD QINGDAO, 266001 CHINA 日期英式日期舉例OFFICE SYSTEMS PTY. LTD. 124 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail .uk Aqueous Technologies 291 Caxton Street Sa

20、nte Fe U.S.A 18 November, 20- Dear Sir or Madam, 日期日期寫法注意事項 “月份”最好用全稱，如： 1.2 May, 20- 2.2nd May, 20- 3.2 May 20- (Comma can be omitted) 4.September 21,20- 5.September 21st, 20- 避免月份用數字，如11/12/20-稱呼 位置：必須齊頭 寫法：對男士（正規(guī)）：Dear Sir, 或Dear Sirs,或Gentlemen:對女士（正規(guī)）：Dear Madam, 或Dear Mesdames,對關系密切的商業(yè)伙伴：Dear

21、Jack,詞首字母全大寫，用逗號或不用標點符號Gentlemen后用冒號結尾敬語 位置：齊頭式靠左對齊，混合式和改良式偏右，簡化式省略。 正規(guī)場合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly yours,第二個單詞小寫，用逗號或不用標點符號稱呼與結尾敬語的對應關系Salutation Close Occasion Dear Sir(s) Dear Sir or Madam (Mmes) Yours faithfully Faithfully yours Standard and formal closure Ge

22、ntlemen Ladies/Gentlemen Yours (very) truly Very truly yours Used by Americans Dear Mr. Malone Yours sincerely/ Sincerely Best wishes (U.K.) Best regards/ Regards (U.S.) Less formal and between persons known to each other 落款Yours faithfully, Ciba-Geigy Chemicals Co. Pam LotisPam Lotis Pam Lotis Insp

23、ection coordinator Yours faithfully, Pam LotisPam Lotis Pam Lotis Inspection coordinator For Ciba-Geigy Chemicals Co. Yours faithfully, L. Van LindeL. Van Linde L. Van Linde Manager, QAD Software Co. 結尾敬語手寫簽名打印簽名職務公司名稱具體收信人（注意事項） 位置： 1. 收信人名稱地址之下 表示的是承辦本信件的具體個人或部門 1. Attention: Mr. H. A. Donnan, Exp

24、ort Manager 2. Attention of Mr. Cave 3. To the attention of Mr. Liu Ming 事由 位置： 1.稱呼和正文之間 2.齊頭式靠左，混合式和改良式居中 3.要加下劃線 表示的是該信函的主題 1. Re: Your Order No.463 for1,000 Wide-screen TV Sets 2. SHEEP WOOL 附件 位置： 落款之下，左對齊 說明該信件有附件 1. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure抄送 位置： 附件之下，左對齊 表示

25、該信件同時抄送給他人 1. 明抄：cc Marketing Department 2. 暗抄：bcc Mr. Simpson Carbon copy,收信人知道被抄送Blind carbon copy,收信人不知道被抄送，只出現在發(fā)給被抄送人的信件里附 言 1.補充說明內容 2.強調 P.S. The samples will mailed to you tomorrow.組成部分分項示例1. China National Cereals, Oils & Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005,

26、 ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: 2. Our Ref. Your Ref. Date: 15th November, 20-信頭日期3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products收信人名稱和地址具體收信人稱呼事由5. We thank you for your enquiry of 5 November. In c

27、ompliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in ca

28、se of interest. We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)結尾敬語信文落款11. Enclosures12. cc our Shanghai Branch Office13. P.S. We require payment by L/C for a total value not exceeding USD50,000.附件抄送附言補充材料補充材料Envelope Addressing 信封格式寫信人在上，收信人在下根據收信人名稱地址的寫法分兩種格式： 縮格式：收信人名稱地址逐行右縮 齊頭式：收信人名稱地址左端對齊縮格式舉例MESSRS WILLIAM & SONS 76 Lancaster House stamp Manchester, England Mr. Wang Kai-ming CHINA NATIONAL TRANSPORT CO. 120 Nanjing Road Sh