Business Letter1

1、1LEARNING OBJECTIVESAfter studying the lesson, you should be able tolKnow principles of business-letter writinglKnow parts of a business letterlLearn the styles of a business letterlLearn some general tips of writing a business letter by studying sample letters to inform, which refers to conveying t

2、he 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 behaviors. A. COURTESY In our letters, we should always keep in mind the person we are writing to, see t

3、hings 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 spelling are basic requirements for business letter writing. Also, we should choose the correct level of language a

4、nd use accurate information and data in our letters. C. CLARITY We should first identify what we want to express and then express the idea in plain, simple words and formats. D. COMPLETENESS Our letters should include all the necessary information and data. E. CONCISENESS We should write in the fewe

5、st possible words without sacrificing completeness and courtesy. F. CONCRETENESS Our writing should be vivid, specific and definite. G. CONSIDERATION Try to put yourself in HIS place;emphasize the YOU attitude and the positive,pleasant facts; Example1(answers): Thank you for your information in your

6、 letter dated 5th August 1999. We are very interested in your tape recorders, It will be highly appreciated if you could send us photographs and a price list of the same. Looking forward to hearing from you soon. Sincerely yours, 1. Determine our purpose of writing a certain letter. 2. Identify who

7、the readers are. 3. Organize the message, which is to be contained in the letter. 4. Write a draft. 5. Polish the writing. 1)信頭(letterhead)2）編號(hào)，日期(reference and date) 3）封內(nèi)名稱和地址 (inside address) 4）經(jīng)辦人(attention) 5）稱呼(salutation) 6）事由（標(biāo)題）(subject) 7）正文(body) 8）結(jié)尾敬詞(complimentary) 9）簽名(signature) 10）附件

8、 (enclosure) 11）抄送(cc to XX) 12）附言(postscript)LetterheadReference NumberDate Inside Address Particular Address or Attention LineSalutation Subject Line or Caption _ _ _Complimentary CloseSignature IEC Block Postscript Body of the letter1)Letterhead 外貿(mào)商號(hào)的信箋，一般都印有信頭，包括發(fā)外貿(mào)商號(hào)的信箋，一般都印有信頭，包括發(fā)信人的姓名、地址、電話號(hào)碼

9、、傳真號(hào)、及信人的姓名、地址、電話號(hào)碼、傳真號(hào)、及E-mail等，有些會(huì)將經(jīng)營(yíng)項(xiàng)目等，有些會(huì)將經(jīng)營(yíng)項(xiàng)目 ，注冊(cè)商標(biāo)和，注冊(cè)商標(biāo)和公司董事、經(jīng)理等姓名一并印在信頭上。如公司董事、經(jīng)理等姓名一并印在信頭上。如需打印，則信頭位于信箋上中央或右上方。需打印，則信頭位于信箋上中央或右上方。The name of the firmIts address and postal codeFax numberInternet addressTelephone numberTelegraphic and telex addressE-mail addressTrademark or a brief slogan,

10、 etc.EASTERN TEXTILES IMP. & EXP. CO.,LTD.34297 Shangcheng Road, Shanghai, ChinaTel: 6606811 Fax: 6507631 Http:/E-mail: 2)Reference and Date 參考號(hào)：為便于存檔與查閱，可以為信編寫參考參考號(hào)：為便于存檔與查閱，可以為信編寫參考號(hào)，為避免混淆，最好標(biāo)明號(hào)，為避免混淆，最好標(biāo)明Your ref: Our ref: 打印日期注意事項(xiàng)：打印日期注意事項(xiàng)：A. 年份應(yīng)完全寫出，不能用年份應(yīng)完全寫出，不能用(94)代替代替(1994)B. 月份要寫英文名稱，不

11、能用數(shù)字來代替，但可月份要寫英文名稱，不能用數(shù)字來代替，但可以用縮寫。以用縮寫。C. 日期最好用基數(shù)字。日期最好用基數(shù)字。 Your ref: ALM Our ref: 5511/ TL Dear Sirs,Dear Sirs, Your ref: ALMDear Sirs, We refer to your letter of November 12, 2004,ref. TY 1160 24th March, 2010 March 24th, 2010 24 March, 2010 March 24, 20103)Inside name and Address 收信人的姓名和地址一般是列在

12、信箋的左上方，沿收信人的姓名和地址一般是列在信箋的左上方，沿左頁邊線寫起。封內(nèi)地址與信封地址寫法相同。信左頁邊線寫起。封內(nèi)地址與信封地址寫法相同。信內(nèi)把收信人名稱地址寫明對(duì)工作有便利。對(duì)發(fā)信人內(nèi)把收信人名稱地址寫明對(duì)工作有便利。對(duì)發(fā)信人而言，便利有二：而言，便利有二： 一是發(fā)信時(shí)可與信封地址相互對(duì)照，避免放入信封一是發(fā)信時(shí)可與信封地址相互對(duì)照，避免放入信封時(shí)發(fā)生差誤；時(shí)發(fā)生差誤； 二是發(fā)信后便于準(zhǔn)確歸檔，便于以后查找。對(duì)收信二是發(fā)信后便于準(zhǔn)確歸檔，便于以后查找。對(duì)收信人而言，便利也有二：人而言，便利也有二： 一是收信人讀信時(shí)，如發(fā)現(xiàn)信封名稱地址與封內(nèi)名一是收信人讀信時(shí)，如發(fā)現(xiàn)信封名稱地址與封內(nèi)

13、名稱地址不符，可以知道是放入信封時(shí)發(fā)生錯(cuò)誤，將稱地址不符，可以知道是放入信封時(shí)發(fā)生錯(cuò)誤，將信返回；信返回； 二是收信后如信封與信函分離原信仍能保持完整，二是收信后如信封與信函分離原信仍能保持完整，便于查閱。便于查閱。Ms. Cecilia GreenSales ManagerABC Company123 Berry DriveMinneapolis, MN55106U.S.A.Vice PresidentMessrs. J. Harvey & Co.66 High StreetAnytown, AY1 2BFChina National Machinery Import & E

14、xport Corp.36, Jianshan RoadDalian, 116023Peoples Republic of China4)Attention Line 如需注明對(duì)方經(jīng)辦人，希望收信商號(hào)將信迅速交經(jīng)辦人辦理，可以在封內(nèi)地址下面加Attention 或Attention of例1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager China National Machinery

15、 Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of ChinaAttention: Mr. Wang, Export ManagerP & G Company24 Madison AvenueColumbus, OH 43004U.S.A.Attention of Pual YangBiddle, Sawyer & Co., Ltd.Hadden HouseFitzroy StreetLondon, SW8 25DY, EnglandAttention of Export De

16、partmentMr. H.A. Donnan, pleaseP & G John Morris & Co., Inc.ATTENTION OF PURCHASING MANAGEROSullivan BuildingBaltimore, Maryland, 10026U.S.A.5)The Salutation 這是寫信人對(duì)受信人的一種稱呼，其位置是在封內(nèi)地址的下面空兩行，目前外貿(mào)書信中一般通用的稱呼語有：Dear sir , Dear Madam, Dear sirs,Dear Ms, Gentlemen(不能用單數(shù)),Dear Mr.xxx稱呼后面的的標(biāo)點(diǎn)，一般使用逗號(hào)或

17、分號(hào)，美加來信中Gentlemen后用冒號(hào)：6)Subject Line or Caption Line 事由寫在稱呼語下面兩行，一般是在信箋事由寫在稱呼語下面兩行，一般是在信箋中間位置，事由要簡(jiǎn)單扼要，說明商品名中間位置，事由要簡(jiǎn)單扼要，說明商品名稱，數(shù)量，信用證或合同號(hào)等即可。稱，數(shù)量，信用證或合同號(hào)等即可。 Subject: Proposed delay of the deliveryRe: Proposed delay of the delivery In re: Invoice No. 1120SUBJECT: ACCOUNT NO. 689 Proposed delay of th

18、e delivery7)Body of the Letter 這是書信的主體，表達(dá)發(fā)信人的意見。在信這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有開頭語的開頭有開頭語(Opening Sentences),自成一自成一節(jié)，在習(xí)慣上是用客套語先將收到對(duì)方的來節(jié)，在習(xí)慣上是用客套語先將收到對(duì)方的來信的日期、編號(hào)或查號(hào)、主題及簡(jiǎn)單內(nèi)容加信的日期、編號(hào)或查號(hào)、主題及簡(jiǎn)單內(nèi)容加以綜合敘述，使對(duì)方一目了然這封信是答復(fù)以綜合敘述，使對(duì)方一目了然這封信是答復(fù)哪一封去信的。如果是第一次通信也可以利哪一封去信的。如果是第一次通信也可以利用開頭語作必要的自我介紹。用開頭語作必要的自我介紹。 在信的結(jié)尾一般有結(jié)尾語(

19、The closing Sentences), 一般用來總結(jié)本文所談的事項(xiàng)，提示對(duì)受信人的要求，如希望來函或電報(bào)訂貨、答復(fù)詢問或作必要的聲明等。另起一段。如We hope to receive your early reply. Your early replay will be highly appreciated. 8)Complimentary Close 結(jié)束語是一種客套用語它應(yīng)與前面的稱呼相呼應(yīng)，后面加逗號(hào)。如： Dear Sir(s), Yours faithfully,or Faithfully yours, Gentlemen: Truly yours,or Yours tru

20、lly, Dear Mrxx, Yours sincerely or Sincerely yours,SalutationClose Dear Sirs, Dear Sir, Dear Madams, Dear Madam, Dear Sir or Madam, Faithfully yours, Yours cordially, ( (formal) ) Gentlemen:Yours truly,Truly yours,( (formal) )Sir,Madam,Respectfully yours,Yours respectfully,Dear Mr. Morgan:Dear John:

21、Dear Miss Green:Dear Mrs. Smith:Dear Ms. White:My dear Mrs. ( (or Miss.).) Bush: Sincerely yours,Yours sincerely,( (less formal) )9)The Signature 結(jié)束語的下面，應(yīng)將行號(hào)的名稱用大寫打出，必須由負(fù)責(zé)人簽名，簽名的下面為使對(duì)方了解簽名人的姓名、職位，可以打字注明。 外國(guó)函件都必須由負(fù)責(zé)親筆簽名，用橡皮戳說明該信并非本人親自過目，只是通函，不為人重視。 Yours faithfully, ( (signature) )Cathy KurtzMarketin

22、g Manager Yours faithfully, THE INTERNATIONAL TRADING COMPANY ( (signature) ) Cathy Kurtz Marketing ManagerYours faithfully, For CHINA NATIONAL IMPORT & EXPORT CO., LTD. ( (signature) ) George MorganYours faithfully, Per Pro ( (or P.P.) ) CHINA NATIONAL IMPORT & EXPORT CO., LTD. ( (signature

23、) ) George Morgan10)Enclosure 如信中有附件時(shí)，應(yīng)在簽名下注明Encl.或Enc.如附件不止一件應(yīng)注明2 Encls or 3 Encls,或詳細(xì)列明如下： Encls: 2 Invoices Enc: 1 B/L 1 Photo 1 Certificate 1 Enc.Encls: 2 commercial invoices Enc.1 Attachment Enclosure As StatedEnc: 1 B/L 1 certificate Attachments:2Enc.11)The Carbon Copy Notation 如果函件要抄送其他有關(guān)單位，同

24、時(shí)使對(duì)方也知道已抄送其他單位，可在信件最后的左下角注明“CC to xxx” or “CC xxx”c.c.: Dalian BranchB.c.c.: Mr. Brown (on the copy only)C.C.: Jean Kipman12)Postscript 信寫完后，如果想起還有要緊的要說，可以在信末加P.S. 引出補(bǔ)敘的話，然后由發(fā)信人簽署本人簡(jiǎn)筆簽名(本人姓名的第一個(gè)字母)。 LetterheadDate: _ Inside Address_ Salutation: _ _ _ _ _Complimentary Close,SignatureBodyLetterhead Da

25、te:_ Inside Address_ Salutation: _ _ _ Complimentary Close, Signature Body Letterhead _ _ Complimentary Close, SignatureInside Address_ Salutation:Date:_Body Letterhead Date:_Inside Address_ _Salutation: _ _ _ Complimentary Close, SignatureBody StampChina National Machinery Import & Export Corp.

26、36, Jianshan RoadDalian, 116023Peoples Republic of China P&G Company 24MadisonAvenue Columbus, OH 43004 U.S.A. StampChina National China National Machinery Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of China P&G Company 24 Madison Avenue Columbus, OH 43004 U.S.A

27、. Remarks: 1.Private 2.Confidential 3.Registered 4.Express 5.Ordinary Mail 6.Immediate(Urgent) 7.Printed Matter 8.Sample 私人信 機(jī)密信 掛號(hào)郵件 快遞郵件 平信 急件 印刷品 樣品Sample 你是中國(guó)國(guó)家輕工業(yè)產(chǎn)品進(jìn)出口總公司聯(lián)絡(luò)你是中國(guó)國(guó)家輕工業(yè)產(chǎn)品進(jìn)出口總公司聯(lián)絡(luò)部主任，于部主任，于2008年年5月月10日收到羅森合伙人公日收到羅森合伙人公司（司（Lawson & Company）的貿(mào)易聯(lián)系函）的貿(mào)易聯(lián)系函于當(dāng)月于當(dāng)月20日回復(fù)，回復(fù)信中申明本公司的貿(mào)日回復(fù)，

28、回復(fù)信中申明本公司的貿(mào)易政策，愿意應(yīng)要求隨信附上公司最新產(chǎn)品易政策，愿意應(yīng)要求隨信附上公司最新產(chǎn)品的目錄一式兩份，以便于對(duì)選擇我們的產(chǎn)品的目錄一式兩份，以便于對(duì)選擇我們的產(chǎn)品有所幫助。有所幫助。 China National Light Industrial Products Import & Export Corporation, China May 20, 2009Lawson & Company U.S.A.Dear Mr. Herman: Your letter of the 10th May has been received. We appreciate your

29、desire to promote trade with our corporation. It is our policy to develop trade with companies of other countries on the basis of equality, mutual benefit and exchange of needed goods. We shall be very glad to receive your inquiries for light industrial products as well as art and craft goods. Enclo

30、sed please find 2 catalogues of our latest articles, which, I think, may be helpful to you in making your choice. Yours truly, (Signature) Song Lijun Director of the Liaison Department Enc: 2 catalogues Follow-up Practice 1. 1.你是重慶交通大學(xué)英語系主任李剛教授，于你是重慶交通大學(xué)英語系主任李剛教授，于20092009年年9 9月月2222日給美國(guó)華盛頓大學(xué)語言學(xué)系日給美

31、國(guó)華盛頓大學(xué)語言學(xué)系主任修書一封，提議兩校之間建立長(zhǎng)期友好主任修書一封，提議兩校之間建立長(zhǎng)期友好的聯(lián)系，并陳述理由，征求對(duì)方意見。的聯(lián)系，并陳述理由，征求對(duì)方意見。 2. 2.英國(guó)牛津大學(xué)英國(guó)牛津大學(xué)Trinity CollegeTrinity College語言學(xué)系語言學(xué)系Daniel JohnsonDaniel Johnson教授于教授于20092009年年5 5月月8 8日寫信要日寫信要你將所寫論文寄給他，你寫一封回信，表示你將所寫論文寄給他，你寫一封回信，表示感謝。感謝。 School of Foreign LanguagesChongqing Jiaotong UniversityN

32、anan, Chongqing Municipality, 400074P.R.ChinaSeptember 22, 2009ChairmanDepartment of Linguistics, University of WashingtonSeattle, Washington, 98121U.S.A.Dear Sir/Madam:Greetings from Chongqing! On behalf of the Department of English of ChongqingJiaotong University, I would like to suggest setting u

33、p a linkage between your department and mine. Various ways of exchanges beneficial to both sides could be explored. We wish to invite one of your professors to come and offer courses in the theory of linguistics, and we would in return send one of our senior teachers to lecture on education in China

34、 in your department. Another possibility is to exchange students. Every year each side could send one or more students to the other side to study for a year and bring back the credits they have got. We would be glad to give special help to your students if they want to learn Chinese. Short visits by fac