商務英語技能抽查 商務函電寫作

ChapterOne

AnIntroductiontoForeignTradeCorrespondence（外貿函電寫作介紹）Lesson1Lesson2Lesson3Lesson4Lesson5主要內容Objectivesbefamiliarwiththelayoutofbusinessletters.knowtheformatsofbusinessletters.knowhowtoaddresstheenvelope.Objectives1AnOverviewofForeignTradeCorrespondenceWarming-upQuestionsNamethewaysofcommunicationyouknowWhatisthestructureofanEnglishletter?WaysofcommunicationTelephoneFaxE-mailLetterTelegramTelexBroadlyspeaking,thefunctionsoftradecorrespondencelettersmaybesaidtobe:todealwithmattersconcerningbusinesstomakeortoacceptanoffertoaskforortoconveyinformationAgoodtradecorrespondenceletterisveryessentialandimportantforabusinessman.Whiledoingabusiness,itusuallyincludesestablishingbusinessrelations,inquires,offers,counteroffers,acceptance,ordersanddecliningorders,termsofpayments,packingandshipment,etc.2CriteriaforEffectiveForeignTradeCorrespondenceSevencriteria1.Consideration

2.Clarity

3.Conciseness4.Concreteness5.Correctness6.Completeness7.CourtesyIdentifytheaudience.Determinethesizeandcompositionoftheaudience.1.considerationAnalyzetheaudience’sdesires,problem,circumstance,emotions.Analyzetheaudience’spossiblereaction.Determinetheaudience’slevelofunderstanding.Analyzetheaudience’sneeds.(informational,motivational,emotional,practicalneeds)HaveParagraphsofSuitableLengthUseShortSentencesMakeIdeaClearChooseProper,ShortandFamiliarWords2.ClarityIncludeOnlyRelevantFacts3.ConcisenessShortenorOmitWordsorExpressionsAvoidUnnecessaryRepetition4.ConcretenessThewritingshouldbespecific,definiteandvividratherthanvague,generalandabstract.5.CorrectnessBusinesswritingshouldbecorrectingrammar,punctuation,spelling,information,figures,etc.

6.CompletenessYourbusinesswritingiscompletewhenitcontainsallthenecessaryinformationanddatathereaderneeds．Ifanynecessarypieceofinformationislacking,thereaderwillhavetoaskforclarification,whichmeansthatyouwillhavetowriteanotherletter.Itwillnotonlywastetime,energyandmoney,butalsodamagetheimageofyourcompany.ResponseinTimeAvoidingAnger(Sarcasm,Insults,andExclamations)UsingtheReader’sNameSinglingOutYourReader7.Courtesy3ConstructionofEffectiveSentencesandParagraphs1.ConstructionofEffectiveSentencesUnityCoherenceConcisenessEmphasis2.ConstructionofEffectiveParagraphCreatingaTopicSentenceSupportingaTopicSentencewithDetailsConnectionsbetweenSentences4StructureofForeignTradeCorrespondenceSevenBasicParts1.信頭2.日期3.封內地址4.稱呼5.正文6.結尾敬語7.簽名Return5FormatsofLettersandEnvelops1.信頭letterHead2.日期Date3.封內地址InsideAddress4.稱呼Salutation5.

正文Body6.結尾敬語ComplimentaryClose7.簽名Signature8.事由Subject9.附件Enclosurea參考號Ref.No.b經辦人AttentionLinec抄送CartonCopy

LetterheadGenerally,aletterheadwillincludethecompanylogo,company'sname,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.InsideAddressAlwaysincludetherecipient'sname,addressandpostalcode.Addjobtitleifappropriate.LayoutofaBusinessLetterDate02/01/032002年1月3日Chineseway2003年2月1日Americanway2003年1月2日BritishwayToavoidconfusion,itisacommonpracticetowritemonthsinwords.SalutationIfunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:

DearSirorMadam,

Whenaddressingagroupofpeople,useoneofthefollowingsalutations:LadiesandGentlemen:DearSirsorMadams,Gentlemen:/DearSirs,(ifallthereadersaremale)Ladies:/DearMadams,(ifallthereadersarefemale)

BodyofaletterThebodyofabusinesslettertypicallyhasthreeparagraphs:

1.introductoryparagraph

2.oneormorebodyparagraphs3.concludingparagraphComplimentaryClose

Yoursfaithfully,(Faithfullyyours,)Yourssincerely,(Yoursverysincerely,)Yourstruly,(VeryTrulyYours,)Capitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.SignatureCompany’snameYoursignaturetypedsignature(jobtitle)ELECTRONICSLTD.

HaroldJones

HaroldJonesmanager

縮行式(Indentedformat)封內地址和其他需要分行的地方的后一行,都比前一行縮進二格或三格。信的正文,每一段的開始一行都縮進若干格。FormatofLetters

平頭式(Blockformat)每一行都是從左邊開始取齊,成一垂直線。

混合式(Semi-blockedformat)前兩種格式的混合體。信的正文部分采用平頭式，作者的地址、日期、結尾敬語及簽名采用縮行式。ReturnReturnAddressingtheEnvelope

1.PromptResponsesNotrespondingpromptlycanleaveanimpressionthatyoudonotconsiderthesender'se-mailofanyimportance.Theelectronicmailboxshouldbecheckedatleastonceadayandresponsesshouldbeprompt,preferablywithin24hours.10BusinessE-mailBasics

2.SubjectFieldBesuretofillintheSUBJECT,indicatingclearlywhatthetopicofthee-mailis,oryourmailmaybedeletedasajunkmail.3.LevelofFormalityNeverassumeapositionofinformalityinyourbusinesse-mail.Itisyourbusiness'simageyouarebranding.

4.Addressing

Itissuggestedthatthehighestlevelofcourtesyshouldbeused(Hello,Mr.Anderson,DearMs.Smith,Dr.Osborne,etc.)untilyournewcontactstates,"callmeAndy"or"youcancallmeDiane",Keepitformaluntilitiscleartherelationshipdictatesotherwise.Youwillalsobeabletogetcluesbyhowtheyapproachyouandtheirtone.Return

5.To,From,BccandCc（1）To:Theaddressesinthe'To'areforthepeopleyouaredirectlyaddressing.IntheTO:fieldbesuretohaveyourcontact'snameformallytyped.JohnB.Doe-notjohnbdoeorJOHNBDOE.Thelatertwogivetheperceptionoflackofeducationorlimitedexperiencewithtechnology.

（2）Cc:Theaddressesinthe'Cc'areforthepeopleyouareindirectlyaddressing.Don'toverdoithere.Copyonlythosewhoneedtobecopied.Ifyou'relistedintheCc:fieldyouarebeingFYI'dandareplyisnotmandatoryunlessyouhavesomethingrelevanttoaddtotheconversation.

（3）Bcc:Theaddressesinthe'Bcc'arelike'Cc'exceptthattheaddressesin'To'and'Cc'donotknowthattheaddressesinthe'Bcc'areincludedintheconversation.The'To'and'Cc'addressesareblindtothe'Bcc'addresses.Asyoucanimagine,useofthe'Bcc'issomewhatunethicalandthereforeitsuseisdiscouraged.

6.AttachmentsAlle-mailaccountshavecapacitylimits.Doyouthinkyourrelationshipwithapotentialnewcustomerisenhancedwhenyousendthemthat5MPowerPointpresentationtheydidn'trequestandyoufilluptheirinboxshuttingdowntheire-mailcausingsubsequentbusinesscorrespondencetobounceasundeliverable?Ifyoueverneedtosendafileover200,000insizeyouneedtocompressitorzipitup.And,eventhen,businesscourtesydictatesyouasktherecipientfirstifitisO.K.tosendafileofthatsize,confirmtheyhavethesamesoftware/versionyoudoandwhatisthebesttimeofdaytodosotoensuretheyareavailabletodownloadthelargefileandkeeptheire-mailflowing.Return7.DownEditYourRepliesDon'tjusthitreplyandstarttyping.Removingpartsofthepreviouse-mailthatdonotapplytoyourresponse.8.CommonCourtesyAlwayshaveasalutationandsignoffwitheverye-mail.9.SignaturefilesKeepyoursignaturefile