商務(wù)英語函電 全套課件

UnitOneBusinessLetter-writing

PartOne:TeachingAims&Requirements

1.Tolearnaboutthefunctionsofthebusinessletteranditsimportanceinbusinessactivities;2.Tolearnaboutthewritingprinciplesofbusinessletters;3.Tostudythelayoutofbusinessletters,includingtheletterstylesandthestructureofthebusinessletter,whichismostimportantinthisunit.

PartTwo:StudyofBusinessLetter-writing

I.Introduction1.Whyisletter-writingsoimportantnowadays?Becauseatpresentmanybusinessmessagesaresentbywayoffaxore-mailinsteadoftraditionalpost,andthelanguageandstyleusedinthefax/e-mailmessagearealmostthesameasthoseusedintheletterbypost,letter-writingisagainregardedasquiteimportantinourinternationaltradecommunicating.2.Thefunctionsofabusinessletter:1)Toaskforortoconveyinformation;2)Todealwithmattersconcerningnegotiationofbusiness;3)Toconfirmcables,telexes,telephonesorface-to-facetalks,especiallyimportantones.3.Whatshouldabusinessletterbelike?Itshouldbebusiness-like.1)Don’tusethelanguageinliterature;2)Don’tusethelanguageinprivateletters.Why?Thebusinessletterplaysaveryimportantroleinatransaction;itiswritteninordertoachieveaspecificpurposeandoftengivesrisetothelegalobligationsofthewriter.4.Whatdoesaneffectivebusinessletterrequire?1)GoodEnglish2)GoodknowledgeofinternationaltradebusinessII.ThePrinciplesofBusinessLetter-writingThesevenC’s:ConsiderationCourtesyClarityConcisenessConcretenessCorrectnessCompleteness1.Consideration體諒Itmeans：Takethe“You-attitude〞insteadof“I/We-attitude〞;Emphasizethepositiveratherthanthenegativeapproach;Gettothepointimmediately.Lookatthefollowingsentencesandthinkaboutwhetherornottheyaregoodsentences:Itisregrettedthatthegoodscannotbesenttoday.Wearepleasedtoinformyouthatthegoodswillbesenttomorrow.Iwritetosendmycongratulations.Congratulationstoyouonyoursuccess!Wedonotpermitoutsidegroupstouseourequipmentexceptonacashrentalbasis.Youarewelcometorentourequipment.2.Courtesy客氣Thisprinciplemeans:Followtheguidelinestalkedunderconsideration.Besincere,tactful,thoughtfulandappreciative.Avoidirritating,offensiveorbelittlingexpressions.Ifanapologyisnecessary,makeitcourteouslyandsincerely.Bepromptinansweringletters.Lookatthefollowingsentencesandthinkaboutwhetherornottheyarewellwritten:Youarerequestedtoremittheamountby10August.PleaseremittheamountbyAugust10.Wemusttellyouthatwecan’tacceptyourprice.Unfortunately,wecannotacceptyourprice.Yourletterisnotclearatall.Ican’tunderstandit.IfIunderstandyourlettercorrectly…(tactful)3.Clarity清楚First,bequiteclearaboutwhatyouwanttosay;Thensayitinplain,simplelanguageappropriatetotheunderstandinglevelofyourreader.Good,straight-forward,simpleEnglishiswhatisneededforbusinessletters.Therearethreeguidelinesforobservingthiswritingprinciple:Chooseshort,familiarandconversationalinsteadoflong,complicatedandroundaboutwordsorphrases.Constructeffectivesentences.Organizeyourideasintoalogicalorder.Lookatthefollowingsentences.Aretheygoodsentences?Ihopeyouwillbeinapositiontomakeadecisionwithinashorttime.Ihopeyoucandecidesoon.Thecontractenclosedherewithrequiresyoursignaturebeforeitcanbeexecutedandshouldbedirectedtotheundersigned.Pleasesignthecontractenclosedandreturnittome.Thosewhoworkrapidlygetillintheseconditions.Thosewhoworkintheseconditionsrapidlygetill.4.Conciseness簡潔Concisenessmeanssayingwhatyouhavetosayinthefewestpossiblewordswithoutlosingclarity,courtesy,completenessandgoodEnglish.Toachieveconciseness,trytoobservethefollowingsuggestions:Omitstereotypedphrasesandcommercialese.Avoidunnecessaryrepetitionandwordystatements.Includeonlyrelevantfacts.Confineeachparagraphtooneidea.Let’scomparethefollowinggroupsofsentences:1)Wetakethelibertytoapproachyouwiththerequestthatyouwouldbekindenoughtointroducetoussomeimportersofstationeryinyourcountry.Please

introducetoussomeimportersofstationeryinyourcountry.2)Assuringyouofourfavorableconsideration,weremainWewillconsideryoursuggestionsfavorably.Thefollowingaretwoletterswiththesamecontent.Pleasereadthemandthinkaboutwhichoneisbetter.Givethereasonsforyourjudgment.【LetterOne】DearSirs，Willyoushipussometime,anytimeduringthemonthofNovember,orevenDecemberifyouarerushed,forDecemberwouldsuitusjustaswell,infactalittlebitbetter,30copiesof“Barron’sPracticeExercisesfortheTOFLE〞.Thankingyoutosendthesealongtousbyparcelpost,andnotexpress,asexpressistoostiffinprice,whenparcelpostwillbemuchcheaper,weareYoursfaithfully,【LetterTwo】DearSirs，Pleaseshipbyparcelpost,bytheendofDecember,30copiesof“Barron’sPracticeExercisesfortheTOFLE〞.Thankyouinadvanceforyourcooperation.Yoursfaithfully,5.Concreteness具體Writingconcretelymeansmakingyourmessagespecific,definiteandvividratherthanvague,generalandabstract.Abusinesslettershouldavoidemptinessincontentsandvaguenessinideas.Theguidelinesbelowmayhelpyouachieveconcreteness:Usespecificfactsandfigures.Putactioninyourverbs.(Preferactiveverbstopassiveverbsorwordsinwhichactionishidden.Choosevivid,concreteandimage-buildingwords.Lookatthefollowingsentences:1)Thepreparationofnewsalaryscalesisinhand.2)Thesebrakesstopacarwithinashortdistance.3)Variousaspectsofthisequipmentmakeitagoodchoice.Thinkaboutthequestionsbelow:Canyouunderstandthefirstsentence?Aretheideasexpressedinthesentencesconcrete?Iftheyarenot,pleaseamendthemsothattheybecomespecific,definiteandvivid.Therevisedsentencesareasfollows:1)Newsalaryscalesarebeingprepared.2)TheseGoodsonPowerbrakescanstopa2-toncarwithin24feet.3)Thismachineisagoodchoicebecauseitismorecompactandlessexpensivethananyotheroneinthemarket.6.Correctness正確Abusinesslettershouldcontainaccurateinformationandthewritershouldfollowacceptedstandardsofgrammar,spelling,punctuationandsentenceconstruction,fortheletterconcernsgreatlytherights,obligationsandinterestsofboththebuyerandtheseller;moreover,itisthebasisofallcommercialdocuments(suchasthecontract,theletterofcredit,etc.).Thetermcorrectness,asappliedtobusinesscommunication,meansthewritershould:Usethecorrectleveloflanguage.Includeonlyaccuratefacts,terms,wordsandfigures.Maintainacceptablewritingmechanics.Applyallotherrelevant“C〞principles.Lookatthesentencesbelowandthinkaboutwhetherornottheyincludeanygrammaticalerrorsorsomeotherkindofmistakes.1)WehopethatyouwillattendtothecomingGuangzhouFair.WehopethatyouwillattendthecomingGuangzhouFair.2)Nothingissoimportantthanqualityandpacking.Nothingissoimportantasqualityandpacking.3)Thetwofirstitemsarenotavailable.Thefirsttwoitemsarenotavailable.4)Neitheroftheoffersareacceptable.Neitheroftheoffersisacceptable.5)Wenotonlybuilthouses,butalsoflats.Webuiltnotonlyhouses,butalsoflats.6)Whilestudyingthereport,thetelephonerang.WhileIwasstudyingthereport,thetelephonerang.7)Toourmuchsurprise,theraincoatsarrivedwithnocaps.Muchtooursurprise,theraincoatsarrivedwithnocaps.Or:Toourgreatsurprise,theraincoatsarrivedwithnocaps.7.Completeness完整Yourbusinessmessageis“complete〞whenitincludesalltheinformationyourreaderneedstoactupon.Incompleteinformationisannoyingandcostlybecauseitholdsupbusinesstransactionsandduplicateswork.Tostriveforcompleteness,keepthefollowingguidelinesinmind:Answerallquestionsasked.Givesomethingextra,whendesirable.CheckforthefiveW’sandanyotherwritingprinciples.Readthefollowingmessagecarefully:Wearemakingyou,subjecttoyourreplyreachingherebeforethe15ththismonth,anofferforour100setsSewingMachinesat￡65CFR,forshipmentduringNovember/December,andpaymentistobemadebyL/C.Now,thinkaboutthefollowingquestions:Whomaywritetheletter?Thebuyerortheseller?Inwhichbusinessstepmaythisletterappear?Arethereanyplaceswheretherearesomeproblemswiththewayofexpression?Doesthismessagecontaincompleteinformation?Theanswerislikethis:Thismessageisratheranincompleteonesinceitservesasafirmoffer.First,theproductsquoteddonotcoverbrandorspecifications;Second,thepricetermisnotcompletelywritten,itdoesnotmentiontheportofdestination;Third,thepaymenttermsarenotspecific.Hereistherevisedmessage:Wearemakingyou,subjecttoyourreplyreachinghereon/beforeAugust15,afirmofferforour100sets(of)SewingMachines,BeeBrand,at￡65persetCFRLondonforshipmentduringNovember/DecemberandpaymentistobemadebyaconfirmedandirrevocableL/Cat60d/s.III.TheLayoutofBusinessLetters1.Thestylesofthebusinessletter1)TheIndentedStyletraditionalstyleIt’sFeatures:a)Eachparagraphisindentedfourspaces;b)“ClosedPunctuation〞isused;c)Thecomplimentarycloseiscenteredandsoisthesignature.2)TheBlockStylemodernstyleIt’sFeatures:a)Alltypinglinesbeginattheleft-handmargin;b)“OpenPunctuation〞ismoreoftenusedthan“ClosedPunctuation〞;c)Sometimesthedateisplacedinitsusualpositionontheright.3)Thesimilaritiesbetweenthetwoletterstyles:a)Theinsidename&addressistypedinblockform;b)Left-handandright-handmarginsofoneandaquarterinchesareadopted;c)Theletteristypedinsingleline-spacingandtheparagraphsareseparatedbydoubleline-spacing.4)Summaryofthetwostyles:a)TheIndentedStyleiseasytoreadbutwastesthetypingtime.b)TheBlockStyleismorebusiness-likeandmoreeffective.5)Themodifiedblockstyle6)Thesimplifiedstyle2.TheStructureoftheBusinessLetterA.TheSevenPrincipleParts:(1)Letterhead(2)Date(3)InsideName&Address(4)Salutation(5)Body(6)ComplimentaryClose(7)Signature(1)TheLetterhead信頭a)Itsfunctions:expressesafirm’spersonalityandformsone’simpressionofthewriter’sfirm.b)Itsstyles:varygreatlybutallgivesimilarinformation.c)Itsplacement:traditionallycenteredatthetopofthepage,butnowadaysitisplacedattheleftorrightmarginorsomeotherplacesonthepage.d)Itsinclusion:companyname,address,postalcode,telephonenumbers,faxnumbers,e-mailaddress,web-siteandthekindofbusinessthefirmhandlese)Reminders:Ifletterheadstationeryisunavailable,typetheaddressofthewriterabovethedatetotherightforindentedstyleandtotheleftforblockstyle.(2)TheDate日期a)Itsfunction:Onlyadatedletterhaslegalforce.(or:Anundatedletterhasnolegalforce/authority.)b)Itsstyles:12thOctober,2021(somewhatold-fashioned)12October,2021(fashionable)March1st,2021(old-fashioned)March1,2021(mostfashionable)20210918(internationalstandard)c)Itsplacement:threetosixspacingsbelowtheletterheadoronthedateline,attherightmarginfortheindentedstyleortheleftmarginfortheblockstyled)Itsinclusion:day,month,yeare)Reminders:①Typethedateinfull,andneverwriteitsabbreviations.②Don’tgivethedayinfiguresbecauseitmayeasilycauseconfusion(TheBritishandtheAmericansdonotreadthedateandthemonthinthesameorder.).(3)TheInsideName&Address封內(nèi)名稱及地址a)Itsplacement:attheheadoftheletter(attheleftmarginfourtosixlinesbelowthedate,inblockformandsinglespacing)(Sometimesitisplacedatthefoot,inthebottomleft-handcorner,butthisisoftenfordiplomaticlettersasthisplaceissupposedtobemoreformal.)b)Itsfunctions:①Itsayswhomtheaddresseeis;②Ithelpsforthefilingpurposes.c)Itsinclusion:theperson’scourtesytitle,name,businessorexecutivetitles,hiscompanynameandthemailingaddressEnglishAddressesmayhavethefollowingparts:1)numberofhouse,nameofhouseandnameofstreet2)nameofcityortown3)countryorstateanditspost-code4)nameofcountryTheCourtesyTitlesusedincorrespondence:Mr.(orEsq.)Ms.usedforallwomen,marriedorunmarried,especiallyforcareerwomen.Mrs.Miss.Messrs.usedonlyforcompaniesorfirmswhosenamesincludeapersonalelement.Mmes.d)Reminders:①Theinsidenameandaddressmustbeinexactkeepingwiththeoutsidenameandaddressbothincontentsandstyle.②Typetheaddressexactlyasitisgiventoyou.(4)TheSalutation稱呼a)Itsfunction:Itisthepolitegreetingwithwhicheveryletterbegins.b)Itsplacement:Alwaystypeitflushwiththeleftmargintwolinesbelowtheinsidenameandaddress.(Whateverletterstyleyouuse)c)Itsstyles:(Br.E.)DearSir(Madam),(Br.E.)DearSirs,(Am.E.)Gentlemen:(Both)DearMr.XX(Both)DearMadamorSir.d)Reminders:①Don’tuseSirsaloneandGentlemencannotbeusedinthesingular.②Thecourtesytitleforthesalutationisthesameasfortheinsideaddress.③Whenwritingtoindividuals,alwaysusetheirnameifyouknowit.④UseMs.whenyouareaddressingaladywhosemaritalstatusisnotknownorwhenyouthinkthisisherpreference.⑤Ifyouareaddressinganindividualwhosenameyoudonotknowthepurchasingmanager,directorofpersonnel,president,andsoonusethefollowing:ThePurchasingManagerLeverettProductsCorporation1112N.W.LovejoyPortland,Oregon97209DearSir(orDearMadam/DearMadamorSir)(Itshouldagreewiththeinsidename&address.)⑥Occasionally,forspecialpurposes(forsalesletters,circularsorsomeotherpurposes)thefollowingimpersonalsalutationsmightbeused:DearCustomer:DearFriend:DearAudio/VideoUser/Enthusiast:ToWhomIt/ThisMayConcern:(ofteninaletterofrecommendation)LadiesandGentlemen:DearGarmentDepartment/Corporation:(modernandfashionableaddresstoreplacetheoldusage“DearSirs〞)(5)TheMessage/TheBody正文a)Itsfunction:Itisthemostimportantpartinaletterbecauseitcontainstheactualmessage.b)Itsplacement:twolinesbelowthesalutation.c)Itsinclusion:①Theopeningparagraphreferstopreviouscorrespondence.②Thefollowingparagraphscontainfurtherdetails.③Theclosingparagraphisastatementofyourintentions,hopesorexpectationsconcerningthenextstep.Considerthefollowingtwopointsbeforewriting:①Whatisyouraiminwritingthisletter?②Whatisthebestwaytogoaboutit?d)Reminders:①Writesimply,clearly,courteously,grammatically,andtothepoint.②Paragraphcorrectly,confiningeachparagraphtoonetopic.③Useashortopeningandashortclosing.④Avoidstereotypedphrasesandcommercialjargon.MarginsTheycreatetheeffectofawell-framedpicture.Bothleft-andright-handmarginsaregenerally30mm.TheSecondPageWhenyouhaveasecondpage,usethefollowingsecondheading:p.2July5,2021TheAsianTradingCo.,Ltd.Thesecondheadingshouldincludethefollowingpoints:a.thenumberofthepage;b.thenameofyourcorrespondent;c.thedateoftheletter(6)TheComplimentaryClose結(jié)尾敬語a)Itsfunction:Itispurelyamatterofcustomandapolitewayofbringingalettertoaclose.b)Itsplacement:Typeittwolinesbelowthebodyoftheletter.Itmaybeblocked,centeredorplacedtotheright.c)Reminders:①Theexpressionmustsuittheoccasion.②Itmustalsomatchthesalutation.d)Itsstyles:SalutationCloseCommentDearSir(s)YoursfaithfullyFormal(Br.E.)DearMadamYoursfaithfullyFormal(Br.E.)GentlemenYourstrulyFormal(Am.E.)DearMr.HarrisYourssincerelyInformal(Both)“Rgds.〞isquiteoftenusednowadaysinbusinessletters,formanypeoplethinkitisverysimpleandconvenienttobringalettertoaclose.(7)TheSignature簽署

a)Itsfunction:Onlyasignedletterhaslegalforce.(or:Anunsignedletterhasnolegalforce/authority.)b)Itsplacement:twolinesunderthecomplimentaryclose.c)Itsinclusion:①penwritten/handwrittensignature②typewrittensignature③companyname(notnecessary)d)Itsexample:Yoursfaithfully,HenryL.Benton

(handwritten)HenryL.Benton(typewritten)Managere)Reminders:①Abusinesslettershouldalwaysbesignedbyaperson,whetheritiswrittenbyanindividualorbysomeonerepresentingthefirm(Anorganizationcannotsignaletter).Arubberstampshouldneverreplaceapenwrittensignatureasitisnotacceptableinacourtoflaw.②Becauseasignatureisthedistinguishingmarkoftheonewhousesit,thesamestylemustalwaysbeadoptedinallhisbusinessletters.③Addnothingbeforeaman’sname,butputacourtesytitlebeforeawoman’s(beforehertypewrittensignature).“PerPro.〞(By/Per/For)Signature:Itistheabbreviationofperprocurationem(meaning“onbehalfof〞).Forinstance:Yourssincerely,perpro.HOPKINS,WRIGHT&CO.GeorgeDaly(sgd.)GeorgeDalyB.TheOptionalParts:1)ReferenceNumber2)AttentionLine3)Subject4)CarbonCopyNotation5)EnclosureNotation6)Postscript(1)ReferenceNumber案號a)Itsfunction:Referencesareoftenmadetolinkreplieswithpreviouscorrespondenceandhelpsforfilingpurposes.b)Itsinclusion:Thereferenceusuallyincludesafilenumber(e.g.TTB/80)and/ortheinitialsofthesignerofthelettertobefollowedbythetypist’sinitials.(e.g.WA/gl)c)Itsplacement:①M(fèi)anyletterheadsprovidespacesforreferences.②Iftheletterheaddoesnotprovidethespace,theyshouldbepositionedimmediatelybelowtheletterheadstartingwiththewords“OurRef:〞and“YourRef:〞③Theinitialsofthesigneroftheletterandthetypist(called“ReferenceInitials〞or“IdentificationMarks〞)aresometimestypedtwospacesbelowthesignatureagainsttheleftmargin.d)Reminders:①Wheretheletterheaddoesnotprovideforit,thereferencemayformpartofthefirstparagraphofthereplyletter:e.g.DearSir,Thankyouforyourletter,referenceALM/PS,ofSeptember15.②Orthereferencemaybetypedasaheading:e.g.DearSir,

YourRef:ALM/PS

ThankyouforyourletterofSeptember15.

(2)AttentionLine請某人注意行a)Itsfunction:Itisusedwhenthewriterofaletteraddressedtoanorganizationwishestodirectittoaparticularmember.b)Itsplacement:twolinesabovethesalutationandtwolinesundertheinsidenameandaddress,centeredorflushwithleftmarginc)Itsforms:①Attention:Mr.XXX

②ATTENTIONOFMR.XXX

③FortheattentionofMr.XXX

④AttentionMarketingDirector

⑤ATTN:Mr.XXX(mostoftenusedatpresent)d)Reminders:①Whenyouuseanattentionline,besurethatthesalutationagreeswiththeinsidenameandaddress,nottheattentionline.②Ifthereisanattentionlineonthestationery,thenthereshouldalsobeoneontheenvelope.

(3)Subject(oftenused)標(biāo)題a)Itsfunction:Ithelpstoensurethattheletterispassedtotherightpersonordepartmentwithoutdelay.(Ittellswhattheletterisaboutandhelpsforthefilingpurposes.)b)Itsplacement:typedtwolinesbelowthesalutation,underlined,centredoverthebodyoftheletter(forindentedstyle)orflushwiththeleftmargin(forblockstyle)c)Itsforms:①Re:RareEarth②Subject:ContractNo.123③Bicyclesd)Reminders:①Ifasubject/headinghasalreadybeenusedbyyourcorrespondent,yourreplyshouldcarrythesamesubject/heading.②Asubjectwillbeappropriateifyouarebeginningacorrespondencelikelytoleadtoanumberoflettersonthesamesubject.

(4)CarbonCopyNotation抄送標(biāo)志a)Itsfunction:Whentheinformationcontainedintheletterneedstobeconveyedtorelevantpeople,acarboncopynotation(cc)maybeusedintheletter.b)Itsplacement:belowthesignatureorenclosurenotationattheleftmargin,followedbythenamesofthepersonswhowillreceivecopiesofthelettersc)Itsstyles:①c.c.(carboncapy)(Itistypedbothontheoriginalandcopiesoftheletter.).(blindcarboncopy：秘密抄送的副本)(Itistypedonlyonthecopy/copiesoftheletter.)d)Reminder:Thisisseldomusedrecently.Manyfirmssimplyphotocopytheirletters,fortheythinkittime-wastingandtroublesometoduplicateletters.(5)EnclosureNotation(oftenused)附件標(biāo)志a)Whentouseit:Whenthereissomethingenclosedwiththeletter,typetheenclosurenotationonthepaper.b)Itsplacement:attheleftmarginbelowtheidentificationmarksorsignatureorcarboncopynotationc)Itsfunctions:①Itisusefultothesender,becauseitremindshimtoincludeitwhenfoldingtheletter.②Itisusefultothereceiver,becauseithelpshimtocheckwhetherthereisanenclosureintheletter.③Itishelpfulforfilingpurposes.d)Itsstyles:①Encls:3catalogues

②Enclosures(2)

③Encl.1PriceList

④Attachment:a/s(asstated)

⑤Encs.(3)2Blankorderforms1Productcataloge)Reminder:Iftheenclosuresareimportantonesorhavenotbeenmentionedintheletter,itisnecessarytostatespecificallywhattheyare.

(6)Postscript(P.S.)附言

a)Itsplacement:Typeitbelowthelastitemoftheletter.b)Itsfunctions:①todrawsb.’sattention;②toclarifyapointc)CasesinwhichP.S.isused:①Someexecutives,toaddapersonaltouchtotheirtypewrittenletter,occasionallyaddapostscriptinpenandink.②Writersofsalesletteroftenwithholdonelastconvincingargumentforemphaticinclusioninapostscript.d)Reminder:Asitisanafterthoughtandasignofpoorplanning,trytoavoidusingpostscriptasmuchaspossible.3.EnvelopeAddressing(1)Inclusion:1)ReturnAddress;2)OutsideAddress;3)Stamp(2)Placementofeachpart:Businessstationerygenerallyhasthereturnaddressprintedintheupperleftcorneroftheenvelope.Ifnot,typeitinthesameplace.Thereceiver’snameandaddressshouldstartaboutonethirdofthewayacrosstheenvelopefromlefttorightandhalfwaydownfromtoptobottom,leavingamplespaceforstampsorpostmarks.Specialmailingnotationssuchas“RegisteredMail〞and“SpecialDelivery〞areplacedadoublespacebelowthestampposition.Othernotations“Confidential〞or“Personal〞areusuallytypedunderthereturnaddress.(3)WritingPrinciples:1)Accuracy;2)Legibility;3)GoodAppearance(4)Reminders:1)Theenvelopeshouldmatchtheletterheadpaperinquality,sizeandcolor.2)Itmustincludethefullnameandthecompleteaddressoftheaddressee.Theoutsideaddressshouldagreewiththeinsideaddressbothincontentsandstyle.3)Ifaletterissenttoathirdpersonwhoisboundtopassitontotheaddressee,writethethirdperson’snamedownbelowtheaddressee’swiththeabbreviation“c/o〞(careof)beforeit:Mr.CharlesSmithc/oMr.WilliamBrown76LancastorHouseManchesterBritain4)Ifyouasksomeonetotakealettertosomeoneelseforyou,youmaytypeasfollows:

Mr.CharlesSmithBykindnessof/Kindnessof/ThroughthecourtesyofMr.WilliamBrown5)Ifaletterhasanattentionline,theenvelopemustalsohaveone.Typetheattentionlineontheenvelopeonthelinedirectlyabovethecompany’sname/streetnameorboxnumber:a)TheNationalTransportCo.,Attention:Mr.CharlesChang6789Hongkong

b)

FortheattentionofMr.CharlesChangTheNationalTransportCo.,6789HongkongUnitTwoFaxes&E-mails

PartOne:TeachingAims&Requirements

1.Helpstudentstolearnabouttheadvantagesofthefaxande-mail;2.Helpstudentstostudytheformatsofthefaxande-mail;3.Advisestudentstonotethequestionswhenusingthefaxande-mail.

PartTwo:StudyofFax

I.Whatisthefax(telefax)?FaxisderivedfromtheLatinword

“facsimile〞,meaning

“make

similar〞

or

“make

a

copy〞.Itisamodeofinternationaltelecommunications,whichhasbeenincreasinglyinuseovertheworld.Itischaracterizedbyusingtheadvancedelectronicdatainterchange(EDI)procedurestomaketrue-trackduplicatesoforiginalwritingsandsendtothedesireddestinations.Asthisistrue-tracktransmitting,anyletters,documents,diagrams,patternsorpicturescanbeusedfordispatch.Afaxmessageissentbyuseofafacsimiletransceiver.Anybusinessfirmwhowantstoinstallthismachineatitsunit,maysendanapplicationtothelocalresponsiblepostandtelecommunicationdepartment.Faxisusuallytransmittedthroughtheinternationalordomesticdirecttelephone.Itischargedaccordingtothenumberofminutesthecallactuallylastsandthenumberofpagestransmitted.II.TheadvantagesofthefaxFaxisamodernizedcommunicationmeanssuperiortothetelegram,telex,andtelephone,andisthesummaryoftheadvantagesofallothercommunicationmethodsexcepte-mail.Ithasthefollowingsuperioritiesoverletter,telegram,telexandtelephone:1.Thecontentsthatcanbeusedfortransmissionrangesoverawidefield.Incablesandtelexes,generallyspeaking,onlyEnglishandafewcharacterscanbetransmitted;whileinfacsimiles,alllanguages(includingChinese,eitherprintedorhandwritten),characters,diagrams,patterns,pictures,etc.,canbesent.2.Itisfastintransmitting,evenfasterthanthetelex.Insendingoutatelex,wehaveto