商務英語寫作2格式[共56頁]

2022-2-211BUSINESS WRITING商務英語寫作商務英語寫作Course Outline2022-2-212Text Book商務英語寫作商務英語寫作胡英坤 車麗娟 主編外語教學與研究出版社2022-2-213Contents1 An Overview of Business Writing2 Structure and Style of Business Letters3 Sales-related Inquiries and Replies 4 Orders and Confirmation Letters 5 Letters about Shipment 2022-2-2146 Letters About Payment and Settlement of Accounts 7 Routine Claims and Adjustment8 Persuasive Claims and Refusals 9 Sales Letters 10 Invitation and Thank-you Letters2022-2-21511 Letters of Apology and Congratulation12 Notice and Announcement 13 Memos and Minutes 14 Preparing resumes15 Letters of Application2022-2-21616 Letters of Recommendation17 Proposals18 Organizing and Preparing Reports19 Questionnaires20 Business Agreements2022-2-217BUSINESS WRITING商務英語寫作商務英語寫作Structure and Style of Business LettersChapter 2商務信函的結(jié)構(gòu)與格式商務信函的結(jié)構(gòu)與格式2022-2-218nThe first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the readers reaction to the contents of the letter. nA well-dressed executive projects (傳達) a quality image. nA well-dressed letter also projects a quality image.2022-2-219Letter Structures and Placement1. Letterhead 2. Date3. Inside Address 4. Attention Line 5. Salutation 6. Subject Line 7. Body8. Complimentary Close 9. Signature 10. Reference Initials 11. Enclosure12. Copy Notation Twelve elements of business letters :信頭信頭日期日期封內(nèi)地址封內(nèi)地址指明收信人指明收信人稱呼稱呼事由事由/主題行主題行信文信文結(jié)尾禮詞結(jié)尾禮詞簽名簽名打字員姓名縮寫打字員姓名縮寫附件附件抄送抄送2022-2-2110nAmong these twelve elements, letterhead, date, inside address, salutation, the body, the complementary close and the signature are necessary for a business letter, while the others are optional. Each of the twelve elements is elaborated as follows.2022-2-2111twelve elementsNecessarynLetterhead nDate nInside AddressnSalutation nBody nComplementary ClosenSignature OptionalnAttention LinenSubject LinenReference Initials nEnclosurenCopy Notation2022-2-21121. Letterhead 信頭nA business letter is usually typed on printed letterhead paper. A letterhead generally contains the following information:* The name of the firm* Its address and postal codes* Telephone number* Fax number* Internet address* E-mail address* Telegraphic and telex address* A trademark or a brief slogan, etc. 2022-2-2113For example:EASTERN TEXTILES IMP. & EXP. CO., LTD.289 Changchun Road, Dalian, ChinaTel: 0411-86606811 Fax: 0411-86507631Http:/www.easeterntextileE-mail: bcxbcx411cn2022-2-21142. Date 日期 The date is typed a few lines below the last line of the letterhead. The format of the date differs from country to country. The common formats are typical American one (Month/Day/Year) and British one (Day/Month/Year). Even though we Chinese prefer Year/Month/Day format, it is better to use American or British format in business English letters. As the date is a vital part of a business letter, the month written in full is preferred because figures may create confusion.2022-2-2115Sample Date Line-Date consists of the date, month, year.-Two widely accepted styles:June 12, 2019 or 20 July, 2019-Do not use only figures, i.e. 12/6/06,because not all English-speaking people agree on the order of the date. 2022-2-2116Rewrite the following date for standard business letters6/5/0610-9-068 June 2019Oct.28, 06jan.13. 20192022-2-21173. Inside Address 封內(nèi)地址 The address of the organization receiving the letter is typed single-spaced at the left margin. The number of lines left blank between the date line and the address depends on the size of the body of the letter, the size of type (the pitch) used, and the length of the printed lines. The address is typed as it will appear on the envelope.2022-2-2118Arrange the following information into letterhead or inside address:U.S.A./Ford Motor Company/ Dearborn, Michigan 48120/PR Department/13350 Rotunda DriveChina/Beijing 100021/Beijing Metal/President/ Lin Fang/ East lane/ 2342022-2-21194. Attention Line 指明收信人nIf you send your message officially to an organization, an attention line allows you to send it directly to a specific individual, officer, or department. nHowever, if you know an individuals complete name, it is always better to use it as the first line of the inside address and avoid an attention line.2022-2-2120Sample Attention linenA colon or dash may or may not follow the word “attention”. e.g. ATTENTION: SALES MANAGER AttentionMarketing Director Attention of Advertising Manager 2022-2-21215. Salutation 稱呼nFor most letter styles place the letter greeting or salutation, two lines below the last line of the inside address or the attention line (if used). nIf the letter is addressed to an individual, use that persons courtesy title and last name (Dear Mr. Lanbam). nEven if you are on a first-name basis (Dear Leslie), be sure to add a colon (or a comma, not a semicolon) after the salutation. nUse an individuals full name (Dear Leslie Lanbam) only when gender is unknown.2022-2-2122nExamples of SalutationsnDear Sir without specific reference, formalnDear Sirs without specific reference, formalnGentlemen without specific reference, formalnLadies and Gentlemen without specific reference, formalnDear Mr. Ahrendsen male, never use Mister instead of Mr.nDear Mrs. Ahrendsen married womennDear Miss Ahrendsen unmarried women, girlsnDear Ms. Ahrendsen female, marital status unknownnDear Messrs. Ahrendsen two or more male addressees share the same surname; before partnership or company, e.g. Messrs. James Smith & Co., Ltd.nDear Mmes. Ahrendsen addressing two or more ladies under the same surnamenDear Dr. Ahrendsen professional title to show business courtesynDear Professor Ahrendsen Prof. is also used sometimes. nDear Sales Agent When the individuals name is unknown, use the Persons professional title.n Person to Address2022-2-2123What salutation would you use to address a letter to:nA company (a new client)nDavid J.Lee (businessman with doctorate)nCandy Lester (unknown marital status)nA marketing managernMr. Bran Jackson & Mr. Kevin JacksonnMr. Froy Longman & Mrs. Jane Longman2022-2-21246. Subject Line 事由/主題行nA subject line helps identify the subject of the letter. nAlthough experts suggest placing the subject line two lines below the salutation, many businesses actually place it above the salutation. nUse whatever style your organization prefers. nUsing a subject line will alert your reader to the content of your message and enable him or her to decide whether the letter requires immediate attention. So a subject line is often underlined or typed in capitals.2022-2-2125Sample Subject linenUnderlined: Sale Contract no.234nCapitalized: SALE CONTRACT NO. 234nRe: Late Delivery of Order 123nSubject: Order No. 1232 for Tea-sets2022-2-21267. Body 信文nThis is the actual message of a letter. Most business letters are single-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs.2022-2-2127The Body of LetternGive the reason of writing the letter in the first paragraph.nGive numbers or bullets for paragraphs which contain important information.nIn closing paragraph, show your hope or promise of future action or contact.2022-2-21288. Complimentary Close 結(jié)尾敬詞nTyped two lines below the last line of the letter, the complimentary close may be formal (Very truly yours) or informal (Sincerely yours or Cordially yours).2022-2-2129Sample Complimentary CloseFormal:Yours faithfully,Yours truly, Faithfully yours,Informal:Sincerely, Best regards,Semi formal:Sincerely yours,Yours sincerely,Cordially yours,2022-2-2130What complimentary close would you use to the salutations:nLadies and Gentlemen:nDear SirsnDear Mr. LorgannDear Tom, 2022-2-2131What complimentary close would you use to the salutations:nLadies and Gentlemen: formal Yours faithfully，nDear Sirs formal Very truly yours，nDear Mr. Lorgan semi formal Sincerely yours，nDear Tom, informal Sincerely，2022-2-21329. Signature 簽名n1) Organization Name: If an organization name is used after the complimentary close, the name should be typed entirely in capitals two lines below the complimentary close.n2) Author, Title, and Department: The author of the letter needs space to sign his or her name; therefore, three blank lines should be left above the typed name of the author. If short, the authors title or department may appear on the same line as the authors name. If long, it should be typed immediately below the authors name.2022-2-213310. Reference Initials 打字員姓名縮寫nThe initials of the typist are typed two spaces below the authors name and title. If the author chooses to include his or her initials in the reference initials line, the authors initials should appear before the typists (EM: mef).2022-2-2134Sample Reference InitialsnThese initials identify the writer of the letter and the person who typed it.nThe initials of the signer come first in capital and followed by typists in lower-case letter.ne.g. DLH/nrz DLH:nrz DLH*nrz 2022-2-213511. Enclosure (or Attachment) 附件nIf an enclosure (or attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. nThis notation reminds the typist to insert the enclosure in the envelope, and it reminds the letter receiver to look for the enclosure (or attachment). The notation may be spelled out (Enclosure/Attachment), or it may be abbreviated (Enc./At.). nIt may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309).2022-2-2136Sample Enclosure NotationnThe notation may be spelled out (Enclosure /Attachment), or it may be abbreviated (Enc./ At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309). Enclosure: Sale Account Enc. (4) Enclosure (2): Packing list Commodity Inspection Certificate 2022-2-213712. Copy Notation 抄送nIf copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). nA colon following is optional. Most people prefer to use notations like CC, cc, Cc, (all mean carbon copy). Since most copies are now photo-copied, some people use the notation XC (xerox copy), PC (photo copy), or C (copy). nHowever, if you do not want the addressee to know that someone else is receiving a copy, do not include this notation on the original copy.2022-2-2138Copy NotationnWhen the letter is desired to send to others.nThe writer wants the recipient aware of the persons receiving the copy of the letter.n A copy notation is typed one or two lines below the enclosure notation (if used) nCC, cc, Cc (Carbon copy), XC (Xerox copy), PC (Photo copy), C (Copy)2022-2-2139Using the information to prepare the parts needed for the letters below.nThe letter is signed by Mr.Robert Osteen and typed by you.nThere are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for the last week.nA Xerox copy of the letter must be sent to the Great Sea CompanynThe letter must be sent to the very person, Mr. Danny Brown, the Sales Manager. nPractice! 2022-2-2140Styles of Business Letters You should be familiar with at least four business letter styles: nBlock nModified Block nSimplified nIndented.n 齊頭式齊頭式n 改良齊頭式改良齊頭式n 簡化簡化式式n 縮進式縮進式2022-2-21411. Block Style 齊頭式n LETTERHEAD ( 信頭 )n_ （日期）n_ （編號）n_ （封內(nèi)地址）n_ （稱呼）n_ （事由）n_n_n_（信文）n_n n n_（結(jié)尾敬詞）n_（簽名）All its lines (from the date line) begin at the left margin.2022-2-21422. Modified Block Style 改良齊頭式nThe date line, reference line (if used), complimentary close, organization name (if used), authors name, and title begin at the right or center of the page. The first line of each paragraph may begin at the left margin or may be indented five or ten spaces. All other lines begin at the left margin. LETTERHEAD (信頭) _（編號）_（日期） _（封內(nèi)地址） _（稱呼） _ （事由） _ _ （信文） _ _ _（結(jié)尾敬詞及簽名） _ _ （附件、附本、附言） 2022-2-21433. Simplified Style 簡化式nAll lines begin at the left margin. Notice that a subject line typed in all capitals, replaces the salutation. A triple line space precedes and follows the subject line. Instead of a complimentary close or company name, the writers name and title are typed in all capitals five lines below the last line of the letter body. LETTERHEAD (信頭) _（日期） _（封內(nèi)地址） _（事由） _（信文） _ _ _（簽名）2022-2-2144nIn the indented style, each new paragraph starts four or five spaces from the left-hand margin, while the complimentary close and the signature are centred or on the right-hand side of the sheet. LETTERHEAD (信頭) _ （編號）_（日期） _ （封內(nèi)地址） _ （稱呼） _ （事由） _ （信文） _ _ _ （結(jié)尾敬詞及簽名） _ _ _ _ （附件、附本、附言） 4. Indented Style 縮進式2022-2-2145Punctuation Styles 標點nTwo punctuation styles are customarily used in business letters: mixed and open. Letters using mixed punctuation style have a colon after the salutation and a comma after the complimentary close. Letters using open punctuation style do not have a colon after the salutation and a comma after the complimentary close.2022-2-2146Example:nMixed PunctuationnSalutation Dear Mr. Emerson:n. .nnComplimentary close Sincerely,nOpen PunctuationnSalutation Dear Mr. Emersonn. .nnComplimentary close Sincerely2022-2-2147 II. Read the following letter and discuss with your classmates whether there are any problems in it. Then try to improve it, and contrast your improved letter with the original onenThe International Trading CorporationnDalian 116025, Liaoning Provincen93 Green Avenue, Chinan2012/5/15nGold & Silvern372 West 7th StreetnParis 10094nRef: Inquiry about Washing MachinesnDear Sirs,nAttention: Sales DepartmentnSome years ago we bought from you a consignment of washing machines in 2 different qualities. Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F. Dalian.nWe should require delivery within 4 weeks of placing the order.nYours faithfully, nMichel JohnsonnSales managernThe International Trading Corporation2022-2-2148Homework: write a letter using the following Chinese information.格式：齊頭式格式：齊頭式信頭：本人名字和地址信頭：本人名字和地址封內(nèi)地址：美國紐約市第封內(nèi)地址：美國紐約市第50大街大街10號號 Harper & Row出版公司出版公司 郵編：郵編：NY10022寫信日期：實際日期寫信日期：實際日期信文內(nèi)容：信文內(nèi)容：o從朋友處看到從朋友處看到成功的商務溝通成功的商務溝通一書。一書。o為提高寫作水平欲購一本。為提高寫作水平欲購一本。o請出版商盡快告知付款方式請出版商盡快告知付款方式o希望希望9月底收到此書月底收到此書2022-2-2149 Jiankun Wang DUFE 217, Jianshan Road Shahekou District Dalian, 116025, China March 21, 2019 Harper&Row Press House 10 Fiftieth Avenue New York, NY10022 U.S.A. Ladies and Gentlemen: I am very luck to see the book Successful Business Communication at my friend and it must be pretty helpful for improving my English writing. It will be very kind of you to tell me its public way, so that I can have one. Im looking forward to receiving the book at the end of September. Sincerely yours, Jiankun Wang 2022-2-2150nMika nK377, Dormitory LiangnForeign Language Department, DUFEnSha Heko District,116025 nDaliannPeoples Republic of China nTel: 111111 n20th March 2019nHarper&Row Publishing Housen10th, the Fiftieth Avenue, NY10022nNew YorknAmericanDear Sirs,nI have learnt the Successful Business Communication from my friend. In order to improve my writing skills, I decided to subscribe one. It is appreciated if you can inform me of the publishing method as soon as possible. The book is expected to arrive at the end of September.nYours faithfullynMika2022-2-2151nZhang Jintian n45 Long jiang RoadnShahekou Distinct nDalian, NY, 116023nChinanMarch 19, 2019nDirectornHarper & Row Publishing Company10 The 50th Street,New York, NY, 10022 U. S. A. Dear Sir:I am very pleased to seeSuccessful business communicationfrom my friend. To improve the level of writing, I want to buy a book. Please inform me the payment as soon as possible. I hope to receive this book by the end of September nLooking forward to your early reply,nSincerely yoursnZhangjintian2022-2-2152nMiss Li XiaojunnDongbei University of Finance and Economicsn217 ,Jianshan StreetnDalian ，110023nPeoples Republic of ChinanMarch 19，2019nHarper&Row Publishing Housen10, 50th AvenuenNew York City, NY10022nLadies and Gentlemen,nI have heard the book Successful Business Communication from one of my friends. It is really a great handbook of writing.nSo in order to improve my writing skills, I decide to purchase a version. As I am in need of it, I would appreciate it if you can tell me the way in which I can order this book. In addition, I wish to get it before the end of September.nLook forward to your prompt attention to this matter.nSincerely yours,nLi Xiaojun2022-2-2153nLi Ji he Dongbei University of Finance and Economics 116023 Long Jiang Road , Dalian, ChinaTel: 13898401321 Email: haida_lijihe163nMarch 19, 2019nHarper & Row Printing Corp.n10 The 50th Street n10022 New York, U.S.AnDear Sir:nI occassionally came across a useful book named “successful business communication” from my friend Bob, who spoke highly of it as well. In order to improve my English writing , I write this latter with the purpose of ordering one from your press.nIf possible, please tell me the way of paying . I will appreciate it if I can get the book by the end of September. n nSincerely yours,nLi Ji he2022-2-2154n(your name)n(your address)n(the date)nHarper & Row, Publishers, Inc.n10East 53rdStreet, New YorknNY 10022, U.S.A.nDear Publisher:nYesterday at my friends I happened to see the book “ Successful Business Communication” you published recently. I do need such a reference book for my business writing.nIt would be very much appreciated if you could let me know how to pay for the book by the middle of May.nYours sincerely,n(signature) 2022-2-2155twelve elementsNecessarynLetterhead nDate nInside AddressnSalutation nBody nComplementary ClosenSignature OptionalnAttention LinenSubject LinenReference Initials nEnclosurenCopy Notation2022-2-2156 Thank you!