English Business Letters.docx
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English Business Letters.docx
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EnglishBusinessLetters
FundamentalsofWritingEnglishBusinessLetters
Themainfunctionsofbusinessletters:
establishbusinessrelations建立关系
askfororconveyinformation询问传达信息
makeanenquireoroffer询盘和发盘
giveorcancelanorder订货和取消订单
raiseorsettleaclaim提出和解决索赔
enterintonegotiation商议调整
reachanagreement达成协议
Twomainfunctionsofbusinessletters:
Oneistoaskforandgiveareplytoanenquiry,offer,orderorcomplaint.
Theotheroneistokeeparecordofalltheimportantfactsforreadyreference.
Threestylesofbusinesscommunication:
1.theindentedstyle
2.theblockedstyle
3.themodifiedblockedstyle
(themostpopularmethod:
2.popular,simple,professional)
GuidelinesofWritingEnglishBusinessLetters:
Clarity,Conciseness,Correctness,Concreteness,Courtesy,Consideration,Completeness,
Clarity
Trytousefamiliarandstraightforwardwords.
Avoiduseunclearorambiguouswordsorsentences.
e.g.:
AstothesteamerssailingfromHongKongtoSanFrancisco,wehavebimonthlydirectservices.
1.WehavetwodirectsailingseverymonthfromHongKongtoSanFrancisco.
2.WehaveadirectsailingfromHongKongtoSanFranciscoeverytwomonths.
Conciseness
atthistime→nowduetothefactthat→because
Werequirefull-automaticwashingmachinewhichisofthenewtype.
→Werequirenew-typefull-automaticwashingmachine.
WillyoushipusanytimeduringthemonthofDecember,orevenNovemberifyouarerushed,forNovemberwouldsuitusjustaswell.
→PleaseshipusbytheendofNovember.
Correctness
appropriateandgrammaticallycorrectlanguage
factualinformation
accuratereliablefigures
rightformandconventions
eg.Thisproductisabsolutelythebestonthemarket./Thisproductisthebestonewecansupply.
It’sthelowestpriceavailabletoyou./It’sthelowestpricethatwecanoffertoyounow.
Wearewell-establishedexportersofallkindsofgoodsmadeinSweden./Wearewell-establishedexportersofSwedensundrygoods,suchastoys,buttonandstationary.
Concreteness
Trytousespecificfactsandfigurestodescribethings.
Avoiduseuncertain,generalandabstractwordsorsentences.
eg.WehavedrawnonyouasusualunderyourL/C.我方已按惯例根据你方信用证开立了向你方索款的汇票。
WehavedrawnonyousightdraftNo.386fortheinvoiceamount,US$3,100underyourL/CNo.198ofBankofChina,Beijing.根据你方由中国银行开立的第198号信用证,我方已按发票金额3100美元开立了你方索款的第386号即期汇票。
Courtesy
Thisisveryimportantinthebusinessnegotiations.
1)KeepingasincereYou-attitude
Weallow2percentdiscountforcashpayment.(We-attitude)至于现金付款,我方允许2%的折扣。
Youearn2percentdiscountwhenyoupaycash.(You-attitude)若贵方现金付款,则可获得2%的折扣。
2)Promptness
Consideration
ConsiderationemphasizesYou-attituderatherthanWe-attitude.
e.g.:
negative:
Wedonotbelieveyouwillhavecausefordissatisfaction.我方肯定,贵方不可能会感到不满意。
positive:
Wefeelsurethatyouwillbeentirelysatisfied.我方确信,贵方将会感到满意。
negative:
Weregretourinabilitytoserveyouatthistime.非常抱歉,我方此次无法满足贵方要求。
positive:
Perhapsnexttimewecansendyouwhatyourequire.也许下次,即可向贵方邮寄所需物品。
Completeness
Abusinesslettershouldincludeallthenecessaryinformation(i.e.:
allquestionsorreplies).
It’sessentialtocheckthemessagecarefullybeforeitissentout.
AddressingEnvelopes
•Mostcompanieshavethereturnaddressintheupper-leftcorneroftheenvelope.Otherwiseyoumusttypeorwriteyourreturnaddress.
•Nameandaddressofthereceiverisalwayssingle-spacedwithalllinesalignedontheleft,andwithnopunctuationatendofeachline.
•BlockForm
•IndentedForm
ØItisbettertokeepthesameformatwiththeinsideaddressoftheletter.
BlockForm
IndentedForm
•If:
Registered(挂号),ByAirMail(航空),PrintedMatter(印刷品),Private(亲启),Ordinaryletter(平信),Urgent/Rush(急件),Secret(密件)
•收件人:
威廉史密斯先生
•收件人地址:
英国伦敦牛津街23号阳光公司
•收件人邮编:
SE5,6JD
•寄件人:
中国北京前门大街**号北京纺织品进出口公司
•寄件人邮编:
100053
Mainparts
1.Letterhead2.Date3.Insideaddress4.Salutation5.Bodyoftheletter6.Complimentaryclose7.Signature
Date
Americanstyle:
September12,2008(A.)
Britainstyle:
12September,2008(B.)
Note:
a.writteninfullandnotabbreviated(12/09/2008)
b.cardinalnumbers(1,2,etc.)
ordinalnumbers(1st,2nd,etc.)
Insideaddress
•thenameoftherecipient
•thedepartmentname
•companyname
•roomnumber
•streetaddress
•city
•Postcode
•state/province
•country
Salutation
•“DearSir”or“DearMadam”,usedforaddressingoneperson.
•“DearSirs”,“DearMesdames”,or“Gentlemen”usedforaddressingtwoormorepeople.
•“DearMadamorSir”(Towhomitmayconcern),ifthewriterisnotsurewhethertheletterwillbereadbyamanorawoman.
•“DearMr./Mrs./Miss/Ms.Sb.”ispreferred,ifthewriterknowsthereceiverpersonally.
•“Messrs.”isusedforseveralmen.
•“Mmes.”isusedforseveralladies.(e.g.DearMmes.WhiteandGray)
•“DearSirs”or“Gentlemen”areusuallyusedifyouwritetoacompany.
Bodyoftheletter
•Itexplainsthewriter’sideas,opinions,purposesandwishes,etc.,soitshouldbecarefullyplanned.
•3parts:
theopeningparagraph
themiddleparagraph
theclosingparagraph
Complimentaryclose
Veryformal,usuallyusedtothesuperior
Respectfully,Respectfullyyours,Yoursrespectfully,Veryrespectfully;
Formal,frequently-usedinbusinessletters
Yourstruly,Verytrulyyours,Yoursfaithfully,Faithfullyyours;
Ordinary,usuallyusedtothosewearefamiliarwith
Yourssincerely,Sincerelyyours,Verysincerelyyours;
Simpleorintimate,usedtoclosefriends
CordiallyyoursorCordially
Signature
Itiscommonlytypedthreespacesbelowthecomplimentaryclose,including
-thenameofthewriter’scompany,
-thewriter’shandwritingsignature,
-theprintedsignature,
-thewriter’stitle.
Additionalparts
(1)Referencenumber
(2)Subject
(3)Referencenotation
(4)Enclosure
(5)CarbonCopyNotation/C.C.
(6)Postscript/P.S.
Referencenumber
•Usuallywemark“Ourref:
”and“Yourref:
”toavoidconfusion.
•Itmayincludeafilenumber,departmentcodeortheinitialsofthesignerfollowedbythatofthetypistoftheletter.
eg:
OurRef:
SEL/Z.1119
YourRef:
M.306/0038
Subject
•Itisactuallythegeneralideaofaletter,callsthereceiver’sattentiontothetopicoftheletter.
eg:
Subject:
Men’sBicycles
Re:
SalesConfirmationNo.2536
YourOrderNo.:
Referencenotation
•Theidentificationmarksaremadeupoftheinitialsofthepersonwhodictatedtheletterandthoseofthesecretaryortypist.
•Thetwosetsareseparatedbyacolonoraslash.
e.g.AS/hu,AS:
hu
author’sinitials/typistinitials
author’sinitials:
typistinitials
Enclosure
•Whenthereissomethingenclosedwiththeletter,typetheword“Enclosure”,oran“Encl”.
•Iftherearemorethanone,note“Enclosures”withafigureindicatingthenumberofenclosures.
e.g.Enclosures2:
1.BirthCertificate
2.Visa
CarbonCopy/C.C.
•Ifthewriterneedstocopythelettertoothers,justtype“C.C.”:
thenameofthethirdpersonbelowtheenclosureattheleftmargin.
e.g.:
C.C.:
TheBankofChina
c.c.:
SalesManager
Postscript/P.S.
•Ifthewriterwishestoaddsomethingheforgetstomentionorwantstoemphasizesomething.
e.g.P.S.:
Thesamplewillbemailedtoyoutomorrow.
Theindentedform
•Britishpractice
•Theheadingusuallyisinthemiddle.
•Thedateisontheright-handside.
•Thecomplimentarycloseandsignaturemaybeinthecenterorcommenceatthecenterpoint.
•Thefirstlineofeachparagraphshouldbeindented.
Theblockform
•Itsremarkablefeatureisthatalltypinglines,includingthoseforthedate,insidenameandaddress,salution,subject,eachparagraphandcomplimentaryclose,beginattheleft-handmargin.
Themodifiedblockform
•Likeblockedform,allletterpartsbeginattheleftmargin,exceptthedateline,complimentaryclose,companysignatureandwriter’sidentification,whicharesetagainsttheright-handmargin.
•Itisalsonamedasasemi-blockedform.
信头:
包括公司或集团的名称、地址、电话号码、电传号码、电子邮件地址等。
信头一般是印好的。
日期:
位于信头的下面,其写法有英、美之分。
封内名称及地址:
即收信人名称及地址,它与信封上的地址完全相同。
其目的在于方便归档、避免差错等。
当信封是开窗信封(windowenvelope)时,封内地址还可以当作信封上收件人的地址。
封内地址一般位于信头下,它主要包括以下几个要素:
(1)thenameoftherecipient(收件人姓名)
(2)thedepartmentname(部门名称)
(3)companyname(公司名称)
(4)suiteorroomnumber(房间号或门牌号)
(5)streetaddress(街道名称)
(6)city(城市名称)
(7)postcode(邮编)
(8)state/provinceandcountry(送达州/省和国家名称)
称呼:
写信人对收信人的尊称,多以“Dear”开头。
一般位于封内地址或指定收信人姓名的下面两行,通常是从左边顶格写起,在后面加上冒号或逗号。
正文:
信中最重要的一部分,表达了写信人的观点、意见、目的、愿望等。
通常位于称呼
下一行或两行位置处,行与行之间保持单倍行距,段落与段落之间保持双倍行距。
通常情况
下,正文由三部分构成。
第一部分是开头语(OpeningSentence),习惯上开头语是写信人将收信人日期、编号、简要内容等作简要叙述,使对方立即知道此信是针对哪封信而写的;如果是首次信函联系,则利用开头语作简单的自我介绍,并扼要表明写此信的意图。
开头语一般自成一段。
最后一部分是结束语(ClosingSentence),用以总结信中所谈及的事项,对收信人提出希望和要求,其位置在正文之后另起一段。
结束敬语:
表示写信人对收信人的一种谦称,使信较礼貌地结束。
位于正文后一行或两行处,首字母需大写,后面加上逗号。
结束敬语必须与称呼相匹配,常用的结束敬语如下表所示:
最正式的(一般用于对上级的回信)
Respectfully,Respectfullyyours,Yoursrespectfully,Veryrespectfully;
正式的
Yourstruly,Verytrulyyours,Yoursfaithfully,Faithfullyyours;
普通式的(对方来信时多以名字来称呼)
Yourssincerely,Sincerelyyours,Verysincerelyyours;
简略式的(表示亲密)
Cordiallyyours和Cordially。
附言:
若写信人在信中忘了而又想补充某事时,常常在P.S.后加上想补充的内容,放在抄
送下方空两行处。
如:
P.S.ThesamplewillbeforwardedunderseparatecovernextFriday.在商务信函中,一般不用附言;但在私人信函中,会较为频繁地使用。
尽管附言能够起到
强调的效果,但是在较为正式的商务信函中应尽量避免使用附言,因为附言的使用只能暴露写信人办事不够周密。
商务书信的格式
商务信函有不同的格式,选用什么样的格式因人而异。
不过有些公司的
所有信函都采取同一格式,以体现公司的独特风格。
常见的格式有以下三
种:
indentedform缩行式
在缩行式商务信函中,信的正文的每一行通常都要缩进4~5个空格,其
它要素的位置与半齐头式的位置相同。
blockform平头式或全齐头式
在平头式(全齐头式)商务信函中,所有信行都是从左边界开始,并
且整封信中均无行首缩格。
这种格式简单,易于打印,是商务信函中使用
最为频繁的一种格式。
Modifiedblockform修正齐头式
在修正齐头式商务信函中,日期、信尾敬语和签名是从纸张中线偏右处
开始打印的,其他的要素均从左边界开始。
这是一种比较保守的格式。
Practice
1.Choosethe
- 配套讲稿:
如PPT文件的首页显示word图标,表示该PPT已包含配套word讲稿。双击word图标可打开word文档。
- 特殊限制:
部分文档作品中含有的国旗、国徽等图片,仅作为作品整体效果示例展示,禁止商用。设计者仅对作品中独创性部分享有著作权。
- 关 键 词:
- English Business Letters
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