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1、 外贸英文函电课程简介课程性质课程目的学习方法教授方法Chapter One Layout of a Business LetterObjectivesWarming-up QuestionsLayout of a Business LetterFormat of a Business LetterAddressing the envelopeE-mail Basics ExercisesVoice mail tips ExercisesBreak TimeObjectivesUpon completion of this chapter, you should: be familiar wi
2、th the layout of business letters. know the formats of business letters.know how to address the envelope. ReturnWarming-up QuestionsName the ways of communication you knowWhat is the structure of an English letter? ReturnWays of communicationTelephon e FaxE-mailLetterTelegramTelexReturnMeans of repl
3、yUse fax (facsimile) or e-mail (electronic mail) in corresponding where possible. The fax is still widely used in international correspondence. A letter will take several days to a few weeks to reach the buyer. Sometimes a letter may be lost. A letter, however, is preferred over a fax or an e-mail f
4、or the initial contact. Avoid replying by telephone as there is no reference copy at both sides for future use. Moreover, the calls may often be answered by people unfamiliar with English in a non- English speaking country and the contact person may not be available to take the calls. 信头日期封内地址称呼正文结尾
5、敬语签名Seven Basic PartsReturnLayout of a Business Letter 1.信头 letter Head2.日期 Date3.封内地址 Inside Address4.称呼 Salutation5. 正文 Body6.结尾敬语 Complimentary Close7.签名 Signature8.事由 Subject9.附件 Enclosurea 参考号 Ref.No.b 经办人 Attention Linec 抄送 Carton Copy ReturnLayout of a Business LetterLetterheadGenerally, a le
6、tterhead will include the company logo, companys name, address, telephone number, fax number and email address, and the web address if available. Inside AddressAlways include the recipients name, address and postal code. Add job title if appropriate. ReturnLayout of a Business Letter Date 02/01/03 2
7、002年1月3 日 2003年2月1 日 2003年1月2 日Chinese wayAmerican wayBritish wayTo avoid confusion, it is a common practice to write months in words. ReturnLayout of a Business Letter Salutation If unsure to whom you should address a letter, you should use the following salutations:Dear Sir or Madam, When addressi
8、ng a group of people, use one of the following salutations: Ladies and Gentlemen: Dear Sirs or Madams, Gentlemen:/Dear Sirs, (if all the readers are male) Ladies:/Dear Madams, (if all the readers are female) ReturnLayout of a Business LetterBody of a letterThe body of a business letter typically has
9、 three paragraphs: 1.introductory paragraph 2.one or more body paragraphs 3.concluding paragraph ReturnLayout of a Business LetterComplimentary CloseYours faithfully,(Faithfully yours,)Yours sincerely, (Yours very sincerely,)Yours truly,( Very Truly Yours,)Capitalize only the first word in the compl
10、imentary close, and follow all phrases with a comma. ReturnLayout of a Business LetterSignatureCompanys nameYour signaturetyped signature(job title)ELECTRONICS LTD. Harold Jones Harold Jones managerReturnFormat of a Business Letter一 缩行式(Indented format)封内地址和其他需 要分行的地方的后 一行,都比前一行 缩进二格或三格。信的正文,每一段 的开始
11、一行都缩进 若干格。Format of a Business Letter二 平头式(Block format)每一行都是从左边 开始取齐,成一垂直 线。 Format of a Business Letter三 混合式 (Semi-blocked format)前两种格式的混合 体。信的正文部分 采用平头式，作者 的地址、日期、结 尾敬语及签名采用 缩行式。 ReturnAddressing the Envelope ReturnElectric MailElectric MailWhen writing e-mail, you can use the same writing techni
12、ques you would use for a letter. You should not use an inside address since the format is a memorandum with TO:, FROM:, DATE:, and SUBJECT: already stated. So we begin with salutation when writing e-mails. Electric MailThe electronic mailbox should be checked at least once a day and responses should
13、 be prompt, preferably within 24 hours. Remember to fill in the SUBJECT or your mail may be deleted as a junk mail.Return10 Business E-mail Basics 1. Prompt Responses: Not responding promptly can leave an impression that you do not consider the senders e-mail of any importance. The electronic mailbo
14、x should be checked at least once a day and responses should be prompt, preferably within 24 hours. 2. Subject Field: Be sure to fill in the SUBJECT, indicating clearly what the topic of the e-mail is, or your mail may be deleted as a junk mail.3. Level of Formality: Never assume a position of infor
15、mality in your business e-mail. It is your businesss image you are branding. 4. Addressing: It is suggested that the highest level of courtesy should be used (Hello, Mr. Anderson, Dear Ms. Smith, Dr. Osborne, etc.) until your new contact states, “call me Andy“ or “you can call me Diane“, Keep it formal until it is clear the relationship dictates otherwise. You will also be able to get clues by how they approach you and their tone. Return: 5. To, From, Bcc and Cc (1) To: The addresses in the To are for the people you are directly addressing. In the TO: field be sure to have your c
