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1、2019/2/22,1,Business English Correspondence,Instructor: Fu Mingjuan Email: ,2019/2/22,2,Introduction to Business English Correspondence,1. The nature of the course: An English course combining international trade with English 2. Learning Objectives: practical writing and communication skills; to wri
2、te business letters, memos and instructions etc. in business procedure;,2019/2/22,3,Outline,1. Introduction (Form and Structure) 2. Establishing Business Relations 3. Enquiries and Replies 4. Offers 5. Trade Promotion 6. Orders and Replies,7. Packing 8. Transport 9. Insurance 10. Payment 11. Complai
3、nt and Adjustment 12. Agency,2019/2/22,4,The General Procedures for Letter Writing,1. Determine your purpose of writing 2. Analyze your reader 3. Organize your thoughts 4. Write your drafts 5. Polish your writing,2019/2/22,5,Chapter I,Form and Structure of Business Correspondence 商务函电的格式和结构,2019/2/2
4、2,6,Teaching Objectives,Introduction Layout of a business letter Address the envelope Writing Principles,2019/2/22,7,2019/2/22,8,2019/2/22,9,2019/2/22,10,2019/2/22,11,Format of a Business Letter,1. Full Block Form (平头式) 2. Indented Form (缩行式) Modified block form with indented paragraphs 3. Semi-bloc
5、ked Form (混合式),2019/2/22,12,Seven standard/principle parts: letterhead, date, inside name and address, salutation, body, complimentary close, and signature. When it is appropriate, any of the following optional items can be included. Optional parts: reference number, attention line, subject line, en
6、closures, carbon copy notation, and postscript.,Layout of a Business Letter,2019/2/22,13,Layout of a Business Letter,1. letter Head 信头 2. Ref. No. 参考号 3. Date 日期 4. Inside Address 封内地址 5. Attention Line 经办人 6. Salutation 称呼 7. Subject 事由 8. Body 正文 9. Complimentary Close 结尾敬语 10. Signature 签名 11. En
7、closure 附件 12. Carbon Copy 抄送,2019/2/22,14,1) Letterhead Position: in the center or on the left/right margin at the top of the paper Content: the writers name, address, telephone number, fax number and email address, and the web address if available. 2) Reference Function: for file Position: below t
8、he letterhead Your ref. Our ref. Structure: a file number, the initials of the signer and then the typist, departmental code,Layout of a Business Letter,2019/2/22,15,Layout of a Business Letter,3) Date Forms of expression: B.E - day/month/year E.g. 12th October,2006 or 12 October , 2006 A.E - month/
9、day/year E.g. October 12, 2006 Dont use the abbreviation form 12/10/2006 Position: In the block format: the left margin In the modified-block style: the right margin.,2019/2/22,16,Layout of a Business Letter,4) Inside name and Address Position: at the left-hand margin at least two lines below the da
10、te Details: the recipients name, address and postal code. Add job/ official title if appropriate. E.g. Dr. David Brown Executive Vice President Sunny Stock, Inc. Salt Lake City, UT 75087 U.S.A. When writing the inside address, to use no punctuation except the full stop after the abbreviations.,2019/
11、2/22,17,Attention Line Detail: Attention / ATTN / Attention of / For the attention of Position: follows the inside address - two line-spacing above the salutation, underlined. E.g. Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention: Mr.Cave or Attention of Purchasing M
12、anager,Layout of a Business Letter,2019/2/22,18,5) The Salutation the left margin and two-four lines below the inside address Salutations in business letters are usually followed by a colon or a comma. Typical ways: Traditional salutation is “Dear” followed by the readers title and last name: Dear M
13、r. Henry: If unsure to whom you should address a letter, you should use the following salutations: Dear Sir, Dear Madam, Dear Sir or Madam, Dear Technical Director When addressing a group of people, use one of the following salutations: Ladies and Gentlemen: Dear Sirs or Madams, Gentlemen: Dear Sirs
14、, (if all the readers are male) Ladies: Dear Madams, (if all the readers are female),Layout of a Business Letter,2019/2/22,19,6) Subject Line or Caption Line Position: at the left margin or in the center，two line-spacing below the salutation Meaning: tells what the letter is about 3 basic expression
15、: Re: / Subject: / E.g. RE: BASIC PRINCIPLES FOR COMMUNICATION Subject: Replacement of Order No. 0065 LATE DELIVERY UNDER CONTRACT CT1096,Layout of a Business Letter,2019/2/22,20,Layout of a Business Letter,7) Body of a letter Before you begin to write, you must first of all consider the following t
16、wo points: A. What is your aim in writing this letter? B. What is the best way to go about it? The body of a business letter typically has three paragraphs: I. Introductory paragraph II. One or more body paragraphs III. Concluding paragraph ？Think about some opening sentences and closing sentences,2019/2/22,21,Layout of a Business Letter,8) Complimentary Close A basic rule: match the salutation Different complimentary closing depe
