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1、国际贸易函电,作者：张干周,责任编辑：朱玲 出版日期：2009年9月 IDPN：308-2009-022 课件章数：18,Chapter 1,Structure and Format of Business Letters,Table of Contents,1. Introduction,2. Five Principles,3. Format,4. Optional Parts,6. Layout,5. Envelope Addressing,Introduction,Effective written communication is one of the most important
2、and valued skills in business Written communication not only can serve as a contract，but can provide a permanent record Written communication could be considered a sales letter and there are certain essential principles.,Subtitle,Five Principles,Correctness,ClearnessClarity,Conciseness,Courtesy,Comp
3、leteness,Five Principles -Correctness,Correctness not only refers to the correct grammar rules ，contents ，and the forms ，but also accuracy in style ，language ，and typing . Choose the words that can most closely convey the meaning of your thoughts. The right tone is also significant .,Five Principles
4、 -Correctness,Mistakes with tone can be avoided by using the following techniques ： Place more emphasis on the reader Avoid extreme cases of humility ,flattery ,and modesty Avoid condescension Avoid lecturing ,Five Principles -ClearnessClarity,Clarity is considered to be one of the main writing prin
5、ciples and language features : First, have a clear idea of what you wish to convey in the letter. Secondly ，study the readers interest and the level of the readers understanding Thirdly ，avoid making the idea confusing by writing the exact words,Five Principles -Conciseness,Conciseness is often the
6、most important writing principle. A concise letter should be written in a simple and natural way ，directly and to the point.,Five Principles -Courtesy,Courtesy not only means politeness ，but also means putting yourself in your readers shoes Firstly ，promptness is very important Secondly ，a warm and
7、friendly tone is more suitable for letter writing Thirdly remember the person to whom we are writing Last ，as the buyer and the seller have both common and contradictory interests, keep in mind the distinction ,Five Principles -Completeness,Incompleteness will lead to the counterparts unfavorable im
8、pression of your firm There is a way to verify the completeness of what you write ，that is five “Ws（who ，what ，where ，when and why） and one “h” （how）.,Subtitle,Format,Letterhead,Date,Inside name and address,The Salutation,The Body,The Complimentary Close,Signature,Format,Format -Letterhead,If the le
9、tterhead stationery is used ，the format of the letterhead shall be ：,Format -Letterhead,If the letterhead stationery is not used ，the format of the letterhead shall be ：,Format -Date,Every letter should be dated The date should be placed two to four spaces below the letterhead Remember to write the
10、date in fulle g : September ， American form th September ， British form,Format -Inside name and address,The inside name and address of the receiver is typed at the lefthand margin and two to six spaces below the date In order to avoid ambiguity ，when you write letters to other countries ，always incl
11、ude the name of the country ，even if the city mentioned is the countrys capital ,Format -The Salutation,To some extent ，the salutation settles the form of the complimentary close The salutation is always placed two line below the address Dear Madam or Sir centered in a line “to whom it may concern ：
12、”,Format -The Body,The body of a business letter should begin two lines below the subject line . The body of the letter should be written according to five important principles and it should be planned and paragraphed carefully. Here are some tips: use plain paper of the same quality , size and colo
13、r as the first page , and type a secondpage heading ,Format -The Complimentary Close,It is placed two lines below the last line of the body of the letter A comma can be either used or omitted E. g: Yours faithfully ，Faithfully yours ， formal in Britain Yours truly ，Truly yours ， commonly used in Ame
14、rica and Canada Yours sincerely ， Sincerely yours ， informal used between persons known to each other ,Format -Signature,All letters must be signed ，You may sign your name in ink and type your name ，job title or position below the signature If the signature is on behalf of a certain organization or
15、a certain person with special authority ，the letter P .P . can be placed before the full name of the organization or the person ,Subtitle,Optional Parts,Reference Number,“For the attention of ”,Subject Line,Enclosure,Carbon Copy,Postscript,Optional Parts -Reference Number,The reference number includes a file number ，the goods type ，department code and etc This enables replies to be linked with earlier correspondence and ensures that they reach the right person or department without delay ,Optional Parts -“For the attention of ”,If the letter is urgent ，a
