《BusinessLetterWriting》由会员分享，可在线阅读，更多相关《BusinessLetterWriting（68页珍藏版）》请在金锄头文库上搜索。
1、 BUSINESS ENGLISH COMMUNICATION外贸函电第第 一一 讲讲主讲教师：主讲教师：Liu ZhilinLiu ZhilinE_mail:E_mail:Cell phone:15993311663Cell phone:15993311663公共邮箱公共邮箱::密码密码:guomao2010:guomao2010外贸实务基本环节：外贸实务基本环节：n建立业务关系n询盘、报盘和报价、还盘n签订合同及订单n履行合同及订单n包装和运输、n支付货款、信用证的开立与修改、n索赔和解决等课程简介课程简介 本课程是国际贸易专业核心业务本课程是国际贸易专业核心业务课程之一，是一门将英语与外
2、贸业务课程之一，是一门将英语与外贸业务相结合的课程。相结合的课程。 通过介绍外贸实务中各种通过介绍外贸实务中各种英文函英文函件的写作格式件的写作格式、商业术语的表达方法商业术语的表达方法，使学生在提高英语水平的同时，熟练使学生在提高英语水平的同时，熟练掌握外贸业务中常用的基本术语及表掌握外贸业务中常用的基本术语及表达技能，培养和提高外贸工作能力达技能，培养和提高外贸工作能力。n外贸函电外贸函电是一门实践操作性很强的课程。是一门实践操作性很强的课程。n 本课程主要本课程主要通过学习通过学习外贸实务环节中有代表外贸实务环节中有代表性的信例性的信例，大量熟悉外贸各个环节中常用词汇、，大量熟悉外贸各个
3、环节中常用词汇、短语、句型以及习惯表达短语、句型以及习惯表达，通过一定量练习，通过一定量练习，达到熟练掌握并使用常用语的目的。达到熟练掌握并使用常用语的目的。n1. 学习外贸书信的标准格式，学会拟写信函；学习外贸书信的标准格式，学会拟写信函；n2. 了解如何进行业务沟通、询盘、报盘和还盘；了解如何进行业务沟通、询盘、报盘和还盘；n3. 怎样灵活运用付款方式，怎样去审查信用证；怎样灵活运用付款方式，怎样去审查信用证；n4. 在理赔和索赔中做到有理有利有节在理赔和索赔中做到有理有利有节学习内容及方法：学习内容及方法： OBJECTIVE Analyze and plan for a busines
4、s writing taskChoose precise words to convey the correct meaningWrite clear and concise sentences and paragraphsIdentify and correct common errors found in sentence structuresMaster the natural written EnglishThe most important objective of taking this course is *To cultivate the sense of doing busi
5、ness learning the tone of writing learning the format (letter, memo, e-mail), strategy, and word choice learning the principles of writing learning the skills of negotiationIn most cases, the business letter will be the first impression that you make on someone. For this reason it is important that
6、you are diligent in your task of writing an effective business document. Even though business writing is possibly less formal than it once was. * In a nutshell, business letter should communicate your ideas effectively, concisely and professionally.Most business letters and proposals are opportuniti
7、es to influence decisions. Usually its a one-time opportunity. Thats why you should accept professional training!It is essential to understand that writing for a business context or audience can be distinctly different than writing in the humanities (art), social sciences, or other academic writing.
8、 Writing for business should be crisp (clarity, conciseness) and succinct (concise and terse). Reading makes a full man; Conference, a ready man; Writing, an exact man.读书使一个人丰富，讨论可使一个人成熟写作写作使一个人精确Introduction： Business Letter WritingnContents:The component part of a letterA letter consists of a numb
9、er of parts, each of which is essential to the letter, or contributes in some way to its impact on the recipient. We may list them as follows :the letterhead/headingthe references the date the inside name and address the salutation the subject heading/caption the opening paragraph the body of the le
10、tter the closing paragraph the complimentary close the signature the enclosures and copiesthe postscript* * 1)信头信头 (letterhead) 编号编号 ReferenceReference 日期日期(date)(date)* * 2 2）封内名称和地址）封内名称和地址 ( (inside address)inside address) 送交送交/ /由由亲阅亲阅( (attention)attention)* * 3 3）称呼）称呼( (SalutationSalutation4
11、4）事由）事由/ /标题标题/ /( (Caption)Caption)5)5)开头语开头语(Opening Sentence)(Opening Sentence)* * 6 6）正文）正文( (message/body)message/body) .7) 结尾语 Closing Sentence * * 8 8）结尾敬词）结尾敬词( (complimentary)complimentary) *9 *9）签名）签名( (signature)signature)1010）附件）附件 ( (enclosure)enclosure) Since letters are often elements
12、 in the formation of business contacts, it is essential to have the addresses of both parties included in every item of business correspondence. By having a printed letterhead a firm ensures that it includes all the necessary details about its own name, address, postcode(zip code), telephone number,
13、 telex , fax numbers , e-mail account and homepage or website.A typical letterhead might read:STONE AND SIMPSON LTD.24 Darby Street, Salisbury, WiltsTelephone:Telex:Fax:E-mail:Http:1)the letterhead/heading信头信头Reference 参考号参考号 为便于存档与查阅，避免混淆，可以为信编写参考号为便于存档与查阅，避免混淆，可以为信编写参考号。n The references usually co
14、nsists of the initials字母缩写 of the executive who dictated the letter followed by the initials of the secretary who typed it. The executives initials are usually in upper case (capital letters). The secretarys initials are sometimes typed in lower case小写. The two sets of initials may be divided by a s
15、olidus / 斜线分割符号 or a full stop. They may include a file number, or a departmental code of some sort. When giving the reference of a previous letter, to which the present letter is a reply, it is helpful to give the date of the earlier letter. Typical references might therefore be:Your ref DHW/AW/22
16、October 20. Our ref PTR/abThe datenThe recommended order for dates is day, month, year, with open punctuation. Thus 20 November 2004 is perfectly clear and punctuation would not add anything.Am.E Month Date, Year November 20, 2004Br.E Date Month, Year 20 November,2004Daten打印日期注意事项：打印日期注意事项：nA.A. 年份应
17、完全写出，不能用年份应完全写出，不能用( (1111) )代替代替( (20112011) )B.B. 月份要写英文名称，不能用数字来代月份要写英文名称，不能用数字来代替替。如。如2/21/112/21/11不能出现在正式函件中。不能出现在正式函件中。nC.C.但可以用缩写。但可以用缩写。如如Aug.,Aug.,代替代替August.August.nD.D.日期最好用基数字。日期最好用基数字。日期写法举例日期写法举例P1P1n注：月份和日期之间不要用标点点开，注：月份和日期之间不要用标点点开，年份之前必须用逗号点开年份之前必须用逗号点开2) The inside name and addres
18、snAt the top a letter, below the references and the date, the secretary types the “inside name and address”. This is the name and address of the person to whom the letter is to be sent : the addressee.A typical address could be :Mr. T. Williamson67 CamsideChurch StreetCalifornia CAMBRIDGEU.K.CB4 1 P
19、QThe name and address is typed in exactly the same way as on the envelope, in single spacing, with the town typed in capital letters大写. Each part of the address is written on a new line, including the postcode(zip code).Inside name and Addressn收信人的姓名和地址收信人的姓名和地址一般是在信笺的左上方，一般是在信笺的左上方，沿左页边线写起。沿左页边线写起。
20、n封内地址与信封地址写法相同。封内地址与信封地址写法相同。n便利：便利：n1 1、发信时可与信封地址相互对照，避免放入、发信时可与信封地址相互对照，避免放入信封时发生差误；信封时发生差误；n2 2、收信人读信时，如发现信封名称地址与封、收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生内名称地址不符，可以知道是放入信封时发生错误，将信返回；错误，将信返回；Attention Linen如需注明对方经办人，希望信如需注明对方经办人，希望信件送交特件送交特定定经办人办理，可以在封内地址下面加经办人办理，可以在封内地址下面加Attention Attention 或或Att
21、ention ofAttention of例例: : Richard Thomas Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager A salutation is a greeting. It appears at the start of a letter and will usually be formal. Dear Sir, Dear Sirs, Dear Madam, Dear Mr. Brown. Dear Mrs. Smith, e
22、tc. On a less formal note the secretary may be asked to type in the word Dear . leaving the first name of the addressee to be filled in by the signatory when the letter is signed. This method also requires a change to the complimentary closure of the letter. Some types of letter are addressed to the
23、 world at large, for example a testimonial推荐信 given to an employee who is applying for a post elsewhere. A suitable salutation in such circumstances is “To whom it May Concern “To those who may be concerned”Am.E. Gentlemen:Br.E. Dear Sirs,3)The salutation这是写信人对收信人的一种称呼这是写信人对收信人的一种称呼, ,其位置其位置在封内在封内地址
24、的下面空两行地址的下面空两行The Salutationn目前外贸书信中一般通用的称呼有：目前外贸书信中一般通用的称呼有：Dear sir / Dear Madam, nDear Gentleman /Gentlemen，nDear Mr.xxx，称呼后面的的标点，一般使用逗号或分称呼后面的的标点，一般使用逗号或分号，美加来信中号，美加来信中GentlemenGentlemen后用冒号：后用冒号：4) Subject Line （标题）n The subject heading is inserted after the salutation. A subject heading should
25、 not end with a full stop. Typical subject headings would be: SALE OF PROPERTY IN THE RIVERSIDE DISTRICTOrder No.123 Re: Order No. 123n事由写在称呼语下面两行，一般是在信笺中事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。数量，信用证或合同号等即可。 5) 5) Writing a strong opening to your business letterThanky
26、ouforyourletterof8thMarch2004,whichhasbeenpassedtomeformyattention. Irefertopreviouscorrespondenceinrespectoftheaboveandnotethattodatewehavenotreceivedyourcheque/checkfortheoutstandingarrears欠帐. Iwritewithreferencetoourtelephoneconversationyesterdayregardingtheabovematter.Makeyourfirstparagraphdosom
27、ethingotherthanjustreferringtoknowninformationsoplungestraightintoyourmessage直奔主题anddontwasteyourreaderstime.Forexample,youcouldansweraquestion askaquestion explainanactiontaken expresspleasureorregret giveinformation Theseopeningphrasesaresopopularbecausewedonthavetothinkofwhattowrite.Watchoutforst
28、andardphrasesinopeningparagraphs.Examplesare:Furthertomyrecent Iamwriting Irefertomyletterdated Irefertopreviouscorrespondence Iwriteinreferenceto Inrespectoftheabove Recentcorrespondence Regarding WithreferencetoWithregardsto开头语开头语(The opening (The opening paragraph) )nThe opening paragraph is ofte
29、n only a simple sentence. It is introductory in nature and frequently refers to a previous letter, or course of dealings. It should always be courteous谦恭的, but it should also set the tone of the letter. This may be friendly, or formal, or it may hint at serious matters which the body of the letter w
30、ill soon make plain.n自成一节，自成一节，简单明了。简单明了。n习惯上是用客套语先将收到对方的来信的日期、编号、习惯上是用客套语先将收到对方的来信的日期、编号、主题及内容简单加以综述，主题及内容简单加以综述，或者或者利用开头语作必要的利用开头语作必要的自我介绍自我介绍。6)The body of the letterThis is the main subject matter of the letter, and is divided into an appropriate number of paragraphs.这是书信的主体，表达发信人的意见。这是书信的主体，表达发
31、信人的意见。注意联页注意联页7)Writing a strong close to your business letter结尾语结尾语( (The closing Sentences) The closing Sentences) IwouldagainapologizeforthedelayinreplyingandItrustthatthishasclarifiedthepointsyouhaveraised,however,ifyouwishtodiscussanypointsIhavenotclarified,orneedanyfurtherinformation,youmaywis
32、htotelephoneorcontactmeaccordingly.Ilookforwardtohearingfromyouandinthemeantime,shouldyouhaveanyqueries疑问,pleasedonothesitatetocontactme.IregretthatIcannotbeofmoreassistanceinthismatter,andshouldyouhaveanyfurtherqueries,pleasedonothesitatetocontactme.Makesureyouavoidusingweakphrasesandoverusedbusine
33、ssphrasesinyourclosingparagraph.Thankingyouforyour. Hopingforapromptreply. Trustingthisanswersyourquestions. Pleasedonothesitatetocontactme Itrustthisclarifiesthesituation The closing paragraphTheclosingparagraphisagainusuallyasinglesentencewhichreestablishestheatmosphereofcourtesy谦恭whateverhasbeent
34、henatureofthebodyoftheletter.Itisfrequentlyusedtosignaltheactionwhichthewriterhopeswillfollowfromthelettern一般用来总结本文所谈的事项，提一般用来总结本文所谈的事项，提出出对对收收信信人的要求，如希望来函或电订货、答复询问人的要求，如希望来函或电订货、答复询问等。另起一段。等。另起一段。n两种写法：两种写法：n a) 分词短语分词短语waiting your good news, we are,nb) 完整句子完整句子We hope to receive your early reply.
35、 8) The complimentary closeThecomplimentaryclosecomesattheendoftheletter.Itusuallyconsistsoftwowordsonly:Yoursfaithfully,YourstrulyandYourssincerelybeingcommonlyused.Onlythefirstword,Yourshasacapitalletter大写.Thecorrectcomplimentaryclosetobelinkedtoparticularformsofsalutationisshowninthetablebelow.Sm
36、allvariationswillbefoundinpractice.AM.ESincerely/faithfully/trulyyours,Br.EYourssincerely, Complimentary Closen结束语是一种客套用语结束语是一种客套用语n它应与前面的称呼相呼应，后面加逗号。它应与前面的称呼相呼应，后面加逗号。n如：如：nDear Sir(s), Yours faithfully,or Dear Sir(s), Yours faithfully,or Faithfully yours,Faithfully yours,nGentlemen: Truly yours,or
37、 Yours truly,Gentlemen: Truly yours,or Yours truly,nDear Mr.xx, Yours sincerely or Sincerely Dear Mr.xx, Yours sincerely or Sincerely yours,yours,常用称呼和结束语列表Dear SirsDear Sirs or Madams Yours faithfullyFaithfully yoursGentlemenLadies/ GentlemenYours very trulyVery truly yoursDear Sir or MadamDear Sir
38、Yours faithfullyFaithfully yoursDear Mr. SeaverDear Mrs. SeaverDear Ms MaloneDear Miss MaloneYours faithfullyYours sincerelyBest wishesKind regards , etc.(U.K.)SincerelyVery truly yoursBest regards , etc.The signature block 签名Thesignatureblockconsistsoftheactualsignature,thetypewrittennameofthesigna
39、tory(sincemanysignaturesarealmostillegible)andtheofficialpositionofthesignatorythroughthelattermaybeomittedifitisknowntotheaddresseeThe Signature 签名n结束语的下面，应将行号的名称用大写结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可为使对方了解签名人的姓名、职位，可以打字注明。例见教材以打字注明。例见教材P6n外国函件都必须由负责亲笔签名，用橡外国函件都必须由负
40、责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是皮戳说明该信并非本人亲自过目，只是通函，不为人重视。通函，不为人重视。10) Enclosures If a correspondent refers in the body of a letter to the fact that some enclosure is to accompany the letter, such as a brochure, pro-forma invoice, price list, road map for access to somewhere, etc the signature block is fol
41、lowed by a reference to the fact that enclosures are included in the letter. This takes the form of the abbreviation for enclosures, written as ENC, Enc or inc. Thus a typical enclosure might read :Enc1.Pricelist2.Termsandconditionsofsale.Enclosure（附录）n如信中有附件时，应在签名下注明如信中有附件时，应在签名下注明n Encl.或或Enc.n如附件
42、不止一件应注明如附件不止一件应注明n 2 Encls or 3 Encls,n或详细列明如下：或详细列明如下：nEncls:2InvoicesnEnc:1B/L1Photo1Certificate 11) Postscriptn信写完后，如果想起还有要紧的要说，可以在信末n 加P.S. 引出补叙的话12) The Carbon Copy Notation 副本抄送nWhen carbon copies复印件 are taken with a view to sending them to interested parties it is usual to indicate the circul
43、ation list at the foot of the letter. The notification may read copies to: or distribution or most commonly cc : (copies circulated to)n如果函件要抄送其他有关单位，同时使对方也如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角知道已抄送其他单位，可在信件最后的左下角注明注明n “C.C. to xxx” or “C.C. xxx”Format of lettersBriefly Speaking, the function of
44、the structure is as follows:Introduction:Stateyourpurposeandpertinentinformationupfront.Body:Includeanyadditionalrelevantinformationsuchasdates,recapsofconversation,additionalworkyouvedoneforthecompany,oranythingelsetomotivatethereadertoactasyouwish.Conclusion:Restatewhatyousaidinyouintroduction. La
45、yout / Form 格式格式nPage 8:n1) Indented Style缩进式：封内地址及其他需要分行的部分，第一段开始一行采用缩行式。n结尾礼词、签名靠右 March 16, 2005Ernie English1234 Writing Lab Lane Write City, IN 12345Dear Mr. English: The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; t
46、hen quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information,
47、 statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your lett
48、er with your contact information. However, if the purpose is informational, think about closing with gratitude for the readers time. Sincerely, Lucy LetterIndended Formatn2) Full Block Form 完全平头式：n每一行字，包括日期、封内地址、事由和结尾礼词。都是从左边的空白边缘起March 16, 2005Ernie English1234 Writing Lab Lane Write City, IN 12345
49、Dear Mr. English:The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragra
50、ph.Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.Finally, in the closing
51、paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the readers time.Sincerely, Lucy Letter123
52、 Winners RoadNew Employee Town, PA 12345Block Formatn3)改良平头式（Modified Block Style)n除日期、结尾礼词和签名部分外，其他部分每行开头都与左边空白边缘看齐。 March 16, 2005Ernie English1234 Writing Lab Lane Write City, IN 12345Dear Mr. English:The first paragraph of a typical business letter is used to state the main point of the letter.
53、Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the
54、form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment rela
55、ted, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the readers time. Sincerely, Lucy LetterModified Block Formatn4）混合式( Semiblock Style with Indented Paragraphs)n平头式和缩行式的混合体。信的正文部分采用缩行式，作者的地址、日期、结尾敬语及签名采用平头
56、式。The absolute dos of writing professional, effective business letters Do consider your audience. Do write to someone by name. Do state your purpose right away. Do use a tried and true format. Do take the time to revise and be concise. Do double-check your facts and figures. Do use a professional to
57、ne.Beginning a letterYour first job in writing any letter is to gain your readers attention. Its an important principle of effective writing to put the most important information first. Your opening paragraph is both the headline and the lead for the message that follows in the rest of the letter. W
58、ithout reference to previous correspondence1.Wearepleasedtoinformyouthat.2.Weoweyouraddressto.3.Weshouldbegrateful(obliged)ifyouwouldletusknowwhether.4.Maywehavedetailsof.5.Wearesendingyouherewith/underseparatecover.6.Weattachforyourinformationthecopyofaletterreceivedtodayfrom.7.Wehavereceivedanenqu
59、iryfor8.Wehavebeeninformedby9.IamwritingReferring to previous correspondence1.Furthertoourletterofthewewishtoinformyouthat.2.Werefertoourletterofthe.inwhichwerequested3.Onthe.wewrotetoyouthat.4.Sincewritingtoyouonwehaveascertained确定that5.Inyourletterofthe.,.youexpressedinterestonour6.Sometimeagoyout
60、oldusthat.7.Sincethereceiptofyourletterofthe.wehavebeentryingtofindoutmoreaboutthe.8.Itisalongtimesincewehaveheardfromyouabout. In reply to a letter received1.Wethankyouforyourletteroftheinformingusthat.2.Inreplytoyourletteroftheconcerning,wearegladtobeableto/sorrytohavetotellyouthat3.Youkindlyenclo
61、sedwithyourletterofthe.particularsof.forwhichwethankyou.4.Yourletterofthe.crossedoursofthesamedate.5.Wearesorry/surprisedtolearnfromyourletterofthe,that.6.Wemustapologizeforthedelayinreplyingtoyourletterofthe.7.Weacknowledgereceiptofyourletterofthe.andhavemuchpleasureinreplyingtoyourvariousquestions
62、asfollows:8.Inreplytoyourletter/enquiryofthewewishtoinformyouthat. So be sure your opening paragraph sets the right tone for your letter. Be direct and use your words positively so your reader has a good impression from the beginning of your letter. Decide what is the most important informationand p
63、ut it in the your first paragraph. Dont be afraid to start your letter strongly. Section TwoSuperscription/Envelope WritingAddressing EnvelopesReturn AddressStampAddressRemarksMailing DirectionsnRemarks（备注）：备注）：1.Private 私人信2.Personal 个人信 3.Confidential 机密信nMailing Directions 1.Registered 挂号邮件 2.Exp
64、ress快递邮件3.Ordinary Mail平信4.Immediate(Urgent)急件5.Printed Matter印刷品6.Sample样品n如果托人转交,则信封上不写收信人的地址,只在收信人名称之下写:nBy Politeness of, By Kindness of , Through the Courtesy of , Per Kindness of, Forwarded by, Per Favour of, By(or: With) Favour of, Favoured by, 加上带信人的名字, For example: Dr. William Brown By Kind
65、ness of Prof. Li Or Please Forward William Brownn如果信件通过邮局寄给第三者转交给收信人,则要在收信人姓名人下面写明转交人的姓名,其前面加c/o(=care of 由转交) Ms. Zhang li c/o Charlie 416 St. James, San Jose, CA.WritingPrinciples&requirements3 “C” :1) clearness 清楚,意思表达明确2) Courtesy 谦虚礼貌谦虚礼貌3) Conciseness 简洁n避免废话连篇n避免不必要的重复 n短句、单词的运用Section ThreeDissimilarities between American Writing and British Writing
