商务英语写作2格式

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1、BUSINESS WRITING商务英语写作商务英语写作Course Outline8/29/20241Text Book商务英语写作商务英语写作胡英坤 车丽娟 主编外语教学与研究出版社8/29/20242Contents1 An Overview of Business Writing2 Structure and Style of Business Letters3 Sales-related Inquiries and Replies 4 Orders and Confirmation Letters 5 Letters about Shipment 商商商商务务务务信函的结构与格式信函

2、的结构与格式信函的结构与格式信函的结构与格式商商商商务写作概述务写作概述务写作概述务写作概述 询询询询盘盘盘盘与与与与回复回复回复回复订单与确认函订单与确认函订单与确认函订单与确认函 装运函装运函装运函装运函 8/29/202436 Letters About Payment and Settlement of Accounts 7 Routine Claims and Adjustment8 Persuasive Claims and Refusals 9 Sales Letters 10 Invitation and Thank-you Letters付款与结帐函付款与结帐函付款与结帐函付

3、款与结帐函日常日常日常日常投诉与投诉与投诉与投诉与理理理理赔赔赔赔 邀请函与感谢信邀请函与感谢信邀请函与感谢信邀请函与感谢信 销售函销售函销售函销售函 说服性索赔与拒绝函说服性索赔与拒绝函说服性索赔与拒绝函说服性索赔与拒绝函 8/29/2024411 Letters of Apology and Congratulation12 Notice and Announcement 13 Memos and Minutes 14 Preparing resumes15 Letters of Application道歉信与祝贺信道歉信与祝贺信道歉信与祝贺信道歉信与祝贺信通知与通告通知与通告通知与通告通

4、知与通告备忘录与会议记录备忘录与会议记录备忘录与会议记录备忘录与会议记录准备简历准备简历准备简历准备简历申请信申请信申请信申请信8/29/2024516 Letters of Recommendation17 Proposals18 Organizing and Preparing Reports19 Questionnaires20 Business Agreements意向书意向书意向书意向书商务商务商务商务协议协议协议协议 调查问卷调查问卷调查问卷调查问卷推荐信推荐信推荐信推荐信报告报告报告报告8/29/20246BUSINESS WRITING商务英语写作商务英语写作Structure

5、 and Style of Business LettersChapter 2商商务务信函的结构与格式信函的结构与格式8/29/20247nThe first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the readers reaction to the contents of the letter. nA well-dressed executive project

6、s (传达) a quality image. nA well-dressed letter also projects a quality image.8/29/20248Letter Structures and Placement1. Letterhead 2. Date3. Inside Address 4. Attention Line 5. Salutation 6. Subject Line 7. Body8. Complimentary Close 9. Signature 10. Reference Initials 11. Enclosure12. Copy Notatio

7、n Twelve elements of business letters :信头信头日期日期封内地址封内地址指明收信人指明收信人称呼称呼事由事由/主题行主题行信文信文结尾礼词结尾礼词签名签名打字员姓名缩写打字员姓名缩写附件附件抄送抄送8/29/20249nAmong these twelve elements, letterhead, date, inside address, salutation, the body, the complementary close and the signature are necessary for a business letter, while t

8、he others are optional. Each of the twelve elements is elaborated as follows.8/29/202410twelve elementsNecessarynLetterhead nDate nInside AddressnSalutation nBody nComplementary ClosenSignature OptionalnAttention LinenSubject LinenReference Initials nEnclosurenCopy Notation8/29/2024111. Letterhead 信

9、头nA business letter is usually typed on printed letterhead paper. A letterhead generally contains the following information:* The name of the firm* Its address and postal codes* Telephone number* Fax number* Internet address* E-mail address* Telegraphic and telex address* A trademark or a brief slog

10、an, etc. 8/29/202412For example:EASTERN TEXTILES IMP. & EXP. CO., LTD.289 Changchun Road, Dalian, ChinaTel: 0411-86606811 Fax: 0411-86507631Http:/E-mail: 8/29/2024132. Date 日期 The date is typed a few lines below the last line of the letterhead. The format of the date differs from country to country.

11、 The common formats are typical American one (Month/Day/Year) and British one (Day/Month/Year). Even though we Chinese prefer Year/Month/Day format, it is better to use American or British format in business English letters. As the date is a vital part of a business letter, the month written in full

12、 is preferred because figures may create confusion.8/29/202414Sample Date Line-Date consists of the date, month, year.-Two widely accepted styles:June 12, 2013 or 20 July, 2013-Do not use only figures, i.e. 12/6/06,because not all English-speaking people agree on the order of the date. 8/29/202415Re

13、write the following date for standard business letters6/5/0610-9-068 June 2006Oct.28, 06jan.13. 20068/29/2024163. Inside Address 封内地址 The address of the organization receiving the letter is typed single-spaced at the left margin. The number of lines left blank between the date line and the address d

14、epends on the size of the body of the letter, the size of type (the pitch) used, and the length of the printed lines. The address is typed as it will appear on the envelope.8/29/202417Arrange the following information into letterhead or inside address:U.S.A./Ford Motor Company/ Dearborn, Michigan 48

15、120/PR Department/13350 Rotunda DriveChina/Beijing 100021/Beijing Metal/President/ Lin Fang/ East lane/ 2348/29/2024184. Attention Line 指明收信人nIf you send your message officially to an organization, an attention line allows you to send it directly to a specific individual, officer, or department. nHo

16、wever, if you know an individuals complete name, it is always better to use it as the first line of the inside address and avoid an attention line.8/29/202419Sample Attention linenA colon or dash may or may not follow the word “attention”. e.g. ATTENTION: SALES MANAGER AttentionMarketing Director At

17、tention of Advertising Manager 8/29/2024205. Salutation 称呼nFor most letter styles place the letter greeting or salutation, two lines below the last line of the inside address or the attention line (if used). nIf the letter is addressed to an individual, use that persons courtesy title and last name

18、(Dear Mr. Lanbam). nEven if you are on a first-name basis (Dear Leslie), be sure to add a colon (or a comma, not a semicolon) after the salutation. nUse an individuals full name (Dear Leslie Lanbam) only when gender is unknown.8/29/202421Examples of SalutationsnDear Sir without specific reference, f

19、ormalnDear Sirs without specific reference, formalnGentlemen without specific reference, formalnLadies and Gentlemen without specific reference, formalnDear Mr. Ahrendsen male, never use Mister instead of Mr.nDear Mrs. Ahrendsen married womennDear Miss Ahrendsen unmarried women, girlsnDear Ms. Ahren

20、dsen female, marital status unknownDear Messrs. Ahrendsen two or more male addressees share the same surname; before partnership or company, e.g. Messrs. James Smith & Co., Ltd.nDear Mmes. Ahrendsen addressing two or more ladies under the same surnamenDear Dr. Ahrendsen professional title to show bu

21、siness courtesynDear Professor Ahrendsen Prof. is also used sometimes. nDear Sales Agent When the individuals name is unknown, use the Persons professional title. Person to Address8/29/202422What salutation would you use to address a letter to:a.A company (a new client)b.David J.Lee (businessman wit

22、h doctorate)c.Candy Lester (unknown marital status)d.A marketing managere.Mr. Bran Jackson & Mr. Kevin Jacksonf.Mr. Froy Longman & Mrs. Jane Longman8/29/2024236. Subject Line 事由/主题行nA subject line helps identify the subject of the letter. nAlthough experts suggest placing the subject line two lines

23、below the salutation, many businesses actually place it above the salutation. nUse whatever style your organization prefers. nUsing a subject line will alert your reader to the content of your message and enable him or her to decide whether the letter requires immediate attention. So a subject line

24、is often underlined or typed in capitals.8/29/202424Sample Subject linenUnderlined: Sale Contract no.234nCapitalized: SALE CONTRACT NO. 234nRe: Late Delivery of Order 123nSubject: Order No. 1232 for Tea-sets8/29/2024257. Body 信文nThis is the actual message of a letter. Most business letters are singl

25、e-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs.8/29/202426The Body of LetternGive the reason of writing the letter in the first paragraph.nGive numbers or bullets for paragraphs which contain important information.nIn closing p

26、aragraph, show your hope or promise of future action or contact.8/29/2024278. Complimentary Close 结尾敬词nTyped two lines below the last line of the letter, the complimentary close may be formal (Very truly yours) or informal (Sincerely yours or Cordially yours).8/29/202428Sample Complimentary CloseFor

27、mal:Yours faithfully,Yours truly, Faithfully yours,Informal:Sincerely, Best regards,Semi formal:Sincerely yours,Yours sincerely,Cordially yours,8/29/202429What complimentary close would you use to the salutations:nLadies and Gentlemen:nDear SirsnDear Mr. LorgannDear Tom, 8/29/202430What complimentar

28、y close would you use to the salutations:nLadies and Gentlemen: formal Yours faithfully，nDear Sirs formal Very truly yours，nDear Mr. Lorgan semi formal Sincerely yours，nDear Tom, informal Sincerely，8/29/2024319. Signature 签名n1) Organization Name: If an organization name is used after the complimenta

29、ry close, the name should be typed entirely in capitals two lines below the complimentary close.n2) Author, Title, and Department: The author of the letter needs space to sign his or her name; therefore, three blank lines should be left above the typed name of the author. If short, the authors title

30、 or department may appear on the same line as the authors name. If long, it should be typed immediately below the authors name.8/29/20243210. Reference Initials 打字员姓名缩写nThe initials of the typist are typed two spaces below the authors name and title. If the author chooses to include his or her initi

31、als in the reference initials line, the authors initials should appear before the typists (EM: mef).8/29/202433Sample Reference InitialsnThese initials identify the writer of the letter and the person who typed it.nThe initials of the signer come first in capital and followed by typists in lower-cas

32、e letter.ne.g. DLH/nrz DLH:nrz DLH*nrz 8/29/20243411. Enclosure (or Attachment) 附件nIf an enclosure (or attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. nThis notation reminds the typist to insert the enclosure in the envelope, and it rem

33、inds the letter receiver to look for the enclosure (or attachment). The notation may be spelled out (Enclosure/Attachment), or it may be abbreviated (Enc./At.). nIt may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 63

34、09).8/29/202435Sample Enclosure NotationnThe notation may be spelled out (Enclosure /Attachment), or it may be abbreviated (Enc./ At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309). Enclosure: Sale Accou

35、nt Enc. (4) Enclosure (2): Packing list Commodity Inspection Certificate 8/29/20243612. Copy Notation 抄送nIf copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). nA colon following is optional. Most people

36、prefer to use notations like CC, cc, Cc, (all mean carbon copy). Since most copies are now photo-copied, some people use the notation XC (xerox copy), PC (photo copy), or C (copy). nHowever, if you do not want the addressee to know that someone else is receiving a copy, do not include this notation

37、on the original copy.8/29/202437Copy NotationnWhen the letter is desired to send to others.nThe writer wants the recipient aware of the persons receiving the copy of the letter.n A copy notation is typed one or two lines below the enclosure notation (if used) nCC, cc, Cc (Carbon copy), XC (Xerox cop

38、y), PC (Photo copy), C (Copy)8/29/202438Using the information to prepare the parts needed for the letters below.1.The letter is signed by Mr.Robert Osteen and typed by you.2.There are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for the last week.3.A

39、Xerox copy of the letter must be sent to the Great Sea Company4.The letter must be sent to the very person, Mr. Danny Brown, the Sales Manager. nPractice! 8/29/202439Styles of Business Letters You should be familiar with at least four business letter styles: nBlock nModified Block nSimplified nInden

40、ted.n 齐头式齐头式n 改良改良齐头式齐头式n 简化简化式式n 缩进缩进式式8/29/2024401. Block Style 齐头式n LETTERHEAD ( 信头 )n_ （日期）n_ （编号）n_ （封内地址）n_ （称呼）n_ （事由）n_n_n_（信文）n_n n n_（结尾敬词）n_（签名）All its lines (from the date line) begin at the left margin.8/29/2024412. Modified Block Style 改良齐头式nThe date line, reference line (if used), com

41、plimentary close, organization name (if used), authors name, and title begin at the right or center of the page. The first line of each paragraph may begin at the left margin or may be indented five or ten spaces. All other lines begin at the left margin. LETTERHEAD (信头) _（编号）_（日期） _（封内地址） _（称呼） _ （

42、事由） _ _ （信文） _ _ _（结尾敬词及签名） _ _ （附件、附本、附言） 8/29/2024423. Simplified Style 简化式nAll lines begin at the left margin. Notice that a subject line typed in all capitals, replaces the salutation. A triple line space precedes and follows the subject line. Instead of a complimentary close or company name, th

43、e writers name and title are typed in all capitals five lines below the last line of the letter body. LETTERHEAD (信头) _（日期） _（封内地址） _（事由） _（信文） _ _ _（签名）8/29/202443nIn the indented style, each new paragraph starts four or five spaces from the left-hand margin, while the complimentary close and the s

44、ignature are centred or on the right-hand side of the sheet. LETTERHEAD (信头) _ （编号）_（日期） _ （封内地址） _ （称呼） _ （事由） _ （信文） _ _ _ （结尾敬词及签名） _ _ _ _ （附件、附本、附言） 4. Indented Style 缩进式8/29/202444Punctuation Styles 标点nTwo punctuation styles are customarily used in business letters: mixed and open. Letters usi

45、ng mixed punctuation style have a colon after the salutation and a comma after the complimentary close. Letters using open punctuation style do not have a colon after the salutation and a comma after the complimentary close.8/29/202445Example:nMixed PunctuationnSalutation Dear Mr. Emerson:n. .nnComp

46、limentary close Sincerely,nOpen PunctuationnSalutation Dear Mr. Emersonn. .nnComplimentary close Sincerely8/29/202446 II. Read the following letter and discuss with your classmates whether there are any problems in it. Then try to improve it, and contrast your improved letter with the original onenT

47、he International Trading CorporationnDalian 116025, Liaoning Provincen93 Green Avenue, Chinan2012/5/15nGold & Silvern372 West 7th StreetnParis 10094nRef: Inquiry about Washing MachinesnDear Sirs,nAttention: Sales DepartmentnSome years ago we bought from you a consignment of washing machines in 2 dif

48、ferent qualities. Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F. Dalian.nWe should require delivery within 4 weeks of placing the order.nYours faithfully, nMichel JohnsonnSales managernThe International Trading Corporatio

49、n8/29/202447Homework: write a letter using the following Chinese information.格式：齐头式格式：齐头式信头：本人名字和地址信头：本人名字和地址封内地址：美国纽约市第封内地址：美国纽约市第50大街大街10号号 Harper & Row出版公司出版公司 邮编：邮编：NY10022写信日期：实际日期写信日期：实际日期信文内容：信文内容：o从朋友处看到从朋友处看到成功的商务沟通成功的商务沟通一书。一书。o为提高写作水平欲购一本。为提高写作水平欲购一本。o请出版商尽快告知付款方式请出版商尽快告知付款方式o希望希望9月底收到此书月

50、底收到此书8/29/202448 Jiankun Wang DUFE 217, Jianshan Road Shahekou District Dalian, 116025, China March 21, 2010 Harper&Row Press House 10 Fiftieth Avenue New York, NY10022 U.S.A. Ladies and Gentlemen: I am very luck to see the book Successful Business Communication at my friend and it must be pretty he

51、lpful for improving my English writing. It will be very kind of you to tell me its public way, so that I can have one. Im looking forward to receiving the book at the end of September. Sincerely yours, Jiankun Wang 8/29/202449nMika nK377, Dormitory LiangnForeign Language Department, DUFEnSha Heko Di

52、strict,116025 nDaliannPeoples Republic of China nTel: 111111 n20th March 2010nHarper&Row Publishing Housen10th, the Fiftieth Avenue, NY10022nNew YorknAmericanDear Sirs,nI have learnt the Successful Business Communication from my friend. In order to improve my writing skills, I decided to subscribe o

53、ne. It is appreciated if you can inform me of the publishing method as soon as possible. The book is expected to arrive at the end of September.nYours faithfullynMika8/29/202450nZhang Jintian n45 Long jiang RoadnShahekou Distinct nDalian, NY, 116023nChinanMarch 19, 2010nDirectornHarper & Row Publish

54、ing Company10 The 50th Street,New York, NY, 10022 U. S. A. Dear Sir:I am very pleased to seeSuccessful business communicationfrom my friend. To improve the level of writing, I want to buy a book. Please inform me the payment as soon as possible. I hope to receive this book by the end of September nL

55、ooking forward to your early reply,nSincerely yoursnZhangjintian8/29/202451nMiss Li XiaojunnDongbei University of Finance and Economicsn217 ,Jianshan StreetnDalian ，110023nPeoples Republic of ChinanMarch 19，2010nHarper&Row Publishing Housen10, 50th AvenuenNew York City, NY10022nLadies and Gentlemen,

56、nI have heard the book Successful Business Communication from one of my friends. It is really a great handbook of writing.nSo in order to improve my writing skills, I decide to purchase a version. As I am in need of it, I would appreciate it if you can tell me the way in which I can order this book.

57、 In addition, I wish to get it before the end of September.nLook forward to your prompt attention to this matter.nSincerely yours,nLi Xiaojun8/29/202452nLi Ji he Dongbei University of Finance and Economics 116023 Long Jiang Road , Dalian, ChinaTel: 13898401321 Email: haida_nMarch 19, 2010nHarper & R

58、ow Printing Corp.n10 The 50th Street n10022 New York, U.S.AnDear Sir:nI occassionally came across a useful book named “successful business communication” from my friend Bob, who spoke highly of it as well. In order to improve my English writing , I write this latter with the purpose of ordering one

59、from your press.nIf possible, please tell me the way of paying . I will appreciate it if I can get the book by the end of September. n nSincerely yours,nLi Ji he8/29/202453n(your name)n(your address)n(the date)nHarper & Row, Publishers, Inc.n10East 53rdStreet, New YorknNY 10022, U.S.A.nDear Publishe

60、r:nYesterday at my friends I happened to see the book “ Successful Business Communication” you published recently. I do need such a reference book for my business writing.nIt would be very much appreciated if you could let me know how to pay for the book by the middle of May.nYours sincerely,n(signature) 8/29/202454twelve elementsNecessarynLetterhead nDate nInside AddressnSalutation nBody nComplementary ClosenSignature OptionalnAttention LinenSubject LinenReference Initials nEnclosurenCopy Notation8/29/202455 Thank you!8/29/202456