商务英语函电1.pptx

,Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,International Business Communication,1/59,Session One Course Introduction&Unit One,2/59,Course Introduction,International Business Communication is a course to help you get familiar with,The layout(格式）,Special terms and e,xpressions(,主要内容）,Certain writing techniques used in different steps of international trade.(写作技巧）,-Unlike other theory-oriented courses,this one focuses mainly on practice.,3/59,Course Introduction,The steps of international trade include,Establishing business relations,Making enquires,Making quotations,Terms of payment,Packing,insurance,shipment,etc.,-And we are going to discuss these issues one by one.,4/59,Course assessment,Final examination:,80%(,笔试，闭卷）,Other,20%,include attendance rate,homework,etc.,5/59,Unit One Business Letter-writing,4,Essentials of business letter-writing,1,2,3,5,Proper layout of business letters,Evolope addressing,The tendency of business letter-writing,The way to master letter-writing skills,6/59,Essentials of Business Letter-writing,7 cs principles,-,Clarity,(use simple,plain language,avoid wordy expressions which are likely to create misunderstanding),-,Conciseness,(write short sentences and make sure one paragraph for each point),-,Courtesy,(show your honest friendship,thoughtful appreciation,sincerely politeness,considerately understanding and heartfelt respecting.),7/59,Essentials of Business Letter-writing,-,Consideration,(put yourself in his or her place to give consideration to his or her wishes,demand,interest and difficulties.Emphasize the you attitude rather than the I or we attitude.,-,Completeness,(all the matters are discussed,all the questions are answered.),8/59,Essentials of Business Letter-writing,-,Conreteness,(be specific,definite rather than vague,abstract and general.),-,Correctness,(above all,good English is essential.,9/59,Proper Layout of Business Letter,Most business letters,have the following seven basic parts:,-Letter head,-Date,-Inside name and address,-Salutation,-The body of the letter,-Complimentary close,-Signature,10/59,Proper Layout of Business Letter,When appropriate,some other matters can be included:,-Attention line,-Subject line,-Refference,-Enclosure,-Carbon Copy Notation,-Postscript,11/59,1 The Letter Head,The letter head is the name and address of the firm that writes the letter.It usually express a companys personality.,It may contains the following parts：,-The full name of the company,-Address,-Contact details,-Company logo(optional),-Icon of products(optional),12/59,Sample 1:,Business Machines Import&Export Corp.,200 Central Street,Pudong,Shanghai,06,China,Tel:[phone] Fax:[phone],CATHAY,13/59,Sample 2:,THE NILE TRADING CO.LTD.,161 Pyramid Street,Alexandria,Egypt,Tel:[phone],Fax:[phone],logo,14/59,2 The Date,The date line is generally typed two lines below the letter head,started from the left margin,or the right hand side.,-Dont type the date in figures,as it may cause confusion.,e.g.12/10/06 (confusing),-In Britain,this date would mean 12 October (日/月/年),-But in China,it would mean 6 October,(年/月/日),15/59,-And in U.S.and some other countries it would mean 10 December (月/日/年）,-It is better to type the date in full.,Format:,day+month+year(日/月/年),e.g.12th October(ordinal number),12 October(cardinal number),16/59,or:,month+day+year (月/日/年),e.g.March 1st,September 2,Exercises:,10月25日,（25 October/October 25,),1月1日,（1st January/January 1st,),Try to write your birthday in English.,17/59,3 Inside name and address,Format:,-Usually at the head of the letter,sometimes (in official correspondence)placed at the foot,in bottom left-hand corner.,-It should be in line with the left-hand margin,blocked form is always preferred.,-Usually two lines below the date.,18/59,Inside name and address should include:,-Full name of the recipient(if it is known and use the courte,sy title such as:Mr.,Mrs.,Miss,Ms.),-Business title of the recipient(if it is known),-Name of the company,-Name and the number of building,name of street,-Name of town or city and postal code,-Name of country,19/59,Sample,C,ath,ay,Business Machines Import&Export Corp.,200 Central Street,Pudong,Shanghai,06 China,Tel:[phone] Fax:[phone],October 15,Mr.Smith,The Sales Manager,Universal Software Inc.,2468 Oak Street,San Francisco CA 21098,U.S.A.,20/59,The use of Messrs,-Messrs(abbr.from FrenchMessieurs)is the plural form of Mr.,.,-It is used only for companies or firms,the name of which included a personal element.,e.g.Messrs J.Harvey&Co.,Messrs Macdonald&Evans,21/59,Messrs is not used in the following cases:,-When an individual is addressed:,The Chief Accountant,Edvard Collins&Co.Ltd.,-When the company name is impersonal:,Cabinet Industrial Co.,-When a coute,sy title is already included:,Dr.H.Willis&Co.Ltd.,-When the title begins with the,The Robinson Furniture Co.,22/59,4 The Salutation,The salutation is the greeting with which every letter begins.,We can use,-Dear Sirs,-Dear Sir or Madam,-Dear Gentlemen/Sirs,-Dear Ladies and Gentlemen,23/59,M,ore examples of other courtesy titles:,Dear,Dr.,Waston,D,ear,Prof.,Young,W,e Chinese tend to address people by their official or business title,for example:,张总,-,President,Zhang,王主席,-,Chairman,Wang,24/59,5 The body of the letter,-Write simply,clearly,courteously,grammatically and to the point.,-Paragraph correctly,confining each paragraph to one topic.,-Avoid stereotyped phrases and commercial jargon.,25/59,6 The complimentary close,Like the salutation,it is purely a matter of custom and a polite way of bringing a letter to a close.,It is placed two lines below the final line of the body of the letter,against the left margin or on the center or to the right of the page(according to your firms preference).,26/59,The most commonly used are:,-,Yours faithfully,/Faithfully yours,-,Yours sincerely,/Sincerely yours,-,Yours truly,/Truly yours,-,Best wishes,Best regards,Besides,regards,all the best,take care,catch you later,love,etc.,are more informal and personal way to close the letter.,27/59,7 Signature,Every business letter should be signed in ink.,-A typed signature alone is no good form.,-Generally two lines below the complimentary close.,-Placed either against the left-hand side margin,in the center or on the right,depending on where the close is placed.,28/59,Information included:,-Handwritten signaturre,-Typed signature,-Business title,-And sometimes department name,29/59,Sincerely yours,Frederik B.Pretice,Assistant Manager,Overseas Sales Department,30/59,Other matters in business letter,Attention line(经办人姓名),-It is considered a part of the inside address and it leads the letter to a particular person or department when the letter is addressed to a company.,-It is usually typed two lines above the salutation.,31/59,8 Attention line,Western Utilities Inc.,817 West Main Street,Denvor,Colorado 80061,Attention:Import Department,We can also use the following expressions:,-For the attention of the Sales Manager,-Attention of Mr.Standard,General Manager,32/59,9 Subject line,-It is regarded as a part of the body of a business letter.,-It is usually in the upper case or initial capitals underlined.,-It is centered over the body of the letter,and placed two lines below the salutation to call attention to the content of the letter.,33/59,Sample,Dear Sir or Madam,SUBJECT:NEW PRICE LIST,Dear Sir,Our Sale Confirmation No.TE51,34/59,10 Reference,Reference is used as a usefulindication for filing.,-It enable replies to be linked with earlier correspondence and ensure that they reach the right person or department without delay.,-It is often placed two lines below letter-head.,-It may include a file number,department code or the initials of the signer of the letter to be followed by the typist initials.,35/59,Typical Reference,Your ref:23 TMR/AW,Our ref:23 PTR/xn,36/59,11 Enclosure,Enclosure notation is used in the business letter when documents such as brochure,catalogue,price list,proforma invoice,sales terms and conditions,road map for access to premises,etc.are attached to the letter.,-It is placed two lines below the signature.,-Type the word Enclosure or Enc.,Encl.with the number of enclosures or with a reference of their nature.,37/59,A typical enclosure might read:,Encl.2,1.price list,2.terms and conditions of sale,Make sure that the number of items should be the same as the items mentioned in the letter.,38/59,12 Carbon Copy Notation,-It is used when copies of the letter are sent to others.,-It is palced after the signature block at the left margin.,-Type CC or cc with the name of the person who will receive the copies of the letter.,e.g.,CC the Chamber of Commerce for Metal and Minerals,39/59,13 Post,script,When you find something forgotten to be included in the letter before the envolope is to be sealed up,you may state it in a postscript with a simple signature again.,-It is placed two lines below any other notations on the left-hand margin.,-It should be avoid,ed as far as possible,as it may suggest you fail to plan your letter well before you wrote it.,-Rewrite the letter is the best way if something important forgotten.,e.g.,P.S.the catalogue will be sent to you tomorrow.,40/59,The formats of business letter,There are three main formats:,-the indented style,-the block style,-the semi-indented style,41/59,The indented style,-Traditional,British style,-The heading usually in the middle and the date line on the right-hand side.,-It takes 4 or 5 letters in the first line of each paragraph in the body of the business letter.,-The complimentary close may be in the center or commence at the center point.,42/59,Sample:the indented style,Heading,The date,Inside name and address,xxxxxxxxxxxxxxxxxxxxxx,xxxxxxxxxxxxxxxxxxxxx,Salutation,The body of the letter xxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxx,Complimentary close,Signature,Enclosure,43/59,The block style,-Very modern,American style,-All typing lines begin at the left hand,-Sometimes the date line appears on the right as this might look more balanced and easy to find the date.,44/59,Sample:the block style,Heading,The date,Inside name and address,Salutation,The body of the letter xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxx,Complimentary close,Signature,Encl.,45/59,Semi-indented style,-It is a combination of the indented style and the block style,-It is widely used in international trade,-only the inside name and addre,ss is in block form,-The date line is usually on the right-hand side,-Complimentary close is placed in the center or close to the right of the center,46/59,Sample:semi-indented style,Heading,The date,Inside name and address,xxxxxxxxxxxxxxxxxxxxxx,xxxxxxxxxxxxxxxxxxxxx,Salutation,The body of the letter xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx,xxxxxx,Complimentary close,Signature,Enclosure,47/59,Envolope Addressing,The address on the envolope and the inside address should be in the same style and present the same information,Either indented or block form is used to write the receivers address,The word confidential is placed at the bottom left,48/59,Sample of envolope,China Light Industrial Products Import&Export Corp.,123 Guang Qu Men Street,Chongwen District,Beijing,100021,China,Mr.T.C.Wong,Wong Electronics Ltd.,13 Shenton Way,Singapore,stamp,confidential,发信人地址,收信人地址,49/59,4 The tendency of business letter-writing,The language can be formal or informal according to the relevant situation.,Remember:every business letter that leaves the office is a representative of the firm and a messenger of goodwill.,commercialese,more direct,and concise,special written style,friendly spoken style,50/59,5 The way to master business letter-writing,+=success,good,English,specialized,knowledge,in business,constant,practice,51/59,Improve the follwing sentences,1.Mr.Smith wrote to Mr.Wang that he had received his order.,Mr.Smith wrote to Mr.Wang that he had received Mr.Wangs order.,2.We have duly received your order,for which please accept our thanks.,We have received your order No.23 dated 13th May,for which we thank you.,52/59,3.We have ordered the goods,and they will received by us in two weeks.,We have ordered the goods and will receive them in two weeks.,4.We hope t,o receive your catalogue by return mail.Thanking you in advance.,We shall appreciate it if you will send us your catalogue by return mail.,53/59,5.You letter of recent date to hand and contents note with thanks.,We shall appreciate a letter from you at an earliest date.,6.We are sorry you have misunderstood us.,We are sorry that we didnt make ourselves clearly.,54/59,7.Your letter of May 5 regarding the shipment of this batch has been received.,Your letter of May 5 regarding the shipment of this batch has received our careful attention.,8.We allow you 2%discount for cash payment.,You earn 2%discount when you pay cash.,55/59,9.We send you 4 samples yesterday of the goods you requested in your letter of May 4 by air.,We send you yesterday,by air,4 sample of the goods you requested in your letter of May 4.,10.We are going to give consideration to the delivery schedule at todays meeting.,We will consider the delivery schedule at todays meeting.,56/59,Exercises:,1.How many principles in business letter-writing?,2.What are the three main formats of a business letter used today?Which format do you favor?,57/59,3.Write a letter using the given particulars below.,-Mr.Ma Long,from China National Import&Export Corp.,Liang Ma He Street,Beijing 10012,China,-Mr.John Masow,the Sales Manager,from Lake Bikes Inc.,54 York Road,Chicago,Illinois,USA,-July 21,-Dear Sir,-Your ref.206ML/,-Our ref.206 TMR/,-Yours sincerely,58/59,Thank you!,59/59,