商务英语写作2格式.pptx

,单击此处编辑母版标题样式,2019/12/27,本讲义供嘉铭公司内训专用,#,单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,2025/2/4 周二,1,BUSINESS WRITING,商务英语写作,Course Outline,2025/2/4 周二,2,Text Book,商务英语写作,胡英坤 车丽娟 主编,外语教学与研究出版社,2025/2/4 周二,3,Contents,1 An Overview of Business Writing,2,Structure and Style of Business Letters,3 Sales-related,Inquiries,and,Replies,4,Orders,and Confirmation Letters,5,Letters about Shipment,商,务,信函的结构与格式,商,务写作概述,询,盘,与,回复,订单与确认函,装运函,2025/2/4 周二,4,6 Letters About Payment and Settlement of Accounts,7 Routine Claims and Adjustment,8 Persuasive Claims and Refusals,9,Sales Letters,10,Invitation and Thank-you Letters,付款与结帐函,日常,投诉与,理,赔,邀请函与感谢信,销售函,说服性索赔与拒绝函,2025/2/4 周二,5,11,Letters of Apology and Congratulation,12,Notice and Announcement,13,Memos and Minutes,14 Preparing resumes,15 Letters of Application,道歉信与祝贺信,通知与通告,备忘录与会议记录,准备简历,申请信,2025/2/4 周二,6,16 Letters of Recommendation,17 Proposals,18 Organizing and Preparing Reports,19,Questionnaires,20,Business,Agree,ments,意向书,商务,协议,调查问卷,推荐信,报告,2025/2/4 周二,7,BUSINESS WRITING,商务英语写作,Structure and Style of Business Letters,Chapter 2,商,务,信函的结构与格式,2025/2/4 周二,8,The first impression a business letter makes on its reader often determines whether that letter will actually be read,and it also may determine the reader,s reaction to the contents of the letter.,A well-dressed executive projects(,传达,)a quality image.,A well-dressed letter also projects a quality image.,2025/2/4 周二,9,Letter Structures and Placement,1.Letterhead,2.Date,3.Inside Address,4.Attention Line,5.Salutation,6.Subject Line,7.Body,8.Complimentary Close,9.Signature,10.Reference Initials,11.Enclosure,12.Copy Notation,T,welve elements,of,business letters:,信头,日期,封内地址,指明收信人,称呼,事由,/,主题行,信文,结尾礼词,签名,打字员姓名缩写,附件,抄送,2025/2/4 周二,10,Among these twelve elements,letterhead,date,inside address,salutation,the body,the complementary close and the signature are,necessary,for a business letter,while the others are,optional,.Each of the twelve elements is elaborated as follows.,2025/2/4 周二,11,twelve elements,Necessary,Letterhead,Date,Inside,A,ddress,S,alutation,Body,Complementary,C,lose,Signature,Optional,Attention Line,Subject Line,Reference Initials,Enclosure,Copy Notation,2025/2/4 周二,12,1.Letterhead,信头,A 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 slogan,etc.,2025/2/4 周二,13,For example:,EASTERN TEXTILES IMP.&EXP.CO.,LTD.,2,89 Changchun Road,Dalian,China,Tel:[phone] Fax:[phone],Http:/,www,.,E-mail:bcxbcx,2025/2/4 周二,14,2.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.,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 is preferred because figures may create confusion.,2025/2/4 周二,15,Sample 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.,2025/2/4 周二,16,Rewrite the following date for standard business letters,6/5/06,10-9-06,8 June 2006,Oct.28,06,jan.13.2006,2025/2/4 周二,17,3.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 depends 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.,2025/2/4 周二,18,Arrange the following,information into letterhead or inside address:,U.S.A./Ford Motor Company/Dearborn,Michigan 48120/PR Department/13350 Rotunda Drive,China/Beijing 100021/Beijing Metal/President/Lin Fang/East lane/234,2025/2/4 周二,19,4.Attention Line,指明收信人,If you send your message officially to an organization,an attention line allows you to send it directly to a specific individual,officer,or department.,However,if you know an individual,s complete name,it is always better to use it as the first line of the inside address and avoid an attention line.,2025/2/4 周二,20,Sample Attention line,A colon or dash may or may not follow the word“attention”.,e.g.,ATTENTION:SALES MANAGER,AttentionMarketing Director,Attention of Advertising Manager,2025/2/4 周二,21,5.Salutation,称呼,For 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).,If the letter is addressed to an individual,use that person,s courtesy title and last name(Dear Mr.Lanbam).,Even 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.,Use an individual,s full name(Dear Leslie Lanbam)only when gender is unknown.,2025/2/4 周二,22,Examples of Salutations,Dear Sir,without specific reference,formal,Dear,Sirs,without specific reference,formal,Gentlemen,without specific reference,formal,Ladies,and,Gentlemen,without specific reference,formal,Dear Mr.Ahrendsen,male,never use Mister instead of Mr.,Dear Mrs.Ahrendsen,married women,Dear Miss Ahrendsen,unmarried women,girls,Dear Ms.Ahrendsen,female,marital status unknown,Dear Messrs.Ahrendsen,two or more male addressees share the,same surname;before partnership,or,company,e.g.,M,essrs.James Smith&Co.,Ltd.,Dear Mmes.Ahrendsen,addressing two or more ladies under the,same,surname,Dear Dr.Ahrendsen,professional title to show business courtesy,Dear Professor Ahrendsen,Prof.is also used sometimes.,Dear Sales Agent,When the individual,s name is unknown,use th,e,Person,s professional title.,Person to Address,2025/2/4 周二,23,What salutation would you use to address a letter to:,A company(a new client),David J.Lee(businessman with doctorate),Candy Lester(unknown marital status),A marketing manager,Mr.Bran Jackson&Mr.Kevin Jackson,Mr.Froy Longman&Mrs.Jane Longman,2025/2/4 周二,24,6.Subject Line,事由,/,主题行,A subject line helps identify the subject of the letter.,Although experts suggest placing the subject line two lines below the salutation,many businesses actually place it above the salutation.,Use whatever style your organization prefers.,Using 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 is often underlined or typed in capitals.,2025/2/4 周二,25,Sample Subject line,Underlined:,Sale Contract no.234,Capitalized:,SALE CONTRACT NO.234,Re:,Late Delivery of Order 123,Subject:,Order No.1232 for Tea-sets,2025/2/4 周二,26,7.Body,信文,This is the actual message of a letter.Most business letters are single-spaced with double line spacing between paragraphs.Very short messages may be double-spaced with indented paragraphs.,2025/2/4 周二,27,The Body of Letter,Give the reason of writing the letter in the first paragraph.,Give numbers or bullets for paragraphs which contain important information.,In closing paragraph,show your hope or promise of future action or contact.,2025/2/4 周二,28,8.Complimentary Close,结尾敬词,Typed 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).,2025/2/4 周二,29,Sample Complimentary Close,Formal:,Yours faithfully,Yours truly,Faithfully yours,Informal:,Sincerely,Best regards,Semi formal:,Sincerely yours,Yours sincerely,Cordially yours,2025/2/4 周二,30,What complimentary close would you use to the salutations:,Ladies and Gentlemen:,Dear Sirs,Dear Mr.Lorgan,Dear Tom,2025/2/4 周二,31,What complimentary close would you use to the salutations:,Ladies and Gentlemen:,formal,Yours faithfully,，,Dear Sirs,formal,Very truly yours,，,Dear Mr.Lorgan,semi formal,Sincerely yours,，,Dear Tom,informal,Sincerely,，,2025/2/4 周二,32,9.Signature,签名,1)Organization Name:If an organization name is used after the complimentary close,the name should be typed entirely in capitals two lines below the complimentary close.,2)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 author,s title or department may appear on the same line as the author,s name.If long,it should be typed immediately below the author,s name.,2025/2/4 周二,33,10.Reference Initials,打字员姓名缩写,The initials of the typist are typed two spaces below the author,s name and title.If the author chooses to include his or her initials in the reference initials line,the author,s initials should appear before the typist,s(EM:mef).,2025/2/4 周二,34,Sample Reference Initials,These initials identify the writer of the letter and the person who typed it.,The initials of the signer come first in capital and followed by typist,s in lower-case letter.,e.g.,DLH/nrz,DLH:nrz,DLH*nrz,2025/2/4 周二,35,11.Enclosure(or Attachment),附件,If an enclosure(or attachment)accompanies the letter,a notation to that effect is placed two lines below the reference initials.,This notation reminds the typist to insert the enclosure in the envelope,and it reminds 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.).,It may indicate the number of enclosures or attachments,and it may also identify an enclosure specifically(Enclosure:Copy of Invoice 6309).,2025/2/4 周二,36,Sample Enclosure Notation,The 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 Account,Enc.(4),Enclosure(2):,Packing list,Commodity Inspection Certificate,2025/2/4 周二,37,12.Copy Notation,抄送,If 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).,A colon following is optional.Most people 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).,However,if you do not want the addressee to know that someone else is receiving a copy,do not include this notation on the original copy.,2025/2/4 周二,38,Copy Notation,When the letter is desired to send to others.,The writer wants the recipient aware of the persons receiving the copy of the letter.,A copy notation is typed one or two lines below the enclosure notation(if used),CC,cc,Cc,(Carbon copy),XC,(Xerox copy),PC,(Photo copy),C,(Copy),2025/2/4 周二,39,Using the information to prepare the parts needed for the letters below.,The letter is signed by Mr.Robert Osteen and typed by you.,There are three enclosures:the sales contract,the list of purchase prices,the list of selling prices for the last week.,A Xerox copy of the letter must be sent to the Great Sea Company,The letter must be sent to the very person,Mr.Danny Brown,the Sales Manager.,Practice!,2025/2/4 周二,40,Styles of Business Letters,You should be familiar with at least four business letter styles:,Block,Modified Block,Simplified,Indented.,齐头式,改良,齐头式,简化,式,缩进,式,2025/2/4 周二,41,1.Block Style,齐头式,LETTERHEAD(,信头,),_,（日期）,_,（编号）,_,（封内地址）,_,（称呼）,_,（事由）,_,_,_,（信文）,_,_,（结尾敬词）,_,（签名）,All its lines(from the date line)begin at the left margin.,2025/2/4 周二,42,2.Modified Block Style,改良齐头式,The date line,reference line(if used),complimentary close,organization name(if used),author,s 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）,_,（事由）,_,_,（信文）,_,_,_,（结尾敬词及签名）,_,_,（附件、附本、附言）,2025/2/4 周二,43,3.Simplified Style,简化式,All 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,the writer,s 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）,2025/2/4 周二,44,In the indented style,each new paragraph starts four or five spaces from the left-hand margin,while the complimentary close and the signature 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,2025/2/4 周二,45,Punctuation Styles,标点,Two punctuation styles are customarily used in business letters:mixed and open.Letters using 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.,2025/2/4 周二,46,Example:,Mixed Punctuation,Salutation,Dear Mr.Emerson:,.,.,Complimentary close,Sincerely,Open Punctuation,Salutation,Dear Mr.Emerson,.,.,Compl,i,mentary close,Sincer,e,ly,2025/2/4 周二,47,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 one,The International Trading Corporation,Dalian 116025,Liaoning Province,93 Green Avenue,China,20,12,/5/1,5,Gold&Silver,372 West 7th Street,Paris 10094,Ref:,Inquiry about Washing Machines,Dear Sirs,Attention:Sales Department,Some years ago we bought from you a consignment of washing machines in 2 different qualities.Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F.Dalian.,We should require delivery within 4 weeks of placing the order.,Yours faithfully,Michel Johnson,Sales manager,The International Trading Corporation,2025/2/4 周二,48,Homework:write a letter using the following Chinese information.,格式：齐头式,信头：本人名字和地址,封内地址：美国纽约市第,50,大街,10,号,Harper&Row,出版公司 邮编：,NY10022,写信日期：实际日期,信文内容：,从朋友处看到,成功的商务沟通,一书。,为提高写作水平欲购一本。,请出版商尽快告知付款方式,希望,9,月底收到此书,2025/2/4 周二,49,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 helpful for improving my English writing.It will be very kind of you to tell me its public way,so that I can have one.I,m looking forward to receiving the book at the end of September.,Sincerely yours,Jiankun Wang,2025/2/4 周二,50,Mika,K377,Dormitory Liang,Foreign Language Department,DUFE,Sha Heko Distric