外贸英语函电第六版兰天编著ChapterOne省公开课金奖全国赛课一等奖微课获奖课件.pptx

Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Click to edit Master title style,Business Communication,Prof.Dr.LAN TIAN,Dongbei University of Finance and Economics,1/51,To understand the importance of communication skills in relation to,the,career,success,and explain the need for thinking critically,taking charge of your career,and strengthening your communication skills(reading,listening,speaking and writing),.,OBJECTIVES,2/51,The skills,are not inherent;they must be learned.,Learn to,Analyze and plan,for a business writing task;,Choose,precise words to convey the correct meaning;,Write,clear and concise sentences and paragraphs;,Identify and correct,common errors found in sentence structures;,Master,the natural written English,3/51,Chapter One,Writing Principles of Business Letters,4/51,A letter consists of a number 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:,Section One,The Structure and Layout of a Business Letter,5/51,the letterhead/headingthe references the date the inside name and address the salutation the subject heading/caption the opening paragraph the body of the letter the closing paragraph the complimentary close the signature the enclosures and copiesthe postscript,6/51,Since letters are often elements 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,fax numbers,e-mail account and homepage or website.,The Heading/Letterhead,7/51,A typical letterhead might read：,STONE AND SIMPSON LTD.24 Darby Street,Salisbury,WiltsTelephone:Fax:E-mail:Http:,8/51,The recommended order for dates is day,month,year,with open punctuation.Thus 20 November is perfectly clear and punctuation would not add anything.Am.E Month Date,Year November 20,Br.E Date Month,Year 20 November,The Date,9/51,At the top,of 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 StreetChestertonCAMBRIDGEU.K.CB4 1 PQ,The 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).,The Inside Name and Address,10/51,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,etc.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.Some types of letter are addressed to the world at large,for example a testimonial 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”,The salutation,11/51,American English-Gentlemen:British English-Dear Sirs,敬启者，执事先生,Dear Sir or Madam:,Dear Madam+Chairperson(Use neutral job titles):,12/51,The subject heading is inserted after the salutation.A subject heading should not end with a full stop.Typical subject headings would be:a.SALE OF PROPERTY IN THE RIVERSIDE DISTRICTb.Order No.123,c.Re:Order No.123,The subject heading,13/51,Thank you for your letter of 8th March,which has been passed to me for my attention.I refer to previous correspondence in respect of the above and note that to date we have not received your cheque/check for the outstanding arrears,(,欠帐,),.I write with reference to our telephone conversation yesterday regarding the above matter,.,Writing a strong opening to your business letter,14/51,Make your first paragraph do something other than just referring to known informationso plunge straight into your message,(,直奔主题,),and don,t waste your reader,s time.For example,you could：answer a question ask a question explain an action taken express pleasure or regret give information,15/51,These opening phrases are so popular because we don,t have to think of what to write.Watch out for standard phrases in opening paragraphs.Examples are:Further to my recent I am writing I refer to my letter dated I refer to previous correspondence I write in reference to In respect of the above Recent correspondence Regarding With reference to With regards to,16/51,The opening paragraph is often 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,),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 will soon make plain.,The Opening Paragraph,17/51,This is the main subject matter of the letter,and is divided into an appropriate number of paragraphs.,The Body of the Letter,18/51,I would again apologize for the delay in replying and I trust that this has clarified the points you have raised,however,if you wish to discuss any points I have not clarified,or need any further information,you may wish to telephone or contact me accordingly.I look forward to hearing from you and in the meantime,should you have any queries（,疑问）,please do not hesitate to contact me.I regret that I cannot be of more assistance in this matter,and should you have any further queries,please do not hesitate to contact me.,Writing a strong close to your business letter,19/51,Make sure you avoid using weak phrases and overused business phrases in your closing paragraph:Thanking you for your.Hoping for a prompt reply.Trusting this answers your questions.Please do not hesitate to contact me.,I trust this clarifies the situation,20/51,The closing paragraph is again usually a single sentence which reestablishes the atmosphere of courtesy,whatever has been the nature of the body of the letter.It is frequently used to signal the action which the writer hopes to follow from the letter.,The Closing Paragraph,21/51,The complimentary close comes at the end of the letter.It usually consists of two words only:Yours faithfully,Yours truly and Yours sincerely being commonly used.Only the first word,Yours has a capital letter,(,大写,).The correct complimentary close to be linked to particular forms of salutation is shown in the table below.Small variations will be found in practice.Am.E Sincerely/faithfully/truly yours,Br.E Yours sincerely,The Complimentary Close,22/51,Salutation,Complimentary close,Dear Sir,Dear Sirs,Dear Madam,Madam,Mesdames,Yours faithfully,or Yours truly,Sir,Gentlemen,Madam,Mesdames,Your obedient servant,or Yours respectfully,Dear Mr.Jones,Dear Mrs.Jones,Dear Miss Jones,Yours sincerely,or Yours truly,Dear.(the first name being written,),A suitable handwritten close,23/51,The signature block consists of the actual signature,the typewritten name of the signatory(since many signatures are almost illegible)and the official position of the signatory though the latter may be omitted if it is known to the addressee.,The Signature,24/51,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 followed 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:,Enc:,1 Price list 2,InvoicesWhen carbon copies(,复印件,)are taken with a view to sending them to interested parties it is usual to indicate the circulation list at the foot of the letter.The notification may read copies to:or distribution or most commonly cc:(copies circulated to),Enclosures find copies,25/51,Briefly Speaking,the function of the structure is as follows:,Introduction:,State your purpose and pertinent information up front.,Body:,Include any additional relevant information such as dates,recaps of conversation,additional work youve done for the company,or anything else to motivate the reader to act as you wish.,Conclusion:,Restate what you said in you introduction.,26/51,Format of letters,27/51,March 16,Ernie 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;then quickly transition into the purpose of your letter.Use a couple of sentences to explain the purpose,but do not go into 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,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 letter with your contact information.However,if the purpose is informational,think about closing with gratitude for the readers time.Sincerely,Lucy Letter123 Winners RoadNew Employee Town,PA 12345,Block Format,绝对平头式,28/51,March 16,201,2,Ernie English1234 Writing Lab Lane Write City,IN 12345,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 into 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,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 letter with your contact information.However,if the purpose is informational,think about closing with gratitude for the readers time.Sincerely,yours,Lucy Letter,Modified Block Format 改良平头式,29/51,March 16,201,2,Ernie 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;then quickly transition into the purpose of your letter.Use a couple of sentences to explain the purpose,but do not go into 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,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 letter with your contact information.However,if the purpose is informational,think about closing with gratitude for the readers time.Sincerely,yours,Lucy Letter,Indented Format 缩行式,30/51,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 tone.,31/51,Update and improve,your business writing skills for more effective and persuasive e-mails,memos,letters and reports;,Organize,your documents with your readers needs in mind;,Create,reader-friendly layouts to highlight important information;,Craft,sentences that get and hold your readers attention;,Edit,your writing for clarity and ease of reading;,Avoid,archaic expressions and common grammar,punctuation and usage errors.,How You Will Benefit from learning the writing rules?,32/51,Your 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.,Beginning a letter,33/51,Without reference to previous correspondence,1.We are pleased to inform you that.2.We owe your address to.3.We should be grateful(obliged)if you would let us know whether.4.May we have details of.5.We are sending you herewith/under separate cover.6.We attach for your information the copy of a letter received today from.7.We have received an enquiry for 8.We have been informed by 9.I am writing,34/51,Referring to previous correspondence,1.Further to our letter of the we wish to inform you that.2.We refer to our letter of the.in which we requested3.On the.we wrote to you that.4.Since writing to you on we have ascertained,(,确定,)that5.In your letter of the you expressed interest on our6.Some time ago you told us that.7.Since the receipt of your letter of the.we have been trying to find out more about the.8.It is a long time since we have heard from you about.,35/51,In reply to a letter received,1.We thank you for your letter of the informing us that.2.In reply to your letter of the concerning,we are glad to be able to/sorry to have to tell you that 3.You kindly enclosed with your letter of the.particulars of.for which we thank you.4.Your letter of the.crossed ours of the same date.5.We are sorry/surprised to learn from your letter of the,that.6.We must apologize for the delay in replying to your letter of the.7.We acknowledge receipt of your letter of the.and have much pleasure in replying to your various questions as follows:8.In reply to your letter/enquiry of the we wish to inform you that.,36/51,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 put it in the your first paragraph.Dont be afraid to start your letter strongly.,37/51,THE BODY OF A LETTER(Beginning of sentences and paragraphs)Regretting,1.We note with regret that.2.We were very sorry indeed to learn from your letter that.3.We are sorry not to be able to give you the information requested.4.We are sorry to tell you that.5.We are very sorry not to be able to give you a definite reply on the above matter6.We are very sorry that we cannot take advantage of your offer/accept your proposal.7.We are sorry for the inconvenience this may have caused you.8.Please accept our apologies.,38/51,1.Would you please call us on receipt of this letter to let us know if.2.Would you kindly let us know by return of