layout of business letter(2)外贸函电

Unit 1 The Layout of Business LettersTechnical layout of a business lettern Letterhead(Logo Name and address)n Daten Referencen Inside name and addressn Attention linen Salutationn Subject linen Bodyn Complimentary closen Signaturen Enclosuren Carbon copy notationn postscriptScottish Skyways limitedHenry HallEdinburgh EH1 7GHScotlandTel. 44-(0)131-387 9789Internet: 20 June 2004Our ref.: CC/PR432Your ref.: BH/13198Ms B Henry68 Henley laneManchesterM30 8FTEnglandDear Ms HenryRe: Complaint about Scottish Skyways flight SO876, 28 May 2004Thank you for your letter of 1 June regarding your recent experience with Scottish Skyways.I was very sorry to learn of the problems encountered and would like to apologize for the inconvenience caused. Your complaint hasbeen passed on to our departmental manager. We hope that you will nevertheless continue to travel with Scottish Skyways in the future. I have enclosed our latest timetable for your information.Yours sincerely Paul BloomCustomer Relations Manager cc Caroline Hurd, Departmental Manager, Europeenc. Basic parts of a business letter基本部分Optional parts of a business letter 可选 部分 The letterhead 信 头The Date Line 日期The Inside Address 封内地址The Salutation 称呼The body of a letter 正文The Complimentary Close 结 尾敬 语The Signature 签 名The Attention Line 主 办 人或 经办 人The Subject Line 事由 项The Enclosure Notation 附件The Copy Notation 抄送The Reference lineThe Mailing Notations 特 别 提示The Postscript 附言The Next Page Notation 页码标识The Letterheadn Most business firms have their letterheads professionally designed and printed on good quality stationary.n Location of letterheadn Message that might be included in the letterheadn Logon Full legal name of the firmn Full correspondence addressn Telephone , fax, cable numbersn Website and E-mail n Example Alcan Alesa Engineering Ltd.Max Hoegger Strasse 6, CH-8048 Zurich, SwitzerlandTel: +41-44-435 33 33, Fax: +41-44-432 06 66Web site: ; Email: Date linen Location of date line:n It shall be located at two to six lines below the last line of the letterhead- started at the left margin, centered, of placed so it ends with the right margin.n Right format of date:n Month, day and year in American English- March 5, 2007 with the month spelt out.n Day, month, and year in British English 5 March 2007 with the month spelt out.n Year, month and day in Chinese language- 2007- 03-05Reference Linen A reference line refers the reader to the number used on the previous correspondence this letter replies to， or the order or invoice number this letter is about. n Reference number is easy for filing and is optional. Inside Name and Addressn Inside name and address is receivers name and address. n The reason to use the inside address.n Location of the inside address:n The inside address is placed at about five spaces or two to three normal line below the date line.Inside Addressn The right format of inside addressn Name and title of addressee: Courtesy title, name, executive or business title, if any, of addressee.n Name of organization: Department, company or organization.n Address: Street number ( or room number, building), avenue, city, province or state, country, zip code.Ms. Mary E. ArcasPersonnel DirectorCyclops Communication Techonolgies1050 South Sierra Bonita AvenueLos Angeles, CA 90019Sales ManagerADS Machine Corp.120 Deeds Rd., DoverOhio 44628, USAADS Machine Corp.120 Deeds Rd., DoverOhio 44628, USAAttention: Sales ManagerThe Salutationn Location of the salutationn The salutation is located one space below the inside address.n The different ways of the salutation:n Dear Mr. ( or Mrs., Miss) Miller, ( or any other family name)- when the first line of the inside address is the name of an individual.n Dear Ms. Wang, ( or any other family name)n Dear John, ( or Mary or nickname) When youd address a familiar person that you know well you can use the addressees first name.n Dear Manager, ( or Executive, Human Resources Director) When the first line of the inside address is a position within an organization and you have no name of the addressee.n Dear Sir or Madam, - When a generalized salutation is needed for an unknown person or group.n Dear Sirs or Madams, - When a generalized salutation is needed for a group.n Dear James Murphy- When you know addressees full name but do not know the gender of the addressee.n Dear Customern Ladies and Gentlemen: or Gentlemen:The Complimentary Closen Location of the complimentary close:n The complimentary close shall be placed at two lines below the closing paragraph. It shall be chosen carefully to agree in tone and manner with the salutation.n Formality of the complimentary close:n Formaln Dear Sir or Madam, Dear Sirs or Madams etc.n Yours very truly, Very truly yours, Yours sincerely, Yours cordially,n Semi-formaln Dear Ms. Smith or Dear Mr. Liu, Dear Ma lin Yours sincerely, Sincerely yours, Cordially yours, Yours trulyn Informal:n Dear Sharon,n Sincerely, Best regards, Best wishes, Regards,The Signaturen Location of the signature:n The signature shall be located between the complimentary close and typed or printed name.n Contents of the signature:n Handwritten signaturen Signatorys typed or printed name.n Other identification is also preferred, such as the job title, the name of the writers division or department or both, the name of the company for which the writer works etc.Optional Parts of a Business Lettern The Attention Linen When you use an attention line, you are writing to the organization as a whole, but not to an individual. Attention line is used when you want the letter to be attended to promptly by whoever takes care of the business. n Attention: Mr. D. Roth Attn: Purchasing Managern Subject Linen The subject line helps tell reader at a glance what your letter is about. It calls the receivers attention to the topic of this letter.n Subject: Making an Appointmentn Re: your order No.124n Enclosure Notation n To make sure that the recipient knows that items accompany the letter in the same envelope. “Enclosure” or “Enc.” or “Encl.” “Enclosure(n)” or “ Enc. (n)” or “ Encl. (n)”n Copy Notationn CC or cc or Cn Postscript P.S.The Format of Business Lettersn Full-blockedn All entries tight against the left-hand margin.n Modified block formn This format sets the reference date and closing to the right margin for filing and retrieval purpose, with the remaining entries place against the left margin.n Modified block form with indented style n This format follows the same layout as modified block form as above, but indents each paragraph by five or six spaces.n Normally, the fax heading of a company is designed, either stored in computer or pre-printed on fax stationery. n Professional Fax HeadThe Layout Style of FaxAlcan Alesa Engineering Ltd.Max Hoegger Strasse 6, CH-8048 Zurich, SwitzerlandTel: +41-44-435 33 33, Fax: +41-44-432 06 66Web site: ; Email: FAX 传 真To Fax收件人： 传 真：From Date发 件人： 日期：Subject Pages主 题 ： 页 数：CC Ref抄送： 文档 编 号urgent 紧 急 Pls check 请审阅 Note 请 批注 Reply 请 答复 Circulate 请传阅Dear Sir or Madam,Abbreviationsn “FYI, Susan. Im not sure the CEOs idea is all that great. I see a lot of problems here, e.g. costs, personnel, office space. Am also very worried about production schedule, i.e. deadline of 1 April. Is that a joke? Let me know what you think asap. Will be coming to your office on Friday. ETA: 12.30. Best wishes Bob.“ Abbreviationsn ref. = reference n re = in the matter of (regarding) n a.s.a.p. = as soon as possiblen enc./encl. = enclosuren c.c. = copies to (carbon copies)n p.p. = per pro. (through the agency of)n i.e. = id est (that is)n e.g. = exempli gratia (for example) n Attn. = for the attention of n c/o=care of used when addressing a letter to somebody who is staying at another persons house.n ETA=estimated time of arrivaln FYI=for your information. When forwarding messages without any further comment.n PTO=please turn ton CEO=chief executive officer CFO CKOn CV=curriculum vitae resume Addressing Envelopes n Business Envelopes ordinarily have the return address printed in the upper left corner. The receivers name and address should be typed about the half way down the envelope. SampleScottish Skyways LimitedHenry Hall, Edinburgh EH1 7GHScotlandMs B Henry68 Henley lane, ManchesterM30 8FT, England(Stamp)Arrange the following in the form of a lettern Senders name: Tianjin Machinery &Equipment Imp.& Exp. Corporation.n Senders address: 17 Xikang Road, Heping District, Tianjin, Chinan Senders Tel:53326533n Senders Fax: 53356944n Date: 09/06/2003n Receivers name: The ABC Trading Companyn Receivers address: 15 Broad Street N.Y. USAn Attention : Export Dept.n Salutation:Subject line : Message:Complimentary close:n Signature:Tianjin Machinery & EquipmentImp.&Exp. Corporation17 Xikang Road, Heping DistrictTianjin, ChinaTel: 53326533Fax: 53356944September 6, 2003The ABC Trading Company15 Board Street N.Y. USAAttn: Export DepartmentDear Sirs,Re: Establishing business relationshipWe write to introduce ourselves as one of the leading exporters from Chinaof a wide range of Electric Goods.We attach a list of products we are regularly exporting- 2 - We are looking forward to your early reply.Yours sincerely ,Ms. Sara SmithManager The Standard phrases in business letters n Starting a lettern Thank you for your letter of 28 January, in which you enquired about our . I am writing to you about . With reference to our telephone call this morning, I would like to confirm We are a . and would like some more information about n Good newsn We are pleased to inform you that your order No. . for . has been dispatched We are pleased to announce that our prices have been cut by 10 per centIt is my pleasure to invite you to our conference on 21 April atn Bad newsn We regret to inform you that the goods have been delayed owing toI am sorry to inform you that we are unable to offer you the positionI am afraid that we are unable to grant you the 10 percent discount requested. The Standard phrases in business lettersn Requests n Could you please inform us whether you can deliver these items within seven days?I would be grateful if you could send me I would appreciate it if you could . I would appreciate your sending. n Enclosures n Please find enclosed/attached a copy of the above- mentioned documents I am enclosing our latest catalogue. n Apologies n Please accept our apologies for any inconvenience this has caused you I am very sorry about the delay caused byThis mistake was the result of n Concluding n If you have any further questions, please do not hesitate to contact usThank you in advance for your helpI look forward to hearing from you. Style in business lettersn State the main business, purpose, or subject matter right away. n Let the reader know from the very first what your letter is about. n If you are responding to a letter, identify that letter by its subject and date in the first paragraph or sentence.n Dear Mr. Stout, I am writing in response to your September 1 2004 letter in which you describe problems that youve had with one of our chainsaws. I regret that youve suffered this inconvenience and expense andn Dear Ms. Cohen, I have just received your August 4 2004 letter in which you list names and other sources from which I can get additional information on the manufacture and use of plastic bottles in the soft-drink industry Style in business lettersn Keep the paragraphs of most business letters short. n Provide topic indicators at the beginning of paragraphs. n In the first sentence of any body paragraph of a business letter, try to locate a word or phrase that indicates the topic of that paragraph. n If a paragraph discusses your problems with a personal computer, work the word “problems“ or the phrase “problems with my personal computer“ into the first sentence. Doing this gives recipients a clear sense of the content and purpose of each paragraph.Concisenessn Try to avoid wordinessn Wordy: I wish to express my heartfelt gratitude to you for your kind cooperation.n Concise: Thank you for your cooperation.n Wordy: We wish to acknowledge receipt of your letter of May 2 with the check for $200 enclosed and wish to thank you for the same.n Concise: We appreciate your letter of May 2 and the check for $200 you sent with it.n Wordy: Please be advised that we have received your invoice No.248.n Concise: We have received your invoice No.248.n Wordy: In compliance with your request, we immediately contacted ABC Co. Ltd, and now wish to inform you of the result as followsn Concise: As requested we immediately contacted ABC Co. Ltd., with the following result. Try to avoid out-of-date commercial jargonsOut-of-date jargons Modern EnglishAcknowledge receipt of Thank you for your letterBe in receipt of Thank you for your letterThis is to inform you of We are pleased to tell youTake into consideration ConsiderWe have to acknowledge We have receivedDue to the fact that BecauseAt your early convenien