the layout of business letter 商务英语函电课件PPT.ppt

Introduction The course is for the purpose of cultivating the capacity of fluently reading, interpreting various business English correspondence, such as letter, fax and E-mail, etc. Since the students are not majored for international trade, some knowledge of international trade theories and practices will also be the concerned contents in class besides the basic contents of how to write and read business English correspondence. Introduction Course Objectives comprehend and master the basic writing skills for various types of business correspondences be familiar with the general conventions as well as main procedures in international trade practice conduct a series of simulated practice for business preparation, promotion, negotiation, and execution learn to manipulate various means of electronic correspondence facilities for business practice References 新编国际商务英语函电，程同春主编， 东南大学出版社2001 年12月第1版 English Business Letters, 诸葛霖编著， 对外经济贸易大学出版社 ，2000年 实用商务英语写作，赵伟华，张艳敏编著， 大连理工大学出版 社，2003年 国际商务英语写作，常玉田著，中国对外经济贸易出版社， 2002年 外经贸英语，对外贸易经济合作部人事教育劳动司编，对外经 贸大学出版社，2000年 外经贸英语函电与谈判，凌华倍，朱佩芬编著，中国对外经济 贸易出版社，2002年 国际贸易实务英语，刘法公编著，浙江大学出版社， 2002年 中华人民共和国商务部 / 阿里巴巴-网上贸易 / 国际商会 / The Layout of Business Letters Teaching Objectives 1. master the well-received layout of business letters 2. familiarize with the basic components of a business letter 3. comprehend the general writing principles for business letter writing 4. be able to draft an appropriate and effective business letter Language Style Writing Guidelines Clear Concise Correct Courteous Conversational Convincing Complete Clear-To express the meaning clearly so that the reader will not misunderstand. a) Avoid using the words which have different understanding or unclear meaning. b) Pay attention to the place of modifiers. c) Pay attention to the sentence structure d) Paragraph carefully and properly. Usually one paragraph one idea. a) As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services. We have two direct sailings every month from We have semimonthly direct sailing from We have a direct sailing from Every two months b) The L/C must reach us not later than 8 October for arranging shipment. The L/C must reach us for arranging shipment not later than 8 October. They bought a bicycle in Beijing in a small shop which costs $25.00 They bought a bicycle for $25.00 in a small shop in Beijing. We shall be able to supply 10 cases of the item only. We shall be able to supply 10 cases only of the item. He was warned not to drink water even in a restaurant which had not been boiled. He was warned not drink water which had not been boiled even in a restaurant. C) We sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air. We sent you, by air, 5 samples of the goods which you requested in your letter of May 25 yesterday. Concise-To say what you must say in the fewest words without losing completeness and courtesy. Using following methods to achieve it: Avoid using wordy expressions Avoid unnecessary repetition Use short sentence, simple words and clear explanation Avoid padded expressions Using subject line flexibly and properly a) shorten wordy expression We have begun to export our machines to countries abroad. We have begun to export our machines. b) Use words to replace phrases or clauses In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule. If you speak to Mr. Wood about production, ask him to consider the delivery schedule. We require furniture which is of the new type. We require new type furniture. Correct Grammar mistakes often occurred in writing: With pronouns With adjectives With article With verbs With adverbs With conjunctions With participles Check all these aspects before you sending the letter out. Courteous Courtesy is not mere politeness. It stems from a sincere YOU-attitude. It is sincere, tactful, thoughtful and appreciative. In order to make courtesy, try to avoid irritating, offensive, or belittling statements. To answer letters promptly e.g. Your letter is not clear at all. I cant understand it. If I understand your letter correctly, Conversational to use a tone that is friendly but efficient and to write as you would speak and talk on paper. Writing techniques for a conversational style use contractions use personal references use direct questions create a person-to-person style take a You-attitude rather than We-attitude. Convincing-Make the letter specific, definite and vivid. e.g. The brake can stop a car very quickly. The XYIO type power brake can stop a 2.5-ton car traveling at 70m/h within 150 feet. We have drawn on you as usual under your L/C. We have drawn on you our sight draft NO.345 for the Invoice value, US$789.00 under your L/C No.234 of the China Bank. A decision has been made to set up an office in Osaka. The board of directors decided to set up an office in Osaka. Various aspects of this equipment make it good choice. This machine is a good choice because it is more compact and less expensive than any other one on the market. Complete A business letter should include all necessary information the reader wants. To check the letter before sending it out. To check the letter to see if 5 Ws are fulfilled. Common Layout for Letters Necessary parts: 1. Letterhead Inc./Corp. in USA for Private limited companies; title known; department known; company only; Contractions used in addresses: Rd.=Road; St.=Street; Sq.=Square; P.O.B.=Post Office Box; #23=23号(美式用法); No.23=23号(英式用法) 44 Park Sq.: 公园广场44号; E.g. Mr. R James T F Consultancy 29 Lower Village Rd. London SE17 2ST 伦敦洛尔庄路29号,TF咨询公司,R.詹姆斯 先生。邮政编码：SE17 2ST Date - always type the date in full, in the order of day, month ,year or month, day, year. Month must be written in words other than in numbers. e.g. 1st March 2005 or 1 March 2005, or March 1st, 2005 Subject Line/Subject Heading - to give the reader an idea of what the letter is about at first glance. Re: Your Order No. 1513 Salutation and Complimentary Close -salutation: the greeting with which every letter begins. complimentary close: a polite way to bring a letter to a close. The Body of the Letter -may be indented or blocked and be consistent all through the letter. Signatures -always type your name after handwritten signature References -enable replies to be linked with earlier correspondence and ensure that they reach the right person or department. Your ref:; Our ref. it may appear either in numbers or letters. e.g. ：667/17; DS/MR Enclosures -e.g.: Enc. as stated; Encl. 4; Enclosures (3); Enc. Bill of Lading (5 copies) Copies -Cc. (=carbon copies): are sent to people other than the named recipient; b.c.c. (=blind carbon copies): the carbon copies which the named recipient doesnt know. Postscripts -a point you wish to emphasize or something you forget to mention. Abbreviated as P.S. The Format of Business Letters Indented Form Example I Blocked Form Example II Modified Blocked Form Example III Addressing Envelope The way of addressing envelope Exercise: Try to address an envelope according to the nam