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Key to ExercisesUnit 1 Basic Knowledge of Business Letter Writing1. 商务信函的格式 (Form)：齐头式full block form、混合式modified block form with indented、改良式modified block form、简化式simplified form.2. 商务信函的组成部分（structure）：(1) 信头（letterhead）：商业信函几乎总是把单位名称和地址、电话号码、电报挂号、电传号码等事先印好于信纸上端，便于收信人随时联系。如：CHINA NATIONAL MACHINERY AND EQUIPMENT IMPORT AND EXPORT CORPORATION，HENAN BRANCHAdd: No.3 Hongqi Road, Jinshui District, Zhengzhou, ChinaCable: 6877Tel: (0155)5532 2645Telex: 46504 ZHCME CN该部分打印在信纸的中上方up-center或左上方upper left hand。 在英国，该部分中还印有公司经理的姓名directors name。如：Directors R. B. North, M. W. Beavers, W. D. J.The London Export CorporationEastover Road Plymouth PL6 7PZTelephone: 01253-405624Cable: MACEVANS PLYMOUTHTelex: 45635Email: (2) 编号和日期（reference and date）：在外贸业务联系中，当一个公司向另一个公司发函时，双方都会给信函编号。编号可以是卷宗号码file number、部门代号department code、该封信的签发人及打字员的姓名的首字母the initials of the signer followed by that of the typist of the letter。所有这些均标有“Your ref:”、“Our ref:”。当信函是口授时，编号的习惯做法是打出口授人及打字员姓名的首字母，以示负责并便于日后查考，如李明向王清口授一信，可用下列四种形式中的任何一种：Our ref: LM/WQ或Our ref: LM: WQ或Our ref: LM WQ或Our ref: LM/wq。日期中月份应打印成英文全名in full，避免使用缩写abbreviation。要避免将日期打印成数字形式in figures，因为英国人遵循日/月/年day/month/year的顺序而美国人遵循月/日/年month/day/year的顺序。(3) 封内名称和地址（inside name and address）：打印于信纸的左边left hand margin。常用的对于个人的尊称有：先生Mr.、夫人Mrs.、小姐Miss、女士Ms.。如果此人拥有某种头衔，其头衔应跟在姓名后面，如Mr. Zhang Ke, Cashier。 当合伙商号 (partnership) 的名称里有人名时，商号名称中要有尊称Messrs.。如： Messrs. J. Brown & Co.234 EastcheapLondon, E. C. 3但是当商号名称里不含人名no personal element in the name如Utility Furniture Co.、已有尊称already carries a courtesy title如Sir William Dobson & Sons、有定冠词the “The” forms part of the name如The Grayson Electrical Co.时则不能再使用Messrs.这一尊称。(4) 经办人（attention line）：当发信人希望将信能寄给某个具体的人或部门时，便加注该部分。一般打印在封内地址之下follows the inside address。如：Attention: The Sales Manager。Attention还可写为ATTN、ATT。(5) 称呼（salutation）：打印于封内地址和经办人下两行two spaces below the inside address or the attention line。对某个人称呼时使用Dear Sir、Dear Madam。对两个人（或以上）称呼时使用Dear Sirs、Gentlemen。如果两人关系较好时也可以使用Dear Mr. Green。最常用的两种称呼方式（带上标点）是Dear Sirs,、Gentlemen:。(6) 事由（subject line）：用于指明信的主题和中心思想，使收信人在阅读正文之前，对信的内容有个大致的了解。该部分一般非常简明扼要，说明商品名称、订单号码、合同号码、信用证号码等，也便于事后登记、归纳和查阅。一般打印于称呼和信文之间，靠信纸中间between salutation and the body at the center place，通常下加一道横线underlined，以引起注意，前面经常加上Re:、Subj:。如：e.g. 1 Dear Sirs,Re: Womens Bicycles e.g. 2 Gentlemen: Subj: L/C No. 10530 for 3,500 Dozens Shirts(7) 信文（body of the letter）：应做到重点to the point突出、每段都有一个主题one topic、布局layout合理。若以前已有通信联系，应在回信的第一段中提及，而你的计划、希望则应在结尾段中表明。(8) 结尾敬语（complimentary close）：常用的有Yours faithfully、Yours sincerely。当打印该部分时绝不能将其单独另页打印。万一出现这种情况，则应重新打印全信，要么缩小narrow信文行距，使其与信文打印在同一页上，要么重新排版rearrange，将信文的一部分内容移入下一页。在需要使用续页时，应该使用与信头页质量相同的纸张，并且打印时包括下列内容的信头：页码（左右居中the number of the sheet in the center of the page、收信人姓名（位于右边）the name of your correspondent on the left hand side、写信日期（位于右边）the date of the letter on the right hand side。(9) 签署（signature）：通常情况下先将写信人公司的名称the name of the writers firm打印在结尾敬语下方，然后写信人the person dictating the letter使用黑色或蓝色水笔在其之下签署自己的姓名，最后将写信人姓名the name of the signer和职务头衔his job title or position打印在其下面。如：e.g. 1 Yours faithfully, CHINA NATIONAL LIGHT INDUSTRIAL PRODUCTS IMP. & EXP. CORP.Li Zhong Li Zhong, Managere. g. 2 Yours sincerely, For THE INTERNATIONAL TRADING COMPANYJohn Hamilton John HamiltonPresident(10) 附件（enclosure）：若随信附上诸如剪样、单据、样品、产品目录、价目表或另一封信的副本等，须注明。通常注明其内容及份数。单复数缩写分别为Encl.或Enc.、Encls.。如附寄一份产品目录，则应写为Encl.: a copy of catalog，附寄三份样品，则应写为Encls.: 3 copies of samples，Encl.: as stated的意思是附件：如文所示。(11) 抄送（carbon copy notation）：当信的副本要发送给其他人或部门时，在签署底下的左边below the signature at the left margin打印上C.C.符号。如信的副本发送给市场拓展部，应写为C.C. Market Development Dept.。(12) 附言（postscript）：如果在信的正文中遗漏了某事或需要提醒对方某事，常常补写该部分，但应尽量避免使用。商务信函范例参见课本第1、第6及第14页，并标出各个组成部分。3. 信封的写法：在商务信函的信封左上角upper left corner，一般有提前打印好的写信人的地址the return address。收信人地址则打印在信封中部half way down the envelope。邮票贴在右上角upper right corner，而左下角bottom left corner是为了加印诸如绝密 (confidential)，秘密（secret）、印刷品（printed matter）、挂号（registered）。4. 商务信函写作的原则：简称为7Cs，即礼貌 (courtesy)、体谅 (consideration)、完整 (completeness)、清楚 (clarity)、简洁 (conciseness)、具体 (concreteness)、正确 (correctness)。请认真阅读并理解每个原则下的例句，特别是课本第21至22页“使用准确的数字表达”及“正确的使用大写字母”部分。5. 本单元还需掌握如下知识：非SI单位的含义 “西安”和“陕西”的英文 “邮戳”、“邮编”的英文你会翻译这句话吗? “We have drawn on you our sight draft No. 845 for the Invoice amount, US$ 560.00, under your L/C No. 246 of the China Bank.”I. Answer the following questions.1. The companys name, address, and phone number are shown.2. The date should be presented in this order: month, day, year or day, month, year.3. Ms. Mary Noble4. Dear Ms. Noble,5. Very truly yours, Yours truly, Faithfully yours, Yours faithfully,6. Name, title and department7. The dictators initials precede the typists initials.8. No; the trend is to omit a courtesy title preceding a womans name in business correspondence.9. The inside name and address can not be left out, because the envelope is often thrown away, but the letter, which is kept on file, must indicate for whom the message was intended. Besides, just because the information of inside name and address on the letter and the envelope should be the same, it may avoid the mistakes of putting the letter in a wrong envelope.10. Every business letter must be signed. The signature means that the signer agrees to be responsible for the contents of the letter, which has a legal implication. Unsigned letters have no legal authority.11. If there is a reference number in the letter, when mentioned, the writer or the receiver will understand immediately which letter is referred to. And the reference number can link the letter with the previous correspondence so that the letter can be settled in due time.II. Match the following words with their Chinese meanings. 17 GDFBCAEIII. Translate the following job titles.71. 会计部经理2. 副经理3. 业务经理4. 业务主任5. 职员接待员6. 副总经理7. 外销部经理8. 财务主任9. 总经理10. 总经理助理11. 进口联络员12. 进口部经理13. 维修工程师14. 市场开发部经理15. 市场销售部经理16. 销售助理17. 销售主管18. 销售代表19. 市场调研部经理20. 业务经理21. 厂长22. 推销部经理23. 采购（进货）员24. 销售协调人25. 销售主管26. 销售部经理27. 销售监管28. 服务部经理IV. Make corrections in the format of the envelope.Robert Kastens Carbonite Corp. STAMP1333 Second AvenueMilford, Connecticut 06460Ms. Yvette CarlsonHaley-Richardson CompanyOne Perry Park PlazaDetroit, MI 14562V. Comparing the following two sentences in the group and point out which sentence is more polite and considerate.Group 1: We feel sure that you will be entirely satisfied.Group 2: Perhaps next time we can send you what you require.Group 3: We will send you the brochure next month.Group 4: Since you are our regular customer, we are writing to let you know about our important policy change in insurance.Group 5: Take your pick of typewriter ribbons in three colors: black, blue, and green.Group 6: You could obtain a refund if the goods you returned had remained clean and useable.Group 7: The large scale of sales of our products will make your company more profitable.Group 8: We are happy to tell you that we may ship the goods after September 8.Group 9: If you speak to Mr. Wood about production, ask him to consider the delivery schedule.Group 10: We are anxious to start business with you.VI. Situational writing. A. Write the envelopes for the following two letters.Letter A: Your Address STAMPMr. Jacques RogetBuying/Purchasing ManagerBROADWAY AUTOS34 Nicolas AvenueParis, FranceLetter B: Your Address STAMPMs. Janet HopperPersonnel ManagerBIOPAINTS PLC20 BroadwayNew York, NY 10027U. S. A.B. Complete the following letter with its necessary elements on the lines provided.Date:Your ref: 21/JOur ref: 06/ADMr. W. J. ParkerC/O Ms. Judith BrownIHK Company28 Sunnyville RoadLondon N9 9STDear Mr. Parker,Delivery of BootsWe thank you for your Order NO. 589 of June 5 and have to inform you that we are expecting delivery of this kind of boots not later than the end of the next weekWe are glad to know that the two pairs previously supplied have given you satisfaction, as we recognize that a satisfied customer is our best advertisement.We enclose the receipt of payment for your previous purchases, as requested.Yours sincerely,Mark Blumsky Mark BlumskyEncls (2)VII. Arrange the following parts of a letter in the correct order and form, either in block style or modified block style.Block styleTianjin Embroidery Export Corporation78 Hongxing Road, Hebei Disctrict, Tianjin 300543, ChinaTel: +86-22-24561447 Fax: +86-22-24569865Website: Your ref: PLK/lsxOur ref.: HNE/325 September 2, 2009Manchester Trading Company58 Lancaster House, Manchester M14 5RXUKAttention: Marketing ManagerDear Sirs,Re: EmbroideriesWe have learned your name from the Chamber of Commerce of New York, and are writing to you with the hope of establishing business relations with you.We specialize in the exportation of Chinese Embroideries which have enjoyed great popularity in world market. We enclose a copy of our latest price list for your reference and hope that you would let us know if any item is of interest to you.Yours faithfully,Tianjin Embroidery Export CorporationJamie XiaJamie XiaSales ManagerEnclosure: 1 price listC. C. Mr. James BrownModified block styleTianjin Embroidery Export Corporation78 Hongxing Road, Hebei Disctri