英语商业信函信ppt课件

1、Chapter 2,Various Business Letters,2.1 Invitation Letter,Invitation letters are widely used in a variety of activities such as a conference, a speech, a business ceremony and a formal diplomatic reception both nationally and internationally. 1) Structure of an invitation letter An invitation letter

2、generally consists of the following three parts in sequence. The introduction gives the name of the inviter, a person or group extending the invitation and tells the event.,The middle part describes the event in detail: its date, time, and location. If necessary, the significance, subject, schedule

3、and/or other guests invited may be included. The ending part expresses the hope that the invited guest would attend the event. An invitation letter is usually written in the third person and typed on stationery with letterhead. 2) Useful expressions (1) It is my pleasure to invite you to attend the

4、30th. Founding Anniversary of our university.,(2)On behalf of Motorola Cooperation, I am pleased to invite you to visit our company for 3 days, for the purpose of better understanding and cooperation, during November 21-23,2007. (3) It is an event of exceptional importance. (4) A wide range of issue

5、s will be discussed at the meeting. (5) We hope to meet you and have you as our guests in Hefei. (6) I would be glad/delighted if you would attend/come to the conference. (7) We would be very pleased if you could come. (8) We hope you can come and look forward to seeing you later.,3) Sample Letters,

6、S3. Invitation to an opening ceremony of a new factory Citron Automobiles Manufacturing, Hefei 23-3 Shenlong Mansion,232 HANYANG street, Wuhan 430062 Tel:fax:May 25, 2006 Mr. Anderson Jones, Director French Auto Trade Company, East Asian Office 231 Zhongshan Street Beijin

7、g 100086,Dear Mr. Jones: Our new factory in Hefei will be commencing production on June1 and we would like to invite you to be present at the opening ceremony to mark this occasion. This is an important milestone for our company, and is the result of continued demand for our products both at home an

8、d overseas. We invite all those important individuals and trust that you will pay us the compliments of accepting the invitation. Please confirm that you will be able to attend by advising us of your time. we can arrange for you to be met.,All arrangements for your stay (overnight on June 1) will, o

9、f course, be made by us at our expense. Yours sincerely, (hand signature) Wilson Wang Administrative director, Citron Automobiles Manufacturing, Wuhan,S4. Invite someone to address a meeting English Department Beijing University 111 Xueyuan Road Beijing 100080 November 15, 2007 Dr. Andreas Rodger De

10、partment of English Literature Boston University 231 Brooklyn Street, NY 10323 USA,Dear Dr. Rodger: The English Department of Beijing University would like to extend to you an invitation to be our guest speaker at the annual Literature Seminars to be held at the meeting room at eight oclock, Saturda

11、y morning, December 21,2009. As you know, the department is interested in the 20th century English literature. Since you are familiar with the field, we know your views will be extremely interesting to us.,You will receive further details later, but we would appreciate having your acceptance soon so

12、 we may complete our agenda. Yours sincerely, Samson Zhang,2.2 Reply to Invitation Letter,When receiving an invitation letter, it is necessary to give a prompt reply, either acceptance or rejection, so that the inviter can arrange for the event. 1) Accepting an invitation (1) Structure of an accepti

13、ng letter. A letter of acceptance begins with the expression of thanks to the inviter for the invitation and pleasure at being able to accept, followed by restatement of the details of the event such as the date, time and location and ends with passionate expectation for the event. It should be brie

14、f and maintain an enthusiastic tone.,(2) Useful expressions.,(1) Thank you for your kind invitation to and I will be very happy to accept it. (2) I want to express my most sincere gratitude for your taking this problem seriously and inviting me to discuss it with you. (3) I will happily join you for

15、 breakfast at the Springfield Country Club to discuss the itinerary for our meeting on Tuesday. (4) I am delighted/glad that you would like to meet with me to discuss the use of office space.,(6) We are honored to accept your kind invitation to (7) I plan to attend the meeting you have planned for J

16、anuary 9, at 9:00 a.m. prompt. (8) What a coincidence! I have another meeting in Springfield during the first week of October, so that would be a great time for you to show me the new developments at the Springfield site. (9) Yes, I am free on May 4 for your opening ceremony; I have already marked i

17、t on my calendar.,(11) It will be a new experience for me and I look forward to it. (12) I have many exciting things to show you about our company. (13) I am eager to corporate with you. (14) I am quite interested in family history and will be happy to show you how to develop our own charts. (15) We

18、 sincerely appreciate the invitation and look forward to the wonderful opportunities that await our coorporation in the future. (16) I am anxious to travel to Springfield and see the new developments there.,(3) Sample letter.,S6. Accepting an invitation to addressing a meeting (reply to sample lette

19、r S4 in 2.1) Dr. Andreas Rodger Department of English Literature Boston University 231 Brooklyn Street, NY 10323 USA November 26,2007,Samson Zhang English Department Beijing University 111 Xueyuan Road Beijing 100080 Dear Mr. Zhang: Thank you very much for the invitation to the annual Literature Sem

20、inar which will be held at your meeting room at eight oclock, Saturday morning, December 21, 2007.,I am very pleased to share my latest views on the research future of English Literature at the seminar and also hope to listen to the voices of colleagues in the field. I will be arriving in Beijing on

21、 December 19. I look forward to meeting you in Beijing. Yours sincerely, Andreas Rodger,2) Rejecting an invitation,(1) Structure of a rejection letter. A Rejection letter begins with expressing thanks for the invitation and regret for being unable to accept the invitation, followed by the explanatio

22、n of the reasons for rejection and ends with good wishes or suggestions for other time or opportunity. (2) Useful expressions. (1) I am sorry to tell you that I shall not be able to come to the meeting on Saturday, November 23. (2) I will be away on business that day and shall not be back until Nove

23、mber 29.,(3) Thank you for your kind invitation to dinner on July 10, but regret that, unfortunately, I am unable to accept it owing to a previous engagement for the same evening. (4) I appreciate very much your kind invitation to attending the meeting on May 13th, but it is with sincere regret that

24、 I find I have another engagement on that day. (5) It is our pleasure to join in the reception party on Sunday. But unfortunately (6) Although I would like to come, I will be in America at that time.,( 7) Perhaps you might be free on December 10 and we could meet at 10 a. m. that day. (8) Wish the c

25、onference a great success and hope that you will send me another invitation at some future date.,(3) Sample letter.,S7. Rejecting an invitation to addressing a meeting (reply to sample letter S4 in 2.1) Dr. Andreas Rodger Department of English Literature Boston University 231 Brooklyn Street, NY 103

26、23 U.S.A. November 26,2007,Samson Zhang English Department Beijing University 111 Xueyuan Road Beijing 100080 Dear Mr. Zhang: Thank you very much for the invitation to the annual Literature Seminal which will be held at your meeting room at eight oclock, Saturday morning, December 21,2007.,Unfortuna

27、tely, I have to give lectures to my students at Boston University from December 1 to January 15 according to the teaching schedule. I am really sorry for being unable to attend the seminar. I wish the seminar a great success. Yours sincerely, Andreas Rodger,2.3 Inquiry Letter,An inquiry letter asks

28、the reader for specific information. For example, you might write such a letter to a business to ask about their products, discount, payment terms, prices and so forth. Since an inquiry letter requires a response, it is essential to make the letter specific, clear, concise and friendly so that the r

29、eader understands it easily and provides the information you need.,1) Structure of an inquiry letter,The content of an inquiry letter will depend on three things: how well you know your supplier; whether your supplier is at home or abroad; and the type of goods you are inquiry about- there is a diff

30、erence between asking IBM about the cost of installing a complex computer and asking a publisher how much a book would cost. If you do not know the supplier at all, your letter should sound very formal and polite and generally follow the following format. The introductory paragraph introduces yourse

31、lf and, if appropriate, the institution or firm you are working for. The middle paragraphs briefly explain why you are writing and how you will use the requested information. The specific information you need is then listed. The,Requests may be phrased as questions or as a list of specific items or

32、information. In either case, make each item clear and concrete. The concluding paragraph offers the reader some incentive for responding, expressing gratitude for the readers attention to the letter, or acknowledging the inconvenience of the request. In some cases, you can also indicate further busi

33、ness, or other products you would be interested in if you think you could be supplied.,2) Useful expressions,(1) We are one of the main producers ofin Hefei, and we are interested in your products. (2) We were given your name by the Trade Promotion association of Hefei Province. (3) The British Emba

34、ssy in Beijing told us that you were looking for agent in China. (4) We were impressed by the selection of washing machines that were displayed on your stand at this years Guangzhou Trade Fairs. (5) Please quote us your lowest prices for the following goods. ,3) Sample letters,S8. Inquiry based on a

35、n advertisement for Mobile phone Disc corp 251 rue des Raimon F-8600 Ploitiers Cedex Tel: (33) 999999 Fax: (33) 102166 May 12,2006 The Sales Dept. R.G. Electronics AG Havmart 601 D-5000 Koln 1,Dear Sirs: We are a large mobile phone store in the centre of Poitiers and would like to know more about th

36、e products you advertised in this months edition of “Newspaper”. Could you tell us if the phones are leading brand names, or made by small independent companies, and whether they would be good for using . It would also be helpful if you could send us some samples and if they are of the standard we r

37、equire, we will place a substantial order. We would also like to know if you are offering any trade discounts.,Thank you. Yours faithfully, P. Gerard,2.4 Reply to Inquiry Letter,1) Structure of a reply When you receive an inquiry, determine whether you have both the information and the authority to

38、respond. If you have received an inquiry that you feel you can not answer, find out who can and forward the inquiry to that person. Then notify the writer that you have forwarded the inquiry, as shown in sample letter S10 below. When an inquiry is forwarded, the person who replies should state in th

39、e first paragraph of the response why someone else is answering the original inquiry.,If you are the right person in your organization to respond, answer as promptly as you can, and be sure to answer every question asked. The reply may be structured as follows. The introductory paragraph opens with

40、appreciation to the inquirer for his/her inquiry, acknowledgement of his/her letter and quoting any other references that appear. The middle paragraphs focus on giving detailed information about what has been inquired by the inquirer, for example, prices, samples, discounts and payment terms. The co

41、ncluding paragraph expresses thanks for the inquirers writing the inquiry letter if you have not done so in the beginning of the letter and encourage further inquiries or future cooperation.,2) Useful expressions,(1) In reply to your inquiry of July 7 we are sending by post the latest price list of

42、our products. (2) Many thanks for your letter of May 16. As requested we enclose our catalogue and price list. (3) I was very pleased to receive your inquiry of January 15 and enclose our illustrated catalogue and price list given the details requested. (4) On regular purchases of quantities of not

43、less than 500 individual items, we would allow a trade discount of 15%. (5) We look forward to receiving a trial order from you soon.,3) Sample letters,S9. Indicating that the inquiry has been forwarded Jane Zhang, director of Public Information China Power Company 231 Sichuan Road Shanghai 210083 P

44、.R. China August 10, 2006 Kate Parsons Ohio Office Equipment Ltd. 111 Flying Valley, OH 12345 USA,Dear Kate : Thank you for inquiring about the heating system we recommend for use in homes designed according to the specifications outlined in our brochure “ Insulating for Efficiency”. Because I can n

45、ot answer your specific questions, I have forwarded your inquiry to Michael Wang, Engineering Assistant in our Development Group. He should be able to answer the questions you have raised. You should be hearing from him shortly. Yours sincerely, Jane Zhang, director of Public Information China Power

46、 Company,S10. Reply to sample inquiry letter,R.G. Electronics AG Havmart 601 D-5000 Koln 1 Tel: (221) 2222212 Fax: (221) 3333333 May 12, 2006 P. Gerard Disc SA 251 rue des Raimon F-8600 Ploitiers Cedex,Dear Mr. Gerard: Thank you for your inquiry of May 12 in which you asked about the mobile phone we

47、 advertised in this months edition of “ Newspaper”. The phones have high quality which means they would be suitable for any kinds of situation , which is a new brand , you will certainly recognize after using it and their prices are so competitive . Because of their low price and the small profit ma

48、rgin, we will not be offering any trade discounts . We are sending you a price-list .,We have sent, by separate post, samples of the advertised product , and would urge you to place an order as soon as possible . Thank you for your interest. Yours sincerely, R. Gellach Sales Director Encl.: price-li

49、st,2.5 Recommendation Letter,Recommendation letters, also known as reference letters, are used to give information about a person to a prospective boss, recommend a person to a graduate program, nominate a person for an award, and so forth. A recommendation letter effectively helps share a persons a

50、bilities, skills, accomplishments, and positive personal traits with decision-makers and is therefore an essential part of any application process.,1) Structure of a recommendation letter,There are mainly two types of recommendation letters according to the purpose of the letter: one for employment

51、and another for admission to graduate college. The letter may be structured as follows. The introduction part introduces yourself by stating your relationship with the candidate, how you got to know and how long you have known him or her, and why you are writing the letter.,The middle part provides

52、specific information about the candidates outstanding qualities, skills, abilities, accomplishments, or other characteristics, especially those that are specific to the candidates field of interest or job request. All descriptions should be substantiated by concrete examples and relevant anecdotes.,

53、The ending part gives a brief summary of the applicants qualifications and a clear statement of recommendation in a strong tone, stating why the applicant should be considered over others. You may list your contact information if you are willing to receive follow-up correspondence.,2) Useful express

54、ions,(1) It gives me pleasure to recommend Wang Lin, one of my students, as a candidate for your Ph. D program. (2) I have been Mr. Wangs supervisor for more than two years, and I can recommend him for your consideration, confidence is his character and scholarship（学识） measure up to your universitys

55、 high standards. (3) Mr. Zhou, about whom you inquired in your letter of December 21, was a district manager with us from May 1999 to July 2004, when he left to pursue other entrepreneurial ventures.,(4) Throughout his years with us he has consistently displayed a remarkable ability , you will find

56、her a most efficient and responsible person. (5) His ability to interact with customers and resolve their complaint in a pleasant manner gave us a significant advantage. (6) If you require any further information, please do not hesitate to get in touch with me at the above address/telephone number.

57、(17) She had practical experience in sales .,3) Sample letters,S11. Recommendation letter for employment (Printed letterhead)( 印有抬头的信笺） November 25, 2005 Mr. Roberto Smith Manager, Marketing Services Allied Industries Inc. 110 Riverbend Drive, Suite 1550 Stamford, CT 06907,Dear Mr. Smith: This is in

58、 response to your recent request for a letter of recommendation for Belinda Miller who worked for me up until two years ago. Miller worked under my direct supervision at Johnson Technologies for a period of six years ending in October 2003. During that period, I had the great pleasure of seeing her blossom from a junior marketing trainee at the beginning, into a fully functioning Marketing Program Coordinator, in her final two years with the company. That was the last position she held before moving on to a be