商务书信写作的基础知识

1、Unit 1 Basic knowledge of Business Letter-writing 商务书信写作的基础知识A brief introduction of the course.Focus of the course;How to learn English Business Correspondence course well ;Teaching methods. Basic knowledge of English business correspondence; Foreign trade procedure; Establishing business relations

2、hip; Business negotiation ( enquiry, offer/ quotation, counter-offer, acceptance, order and contract); Implementation of the contract( terms of payment, insurance, packing and shipment); After-sale service( claim and claim settlement). You must understand the foreign trade procedure and theory; You

3、must learn the samples by heart; You should know the format and writing steps and try to match the fixed expressions of certain business correspondence to their respective writing steps; You should read more samples. Teacher-guiding: 1/2 of the time; Student-centered: half of the time teacher will a

4、nalyze the samples, and half of the time students will do exercises in enterprise-simulated situation. In a company-simulated situation, most of the tasks are group work. Final score: attendance 30%, homework20%, in-class activity 30%, extracurricular exercises 20%. Final exam 50%, the average of th

5、e above 50%.Teaching steps Principles of writing business letters; Format of business letters; Exercises. Writing steps of business letters;6C principle proposed here Consideration; Conformity; Clarity; Concreteness; Conciseness; Completeness.Question outline Who are my readers; What do I want them

6、to do? What interests or motivates them? How are they likely to react to what I say?Topic list Topic; Key words; sort the information to best order; One paragraph about one topic.The common 7C principle Clearness: clear what you are writing and avoid any unclear expressions. keep the letter to the p

7、oint so that the recipient will understand the writing purpose at the very beginning and keep the subject all the time. Write a question outline. Conciseness: use the least words to express the key information in short and simple sentences. Correctness: titles, names, address, time and place of ship

8、ment, quality, color, size, unit price, volume, packing items should be double-checked besides spelling, letter and grammar. “soon, at an early date, good, nearly” should be avoided. Courtesy: instead of always using “ please, thank you”, the writer should (1) follow the international common practic

9、e (2) respect the recipients custom(3) use polite expressions instead of commanding tone even when the recipient has made mistakes. Consideration: put the reader first. Completeness: answer all the questions raised by the recipient of the letter.Exercises: rewrite the sentences according to the 7C p

10、rinciples Ill send the samples to you soon. Look at our offer on Page 5. We allow 2 percent of discount for each cash payment. We wont be able to send you the brochure this month. As to the steamers sailing from Hong Kong to Guangzhou, we have bimonthly directly services.answers I will send the samp

11、les to you next Monday. You will be particularly interested in a special offer on Page 5. You earn 2 percent discount when you pay cash. We will send you the brochure next month. once two months.Forms of Business Letters 商业信函的格式Four major formsFull Block Form 齐头式Modified Block Form With Indented Sty

12、le 混合式Modified Blocked Form 改良式1.Simplified form 简化式全部左对齐混合式实例 Blyco Texile Grorp B.V Ossterstra 2,7524DZ Enschede he Netherlands Tel:53877432 Telex:45635 Fax:5333117Your ref:C9246 Our ref:bwbw Date:April24,2004Xian Texile Import &Export Corp.108Lian Hu Road,Xian, Shaanxi,ChinaDear sirs,Thank yo

13、u for your letter of April18,2004.We are a compny that is ,for years already,engaged in importing clothing items from your courty, although not from Xian.We are interested in contacts as mentioned by you.Our purchasing manager,who is in Hong Kong at the moment,will contact you when he returns.With k

14、ind regards. Yours fathfully Blyco Texile GroupB.V. (Signed) J.kistemaker,Manager 寄信人地址收信人地址落款中间偏右日期靠右落款偏右全部靠左改良式实例简化式实例Blyco Texile Gro Ossterstra 2,7524DZ Enschedehe Netherlands Tel:53877Telex:45635 Fax:5333117April24,2004Xian Texile Import &Export Corp.108Lian Hu Road,Xian, Shaanxi,ChinaThank

15、 you for your letter of April18,2004.We are a compny that is ,for years already,engaged in importing clothing items from your courty, although not from Xian.We are interested in contacts as mentioned by you.Our purchasing manager,who is in Hong Kong at the moment,will contact you when he returns.J.k

16、istemaker,Manager无结尾敬语无称呼Parts of a Business Letter 信件组成部分Essential Parts 必要部分1. The letterhead 信头2. The reference and date 编号及日期3. The inside name and address 收信人名称地址4. The salutation 称呼5. The body of the letter 信文6. The complimentary close 结尾敬语7. The signature 落款Optional Parts 附加部分8. The attention

17、 line 具体收信人9. The subject line 事由10. The enclosure 附件11. The carbon copy notation 抄送12. The postscript 附言各部分写法信头和收信人名称、地址 英语：名称在上，地址在下 地址先小后大 中文：名称在上，地址在下 地址先大后小名称、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名称门牌号街道城市邮编国家中文名称、地址举例河南科技大学林业职业

18、学院中国河南省洛阳市中州东路2号单位名称地址由大到小中国地址名称用英文写Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 单位名称门牌号大楼名称街道邮编城市国家日期位置：美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下 均可以齐头，也可以靠右写法：美式：月-日-年英式：日-月-年美式日期举例Interstate Products, Inc. 511 Interstate Co

19、urt Sarasota, FL 34240 USA Date: April 4, 20- Shandong Foreign Trade (Holdings) Corporation Limited 51,TAIPING ROAD QINGDAO, 266001 CHINA 日期英式日期举例OFFICE SYSTEMS PTY. LTD. 124 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail .uk Aqueous Technologies 291 Caxton Street Sante Fe

20、 U.S.A 18 November, 20- Dear Sir or Madam, 日期日期写法注意事项 “月份”最好用全称，如： 1.2 May, 20- 2.2nd May, 20- 3.2 May 20- (Comma can be omitted) 4.September 21,20- 5.September 21st, 20- 避免月份用数字，如11/12/20-称呼 位置：必须齐头 写法：对男士（正规）：Dear Sir, 或Dear Sirs,或Gentlemen:对女士（正规）：Dear Madam, 或Dear Mesdames,对关系密切的商业伙伴：Dear Jack,词

21、首字母全大写，用逗号或不用标点符号Gentlemen后用冒号结尾敬语 位置：齐头式靠左对齐，混合式和改良式偏右，简化式省略。 正规场合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly yours,第二个单词小写，用逗号或不用标点符号称呼与结尾敬语的对应关系Salutation Close Occasion Dear Sir(s) Dear Sir or Madam (Mmes) Yours faithfully Faithfully yours Standard and formal closure Gentleme

22、n Ladies/Gentlemen Yours (very) truly Very truly yours Used by Americans Dear Mr. Malone Yours sincerely/ Sincerely Best wishes (U.K.) Best regards/ Regards (U.S.) Less formal and between persons known to each other 落款Yours faithfully, Ciba-Geigy Chemicals Co. Pam LotisPam Lotis Pam Lotis Inspection

23、 coordinator Yours faithfully, Pam LotisPam Lotis Pam Lotis Inspection coordinator For Ciba-Geigy Chemicals Co. Yours faithfully, L. Van LindeL. Van Linde L. Van Linde Manager, QAD Software Co. 结尾敬语手写签名打印签名职务公司名称具体收信人（注意事项） 位置： 1. 收信人名称地址之下 表示的是承办本信件的具体个人或部门 1. Attention: Mr. H. A. Donnan, Export Ma

24、nager 2. Attention of Mr. Cave 3. To the attention of Mr. Liu Ming 事由 位置： 1.称呼和正文之间 2.齐头式靠左，混合式和改良式居中 3.要加下划线 表示的是该信函的主题 1. Re: Your Order No.463 for1,000 Wide-screen TV Sets 2. SHEEP WOOL 附件 位置： 落款之下，左对齐 说明该信件有附件 1. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure抄送 位置： 附件之下，左对齐 表示该信件同时抄

25、送给他人 1. 明抄：cc Marketing Department 2. 暗抄：bcc Mr. Simpson Carbon copy,收信人知道被抄送Blind carbon copy,收信人不知道被抄送，只出现在发给被抄送人的信件里附 言 1.补充说明内容 2.强调 P.S. The samples will mailed to you tomorrow.组成部分分项示例1. China National Cereals, Oils & Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, China

26、Telephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: 2. Our Ref. Your Ref. Date: 15th November, 20-信头日期3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products收信人名称和地址具体收信人称呼事由5. We thank you for your enquiry of 5 November. In complia

27、nce with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of

28、interest. We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)结尾敬语信文落款11. Enclosures12. cc our Shanghai Branch Office13. P.S. We require payment by L/C for a total value not exceeding USD50,000.附件抄送附言补充材料补充材料Envelope Addressing 信封格式写信人在上，收信人在下根据收信人名称地址的写法分两种格式： 缩格式：收信人名称地址逐行右缩 齐头式：收信人名称地址左端对齐缩格式举例MESSRS WILLIAM & SONS 76 Lancaster House stamp Manchester, England Mr. Wang Kai-ming CHINA NATIONAL TRANSPORT CO. 120 Nanjing Road Sha