《商务函电》ppt课件

1、BUSINESS LETTERS 商务函电 introduction1Contents and ways of writing (主要内容和写法主要内容和写法) 2Layout (格式格式)3Envelope信封信封 There are seven parts in an ordinary business letter:1 letterhead2 reference number and date3 inside name and address4 salutation5 message6 complimentary close7 signature1. Contents and ways

2、of writing (主要主要内内容和容和写写法法) Some letters may contain one or more of the following, which depend on the different situation of each writing requirement:8 reference notation9 attention line10 subject line11 enclosure12 carbon copy13 postscript 1) Letterhead (信头) The letterhead usually includes the ess

3、ential information about the writer name, address, cable address, telex number, etc. The writing of the address should be stressed as it is totally different from Chinese order. The number and the street should be put at the beginning while the city and country be put at the end. For example, 中国广东省广

4、州市天河街14号 should be translated into “No.14 Tianhe Street, Guangzhou, Guangdong Province, China. 普通放在整封信的首页最上面中央，有些公司为方便直接将信头印在信笺上端。如 PING AN INSURANCE COMPANY OF CHINA Add: No.48 Zhonghua Road, Nanning, Guangxi, China : 5899900 Cable address: xxx Fax: 2438999 Telex No: 这里须强调一下，国外地址写时应留意从小写到大，而不是中国人的习

5、惯从大写到小。2) Date日期 As for the date, it is usually put one or two lines under the letterhead on the right for the purpose of filing or checking. Simple ways of writing: March 4,2006 March 4th, 2006 4 March, 2006 Avoid using “3/4/06 or “2006.3.4.日期的表达式最简单的主要有英式日期/月/年，及美式月/日期/年陈列法，如2006年3月4日写为：March 4,20

6、06,Or March 4th, 2006 。3) Inside Name and Address (封内称号和地址) It will be the same as in the envelope, which shall be the name and address of the receiver. But when some companies use the name of the owner as part of the company name, “Messrs will be added before the name, for example, “Messrs Bob&

7、 Michael Trading Co. 此称号和地址由于写在信内而被称为封内称号地址，目的是为了确保信封与信件的一致性以免装错信封寄错信。封内称号地址的写法与信头写法一致。 此内容放在日期之下，齐左边。如 xxx, China National Chemical Imp.& Exp. Corp., Nanning Branch, 65# Qixing road, Nanning, Guangxi, China.姓名的写法：1写给认识的男性，用Mr.加上姓名，如 Mr. John Smith2)对认识的男性，可用头衔或职称替代Mr.表示尊重，如： Doctor John Smith,

8、Professor Joyce Gwillian3) 对认识的男性，可以同时写上职称甚至任务单位，如： Mr. John Smith, manager Camera Shop4) 对数位男性，可用Messrs., 如：Messrs. Thomas Wood and John Smith5) 写给不知姓名的人，可写其职务或所在机构，如：The manager Oriented Bank6) 写给未婚女性，用Miss, 接姓名；给已婚女性，用Mrs.； 给不知婚姻情况的女 性，用Ms. 4) Salutation (称谓) Salutation in business letter is diff

9、erent from that in Chinese or ordinary English letters. “Dear is used to express respect here, for example, “Dear Mr. Perton. Sometimes the letter is not ad-dressed to a specific person, then “Dear sir (s), “Gentleman (men) are used. This part is placed on the left under the inside name and address.

10、 称谓放在封内称号地址之下，齐左边。 5) Message (正文) Message is the part the writer expresses his idea or requirements. Usually, it is divided into three parts: opening, body and closing. Opening is to give the reason of writing; body is to specify his requirements and wishes while closing is to express thanks or hop

11、e. The contents of body will vary with the specific step of business. There are two main kinds of layout here: indented one with the first line of each paragraph indented and blocked one with all lines on the left. 正文的内容普通都包括开头、正文、终了三部分。正文内容会根据详细的买卖环节而有所改动。正文格式根据信件格式不同有区别，齐头式下正文全部齐左边，缩进式下正文每一段首行往里缩进

12、。 6) Complimentary Close (终了语) There are many ways of complementary close to show respect. It carries no specific meanings. Usually we keep them in pace with the salutation. When the salutation is “Dear sir (s), complimentary close will be “yours faithfully, yours sincerely; when salutation uses “Ge

13、ntleman (men), complimentary close will be “yours truly, truly yours, etc. 此内容根据信件格式不同位置有区别，齐头式下终了语放在左边，缩进式下终了语放在右边。 7) Signature (签名) It is usually printed and written on a letter, the place of which will depend on the layout of the letter. We put signature under the complimentaryclose with title u

14、nder it. If the writer represents certain institute, the name of the institute will be printed above the signature, for example: Yours truly, Yours faithfully, (signature) MITSUBISHI CORPORATION (Miss) Lucy Steinbeck (signature) Thomas C. Sutton General Manager, Sales Department签名紧跟在终了语之下，手写表示尊崇，所以有

15、时信函是打印的，也要在打印签名之下手签。签名根据信件格式不同位置有区别，齐头式下签名放在左边，缩进式下签名放在右边。 8) Reference Notation (参考案号) In business letters, reference is often made to previous letter. It may include the date of the letter, a file number, the contr-act number, L/C number or the initials of the signer of the le-tter and take the fo

16、rm as “Our ref. and “your ref.有时为了归档、查找方便，或明确让双方明白此封信函的内容与什么有关，会在信头之下，日期之上右边添上这一内容，后面多跟合同号、信誉证号等。 9) Attention (送交) When the writer wants to address the letter to a special person or corporation, he will add it under the inside name and address. It usually takes the form like “Attention: The Adverti

17、sing Manager (由广告经理亲阅) 不论信件格式为齐头式还是缩进式，此内容均齐左边。 10) Subject Line (标题) It is usually the order or contract number or the name of the goods to enable the receiver to be clear of the contents in the letter and for the purpose of filing. It is put under the salutation and before the message. 位置根据信函格式有所不

18、同，齐头式下标题放在左边，缩进式下标题放在中间。 11) Enclosure (附录) Sometimes catalogue, pricelist, order, copies of fax or other relative documents will be enclosed in the letter, then under the signature a line on the left will be added to remind the receiver, for example： enclosure: 3 copies encl. as stated 普通放在签名之下，不论信

19、件格式如何，均齐左边。 12) Carbon Copy (副本抄送) It is to show the letter has been sent to someone in charge of this, for example “c.c. Manager. It is placed under the enclosure on the left.不论信件格式如何，齐左边。13) Postscript (附言) It takes the short form of “ P.S. with something forgotten in the letter.Sometimes one more

20、 part will appear in the letter, it takes the form of “C/O: in care of (由转交), for example, Prof. Henry K. Wenger C/o Mr. Michael L. Mogan此内容为信后忘写部分，类似中文信件中的“另，缩略为：P.S.。 introduction1Contents and ways of writing (主要内容和写法主要内容和写法) 2Layout (格式格式)3Envelope信封信封 2. Layout (格式格式) There are three main layout

21、s of the business letter: indented form, blocked form and combined form. The first two are illustrated as below with different parts of the letter in place. Indented form (缩进式)Blocked form (齐头式) There are two main differences between the indented form and blocked form: the place of date and complimentary close and signature the writing of body So the combined form mixes the two differences, it can use the place of indented form and the writing of body of blocked form, or the place of blocked form but the