Business Letter1

1、1LEARNING OBJECTIVESAfter studying the lesson, you should be able tolKnow principles of business-letter writinglKnow parts of a business letterlLearn the styles of a business letterlLearn some general tips of writing a business letter by studying sample letters to inform, which refers to conveying t

2、he vast amount of information needed to day-to-day operations of the business;to influence, which means that messages included in a business letter should also influence the readers attitudes and behaviors. A. COURTESY In our letters, we should always keep in mind the person we are writing to, see t

3、hings from his angle, visualize him in his surroundings, see his problems and difficulties and express ideas in terms of his experience. B. CORRECTNESS Correct grammar, punctuation and spelling are basic requirements for business letter writing. Also, we should choose the correct level of language a

4、nd use accurate information and data in our letters. C. CLARITY We should first identify what we want to express and then express the idea in plain, simple words and formats. D. COMPLETENESS Our letters should include all the necessary information and data. E. CONCISENESS We should write in the fewe

5、st possible words without sacrificing completeness and courtesy. F. CONCRETENESS Our writing should be vivid, specific and definite. G. CONSIDERATION Try to put yourself in HIS place;emphasize the YOU attitude and the positive,pleasant facts; Example1(answers): Thank you for your information in your

6、 letter dated 5th August 1999. We are very interested in your tape recorders, It will be highly appreciated if you could send us photographs and a price list of the same. Looking forward to hearing from you soon. Sincerely yours, 1. Determine our purpose of writing a certain letter. 2. Identify who

7、the readers are. 3. Organize the message, which is to be contained in the letter. 4. Write a draft. 5. Polish the writing. 1)信头(letterhead)2）编号，日期(reference and date) 3）封内名称和地址 (inside address) 4）经办人(attention) 5）称呼(salutation) 6）事由（标题）(subject) 7）正文(body) 8）结尾敬词(complimentary) 9）签名(signature) 10）附件

8、 (enclosure) 11）抄送(cc to XX) 12）附言(postscript)LetterheadReference NumberDate Inside Address Particular Address or Attention LineSalutation Subject Line or Caption _ _ _Complimentary CloseSignature IEC Block Postscript Body of the letter1)Letterhead 外贸商号的信笺，一般都印有信头，包括发外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码

9、、传真号、及信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目等，有些会将经营项目 ，注册商标和，注册商标和公司董事、经理等姓名一并印在信头上。如公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。需打印，则信头位于信笺上中央或右上方。The name of the firmIts address and postal codeFax numberInternet addressTelephone numberTelegraphic and telex addressE-mail addressTrademark or a brief slogan,

10、 etc.EASTERN TEXTILES IMP. & EXP. CO.,LTD.34297 Shangcheng Road, Shanghai, ChinaTel: 6606811 Fax: 6507631 Http:/E-mail: 2)Reference and Date 参考号：为便于存档与查阅，可以为信编写参考参考号：为便于存档与查阅，可以为信编写参考号，为避免混淆，最好标明号，为避免混淆，最好标明Your ref: Our ref: 打印日期注意事项：打印日期注意事项：A. 年份应完全写出，不能用年份应完全写出，不能用(94)代替代替(1994)B. 月份要写英文名称，不

11、能用数字来代替，但可月份要写英文名称，不能用数字来代替，但可以用缩写。以用缩写。C. 日期最好用基数字。日期最好用基数字。 Your ref: ALM Our ref: 5511/ TL Dear Sirs,Dear Sirs, Your ref: ALMDear Sirs, We refer to your letter of November 12, 2004,ref. TY 1160 24th March, 2010 March 24th, 2010 24 March, 2010 March 24, 20103)Inside name and Address 收信人的姓名和地址一般是列在

12、信笺的左上方，沿收信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。信左页边线写起。封内地址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人内把收信人名称地址写明对工作有便利。对发信人而言，便利有二：而言，便利有二： 一是发信时可与信封地址相互对照，避免放入信封一是发信时可与信封地址相互对照，避免放入信封时发生差误；时发生差误； 二是发信后便于准确归档，便于以后查找。对收信二是发信后便于准确归档，便于以后查找。对收信人而言，便利也有二：人而言，便利也有二： 一是收信人读信时，如发现信封名称地址与封内名一是收信人读信时，如发现信封名称地址与封内

13、名称地址不符，可以知道是放入信封时发生错误，将称地址不符，可以知道是放入信封时发生错误，将信返回；信返回； 二是收信后如信封与信函分离原信仍能保持完整，二是收信后如信封与信函分离原信仍能保持完整，便于查阅。便于查阅。Ms. Cecilia GreenSales ManagerABC Company123 Berry DriveMinneapolis, MN55106U.S.A.Vice PresidentMessrs. J. Harvey & Co.66 High StreetAnytown, AY1 2BFChina National Machinery Import & E

14、xport Corp.36, Jianshan RoadDalian, 116023Peoples Republic of China4)Attention Line 如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention 或Attention of例1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager China National Machinery

15、 Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of ChinaAttention: Mr. Wang, Export ManagerP & G Company24 Madison AvenueColumbus, OH 43004U.S.A.Attention of Pual YangBiddle, Sawyer & Co., Ltd.Hadden HouseFitzroy StreetLondon, SW8 25DY, EnglandAttention of Export De

16、partmentMr. H.A. Donnan, pleaseP & G John Morris & Co., Inc.ATTENTION OF PURCHASING MANAGEROSullivan BuildingBaltimore, Maryland, 10026U.S.A.5)The Salutation 这是写信人对受信人的一种称呼，其位置是在封内地址的下面空两行，目前外贸书信中一般通用的称呼语有：Dear sir , Dear Madam, Dear sirs,Dear Ms, Gentlemen(不能用单数),Dear Mr.xxx称呼后面的的标点，一般使用逗号或

17、分号，美加来信中Gentlemen后用冒号：6)Subject Line or Caption Line 事由写在称呼语下面两行，一般是在信笺事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。称，数量，信用证或合同号等即可。 Subject: Proposed delay of the deliveryRe: Proposed delay of the delivery In re: Invoice No. 1120SUBJECT: ACCOUNT NO. 689 Proposed delay of th

18、e delivery7)Body of the Letter 这是书信的主体，表达发信人的意见。在信这是书信的主体，表达发信人的意见。在信的开头有开头语的开头有开头语(Opening Sentences),自成一自成一节，在习惯上是用客套语先将收到对方的来节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题及简单内容加信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信是答复以综合叙述，使对方一目了然这封信是答复哪一封去信的。如果是第一次通信也可以利哪一封去信的。如果是第一次通信也可以利用开头语作必要的自我介绍。用开头语作必要的自我介绍。 在信的结尾一般有结尾语(

19、The closing Sentences), 一般用来总结本文所谈的事项，提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。另起一段。如We hope to receive your early reply. Your early replay will be highly appreciated. 8)Complimentary Close 结束语是一种客套用语它应与前面的称呼相呼应，后面加逗号。如： Dear Sir(s), Yours faithfully,or Faithfully yours, Gentlemen: Truly yours,or Yours tru

20、lly, Dear Mrxx, Yours sincerely or Sincerely yours,SalutationClose Dear Sirs, Dear Sir, Dear Madams, Dear Madam, Dear Sir or Madam, Faithfully yours, Yours cordially, ( (formal) ) Gentlemen:Yours truly,Truly yours,( (formal) )Sir,Madam,Respectfully yours,Yours respectfully,Dear Mr. Morgan:Dear John:

21、Dear Miss Green:Dear Mrs. Smith:Dear Ms. White:My dear Mrs. ( (or Miss.).) Bush: Sincerely yours,Yours sincerely,( (less formal) )9)The Signature 结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。 外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。 Yours faithfully, ( (signature) )Cathy KurtzMarketin

22、g Manager Yours faithfully, THE INTERNATIONAL TRADING COMPANY ( (signature) ) Cathy Kurtz Marketing ManagerYours faithfully, For CHINA NATIONAL IMPORT & EXPORT CO., LTD. ( (signature) ) George MorganYours faithfully, Per Pro ( (or P.P.) ) CHINA NATIONAL IMPORT & EXPORT CO., LTD. ( (signature

23、) ) George Morgan10)Enclosure 如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2 Encls or 3 Encls,或详细列明如下： Encls: 2 Invoices Enc: 1 B/L 1 Photo 1 Certificate 1 Enc.Encls: 2 commercial invoices Enc.1 Attachment Enclosure As StatedEnc: 1 B/L 1 certificate Attachments:2Enc.11)The Carbon Copy Notation 如果函件要抄送其他有关单位，同

24、时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CC to xxx” or “CC xxx”c.c.: Dalian BranchB.c.c.: Mr. Brown (on the copy only)C.C.: Jean Kipman12)Postscript 信写完后，如果想起还有要紧的要说，可以在信末加P.S. 引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。 LetterheadDate: _ Inside Address_ Salutation: _ _ _ _ _Complimentary Close,SignatureBodyLetterhead Da

25、te:_ Inside Address_ Salutation: _ _ _ Complimentary Close, Signature Body Letterhead _ _ Complimentary Close, SignatureInside Address_ Salutation:Date:_Body Letterhead Date:_Inside Address_ _Salutation: _ _ _ Complimentary Close, SignatureBody StampChina National Machinery Import & Export Corp.

26、36, Jianshan RoadDalian, 116023Peoples Republic of China P&G Company 24MadisonAvenue Columbus, OH 43004 U.S.A. StampChina National China National Machinery Import & Export Corp.36, Jianshan RoadDalian, 116023Peoples Republic of China P&G Company 24 Madison Avenue Columbus, OH 43004 U.S.A

27、. Remarks: 1.Private 2.Confidential 3.Registered 4.Express 5.Ordinary Mail 6.Immediate(Urgent) 7.Printed Matter 8.Sample 私人信 机密信 挂号邮件 快递邮件 平信 急件 印刷品 样品Sample 你是中国国家轻工业产品进出口总公司联络你是中国国家轻工业产品进出口总公司联络部主任，于部主任，于2008年年5月月10日收到罗森合伙人公日收到罗森合伙人公司（司（Lawson & Company）的贸易联系函）的贸易联系函于当月于当月20日回复，回复信中申明本公司的贸日回复，

28、回复信中申明本公司的贸易政策，愿意应要求随信附上公司最新产品易政策，愿意应要求随信附上公司最新产品的目录一式两份，以便于对选择我们的产品的目录一式两份，以便于对选择我们的产品有所帮助。有所帮助。 China National Light Industrial Products Import & Export Corporation, China May 20, 2009Lawson & Company U.S.A.Dear Mr. Herman: Your letter of the 10th May has been received. We appreciate your

29、desire to promote trade with our corporation. It is our policy to develop trade with companies of other countries on the basis of equality, mutual benefit and exchange of needed goods. We shall be very glad to receive your inquiries for light industrial products as well as art and craft goods. Enclo

30、sed please find 2 catalogues of our latest articles, which, I think, may be helpful to you in making your choice. Yours truly, (Signature) Song Lijun Director of the Liaison Department Enc: 2 catalogues Follow-up Practice 1. 1.你是重庆交通大学英语系主任李刚教授，于你是重庆交通大学英语系主任李刚教授，于20092009年年9 9月月2222日给美国华盛顿大学语言学系日给美

31、国华盛顿大学语言学系主任修书一封，提议两校之间建立长期友好主任修书一封，提议两校之间建立长期友好的联系，并陈述理由，征求对方意见。的联系，并陈述理由，征求对方意见。 2. 2.英国牛津大学英国牛津大学Trinity CollegeTrinity College语言学系语言学系Daniel JohnsonDaniel Johnson教授于教授于20092009年年5 5月月8 8日写信要日写信要你将所写论文寄给他，你写一封回信，表示你将所写论文寄给他，你写一封回信，表示感谢。感谢。 School of Foreign LanguagesChongqing Jiaotong UniversityN

32、anan, Chongqing Municipality, 400074P.R.ChinaSeptember 22, 2009ChairmanDepartment of Linguistics, University of WashingtonSeattle, Washington, 98121U.S.A.Dear Sir/Madam:Greetings from Chongqing! On behalf of the Department of English of ChongqingJiaotong University, I would like to suggest setting u

33、p a linkage between your department and mine. Various ways of exchanges beneficial to both sides could be explored. We wish to invite one of your professors to come and offer courses in the theory of linguistics, and we would in return send one of our senior teachers to lecture on education in China

34、 in your department. Another possibility is to exchange students. Every year each side could send one or more students to the other side to study for a year and bring back the credits they have got. We would be glad to give special help to your students if they want to learn Chinese. Short visits by fac