商务函电-form-of-correspondence教学课件

2023/7/231ChapterIFormandStructureofBusinessCorrespondence商务函电的格式和结构

Likeabeauty,agoodbusinesslettershouldincludeLanguage--outlookStructure--figureTopic–innerbeauty,quality(WithExample)themegallery2023/7/233TeachingObjectives

IntroductionLayoutofabusinessletterAddresstheenvelope2023/7/2342023/7/2352023/7/236FormatofaBusinessLetter1.FullBlockForm(平头式)2.IndentedForm

(缩行式)–Modifiedblockformwithindentedparagraphs

2023/7/237Standard/principleparts:letterhead,date,insidenameandaddress,attentionline,salutation,subjectline,body,complimentaryclose,andsignature.Whenitisappropriate,anyofthefollowingoptionalitemscanbeincluded.

Optionalparts:referencenumber,enclosures,carboncopynotation,andpostscript.LayoutofaBusinessLetter2023/7/238LayoutofaBusinessLetter（IndentedForm）

1.letterHead信头2.Ref.No.参考号3.Date日期4.InsideAddress封内地址5.

AttentionLine经办人6.Salutation称呼7.Subject事由8.Body正文9.ComplimentaryClose结尾敬语10.Signature签名11.Enclosure附件12.CarbonCopy抄送2023/7/2391)LetterheadPosition:inthecenterorontheleft/rightmarginatthetopofthepaper2)ReferenceFunction:forfilePosition:belowtheletterheadYourref.／Ourref.Structure:afilenumber,theinitialsofthesignerandthenthetypist’sinitials,departmentalcodeEg.ODL-11,PC/MJ

LayoutofaBusinessLetter2023/7/2310LayoutofaBusinessLetter3)DateFormsofexpression:B.E->day/month/yearE.g.12thOctober,2019or12October,2019A.E->month/day/yearE.g.October12,2019Don’tusetheabbreviationform—12/10/2019

2023/7/2311LayoutofaBusinessLetter4)InsidenameandAddressPosition:attheleft-handmarginatleasttwolinesbelowthedate

E.g.Dr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.

2023/7/2312AttentionLineDetail:Attention/ATTN/Attentionof/Fortheattentionof

E.g.RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

Attention:Mr.CaveorAttentionofPurchasingManagerorATTN:XXXLayoutofaBusinessLetter2023/7/23135)TheSalutationtheleftmarginandtwo-fourlinesbelowtheinsideaddressSalutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.Typicalways:①Traditionalsalutationis“Dear”followedbythereader’stitleandlastname:

②Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:

③Whenaddressingagroupofpeople,useoneofthefollowingsalutations:

LayoutofaBusinessLetter2023/7/23146)SubjectLineorCaptionLinePosition:attheleftmarginorinthecenter，twoline-spacingbelowthesalutationMeaning:tellswhattheletterisabout3basicexpression:Re:/Subject:/‥‥

LayoutofaBusinessLetter2023/7/2315LayoutofaBusinessLetter7)BodyofaletterBeforeyoubegintowrite,youmustfirstofallconsiderthefollowingtwopoints:A.Whatisyouraiminwritingthisletter?B.Whatisthebestwaytogoaboutit?

2023/7/2316LayoutofaBusinessLetter8)ComplimentaryCloseAbasicrule:matchthesalutationDifferentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresser发言人andtheaddressee收件人:□Formal□LessFormal2023/7/23179)TheSignatureAlwayssignyourletterbyhand.Thetypewrittensignatureandthetitlearetypedbelowthehandwritingsignature.

E.g.1E.g.2Yoursfaithfully,

(Yoursignature)HuiMaPersonnelDirectorLayoutofaBusinessLetter2023/7/2318LayoutofaBusinessLetterE.g.3

AnemployeewithspecialauthoritytosignYourssincerely,(P.P.／

PerPro.)THEINTERNATIONALTRADECO.(signed)

CharlesSmith

ManagingDirector(Thenameofthecompanyincapitals)

(Typethenameofthesigner)

(Thepositionofthesigner)LayoutofaBusinessLetter

YoursfaithfullyYoursfaithfullyforTheOverseasCoLtd(sgd.)(sgd.)JacksonBrown&CoW.BlackPresidentAnofficialsigningApartnersigningforhisfirmforhiscompany2023/7/2319LayoutofaBusinessLetter

YoursfaithfullyforSalesManager(sgd.)W.Black

Anemployeewithoutspecialauthoritytosign2023/7/23202023/7/232110)CopyNotationattheleftmarginc.c.Mr.Cooper(Mr.Cooperwillreceivethecopiesoftheletter)11)EnclosureattheleftmarginSomecommonlyacceptedmethodsforindicatingenclosuresarelistedbelow:Enclosure:PriceListEnc.(4)orEncl.(4)Encl.:AsstatedEnclosures(4):PackingList,CommodityInspectionCertificate,SalesConfirmation,InsuranceCertificateLayoutofaBusinessLetter2023/7/232212)PostscriptTheaddingofaP.S.shouldbeavoidedasfaraspossible.E.g.P.S.I’mexpectingyourphonecallnextweek.Itissometimesusedtoemphasizeaspecialpointthatthewriterwantstobringtotheattentionofthereader.LayoutofaBusinessLetterHi–Whendidyouwanttogotolunch?

RebeccaP.WhistleLanguageActionDirect,Inc.106EastStreetSussex,H072KP+1(959)123-4567voice+1(959)123-4567FAXwhistlelangactdirectbeccalangaqueen(personal)

2023/7/23232023/7/2324CommonLayoutofAddressesonEnvelopesReturnAddressStampAddressRemarks2023/7/2325

Remarks:

1.Private私人信

2.Confidential机密信3.Registered挂号邮件

4.Express快递邮件

5.OrdinaryMail平信

6.Immediate(Urgent)急件

7.PrintedMatter印刷品

8.Sample样品9.ViaAirMail航空2023/7/2326ElectricMailEmailEnglish

Thefollowingemailscontainwordswhichcanoftenbeconfused.Underlinethecorrectormostappropriateword.Iamwritingwith(1)connection/reference/regardingtoourtelephoneconversationthismorningaboutyourorder7895LG.Imust(2)regret/apologise/sorryforthedelayinprocessingthisorder.Icannowconfirmthatthegoodshavebeenshippedandshould(3)arrive/reach/deliveryouwithin10days.Wehavetakenspecial(4)care/attention/cautiontomakesurethattheitemsareexactlyasyourequested.Onceagain,please(5)take/have/acceptourapologies.Ifyouhaveanyfurtherquestions,donot(6)stop/fail/hesitatetocontactmeagain.Reference,apologise,reach,care,accept,hesitate2023/7/2327EMAIL2Iwas(1)sorry/unhappy/afraidtohearaboutthedamagetotheproductsthatyoureceivethismorning.However,Iam(2)afraid/apologise/regretthatwecannot(3)accept/except/haveresponsibilityinthis(4)topic/material/matter.Allourproductsare(5)controlled/checked/lookedverycarefullybeforeleavingthefactory,andthedamageinthiscasemusthavebeencausedintransit.2023/7/2328

I(6)propose/suggest/tellthatyoucontacttheshippingcompanydirectlyaboutpossiblecompensation.Inthemeantime,wecanshipthesameordertoyouagain,ifitwouldhelp.Ifyougiveusafirminstructiontodoso(7)until/by/withinthenextfewdays,itshouldreachyou(8)until/by/withintheendofthemonth.Sorry,afraid,accept,matter,checked,suggest,within,by2023/7/2329

EMAIL3Iamwritingtoyou(1)affecting/connecting/concerningthemeetingthatwe(2)combined/appointed/arrangedforthisFriday.IamafraidsomethingurgenthascomeupandIwillnotbeabletoattend.Canwe(3)cancel/postpone/schedulethemeetinguntilnextweek?IcanmakeanytimeWednesdayorThursday.Iapologiseforany(4)disadvantage/inconvenience/unfortunatethismaycause,andI(5)lookforward/wait/anticipateto(6)hear/hearing/knowfromyou.Concerning,arranged,postpone,inconvenience,lookforward,hearing2023/7/23302023/7/2331ExerciseII.MatchthefollowingwordswiththeirChinesemeanings1.

ByAirmailA急件2.

ExpressDeliveryB航空3.

Registered;RecordedC密件4.

Urgent