英文商务信函写作的基本知识课件

BasicKnowledgeCoursewareforEnglishBusinessLetterWriting目录CONTENTSTheBasicCompositionofBusinessLettersWritingSkillsforBusinessLettersTypesandUsesofBusinessLettersExampleAnalysisofBusinessLettersCommonErrorsandCorrectionMethodsinBusinessLettersWritingPracticeandImprovementSuggestionsforBusinessLetters01TheBasicCompositionofBusinessLettersContainsthesender'saddress,companylogo,andotherrelevantinformation.LetterHeadContainsthedate,theaddressee'saddress,andthesalutation.TailLetterHeadandTailEnvelopeProtectstheletterandallowsforsecuredelivery.Itusuallycontainsthesender'sandrecipient'saddresses,aswellasastamp.LetterContainstheactualcontentofthemessage,includingthegreeting,body,andsignature.EnvelopeandLetterStandardEnglishbusinessletterformatFollowsasetofrulesandguidelinesthatensurereadability,clarity,andprofessionalism.FontandsizeGenerallyusesaseriffontsuchasTimesNewRomanorArial,withafontsizeof12or14points.ParagraphstructureContainsaclearintroduction,body,andconclusion,witheachparagraphindentedtoseparatethemvisually.WritingStandardsandFormatsAddressestherecipientwithaformalsalutationsuchas"DearMr./Ms.[Name],"andconcludeswithaformalclosingsuchas"Sincerely,"or"Bestregards."SalutationandclosingProofreadtheletterforaccuracyandcorrectanyspellingorgrammarerrorsbeforesending.SpellingandgrammarWritingStandardsandFormats02WritingSkillsforBusinessLettersUseshortandsimplesentencestoexpressideas.Avoidusingcomplexwordsandjargontoensureclarity.Keepparagraphsshortandfocusedtoavoidconfusion.ClearandconciseexpressionUsepoliteandrespectfullanguagetomaintainapositivetone.Avoidsoundingtooformalorstifftoestablisharelaxedtone.Usetheappropriatelanguagefortherecipient'scultureandbusinesspractices.PoliteandappropriatewordingUseadictionaryorproofreadingtooltocheckspellingandgrammar.Avoidusingabbreviationsoracronymswithoutexplainingthem.Proofreadtheletterseveraltimestoensureaccuracyandreadability.Accuratespellingandgrammar03TypesandUsesofBusinessLetters用于向潜在的商业伙伴或客户介绍自己，建立业务关系。介绍信联系信合作建议信用于与已有业务关系的客户或伙伴保持联系，增进了解。向潜在的合作伙伴提出合作建议，表达合作愿望。030201establishingbusinessrelations询盘信报价信还价信Inquiry,quotation,counterofferletter向潜在的供应商或商业伙伴询问产品或服务的详细信息。向潜在的客户或合作伙伴提供产品或服务的价格及详细信息。在已报价的基础上，对价格或其他条款提出修改或调整的建议。向供应商或商业伙伴发送订单，表达购买意向及要求。在收到订单后，向客户或合作伙伴发送订单确认信息。OrderandConfirmationLetter确认函订单信合同信向客户或合作伙伴发送合同草案，供其审查及确认。协议信在合同签订后，向各方发送协议条款及执行计划。ContractandAgreementLetter向供应商或商业伙伴投诉产品或服务质量问题。投诉信针对收到的投诉，向客户或合作伙伴发送处理意见及解决方案。处理投诉信ComplaintsandHandlingLetters04ExampleAnalysisofBusinessLetters0102Letterpurposetoestablishbusinessrelationshipwithacompanyorindividual.Maincontentintroductionofthecompany,productsorservices,andexpressionofcooperationintentions.Languagestyleformal,polite,andclear.Structureintroduction,body,andconclusion.Keyphrases"wewouldliketoestablishbusinessrelationshipwithyou,""weareinterestedinyourproducts/services,""wewouldappreciateyourreply,"etc.030405Example1:EstablishingaBusinessRelationshipLetterLetterpurpose:tomakeaninquiryaboutaproductorservice,requestaquotation,ormakeacounteroffer.Maincontent:cleardescriptionoftheproductorserviceinquiredabout,specificrequestforaquotation,ordetailedcounteroffer.Languagestyle:formal,polite,andpersuasive.Structure:introduction,body(inquiry/quotation/counteroffer),andconclusion.Keyphrases:"wewouldliketomakeaninquiryaboutyourproducts/services,""wewouldappreciateyourquotation,""wewouldliketomakeacounteroffer,"etc.Example2:Inquiry,quotation,andcounterofferletter0102Letterpurposetoconfirmanorderplacedwithasupplierormanufacturer.Maincontentcleardescriptionoftheorderedproductsorservices,quantity,anddeliverydate.Languagestyleformal,concise,andclear.Structureintroduction,body(orderdetails),andconclusion.Keyphrases"wehaveplacedanorderforyourproducts/services,""wewouldappreciateyourimmediateshipment,""wewillconfirmtheorderwithyou,"etc.030405Example3:OrderandConfirmationLetter0102Letterpurposetoconfirmthetermsandconditionsofacontractoragreement.Maincontentcleardescriptionofthecontractoragreementterms,includingscopeofwork,paymentterms,deliverydate,etc.Languagestyleformal,concise,andlawyer-like.Structureintroduction,body(contract/agreementterms),andconclusion.Keyphrases"wehaveagreedonthetermsofthecontract/agreement,""thecontract/agreementisherebyconfirmedbybothparties,"etc.030405Example4:ContractandAgreementLetterVStocomplainaboutaproductorserviceprovidedbyacompanyandrequesthandlingmeasures.Maincontentdetaileddescriptionofthecomplaint,includingproblemsencountered,impactonthecompany'soperation/performance,andhandlingmeasuresrequested.LetterpurposeExample5:ComplaintsandHandlingLetters123StructureLanguagestyleKeyphrasesExample5:ComplaintsandHandlingLettersformal,polite,andpersuasive.introduction,body(complaintdescriptionandhandlingmeasuresrequested),andconclusion."wewouldliketocomplainaboutyourproducts/services,""wehaveencounteredproblemsinusingyourproducts/services,""werequestthatyoutakehandlingmeasures,"etc.05CommonErrorsandCorrectionMethodsinBusinessLettersError2Notusingthecorrecttenseorvoice.CorrectionMethod1Double-checkthespellingandgrammaroftheletter.CorrectionMethod3Proofreadtheletterseveraltimestoensureaccuracy.Error1Notspellingcorrectly.Error3Notusingtheappropriatewordchoice.CorrectionMethod2Useadictionaryorgrammarguidetochecktheusageofwordsandphrases.010203040506Spellingandgrammarerrors01Error1Usinglanguagethatistoocasualorinformal.02Error2Usingcomplexortechnicallanguagethatmaybedifficulttounderstand.03Error3Notbeingclearintheexpressionofideasorrequests.04CorrectionMethod1Useasimpleandclearlanguagethatisappropriateforbusinessletters.05CorrectionMethod2Avoidusingcomplexortechnicallanguagethatmayconfusereaders.06CorrectionMethod3Double-checktheexpressionofideasorrequeststoensureclarity.ImproperlanguageandunclearexpressionCorrectionMethod3Error2Notincludingallnecessaryattachmentsordocuments.CorrectionMethod1Familiarizeyourselfwiththeproperformatforbusinessletters.CorrectionMethod2Double-checktheattachmentsanddocumentsincludedwiththelettertoensurecompleteness.Notfollowingtheproperformatforbusinessletters.Error1Error3Notsendingthelettertothecorrectrecipientorwiththecorrectcontactinformation.Double-checktherecipient'sinformationandensurethatitisaccurate.Improperformatandmissingattachments06WritingPracticeandImprovementSuggestionsforBusinessLetters123Readandwritemore,accumulateexperienceReadavarietyofsamplebusinessletterstofamiliarizeyourselfwithdifferenttypesofbusinessletters,theirstructures,languageusage,andcommonpractices.Writeavarietyofbusinessletterstoaccumulatewritingexperienceandimproveyourproficiency.Practicewritingdifferenttypesofbus