04 书信规范.ppt

1、Formatting Your Business Letter,I. Main Points,1. What is a business letter?,Business letters are correspondence between businesses exchanged for the purpose of Establishing and consolidating business relationship, completing business dealings, and in some cases settling business disputes,Business l

2、etters are always written in formal language except for such cases when the writer and the reader are on very goods terms and their correspondence are of general communication in nature.,normal layout of a business letter,LETTER HEAD,reference number,date of writing,inside address,subject line,salut

3、ation,Body ,closing,signature,enclosures,c. c.,p. s.,1. Letter head,This part is usually printed on the top of business stationeries and gives the basic information about the organization originating the letter Letter head comprises Name of the company, and the organization logo, if any Return Addre

4、ss Telephone number, fax number, email box, and website, if any In the past, there is also the telegraph address and telex number,2. Reference number,Most business letters, like other documents, are numbered for the sake of filing and indexing purposes Each company may have its own system of indexin

5、g The numbers are usually put in these ways: Your Re: sss/xxx Our Re: aaa/ooo Or Your Re: S.D./001 Our Re: ad-001,3Date of writing,Good English requires dates be given in full, i.e., months should be written in their full form rather than shortened form. June 22, 2010 Or 22 June 2010,4. Attention li

6、ne,This refers to the person to whom the subject matter is to be addressed If can be omitted if the letter is not referred to a specific person or the person is referred to in “inside address” e.g.: Attn: Mr Mark J. Will,5. Inside address,This gives the name of the person to whom the subject matter

7、is addressed, the name of the company, its address, and in some cases, telephone number and fax number, if any,6. Salutation,Salutation in English correspondence usually start with the word “Dear” which is just a way of being formal rather than its literal meaning of being intimate When the readers

8、name is not known, the salutation is often given as Dear Sir, Sirs, Madam, etc. If you know the person who you are writing to, it is always preferable to address the reader by his or her name,7. Subject line,Underneath the salutation it is preferable but not always necessary to insert a subject line

9、 to indicate the theme of the letter before the body of the letter starts,8. Body of the letter,This part is the main part of a letter and it contains the message intended to convey to the reader The body of a letter can take either indented style of format or blocked style of format, depending on t

10、he writers preference,9. Complimentary remark,After everything has be presented in the letter body, it is a time to bring the letter to an end. The necessary closing is always a phrase that is related to the salutation When a letter starts with a salutation without mentioning the readers name, the p

11、hrase “Faithfully yours” is applied, while a letter directly addressed to a particular person calls for a more intimate closing such as “Truly yours” or “Sincerely yours”,10. Signature,After the closing remark comes the signature of the person who is responsible for the message sent over and is, of

12、course, should be given in handwriting and followed by a printed name and the position of the person signing the letter to give authority to the letter,11. Enclosures,Business letters often carry appendixes which must be indicated in the form of enclosures It is always put after the signature and th

13、e number of or the specific items of the appendixes should be listed,12. Carbon copy recipients,This shows the person who is also related to the matter discussed in the letter and to whom the letter is also sent,13. Post script,In its ordinary sense, it is used to complement the letter body, but sin

14、ce this can be an indication that the write may not plan the letter thoroughly, PS is rarely used in modern correspondence. If it is used, it serves more to emphasize certain points covered in the letter rather than make up for the omitted items.,2. indented style and blocked style,There are two mai

15、n styles of writing indented style & blocked style,Indented style starts each paragraph with an indention in the first line while blocked style does not. We use a blank line, in stead, between paragraphs to separate paragraphs from each other.,3. Basic requirements for a good business letter,Follow

16、this: 简洁明了 得体周到 准确无误 全面规范 be concise and clear, courteous and considerate, concrete and correct, complete and professional,II. Business Sayings,Some more to read: Money is power. 有钱就有势。 No pains, no gains. 不劳无获。 One false move may lose the game. 一着不慎，满盘皆输。 Hope for the best and prepare for the worst

17、. 抱最好希望，作最坏打算。 Wealth is nothing without health. 失去健康，钱多没用。 Advice is something the wise dont need and fools wont take. 智者不需忠告，愚者不听劝告。,III. Core Words and Phrases,Double space Indented Blocked Signature Comma Courteous service,Margin Colon Clear and concise Proofreading Chain Policy study,IV. Typica

18、l Sentences 1,选择书信的格式很是重要，商务书信就该有商务信函的特色，所以，首先要找到自己所喜欢的格式。 It is very important to select the correct type of writing, and a piece of business correspondence should have the characteristics of a business letter so you have to first of all find the letter format that you prefer. 如果信是采用齐头式，就要注意，除了日期、表

19、示敬意的结尾以及签名处以外，每一行都要从左侧空白页边处开始。 If a letter is typed in blocked style, please note that all lines begin at the left margin except the date, complimentary close, and signature block.,这种格式里，标点符号通常是混合使用的。称呼后面是冒号，致敬结尾是逗号。这种格式在大多数商业信函中广泛采用。 This style is usually typed with mixed punctuation. The salutatio

20、n is followed by a colon, and the complimentary close by a coma. This form of punctuation is widely used in most business correspondence. 我们所报的商品都是用优质最好的材料造的，并且有多种式样及颜色可供选择。我们还可接受订单按要求定做女衬衫，以满足个人特有的需要。请抓住有利时机，现在就向我们订购吧。 All the items quoted are made of the best quality materials and can be supplied

21、in various designs and colors. We can also accept orders for blouses to be made according to instructions in order to meet the individual requirements. Please avail yourselves of this advantageous condition and place your orders with us now.,IV. Typical Sentences 2,IV. Typical Sentences 3,5. 校对就是重读自

22、己写过的东西，要确保自己脑子里的那些单词都能正确地转移到纸上或显示器上面来。校对完了还得编排，有时可以一并完成，但按顺序来做或许效率更高。 Proofreading is re-reading what you wrote to make sure all the words in your mind to be correctly made onto the paper or the screen. After you have proofread your material, you need to edit it. Sometimes, these can be done togethe

23、r, but it is more effective when they are done sequentially. 6. 虽然我们公司属于私人企业，但我们愿意在平等互利、互通有无的基础上与贵公司建立业务关系。相信我们很多产品在贵地都会有跟好的销路。 Although our company is a private enterprise, we are willing to establish business relations with your firm on the basis of equality, mutual benefit and exchanging what one

24、 has for what one needs. We are sure that many of our products will enjoy a good market in your region.,IV. Typical Sentences 4,7. 对于贵公司商品目录中的针织时装我们很感兴趣。作为一家时装连锁店，我们可能考虑将一部分我们自己设计的款式，安排在广东生产制造。 We are very interested in the fashion knitwear illustrated in your catalogue. As a fashion chain, we might

25、 consider having some of our own designs manufactured in Guangdong. 8.商务英语注重商业信函、电子邮件、备忘录和传真等有效交际，还包括简历和报告的撰写。大家应当在语法、词汇和变形等方面下功夫编辑自己商务写作。 English for business writing focuses on effective communication in business letters, e-mails, memos, and faxes. It also includes practice in writing resumes and

26、reports. You will work on editing your business writing and paying attention to grammar, vocabulary, and format.,Typical Sentences 5,9. 你们或许知道，自从去年四月份以来，中东地区对于上述货物的需求甚大。因此已经承接的订单过多，我公司目前无法按规公司要求进行报盘。 As you perhaps know, demand for the above-mentioned products has been heavy in Middle East since las

27、t April. We are consequently fully committed at the moment and are unable to make you an offer as requested. 10. 已经收到贵方9月9日的询盘，你们对我厂生产的沙发表示有很大的兴趣，我们非常感谢。现寄上附图产品目录一份以及我们在产品中经常使用的一些皮革的样品。 We have received your enquiry of 9 September and thank you for your interest in our sofa. A copy of our illustrate

28、d catalogue is being sent to you today, with samples of some of the leather we regularly use in our manufactures.,Typical Sentences 6,11. 随函附上了一个邮资已付的信封，以方便您回信，回信的内容写在背面，切盼您早日给我们来信。 An envelope that requires no postage is enclosed for your convenience. You may use the back of this letter for your re

29、ply. We will appreciate it if you can let us hear from you soon. 12. 关于此订单的付款，本公司将立刻开立以贵公司为受益人的不可撤销的信用证。并通过纽约花旗银行支付此订单所列CIF的货款。若贵公司能在接到信用证之后，马上将前4项货物装上开往纽约的早班轮船，将不胜感激。 As for payment for this order, we will open an irrevocable letter of credit in your favor right away through The First National City

30、 Bank, New York to cover the total CIF value of this order. We shall appreciate your arranging to ship the first four items by the first available boat sailing to New York direct right after your receipt of the L/C.,Typical Sentences 7,13. 感谢你方10月10日询价，并且很高兴寄上棉制及丝绸女衬衫的报价。对于那些可立即供应的现货商品我们已经做了标记。 We t

31、hank you for your enquiry of 10 October and are pleased to send you our quotation for cotton and silk blouses. We have indicated those items that are available form stock. 14. 如贵公司能许可较为宽松的付款方式，则可扩展双方业务，我方建议货到凭单付款。 If you could offer us easier payment terms, it would probably lead to an increase in b

32、usiness between our companies and we would like to propose cash against documents on arrival of goods.,Typical Sentences 8,15. 传统的做法是日期和地址之间空三行，地址和问候语之间空两行，签名处前面一定要空四行。 Its traditional to triple space between the date and the address block, double space between the address block and the salutation,

33、and do leave four lines for the signature.,V. Paragraph Writing and Translating (1),要知道如何根据目的和收件人来设计写作的格式。适应性不仅仅局限于内容，因为格式虽然是表层的东西但也相当重要。 Be sensible about the choice of appropriate format according to both the nature and object of your writing. Appropriateness is not only relevant to the content, i

34、t is important to the format as well, however superficial.,Paragraph Writing and Translating (2),齐头式书信格式是当前流行的商务信函行文格式并已为众多注重效率的专业人士所认可，因为这种方式省去了许多不必要的键盘输入。对于读者而言，左边平整的格式看起来比缩进式更具时代的特色。 This block style is the current business letter writing style standard and has been approved by efficiency experts

35、 because it saves keystrokes. To readers, this flush left style looks more contemporary than the indented paragraph style.,Paragraph Writing and Translating (3),要学好商务书信的结构。结构不同于格式，格式适应于信函的审美部分而结构指的是内容本身。商务写作通常是直截了当，将最为重要的部分集中在前面几段。 Learn the structure of a business letter. Structure is different fro

36、m the format. Format applies to the aesthetic part of the letter, while structure refers to the content itself. Business writing is usually straightforward and generally includes the main gist of the piece in the first few paragraphs.,Paragraph Writing and Translating (4),人们喜欢自己收到的信息听起来就像是来自某个人，而不是冷

37、冰冰的机器，为此，不管是什么环境下的信函都应尽量显得越自然越好。 People like to get messages that sound like they come from a human rather than cold machines. To that end, all business letters, regardless of the environment under which their written, should sound as natural as possible.,Paragraph Writing and Translating (5),我们很高兴地

38、告诉你们，我们对各种真皮手工制的提包有兴趣。对高质量的时装提包这里有稳定的需求，虽然销售数量不特别多，但能卖到好价格。 We are glad to inform you that we are interested in hand-made handbags of all sorts of genuine leather. There is a steady demand here for fashion handbags of high quality and, although sales are not particularly high, good prices can be obt

39、ained.,VI. Discussion and Assessment,商务英语写作是一门实践性很强的课程，在此展开关于提高写作技能的一些讨论。下面第一例为学生习作，先看看有什么地方需要改进？如何改进？然后思考自己平时在商务写作时是否遇到难于解决的问题？如何通过背书、查考和合作方式加以解决？,1）讨论：俗话说，“巧妇难为无米之炊”，商务英语写作也是如此。背诵常用的核心词汇和经典句式，储存在自己的大脑，完成语言的输入（input）对语言习得具有积极的正面意义。在实际工作中，许多商贸文书都是在电脑前面直接完成的，几乎没有时间找模板来依葫芦画样，所以首先要重视语言的输入。,其次，语言的输出（out

40、put）对语言习得也同样具有积极的正面意义。即语言的应用能促使语言学习者从语意的理解转到语言知识的应用和巩固。实践恰恰是应用语言的最好机会。实践是课堂教学的延伸，课堂教学如何与实践活动相互结合，关系到组织能力，交际能力，思维能力和创新能力的培养和发展。教学的目标就是将课堂所学到的语言技能应用到实践当中去，解决实际问题。为了培养这种实际能力，使自己真正成为独立的学习者和研究者，学生还需要学习如何使用图书馆、如何利用互联网来获取知识、寻求答案，这样才有可能独立地提出问题，独立地寻找答案，独立地解决问题。,另外，还要积极的参与课堂讨论。在课堂上，要关注同学们是怎么写的？他写得好的地方在哪里？哪些地方

41、很有创意，值得借鉴？哪些地方存在欠缺，需要改进？自己是不是会犯同样的错误呢？如何客观地评价他人习作中的优劣？怎样从他人的语用失误中吸取方面教训？在写作时对于特定意思的表达，我们自己能否根据需要写出不同的表达模式加以对比分析决定取舍方案并进行综合自评？总之，共同参与式外语教学理论就是要鼓励学生成位独立自主的学习者、研究者和应用型人才。,2）示例：,我们生产这些产品差不多已有半个世纪了，在世界各地均有销售，客户完全满意。相信质量和工艺都符合你方的要求。习作： These products, we have produced half a century and they have saled in

42、 all over the world. Our customers all satisfied. We trust the quality and the art can meet your request.,“生产这些产品差不多已有半个世纪”说明“已经开始、还在生产并且仍将继续”，就应该使用现在完成时We have been producing these products才合乎时态；they have saled中的sale的意思是“销售”但是应该用动词却误用了sale这个名词，应改为sell的过去分词，在此最好使用现在完成时的被动语态；all over the world前面多了一个介

43、词in导致词组破坏，改为in every corner of the world也可；“客户满意”可以说是customers are all satisfied 而不是customers all satisfied“客户全部去满足某事”；另外，“要求”是requirement不等于request“请求”，而art的含义是“艺术”，用来表达“工艺”不妥,建议改写：,We have been producing these products for almost half a century and they have been sold well throughout the world to

44、the full satisfaction of all our customers. We are confident that both the quality and the workmanship would meet your requirements.,VII. Applied Writing,A. Write a business letter to inquire about the product information of a certain company. Your letter should contain the following information:,B.

45、 Sample writing,March 28, 2009Name of SenderAddressName of ReceiverAddressDear Mr. Yang:,This letter is typed in blocked style. Note that all lines begin at the left margin except the date, complimentary close, and signature block. They start from the center, or slightly to the right off center on t

46、he page. Some authors refer to this form as the “modified block with block paragraphs.”This style is usually typed with mixed or standard punctuation. The salutation is followed by a colon, and the complimentary close, by a comma. This form of punctuation is widely used in most business correspondence.,To facilitate typing the date and the closing lines, set the tabular stop at the center or slig