Chapter 1 The Writing of the English Business Letter.ppt

1、英语商务函电,规矩-没有规矩不成方圆,迟到 - 如有迟到，请轻清地从后门进来，不要打扰其他同学。 说话 - 请勿窃窃私语,有事请请下课后提出。 旷课 每次上课都会点名。 请尽量往前面坐。,Self-introduction,I was graduated from Chongqing Normal University at 2006. After school, I worked in Chongqing Hengrong Transportation body is to specify his requirements and wishes while closing is to exp

2、ress thanks or hope. 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.,7) Complimentary Close (结束语) There are many ways of complementary c

3、lose 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 “Gentleman (men)”, complimentary close will be “yours truly, truly you

4、rs”, etc.,8) 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 complimentary close with title under it. If the writer represents certain institute, the name of the institute will be printed above the s

5、ignature, for example: Yours truly, Yours faithfully, (signature) MITSUBISHI CORPORATION (Miss) Lucy Steinbeck (signature) Thomas C. Sutton General Manager, Sales Department,9) Enclosure (附件) Sometimes catalogue, pricelist, order, copies of fax or other relative documents will be enclosed in the let

6、ter, then under the signature a line on the left will be added to remind the receiver, for example： enclosure: 3 copies encl. as stated,10) Carbon Copy (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.,

7、11) Reference Notation (信函编号) In business letters, reference is often made to previous letter. It may include the date of the letter, a file number, the contract number, L/C number or the initials of the signer of the letter and take the form as “Our ref.” and “your ref.”,12) On-arrival notation(类别注

8、明) It contains airmail, registered, special delivery, confidential.,13) Attention line(主办人或经办人) When the writer wants to address the letter to a special person or corporation, he will add it under the inside address. It usually takes the form like “Attention: The Advertising Manager” (由广告经理亲阅),14) I

9、dentification initials(姓名首字母) In business letter, Identification initials is the first letter of the writer or the printer.,15) Postscript (附言、又及) It takes the short form of “ P.S.” with something forgotten in the letter or just want to remind something. Sometimes one more part will appear in the le

10、tter, 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,introduction,2. Layout (格式),There are three main layouts of the business letter: full block style, block style , indented style and modified block style.,Full block style (全齐头式),Letterhead

11、信头 Date日期 Inside address封内地址 - - Salutation称呼 Subject 标题 Body正文 - - - Complimentary close结尾客套语 Signature 签名 - - Enclosure (附件) Carbon copy (抄送) Postscript (附言),All details places at the left side of the letter,Block style (齐头式) Indented style (缩进式),There are two main differences between the indented

12、 stlye and block style: the place of date and complimentary close and signature the writing of body So the modified block style mixes the two differences, it can use the place of indented style and the writing of body of block style, or the place of block style but the writing of body of indented st

13、yle.,Block style (齐头式),Letterhead信头 Date日期 Inside name and address封内名称地址 - - - Salutation称呼 Subject 标题 Message正文 - - Complimentary close结尾敬语 Signature签名 - Enclosure (附录) Carbon copy (副本抄送) Postscript (附言),Letterhead信头 Date日期 Inside name and address封内名称地址 - - Salutation称呼 Subject 标题 Message正文 - - - C

14、omplimentary close结尾敬语 Signature 签名 - - Enclosure (附录) Carbon copy (副本抄送) Postscript (附言),Indented style (缩进式),四种书信格式的比较,【书信格式】,introduction,Envelope 信封,信封通常用白色的，大小规格主要分两类。 a. Business Size 西式7号 (16.5cm9.2cm) 主要作为商用. b. Official Size 西式4号 (24cm10.5cm) 主要用于公文及契约. 此外,也可以用白色镶蓝边的航空专用信封,务求质轻坚韧. 【信封】,Bloc

15、k style:,the senders name and address receivers name and address - - -,Indented style:,the writers name and address receivers name and address - - -,the writers name and address receivers name and address - - -,introduction,Principles,语气恰当 直截了当 内容完整 措词得体 描述具体 回复及时,3W式结构,一封商务信函的全文结构可以用3W 来表示，即,Why do

16、 you write the letter? (第一部分) Whats the detailed reason? (第二部分) What do you expect your reader to do? (第三部分),Why do you write the letter? 在信函的一开头就要目的明确、简明扼要告诉读信者为什么要写这封信，这样可以使得读信人立刻知道写信的意图,在读信的时候可以有充分的心理准备,或者把注意力集中在问题的重点上。不会因为一些无关紧要的寒暄而分散注意力。 在这方面，我们最应该注意的就是避免中国式的寒暄和问候，不要为了追求客气而落入俗套。 例：It was a long

17、 time since I saw you in Qing Dao 3 months ago. 这样的信函开头不仅罗嗦、冗长，而且会给收信人一种错觉：这是一封朋友之间相互问候的私人信件。因而将它搁置一边，待自己较为空闲时再看，很可能会因为延迟阅读而给双方带来无可弥补的损失。,Whats the detailed reason? 即商务信函的正文，叙述事实或者理由来支持信里的第一句,会显出你郑重其事、思想缜密。 把所要列举的事实或者理由合并成最重要的一点或者两点，在不影响清楚准确的基础上越简洁越好. 例：I apologize for not settling the accountant so

18、oner, but because of the unfortunate disease of Mrs. Lund, our accountant. We are not able to settle any of our outstanding balance. 简明地告诉对方未按时付款的原因是因为会计生病了，没有一句多余的话，既解释了未按时付款的原因，又道了歉。没有让人感觉既讨厌又烦人的罗嗦。要记住：你不是想给收信人添麻烦，而是想让他同意你的意见，接受你的要求。所以，写商务英文信函的一个主要原则和技巧就是要写的简洁明白。,What do you expect your reader to do? 结尾是提出要求或者提请注意。 不要有任何多余的话，因为那样可能会使写信人的要求不够明确突出，简洁的表达更能突出重点，以便对方对你的来信及信中提到的内容做出及时迅速的处理。 例: Please find enclos