Layout of a Business Letter商業(yè)信函格式

1、外外 貿(mào)貿(mào) 英英 語語 函函 電電Business English Correspondence易露霞易露霞 陳原陳原 孫美楠孫美楠 主編主編清華大學出版社清華大學出版社Introduction to the course Course description Course objectives Course contents Learning guide Assessment and Requirements 外外 貿(mào)貿(mào) 函函 電電Introduction English business correspondence or business letter is a written comm

2、unication between two parties. It is a means through which views are expressed and ideas or information is communicated in writing in the process of business activities. It is to learn both the language and the professional knowledge (in other words, to learn the language you are going to use when y

3、ou work).外外 貿(mào)貿(mào) 函函 電電Course description Business Correspondence is one of the most important courses (a compulsory course) for International Business Trade Majors. It is designed to help students to accomplish the transition from general English learning to specialized English learning, aiming at pre

4、paration for a future business career.外外 貿(mào)貿(mào) 函函 電電Course objectives After the completion of the whole course, students are supposed to: comprehend and master the basic writing skills for various types of business correspondence. be familiar with the general conventions as well as main procedures in i

5、nternational trade practice. conduct business, make quick and correct reactions to the business information and make business concluded in real life situations. 外外 貿(mào)貿(mào) 函函 電電Course contents The contents of Business correspondence involve many aspects of international business trade, mainly include : E

6、stablishing business relations; Inquiry; Offer; Counter offer; Order; Acceptance; Contract; Packing; Shipment; Payment; Insurance and Claim.外外 貿(mào)貿(mào) 函函 電電 Achieve balance between language-learning and business-learning. Achieve balance between input and output of what have been learned. Achieve balance

7、 between course-book learning and simulated practice. Focus on various writing patterns and writing skills of business correspondences. Master the commonly-used business vocabularies and make good use of them.外外 貿(mào)貿(mào) 函函 電電Learning guide The course will be assessed as follows: Routine performance: 30%,

8、 including: routine attendance ,in-class practice, tests and outside-class assignments Final exam: 70%外外 貿(mào)貿(mào) 函函 電電Assessment and Evaluation CriteriaRequirementsYou are appreciated for not being late for class or absent from class. chewing gums or wearing a cap during classes. picking up the cell phon

9、e or letting the phone ring during classes.外外 貿(mào)貿(mào) 函函 電電Chapter OneLayout of a Business LetterContents Objectives Leading In Sample letter Language Points Summary Assignments Case study外外 貿(mào)貿(mào) 函函 電電Objectives Upon completion of this chapter, you should: be familiar with the layout of business letters. k

10、now the formats of business letters. know how to address the envelope.外外 貿(mào)貿(mào) 函函 電電Leading In Name the ways of communication you know What is the layout of an English letter?外外 貿(mào)貿(mào) 函函 電電 Telephone Fax E-mail Letter Telegram Telex外外 貿(mào)貿(mào) 函函 電電Ways of communicationWarming up外外 貿(mào)貿(mào) 函函 電電日期Date封內(nèi)地址Inside Addr

11、ess稱呼Salutation正文Body結(jié)尾敬語Complimentary Close簽名Signature外外 貿(mào)貿(mào) 函函 電電Electronics Ltd. 3 Stockbridge Road Liverpool LP5 20M Tel.: 087564789076 Fax:087564747867 Website: .uk Your Reference: Our Reference: 2569 April 13, 2004 Fuiji Company 153 Ginza-Chome Tokyo, Japan Attention: Sales Manager Dear Sirs, R

12、e: Portable Colour TV Sets We have seen your advertisement in the “Electric Frontier” and are quite interested in your portable colour television set. Enclosed is our Inquiry Note No.2368. Please quote us the lowest price C.I.F. Liverpool, stating the earliest date of shipment. We look forward to yo

13、ur early reply. Very truly yours, ELECTRONICS LTD. Harold Jones Harold Jones Manager Encl. Inquiry Note cc: Mr. J.L.Smith, New York Layout of Business Letter1.信頭 letter Head 2.日期 Date 3.封內(nèi)地址 Inside Address 4.稱呼 Salutation 5. 正文 Body 6.結(jié)尾敬語 Complimentary Close 7.簽名 Signature 8.事由 Subject 9.附件 Enclosu

14、re a 參考號 Ref.No. b 經(jīng)辦人 Attention Line c 抄送 Carbon Copy goLetterhead Generally, a letterhead will include the company logo, companys name, address, telephone number, fax number and email address, and the web address if available. 信頭的寫法：2種格式 信頭一般印在信紙上端的中間，但也可印在信箋的左上方 1）平頭式 Richard Thomas & Baldwins Lt

15、d. 151 Gower Street London, SCT 6DY, England Tel:63216260 Fax:63302700外外 貿(mào)貿(mào) 函函 電電 2） 縮行式 SHANGHAI PHARMACEUTICAL CO.,LTD Tel:63216260 Fax:63302700 2.發(fā)信人地址、日期的具體寫法：發(fā)信人地址、日期的具體寫法： 1） 門牌號碼和街名（或郵箱號）門牌號碼和街名（或郵箱號） 例如例如: 151 Gower Street 2） 城市、郵政編碼、國家名城市、郵政編碼、國家名 例如：例如：London, Swg250Y, England （二）編號和日期（二）編

16、號和日期 1.編號編號 （Reference No.) 有的信頭下有編號有的信頭下有編號 。編號是供參考用的，作。編號是供參考用的，作用是用是 能使復信與先前發(fā)出的信函聯(lián)系起來。能使復信與先前發(fā)出的信函聯(lián)系起來。 a.卷宗號碼卷宗號碼 (a file number)、 b.部門代號（部門代號（departmental code)， c.辨認代號（辨認代號（initials of the signer)：口述人：口述人和打字人的名字縮寫。和打字人的名字縮寫。 編號又分：編號又分： 你方編號（你方編號（Your Reference No.), 我方編號（我方編號（Our Reference No.

17、), 例如：例如： Your Ref : B-1549 Your Ref : JBD/WM Our Ref: A-3450 Our Ref: WDW/LP Inside Address Always include the recipients name, address and postal code. Add job title if appropriate. 距日期兩到四行，打在左邊。 1.寫上封內(nèi)地址的益處： 1）發(fā)信時可與信封上地址相互對照，以免發(fā)信時發(fā)生錯誤 2）收信人讀信時可以相互對照 3）便于查閱Date外外 貿(mào)貿(mào) 函函 電電02/01/032002年1月3日2003年2月1日

18、2003年1月2日Chinese wayAmerican wayBritish wayTo avoid confusion, it is a common practice to write months in words. Return salutation1. If unsure to whom you should address a letter, you should use the following salutations: Dear Sir or Madam, 2. If you know the name but are not familiar with the other

19、 person, you should use the following salutation: Dear Mr./Mrs. XXX,外外 貿(mào)貿(mào) 函函 電電 3. If you are quite familiar with the other person, you may use the following salutation: Hi XXX, Hello XXX, XXX,外外 貿(mào)貿(mào) 函函 電電Informal salutation其位置比封內(nèi)地址和經(jīng)辦人行低兩行，并與之平頭其位置比封內(nèi)地址和經(jīng)辦人行低兩行，并與之平頭 1.商業(yè)函件商業(yè)函件 1)用用“Dear Sirs, ” 不能單

20、獨用不能單獨用“Sirs,” 2)美國人用美國人用“Gentlemen：”,更加普遍更加普遍 (不能用單數(shù)）不能用單數(shù)）,單數(shù)時稱單數(shù)時稱“Dear Sir” 3)如果是女性公司，則用如果是女性公司，則用 “Dear Mesdames,” 2. 公事函件：公事函件： “ Dear Sir，”對一般機關(guān)團體負責人適用對一般機關(guān)團體負責人適用此外公事函件還可以用此外公事函件還可以用 “To those who may be concerned，”外外 貿(mào)貿(mào) 函函 電電 外外 貿(mào)貿(mào) 函函 電電（六）事由（主題）The Subject Line 或Caption： 事由（標題）的作用是讓收信人對信的主

21、旨一目了然，寫在稱呼語下面的兩行，一般是在信箋中上部的位置，可在前冠以Subject ：或Re：的字樣。 事由要簡單扼要，說明商品名稱、數(shù)量、信用證或合同號碼等即可。eg. Subject: Annual Stockholders Meeting Re: Your Order No.111Body of a letter The body of a business letter typically contains three paragraphs: 1.introductory paragraph 2.one or more body paragraphs 3.concluding par

22、agraph外外 貿(mào)貿(mào) 函函 電電Body of a letter注意事項： 1）段與段之間一般空兩行 想一想：如果信的正文很長，一頁紙不夠用而需兩張或數(shù)張聯(lián)頁，該怎么辦？外外 貿(mào)貿(mào) 函函 電電Body of a letter如果信的正文很長，一頁紙不夠用而需兩張或數(shù)張聯(lián)頁，應在第一頁的右下端打“待續(xù)”（to be continued),并在聯(lián)頁上端注明收信人的名稱、日期、頁數(shù)，再繼續(xù)打正文。這是為了避免第一頁和第二頁，第三頁在發(fā)信時誤置。外外 貿(mào)貿(mào) 函函 電電 Formal Truly/sincerely/Faithfully yours, Informal Best regards,外外

23、貿(mào)貿(mào) 函函 電電Complimentary CloseCapitalize only the first word in the complimentary close, and follow all phrases with a comma. 注意： 1）結(jié)束禮詞寫在結(jié)尾語下隔一行，正中或略向右邊寫起 2）只有第一個字母大寫，后面加逗號 3）歐洲信函把Yours放前，美國則把副詞放前 4）用Yours而不用Your，與Yours連用的一定是帶-ly的副詞。外外 貿(mào)貿(mào) 函函 電電Complimentary CloseSignature Companys name Your signature

24、typed signature (job title)ELECTRONICS LTD. Harold Jones Harold Jones ManagerReturn 外外 貿(mào)貿(mào) 函函 電電 想一想：如果有資格簽署的人不在公司，想請他人簽署，該怎么辦？外外 貿(mào)貿(mào) 函函 電電 注意： 1)p.p. 有時候有資格簽署的人不在公司，常以授權(quán)（power of attorney)授權(quán)一負責的雇員簽署，在這 格式一般如下： Yours faithfully （P.P.）THE NATIONAL TRANSPORT CO.， Manager外外 貿(mào)貿(mào) 函函 電電 （十一）其他 1.附件（Enclosure

25、): 如信中有附件時，應在左下角注明Encl.或Enc.(縮寫），如果附件不止一件，應注明2 Encls.或3 Encls.等. 例如: Encls. ：2 Invoices 3 Encls. : 1 B/L 1 Photo 1 Certificate 外外 貿(mào)貿(mào) 函函 電電 2. c.c.: Mr. Bruce Pat C.C.: Public Relation Department外外 貿(mào)貿(mào) 函函 電電 3.主辦人代號，又叫辨認代號 Indentification 以便日后查對這封信是由何人主稿，由何人速記打字。一般的寫法是把主稿人、速記員的姓名的第一個字母連續(xù)打出，兩者之間加一斜劃,或加

26、冒號。 例如一個名叫Willian L.Rich的人向一位名叫Margaret Davis 的秘書口授一封信，他們可以縮寫成 WLR/MD WLR:MD mlr/md 外外 貿(mào)貿(mào) 函函 電電 4.附筆（再啟）(Postscripts) 信寫完后，如果想起還有要緊的話要說，可以在信末加 P.S.,然后由發(fā)信人簽署本人簡筆簽名（本人姓名的每一個字母，如Park Davis,只簽P.D.)。鄭重的函件一般不用P.S.，說明寫信人辦事不夠周密。 eg. P.S. The samples will be mailed to you tomorrow.外外 貿(mào)貿(mào) 函函 電電Block Format 齊頭式

27、 -Heading- - - Date Inside Address Dear Sirs, - - - - - Yours Faithfully, Signature 外外 貿(mào)貿(mào) 函函 電電The block format is the simplest format; all of the writing is flush against the left margin. Format -Heading- - - Date Inside Address Dear Sirs, - - - - - Yours Faithfully, Signature 外外 貿(mào)貿(mào) 函函 電電 -Heading-

28、 - - Date Inside Address Dear Sirs, - - - Yours Faithfully, Signature The semi-block format your address, date, the closing, signature, are all indented to the right half of the page (半齊頭式）The indented format (縮進式）Also the first line of each paragraph is indented. 外外 貿(mào)貿(mào) 函函 電電Addressing the envelop 1

29、. Block Style2. Indented StyleAddressing the envelop Addressing the envelop Addressing the envelop Good Writing Principles1.Completeness（完整）2.Concreteness（具體）3.Clearness（清楚）4.Conciseness（簡潔） 5.Courtesy（禮貌） 6.Consideration（體諒） 7.Correctness（正確） Some Rules of Good Writing1.Study your readers interests

30、 （研究讀信人的興趣）2.Adopt the right tone（使用正確語調(diào)）3.Write naturally and sincerely （書寫自然、誠懇）4.Avoid wordiness （避免拖泥帶水、迂回繁冗）Some Rules of Good Writing5.Avoid commercial jargon（避免使用過于專業(yè)的行話） 6.Write effectively（寫出有效的信函）7.Avoid monotony（避免千篇一律）8.Plan your letter（打好草稿）9.Pay attention to first and last impressions（

31、注意第一印象和最終印象） 10.Check your letters（檢查全文）Useful Words & Expressions 1appreciate 感謝 2ship 裝運 32 percent discount 2%的折扣 4latest catalogue 最新目錄 5cash payment 現(xiàn)金支付 6fill ones order 執(zhí)行訂單，完成訂單 7remittance 匯付 8to hear from you 收到你的回信Useful Words & Expressions 9have obtained your name and address from. 從處獲悉貴

32、公司名址；承蒙的介紹獲悉貴公司名址 10state-owned enterprise 國有企業(yè) 11business contacts 業(yè)務聯(lián)系，業(yè)務關(guān)系 12take the liberty of 冒昧地 13wish to inform you that . 希望告知Useful Words & Expressions 14in compliance with /as (you) requested按照（你）方要求 15to be transferred tofor attention 轉(zhuǎn)交處理 16be given to understand that . 據(jù)了解 17fall with

33、in the scope of . 業(yè)務范圍Useful Words & Expressions 18take this opportunity to do sth. and see if we can . 借此機會做某事 19approach sb. for sth. 就某事與某人聯(lián)系Summary lIn this chapter, we have learnt the layout (seven principle parts and six optional parts) in a business letter. We should at least remember the sev

34、en principle parts and some useful and common optional parts. We should also recite the format of business letters. These rules and principles are crucial in the business letters, because it shows your attitude and ability to do business carefully and successfully.外外 貿(mào)貿(mào) 函函 電電Assignments Arrange the

35、following in proper form as they should be set out in a letter. Use the Block Style, and then address the envelope accordingly. Seller: Royal Grosvenor Porcelain Company Ltd. Address: Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH Tel: (743069)60591/2/3 Buyer: Colourfloor Co.Ltd. Addres

36、s: 238 Wilton Road, Axminster AXz AS Date : March 5, 2007 Subject : porcelain The message : - The letter is written by the seller外外 貿(mào)貿(mào) 函函 電電Please write a letter according to the following particulars. 你是上海輕工產(chǎn)品(light industry products)公司的經(jīng)理王湘。你的廠址是上海解放路11號，電話號碼：43715589。你收到太平洋貿(mào)易公司（Pacific Trading Inc.）的詢函，其地址是美國紐約百老匯街87號，郵編：10408。 你的任務：（1）設(shè)計你公司的信頭。 （2）按正式格式寫出對方地址。（3）將下列信文用英語寫入：感謝貴方對我公司紡織Please write a letter according to the following particular