商務英語寫作2格式課件

BUSINESSWRITING

商務英語寫作

CourseOutline7/31/20231BUSINESSWRITING

商務英語寫作

CourseTextBook《商務英語寫作》胡英坤車麗娟主編外語教學與研究出版社7/31/20232TextBook《商務英語寫作》7/31/20232Contents1AnOverviewofBusinessWriting2StructureandStyleofBusinessLetters3Sales-relatedInquiries

andReplies4OrdersandConfirmationLetters5LettersaboutShipment商務信函的結構與格式商務寫作概述

詢盤與回復訂單與確認函裝運函7/31/20233Contents1AnOverviewofBusin6LettersAboutPaymentandSettlementofAccounts7RoutineClaimsandAdjustment8PersuasiveClaimsandRefusals9SalesLetters10InvitationandThank-youLetters付款與結帳函日常投訴與理賠

邀請函與感謝信

銷售函

說服性索賠與拒絕函7/31/202346LettersAboutPaymentandSe11LettersofApologyandCongratulation12NoticeandAnnouncement13MemosandMinutes14Preparingresumes15LettersofApplication道歉信與祝賀信通知與通告?zhèn)渫浥c會議記錄準備簡歷申請信7/31/2023511LettersofApologyandCong16LettersofRecommendation17Proposals18OrganizingandPreparingReports19Questionnaires20BusinessAgreements意向書商務協(xié)議調查問卷推薦信報告7/31/2023616LettersofRecommendation意向BUSINESSWRITING

商務英語寫作StructureandStyleofBusinessLetters

Chapter2商務信函的結構與格式7/31/20237BUSINESSWRITING

商務英語寫作StructuThefirstimpressionabusinesslettermakesonitsreaderoftendetermineswhetherthatletterwillactuallyberead,anditalsomaydeterminethereader’sreactiontothecontentsoftheletter.Awell-dressedexecutiveprojects(傳達)aqualityimage.Awell-dressedletteralsoprojectsaqualityimage.7/31/20238ThefirstimpressionabusinesLetterStructuresandPlacement1.Letterhead2.Date3.InsideAddress4.AttentionLine5.Salutation6.SubjectLine

7.Body8.ComplimentaryClose9.Signature10.ReferenceInitials11.Enclosure12.CopyNotation

Twelveelementsofbusinessletters:信頭日期封內地址指明收信人稱呼事由/主題行信文結尾禮詞簽名打字員姓名縮寫附件抄送7/31/20239LetterStructuresandPlacemenAmongthesetwelveelements,letterhead,date,insideaddress,salutation,thebody,thecomplementarycloseandthesignaturearenecessaryforabusinessletter,whiletheothersareoptional.Eachofthetwelveelementsiselaboratedasfollows.7/31/202310Amongthesetwelveelements,ltwelveelementsNecessaryLetterheadDateInsideAddressSalutationBodyComplementaryCloseSignatureOptionalAttentionLineSubjectLineReferenceInitialsEnclosureCopyNotation7/31/202311twelveelementsNecessaryOption1.Letterhead信頭Abusinessletterisusuallytypedonprintedletterheadpaper.Aletterheadgenerallycontainsthefollowinginformation:*

Thenameofthefirm*

Itsaddressandpostalcodes*

Telephonenumber*

Faxnumber*

Internetaddress*

E-mailaddress*

Telegraphicandtelexaddress*

Atrademarkorabriefslogan,etc.7/31/2023121.Letterhead信頭AbusinessleForexample:EASTERNTEXTILESIMP.&EXP.CO.,LTD.289ChangchunRoad,Dalian,ChinaTelaxttp://www.easeterntextileE-mail:bcxbcx411cn7/31/202313Forexample:EASTERNTEXTILESI2.Date日期

Thedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).EventhoughweChinesepreferYear/Month/Dayformat,itisbettertouseAmericanorBritishformatinbusinessEnglishletters.Asthedateisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.7/31/2023142.Date日期ThedateistypSampleDateLine-Dateconsistsofthedate,month,year.-Twowidelyacceptedstyles:June12,2019or20July,2019-Donotuseonlyfigures,i.e.12/6/06,becausenotallEnglish-speakingpeopleagreeontheorderofthedate.7/31/202315SampleDateLine-DateconsistsRewritethefollowingdateforstandardbusinessletters6/5/0610-9-068June2019Oct.28,06jan.13.20197/31/202316Rewritethefollowingdatefor3.InsideAddress封內地址

Theaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftype(thepitch)used,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.7/31/2023173.InsideAddress封內地址TheArrangethefollowing

informationintoletterheadorinsideaddress:U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartment/13350RotundaDriveChina/Beijing100021/BeijingMetal/President/LinFang/Eastlane/2347/31/202318Arrangethefollowinginformat4.AttentionLine指明收信人Ifyousendyourmessageofficiallytoanorganization,anattentionlineallowsyoutosenditdirectlytoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.7/31/2023194.AttentionLine指明收信人IfyouSampleAttentionlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

7/31/202320SampleAttentionlineAcolono5.Salutation稱呼Formostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Evenifyouareonafirst-namebasis(DearLeslie),besuretoaddacolon(oracomma,notasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.7/31/2023215.Salutation稱呼FormostlettExamplesofSalutations

DearSir

withoutspecificreference,formalDear

Sirs

withoutspecificreference,formalGentlemen

withoutspecificreference,formalLadies

and

Gentlemen

withoutspecificreference,formalDearMr.Ahrendsen

male,neveruseMisterinsteadofMr.DearMrs.Ahrendsen

marriedwomenDearMissAhrendsen

unmarriedwomen,girlsDearMs.Ahrendsen

female,maritalstatusunknownDearMessrs.Ahrendsentwoormoremaleaddresseessharethesamesurname;beforepartnershiporcompany,

e.g.Messrs.JamesSmith&Co.,Ltd.DearMmes.Ahrendsen

addressingtwoormoreladiesunderthesamesurnameDearDr.Ahrendsen

professionaltitletoshowbusinesscourtesyDearProfessorAhrendsen

Prof.isalsousedsometimes.DearSalesAgent

Whentheindividual’snameisunknown,usethePerson’sprofessionaltitle.

PersontoAddress7/31/202322ExamplesofSalutations PersoWhatsalutationwouldyouusetoaddressaletterto:Acompany(anewclient)DavidJ.Lee(businessmanwithdoctorate)CandyLester(unknownmaritalstatus)AmarketingmanagerMr.BranJackson&Mr.KevinJacksonMr.FroyLongman&Mrs.JaneLongman7/31/202323Whatsalutationwouldyouuse6.SubjectLine事由/主題行Asubjectlinehelpsidentifythesubjectoftheletter.Althoughexpertssuggestplacingthesubjectlinetwolinesbelowthesalutation,manybusinessesactuallyplaceitabovethesalutation.Usewhateverstyleyourorganizationprefers.Usingasubjectlinewillalertyourreadertothecontentofyourmessageandenablehimorhertodecidewhethertheletterrequiresimmediateattention.Soasubjectlineisoftenunderlinedortypedincapitals.7/31/2023246.SubjectLine事由/主題行AsubjeSampleSubjectlineUnderlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliveryofOrder123Subject:OrderNo.1232forTea-sets7/31/202325SampleSubjectlineUnderlined:7.Body信文Thisistheactualmessageofaletter.Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.7/31/2023267.Body信文ThisistheactualTheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.7/31/202327TheBodyofLetterGivetherea8.ComplimentaryClose結尾敬詞Typedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformal(Verytrulyyours)orinformal(SincerelyyoursorCordiallyyours).7/31/2023288.ComplimentaryClose結尾敬詞TySampleComplimentaryCloseFormal:Yoursfaithfully,Yourstruly,Faithfullyyours,Informal:Sincerely,Bestregards,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,7/31/202329SampleComplimentaryCloseFormWhatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,7/31/202330WhatcomplimentaryclosewouldWhatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:formalYoursfaithfully，DearSirsformalVerytrulyyours，DearMr.LorgansemiformalSincerelyyours，DearTom,informalSincerely，7/31/202331Whatcomplimentaryclosewould9.Signature簽名1)OrganizationName:Ifanorganizationnameisusedafterthecomplimentaryclose,thenameshouldbetypedentirelyincapitalstwolinesbelowthecomplimentaryclose.2)Author,Title,andDepartment:Theauthoroftheletterneedsspacetosignhisorhername;therefore,threeblanklinesshouldbeleftabovethetypednameoftheauthor.Ifshort,theauthor’stitleordepartmentmayappearonthesamelineastheauthor’sname.Iflong,itshouldbetypedimmediatelybelowtheauthor’sname.7/31/2023329.Signature簽名1)Organizatio10.ReferenceInitials

打字員姓名縮寫Theinitialsofthetypistaretypedtwospacesbelowtheauthor’snameandtitle.Iftheauthorchoosestoincludehisorherinitialsinthereferenceinitialsline,theauthor’sinitialsshouldappearbeforethetypist's(EM:mef).7/31/20233310.ReferenceInitials

SampleReferenceInitialsTheseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesignercomefirstincapitalandfollowedbytypist’sinlower-caseletter.e.g.DLH/nrzDLH:nrzDLH*nrz7/31/202334SampleReferenceInitialsThese11.Enclosure(orAttachment)附件Ifanenclosure(orattachment)accompaniestheletter,anotationtothateffectisplacedtwolinesbelowthereferenceinitials.Thisnotationremindsthetypisttoinserttheenclosureintheenvelope,anditremindstheletterreceivertolookfortheenclosure(orattachment).Thenotationmaybespelledout(Enclosure/Attachment),oritmaybeabbreviated(Enc./At.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).7/31/20233511.Enclosure(orAttachment)SampleEnclosureNotationThenotationmaybespelledout(Enclosure/Attachment),oritmaybeabbreviated(Enc./

At.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).

Enclosure:SaleAccountEnc.(4)Enclosure(2):PackinglistCommodityInspectionCertificate

7/31/202336SampleEnclosureNotationThen12.CopyNotation抄送Ifcopiesofabusinessletterhavebeenmadeforotherindividuals,acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused).Acolonfollowingisoptional.MostpeopleprefertousenotationslikeCC,cc,Cc,(allmeancarboncopy).Sincemostcopiesarenowphoto-copied,somepeopleusethenotationXC(xeroxcopy),PC(photocopy),orC(copy).However,ifyoudonotwanttheaddresseetoknowthatsomeoneelseisreceivingacopy,donotincludethisnotationontheoriginalcopy.7/31/20233712.CopyNotation抄送IfcopiesCopyNotationWhentheletterisdesiredtosendtoothers.Thewriterwantstherecipientawareofthepersonsreceivingthecopyoftheletter.Acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused)CC,cc,Cc(Carboncopy),

XC(Xeroxcopy),PC(Photocopy),C(Copy)7/31/202338CopyNotationWhentheletteriUsingtheinformationtopreparethepartsneededforthelettersbelow.TheletterissignedbyMr.RobertOsteenandtypedbyyou.Therearethreeenclosures:thesalescontract,thelistofpurchaseprices,thelistofsellingpricesforthelastweek.AXeroxcopyofthelettermustbesenttotheGreatSeaCompanyThelettermustbesenttotheveryperson,Mr.DannyBrown,theSalesManager.

Practice!7/31/202339UsingtheinformationtoprepaStylesofBusinessLetters

Youshouldbefamiliarwithatleastfourbusinessletterstyles:BlockModifiedBlockSimplifiedIndented.

齊頭式

改良齊頭式簡化式

縮進式7/31/202340StylesofBusinessLettersY1.BlockStyle齊頭式

LETTERHEAD(信頭

)_______________________

（日期）_______________________

（編號）_______________________

（封內地址）_______________________

（稱呼）_______________________

（事由）________________________________________________________________________________________________________________________________________________（信文）________________________________________________

_________________________（結尾敬詞）_________________________（簽名）Allitslines(fromthedateline)beginattheleftmargin.7/31/2023411.BlockStyle齊頭式2.ModifiedBlockStyle改良齊頭式Thedateline,referenceline(ifused),complimentaryclose,organizationname(ifused),author’sname,andtitlebeginattherightorcenterofthepage.Thefirstlineofeachparagraphmaybeginattheleftmarginormaybeindentedfiveortenspaces.Allotherlinesbeginattheleftmargin.

LETTERHEAD(信頭)

_________（編號）_________（日期）

_______________________________（封內地址）

______________________________（稱呼）

__________________________（事由）

__________________________________________

___________________________________________（信文）

___________________________________________________________________________（結尾敬詞及簽名）

__________________________________________（附件、附本、附言）

7/31/2023422.ModifiedBlockStyle改良齊頭式3.SimplifiedStyle簡化式Alllinesbeginattheleftmargin.Noticethatasubjectlinetypedinallcapitals,replacesthesalutation.Atriplelinespaceprecedesandfollowsthesubjectline.Insteadofacomplimentarycloseorcompanyname,thewriter’snameandtitlearetypedinallcapitalsfivelinesbelowthelastlineoftheletterbody.LETTERHEAD(信頭)

_____________（日期）

___________________________（封內地址）

___________________________（事由）

____________________________________________________（信文）

________________________________________________________________________

________________（簽名）7/31/2023433.SimplifiedStyle簡化式AllliIntheindentedstyle,eachnewparagraphstartsfourorfivespacesfromtheleft-handmargin,whilethecomplimentarycloseandthesignaturearecentredorontheright-handsideofthesheet.LETTERHEAD(信頭)_____________

（編號）_____________（日期）

__________________________（封內地址）__________________________（稱呼）__________________________（事由）

____________________________________________________________________________（信文）

__________________________________________________________________________________

____________________________

_______________________________

（結尾敬詞及簽名）

______________________________

______________________________

_______________________________________________（附件、附本、附言）

4.IndentedStyle縮進式7/31/202344Intheindentedstyle,eachnePunctuationStyles標點Twopunctuationstylesarecustomarilyusedinbusinessletters:mixedandopen.Lettersusingmixedpunctuationstylehaveacolonafterthesalutationandacommaafterthecomplimentaryclose.Lettersusingopenpunctuationstyledonothaveacolonafterthesalutationandacommaafterthecomplimentaryclose.7/31/202345PunctuationStyles標點7/31/202Example:MixedPunctuationSalutation

DearMr.Emerson: ...

...

Complimentaryclose

Sincerely,OpenPunctuationSalutation

DearMr.Emerson ...

...

Complimentaryclose

Sincerely7/31/202346Example:MixedPunctuation7/31/

II.

Readthefollowingletteranddiscusswithyourclassmateswhetherthereareanyproblemsinit.Thentrytoimproveit,andcontrastyourimprovedletterwiththeoriginaloneTheInternationalTradingCorporationDalian116025,LiaoningProvince93GreenAvenue,China2012/5/15Gold&Silver372West7thStreetParis10094Ref:

InquiryaboutWashingMachinesDearSirs,Attention:SalesDepartmentSomeyearsagoweboughtfromyouaconsignmentofwashingmachinesin2differentqualities.PleaseletusknowwhetheryouarestillmanufacturingwashingmachinesinthesequalitiesandquoteyourlowestpriceC.I.F.Dalian.Weshouldrequiredeliverywithin4weeksofplacingtheorder.Yoursfaithfully,MichelJohnsonSalesmanagerTheInternationalTradingCorporation7/31/202347II.ReadthefollowingletteHomework:writealetterusingthefollowingChineseinformation.格式：齊頭式信頭：本人名字和地址封內地址：美國紐約市第50大街10號Harper&Row出版公司郵編：NY10022寫信日期：實際日期信文內容：從朋友處看到《成功的商務溝通》一書。為提高寫作水平欲購一本。請出版商盡快告知付款方式希望9月底收到此書7/31/202348Homework:writealetterusingJiankunWangDUFE217,JianshanRoadShahekouDistrictDalian,116025,China

March21,2019Harper&RowPressHouse10FiftiethAvenueNewYork,NY10022U.S.A.LadiesandGentlemen:IamverylucktoseethebookSuccessfulBusinessCommunicationatmyfriendanditmustbeprettyhelpfulforimprovingmyEnglishwriting.Itwillbeverykindofyoutotellmeitspublicway,sothatIcanhaveone.I’mlookingforwardtoreceivingthebookattheendofSeptember.

Sincerelyyours,JiankunWang

7/31/202349JiankunWang7/31/20234MikaK377,DormitoryLiangForeignLanguageDepartment,DUFEShaHekoDistrict,116025DalianPeople’sRepublicofChinaTel:11111120thMarch2019Harper&RowPublishingHouse10th,theFiftiethAvenue,NY10022NewYorkAmericaDearSirs,IhavelearnttheSuccessfulBusinessCommunicationfrommyfriend.Inordertoimprovemywritingskills,Idecidedtosubscribeone.Itisappreciatedifyoucaninformmeofthepublishingmethodassoonaspossible.ThebookisexpectedtoarriveattheendofSeptember.YoursfaithfullyMika7/31/202350Mika7/31/202350Zhang

Jintian

45LongjiangRoadShahekouDistinct

Dalian,NY,116023ChinaMarch19,2019DirectorHarper&RowPublishingCompany

10The50thStreet,

NewYork,NY,10022

U.S.A.

DearSir:

Iamverypleasedtosee《Successfulbusinesscommunication》frommyfriend.Toimprovethele