商务英语写作（修订版）第十章business English writing .pptx

business English writing course

1. 高等学校英语拓展系列教程 主 编：胡英坤 车丽娟 外语教学与研究出版社

2. Chapter 10 Invitations and Thank-you Letters 邀请函与感谢信

3. Chapter Contents of this chapter I. Introduction 10 Invitations and Thank-you Letters II. Sample Analysis III. Sample Contrast IV. Useful Patterns and Sentences

4. Chapter I. Introduction 1. Invitations 10 Invitations and Thank-you Letters 2. Thank-you Letters 3. Acceptance and Refusal (additional)

5. Chapter 1. Invitations Invitations can be divided into two categories: invitation card s and invitation letters. An informal invitation resembles a business letter. When sent from a business office, the letter is sometimes keyboarded on executive stationery. Formal invitations generally are printed and follow formats found in etiquette books. Invitations and Thank-you Letters 10

6. Chapter 1. Invitations Wording of invitations should be conversational, as if the writer were extending the invitation orally. A general invitation should be cordial and sincere, while a formal invitation should be less personal, written in the third person. Invitations and Thank-you Letters 10

7. Chapter 1. Invitations Often formal invitations include “ RSVP ” and a telephone number. The RSVP informs invited guests that the host is expecting an immediate reply to facilitate plans for the event. If an invitation includes “ Regrets only ”, it will require a reply only if the invited guest cannot attend. RSVP: R é pondez s’il vous plait. It means “Please let us know if you plan to attend.” Regrets only is used asking those who CANNOT attend to notify the host in advance. Invitations and Thank-you Letters 10

8. Chapter 1. Invitations Invitations are written in the deductive pattern and are relatively short. Invitations usually include three parts: Invite the reader to the gathering. Offer a reason for the gathering. Give the date, time, and place of the gathering. Invitations and Thank-you Letters 10

9. Chapter 2. Thank-you Letters A thank-you letter goes beyond simply thanking the receiver for being kind; it notes the consideration, the extra effort and the kindness extended. Invitations and Thank-you Letters 10

10. Chapter 2. Thank-you Letters A thank-you letter covering a business situation must be sent promptly. It also must sound sincere. A proper thank-you letter will: Begin with a statement of thanks. Be specific about what is appreciated, which reflects a sincere feeling of gratitude. End with a positive and genuine statement. Invitations and Thank-you Letters 10

11. Chapter 3. Acceptance and refusal (additional) Formal acceptance Mr. William Gregory accepts with pleasure the kind invitation of The Local Bank Tellers Club Saturday, May 6th at four o’clock Suite 13 of the Howard Building Invitations and Thank-you Letters 10

12. Chapter 3. Acceptance and refusal (additional) Invitations and Thank-you Letters 10 Expressions of accepting an invitation: We’re very glad/ happy/ pleased/ delighted to accept / come / arrive / attend… Mr.xx accepts with pleasure the kind invitation for (some occasion) to be held at (some place) at (time). It’s very nice / kind of you to invite us… Thank you very much for your kind invitation to… We would be pleased/ delighted/ happy/ glad to come.

13. Chapter 3. Acceptance and refusal (additional) Formal refusal Mr. and Mrs. Barry Green regret that a previous engagement prevents their accepting the kind invitation to dinner at the home of Mr. and Mrs. John Smith on Monday, the fourth of April. Invitations and Thank-you Letters 10

14. Chapter 3. Acceptance and refusal (additional) Informal refusal Dear Mr. Hudson, I regret very much that, owing to a previous engagement, I cannot have the pleasure of accepting your kind invitation for Sunday next. Very sincerely yours, Tom Huber Invitations and Thank-you Letters 10

15. Chapter 3. Acceptance and refusal (additional) Invitations and Thank-you Letters 10 Expressions of declining an invitation: I’m sorry that I can’t dine with you on… Much to my regret, I’m unable to accept your kind invitation. Thank you very much for your kind invitation, but unfortunately I have another engagement on that day. I am very sorry I cannot join you because… Please accept my sincere regrets for not being able to join you in…

16. Chapter II. Sample Analysis Letter A: An invitation card The Sales Department of the New York B&G Wine Co., Ltd Cordially invites you to a tea reception marking the opening of the branch in Shanghai at 10:00 a.m. in Hilton Hotel on Wednesday, May 15, 20 13 RSVP Tel: [phone]#### Invitations and Thank-you Letters 10

17. Chapter II. Sample Analysis Letter B: An invitation card Mr. Robert Shenstone Director of the Beijing Institute of Atomic Energy requests the pleasure of the company of Mr. and Mrs. Dickenson at a dinner party in honor of Mr. Liu Wenling senior engineer of Beijing Energy Institution on Saturday, July 7, 2004 at seven o’clock p.m. at Bridges Restaurant, Willow Avenue Regrets Only Tel: [phone] Dress: formal Invitations and Thank-you Letters 10

18. Chapter II. Sample Analysis Letter C: An invitation card President Maureen Hartford invites you to a reception in honor of Dr. Rosalind Reichard to bid her farewell as she assumes the presidency of Emory and Henry on July 27, 2013 from 3:00 p.m. to 5:00 p.m. RSVP 760-8511 Invitations and Thank-you Letters 10

19. Chapter II. Sample Analysis Letter D: An invitation to a dinner party Dear Mr. Black: To celebrate the 10th anniversary of Shenzhen Trading Co., Ltd., we are holding a dinner party at Hilton Hotel in Shenzhen from 7:00 p.m. to 9:30 p.m. on Saturday, June 6. You are cordially welcome to the party so that we can express our sincere appreciation for your generous support. For your information, the party will be attended by other business elites such as Mr. Z h ang Hong and Li P i ng from ABC Trading Co., Ltd. We believe that this may offer many of us an excellent opportunity to get acquainted with each other. We do hope that you will be able to join us on this occasion, and look forward to meeting you at the party. Sincerely yours, Frank Wang Invitations and Thank-you Letters 10

20. Chapter II. Sample Analysis Letter E: A thank-you letter for an employee’s suggestion Dear Mr. Harrison: Many thanks for submitting your splendid suggestion that we should hold a meeting every week so that all the staff are able to freely take part in the discussion about the management of our firm. We have carefully looked into the suggestion. This will be helpful in smoothing the procedures of communication and giving employees a feeling of belonging and responsibility. In this way, we can solve many problems quickly. Please keep on giving such good suggestions. Having such help, we have made great strides in the past 10 years. We will place a copy of this letter in your personnel file as a formal record of our appreciation. And your year-end bonus will grow by $1,000 for the suggestion. Best regards, Bill General Manager Invitations and Thank-you Letters 10

21. Chapter II. Sample Analysis 1. What should a general invitation be like? 2. What should a general thank-you letter be like? 3. Can you describe some business situations that may call for a thank-you letter? Key: A general invitation should invite the reader to the gathering, offer a reason for the gathering, and give the date, time and place of the gathering. A general thank-you letter begins with a statement of thanks, is specific about what is appreciated, and ends with a positive and genuine statement. Following the receipt of a gift, attendance of a meeting, an interview, etc., one may write a thank-you letter. Questions for comprehension: Invitations and Thank-you Letters 10

22. Chapter II. Sample Analysis 4. How can you make sure that a thank-you letter expresses your goodwill and sincerity? 5. Can you write the outlines for an invitation and a thank-you letter? Key: 4. Be specific about what is appreciated, which reflects a sincere feeling of gratitude. 5. Open. Questions for comprehension: Invitations and Thank-you Letters 10

23. Chapter II. Sample Analysis 6. According to letter A, do you know how to write invitation cards? 7. What should a formal invitation include? 8. What kind of specific information does letter D give? Key: 6. Yes, letter A shows clearly how to write invitation cards. 7. A formal invitation should include “RSVP” and a telephone number. 8. Letter D tells the reason for the party, as well as date, time, and place of the party, and elites who will attend the party. Additional questions for comprehension: Invitations and Thank-you Letters 10

24. Chapter III. Sample Contrast Letter A: An invitation to a banquet Poor Dear Ms. Ainsworth: We will hold a banquet in honor of our dealers. The banquet will be held at Goldstone Resort at seven o’clock on July 8. Our president will deliver a speech. After that, awards will be presented to dealers with the largest percentage of new accounts. We sincerely hope that you can come and look forward to hearing from you. Sincerely yours, Dale Wood Invitations and Thank-you Letters 10

25. Chapter III. Sample Contrast Letter A: An invitation to a banquet Improved Dear Ms. Ainsworth: You are invited to be our guest at the Goldstone Resort for our annual Dealers Convention Banquet. It will be held in the Seashore Banquet Room on Sunday, July 8. The evening will begin with a reception at seven O’clock, followed by a dinner, a speaker, and the awards presentation. For the first time this year, awards will be presented to the dealer with the largest percentage of new accounts. Please let us know by the end of June whether you will attend. I am hoping to see you at the banquet. Sincerely yours, Dale Wood Invitations and Thank-you Letters 10

26. Chapter 这是两封邀请对方参加公司组织的聚餐会的信函。 第一封邀请函采用间接法写作，不如第二封邀请函开门见山地告知对方聚餐邀请更为妥当。另外，第一封邀请函以第一人称开头显得以“我”为中心；而第二封邀请函以第二人称开头显得更加真挚恳切。 两封邀请函的信息都比较完整，都在结尾表达出希望对方参加的诚挚愿望，但第二封邀请函比第一封的结尾更为诚恳。 III. Sample Contrast Invitations and Thank-you Letters 10

27. Chapter III. Sample Contrast Letter B: A thank-you letter for prompt payment Poor Dear Customer: This is to acknowledge our appreciation for your prompt payment for the goods we supplied. Customers like you help us make profits in business. Please place your order again soon. We are looking forward to more cooperation with you. Cordially yours, Sam Smith Invitations and Thank-you Letters 10

28. Chapter III. Sample Contrast Letter B: A thank-you letter for prompt payment Improved Dear Mr. Jack Dong: Thank you for your prompt payment for the goods we supplied under Order No. JL13/03/24. Customers like you who pay promptly will benefit from favorable conditions in transactions and gain yourself trust and credit in the long run. Your prompt payment help s us in our cash flow so that we can provide better services and offer more varieties of products for you. We are grateful for your cooperation and believe you will enjoy our products. Cordially yours, Sam Smith Invitations and Thank-you Letters 10

29. Chapter 这是两封因对方及时付款而表示感谢的信函。两封信都采取直接法写作，较为适宜。 但第一封写 得 过于简单 ，并在称谓 部 分泛 称 customer ，这样会 使对方 觉得没有得到 应有的 重视 。 而 Please place your order again soon. 的表达让促销显得太直白。 第二封信 的内容翔实 具体，尤其是在陈述 感谢 原因 时， 从对方角度谈 到及 时付款的 好处 , 体现作者 在 为对方着想 。信件末尾对过去的合作表示感谢，且涉及 促销的 表达 believe you will enjoy our products 比第一封信 更为委婉。 III. Sample Contrast Invitations and Thank-you Letters 10

30. Chapter We are planning/giving/having... at... We are planning a small cocktail and dinner party at our home from 4:00 p.m. to around 9:00 p.m. on July 6. 我 们 计划于 7 月 6 日下午 4 点至 晚上 9 点左右在家里举 办 一个小型的鸡尾酒晚宴。 IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

31. Chapter We would/should be (very) pleased/glad/ delighted /happy if you could... We would be very pleased if you could honor us with your presence. 如 蒙 光临，我们将非常高兴 。 IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

32. Chapter We would be delighted if you could find the time to join us for a small party we are having at our office in London to celebrate the end of the financial year. 为了庆祝财年结束，我们将在位于伦敦的办公室举行小型宴会 。若您能拨冗参加，我们将十分高兴。 IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

33. Chapter W ould you please…? Would you please do me a favor by joining our party? 您能赏光参加我们的聚会吗？ IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

34. Chapter We (sincerely) hope... We hope you are not too busy to come. 我们期望您 能 在百忙中光临。 IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

35. Chapter Please let me know/confirm... Please let me know as soon as possible if you can come and tell me when you will be able to do so. 如能 前来 ，请早日告知何时为宜。 Please confirm your participation at your earliest convenience. 是否参加，请早日告知。 IV. Useful Patterns and Sentences Invitations Invitations and Thank-you Letters 10

36. Chapter Thank you for... Thank you for your hospitality that made us feel as comfortable as we do in our own home. 谢谢你的盛情款待， 让 我们感到就像在家里一样 舒适 。 IV. Useful Patterns and Sentences Thank-you letters Invitations and Thank-you Letters 10

37. Chapter Many thanks for your... Many thanks for your generous cooperation. 谢谢贵方的慷慨合作。 IV. Useful Patterns and Sentences Thank-you letters Invitations and Thank-you Letters 10

38. Chapter Please accept my (sincere) thanks for ... Please accept my sincere thanks for showing me such warm hospitality when I visited your office. 我到贵公司访问时，承蒙盛情款待，在此请接受我诚挚的谢意。 IV. Useful Patterns and Sentences Thank-you letters Invitations and Thank-you Letters 10

39. Chapter I ’ m grateful to you for... I ’ m grateful to you for the time and effort you put to ensure my trip was a successful and satisfying one. 谢谢 您 付出了那么多的时间和精力使我的行程如此 圆满和愉快。 IV. Useful Patterns and Sentences Thank-you letters Invitations and Thank-you Letters 10

40. Chapter I very much appreciate... I very much appreciate your taking the time to help me with the training program at your factory and look forward to an opportunity to return the favor. 非常感谢 您 帮忙安排我到你们工厂进行培训 。 期待有机会为 您 效劳。 IV. Useful Patterns and Sentences Thank-you letters Invitations and Thank-you Letters 10

41. Chapter You are cordially welcome to … You are kindly invited to … We would like to invite you to … We sincerely hope you can attend. 我们期待您的光临。 IV. Patterns and Sentences (additional) Invitations Invitations and Thank-you Letters 10

42. Chapter Thank you for your kindness to me and for your compliments. 谢谢你对我的好意和夸奖。 Thank you for inviting me and some of my colleagues to dine with you last night. It was an enjoyable occasion and an excellent dinner. 非常感谢昨晚你邀请我和我的同事与你共进晚餐，晚餐非常丰盛，我们过得很愉快。 IV. Patterns and Sentences (additional) Thank-you letters Invitations and Thank-you Letters 10

43. Chapter Thank you for considering our company. 谢谢你选择我们的公司。 Many thanks for your support. 对你的支持表示万分感谢。 IV. Patterns and Sentences (additional) Thank-you letters Invitations and Thank-you Letters 10

44. Chapter Please accept my profound appreciation for your help. 我对你热情的帮助致以诚挚的谢意。 Please extend my thanks, on behalf of all the attendees, to each of your employees. 请允许我代表全体与会者向你方所有员工表示感谢。 IV. Patterns and Sentences (additional) Thank-you letters Invitations and Thank-you Letters 10

45. Chapter I ’ m particularly grateful to you for having taken time out of your busy schedules to meet me. 十分感谢您在百忙之中抽出时间会见我。 I sincerely appreciate your warm congratulatory message on the completion of our new office building. 本公司新建的办公大楼竣工时，承蒙您道贺，深表谢意。 IV. Patterns and Sentences (additional) Thank-you letters Invitations and Thank-you Letters 10

46. Chapter Your management ’ s combination of enthusiasm, competence and flair is very impressive. 贵公司管理层的热情、能力和资质给人留下深刻印象。 IV. Patterns and Sentences (additional) General appreciation Invitations and Thank-you Letters 10

47. Chapter It was very kind of you to do… We were deeply impressed by… Please accept my sincere appreciation for… I’m writing to thank you for… Thank you very much for… IV. Patterns and Sentences (additional) General appreciation Invitations and Thank-you Letters 10

48. Chapter It was particularly helpful for us to learn… I hope one day I can have the opportunity to… I sincerely trust an opportunity will present itself to meet you at later time… I enjoyed the short stay at your home which is both delightful and memorable. Our trip to Canada was very much enhanced by your kind arrangements and hospitality. IV. Patterns and Sentences (additional) A sincere personal comment Invitations and Thank-you Letters 10

49. Chapter You should be very proud of your … I am looking forward to the opportunity to work with you… Wish you every success. Let work together for our ever greater success. Thank you both for your hospitality and kindness. IV. Patterns and Sentences (additional) Positive and genuine ending Invitations and Thank-you Letters 10

50. Chapter Letter A: An invitation Dear Mr. Green: I was told by our mutual friend Mr. Wang that you will visit China next month. I want to invite you to come to our college to give the students some lectures on m arketing management . Please let me know as soon as possible if you can come and tell me your exact arrival time. Yours sincerely, Jack Chen Open. Exercise: improve the letters Invitations and Thank-you Letters 10

51. Chapter Letter B: A thank-you letter To whom it may concern: Being a sewing machine operator in our plant is a very demanding job. It is very easy to make mistakes during operation. However, all the products of your company met our quality standards last month. Thank you for making such products. Yours s incerely, Tony Green Invitations and Thank-you Letters 10 Exercise: improve the letters

52. Chapter Letter B: A thank-you letter Dear Mr. Liu: Many thanks for making excellent sewing machines. Being a sewing machine operator in our plant is a very demanding job. It is very easy to make mistakes during operation. All your products completely meet our quality standards, and help a lot in reducing mistakes. Having your help, we have made great advances in our production process. We are looking forward to our further cooperation. We have suggested a copy of this letter be enclosed in your personnel file as a formal record of our appreciation. Yours sincerely, Tony Green Sample version Invitations and Thank-you Letters 10

53. Chapter Letter C: A thank-you letter (additional) Ms. Cherry: Thank you so much for the very beautiful scarf. It is very kind and generous of you to have given it to me. I hope you have a wonderful time while you are visiting us on the Meredith campus. Sincerely yours, Betty Webb Open. Invitations and Thank-you Letters 10 Exercise: improve the letters

54. Chapter 谨订于 2004 年 7 月 16 日（星期六）上午 11 点在富丽华大酒店二楼综合厅为小女南西和王强先生举行婚礼。 敬请 威廉斯先生和夫人 光临 格林教授和夫人鞠躬 敬请赐复 Additional exercise: translate the letter Invitations and Thank-you Letters 10

55. Chapter Professor and Mrs. Green request the pleasure of the company of Mr. and Mrs. Williams on the occasion of the marriage of their daughter Nancy To Mr. Wang Qiang on Saturday 16 th July 2004 at 11 o’clock a.m. at Smart Hall 2 nd floor Furama Hotel R.S.V.P. 82523331 Sample version Invitations and Thank-you Letters 10

56. Chapter Dear Ms. Meng : On behalf of Meredith College, it is my pleasure to extend a formal invitation to one of Dongbei University’s professors, Ms. Li, to join us at Meredith College in Raleigh, North Carolina USA as a visiting professor during the spring semester 2006 (January 8 through mid-June). Not only would this arrangement be an enriching experience for our students and faculty, it would further enhance Ms. Li’s growth and development for her teaching when she returns to Dongbei . We look forward to the continuing relationship between Dongbei University and Meredith College. If I may be of further assistance, please feel free to contact me. My warm regards to you and your colleagues at Dongbei . Sincerely yours, Rosalind Reichard Vice President for Academic Affairs Open. Additional exercise: translate the letter Invitations and Thank-you Letters 10