商务英语写作 (修订版) 第二章商务英语写作教程相关ppt课件第二章写作技巧.pptx

商务英语写作教程

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 2 Structure and Style s of Business Letters 商务信函的结构与格式

3. Structure and Style s of Business Letters Chapter 2 The first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the reader ’ s reaction to the contents of the letter.

4. Chapter 2 Contents of this chapter I. Structure of Business Letters II. Styles of Business Letters III. Envelop Addressing IV. Practice (additional) Structure and Style s of Business Letters

5. Chapter 2 I. Structure of Business Letters Business letters are usually composed of 12 elements: 1. Letterhead 2. Date 3. Inside address 4. Attention line 5. Salutation 6. Subject line 7. Body 8. Complimentary close 9. Signature 10. Reference initials 11. Enclosure (on attachment) 12. Copy notation Structure and Style s of Business Letters

6. Structure and Style s of Business Letters Chapter 2 Among the 12 elements, letterhead, date, inside address, salutation, body, complementary close and signature are necessary, while the others are optional. I. Structure of Business Letters

7. Chapter 2 1. Letterhead 信头 Structure and Style s of Business Letters The name of the company Its address and postal code Telephone number Fax number Company website address E-mail address A trademark or a slogan, etc.

8. Chapter 2 Structure and Style s of Business Letters EASTERN TEXTILES IMP. & EXP. CO., LTD. 12389 Changchun Road, Dalian, China Tel: [phone]##### Fax: [phone]#### Http://will.nease.net E-mail: [email protected] Example 1. Letterhead 信头

9. Chapter 2 Structure and Style s of Business Letters typed below the last line of the letterhead The common format is either American (Month/Day/Year) or British (Day/Month/Year). The month written in full is preferred because it may create confusion if written in numbers. 2. Date 日期

10. Chapter 2 Structure and Style s of Business Letters June 12, 2013 20 June, 2013 Do not use only figures, i.e. 12/6/06 Examples 2. Date 日期

11. Chapter 2 Structure and Style s of Business Letters Rewrite the following date for standard business letters. 6/5/06 10-9-06 8 June 2006 Oct.28, 06 jan.13. 2006 2. Date 日期 Exercises

12. Chapter 2 Structure and Style s of Business Letters typed single-spaced at the left margin The space between the date line and the address depends on the size of the body of the letter and the space on the paper for you to type the whole letter. 3. Inside address 封内地址

13. Chapter 2 Structure and Style s of Business Letters Arrange the following information into letterhead or inside address. U.S.A./Ford Motor Company/Dearborn, Michigan 48120/PR Department/13350 Rotunda Drive China/Beijing 100021/Beijing Metal/President/Lin Fang/East lane/234 3. Inside address 封内地址 Exercises

14. Chapter 2 Structure and Style s of Business Letters To an organization: an attention line allows you to send it directly to a specific individual or department. If you know an individual ’ s complete name, it is always better to use it as the first line of the inside address and avoid an attention line. 4. Attention line 指明收信人

15. Chapter 2 Structure and Style s of Business Letters A colon or dash may or may not follow the word “attention”. ATTENTION: SALES MANAGER Attention—Marketing Director Attention of Advertising Manager Examples 4. Attention line 指明收信人

16. Chapter 2 Structure and Style s of Business Letters two lines below the last line of the inside address or the attention line (if used) to an individual: use that person ’ s courtesy title and last name (Dear Mr. Lanbam ) If you use the first name (Dear Leslie), be sure to add a colon (or a comma, not a semicolon) after the salutation. when gender is unknown: use an individual ’ s full name (Dear Leslie Lanbam ) 5. Salutation 称呼

17. Chapter 2 Structure and Style s of Business Letters Dear Sir without specific reference, formal Dear Sirs without specific reference, formal Gentlemen without specific reference, formal Ladies and Gentlemen without specific reference, formal Dear Mr. Anderson male, never use Mister instead of Mr. Dear Mrs. Anderson female, married Dear Miss Anderson female, unmarried Dear Ms. Anderson female, marital status unknown Dear Messrs. Anderson addressing two or more gentlemen Dear Mmes. Anderson addressing two or more ladies Dear Professor Anderson professional title to show business courtesy Dear Sales Agent When the individual’s name is unknown, use his/her professional title. Examples 5. Salutation 称呼

18. Chapter 2 Structure and Style s of Business Letters What salutation would you use to address a letter to: 1. A company (a new client) 2. David J. Lee (businessman with doctorate) 3. Candy Lester (unknown marital status) 4. A marketing manager 5. Mr. Bran Jackson & Mr. Kevin Jackson 6. Mr. Froy Longman & Mrs. Jane Longman 5. Salutation 称呼 Exercises

19. Chapter 2 Structure and Style s of Business Letters A subject line helps identify the subject of the letter. Using a subject line will alert your reader to the content s of your message and enable him/her to decide whether the letter requires immediate attention. So a subject line is often underlined or typed in capitals. 6. Salutation Subject line 事由 / 主题行

20. Chapter 2 Structure and Style s of Business Letters Underlined: Sale Contract no.234 Capitalized: SALE CONTRACT NO. 234 Re: Late Delivery of Order 123 Subject: Order No. 1232 for Tea-sets Examples 6. Salutation Subject line 事由 / 主题行

21. Chapter 2 Structure and Style s of Business Letters This is the actual message of a letter. Most business letters are single-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs. 7. Body 信文

22. Chapter 2 Structure and Style s of Business Letters Give the reason of writing the letter in the first paragraph. Give numbers or bullets for paragraphs which contain important information. In closing paragraph, show your hope or promise of future action or contact. 7. Body 信文

23. Chapter 2 Structure and Style s of Business Letters Typed two lines below the last line of the letter, the complimentary close may be formal (Very truly yours) or informal (Yours). 8. Complimentary close 结尾敬词

24. Chapter 2 Structure and Style s of Business Letters Formal: Yours faithfully, Yours truly, Faithfully yours, Semi-formal: Sincerely yours, Yours sincerely, Cordially yours, Informal: Sincerely, Best regards, Examples 8. Complimentary close 结尾敬词

25. Chapter 2 Structure and Style s of Business Letters What complimentary close would you use to the salutations: Ladies and Gentlemen Dear Sirs Dear Mr. Lorgan Dear Tom 8. Complimentary close 结尾敬词 Exercises

26. Chapter 2 Structure and Style s of Business Letters Organization Name: typed entirely in capitals two lines below the complimentary close Author, Title, and Department: three blank lines should be left above the typed name of the author. 9. Signature 签名

27. Chapter 2 Structure and Style s of Business Letters The initials of the typist are typed two line s below the author ’ s name and title. The initials of the signer come first, all in upper case letters, followed by the initials of the typist, in lower case letters (EM: mef ; EM/ mef ; EM* mef ). 10. Reference initials 打字员姓名缩写

28. Chapter 2 Structure and Style s of Business Letters A notation to that effect is placed two lines below the reference initials. 11. Enclosure (or attachment) 附件 The notation may be spelled out (Enclosure /Attachment), or it may be abbreviated (Enc./At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309).

29. Chapter 2 Structure and Style s of Business Letters Enclosure: Sale Account Enc. (4) Enclosure (2): Packing list Commodity Inspection Certificate Examples 11. Enclosure (or attachment) 附件

30. Chapter 2 Structure and Style s of Business Letters If copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). Most people prefer to use notations like CC, cc, Cc, (all mean carbon copy). Some people use the notation XC ( xerox copy), PC (photo copy), or C (copy). 12. Copy notation 抄送

31. Chapter 2 Structure and Style s of Business Letters Use the information to prepare the parts needed for the letters below. 1. The letter is signed by Mr. Robert Osteen and typed by you. 2. There are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for the last week. 3. A Xerox copy of the letter must be sent to the Great Sea Company 4. The letter must be sent to the very person, Mr. Danny Brown, the Sales Manager. Exercises

32. Chapter 2 II. Styles of Business Letters 1. Block style 2. Modified block style 3. Simplified style 4. Indented style Structure and Style s of Business Letters 5. Punctuation

33. Chapter 2 Structure and Style s of Business Letters In this format, all parts (from the date line) of the letter begin at the left margin. 1. Block style 齐头式

34. Letterhead ____________ ____________ Date ____________ Inside address ____________ ____________ Salutation ____________ Subject line ____________________________________________________ Body ____________________________________________________ ____________________________________________________ ____________________________________________________ Complimentary close ________________________ Signature ____________

35. Chapter 2 Structure and Style s of Business Letters Example xxxx (letterhead) June 3, 2005 (date) xxxx (inside address) Dear xx, (salutation) Re: xx (subject line) We received your xxxx (body) Yours sincerely (complimentary close) XX (signature) 1. Block style 齐头式

36. Chapter 2 Structure and Style s of Business Letters The date, the complimentary close and the signature block are placed at the right margin. Paragraphs are separated by a single blank line. There is no indention at the beginning of paragraphs. 2. Modified block style 改良齐头式

37. Letterhead ____________ ____________ Date ____________ Inside address ____________ ____________ Salutation ____________ Subject line ____________________________________________________ Body ____________________________________________________ ____________________________________________________ ____________________________________________________ Complimentary close ________________________ Signature ____________

38. Chapter 2 Structure and Style s of Business Letters Example xxxx (letterhead) June 3, 2005 (date) xxxx (inside address) Dear xx, (salutation) Re: xx (subject line) We received your xxxx (body) Yours sincerely (complimentary close) XX (signature) 2. Modified block style 改良齐头式

39. Chapter 2 Structure and Style s of Business Letters All lines (from the date line) begin at the left margin. Notice that a subject line, typed in all capitals, replaces the salutation. Instead of a complimentary close, the sender ’ s name and title are typed in all capitals below the last line of the body part. 3. Simplified style 简化式

40. Letterhead ____________ ____________ Date ____________ Inside address ____________ ____________ SUBJECT LINE ____________________________________________________ Body ____________________________________________________ ____________________________________________________ ____________________________________________________ SIGNATURE ____________

41. Chapter 2 Structure and Style s of Business Letters Example xxxx (letterhead) June 3, 2005 (date) xxxx (inside address) Re: XX (SUBJECT LINE) We received your xxxx (body) XX (SIGNATURE) 3. Simplified style 简化式

42. Chapter 2 Structure and Style s of Business Letters Each line of the inside address is indented four or five spaces compared with the previous line. Each new paragraph stars four or five spaces from the left margin, while the date, the complimentary close and the signature are on the right-hand side of the sheet. 4. Indented style 缩进式

43. Letterhead ____________ ____________ Date ____________ Inside address ____________ ____________ Salutation ____________ Subject line ____________________________________________________ Body ________________________________________________ ____________________________________________________ ___________________ Complimentary close ________________________ Signature ____________

44. Chapter 2 Structure and Style s of Business Letters Example xxxx (letterhead) June 3, 2005 (date) xxxx xxxx xxxx (inside address) Dear xx, (salutation) We received your xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx (body) Yours sincerely (complimentary close) XX (signature) 4. Indented style 缩进式

45. Chapter 2 Structure and Style s of Business Letters There are two punctuation styles: Mixed punctuation style have a colon after the salutation and a comma after the complimentary close. Open punctuation style do not have a colon after the salutation and a comma after the complimentary close. 5. Punctuation 标点

46. Chapter 2 Structure and Style s of Business Letters Examples Mixed punctuation style Dear Mr. Emerson: … Sincerely, Open punctuation style Dear Mr. Emerson … Sincerely 5. Punctuation 标点

47. Chapter III. Envelope Addressing 2 Structure and Style s of Business Letters Envelop addressing calls for accuracy, legibility and good appearance. Two forms: 1. Block form 2. Indented form

48. Chapter 2 Structure and Style s of Business Letters China National Machinery Import & Export Corp. Stamp No. 1 (W) Fuchengmenwai Avenue Beijing, 100037 People’s Republic of China P&G Company 1 or 2, Procter & Gamble Plaza Cincinnati, OH 45201 U.S.A. 1. Block form

49. Chapter 2 Structure and Style s of Business Letters China National Machinery Import & Export Corp. Stamp No. 1 (W) Fuchengmenwai Avenue Beijing, 100037 People’s Republic of China P&G Company 1 or 2, Procter & Gamble Plaza Cincinnati, OH 45201 U.S.A. 2. Indented form

50. Chapter IV. Exercises (additional) 2 Structure and Style s of Business Letters 1. Read the following letter and discuss with your classmates whether there are any problems in it.

51. The International Trading Corporation Dalian 116025, Liaoning Province 93 Green Avenue, China 20 12 /5/1 5 Gold & Silver 372 West 7th Street Paris 10094 Ref: Inquiry about Washing Machines Dear Sirs, Attention: Sales Department Some years ago we bought from you a consignment of washing machines in 2 different qualities. Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F. Dalian. We should require delivery within 4 weeks of placing the order. Yours faithfully, Michel Johnson Sales manager The International Trading Corporation

52. Chapter IV. Exercises (additional) 2 Structure and Style s of Business Letters 2. Write a letter using the following Chinese information. 格式：齐头式 信头：本人名字和地址 封内地址：美国纽约市第 50 大街 10 号 Harper & Row 出版公司 邮编： NY10022 写信日期：实际日期 信文内容： 从朋友处看到 《 成功的商务沟通 》 一书。 为提高写作水平欲购一本。 请出版商尽快告知付款方式。 希望 9 月底收到此书。

53. Jiankun Wang Dongbei University of Finance and Economics 217 Jianshan Road, Dalian, China, 110023 August 19, 2013 Harper & Row Publishers, Inc. 10 East 50rd Street New York, U.S.A., NY 10022 Dear Publisher: Yesterday at my friend’s I happened to see the book Successful Business Communication you published recently. I do need such a reference book for my business writing. It would be very much appreciated if you could let me know how to pay for the book before the end of September. Look forward to your reply. Yours sincerely, Jiankun Wang Sample version