Business English Correspondence

Presentation on theme: "Business English Correspondence"— Presentation transcript:

1 Business English Correspondence
商务英语系

2 Course contents 外 贸 函 电 The contents of Business correspondence involve many aspects of international business trade, mainly include : Establishing business relations; Inquiry; Offer; Counter offer; Order; Acceptance; Contract; Packing; Shipment; Payment; Insurance and Claim.

3 Achieve balance between language-learning and business-learning.
Learning guide 外 贸 函 电 Achieve balance between language-learning and business-learning. Achieve balance between input and output of what have been learned. Achieve balance 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.

4 Translation Practice 红茶 不加奶的咖啡 露天市场、自由市场 不设防的城市 害群之马 陷入困境 黑面包 玩得开心
乱七八糟 青一块紫一块 1.black tea 2.black coffee 3.open market 4.open city 5.black sheep 6.in hot water 7.brown bread 8. have a ball 9.at sixes and sevens 10.black and blue

5 11.吃亏 12.吃苦 13.吃不开 14.吃香 15.吃惊 16.我送你回家。 suffer losses bear hardship be unpopular be very popular be startled W: I’ll send you home. C: I’ll see/drive/ accompany you home or I’ll take you home in my car.

6 Translate the following sentences
1. Let John please himself. 2. Most things are difficult before they are easy. 约翰爱怎么着就怎么着吧。 万事开头难。 3. 桂林山水甲天下. East or west, Guilin landscape is best

7 4.给他一点颜色看看！ give somebody some color see see teach somebody a lesson. 5.好好学习，天天向上 good good study, day day up Study well(hard) and make progress every day

8 You are appreciated for not being late for class or absent from class.
Requirements 外 贸 函 电 You are appreciated for not being late for class or absent from class. chewing gums or wearing a cap during classes. picking up the cell phone or letting the phone ring during classes.

9 Objectives Leading In Sample letter Language Points Summary
Contents 外 贸 函 电 Objectives Leading In Sample letter Language Points Summary Assignments Case study

10 Upon completion of this chapter, you should:
Objectives 外 贸 函 电 Upon completion of this chapter, you should: be familiar with the layout of business letters. know the formats of business letters. know how to address the envelope.

11 Name the ways of communication you know
Leading In 外 贸 函 电 Name the ways of communication you know What is the layout of an English letter?

12 Telephone Fax E-mail Letter Telegram Telex Ways of communication
外 贸 函 电 Telephone Fax Letter Telegram Telex

13 Warming up 外 贸 函 电 日期Date 封内地址Inside Address 称呼Salutation 正文Body
外 贸 函 电 日期Date 封内地址Inside Address 称呼Salutation 正文Body 结尾敬语Complimentary Close 签名Signature

14 Layout of Business Letter
外 贸 函 电 1.信头 letter Head 2.日期 Date 3.封内地址 Inside Address 4.称呼 Salutation 5. 正文 Body 6.结尾敬语 Complimentary Close 7.签名 Signature 8.事由 Subject 9.附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carbon Copy go

15 Letterhead 外 贸 函 电 Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and address, and the web address if available. 信头的写法：2种格式 信头一般印在信纸上端的中间，但也可印在信笺的左上方 1）平头式 Richard Thomas & Baldwins Ltd. 151 Gower Street London, SCT 6DY, England Tel: Fax:

16 2） 缩行式 SHANGHAI PHARMACEUTICAL CO.,LTD P.O.Box No. 1752, Shanghai 20002,China Tel: Fax:

17 2.发信人地址、日期的具体写法： 1） 门牌号码和街名（或邮箱号） 例如: 151 Gower Street 但有些不写门牌号与街名，而写出信箱号，如P.O.Box 1079,即Post Office Box 1079的缩写，第1079号信箱。 2） 城市、邮政编码、国家名 例如：London, Swg250Y, England 美国地址在城市名称后应写州名和邮区号，例如， Columbus, Ohio ，U.S.A.

18 （二）编号和日期 1.编号 （Reference No.) 有的信头下有编号 。编号是供参考用的，作用是 能使复信与先前发出的信函联系起来。 a.卷宗号码 (a file number)、 b.部门代号（departmental code)， c.辨认代号（initials of the signer)：口述人和打字人的名字缩写。

19 编号又分： 你方编号（Your Reference No.), 我方编号（Our Reference No.), 例如： Your Ref : B Your Ref : JBD/WM Our Ref: A Our Ref: WDW/LP

20 Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate. 距日期两到四行，打在左边。 1.写上封内地址的益处： 1）发信时可与信封上地址相互对照，以免发信时发生错误 2）收信人读信时可以相互对照 3）便于查阅

21 To avoid confusion, it is a common practice to write months in words.
Date 外 贸 函 电 02/01/03 2002年1月3日 2003年2月1日 2003年1月2日 Chinese way American way British way To avoid confusion, it is a common practice to write months in words. Return

22 salutation 外 贸 函 电 1. 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 person, you should use the following salutation: Dear Mr./Mrs. XXX,

23 外 贸 函 电 3. If you are quite familiar with the other person, you may use the following salutation: Hi XXX, Hello XXX, XXX, Informal

24 salutation 外 贸 函 电 其位置比封内地址和经办人行低两行，并与之平头 1.商业函件
外 贸 函 电 其位置比封内地址和经办人行低两行，并与之平头 1.商业函件 1)用“Dear Sirs, ” 不能单独用“Sirs,” 2)美国人用“Gentlemen：”,更加普遍 (不能用单数）,单数时称“Dear Sir” 3)如果是女性公司，则用 “Dear Mesdames,” 2. 公事函件： “ Dear Sir，”对一般机关团体负责人适用 此外公事函件还可以用 “To those who may be concerned，”

25 （六）事由（主题）The Subject Line 或Caption：
事由（标题）的作用是让收信人对信的主旨一目了然，写在称呼语下面的两行，一般是在信笺中上部的位置，可在前冠以 Subject ：或Re：的字样。 事由要简单扼要，说明商品名称、数量、信用证或合同号码等即可。 eg. Subject: Annual Stockholders Meeting Re: Your Order No.111 外 贸 函 电

26 The body of a business letter typically contains three paragraphs:
Body of a letter 外 贸 函 电 The body of a business letter typically contains three paragraphs: ·         1.introductory paragraph ·         2.one or more body paragraphs 3.concluding paragraph

27 想一想：如果信的正文很长，一页纸不够用而需两张或数张联页，该怎么办？
Body of a letter 外 贸 函 电 注意事项： 1）段与段之间一般空两行 想一想：如果信的正文很长，一页纸不够用而需两张或数张联页，该怎么办？

28 Body of a letter 外 贸 函 电 如果信的正文很长，一页纸不够用而需两张或数张联页，应在第一页的右下端打“待续”（to be continued),并在联页上端注明收信人的名称、日期、页数，再继续打正文。这是为了避免第一页和第二页，第三页在发信时误置。

29 Truly/sincerely/Faithfully yours, Informal Best regards,
Complimentary Close 外 贸 函 电 Formal Truly/sincerely/Faithfully yours, Informal Best regards, Capitalize only the first word in the complimentary close, and follow all phrases with a comma.

30 1）结束礼词写在结尾语下隔一行，正中或略向右边写起 2）只有第一个字母大写，后面加逗号 3）欧洲信函把Yours放前，美国则把副词放前
Complimentary Close 外 贸 函 电 注意： 1）结束礼词写在结尾语下隔一行，正中或略向右边写起 2）只有第一个字母大写，后面加逗号 3）欧洲信函把Yours放前，美国则把副词放前 4）用Yours而不用Your，与Yours连用的一定是带-ly的副词。 Capitalize only the first word in the complimentary close, and follow all phrases with a comma.

31 Your signature typed signature (job title) ELECTRONICS LTD.
外 贸 函 电 ELECTRONICS LTD. Harold Jones Manager Company’s name Your signature typed signature (job title) Return

32 想一想：如果有资格签署的人不在公司，想请他人签署，该怎么办？
外 贸 函 电 想一想：如果有资格签署的人不在公司，想请他人签署，该怎么办？

33 外 贸 函 电 注意： 1)p.p. 有时候有资格签署的人不在公司，常以授权（power of attorney)授权一负责的雇员签署，在这 情况下，则应在公司行号前写上P.P.( Per Procuration)或Per Pro.,它的意思是代理。也有用for代替p.p.的。 格式一般如下： Yours faithfully （P.P.）THE NATIONAL TRANSPORT CO.， T.M.White Manager

34 外 贸 函 电 （十一）其他 1.附件（Enclosure): 如信中有附件时，应在左下角注明Encl.或Enc.(缩写），如果附件不止一件，应注明2 Encls.或3 Encls.等. 例如: Encls. ：2 Invoices 3 Encls. : 1 B/L 1 Photo 1 Certificate

35 C.C.: Public Relation Department
外 贸 函 电 2.副本抄送（Carbon Copy Notation)：如果写信人希望信件内容为更多人的知晓，那么在Enclosure的下方必须注明c.c.的字样，然后打上抄送单位的名称。 c.c .可以大写，也可以小写，其后跟冒号 c.c.: Mr. Bruce Pat C.C.: Public Relation Department

36 3.主办人代号，又叫辨认代号 Indentification
外 贸 函 电 3.主办人代号，又叫辨认代号 Indentification 以便日后查对这封信是由何人主稿，由何人速记打字。一般的写法是把主稿人、速记员的姓名的第一个字母连续打出，两者之间加一斜划,或加冒号。 例如一个名叫Willian L.Rich的人向一位名叫Margaret Davis 的秘书口授一封信，他们可以缩写成 WLR/MD WLR:MD mlr/md

37 eg. P.S. The samples will be mailed to you tomorrow.
外 贸 函 电 4.附笔（再启）(Postscripts) 信写完后，如果想起还有要紧的话要说，可以在信末加 P.S.,然后由发信人签署本人简笔签名（本人姓名的每一个字母，如Park Davis,只签P.D.)。郑重的函件一般不用P.S.，说明写信人办事不够周密。 eg. P.S. The samples will be mailed to you tomorrow.

38 外 贸 函 电 （十一）其他 1.附件（Enclosure): 如信中有附件时，应在左下角注明Encl.或Enc.(缩写），如果附件不止一件，应注明2 Encls.或3 Encls.等. 例如: Encls. ：2 Invoices 3 Encls. : 1 B/L 1 Photo 1 Certificate

39 Block Format 齐头式 外 贸 函 电 The block format is the simplest format; all of the writing is flush against the left margin.

40 Format 外 贸 函 电 The indented format (缩进式）
外 贸 函 电 The indented format (缩进式） Also the first line of each paragraph is indented. The semi-block format your address, date, the closing, signature, are all indented to the right half of the page (半齐头式）

41 Addressing the envelop
外 贸 函 电

42 Summary 外 贸 函 电 In this chapter, we have learnt the layout (seven principle parts and six optional parts) in a business letter. We should at least remember the seven 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.

43 Assignments 外 贸 函 电 Arrange the 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. Address: 238 Wilton Road, Axminster AXz AS Date : March 5, 2007 Subject : porcelain The message : The letter is written by the seller

44 Dear James, Dear Sirs, Dear Madams, Dear Sir or Madams.
Case study 外 贸 函 电 Task: Look at the following page. This is the top part of a business letter from a French company. Decide when you would use these salutations, instead of “Dear Mr. Brown”. Dear James, Dear Sirs, Dear Madams, Dear Sir or Madams.

45 Sunrise Technology Park, East Harbor Drive
Case study 外 贸 函 电 Sunshine Flavours LTD. Sunrise Technology Park, East Harbor Drive Lyon AS12 6KM, France Telephone Fax Nov 14, 2007 Mr. James Brown Marketing Director Brown Industries Inc. 546 Park Avenue IL 43301 Washington, USA Dear Mr. Brown, Thank you for your letter of 11 November, suggesting a meeting in December. The most convenient dates from our point of view are December 6th or December 7th.

46

47 Thanks For Listening