Common Forms of Practical English , Fax and Memo

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1 Common Forms of Practical English E-mail , Fax and Memo
Writing Tips 1 Layouts and Samples 2 Words and Expressions 3 Typical Sentences 4 Exercise and Practice 5

2 Writing Tips An is a kind of letter which needs no paper, being sent to others by the Internet. It has some advantages such as arriving in time, being brief and cheap. In general, an has two big parts. Heading The heading includes the following contents: from, to, date, subject, attn（attention）and attachment. Body The layout of the body is like that of a private letter, including heading, salutation, body, close and signature. But sometimes it just has the parts of body and salutation, while the parts of close and signature are omitted.

3 Writing Tips 电子邮件 电子邮件是通过因特网传递的无纸信件。它的优点是及时、简洁和价廉 一般来说，电子邮件包括两大部分。 信头
　 电子邮件是通过因特网传递的无纸信件。它的优点是及时、简洁和价廉 一般来说，电子邮件包括两大部分。 　　信头 　　信头包括以下内容：发件人邮箱地址、收件人邮箱地址、发送日期、主题、收件人部门或个人姓名和附件。 　　正文 　　正文的格式像一封私人信件，包括信头、称呼、正文、结束语和签名。但有时它只有正文和称呼两个部分，而结束语和签名被省掉了。

4 Writing Tips Fax 　　A fax is a kind of letter which sends messages through the fax machine. The word of “fax” is the abbreviation of “facsimile”. Like the , it has become one of the main means in modern business communications. Generally, a fax also consists of two parts. Heading 　　The heading includes the following contents: organization, address, tel, fax No., ; to, from, date, attn（attention）, fax No. page (s) and re（regarding）. 　　Body 　　The layout of the body is like that of a private letter, consisting of heading, salutation, body, close and signature.

5 Writing Tips 传 真 传真是一种通过传真机发送信息的信件。“fax”是“facsimile”的缩略词。像电子邮件一样，传真成了现代商务交流的主要手段之一。 一般来说，传真包括两个部分。 　　信头 　　发传真人的单位名称、地址、电话、 传真号码以及电子邮件；收传真人单位、发传真部门或个人姓名、发送传真日期、收传真部门或个人姓名、收传真号、发传真页数和事由。 　　正文 正文的格式像一封私人信件，包括信头、称呼、正文、结束语和签名。

6 Writing Tips Reminders
　　1. A fax is a kind of document which has legal effect. If you make quotation to your customer or convey the content of the contract, you should make sure what you have written is correct. 　　2. A fax is not an instant operation, and the sender can’t ensure whether the receiver can receive the fax in time or that its content won’t be seen by others. Therefore, the sender should carefully handle the sensitive and confidential information. 注意事项 　　1. 传真是一种具有法律效力的文本。如果你向你的客户报价或传送合同内容，你应该确保你所写的内容是正确的。 　　2. 传真并非是一种即时操作行为，发送传真者不能确保收传真者能及时收到以及传真内容不被他人看到。因此，发送传真者应该认真处理那些敏感而机密的信息。

7 Layouts and Samples Layout 1 e-mail From: To: Date: Subject:
Attn（attention）: Attachment: Salutation Body________________________________________________________________________________________________________________________________ Close Signature

8 Layouts and Samples Sample From: shoesco.@263.net
To: Subject: Dear sir, We are the leading dealer in shoes in this city. Our customers are interested in your shoes and want to enquire about their quality. If the quality and price are satisfactory, there are of good sales here, but before placing a firm order, we should be glad if you would send us, on fifteen day’s , ten for men and five for women. sales intent prospects approval sales intent 销售意向

9 Layouts and Samples Any of the items unsold at the end of the period, and which we decide not to keep as stock, would be returned to you at our . We look forward to your early reply. Yours sincerely, Chen Min expense expense the amount of money that you have to spend on sth 费用，开支

10 Layouts and Samples Layout 2 informal letter Organization
Address: Fax: Tel: To: From: Date: Attn（attention）: Fax No.: Page(s): Re（regarding）: Salutation Body________________________________________________________________________________________. Close Signature

11 Layouts and Samples Sample Shanghai Metals Industry Co., Ltd.
Address: 8 Zhongshan Rd Fax: Tel: public.pta.net.cn 　　To: Doublelion Company 　　 Attn: Mr. Peng　　 　　From: Mr. Wang 　　　　 Date: 　 　　Fax No.: 　　　 Page(s):1 　　Subject: Dear Mr. Peng, We are much that your sales in recent months have fallen considerably. consultation concerned concern to interest oneself in sth 关心 consultation discussing matter with sb 咨询

12 Layouts and Samples At first we thought this might result from a , but on looking into the matter more closely, we have found a slack market is not the We’d like to know what we can do to help. Therefore, we look forward to receiving from you a detailed report on this situation in order to help you sales to their former level. Yours faithfully, Wang Bo slack market crux restore slack market 市场疲软

13 Word and Expressions sales intent 销售意向
2. prospect n. a person, job, plan, etc. that has a good chance of success in the future成功的可能性，前景 3. approval n official permission to do sth 同意， 批准 4. expense n the amount of money that you have to spend on sth 费用，开支

14 Word and Expressions 5. consultation n. discussing matter with sb 咨询
6. concern v. to interest oneself in sth 关心 7. slack market 市场疲软 8. crux n. most difficult parts of a matter 症结 9. restore v. to bring sb/sth back to a former condition 恢复

15 Typical Sentences E-mail
1. The greeting that you sent to Wu Dong on May 18, 2010 has been received. ________________________________________ 你于2011年5月18日发给武东的问候已收到。 2. This message was undeliverable due to the following reasons. _________________________________________________ 该邮件由于以下原因无法发送到收件人。

16 Typical Sentences 3. The user account is disabled.
__________________________________________________ 用户的账户无效。 4.Please reply to if you feel this message to be in error. __________________________________________________ 5. I can be reached seven days a week at ___________________________________________________ ___________________________________ 你可以一周七天里每天任何时候给我发邮件，我的电子邮件地 6. I am sending an e￣mail to ask you to make a homepage for my company. _______________________________________________ 我发邮件给你，请求你为我们公司建一个网页。

17 Typlcal Sentences 7. I sent a fax of my letter to our Hong Kong office. ________________________________________________ 我把我的信通过传真发到了我们在香港的办事处。 8. I faxed it this morning. _________________________________________________ 今天上午我用传真把它发了出去。 9. He sent his letter by fax to Mexico City yesterday. ________________________________________________ 昨天他把他的信通过传真发到了墨西哥城。 10. Have you got the contract faxed to you by Mr. Thompson this morning? ________________________________________________ 今天早上你是否收到汤姆逊先生传真给你的合同？ 11. All I do is fax her the price list. ________________________________________________ 我能做的就是把价目单传真给她。

18 Exercise and Practice 1. After reading the following phrases, you are required to find the items equivalent to those in Chinese given below. big smile none of your business talk to you later bye for now for the time being chat with you later if you say so long time no see bye bye now be back later Abbreviation Phrases Chinese BS 1. 大笑 NOYB 2. 不关你的事 big smile none of your business

19 Exercise and Practice talk to you later bye for now for the time being
Abbreviation Phrases Chinese TTYL 3. 以后再聊 BFN 4. 再见 FTTB 5. 暂时 CWYL 6. IYSS 7. 如果你这样说的话 LTNS 8. 好久不见 BBN 9. BBL 10. 马上回来，回头见 talk to you later bye for now for the time being chat with you later if you say so long time no see bye bye now be back later

20 2. Complete the e-mail according to the Chinese information.
From: To: Date: August 18, 2006 Subject: Insurance Dear sir, Please （我公司保综合险）$10 000, value of （5000台“蝴蝶”牌缝纫机） shipped at Shanghai, on board S. “Dongfeng”, （运往纽约）on May 18. Please （将保险单寄往我公司）, together with a （费用单据）. Yours faithfully, Li Feng Guangzhou Machines Import and Export Trading Company insure us against all risks _______________________ _________________________________ 5000 sets of “Butterfly”Sewing Machine ________________ sailing for New York _______________ send us the policy ________________ note for the charge

21 Exercise and Practice 3. Write an according to the Chinese information given below. 收件人电子邮件地址: indeu.net 　　发件人: 生产部 李涛 电子邮件地址: 　　发件日期：2005年12月10日 　　主题: 生产情况 　　内容: 　　1. 生产活动完全正常，一周里平均每天产量上升1%。 　　2. 生产上急需的煤已经于昨天下午下班前送到, 许多人帮忙卸车。 　　3. ABC公司前天来函，要求续签3个月的购货合同，现在手续办妥。

22 Exercise and Practice Expressions for reference
完全正常 be completely normal 2. 平均增长…… increase by...in average 3. 急需的煤 the coal in urgent need 4. 要求续签合同 ask for the renewal of a contract 5. 购货合同 purchase contract 6. 办理手续 go through the procedures

23 Exercise and Practice To: Jointcompany @ indeu.net
From: yahoo.com.cn Subject: about the production Date: Dec.10, 2005 Dear Manager,  One week has passed since you left for the United States. During this period of time, our production activities have been completely normal, and our output has increased by 1% on average in this week. What is more, the coal in urgent need for our production arrived yesterday afternoon just before the end of the work hours, so many people came to help unload the train. And I will tell you an inspiring news that ABC company sent a mail the day before yesterday, asking for the renewal of the purchase contract for another three months and now all the procedures have been gone through.  Wish your visit a success. Yours truly, Li Tao Production Department

24 Exercise and Practice 4. Complete the fax according to the Chinese information. 农业技术和设备的发展在我国的农业中起着重要的作用。我公司将参加下个月在珠海举行的农用化学品、农业技术和设备的展览会。我们希望贵公司也和我们一同参加。这样我们可以更好地交换技术信息和贸易合作。 Zhuhai Chemical Equipment Co., Ltd 　　　　　　Address: 36 Qinglu Rd Fax: 　　　　　　Tel: public.pta.net.cn To: Guangzhou Industrial and Commercial Trade Company Attn: Mr. Wang　　 From: Mr. Zhang 　　　　 Date: 　 Fax No.: 　　　 Page(s):1 Subject: Hope

25 Exercise and Practice Dear Mr.Wang,
The development of agricultural technology and equipment (正在起作用)our country’s agriculture. Our company (将参加) the exhibition of agrochemicals, agricultural technology and equipment, (将在珠海举行) next month. (我们希望贵公司也和我们一同参加). If so, we can 5. (交换技术信息) and cooperate in the trade in a better way. Yours truly, Zhang Lin is playing an important role in _________________________ will participate in ______________ which will be held in Zhuhai ______________________ We hope that you can take part in it with us, too. _________________________________________ _____________________ ______________ exchange the technological information

26 ⃟General Introduction
会议有各种各样的，如：委员会会议，董事会会议，全体员工会议等，有些是比较正式的会议，由专人主持会议，会议中由一名懂财务或法律的主任秘书记录讨论过的事项及决定，然后再由其秘书根据记录整理打印成文，印发给各位与会者及相关人员，这就是会议纪要(Minutes)。会议纪要不必要记下发言人的每个字、每句话，只需要概括摘要会议内容及结果。会议纪要有其特定格式，语言和措辞也有其特点。

27 一、语言与措辞 会议纪要的语言与措辞有三个特点： 1. 语气要正式； 2. 动词一般采用被动式； 3. 措辞尽量采用常用词。
词汇的选择对语气和规范程度的影响较大，其次还有六个因素也制约你的行文规范程度，即语言缩写、缩略、人称代词、被动语态和读者对象。 A. 就语言而言，语言用得越正式，越现出商午气息。如： Informal Formal so-so satisfactory

28 B. 避免缩略语，用其全称： Informal Formal aren’t are not She’s She is, She has C. 避免缩写，用其整体： Informal Formal Dept Department Corp Corporation D. 避免使用人称，用非人称术语： 不 用 常 用 Our idea the company’s proposal We wanted the corporation required Your letter to us the correspondence received

29 E. 被动语态 使用被动语态给人感觉以中性，文件似乎由传真机所发，它能将人的注意力引向信息本身，而不是注意谁提出此建议，作出此决定等。如： A salary cut was proposed. Mr. *** proposed a salary cut.(这种写法会遭人注意或受到攻击，即使在会议上通过了，也是集体或多数人的意见，记录的也只是结果。 F. 态度 措辞常常能反映人际关系。纪要中对上级、对同行、对同事以及对下级所用的语气和态度是绝然不同的。对上级用尊敬、对同事同行用礼貌、对下级用权威命令式语气。这种语气差别主要体现在动词上：

30 对上级 对下级 could be is should be is would be will might/may be will seems to be is looks as if is appears is almost decided decided about certain certain

31 二、会议纪要常用表达法 1. 记录委员会听取了某报告或建议： The committee heard/noted/recognized/recorded that … e.g. The committee heard the report. 2. 记录委员会决定最好采取某措施； The committee agreed/conceded/concurred/decided/ found/ resolved (to) that… e.g. The committee resolved to purchase the warehouse. 3. 记录委员会决定最好不采取某措施： The committee declined/agreed not/refused/rejected(to)… e.g. The committee rejected the proposal to purchase the warehouse.

32 4. 记录委员会得到某指示或建议； The committee was advised/informed/instructed/notified/ (that)/ (to)… e.g. The committee was notified of the guidelines. 5. 记录委员会决定等待一段时间： The committee deferred/postponed/shelved/tabled… e.g. The committee shelved the proposal. 6. 出席会议的成员及头衔； The following members were in attendance( or present): Sara Simms, Chairperson Jim Smith, Director of Personnel 7. 没有出席会议的委员： The following members were not in attendance(or present or apologies for absence):

33 Ken Smith, Supervisor of Operations
8. 被邀请来列席会议的成员或仅就某个事项被邀请参加 Present by invitation Present by invitation for Item Three

34 三、会议纪要的格式 会议纪要的格式较为特殊，一般如下： 1. 标题（Heading) 2. 出席会议人员（Attendants) 3. 未出席会议人员（Non-attendants) 4. 特邀与会者（Special Attendants) 5. 有关上次会议纪要的评论（Endorsement of Minutes) 6. 旧事项及新议题（Items of old and new business) 7. 下次会议地点、时间、日期（Place, time and date of next meeting) 8. 会议主持人及记录人员签名（Signatures of Chairperson and Secretary)

35 DISCUSS FACTORY EXTENSION
MINUTES OF A MEETING TO DISCUSS FACTORY EXTENSION 10th OCTOBER 2011 3 P.M 1. The following members were in attendance: Sara Simms, Chairperson Howard Lin, Director of Operations Jim Davis, Director of Personnel Joyce Liu, Vice President of International Relations James Chou, Treasurer 2. The following members were not in attendance: Ken Smith, Supervisor of Operations 3. Present by Invitation:…

36 4. Minutes of last meeting held on 10th September, at 3 pm
4. Minutes of last meeting held on 10th September, at 3 pm., were approved. 5. (a) The Production Manager reported on his interview with the local Building Inspector, and said that detailed plans of the foundations were required. (b) The architect reported that the plans had been drawn up and sent to the Building Inspector. 6. (a) The personnel Manager reported on labor available for the new extension, and suggested a programme should be put in hand to train workers. (b) It was agreed that a training programme should be started immediately and that an estimate of the cost should be provided by the Personnel Manager.

37 7. It was concurred that the subsequent meeting of the committee will be held at 3 pm. on December 10th, 2011 in room H209. Chairperson: (Signature) Oct Secretary: (Signature)