Business English Writing商务英语写作总结.docx
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BusinessEnglishWriting商务英语写作总结
BusinessLetterWriting
●Somerulesofgoodwriting
1)Adoptingtherighttone正确语气
2)writingnaturallyandsincerely
3)writingclearlytothepoint
4)beingcourteous有礼貌的andconsiderate
5)avoidingwordiness冗长
6)planningyourletterandwritingeffectively
●Principlesofbusinessletter-writing
Inwritingbusinessletters,weshouldalwaysbearinmindtheessentialqualitiesofthem,thesevenC’s:
completeness完整,concreteness具体,clarity明晰,conciseness简洁,courtesy礼貌,consideration关心andcorrectness正确性.
注:
1)TheyhavereducedthepriceUS﹩100perpiece件.→price后要加to。
解析:
reduce…to…应该是指“降低到……(某个位置、程度)”,reduce…by…则是指“降低了……(by后面跟降低的具体幅度)”。
2)避免使用bimonthly,会引起歧义。
→adj.两月一次的;每月两次的。
避免使用steamer。
→n.轮船/蒸汽机/蒸笼。
3)不要写thismonth,要写出确切的月份。
Complicated难懂的/复杂的
Simple简单的
Bekindenough
please
Underdateof
on
General
Specific
Soon
May15
Alargevolume
anorderuptoUSD12,000
Contactyou
call/write/fax
Ourtime
Beijingtime
Somebody
Mr.Li
Yourport
Liverpool
5)Pleaseremitustheamountsoon.划线处需用确切量词
6)Thankyouforyouremailsof/datedMay5.(不能用on。
解析:
修饰名词emails,所以用of/dated;而on修饰动词。
)
Deadwood废话
Correction
Intheviewofthefactthat
because
Hadtheeffectofcausing
caused
Iwanttotakethisopportunitytothankyou
thankyou
Intheeventthat…
If…
Courtesy:
1)收到信,要在3天内给对方回复。
2)Becauseofyourdelayinshipment延期装船
wesufferaloss.→your改为the。
(解析:
只提事实,不要指责对方。
)
3)Youmust/hadbetter/shouldsendthesampletous.(最好不要用,不尊重)
4)可以说Wouldyoupleasedosth.
注:
textiles纺织品pricelist价目表catalog小册子,目录
●Exercises--Rewritesentences
1)Therearethreebuyerswhowanttoimportthegoodsfromus.→去掉Thereare…who…
2)ThereisabookwrittenbyWHaboutGlobalization.→Abookiswrittenby….
3)Itismyopinionthattheyshouldreplacethegoods.→Myopinionisthat….
4)Hereisourcheckfor$500inpaymentforyoursettlement.→去掉Hereis,payment后加is。
5)ItisourplantoopenabranchinBJnextyear.→Weplanto…./Ourplanisto….
6)Itisourexpectationthattheinterestratewillbefurtherraisedinthenearfuture.→Weexpectthat….
7)Theinterestrateisexpectedtobefurther….→Weexpecttheinterestratetobefurther….
8)Yourorderforofficesupplieshasbeenreceived,anditwillbeshippedimmediately.→We’vereceivedyourorder…,andwewillshipimmediately.
9)Weareshippingyourorderfor…atonce.→
●Thebasicformatofabusinessletter:
1)letterhead(信头)
2)Ref.(reference)No(发文编号)(提及某一笔买卖的号)
3)Date(日期)
4)InsideNameandAddress
5)Attentionline(注意事项)(希望由谁/某部门办理)
6)Salutation(称呼)
7)Subjectline(事由标题)
8)Bodyoftheletter
………………………………………………….
9)Complimentaryclose(结尾敬语)
10)Signature(签名)
11)EnclosureNotation(附件)
12)CarbonCopy(抄送)C.C.
注:
粗体字为Necessaryparts,细体字为Optionalparts.
1)letterhead
⊙Letterhead,asthefirstandmostobviouspartofacompany’sbusinessletter,hastwofunctions:
toidentifywherethelettercomesfrom,andtoformone’simpressionofthewriter’scompany.
⊙Aprintedletterheadmaycontainssomeorallofthefollowingparts:
a.Thefullnameofthecompany
b.Logo-thisisusuallyaneye-catching引人注目的emblem符号ortrademark商标ofacompany
c.Addresses–thisalsocontainstelephone,faxandtelexnumbers电传号,e-mailaddress,oroccasionallyacableaddress电报挂号isalsogiven
d.Namesofchiefexecutives首席执行官
e.Icon图标ofproducts—thisisusuallyaminiature缩图oftheproductsthecompanymanufacturesorsells,suchasanautomobile,acomputeroramotorcycle
⊙Usuallyletterheadisprintedintheup-centerorattheleftmarginofaletter左端.
Weavewellwoolenco.ltd
246VictoriaStreet
LondonE.C.4,England
Tel.01-1377-432telex:
9876548
Cableadd:
WEAVEWELL,London
TheEasternSeaboardcorporation
324parkAvenue
NewYork,newYork10017
Tel.225-2780cableadd:
EASTSEA
TELES:
222711
E-mail:
MACW@
2)Referencenumber(发文编号)
Thereferencenumberisgenerallyusedasausefulindication指示forfiling把…归档soitmustbeeasilyseen.Itmayincludeafilenumber文件号,departmental部门的codeortheinitials姓名中的大写字母ofthesigner签名者ofthelettertobefollowedbythetypist’initialsinthefollowingfashions:
A.Ourref:
234GW/gp
B.Yourref:
456JS/ib
3)Date
⊙Everylettershouldbedated---neversendoutaletterwithoutadate.Thepositionofthedatebelowtheletterhead(eitherontherightorontheleft)dependsonthestyleyouchoose.
1Britishform(Date,Month,Year)----3rdAugust,1994
Eg:
12September2012或12Sep.,2012或12May2012
②Americanform(Month,Date,Year)----August3,1994
Eg.Sep.12,2012(不能写11/9/2012,会引起歧义)
⊙ItispreferablytypedintheorderofD/M/Y,becausenowadaysmostcomputer-processedformsbearaDateBoxinsuchanorder.
4)Insidenameandaddress封内名称和地址
Theinsideaddressshouldbethesameasthenameandaddressontheenvelope.Asasecretaryoratypistinabusinesscompanywillperhapstypedozensoflettersaddressanidenticalnumberofenvelopeseachday,theinsideaddresshelpsherorhimtomakesurethatthelettersheetisputintherightenvelope.
1Mr.先生,Mrs.夫人,Miss.年轻未婚女子,andMs女士(用于婚姻状况不明女子的姓名前)----Theordinarycourtesytitles礼节上的尊称areusedtoaddresstooneperson.
e.g.Mr.C.E.Eckersley,Director或Ms.M.C.Mar,president
2Messrs(法)各位先生(abbreviationofMessieurs)isthepluralof“Mr”andisusedonlywhenthefirmisnamedafteroneormorepersons,Brown&WhiteBros.,etc
5)Attentionline注意事项(希望由谁/某部门办理)
⊙Attentionlineisusedwhenthewriterofaletteraddressedtoanorganizationwishestodirectthelettertoaspecificindividualorsectionofthefirm.Itgenerallyfollowstheinsideaddress.
Eg.ATTN:
Mr.JohnSmith.TheSalesManager
6)Thesalutation称呼
⊙Thesalutationisthepolitegreeting.Itsformdependsonthewriter’srelationshipwiththereceiver.Thecustomary通常的formalgreetinginabusinessletteris“DearSir”or“DearMadam”usedforaddressingoneperson;and“DearSirs”,“DearMesdames”or“Gentlemen”.Ifthereceiverisknowntothewriterpersonally,awarmergreeting“DearMr.sb”isthenpreferred.
注意:
①DearSir(s),②Gentlemen:
③若事先知道对方姓名,称呼格式则为“DearMr./Ms+姓氏”,避免用Mrs.或Miss,不尊重。
Eg.Hallet,David→DearMr.Hallet,或MavilynShea→DearMsShea,(特别注意:
若姓名之间有逗号,则逗号前为姓,逗号后为名。
若姓名之间无逗号,则前名后姓。
)
⊙Salutationisusuallytypedthreespacesbelowtheinsideaddressoftheattentionline,andfollowedbyacomma逗号for“DearSir”,”DearSirs”,andacolon冒号for“gentlemen”.
7)Thesubjectline事由标题
⊙Thiscomestwolinesbelowthesalutation,eitherbeginningattheleftmarginorinthecenter,dependingonwhichstyleyouareusing.Thesubjectlinehelpsthereadertoobtainquicklythegist要旨oftheletter.Itisspeciallyusefuliftwocompanieshavealotofcorrespondence通信witheachotheronavarietyofsubjects,asitimmediatelytellswhattheletterisabout.Itisalsousefulasaguideforfiling.Itcanbeginwithorwithout“Re:
”or“Subject:
”,butshouldalwaysdenotewhattheletterisabout.
①Re:
SewingMachines;
②Subject:
OurcontractNo.合同编号2345.
YourL/C信用证(letterofcredit)No.3456
③SewingMachines
注意:
①aletterofcredit一份信用证②anL/C③lettersofcredit多份信用证④Ls/C
8)Thebodyoftheletter:
⊙Thebodyofabusinesslettershouldbegintwolinesbelowthesubjectline.Itcontainstheopeningsentence开头语,theactualmessageoftheletter,andtheclosingsentence.Thebodyofthelettershouldbecarefullyplannedandparagraphed,withthefirstparagraphreferringtopreviouscorrespondence之前的信件andthelastparagraphtofutureactions未来的措施orplans,andwithonlyonetopicineachparagraph.
⊙Whenreplyingaletter,itsdayandreferencenumber参考号shouldbementionedasthefollowing:
①Thankyouforyourletter234GW/gpofSeptember18…
②Yourletterofthe10th,Augusthasbeenreceivedwiththanks.
③Manythanksforyourletterabout…
④Imustapologizeformydelayinansweringyourkindletter.
⑤InreplytoyourletterofJuly2…
⑥SomuchhashappenedsinceIreceivedyourlastletter…
⊙Theclosingsentenceisasimplesentence,whichstandsasaparagraphbyitselfandbringsthelettertoapoliteclose,andisusedtosumupthemessageandtosuggestthewriter’srequirementstothereceiver.
E.g.①Welookforwardtohearingfromyousoon.
②Pleasedonothesitatetocontactusshouldyourequireanyfurtherinformation.
③Wewouldbegratefulifyourcouldsendusthisinformationassoonaspossible.
④Wethankyouforthisorderandhopetoreceiveyourrepeatorders.
⑤Anyfurtherinformationyoucanprovidewillbeappreciated.
⑥Welookforwardtoyourconfirmation确认atyourearliestconvenience尽早.
⊙Businesslettersareusuallyonepagelong,butsometimesitisimpossibletowritetheentireletterononesheetofpaper.Asecondorcontinuationsheetmustbeusedinthiscase.Whenusingthesecondorcontinuationsheets,plainpaperofthesamequality,sizeandcolourasthefirstpagemustbeusedandtypedwithasecondpageheadingtoshow:
a.thenumberofthesheet
b.thenameofyourcorrespondent客户
c.thedateoftheletter
Page2
InternationalTradingCo.ltd
July8,1994
Threeformsofsecond-pageheading:
-----2------
L.A.Brizier&Co.1March,2002
InternationalTradingCo.ltd.2July8,1994
⊙Remembernevertouseasecondpagesolelyforyourcomplimentaryclose结尾客套语andsignature签名,instead,reform重组thelettersothatonthesecondpageatleasttwolinesofyourfinaltextappearbeforethecomplimentaryclose.
⊙Andabusinesslettershouldneverbetypedonbothsidesofthepaper.
9)Thecomplimentaryclose结尾敬语:
⊙Thecomplimentarycloseismerelyapolitewayofendingaletter.Itisplacedtwoorfourlinesbelowthelastlineofthebodyoftheletter.Itshouldmatchthesalutation.
⊙Themostcommonlyusedsetsofsa