外贸函电 教材 Unit 1Unit 3.docx
《外贸函电 教材 Unit 1Unit 3.docx》由会员分享，可在线阅读，更多相关《外贸函电 教材 Unit 1Unit 3.docx（21页珍藏版）》请在冰豆网上搜索。
外贸函电教材Unit1Unit3
UnitoneBusinessLetterWriting
第一课商业书信的撰写
[目的和要求]
本节应掌握：
Mainpartsofabusinessletter
熟悉：
Samplelettersindifferentstyles
[教学重点和难点]
Mainpartsofabusinessletter
[教学课时]3学时
Principlesofbusinessletterwriting
1）Thefirstprincipleisclearness清楚:
Inordertoachievethatyoushouldnotconveymorethanoneideainasentence.Youshouldnotintroducemorethanonetopicinaparagraph.Youshouldnotdealwithmorethanonematterinaletter.
2）Thesecondprincipleisconciseness简要:
Trytomakeyourmessagebriefandtothepoint.Avoidusinglongwordsandsentences.Usedailyexpressionstoreplacejargons.Expressyourselfinanorderlyandlogicalway.Agoodbusinesslettershouldbenatural,humanandeasytoread.
Herearesomeexamples:
Insteadofsaying:
WeshouldbeobligedifyoucouldcontactMrSmithatanearlydate.
Yousay:
PleasecontactMrSmithsoon.
Insteadofsaying:
WithreferencetoyourOrder319,thegoodsweredispatchedonthe13ofthismonth.
Yousay:
WesentyourOrder319on13April.
3）Thethirdprincipleiscorrectness正确:
Youhavetomakesurethatboththelanguageandfactsarecorrect.Intermsoflanguage,youshouldmakesurethatyoumakenogrammaticalmistakes.Payattentiontopunctuationforitwillaffectthemeaningofthesentence.
Ourshop,inCanada,wasdestroyedbyfire.
Fromthissentence,weknowthatthewriterhasonlyoneshop.
OurshopinCanadawasdestroyedbyfire.
Hereweknowthatthewriterhasmorethanoneshop.
Youshouldalsomakesurethattherearenotypingmistakes.Payspecialattentiontonumbers,suchasquantity,priceandsoon.
4）Thelastprincipleiscourtesy礼貌:
vThisismorethanpoliteness.Agoodbusinesslettershouldbepositive,friendlyandsincere.
Insteadofsaying:
Iaminreceiptofyourorderfor1,000tonsofBlackTea.
Yousay:
Thankyouforyourorderfor1,000tonsofBlackTea.
Adopt“youapproach”whenyouconveyagoodnews.
Insteadofsaying:
Weshallbeabletoofferyoufreecustomerserviceforyournewlypurchasedrefrigeratorfor3years.
Yousay:
Youwillbepleasedtohearthatyouwillsoonbeabletohaveafreecustomerserviceforyournewlypurchasedrefrigeratorfor3years.
Avoidusing“youapproach”whenconveyingbadnews.Inthissituation,youhavetohandleittactfully.
Insteadofsaying:
‘Yourletterisnotclearatall.Icannotunderstandit.’
Yousay:
‘IfIunderstandyourlettercorrectly….’
Howtolearnthiscourse
First,youneedtohaveagoodcommandofEnglish.
Then,payattentiontothespecialtermsinthiscourse.
Thebestwaytolearnitistoreadmoreandwritemore.
Inthiswayyouwillhaveabetterunderstandingofwhatyouhavelearnedandbeabletousethem.Itisagoodideatorecitesomeletters.Itwillhelpyoualotwhenyouwritebusinesslettersyourself.
Layoutofthebusinessletter
Full-blockedlayoutstyle,blockedlayoutstyleandsemi-blockedlayoutstylearecommonlyused.
ADVOINDONESIALTD
JlLambuk23
Jakarta
Indonesia
Tel:
（62）373611/Fax:
（62）21375561
27March2005
MrJamesBrown
SalesDirector
Electraplc
5NorthWay
UnitedIndustrialEstate
Manchester
MA23BA
UK
DearMrBrown,
（Full-blocked）
Yourssincerely
（signature）
JamesWatt
SalesManager
ADVOINDONESIALTD
JlLambuk23
Jakarta
Indonesia
Tel:
（62）373611/Fax:
（62）21375561
25April2005
MsMaryGreen
HeadDesigner
EliteFashionsLtd
65BClothLane
Nottingham
NG54GS
UK
DearMsGreen：
（Blocked）
Yourssincerely
（Signature）
PatriciaRose
AssistantManager
ADVOINDONESIALTD
JlLambuk23
Jakarta
Indonesia
Tel:
（62）373611/Fax:
（62）21375561
April25,2005
MsMaryGreen
HeadDesigner
EliteFashionsLtd
65BClothLane
Nottingham
NG54GS
UK
DearMsGreen
（Semi-blocked）
Yourssincerely
（Signature）
PatriciaRose
AssistantManager
Letterhead信头
1）Date
2）Insidenameandaddress
3）Thesalutation
4）Subjectheadingorcaption
5）Thebodyoftheletter
6）Complimentaryclose
7）Signature
8）Miscellaneousmatters
1）Theletterhead
Companiesusuallyhavepaperwithprintedletterhead,whichincludesthecompany’sname,address,postcode,telephonenumber,telexnumber,faxnumber,emailaddressetc.Theprintedletterheadisusuallycentered.HereI’dliketoremindyouthattheaddressintheletterheadistheaddressofthesendernottherecipient.Thisisimportantwhenyouhavetowritetheletterheadyourself.
2）Thedate（日期）
A.Thedateshouldbeplacedtwolinesbelowtheletterhead.Forthefull-blockedstyle,youputitontheleft.Fortheblockedorsemi-blockedyouputitontheright.
B.Thedateshouldbetypedinfullandnotabbreviated
September,notSept.
October,notOct.
C.Donotgivethedatesinfiguresfortheymaycauseconfusion.Forthedate,use1,2,3,4.
D.Herearetherecommendedforms.Sticktooneformonceyouhavechosenit.ThereisnocommabetweenthemonthandtheyearinBritishEnglish.
3April2000（BritishEnglish.）
April3,2000（AmericanEnglish）
3）Theinsidenameandaddress.
Thisisthenameandaddressoftherecipient.Itistypedattheleft-handmargintwolinesbelowthedate.
Courtesytitlesareusedinbusinesscorrespondence,suchasMr.,Mrs.andMiss.Ifyoudonotknowwhetheraladyismarriedornot,useMs.Allthesearefollowedbyfamilynames.Ifyoudonotknowwhethertherecipientisamanorawoman,useDearMadamorSir.Theyarenotfollowedbyfamilynames.
Ifyouknowtheappropriatedepartmentalhead,you’dbetteraddressthelettertohimorher,byhisofficialtitlenotbyhisorhername.Thusaletterconcerningpurchasingshouldbeaddressedto:
TheSalesManager,
therecipient’saddress.
DearSir,
Whentherecipientholdsaspecialtitle,suchasDoctor,Professor,addresshim/herbythistitle:
Prof.Smith.
Dr.JamesWhite/JamesWhite,MD
ButnotDr.JamesWhite,MD
4）.Thesalutation
Thesalutationisthepolitegreetingwithwhichaletterbegins.Theexpressionyouusedependsonyourrelationshipwiththerecipient.Youmayuseformalsalutationifyouwritetoacompanyanddonotknowwhotoaddressto.InthiscaseyouuseDearSirs,andinAmericapeopleliketouseGentlemen.
Ifyouknowthepersonyouarewritingto,youmayuseinformalsalutation.DearMr.Green,
Formal:
DearSir
DearMadam
DearSirs
Gentlemen
Informal:
DearMrGreen
DearMrsGreen
DearMissGreen
DearMsGreen
Ifyoudonotknowwhetheramanorawomanwillreadyourletter,youmaywriteDearMadamorSir/DearSirorMadam:
DearMadamorSir
DearSirorMadam
YoucannotuseSir/Sirsalone.YouhavetousedeartogowithSir/SirsbutGentlemenisusedaloneandcannotbeusedinthesingular.Thesalutationistwolinesbelowtheinsideaddresswithoutanyindentation.
5）.Thesubjectheadingorcaption
Thesubjectheadingisoftenplacedonelinebelowthesalutation.Itcanbeputontheleftorinthemiddledependingonwhethertheletterisfull-blocked,blockedorsemi-blocked.Thisisusedtocallreader’sattentiontothetopicoftheletter,thereforeitisagoodideatounderlineitormakeitinboldfaceletters.
Youcanwritethesubjectinthefollowingways:
A:
Underlineyoursubjectlikethis:
DearDr.Jones,
Re:
Applyingforaposition
Subject:
Applyingforaposition
B:
Makeyoursubjectinboldfaceletters
DearDr.Jones,
Re:
Applyingforaposition
Subject:
Applyingforaposition
C:
OmitthewordsReandSubject:
DearDr.Jones,
Applyingforaposition
6）Thebodyoftheletter
vYoumayusethefirstpersonsingular:
IhavereceivedyourapplicationandshallbebringingitbeforetheBoardforconsiderationthisweek.
vYoumayalsousethefirstpersonplural:
Wehavereceivedyourapplicationandshallbeconsideringitataboardmeetingthisweek.
vYoucanevenusetheimpersonalpassive:
YourapplicationhasbeenreceivedandwillbeconsideredbytheBoardthisweek.
Youshouldplanyoulettercarefully.
Ifyouarereplyingaletter,beginyourletterbyreferringtothepreviouscorrespondence.
Ifthisisthefirsttimetocontact,youmaybeginbyintroducingyourselfandthenstatethepurposeofyourwriting.
Ifyouhaveseveralmatterstotalkabout,especiallyifsuchmattersarenotdealtwithinthesamedepartmentofthecompany,donottalkabouttheminoneletter.
Whatisthepurposeoftheletter?
Whatisyourexpectation?
Whatlanguageshouldyouusetoachieveyourpurpose?
Isthisthefirsttimeyoudiscussthematteroryouhavetalkedaboutitbefore?
Doyouhavealltheinformationyouneed?
Whatisyourcompany’spolicyconcerningthematteryouaredealingwith?
Ifasecondpageisnecessary,donotwriteonlythesignatureonthesecondpage.Youshouldtrytoremovepartoftheletterfromthefirstpagetothesecondbyleavingmoreroombetweentheletterheadandthedate;betweenthedateandtheinsideaddress;andleavemoreroomforthehandwrittensignature.Write“tobecontinued”onthebottomrighthandsideofthefirstpage.
Thesecondpageshouldbewrittenonablankpaperwiththesamekindoftextureandthecolorasthefirstpage.Writethepagenumber,nameoftherecipientandthedateand,likethis:
Page2
TheUniversalTradingCo.,February10,2000
Mr.JamesSmith
Page2
March2,2000
Whenwritingaletter,leaveenoughspaceforboththeleftandtherightmargins,eachhaving30---34mm.
7）.Thecomplimentaryclose
Thecompliment
升级会员 