Business English Writing商务英语写作总结.docx

1、Business English Writing商务英语写作总结Business Letter WritingSome rules of good writing 1) Adopting the right tone正确语气2) writing naturally and sincerely3) writing clearly to the point4) being courteous有礼貌的and considerate5) avoiding wordiness冗长6) planning your letter and writing effectivelyPrinciples of bu

2、siness letter-writing In writing business letters, we should always bear in mind the essential qualities of them, the seven Cs: completeness完整, concreteness具体, clarity明晰, conciseness简洁, courtesy礼貌, consideration关心and correctness正确性.注：1)They have reduced the price US100 per piece件. price后要加to。 解析：red

3、uceto应该是指“降低到（某个位置、程度）”，reduceby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this month,要写出确切的月份。Complicated难懂的/复杂的Simple简单的Be kind enoughpleaseUnder date ofonGeneralSpecificSoonMay 15A large volumean order up to USD12,000Contact youcall / write / faxOu

4、r timeBeijing timeSomebodyMr. LiYour portLiverpool5）Please remit us the amount soon.划线处需用确切量词6)Thank you for your emails of/dated May 5.(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CorrectionIn the view of the fact thatbecauseHad the effect of causingcausedI want to take this opportunity to t

5、hank youthank youIn the event thatIfCourtesy: 1) 收到信，要在3天内给对方回复。2）Because of your delay in shipment延期装船, we suffer a loss.your改为the。（解析：只提事实，不要指责对方。）3）You must/had better/should send the sample to us.(最好不要用，不尊重)4）可以说Would you please do sth. 注：textiles纺织品 price list价目表 catalog小册子，目录Exercises-Rewrite

6、sentences1) There are three buyers who want to import the goods from us.去掉There arewho2) There is a book written by WH about Globalization. A book is written by.3) It is my opinion that they should replace the goods. My opinion is that.4) Here is our check for $500 in payment for your settlement. 去掉

7、Here is, payment后加is。5) It is our plan to open a branch in BJ next year.We plan to./ Our plan is to.6) It is our expectation that the interest rate will be further raised in the near future. We expect that.7) The interest rate is expected to be further .We expect the interest rate to be further.8) Y

8、our order for office supplies has been received, and it will be shipped immediately. Weve received your order, and we will ship immediately.9) We are shipping your order for at once. The basic format of a business letter: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) Inside Nam

9、e and Address5) Attention line （注意事项）(希望由谁/某部门办理)6) Salutation（称呼）7) Subject line（事由标题）8) Body of the letter.9) Complimentary close（结尾敬语）10) Signature （签名）11) Enclosure Notation（附件）12) Carbon Copy(抄送) C.C.注：粗体字为Necessary parts,细体字为Optional parts.1）letterheadLetterhead, as the first and most obvious

10、part of a companys business letter, has two functions: to identify where the letter comes from, and to form ones impression of the writers company.A printed letterhead may contains some or all of the following parts:a. The full name of the companyb. Logo- this is usually an eye-catching引人注目的emblem符号

11、 or trademark商标 of a companyc. Addresses this also contains telephone, fax and telex numbers电传号, e-mail address, or occasionally a cable address 电报挂号is also givend. Names of chief executives 首席执行官e. Icon图标of productsthis is usually a miniature缩图of the products the company manufactures or sells, such

12、 as an automobile, a computer or a motorcycleUsually letterhead is printed in the up-center or at the left margin of a letter左端.Weavewell woolen co.ltd246 Victoria StreetLondon E.C.4, EnglandTel.01-1377-432 telex:9876548Cable add:WEAVEWELL,LondonThe Eastern Seaboard corporation 324 park AvenueNew Yo

13、rk, new York 10017Tel. 225-2780 cable add: EASTSEA TELES: 222711E-mail: MACW2) Reference number (发文编号)The reference number is generally used as a useful indication指示for filing 把归档so it must be easily seen. It may include a file number文件号, departmental 部门的code or the initials姓名中的大写字母of the signer签名者

14、of the letter to be followed by the typist initials in the following fashions:A. Our ref:234 GW/gp B. Your ref: 456 JS/ib3 ) Date Every letter should be dated- never send out a letter without a date. The position of the date below the letterhead (either on the right or on the left) depends on the st

15、yle you choose.1 British form (Date,Month,Year)- 3rd August, 1994 Eg: 12 September 2012或12 Sep. , 2012或12 May 2012American form（Month,Date,Year）-August 3, 1994 Eg.Sep.12, 2012 ( 不能写11 / 9 / 2012 ,会引起歧义)It is preferably typed in the order of D/M/Y, because nowadays most computer-processed forms bear

16、a Date Box in such an order .4) Inside name and address封内名称和地址The inside address should be the same as the name and address on the envelope. As a secretary or a typist in a business company will perhaps type dozens of letters address an identical number of envelopes each day, the inside address help

17、s her or him to make sure that the letter sheet is put in the right envelope.1 Mr. 先生, Mrs. 夫人, Miss. 年轻未婚女子, and Ms女士(用于婚姻状况不明女子的姓名前) -The ordinary courtesy titles礼节上的尊称are used to address to one person.e.g. Mr.C.E.Eckersley, Director或Ms. M.C. Mar, president2 Messrs（法）各位先生(abbreviation of Messieurs

18、)is the plural of “Mr” and is used only when the firm is named after one or more persons, Brown&White Bros., etc5 ）Attention line注意事项(希望由谁/某部门办理)Attention line is used when the writer of a letter addressed to an organization wishes to direct the letter to a specific individual or section of the firm

19、. It generally follows the inside address.Eg. ATTN: Mr. John Smith. The Sales Manager6) The salutation称呼The salutation is the polite greeting .Its form depends on the writers relationship with the receiver. The customary通常的 formal greeting in a business letter is “Dear Sir” or “Dear Madam” used for

20、addressing one person; and “Dear Sirs”, “Dear Mesdames” or “Gentlemen”. If the receiver is known to the writer personally, a warmer greeting “Dear Mr. sb” is then preferred.注意：Dear Sir(s), Gentlemen: 若事先知道对方姓名，称呼格式则为“Dear Mr./Ms +姓氏”，避免用Mrs.或Miss, 不尊重。 Eg. Hallet, David Dear Mr. Hallet, 或 Mavilyn Sh

21、ea Dear Ms Shea, (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。)Salutation is usually typed three spaces below the inside address of the attention line, and followed by a comma逗号for “Dear Sir”, ”Dear Sirs”, and a colon冒号for “gentlemen”.7 )The subject line事由标题This comes two lines below the salutation, e

22、ither beginning at the left margin or in the center, depending on which style you are using. The subject line helps the reader to obtain quickly the gist 要旨of the letter. It is specially useful if two companies have a lot of correspondence通信 with each other on a variety of subjects, as it immediatel

23、y tells what the letter is about . It is also useful as a guide for filing. It can begin with or without “Re: ” or “Subject: ” , but should always denote what the letter is about.Re: Sewing Machines;Subject: Our contract No. 合同编号2345. Your L/C信用证（letter of credit）No.3456Sewing Machines注意：a letter of

24、 credit一份信用证 an L/C letters of credit多份信用证 Ls / C8) The body of the letter:The body of a business letter should begin two lines below the subject line. It contains the opening sentence开头语, the actual message of the letter, and the closing sentence. The body of the letter should be carefully planned

25、and paragraphed, with the first paragraph referring to previous correspondence之前的信件and the last paragraph to future actions未来的措施or plans, and with only one topic in each paragraph.When replying a letter, its day and reference number参考号should be mentioned as the following:Thank you for your letter 23

26、4GW/gp of September 18Your letter of the 10th, August has been received with thanks.Many thanks for your letter about I must apologize for my delay in answering your kind letter.In reply to your letter of July 2So much has happened since I received your last letterThe closing sentence is a simple se

27、ntence, which stands as a paragraph by itself and brings the letter to a polite close, and is used to sum up the message and to suggest the writers requirements to the receiver.E.g. We look forward to hearing from you soon.Please do not hesitate to contact us should you require any further informati

28、on.We would be grateful if your could send us this information as soon as possible .We thank you for this order and hope to receive your repeat orders.Any further information you can provide will be appreciated.We look forward to your confirmation确认at your earliest convenience尽早.Business letters are

29、 usually one page long, but sometimes it is impossible to write the entire letter on one sheet of paper. A second or continuation sheet must be used in this case. When using the second or continuation sheets, plain paper of the same quality, size and colour as the first page must be used and typed w

30、ith a second page heading to show:a. the number of the sheetb. the name of your correspondent客户c. the date of the letterPage 2International Trading Co.ltdJuly 8, 1994Three forms of second-page heading：-2-L.A.Brizier&Co. 1 March, 2002International Trading Co.ltd. 2 July 8 ,1994Remember never to use a

31、 second page solely for your complimentary close结尾客套语 and signature签名, instead, reform重组the letter so that on the second page at least two lines of your final text appear before the complimentary close. And a business letter should never be typed on both sides of the paper.9 )The complimentary close结尾敬语:The complimentary close is merely a polite way of ending a letter. It is placed two or four lines below the last line of the body of the letter. It should match the salutation. The most commonly used sets of sa