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1、Logistics English 物流专业英语物流专业英语Module Three The Practice of Logistics English -Logistics Document Chapter Sixteen Business Letter Chapter Sixteen Business Letter ObjectivesTo learn about the basic knowledge of business lettersTo get to know what contents a business letter should includeTo master usef
2、ul expressions in writing business letters Focus onLearn how to write business letters Lead in Logistics is the industry which has grown with the international trade. To do international trade means the shipment of goods from one country to another. Communicating with your customers in letter is an
3、essential part in the work of a clerk in a logistics company, so you should get to know how to write a business letter. It is important to remember that a business letter is an official document. It differs from personal letters exchanged by friends in both its layout and content. Here are some tips
4、 for writing a business letter. 16.1 Introduction to Business Letters Writing a business letter takes planning. First of all, you must analyze your audience and determine your purpose. Whatever the aim, create your letter from these goals. Then you need to gather information, create an outline, writ
5、e a draft, and revise it.Try to organize your letter logically. It should be clear and concise, with short sentences and simple words. Keep the letter to one page. Business people are busy and do not appreciate unnecessarily long letters.Dont ever forget to proof-read your letter. Check the spelling
6、, particularly the name of the person and company. Minor errors in spelling, punctuation, and grammar hurt your credibility. Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well-written letter.An important factor in the readability of a letter i
7、s the chosen font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman.In most cases, the business letter will b
8、e the first impression that you make on someone. The way you write a letter and the etiquette you employ may have a significant impact on your success or failure in business.Before writing a business letter, we should learn about some basic knowledge about it, such as Principals of Business Letter-W
9、riting, Parts of a Business Letter, Business Letter Format. Knowing these guidelines can make your letters more formal, which will leave a good first impression on your business partners.16.2 Principals of Business Letter-Writing As to the wording of your business letters, there are six golden guide
10、lines which must be observed in writing business letters. Since all these principles are begin with the letter C, they can be summed up as 6Cs, i.e. Clarity, Conciseness, Courtesy, Consideration, Completeness and Correctness. 1) Clarity（清晰） Good Business Letter should be free from any confusion or a
11、mbiguity. To avoid ambiguity and confusion, the writer should use simple and accurate words, and short and simple sentences.2 ) Conciseness（简洁）To be concise is to express a message completely in as few words as possible without losing important information. 3)Courtesy（礼貌）The principle of courtesy re
12、quires one to be thoughtful and polite in writing a business letter. Normally, punctuality is stressed as an important aspect of courtesy in business correspondence. A prompt letter is always more valued than a delayed one.4) Consideration（体谅） Consideration emphasizes You-attitude rather than We-att
13、itude. When writing a letter, we should pay attention to readers request, needs, desires, as well as his feelings in mind.5)Completeness（完整）Like any other letter, good Business Letter should have all the relevant facts and complete information so that there are no unnecessary queries. 6) Correctness
14、（正确） It goes without saying that the business letter should be linguistically correct. Incorrect grammar, improper punctuation, and wrong spelling are not allowed. Besides, the letter should be written in an appropriate style and format.12.3 Parts of a Business LetterThe typical business letter usua
15、lly consists of about seven essential parts: letterhead (the heading), the date, the inside name and address, the salutation or greeting, the body of the letter, the complimentary close, and the signature.1) Letterhead (the heading)Letterhead should be in the middle and appear at the head of the fir
16、st page of each business letter. It includes the essential parts about the writers company- the name of the company, the full address, postcode, telephone number, fax number, e-mail address and even the logo of the company. Most companies have letterhead with this information already imprinted. 2) D
17、ateDate is located below the letterhead, either on the right or on the left. Dates can be written in different ways in English. Some of them are the following: November 19, 2018 November 19th, 2018 19th November 2018 19 November 2018 You may choose whichever form you like; however, you must be consi
18、stent, and if you choose one format, you must continue using it if a date appears within the body of the letter. No abbreviations can be used here. Firstly, because they may be confusing: 10/9/2018 may be September 10th (in the UK) or October 9th (in the USA). Secondly, because it is in extreme bad
19、taste to abbreviate months (Nov. Dec. and so on); it looks as if you do not want to waste your precious ink. Remember also that months and days of the week are written with a capital letter (May, November).3) Inside name and addressInside name and address is typed at the left-hand margin about two t
20、o four spaces below the date. Write the name of the addressee, preceded by the title (Mr, Miss, Mrs, Ms, etc.). English people give great importance to their titles. Be very careful with peoples names and addresses; try to spell all words correctly.4) SalutationSalutation is the complimentary greeti
21、ng with which the writer opens his letter. Its forms depend on the writers relationship with the addressee. You have the following choices:Dear Mr, Mrs, Miss (surname), if you know the persons name and title.Dear Sir or Madam, if you are writing to a person whose name you do not know (The Sales Mana
22、ger, The Staff Secretary)Dear Sirs, if you are writing to a firm, or a department, and not to a specific person.Other possibilities (Dear Sir, Dear Madam) cannot be used. If you know a persons gender, it is because you know his or her name, and if you know a persons name, you must use it. It is unpl
23、easant to receive a letter starting Dear Sir, which could have been written to anyone. After the salutation, you may use a comma (,), a colon (:), or nothing. You may use a colon in American English. If you do so, ensure that the rest of the letter is in American English. Otherwise, it will be consi
24、dered and judged as a mistake. 5) Body of letterThis is the most important part of a letter. It contains the message you want to pass to your reader. Try to write no more than three or four paragraphs. Generally, a typical business letter has three paragraphs in the letter body. Opening Paragraph Th
25、e opening paragraph of a business letter is like a headline in the newspaper. It should obtain the readers attention at the first sight, and help to gain a positive response from the reader. Therefore, this paragraph should indicate what the letter is about. Modern business people pay great attentio
26、n to efficiency, so do not let your leader search the whole letter to find the key information. The first paragraph should also refer the reader to the previous letter. When there has been previous communications concerning the subject, reference to them is necessary. This may help the reader to get
27、 the point promptly. Do not say your name here. Middle Paragraph(s) Middle paragraphs support the first paragraph and provide more detailed information. After finishing the first paragraph, ask yourself what the reader still needs to know so that he may react as you desire. Necessary background and
28、supporting information should be provided in the middle paragraph. Last Paragraph The last paragraph is as important as the opening one. It usually serves as a summation, suggestion or further request. Summarize what is included in the middle paragraphs. Request the necessary action. For example: Pl
29、ease sign the enclosed card and put it in the mail so that you may receive your gift. Further confirm a positive image. Whenever possible, last paragraph should leave the reader with a feeling of goodwill.6) Complimentary CloseComplimentary Close is a polite farewell. The correct position for it is
30、two or four spaces below the body. The type of complimentary close depends on the writers relationship with the recipient and matches the salutation.Signatures in English are handwritten samples of your name. Because you are speaking legally for the company, you may type the companys name below the
31、complimentary close. And then sign your name by hand below it. The name is usually typed below the signature, and followed by your position.Example:Yours faithfully,ABC Company(signature)John Smith General Manager16.4 Business Letter FormatChoice of letter format is a matter of individual taste, but
32、 it is better to follow established practice. There are several business letter formats. The three main formats are as followed.1) Block Format With this letter style, all letter parts begin at the left margin. This style can save the typists time, so it has come to be much widely used and preferred
33、 now. Sample Block Format Tianjin Technology Development Company 33 Weijin Road, Tianjin 300310, China TEL:886-25-2739012 FAX:886-25-2739013 Email: December 14, 2017 Ms. Anna Brown, Chair Department of Linguistics Right State University 1415 University Drive Felicity, OH 45435 Dear Ms. Anna Brown,I
34、am writing to tell you that at our company meeting on 4 September, it was decided that the name of our company would be changed to CNMIEC Lee Co. At the same time, it was decided to move the company from the above address to No.345 Broadway Street. Enclosed you will find a our new price list. We wil
35、l appreciate your informing the appropriate departments of these changes. Yours faithfully, (signature)2) Semi-blocked FormatLike blocked format, all letter parts begin at the left margin, except for the dateline, complimentary closing, company signature and writers identification, which are set aga
36、inst the right-hand margin.3) Indented FormatThe indented format may follow the same layout as either the blocked or semi-blocked format, but differ in that the paragraphs will each be indented by four or five spaces.New Words1.concise knsais adj. expressing much in few words简明的 e.g Be sure to make
37、it clear and concise, and avoid being long-winded. 2.credibility kredibiliti n. the quality that sb/sth has that makes people believe or trust them 可靠性，可信性 e.g The police have lost their credibility. 3.conservative kns:vtiv adj. opposed to great or sudden social change; showing that you prefer tradi
38、tional styles and values保守的 e.g People tend to be more aggressive when theyre young and more conservative as they get older. 4.ambiguity mbigju:iti n. the state of being difficult to understand or explain because of involving many different aspects含糊；意义不明确e.g The telegram was misunderstood because o
39、f its ambiguity. 5.consistent knsistnt adj. happening in the same way and continuing for a period of time一致的，一贯的，连续的e.g The organization will not be able to establish a consistent track record over time. plimentarykmplmentri adj. expressing admiration,praise, etc. 表示敬意的，赞美的，恭维的e.g a complimentary re
40、marks Sample OneRequesting InformationDreamtime Movies Ltd54 Oxford Road, Skagnes SK3 4RGTel: 0223 123 4567Email: infodtmovies.co.uk4 November 2019Lingua Services Galactic Ltd69 Milk StreetLONDON SW7 6AWDear SirsTranslation BrochureI should be grateful if you would send us your brochure and price li
41、st about your translation services.We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English.I look forward to hearing from you.Yours faithfullyAndrea PhilipsAndrea PhilipsMarketing ManagerSample TwoLay-off LetterPin
42、os PizzariaViale Silvani10, 2345 Bologna, ItalyTel: 051 5207994 November 2015Joanne MontagueVia Belmeloro 1840123 BolognaDear Ms Montague,As you are probably aware, the recent smoking ban has had a profound impact on our business. Our sales have dropped 40 percent in the last six months. Though we d
43、o not expect this to be a long-term concern for our business, we dont expect sales to return to normal until the summer when our patio opens for the tourist season.Due to the loss in business we regret to inform you that we are laying-off all of our hosts and hostesses for the winter and spring. Wit
44、h business being so slow our servers can handle the task of greeting and seating customers on their own.You are entitled to two weeks, severance pay, which will be paid in full on your next paycheck. Please come in for any scheduled shifts next week.Thank you for your hard work and dedication at Pin
45、os Pizzaria. Please apply again for our next summer season.Sincerely,Franco BelliniFranco BelliniOwner ExcercisesYou have concluded a transaction of computers with a American businessman on FOB basis. Now write a letter to give shipping instruction and packing details as follows: 1.已经向远洋运输公司（已经向远洋运输
46、公司（Ocean Shipping Company）订妥舱位。订妥舱位。 2.装船的具体事宜移交给轮船公司代理，请与他们装船的具体事宜移交给轮船公司代理，请与他们接洽。接洽。 3.唛头要求如下：在外包装上刷上我公司的首字母唛头要求如下：在外包装上刷上我公司的首字母缩写缩写“HW”，目的港，订单号和件号。，目的港，订单号和件号。 4.希望准时装船。希望准时装船。 Key to exercises:Dear Sirs, We confirmed having concluded the transaction of computers on FOB basis. We are writing to
47、 inform you of the shipment of our goods. The name and address of your company are given to Ocean Shipping Company who is designated as our agent. For further instruction, please contact our shipping company who will arrange shipment. Please note that when you make shipping marks, our initials “HW”,
48、 port of destination, order number and package number shall be stenciled on outer packing. The goods are in urgent need in our market and we are looking forward to your prompt shipment. Yours faithfully, PeterModule Three The Practice of Logistics English -Logistics Document Chapter Seventeen Contra
49、ct Chapter Seventeen Contract ObjectivesTo get to know the basic knowledge of Contract Focus onTo learn how to fill in the ContractTo learn how to fill in the Contract Lead in A contract is a legal document enforceable by law and binding on the parties involved. Therefore, it must be observed and im
50、plemented once the terms and conditions of the contract are reached and document is signed between the parties. It may be formal or informal. The business contract which is generally adopted in international trade activity is the formal written one. There are different types of contracts, such as Sa