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1、外外 贸贸 英英 语语 函函 电电Business English Correspondence易露霞易露霞 陈原陈原 孙美楠孙美楠 主编主编清华大学出版社清华大学出版社Introduction to the courseCoursedescriptionCourseobjectivesCoursecontentsLearningguideAssessmentandRequirementshttp:/外外 贸贸 函函 电电IntroductionEnglishbusinesscorrespondenceorbusinessletterisawrittencommunicationbetween
2、twoparties.Itisameansthroughwhichviewsareexpressedandideasorinformationiscommunicatedinwritingintheprocessofbusinessactivities.Itistolearnboththelanguageandtheprofessionalknowledge(inotherwords,tolearnthelanguageyouaregoingtousewhenyouwork).外外 贸贸 函函 电电Course descriptionBusinessCorrespondenceisoneoft
3、hemostimportantcourses(acompulsorycourse)forInternationalBusinessTradeMajors.ItisdesignedtohelpstudentstoaccomplishthetransitionfromgeneralEnglishlearningtospecializedEnglishlearning,aimingatpreparationforafuturebusinesscareer.外外 贸贸 函函 电电Course objectivesAfterthecompletionofthewholecourse,studentsar
4、esupposedto:comprehendandmasterthebasicwritingskillsforvarioustypesofbusinesscorrespondence.befamiliarwiththegeneralconventionsaswellasmainproceduresininternationaltradepractice.conductbusiness,makequickandcorrectreactionstothebusinessinformationandmakebusinessconcludedinreallifesituations.外外 贸贸 函函
5、电电Course contentsThecontentsofBusinesscorrespondenceinvolvemanyaspectsofinternationalbusinesstrade,mainlyinclude:Establishingbusinessrelations;Inquiry;Offer;Counteroffer;Order;Acceptance;Contract;Packing;Shipment;Payment;InsuranceandClaim.外外 贸贸 函函 电电Achievebalancebetweenlanguage-learningandbusiness-
6、learning.Achievebalancebetweeninputandoutputofwhathavebeenlearned.Achievebalancebetweencourse-booklearningandsimulatedpractice.Focusonvariouswritingpatternsandwritingskillsofbusinesscorrespondences.Masterthecommonly-usedbusinessvocabulariesandmakegooduseofthem.外外 贸贸 函函 电电Learning guideThecoursewillb
7、eassessedasfollows:Routineperformance:30%,including:routineattendance,in-classpractice,testsandoutside-classassignmentsFinalexam:70%外外 贸贸 函函 电电Assessment and Evaluation CriteriaRequirementsYou are appreciated for notbeinglateforclassorabsentfromclass.chewinggumsorwearingacapduringclasses.pickingupth
8、ecellphoneorlettingthephoneringduringclasses.外外 贸贸 函函 电电Chapter OneLayout of a Business LetterContentsObjectives Leading In Sample letter Language Points Summary Assignments Case study外外 贸贸 函函 电电Objectives Upon completion of this chapter,you should:be familiar with the layout of business letters.kno
9、w the formats of business letters.know how to address the envelope.外外 贸贸 函函 电电Leading InName the ways of communication you knowWhat is the layout of an English letter?外外 贸贸 函函 电电Telephone FaxE-mailLetterTelegramTelex外外 贸贸 函函 电电Ways of communicationWarming up外外 贸贸 函函 电电1.日期Date2.封内地址InsideAddress3.称呼
10、Salutation4.正文Body5.结尾敬语ComplimentaryClose6.签名Signature外外 贸贸 函函 电电Layout of Business Letter1.信头 letter Head2.日期 Date3.封内地址 Inside Address4.称呼 Salutation5.正文 Body6.结尾敬语 Complimentary Close7.签名 Signature8.事由 Subject9.附件 Enclosurea 参考号 Ref.No.b 经办人 Attention Linec 抄送 Carbon CopygoLetterheadGenerally,al
11、etterheadwillincludethecompanylogo,companysname,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.信头的写法：2种格式信头一般印在信纸上端的中间，但也可印在信笺的左上方1）平头式RichardThomas&BaldwinsLtd.151GowerStreetLondon,SCT6DY,EnglandTel:63216260Fax:63302700外外 贸贸 函函 电电2）缩行式SHANGHAIPHARMACEUTICALCO.,LTDP.O.B
12、oxNo.1752,Shanghai20002,ChinaTel:63216260Fax:633027002.发信人地址、日期的具体写法：发信人地址、日期的具体写法：1）门牌号码和街名（或邮箱号）门牌号码和街名（或邮箱号）例如例如:151 Gower Street 但有些不写门牌号与街名，而写出信箱号，如但有些不写门牌号与街名，而写出信箱号，如P.O.Box 1079,即即Post Office Box 1079的缩写，第的缩写，第1079号信箱。号信箱。2）城市、邮政编码、国家名城市、邮政编码、国家名 例如：例如：London,Swg250Y,England 美国地址在城市名称后应写州名和邮
13、区号，例如，美国地址在城市名称后应写州名和邮区号，例如，Columbus,Ohio 43210，U.S.A.（二）编号和日期（二）编号和日期1.编号编号（Reference No.)有的信头下有编号有的信头下有编号。编号是供参考用的，作。编号是供参考用的，作用是用是能使复信与先前发出的信函联系起来。能使复信与先前发出的信函联系起来。a.卷宗号码卷宗号码(a file number)、b.部门代号（部门代号（departmental code)，c.辨认代号（辨认代号（initials of the signer)：口述人：口述人和打字人的名字缩写。和打字人的名字缩写。编号又分：编号又分：你方编
14、号（你方编号（Your Reference No.),我方编号（我方编号（Our Reference No.),例如：例如：Your Ref :B-1549 Your Ref:JBD/WM Our Ref:A-3450 Our Ref:WDW/LPInside AddressAlwaysincludetherecipientsname,addressandpostalcode.Addjobtitleifappropriate.距日期两到四行，打在左边。1.写上封内地址的益处：1）发信时可与信封上地址相互对照，以免发信时发生错误2）收信人读信时可以相互对照3）便于查阅Date外外 贸贸 函函 电
15、电02/01/032002年1月3日2003年2月1日2003年1月2日ChinesewayAmericanwayBritishwayToavoidconfusion,itisacommonpracticetowritemonthsinwords.Returnsalutation1.Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:Dear Sir or Madam,2.Ifyouknowthenamebutarenotfamiliarwiththeotherperson,youshoulduse
16、thefollowingsalutation:Dear Mr./Mrs.XXX,外外 贸贸 函函 电电3.Ifyouarequitefamiliarwiththeotherperson,youmayusethefollowingsalutation:Hi XXX,Hello XXX,XXX,外外 贸贸 函函 电电Informalsalutation其位置比封内地址和经办人行低两行，并与之平头其位置比封内地址和经办人行低两行，并与之平头 1.商业函件商业函件 1)用用“Dear Sirs,”不能单独用不能单独用“Sirs,”2)美国人用美国人用“Gentlemen：”,更加普遍更加普遍 (不能用
17、单数）不能用单数）,单数时称单数时称“Dear Sir”3)如果是女性公司，则用如果是女性公司，则用“Dear Mesdames,”2.公事函件：公事函件：“Dear Sir，”对一般机关团体负责人适用对一般机关团体负责人适用此外公事函件还可以用此外公事函件还可以用“To those who may be concerned，”外外 贸贸 函函 电电外外 贸贸 函函 电电（六）事由（主题）TheSubjectLine或Caption：事由（标题）的作用是让收信人对信的主旨一目了然，写在称呼语下面的两行，一般是在信笺中上部的位置，可在前冠以Subject：或Re：的字样。事由要简单扼要，说明商品
18、名称、数量、信用证或合同号码等即可。eg.Subject:AnnualStockholdersMeetingRe:YourOrderNo.111Body of a letterThebodyofabusinesslettertypicallycontainsthreeparagraphs:1.introductoryparagraph2.oneormorebodyparagraphs3.concludingparagraph外外 贸贸 函函 电电Body of a letter注意事项：1）段与段之间一般空两行想一想：如果信的正文很长，一页纸不够用而需两张或数张联页，该怎么办？外外 贸贸 函函
19、 电电Body of a letter如果信的正文很长，一页纸不够用而需两张或数张联页，应在第一页的右下端打“待续”（tobecontinued),并在联页上端注明收信人的名称、日期、页数，再继续打正文。这是为了避免第一页和第二页，第三页在发信时误置。外外 贸贸 函函 电电FormalTruly/sincerely/Faithfully yours,InformalBest regards,外外 贸贸 函函 电电Complimentary CloseCapitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswith
20、acomma.注意：1）结束礼词写在结尾语下隔一行，正中或略向右边写起2）只有第一个字母大写，后面加逗号3）欧洲信函把Yours放前，美国则把副词放前4）用Yours而不用Your，与Yours连用的一定是带-ly的副词。外外 贸贸 函函 电电Complimentary CloseSignature CompanysnameYoursignaturetypedsignature(jobtitle)ELECTRONICS LTD.Harold Jones HaroldJonesManagerReturn 外外 贸贸 函函 电电想一想：如果有资格签署的人不在公司，想请他人签署，该怎么办？外外 贸贸
21、 函函 电电注意：1)p.p.有时候有资格签署的人不在公司，常以授权（powerofattorney)授权一负责的雇员签署，在这情况下，则应在公司行号前写上P.P.(PerProcuration)或PerPro.,它的意思是代理。也有用for代替p.p.的。格式一般如下：Yoursfaithfully（P.P.）THENATIONALTRANSPORTCO.，Manager外外 贸贸 函函 电电（十一）其他1.附件（Enclosure):如信中有附件时，应在左下角注明Encl.或Enc.(缩写），如果附件不止一件，应注明2Encls.或3Encls.等.例如:Encls.：2Invoices3
22、Encls.:1B/L1Photo1Certificate外外 贸贸 函函 电电2.副本抄送（CarbonCopyNotation)：如果写信人希望信件内容为更多人的知晓，那么在Enclosure的下方必须注明c.c.的字样，然后打上抄送单位的名称。c.c.可以大写，也可以小写，其后跟冒号c.c.:Mr.BrucePatC.C.:PublicRelationDepartment外外 贸贸 函函 电电3.主办人代号，又叫辨认代号Indentification以便日后查对这封信是由何人主稿，由何人速记打字。一般的写法是把主稿人、速记员的姓名的第一个字母连续打出，两者之间加一斜划,或加冒号。例如一个
23、名叫WillianL.Rich的人向一位名叫MargaretDavis的秘书口授一封信，他们可以缩写成WLR/MDWLR:MDmlr/md外外 贸贸 函函 电电4.附笔（再启）(Postscripts)信写完后，如果想起还有要紧的话要说，可以在信末加P.S.,然后由发信人签署本人简笔签名（本人姓名的每一个字母，如ParkDavis,只签P.D.)。郑重的函件一般不用P.S.，说明写信人办事不够周密。eg.P.S.Thesampleswillbemailedtoyoutomorrow.外外 贸贸 函函 电电Block Format齐头式外外 贸贸 函函 电电Theblockformatisthe
24、simplestformat;allofthewritingisflushagainsttheleftmargin.Format 外外 贸贸 函函 电电The semi-block formatyouraddress,date,theclosing,signature,areallindentedtotherighthalfofthepage(半齐头式）The indented format(缩进式）Alsothefirstlineofeachparagraphisindented.外外 贸贸 函函 电电Addressing the envelop1.BlockStyle2.IndentedS
25、tyleAddressing the envelopAddressing the envelopAddressing the envelopGood Writing Principles1.Completeness（完整）2.Concreteness（具体）3.Clearness（清楚）4.Conciseness（简洁）5.Courtesy（礼貌）6.Consideration（体谅）7.Correctness（正确）Some Rules of Good Writing1.Studyyourreadersinterests（研究读信人的兴趣）2.Adopttherighttone（使用正确语调
26、）3.Writenaturallyandsincerely（书写自然、诚恳）4.Avoidwordiness（避免拖泥带水、迂回繁冗）Some Rules of Good Writing5.Avoidcommercialjargon（避免使用过于专业的行话）6.Writeeffectively（写出有效的信函）7.Avoidmonotony（避免千篇一律）8.Planyourletter（打好草稿）9.Payattentiontofirstandlastimpressions（注意第一印象和最终印象）10.Checkyourletters（检查全文）Useful Words&Expressio
27、ns1appreciate感谢2ship装运32percentdiscount2%的折扣4latestcatalogue最新目录5cashpayment现金支付6fillonesorder执行订单，完成订单7remittance汇付8tohearfromyou收到你的回信Useful Words&Expressions9haveobtainedyournameandaddressfrom.从处获悉贵公司名址；承蒙的介绍获悉贵公司名址10state-ownedenterprise国有企业11businesscontacts业务联系，业务关系12takethelibertyof冒昧地13wisht
28、oinformyouthat.希望告知Useful Words&Expressions14incompliancewith/as(you)requested按照（你）方要求15tobetransferredtoforattention转交处理16begiventounderstandthat.据了解17fallwithinthescopeof.业务范围Useful Words&Expressions18takethisopportunitytodosth.andseeifwecan.借此机会做某事19approachsb.forsth.就某事与某人联系Summary lInthischapte
29、r,wehavelearntthelayout(sevenprinciplepartsandsixoptionalparts)inabusinessletter.Weshouldatleastrememberthesevenprinciplepartsandsomeusefulandcommonoptionalparts.Weshouldalsorecitetheformatofbusinessletters.Theserulesandprinciplesarecrucialinthebusinessletters,becauseitshowsyourattitudeandabilitytod
30、obusinesscarefullyandsuccessfully.外外 贸贸 函函 电电Assignments Arrange the following in proper form as they should be set out in a letter.Use the Block Style,and then address the envelope accordingly.Seller:RoyalGrosvenorPorcelainCompanyLtd.Address:GrosvenorHouse,RenfrewRoad,OakleyStaffordshireOA79AHTel:(
31、743069)60591/2/3Buyer:ColourfloorCo.Ltd.Address:238WiltonRoad,AxminsterAXzASDate:March5,2007Subject:porcelainThemessage:-Theletteriswrittenbytheseller外外 贸贸 函函 电电Pleasewritealetteraccordingtothefollowingparticulars.你是上海轻工产品(lightindustryproducts)公司的经理王湘。你的厂址是上海解放路11号，电话号码：43715589。你收到太平洋贸易公司（PacificT
32、radingInc.）的询函，其地址是美国纽约百老汇街87号，邮编：10408。你的任务：（1）设计你公司的信头。（2）按正式格式写出对方地址。（3）将下列信文用英语写入：感谢贵方对我公司纺织Pleasewritealetteraccordingtothefollowingparticulars品的兴趣。按照您的要求，我们寄出有插图说明的目录（illustratedcatalogue）和价格表各一份。期待早日收到您的回音。（4）为此信加上日期（2010年10月28日）和签名。（5）说明有附件。（6）格式用全平头式。Shanghai Light Industrial Products Corp.
33、11 Jiefang Road Shanghai Tel:021-43715589The Pacific Trading Inc.87 Broadway ST.New York,NY10408Oct.28,2010Dear Sirs,Thank you for your interest in our products.In reply to your request,we enclose our illustrated catalogue and a pricelist showing details of our products.We look forward to hearing fr
34、om you as soon as possible.Yours truly,(signed)Wang XiangENCL:as stated.Case studyTask:Lookatthefollowingpage.ThisisthetoppartofabusinessletterfromaFrenchcompany.Decidewhenyouwouldusethesesalutations,insteadof“Dear Mr.Brown”.DearJames,DearSirs,DearMadams,DearSirorMadams.外外 贸贸 函函 电电Case studySunshine
35、 Flavours LTD.SunriseTechnologyPark,EastHarborDriveLyonAS126KM,FranceTelephone03793832223Fax333703835550Nov14,2007Mr.JamesBrownMarketingDirectorBrownIndustriesInc.546ParkAvenueIL43301Washington,USADearMr.Brown,Thankyouforyourletterof11November,suggestingameetinginDecember.ThemostconvenientdatesfromourpointofviewareDecember6thorDecember7th.外外 贸贸 函函 电电