国际商务函电(英)Chapter-2-The-layout-of-business-letters

ChapterTwoTheLayoutofBusinesLettersSection1IntroductionBusinessEnglishCorrespondenceisacoursetohelpyougetfamiliarwith:商务英语函电课程的教学目的，是让大家熟悉下列内容：Thelayoutofbusinessletters.Theprocessofinternationaltrade.Specialtermsandexpressions.Certainwritingtechniques.Section2LanguageStyle1.7“Cs”principles--clear清楚--concise简明--correct正确--courteous礼貌--conversational像谈话一般--convincing令人信服--complete完整2.Writingtechniquesforaconversationalstyle.(1)Usecontractions（缩略语）Usingcontractionssuchasit’s,doesn’t,I’m,you’re,we’re,they’re,isn’t,here’s,that’s,we’llgivesapersonalandhumanfeeltoyourwriting.(2)UsepersonalreferencesUsewordssuchasI,we,you,your,my,andourinyourwriting.(3)Usedirectquestionse.g.---Doyouwanttocontinueyouraccountortransferit?(Directquestion)---Wewouldappreciateyouradvisinguswhetheryouwanttocontinuethisaccountortransferit.(Indirectquestion)(4)Createaperson-to-personstyle(5)Takeayou-attitudee.g.---“Wewouldliketotaketheopportunityatthefairtodemonstrateourfullrangeofproductsandserviceswhichwecanofferourcustomers.”(We-attitude)---“Pleasejoinusatthefairandyouwillhavethechancetoseehowourproductsandservicescanbenefityouandyourcompany.”(You-attitude)3.Checklistforyourbusinesswritingplanning:7steps(1)WritedownyourAIM:whyareyouwritingthisletter?(2)ASSEMBLEalltherelevantinformationanddocuments:(3)ARRANGEthepointsinorderofimportance.(4)WriteanOUTLINEinnoteform.(5)WriteaFIRSTDRAFT(6)Checkitthrough(7)Write,typeordictateyourFINALVERSION.Section3FormatofBusinessLettersTwowidelyacceptedstyle:Blockedformandindentedform.Andthereisalsosemi-blockedform.IndentedformSender’saddressDateInsideaddress(Receiver’saddress)AttentionlineSalutationBodyoftheletterComplimentarycloseNameofcompanySignaturePosition/titleofwriterBlockedformHansSchillerGmbHBlaustrasse86HamburgGermanyTheN&PManufacturingCompanyLtd.42NarrowalleyChiswickLondonW5A3EUUKOurref:FU/s.10February2011DearSirs,Wehaveseenyouradvertisementforthesofa-bedsintheGuardian.......Welookforwardtohearingfromyousoon.Yoursfaithfully,KurtJohansen(Signature)SalesmanagerModifiedblockedformSender’snameandaddressDateInsideaddress(Receiver’saddress)SalutationBodyoftheletterComplimentarycloseNameofcompanySignaturePosition/titleofwriterSection4LayoutoftheCommonBlockedLinesforBusinessLetters1.Necessarycomponentsofabusinessletter.(1)letterhead(2)date(3)insidenameandaddress(4)salutation(5)body(6)complimentaryclose(7)signature1.TheLetterhead信头Includingtheessentialparticularsaboutthewriter:1.nameandpostaladdress,2.phoneandfaxnumber,3.e-mailaddress.信头：包括公司或集团的名称、地址、电话号码、传真号码、电子邮件地址等，信头通常是事先打印在信纸上的。2.Inside(receiver‘s)address信内（收件人）地址(1)SurnameknownMrJ.E.Smith(2)TitleknownTheSalesManager(3)DepartmentknownTheSalesDepartment(4)CompanyonlySoundsonicLtd.Analternativetoincludingtherecipient’snameorpositionintheaddressistouseanattentionline.(orAttnforshort)or“fortheattentionof”主送：简写为Attn.。当发信人希望直接将此信发给特定的人或部门处理时，而且又了解其姓名或部门名称时可以使用主送行，通常在封内地址及称呼之间或在封内地址内且在缩行式正文上方中心处写上收件人或部门。如：（1）Attention:Mr.JohnP.Rogers,President（2）FortheattentionofMr.JamesP.Dahl（3）Attention:PersonnelDepartment（4）AttentionofSales&MarketingDepartment（5）Fortheattention:MissWangYing3.Date日期Fortheday,eitherthecardinalnumbersorordinalnumberscanbeused.Both3Mayor3rdMayareacceptable.Sotherecommendedformsare:October25,20114.Salutationandcomplimentaryclose称呼和结尾敬语Itsparticularformdependsonthewriter'srelationwiththereceiver.ForordinarybusinesspurosesDearSirs,orgentlemen,DearMrWhiteforreceiverisknown.Formal:DearSirsYoursfaithfully,sincerelyGentlemenYourstrulyInformal:SincerelyyoursBestregards结束敬语：表示写信人对收信人的一种谦称，使信较礼貌地结束。位于正文后一行或两行处，首字母需大写，后面加上逗号。结束敬语必须与称呼相匹配，从而反映发信人与收信人的关系。常用的结束敬语如右所示：非常正式的（如下级对上级的回信）Respectfully,Respectfullyyours,Yoursrespectfully,Veryrespectfully；正式的Yourstruly,Verytrulyyours,Yoursfaithfully,Faithfullyyours；普通式的（对方来信时多以名字来称呼）Yourssincerely,Sincerelyyours,Verysincerelyyours；简略式的（表示亲密）Cordiallyyours和Cordially。5.Thebodyoftheletter正文Maybeindentedorblocked.正文：正文由三部分构成。第一部分是开头语（OpeningSentence），习惯上开头语是写信人将收信人日期、合同或订单编号、简要内容等作简要叙述，使对方立即知道此信是针对哪封信而写的。如果是首次信函联系，则利用开头语作简单的自我介绍，并扼要表明写此信的意图。开头语一般自成一段。第二部分分步骤说明写信要达成的目的。最后一部分是结束语（ClosingSentence），用以总结信中所谈及的事项，对收信人提出希望和要求，其位置在正文之后另起一段。6.Signatures签名Verytrulyyours,ALVERS,INC(signature)HarrySmith,ProjectManager2.Optionalcomponentsofabusinessletter.(1)subjectline主题（事由）subjectlineistogivethereaderanideaofwhattheletterisaboutatfirstglance.e.g.“Re:......”标题或事由：概括信函大意，位于称呼及正文之间，通常在称呼下方两行处，以便收信人引起注意，使其立即知道信件的主旨，也有利于归档查阅。事由要简洁，说明商品的名称、数量、合同号、信用证号等即可。(2)References参考案号Thereferencesmayincludeafilenumber,departmentcodeortheinitialofthewriterorthetypist.Theymaybeplacedimmediatelybelowtheletterhead.包括卷宗号、部门代码、主办人（寄信人和打字人）姓名的首写字母。便于参考查阅之用，位于信头下方。(3)enclosures附件Belowthetwoline-spacingofthesignature,thewritermayindicateoneoremoreenclosuresintheletterbyfollowinganyoneofthesee.g.EnclosureEnclosuresEnc.Encl.Asstated(附件如内文）附件：位于主办人代号下面空两行处。如果附件不只一件，应注明2Encls.或3Encls.等，或详细列明具体的附件，如：Enc.:1qualitycertificate（一份质量证明）2commercialinvoices（两张商业发票）1B/L（一张海运提单）1packinglist（一张装箱单）(4)copies抄送Whencopiesoftheletteraresenttoothers,type“Cc”attheen