1、1,International Business Correspondence,Chapter 1 Layout of Business Letters,2,Contents, Principles of business letter writing The layout of business letters The structure of business letters Addressing envelopes Exercises,3,.Principles of business letter writing- the 7Cs principles,The 7Cs principl

2、es are Consideration 考慮周到 Completeness 全面完整 Correctness 準(zhǔn)確無誤 Concreteness 真實(shí)確切 Conciseness 簡潔明了 Clarity/Clearness 清楚易懂 Courtesy 謙虛禮貌,4,1. Consideration,“you attitude”; “put yourself in your readers shoes”; What are his needs, his wishes, his interests, his problems, and how I meet with them? Compare

3、: We wont be able to send you the brochure this month. We will send you the brochure next month. This kind of unfortunate incident will not occur in the future. Future transactions will be handled with the utmost care.,5,2. Correctness,Besides proper and correct grammar, punctuation, and spelling, a

4、lso means: Use the correct level of language Include only accurate facts, words, and figures Special attention should be paid to names of articles, specifications, quantity, figures, units, dates, prices, discounts, commission, etc.,6,3. Completeness,Contain all the necessary information； Make an ou

5、tline； Keep the following guidelines in mind： Why do you write the letter？ What are the facts to support the reasons？ Have you answered the questions asked？,7,4. Concreteness,Specific, definite, and vivid Use specific facts and figures Put action in your verb Choose vivid, image-building words Compa

6、re: Termination of the insurance will be in June. The insurance contracts ends in June.,8,5. Conciseness,Try to make your message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. Say what you have

7、to say in the fewest possible words without losing clarity and courtesy. Omit trite expressions Eg. We are going to give consideration to the delivery schedual at todays meeting. We will consider the delivery schedual at todays meeting. Avoid unnecessary repetition and wordy statement Include only r

8、elevant facts Organize effectively,9,6. Clarity,Choose words that are short, familiar, and conversational. Construct effective sentences and paragraphs. (unity, coherence, and emphasis)統(tǒng)一、連貫、重點(diǎn)突出 Include examples, illustrations, and other visual aids when desirable Note : conversational tone- sound

9、natural if read over the telephone, be-helpful and friendly cannot be confused with informal slang, bad grammar or poor English techniques a. one idea in a sentence b. one topic in a paragraph c. one matter in a letter,10,7. Courtesy,This is more than politeness. A good business letter should be pos

10、itive, friendly and sincere. Compare: Instead of saying: I am in receipt of your order for 1,000 tons of Black Tea. You say: Thank you for your order for 1,000 tons of Black Tea.,11,.Layout of business letters,Block style （齊頭式） Indented style （縮進(jìn)式） Modified block style （改良齊頭式） Semi-block format with

11、 indented paragraphs （半齊頭式或混合式）,12,1.（Full-）Block style,The Wilson Company 1377 Main Street Dallas, Texas 75226 U.S.A. February 5, 1999 Nippon International Trading Co. Ltd. 3 Nihonbashi, Honcho 3 Chome Japan Gentlemen: Were sending you our latest pricelist We are looking forward to hearing from you

12、 soon. Truly yours, THE WILSON COMPANY William Robertson, President WR / ea,The full-blocked layout style has no indentation. Everything is ranged left. This style is widely used today because it is easy to type and therefore efficient.,13,2. Indented style,（Heading） China National Light Industrial

13、Products Import & Export Corporation 82 Tianan Men Street Beijing, China Jan.30,2005 Our Ref. No- Your Ref. No- The Pakistan Trading Company (Inside Address) 15，Broad Street Karachi, Pakistan Gentlemen: (Salutation) Re: Chinese Light Industrial Products (Caption) We thank you for your letter of Jan.

14、10, 2005 and shall be glad to enter into business relations with your firm. As you know, it is our policy to trade with the people of all countries on the basis of equality and mutual benefit. We believe we shall be able, by joint efforts, to promote friendship as well as business. We are sending yo

15、u 5 pamphlets and a price list covering part of our exports. Please advise what articles you are interested in at present. （The Body of the Letter） Your early reply will be highly appreciated. (The Closing Sentences) （The Complimentary Close） Yours faithfully, CHINA NATIONAL LIGHT INDUSTRIAL （The Si

16、gnature） PRODUCTS IMPORT & EXPORT CORP. (Sighed)- Encls:,14,3. Modified block style,改良齊頭式，又稱Semi-block format with indented paragraphs 混合式：封內(nèi)地址及其他需要分行的部分，采用齊頭式，而第一段開始一行采用縮行式。兩種格式的混合采用所以稱之為混合式。,15,.Structure of business letters,standard parts the letterhead 信頭 the inside address the date the salutati

17、on稱呼 the body of the letter the complimentary close 結(jié)尾敬語 the signature,optional parts (1) the reference 編號 (2) the attention line經(jīng)辦人 (3) the subject line事由 (4) the enclosure (5) the carbon copy notation (6) the postscript note附言,16,1.Letterhead,Companies usually have paper with a printed letterhead,

18、 which includes the companys name, address, postcode, telephone number, telex number, fax number, email address,internet address, etc. The printed letterhead is usually centered. The address in the letterhead is the address of the sender not the recipient. This is important when you have to write th

19、e letterhead yourself.,17,2. Dateline,Place: two lines below the letterhead. For the full-blocked style, you put it on the left. For the blocked or semi-blocked you put it on the right. Should be typed in full and not abbreviated. September , not Sept. / October, not Oct. Avoid giving the dates in f

20、igures (2/3/1999) Prefer cardinal numbers (1,2,3,4) rather than ordinal numbers (1st, 2nd, 3rd, 4th) BrE: day / month / year eg. 3 April 2000 AmE: month / day / year eg. April 3, 2000,18,3. The inside name and address,Information of inside name and address: receivers name or his offcial title Compan

21、ys name Number of the house and name of the street 門牌號及街名 District, name of the town or city State or province, Zip code Name of country,19,Place: left-hand margin two lines below the date. This is the name and address of the recipient. Courtesy titles: Mr., Mrs. and Miss. If you do not know whether

22、 a lady is married or not, use Ms. All these are followed by family names. If you do not know whether the recipient is a man or a woman, use Dear Madam or Sir. They are not followed by family names.,20,When the recipient holds a special title, such as Doctor, Professor, address him/her by this title

23、: Prof. Smith. Dr. James White / James White, MD But not Dr. James White, MD When addressing business executives, include their title. E.g. Mr. Paul Johnson, President If you know the appropriate departmental head, youd better address the letter to him or her, by his official title not by his or her

24、 name. Thus a letter concerning purchasing should be addressed to: E.g. The Sales Manager, the recipients address. Dear Sir, If a letter is to a group, the inside address includes the full group name and the address.(p6),21,Sometimes Messrs. (the plural form of Mr.) as a courtesy title is placed bef

25、ore the name of a company which includes a personal element. Messrs. 可用于以人名命名的商號名前 Eg. Messrs. Evans & Sons Co. Ltd. Messrs. Cpllins & Smith,22,4.Salutation,The salutation is the polite greeting with which a letter begins. The expression you use depends on your relationship with the recipient. The s

26、alutation is two lines below the inside address without any indentation.,23,If you do not know whether a man or a woman will read your letter, you may write Dear Madam or Sir / Dear Sir or Madam. 稱呼后面的的標(biāo)點(diǎn)，一般使用逗號，美加來信中Gentlemen后用冒號： You cannot use Sir/Sirs alone. You have to use dear to go with Sir/S

27、irs but Gentlemen is used alone and cannot be used in the singular. Eg: Gentlemen: (AmE) (followed by a colon),24,5. Body of the letter,Person人稱： the first person singular: I have received your application and. the first person plural: We have received your application and the impersonal passive: Yo

28、ur application has been received and will be considered by the Board this week. Plan your letter carefully ： If you are replying a letter, begin your letter by referring to the previous correspondence. If this is the first time to contact, you may begin by introducing yourself and then state the pur

29、pose of your writing. If you have several matters to talk about, especially if such matters are not dealt with in the same department of the company, do not talk about them in one letter. If a second page is necessary, always type a heading to show the name of your correspondent, the number of the s

30、heet, and the date。 Collins Telecom Company, -2- March 24， 2005,25,6.Complimentary close,The complimentary close is merely a polite way of ending a letter. The expression used must suit the occasion and match the salutation.,26,7.Signature,Be signed by hand and in ink The name of signer is usually t

31、yped below the signature and followed by his job title or position. Eg. Per pro / P.P is the abbrevation of Per Procuration, means 正式代表組織,27,8. Attention line,如需注明對方經(jīng)辦人，希望收信商號將信迅速交經(jīng)辦人辦理，可以在封內(nèi)地址下面加Attention 或Attention of 見書例,28,9. Subject line/Caption,below the salutation used to call readers attenti

32、on to the topic of the letter, therefore it is a good idea to underline it or make it in boldface letters. 例見教材 Re: Amendment to L/C No.456 Re comes from Latin Language means 事由.,29,10. References,Reference 編號（案號） Two lines below the letterhead. File number, departmental code (or the reference initials) E.G Your ref.:2005/IB318 Our ref. :CS49/77005 例見教材,30,11. Enclosure,If you have enclosure ，an enclosure notation should be added to the letter. 應(yīng)在簽名下注明Encl.或Enc.如附件不止一件應(yīng)注明2 Encls or 3