1-商务函电格式 (2)解析

1InternationalBusinessCorrespondenceChapter1LayoutofBusinessLetters2Contents◆Principlesofbusinessletterwriting◆Thelayoutofbusinessletters◆Thestructureofbusinessletters◆Addressingenvelopes◆Exercises3Ⅰ.Principlesofbusinessletterwriting---the7C’sprinciplesThe7C’sprinciplesare•Consideration考虑周到•Completeness全面完整•Correctness准确无误•Concreteness真实确切•Conciseness简洁明了•Clarity/Clearness清楚易懂•Courtesy谦虚礼貌41.Consideration•“youattitude”;•“putyourselfinyourreader’sshoes”;Whatarehisneeds,hiswishes,hisinterests,hisproblems,andhowImeetwiththem?Compare:Wewon’tbeabletosendyouthebrochurethismonth.Wewillsendyouthebrochurenextmonth.Thiskindofunfortunateincidentwillnotoccurinthefuture.Futuretransactionswillbehandledwiththeutmostcare.52.CorrectnessBesidesproperandcorrectgrammar,punctuation,andspelling,alsomeans:UsethecorrectleveloflanguageIncludeonlyaccuratefacts,words,andfiguresSpecialattentionshouldbepaidtonamesofarticles,specifications,quantity,figures,units,dates,prices,discounts,commission,etc.63.Completeness•Containallthenecessaryinformation；•Makeanoutline；•Keepthefollowingguidelinesinmind：Whydoyouwritetheletter？Whatarethefactstosupportthereasons？Haveyouansweredthequestionsasked？74.ConcretenessSpecific,definite,andvividUsespecificfactsandfiguresPutactioninyourverbChoosevivid,image-buildingwordsCompare:TerminationoftheinsurancewillbeinJune.TheinsurancecontractsendsinJune.85.Conciseness•Trytomakeyourmessagebriefandtothepoint.•Avoidusinglongwordsandsentences.•Usedailyexpressionstoreplacejargons.•Expressyourselfinanorderlyandlogicalway.•Saywhatyouhavetosayinthefewestpossiblewordswithoutlosingclarityandcourtesy.OmittriteexpressionsEg.Wearegoingtogiveconsiderationtothedeliveryschedualattoday’smeeting.Wewillconsiderthedeliveryschedualattoday’smeeting.AvoidunnecessaryrepetitionandwordystatementIncludeonlyrelevantfactsOrganizeeffectively96.Clarity•Choosewordsthatareshort,familiar,andconversational.•Constructeffectivesentencesandparagraphs.(unity,coherence,andemphasis)统一、连贯、重点突出•Includeexamples,illustrations,andothervisualaidswhendesirableNote:①conversationaltone---soundnaturalifreadoverthetelephone,be-helpfulandfriendly②cannotbeconfusedwithinformal–slang,badgrammarorpoorEnglish③techniquesa.oneideainasentenceb.onetopicinaparagraphc.onematterinaletter107.Courtesy•Thisismorethanpoliteness.Agoodbusinesslettershouldbepositive,friendlyandsincere.Compare:Insteadofsaying:Iaminreceiptofyourorderfor1,000tonsofBlackTea.Yousay:Thankyouforyourorderfor1,000tonsofBlackTea.11Ⅱ.Layoutofbusinessletters•Blockstyle（齐头式）•Indentedstyle（缩进式）•Modifiedblockstyle（改良齐头式）Semi-blockformatwithindentedparagraphs（半齐头式或混合式）121.（Full-）BlockstyleTheWilsonCompany1377MainStreetDallas,Texas75226U.S.A.February5,1999NipponInternationalTradingCo.Ltd.3Nihonbashi,Honcho3ChomeJapanGentlemen:We’resendingyouourlatestpricelist……Wearelookingforwardtohearingfromyousoon.Trulyyours,THEWILSONCOMPANYWilliamRobertson,PresidentWR/ea•Thefull-blockedlayoutstylehasnoindentation.Everythingisrangedleft.•Thisstyleiswidelyusedtodaybecauseitiseasytotypeandthereforeefficient.132.Indentedstyle（Heading）ChinaNationalLightIndustrialProductsImport&ExportCorporation82Tian’anMenStreetBeijing,ChinaJan.30,2005•OurRef.No---•YourRef.No---•ThePakistanTradingCompany(InsideAddress)•15，BroadStreet•Karachi,Pakistan•Gentlemen:(Salutation)•Re:ChineseLightIndustrialProducts(Caption)•WethankyouforyourletterofJan.10,2005andshallbegladtoenterintobusinessrelationswithyourfirm.•Asyouknow,itisourpolicytotradewiththepeopleofallcountriesonthebasisofequalityandmutualbenefit.Webelieveweshallbeable,byjointefforts,topromotefriendshipaswellasbusiness.•Wearesendingyou5pamphletsandapricelistcoveringpartofourexports.•Pleaseadvisewhatarticlesyouareinterestedinatpresent.（TheBodyoftheLetter）•Yourearlyreplywillbehighlyappreciated.(TheClosingSentences)•（TheComplimentaryClose）Yoursfaithfully,CHINANATIONALLIGHTINDUSTRIAL（TheSignature）PRODUCTSIMPORT&EXPORTCORP.•(Sighed)----•Encls:143.Modifiedblockstyle•改良齐头式，又称Semi-blockformatwithindentedparagraphs•混合式：封内地址及其他需要分行的部分，采用齐头式，而第一段开始一行采用缩行式。两种格式的混合采用所以称之为混合式。15Ⅲ.Structureofbusinesslettersstandardparts(1)theletterhead信头(2)theinsideaddress(3)thedate(4)thesalutation称呼(5)thebodyoftheletter(6)thecomplimentaryclose结尾敬语(7)thesignatureoptionalparts(1)thereference编号(2)theattentionline经办人(3)thesubjectline事由(4)theenclosure(5)thecarboncopynotation(6)thepostscriptnote附言161.Letterhead•Companiesusuallyhavepaperwithaprintedletterhead,whichincludesthecompany’sname,address,postcode,telephonenumber,telexnumber,faxnumber,emailaddress,internetaddress,etc.Theprintedletterheadisusuallycentered.•Theaddressintheletterheadistheaddressofthesendernottherecipient.Thisisimportantwhenyouhavetowritetheletterheadyourself.172.Dateline•Place:twolinesbelowtheletterhead.Forthefull-blockedstyle,youputitontheleft.Fortheblockedorsemi-blockedyouputitontheright.•Shouldbetypedinfullandnotabbreviated.September,notSept./October,notOct.•Avoidgivingthedatesinfigures(2/3/1999)•Prefercardinalnumbers(1,2,3,4…)ratherthanordina