chapter-1-form-of-correspondence

2020/3/131BusinessEnglishCorrespondence2020/3/132IntroductiontoBusinessEnglishCorrespondence1.Thenatureofthecourse:AnEnglishcoursecombininginternationaltradewithEnglish2.LearningObjectives:practicalwritingandcommunicationskills;towritebusinessletters,memosandinstructionsetc.inbusinessprocedure;2020/3/133TheGeneralProceduresforLetterWriting1.Determineyourpurposeofwriting2.Analyzeyourreader3.Organizeyourthoughts4.Writeyourdrafts5.Polishyourwriting2020/3/134ChapterIFormandStructureofBusinessCorrespondence商务函电的格式和结构2020/3/135TeachingObjectivesIntroductionLayoutofabusinessletterAddresstheenvelope2020/3/1362020/3/1372020/3/1382020/3/139FormatofaBusinessLetter1.FullBlockForm(平头式)2.IndentedForm(缩行式)–Modifiedblockformwithindentedparagraphs2020/3/1310Standard/principleparts:letterhead,date,insidenameandaddress,attentionline,salutation,subjectline,body,complimentaryclose,andsignature.Whenitisappropriate,anyofthefollowingoptionalitemscanbeincluded.Optionalparts:referencenumber,enclosures,carboncopynotation,andpostscript.LayoutofaBusinessLetter2020/3/1311LayoutofaBusinessLetterElectronicsLtd.3StockbridgeRoadLiverpoolLP520MTel.:087564789076Fax:[phone]Website::2569April13,2004FuijiCompany153Ginza-ChomeTokyo,JapanAttention:SalesManagerDearSirs,Re:PortableColourTVSetsWehaveseenyouradvertisementinthe“ElectricFrontier”andarequiteinterestedinyourportablecolourtelevisionset.EnclosedisourInquiryNoteNo.2368.PleasequoteusthelowestpriceC.I.F.Liverpool,statingtheearliestdateofshipment.Welookforwardtoyourearlyreply.Verytrulyyours,ELECTRONICSLTD.HaroldJonesHaroldJonesManagerEncl.InquiryNotecc:Mr.J.L.Smith,NewYork1.letterHead信头2.Ref.No.参考号3.Date日期4.InsideAddress封内地址5.AttentionLine经办人6.Salutation称呼7.Subject事由8.Body正文9.ComplimentaryClose结尾敬语10.Signature签名11.Enclosure附件12.CarbonCopy抄送2020/3/13121)LetterheadPosition:inthecenterorontheleft/rightmarginatthetopofthepaperContent:thewriters’name,address,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.2)ReferenceFunction:forfilePosition:belowtheletterheadYourref.／Ourref.Structure:afilenumber,theinitialsofthesignerandthenthetypist’sinitials,departmentalcodeEg.ODL-11,PC/MJIftheletterheadincludesaplaceforreferences,theywillbetypedinthespaceprovided.Ifdesired,thereferenceinitialscanalsobeplacedatthelowerleftmargintwolinesbelowthetypednameofthesigner.LayoutofaBusinessLetter2020/3/1313LayoutofaBusinessLetter3)DateFormsofexpression:B.E-day/month/yearE.g.12thOctober,2006or12October,2006A.E-month/day/yearE.g.October12,2006Don’tusetheabbreviationform—12/10/2006Thereisagrowingtendencytoomitthe–th,-st,-ndand–rdthatfollowthedayPosition:Intheblockformat:theleftmarginInthemodified-blockstyle:therightmargin.2020/3/1314LayoutofaBusinessLetter4)InsidenameandAddressPosition:attheleft-handmarginatleasttwolinesbelowthedateDetails:therecipient'sname,addressandpostalcode.Addjob/officialtitleifappropriate.E.g.Dr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.Whenwritingtheinsideaddress,becareofpunctuation-thefullstopaftertheabbreviations.It’simportanttoincludethepostcodetofacilitatemailsorting.‘Esq.’(Esquire先生）issometimesusedinsteadof‘Mr’forcertainclassesofpersons(Judges,magistrates长官法官)Mr.W.BrayW.Bray,Esq.Whenthereceiverholdsaspecialtitle,suchasDoctor,Professor,Colonel(陆军上校),orSir,useitinsteadof‘Mr’eg:Dr.E.BrowingOtherqualificationsanddecorationsmyfollowthenames:SirC.Rivers,M.P.Whenaddressingbusinessexecutives,includetheirtitle.Mr.PaulJohnson,PresidentDr.PhilipD.RogersAssistantMarketingManager2020/3/1315Followthecompany’sownpracticeregarding‘Company’and‘Corporation’andtheabbreviatedformsmaybeused,like:OverseasInvestmentInc.ChinaPowerCorp.Forforeigncorrespondence,copytheaddressexactlyastheyweregiventoyou2020/3/13162020/3/1317AttentionLineDetail:Attention/ATTN/Attentionof/FortheattentionofPosition:followstheinsideaddress-twoline-spacingabovethesalutation,underlined.E.g.RichardThomas&BaldwinsLtd.,151GowerStreetLondon,SC76DY,EnglandAttention:Mr.CaveorAttentionofPurchasingManagerorATTN:XXXLayoutofaBusinessLetter2020/3/13185)TheSalutationtheleftmarginandtwo-fourlinesbelowtheinsideaddressSalutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.Typicalways:①Traditionalsalutationis“Dear”followedbythereader’stitleandlastname:DearMr.Henry:②Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:DearSir,DearMadam,DearSirorMadam,DearTechnicalDirector③Whenaddressingagroupofpeople,useoneofthefollowingsalutations:LadiesandGentlemen:DearSirsorMadams,Gentlemen:／DearSirs,(ifallthereadersaremale)Ladies:／DearMadams,(ifallthereadersarefemale)DearBAstudentsLayoutofaBusinessLetter2020/3/13196)SubjectLineorCaptionLinePosition:attheleftmarginorinthecenter，twoline-spacingbelowthesalutationMeaning:tellswhattheletterisabout3basicexpression:Re:/Subject:/‥‥E.g.RE:BASICPRINCIPLESFORCOMMUNICATIONSubject:ReplacementofOrderNo.0065LATEDELIVERYUNDERCONTRACTCT1096ReplacementofOrderNo.0065Layoutof