教案layoutofabusinessletter
外贸函电与单证Unit 1
Inside address
Layout
Unit 1 Layout of a Business Letter
☆ Points to remember
When writing a homework letter, you should keep the following in mind: ● If you know the recipient’s name, address the name with a courtesy title such as Mr, Mrs, Ms or Miss.
Teaching Plan
外贸函电
Unit 1 Layout of a Business Letter
Learning Objectives
From this unit you will get to know: • Definition of a business letter; • Parts of a business letter; • How to compose each part of a business letter.
Layout
Reference
Unit 1 Layout of a Business Letter
☆ Points to remember
When writing a homework letter, you should keep the following in mind: ● The word “Reference” is usually abbreviated as “Ref” if written in the letter. ● The word “Reference” is usually omitted. Examples: You may write “Ref JS/LM”, or simply “JS/LM”.
教案Layout of A Business Letter
外贸函电课程教案课题：Basis of Business Correspondence课时：周次：授课日期：地点：授课方式及手段：Lecturing, Task-based approach, Questioning, Discussion …教学目标：After studying this part, the students are able to:A. Learn the structure and the format of business letters, envelopes and s;B. Learn basic principles of effective business letter-writing;C. Know the designing of a standardized letter and an ;D. Master the correct arrangement of various parts of a business letter and ;E. Practice writing business letters, s and envelopes.教学重难点：A. the Layout of Business LettersB. the Structures of Business Letters教学过程与容：Part 1 The Structure of Business LettersStep One warm-up1)Have you written a letter in Chinese? Who do you write to? How do you write?2) Have you written a let ter in English? What’s the differences between Chinese letter writing and English letter-writing?3)Do you think letter writing is very important in business? Why?Come to the introduction:The letter is a common communication medium. There are several reasons:1) A letter establishes a record that can be used for later reference2) Distance can be spanned at relatively small cost3) Routine matters can be completed efficiently with the help of letter forms.Step Two PresentationA. The layout of a business letter (商业信函的布局)Business letters will involve the following parts:(1) Letter Head /Heading Section （信头）(2)Reference Number and date Line（案号和日期）(3)Inside Address/the inside name and address (封地址)(4)Attention Line （注意事项）(5)Salutation /The Greeting (称呼)(6)the Subject Line /Subject-matter/the Subject Heading (事由)(7)the Body of the Letter (正文)(8)complimentary close/ the Closing (结束礼词/结尾敬语)(9)signature section / the signature (签署)(10)The identification Initials /the Reference Notation (经办人代号/主办人代号)(11)The Postscript—P.S. (再启)(12)The Enclosure (附件)(13)The Carbon Copy/ Carbon Copy Notation (抄送说明)Business letters usually consist of :seven standard parts (标准/规部分)six optional parts (任选部分)B.Explanation of letter parts （信的各部分的解释）Step Three consolidationAsk them to recognize all parts in a business letter. Using the given letter, find out each part of a business letter:Step Four HomeworkLearn the Chinese version of all parts in a business letter and its explanation.Part IIStep One RevisionAsk the students to say out the Chinese version of all parts in a business letter and its explanation.Step Two Presentation1.Ask the students the following questions:1)If you want to write a Chinese letter, what style do you usually follow?2)If you want to write a business letter in English, what style do you usually use?2. Formats of business letters (商业信函的版式/开本)(vide P3—5)Give the students three forms of letters, ask them to try to find out the differences of them:a. the indented form (缩进式)b. full blocked form （完全平头式）c. modified blocked form (改良平头式)Step Three Envelope addressing(信封的写法)注意:1) The three important requirements of envelope addressing are accuracy, clearness and good appearance. Here are two examples, which show, respectively, the indented form of address and the blocked form of address.2) Generally speaking, sender’s name and address are written at the left-hand top of the envelope, while receiver’s name and address are centered on the cover of the envelope so as to leave ample space for stamps and postmark. If sender’s name and address do not appear on the cover, it can be written on the back of the envelope.3) Mode of sending letter on lower left-hand side: 在信封左下角上的的类别registered (挂号信) Par Avion (法语)= By Airmail (航空信) confidential (绝密信, 信) Not bend (勿折) Express Mail (快件) Secret (秘信) Book Post (读书) Private (亲收) Printed Matter (印刷品) Personal (个人)4）If a letter is to be taken from you by someone to the addressee, put his name below the addressee’s with the following words in front of it:Politeness of / Kindness of/ Through the Courtesy of /Per Kindness of/ Forwarded by/ Per Favor of/ ByFavor of/ With Favor of/ Favored byDr. William Brown (收信人)Kindness of Prof. Water Snow (带信人)如果这封信是由他人代交的话，代交人的名字写在实际的收信人名字的下面，并在代交人名字前面加Kindness of/ Politeness of, 不需写地址。
layout of a business letter 商业信函布局
The Layout of a Business Letter
Text
Exs.
回首页
Text study
• Today almost all the business communities recognize with one consent the significance of essential communicating skills, for all business activities rely on the satisfactory exchange of information. • Basically, two main patterns of layout are in current used-the conventional indented style and the modern blocked style. • Whether the indented style or the blocked style is used is determeined by individaul taste or by a firm’s perferred style, whatever form is employed, an ordinary business letter consists of seven principle parts. Sometimes the letter might contain the other parts.
外贸函电__Unit_1_layout_of_Business_Letter
（十） Enclosure(附件说明 )
If any documents, catalogues, price list, etc. are sent with a letter, it is necessary to add “enclosure” or its abbreviation “Enc”. eg: Enc: 2 Invoices Encls: 1 B/L 1 Photo 1 Certificate
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（七） Body of the Letter
1、Position of body of the letter The body of the letter should begin two lines below the subject line, if there is one, at least two lines below the salutation if there is no subject line. 2、Contents of body of the letter P17 1）the opening sentence ---the first paragraph 2）the actual message of the letter---paragraph two, three… 3）the closing sentence---the last paragraph
324 Park Avenue New York Tel:225-7820 Telex: 222711
The Eastern seaboard Corporation
324 Park Avenue New York Tel:225-7820 Telex: 222711
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unit1 presentation and layout of business letters
3. 正确（Correctness） 正确的商务信函不仅表现为语法恰当，标 点符号例如，The goods supplied are exactly equal to the samples应改为The goods supplied are similar in quality to the sample， 这样就可避免交货时可能产生的质量方面 的纠纷，毕竟交付的货物无法与样品一模 一样。
外贸函电的特点
专业术语:（FOB,CFR,CIF,L/C,WPA )，缩
略词(biz=business, Corp=corporation )， 缩略语(FOC=free of charge, HV=have ,IC=I see, B’4=before, THX=thanks ) 行业特点:外贸英语函电集国际贸易实务、 英语写作、营销、商务谈判等知识为一体 ，是国际贸易传递信息的主要媒介之一,业 务操作具有很强的流程性。 语言风格:清楚，简洁，礼貌
1.3 Seven Guidelines of Writing English Business Letters （英文商务信函写作七原则）
7C原则 清楚（Clarity） 简洁（Conciseness） 正确（Correctness） 具体（Concreteness） 礼貌（Courtesy） 体谅（Consideration） 完整（Completeness）
（3）寄信人和收信人的姓名和地址的书写顺序是 ：先写姓名后写地址。地址的书写应由小至大， 先写机构名称，再依次写门牌、街道、城市、州 /省及邮政编码，最后书写国名。 （4）关于信件类别、投递方式及其他事项说明， 写在信封左边寄信人地址下，或写在左下角。如 怀疑信件能否送交收信人，可在信封最下边标明 ：IF UNDELIVERED PLEASE RETURN TO XXX，即：如无法投递，请退交XXX。
外贸函电教案(完整)
Chapter One Business Letter Writing第1章商务书信写作●Time AllotmentIntroduction (15 mins)Outline (10 mins)Main Points ( 45 mins)Supplements ( 15 mins)Afterclass Exercise ( 5 mins)●Outline:第1节商务书信的结构和格式Structure结构：1、The Heading 信头2、The Inside Address 封内地址3、The Salutation 称呼4、The Subject Heading or Caption 事由5、The Opening Sentences 开头语6、The Body of the Letter 信的正文7、The Closing Sentences 结束语8、The Complimentary Close 结尾礼词9、The Signature 签名10、The Enclosure 附件11、Postscripts 再启Layout格式：1、Indended Style 缩行式2、Block Style 齐头式/平头式3、Modified Block Style 改良的齐头式/平头式4、Semi-block Style with Indended Paragraphs 混合式Section Two Superscription第2节角标Section Three Dissimilarities in Letter Writing第3节英美书信的不同写法Supplyment 补充：Some Useful Sentences on Opening Sentences and Closing Sentences. 开头语和结束语常用例句。
●Main PointsSection One The Structure and Layout of a Business Letter第1节商务书信的结构和格式Structure 结构1.The Heading 信头2.The Inside Address 封内地址3.The Salutation 称呼4.The Subject Heading or Caption 事由5.The Opening Sentences 开头语6.The Body of the Letter 信的正文7.The Closing Sentences 结束语8.The Complimentary Close 结尾礼词9.The Signature 签名10.The Enclosure 附件11.Postscripts 再启Layout 格式1.Indended Style 缩行式2.Block Style 齐头式/平头式3.Modified Block Style 改良的齐头式/平头式4.emi-block Style with Indended Paragraphs 混合式Section Three Dissimilarities in Letter Writing第3节英美书信的不同写法1. 英式的书信格式是缩行式或混合式,而美式则是绝对平头式或改良平头。
《外贸英语函电》教案-交易磋商
项目一交易磋商一、教学目标1.了解外贸函电的目的及作用。
2.了解“询盘”相关的基本商务知识、写作要求和内容要点3.分析信例总结并掌握函电格式的构成。
4.了解“发盘”相关的基本商务知识、写作要求和内容要点。
5.了解“还盘”相关的基本商务知识、写作要求和内容要点6.了解“建立业务关系”相关的基本商务知识、写作要求和内容要点。
7.了解“包装”相关的基本商务知识、写作要求和内容要点。
二、课时分配本项目共6个任务，安排12课时。
三、教学重点在本项目中，我们通过我国一家外贸公司与国外公司在业务磋商方面的信件往来，来掌握该项目的基本知识；会用学到的相关格式和内容表达，独立完成该环节的信件书写，并学会相关的词组句子、重要表达、实践知识等。
理解“建立业务关系”函电书写的内容、格式、步骤以及典型的表达。
理解“询盘”函电书写的内容、格式、步骤以及典型的表达,理解“发盘”函电书写的内容、格式、步骤，以及典型的表达, 理解“还盘”函电书写的内容、格式、步骤，以及典型的表达。
四、教学难点熟悉函电写作的7C原则。
掌握“还盘”的信件书写，结合格式、步骤、内容等方面，完成信件书写。
掌握“包装”的信件书写，结合格式、步骤、内容等方面，完成信件书写。
掌握“建立业务关系”的信件书写，结合格式、步骤、内容等方面，完成信件书写。
掌握“发盘”的信件书写，结合格式、步骤、内容等方面，完成信件书写。
掌握“询盘”的信件书写，结合格式、步骤、内容等方面，完成信件书写;五、教学内容任务一建立业务关系任务描述：在该任务中，练习者要从一名外贸公司出口部门业务员的身份出发，以“建立业务关系”为主题，运用下文中所学到的相关格式和内容表达，独立完成一份写给对方公司的信件。
知识储备I. The Purpose and Functions of Business LettersThe purposes of communication are to obtain complete understanding between the parties involved，and elicit the responses required. Generally speaking， the functions of a business letter are to ask for or to convey business information， to make or to accept an offer， to deal with matters concerning various businesses.Usually， there are certain essential requirements for a good business letter， which can be summed up in the Seven Cs， i.e. Completeness，Concreteness，Clearness/Clarity，Conciseness，Courtesy，Consideration， Correctness. These Cs often go hand-in-hand.II. The Basic Parts of Business LettersSee the letter first and find out how many parts are included in this letter：Guangdong Foreign Trade Development Corp.779 East Dongfeng Road，Guangzhou， ChinaCable Address： 5527 GFTDC Telex： 44388 GFTDC CNSeptember 15， 2010H. J. Wilkinson & Co. Ltd.245 Lombart Street，Lagos， NigeriaDear Sirs，We learned the name of your company from the Bank of China， Guangzhou /Guangzhou Branch of Bank of China.We are specialized in exporting the Chinese light industrial products， which enjoy good reputation in the world market for a long time.Enclosed please find a catalogue for your reference， and we look forward to entering into business relationship with you.Anticipate your early reply.Yours Sincerely，Liu MingLiu MingSales Manager of Export DepartmentIn sequential order of completion， a business letter basically consists of the following 13 parts.（7 of the 13 parts are basic and necessary.）（1） Letterhead（信头）As the first and most obvious part of a business letter，the letterhead expresses a company’s personality. It helps to form one’s impression of the writer’s firm. Styles vary considerably， but they all give similar information and include the essential particulars about the writer — name， address， zip-code， telephone number， telegram fax number and e-mail address of the company. It is usually designed and printed in the center or on the left margin at the top of the page. （2） Reference Number（参考号/发文编号）The reference number is generally used as a useful indication for filing and consulting for both sides， so it must be easily seen. It mayinclude a file number， a contract number， an L/C number or the initials of the signer and the typist’s initials. If you find the reference number in the incoming letter you need to take the form as “your ref.” and “our ref.” in your reply. The position of the reference number is often one or two lines below the letterhead.（3） Date（日期）Every letter should be dated. Never send out a letter without a date. If you are giving information， such as shipping or delivery or appointment dates， it is vital that the date should be correct. The position of the date is often one or two lines below the reference number or letterhead （if there is no reference number）.September 8， 2007 — American form8th September， 2007 — British form（4） Inside Name and Address（信内地址）It consists of the name and address of the receiver. It appears exactly the same way as on the envelope. Inside name and address are always put at the left margin at least two lines below the date.Ms. Sarah Davis姓名The Sales Manager职务The Space Engineering Co.，Ltd. 公司名830 W. Lauridsen Boulevard 小地址Port Angeles， WA 98363大地址USA国家名（5） Salutation（称呼）The salutation is the polite greeting with which a letter begins. It should be placed two lines below the inside address. There are many forms of salutation in a business letter. The customary greeting in a business letter is “Dear Mr./Mrs./Ms./Miss ...（姓）”，“Dear Sirs”or “Dear Madam or Sir”.（6） Subject Line（事由标题）The subject line is often inserted between the salutation and the body of the letter. The subject line helps to attract attention to the topic of the letter. It is especially useful if two companies have a lot of correspondence with each other on a variety of subjects， as it immediately tells what the letter is about. It is also useful as a guide for filing. It can begin with or without “Re：” or “Subject：”. Sometimes， you can see the subject line is underlined. e.g.Re： Sewing MachinesSubject： Sewing MachinesSewing Machines（7） Body of the Letter（正文）This part contains the actual message of the letter. It should begin two lines below the subject line or two lines below the salutation if there is no subject line. Usually， it is divided into three parts： opening，actual message and closing. The body of the letter should be carefully planned and paragraphed. The opening is to give the reason of writing and often refers to previous correspondence. The actual message is to specify the writer’s concrete purposes， requirements and wishes. The closing is to express thanks and anticipations for future actions or plans. Sometimes the closing may be used to sum up the message and to suggest the writer’s requirements to the receiver.（8） Complimentary Close（结尾敬语/套语）The complimentary close is merely a polite way of bringing a letter to a close. It is usually placed two or four lines below the last line of the body of the letter. There are many different complementary closes that show respect， but it should match the salutation. The most common sets of salutation and the complimentary close are as follows：Yours faithfully，Yours sincerely，（9） Signature（落款签字）The signature is the signed name or mark of the person writing the letter or that of the firm he or she represents. All letters must be signed and a letter should be signed by hand， and in ink. Unsigned letters have no authority and a letter “signed” with a rubber stamp is a form of discourtesy. Usually， the name of the signer is typed below the signature because many handwritten signatures are illegible， and then followed by his or her job title or position. If the writer represents a certain institute， the name of the institute will be printed above the signature.e.g.The Overseas Co.， Ltd. institute（Signature）signatureJohn Bellname of the signerGeneral Manager， Sales Department position（10） Reference Notation（经办人代号）Sometimes， the reference notation， which is also understood as identification mark，can also be placed two lines below the typed signature. The reference notation usually shows only the initials of the typist， but it can also be made up of the initials of the person who dictated the letter. The initials of the dictator are usually in capital letters. The two sets are separated by a colon or a slant, such as for Bill Clinton （manager） and Nancy Brown （secretary）. The following examples are acceptable forms of the reference notation：BC： nbBC/nb（11） Enclosure Notation（附件）If any documents such as catalogues， price lists， order， copies of fax are sent with a letter， it is necessary to add enclosure notationto remind the receiver. The enclosure notation is usually placed two lines below the signature at the left margin. The marking may be in any of the following ways：Enclosure： 3 copies of ...Encl. 3 cataloguesEnc. 1 invoice Encls： as stated（12） Carbon Copy Notation（抄送）When copies of the letter are sent to others， you need to use the carbon copy notation below any enclosure notation at the left margin. It is used to show that the letter has been sent to someone relevant. The marking may be in any of the following ways， c.c./cc/bcc—blind carbon copy. e.g.c.c. Mr. J. Cooper（13） Postscript（附言/注）A postscript is used to emphasize a point to which the writer wants to draw the reader’s attention. Sometimes， the postscript can be added by some executives in pen and ink for the purpose of adding a personal touch to their typewritten letter. The marking word of postscript is P.S. and should be placed at least two lines below any other notation and flushed with the left margin.Of all the 13 parts， seven are standard， principal and necessary. The seven parts include the letterhead， the inside name and address，the date， the salutation， the body of the letter， the complimentary close and the signature. The others are optional parts which may be unnecessary for some letters and chosen as the writer wishes. Some letters may contain one or more of the optional parts， depending on the different situation of each writing requirement.注： The Basic Layout of Business Letters1. Letterhead（信头）*2. Reference Number（参考号/发文编号）3. Date（日期）*4. Inside Name and Address（信内地址）*5. Salutation（称呼）*6. Subject Line（事由标题）7. Body of the Letter（正文）*8. Complimentary Close（结尾敬语/套语） *9. Signature（落款签字）*10. Reference Notation（经办人代号）11. Enclosure Notation（附件）12. Carbon Copy Notation（抄送）13. Postscript（附言/注）注：带“*”号为信件必备部分。
Unit 1 Layout of Business____ Letter
(3)Courtesy/consideration礼貌 (3)Courtesy/consideration礼貌
prompt reply/promptness/punctuality “you” attitude Tactful way to blame the other side
You-attitude
9.使用常见的词 使用常见的词 因为国际上不是每个国家都是英语系的国家， 因为国际上不是每个国家都是英语系的国家， 商业上， 商业上，尽量以简单易懂的词句和客人清楚 沟通即可 will you be good enough =please at the present time =now come to a decision =decide in the near future =soon terminate =end utilize =use
NOT USE Substantial Utilize terminate come to a decision Due to the fact that
USE Big Use end decide Because
Formal Anticipate
Informal Expect
Formal Endeavor
4.文章必须简洁（brief）、直接（direct）、直入 文章必须简洁（ ）、直接 ）、直入 文章必须简洁 ）、直接（ ）、 重点（ 重点（to the point） ） 尽量以最少字数表达清楚意思即可， 尽量以最少字数表达清楚意思即可，一些不必要的 叙述则可省略 例1：We express our regret at being unable to meet your order. We are sorry we cannot meet your order. 例2：We contacted with your forwarder this morning and they told us there is no vessel available week. Your forwarder told us there is no vessel available this week.
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外贸函电课程教案课题：Basis of Business Correspondence课时：周次：授课日期：地点：授课方式及手段：Lecturing, Task-based approach, Questioning, Discussion …教学目标：After studying this part, the students are able to:A. Learn the structure and the format of business letters, envelopes and e-mails;B. Learn basic principles of effective business letter-writing;C. Know the designing of a standardized letter and an e-mail;D. Master the correct arrangement of various parts of a business letter and e-mail;E. Practice writing business letters, e-mails and envelopes.教学重难点：A. the Layout of Business LettersB. the Structures of Business Letters教学过程与内容：Part 1 The Structure of Business LettersStep One warm-up1)Have you written a letter in Chinese Who do you write to How do you write2) Have you written a letter in English What’s the differences between Chinese letter writing and English letter-writing3)Do you think letter writing is very important in business WhyCome to the introduction:The letter is a common communication medium. There are several reasons:1) A letter establishes a record that can be used for later reference2) Distance can be spanned at relatively small cost3) Routine matters can be completed efficiently with the help of letter forms.Step Two PresentationA. The layout of a business letter (商业信函的布局)Business letters will involve the following parts:(1) Letter Head /Heading Section （信头）(2)Reference Number and date Line（案号和日期）(3)Inside Address/the inside name and address (封内地址)(4)Attention Line （注意事项）(5)Salutation /The Greeting (称呼)(6)the Subject Line /Subject-matter/the Subject Heading (事由)(7)the Body of the Letter (正文)(8)complimentary close/ the Closing (结束礼词/结尾敬语)(9)signature section / the signature (签署)(10)The identification Initials /the Reference Notation (经办人代号/主办人代号)(11)The Postscript—. (再启)(12)The Enclosure (附件)(13)The Carbon Copy/ Carbon Copy Notation (抄送说明)Business letters usually consist of :seven standard parts (标准/规范部分)six optional parts (任选部分)B.Explanation of letter parts （信的各部分的解释）Step Three consolidationAsk them to recognize all parts in a business letter. Using the given letter, find out each part of a business letter:Step Four HomeworkLearn the Chinese version of all parts in a business letter and its explanation.Part IIStep One RevisionAsk the students to say out the Chinese version of all parts in a business letter and its explanation.Step Two Presentationthe students the following questions:1)If you want to write a Chinese letter, what style do you usually follow2)If you want to write a business letter in English, what style do you usually use2. Formats of business letters (商业信函的版式/开本)(vide P3—5)Give the students three forms of letters, ask them to try to find out the differences of them:a. the indented form (缩进式)b. full blocked form （完全平头式）c. modified blocked form (改良平头式)Step Three Envelope addressing(信封的写法)注意:1) The three important requirements of envelope addressing are accuracy, clearness and good appearance. Here are two examples, which show, respectively, the indented form of address and the blocked form of address.2) Generally speaking, sender’s name and address are written at the le ft-hand top of the envelope, while receiver’s name and address are centered on the cover of the envelope so as to leave ample space for stamps and postmark. If sender’s name and address do not appear on the cover, it can be written on the back of the envelope.3) Mode of sending letter on lower left-hand side: 在信封左下角上的邮件的类别registered (挂号信) Par Avion (法语)= By Airmail (航空信) confidential (绝密信, 机密信) Not bend (勿折) Express Mail (快件) Secret (秘信) Book Post (读书邮件) Private (亲收) Printed Matter (印刷品) Personal (个人)4）If a letter is to be taken from you by someone to the addressee, put his name below the addressee’s with the following words in front of it:Politeness of / Kindness of/ Through the Courtesy of /Per Kindness of/ Forwarded by/ PerFavor of/ By Favor of/ With Favor of/ Favored byDr. William Brown (收信人)Kindness of Prof. Water Snow (带信人)如果这封信是由他人代交的话，代交人的名字写在实际的收信人名字的下面，并在代交人名字前面加Kindness of/ Politeness of, 不需写地址。
5）When a letter is mailed to a third person who is bound (必须)to pass it onto the addressee, write the third person’s name down below the addressee’s with the words “care of”（由…转交） (c/o) in front of it.Mr. Park Davis (收信人)c/o Mr. Harold Wood (转信人)318 Doswell AvenuePort Atkinson, WisconsinThe United States of America如果这封信是转交的话，转交人的名字写在实际收信人名字的下面，并在前面加 care of / 或c/o ,并写转交人的地址。