商务函电Correspondence 1 - Introduction(基本介绍)

2. Learning Objectives: practical writing and communication skills; to write business letters, memos and instructions
etc. in business procedure;
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Layout of a Business Letter
5) The Salutation
the left margin and two-four lines below the inside address
Salutations in business letters are usually followed by a colon or a comma.
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Chapter I
Form and Structure of Business Correspondence
商务函电的格式和结构
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Teaching Objectives
Introduction Layout of a business letter Address the envelope Writing Principles
商务函电Correspondence 1 Introduction（基本介绍）
Introduction to Business English Correspondence
1. The nature of the course: An English course combining international trade with English
Dear Sir, Dear Madam, Dear Sir or Madam, Dear Technical Director
③When addressing a group of people, use one of the following salutations:
Ladies and Gentlemen: Dear Sirs or Madams,
form with indented paragraphs 3. Semi-blocked Form (混合式)
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Layout of a Business Letter
Seven standard/principle parts: letterhead, date, inside name and address, salutation, body, complimentary close,
Layout of a Business Letter
4) Inside name and Address
➢ Position: at the left-hand margin at least two lines below the date
➢ Details: the recipient's name, address and postal code. Add job/ official title if appropriate.
W e b s ite : w w w .e le c tro n ic s .c o m .u k
F u iji C o m p a n y
1 5 3 G in z a - C h o m e Tokyo, Japan
A t t e n t io n : S a le s M a n a g e r
D e a r S irs ,
Y o u r R eferen ce: O u r R eferen ce: 2 5 6 9
A p ril 1 3 , 2 0 0 4
R e : P o r ta b le C o lo u r T V S e ts W e h a v e s e e n y o u r a d v e r t is e m e n t in t h e “ E le c tr ic F r o n t ie r ” a n d a r e q u ite in te r e s te d in y o u r p o r ta b le c o lo u r te le v is io n s e t. E n c lo s e d is o u r I n q u ir y N o te N o .2 3 6 8 . P le a s e q u o te u s t h e lo w e s t p r ic e C .I .F . L iv e r p o o l, s ta tin g th e e a r lie s t d a te o f s h ip m e n t. W e lo o k fo r w a r d to y o u r e a r ly r e p ly .
Typical ways: ①Traditional salutation is “Dear” followed by the reader’s title and last name:
Dear Mr. Henry:
②If unsure to whom you should address a letter, you should use the following salutations:
the paper Content: the writers’ name, address, telephone number, fax
number and email address, and the web address if available.
2) Reference Function: for file Position: below the letterhead
the salutation, underlined.
E.g. Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention: Mr.Cave
or Attention of Purchasing Manager
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Format of a Business Letter
1. Full Block Form (平头式) 2. Indented Form (缩行式) – Modified block
V e ry tru ly y o u rs ,
E n c l. I n q u ir y N o te c c : M r. J .L .S m ith , N e w Y o r k
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E L E C T R O N IC S LT D .
H a rold J on es
H a r o ld J o n e s M anager
Your ref. ／ Our ref.
Structure: a file number, the initials of the signer and then the typist, departmental code
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Layout of a Business Letter
2
Outline
1. Introduction (Form and Structure)
2. Establishing Business Relations
3. Enquiries and Replies
4. Offers
5. Trade Promotion
6. Orders and Replies
E.g. Dr. David Brown Executive Vice President Sunny Stock, Inc. Salt Lake City, UT 75087 U.S.A. When writing the inside address, to use no punctuation except the
结尾敬语 10. Signature 签名 11. Enclosure 附件 12. Carbon Copy 抄送
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Layout of a Business Letter
1) Letterhead Position: in the center or on the left/right margin at the top of
full stop after the abbreviations.
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Layout of a Business Letter
Attention Line
Detail: Attention / ATTN / Attention of / For the attention of Position: follows the inside address - two line-spacing above
Gentlemen: ／ Dear Sirs, (if all the readers are male) Ladies: ／ Dear Madams, (if all the readers are female)
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Layout of a Business Letter
7. Packing 8. Transport 9. Insurance 10. Payment 11. Complaint and
Adjustment 12. Agency
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