business letter formats
如何写英文商务信函(PPT)
Special care should be taken when you write the date. All-figure date, such as All04/03/03, is usually avoided in formal writing. In Britain, it refers to the fourth of March, 2003, and is written as 4 March, 2004 or 4th March, 2003. In America, 04/03/03 means the third of April,2003, and is written as April 3, 2003 or April 3rd, 2003.
3. The Salutation /Greeting
The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name. It normally has a title. Use a first name only if the title is unclear--for example, unclear--for you are writing to someone named "Leslie," but do not know whether the person is male or female. There can be various types of honorific titles, such as Mr., Miss, Mrs., Ms., Dr., Prof., Pres. (President 大学校长、总统等), 大学校长、总统等), Rev. (Reverent 神职人员) and Hon. 神职人员) (Honourable 议员、大使、市长等) 议员、大使、市长等)
27种外贸英语函电书信文
27种外贸英语函电书信文27 formats of business letters1.请求建立商业关系Rogers Chemical Supply Co. 10E.22Street Omaha8,Neb Gentlemen: We have obtained your name and address from Aristo Shoes, Milan , and we are writing to enquire whether you would be willing to establish business relations with us. We have been importers of shoes for many years. At present, We are interested in extending our, range and would appreciate your catalogues and quotations.If your prices are competitive we would expect to transact a significant volume of business. We look forward to your early reply.Very truly yours 自米兰职权里斯托鞋类公司取得贵公司和地址，特此修函，祈能发展关系。
多年来，本公司经营鞋类进口生意，现欲扩展业务范围。
盼能惠赐商品目录和报价表。
如价格公道，本公司必大额订购。
烦请早日赐复。
此致2.回复对方建立商业关系的请求Thank your for your letter of the 16th of this month. We shall be glad to enter into business relations with your company. In compliance with your request, we are sending you, under separate cover, our latest catalogue and price list covering our export range. Payment should be made by irrevocable and confirmed letter of credit. Should you wish to place an order, please telex or fax us. 本月16日收到有关商务关系的来函，不胜欣喜。
函电1-3章
Example: 12 September, 2008.
Inside name and address
The inside name and address should include some or all parts of the following: the name of the recipient, the department name, company name, suite or room number, street address, city, postcode, state/province and country. Of all these parts, postcode is very important, it helps to facilitate mechanical mail-sorting. The inside name and address appears on the left margin and usually starts two to four lines below the date. It appears exactly the same way as on the envelope.
The Essentials of Business Letter Writing
The Structure of business letters
1.2 Writing guide
The Formats of a business letter
The Format of envelopes
1.2.1 The Essentials of Business Letter Writing ——7 “Cs” principles
1.2.2 The Structure of business letters
Business Letters 商务信函
中国地名的翻译规则
• 一处地方只大写第一个字母 e.g. 山东潍坊： Weifang, Shandong ^_^ Wei Fang, Shan Dong x__x
• 可用缩写： Ave =avenue 大街 Fl.= Floor 楼层 Rd.=road 路
Arrange the following information 排序
Salutation 尊称
Dear Customer: (to a group of the same status) Dear Purchasing Agent: (the unknown’s professional title) Dear Kim: (first name, very informal)
检查四大步P.3
• • • • 结构？ 信息完整有逻辑？ 语言色彩得体？ 拼写、语法、标点无误？
P3 Practice One重点
• The report issued by the Department of Agriculture…… issue v. 1.issue a statement 发表声明 2.issue a work permits 发给工作许可证（=give） 3.issue a magazine 发行杂志 4.issue a set of stamps 发行（新的一批）邮票 n. 1. a global issue 全球重要议题 2. Money is not an issue. 钱不是问题。 3. the July issue of Zui Novel 《最小说》七月刊 4. a special issue of stamps 特别发行的一套邮 票
回顾
• • • • • • • • 寄信人地址 sender’s company adress 日期 date 收信人姓名、地址 receiver’s name and address 尊称 salutation 信文 body of the letter 结尾敬语 complimentary close 落款 a signature/name/position *附件 enclosure
商务英语写作
商务英语写作Chapter 1 Parts and Formats of Busniess Letters 商务书信写作组成部分及其格式Structure of Business LettersThere are 13 parts of the Business Letter as follows：(1) Letterhead(2) Reference and Date(3) Inside Address(4) Attention Line(5) Salutation(6) Subject Line(7) Body①Opening or Introduction; ②Details; ③Response or Action; ④Close(8) Complimentary Close(9) Signature(10) I nitials(11) Enclosure(12) C arbon Copy(13) P ostscriptChapter 2 Sales Letters建立业务关系信函地内容一般包括以下几点：怎样得知对方公司地名称和地址Means of knowing the targeted company.阐述写信地目地The purpose of writing介绍公司及产品地基本情况Introduction to your company and products.表明建立业务关系地愿望并希早日回复.Express your hope to cooperate with thecompany and to have an early reply.The heart of most business is sales—selling a product or service. Much of a company's sales effort is accomplished through the writing of effective sales letters. The suggested plan for a sales letter includes the following elements:1.An opening attracting the reader's attention.2.A section capturing the reader's interest in the product or service you are selling.3.A section fueling the reader's desire and conviction.4.A courteous, action-oriented closing.Chapter 3 InquiriesⅠ. InquiryInquiry is the first step in business negotiations and is the beginning of negotiating the import trade. The inquiry letter is written by the importer to the exporter for grasping the detailed information on specific commodities, especially on prices and the trade terms. The inquiry letters must be written directly and concretely.The procedures and principles in writing an inquiry letter(1) T ell your receiver the source of the information you have got for making inquiry at the beginning of the letter.(2) I ntroduce your identification and the products you are engaged in.(3) T ell them concretely the contents you want to know and ask them to send you catalogue, price list, samples, etc.(4) W rite the inquiring letter politely, briefly and concretely. But there is no need for excessive politeness. Words and phrases价格price 合理地价格reasonable price具有竞争力地价格competitive price 优惠地价格favorable price单价unit price 总值total value金额amount 佣金commission净价net price 折扣discount批发价wholesale price 零售价retail price现行价格（时价）current / prevailing price 国际市场价格world (International) market price Chapter 4 Reply to InquiriesReply to InquiriesLetters of reply to inquiries are messages that provide the reader with information about products or services. The reply may be a positive or a negative one.Positive ReplyA favorable reply to a letter of inquiry about a product or service must be accurate and comprehensive.The response to a letter of inquiry should be timely, certainly within a few days.The suggested plan for a positive reply to an inquiry about a product or service includes the following elements:1.Show your appreciation of the inquiry.2.Provide all the required information and, if necessary, additional details of interest to the reader.3.Include a sales appeal, stressing the competitiveness of the product or service in quality, price or other terms and conditions.4.End courteously. When appropriate, suggest the action you would like the reader to take.Negative ReplyWhen you decide that a negative reply is inevitable, you need to make the best of the situation by giving a courteous explanation of the facts and reasons to maintain a positive customer relationship.A suggested plan for preparing a negative response to an inquiry, using the indirectapproach, includes the following elements:1)A neutral or buffered opening that helps neutralize the situation.2)A review of the facts and an analysis of the reasons necessitating the refusal.3)A statement of refusal (and counteroffer if appropriate).4)A courteous closing with, if appropriate, action orientation.Chapter 5 Offers and Counter ProposalsOffer LettersOffer is the price of making transaction of a certain product offered by the exporter according to some given trading terms. The person making the offer is called “offeror”, while the person receiving the offer is called “offeree”.Firm Offer （P51,Case Study)实盘,确盘（不能还价,而且有时间限制）Non-firm Offer (P53, Example 2)虚盘（可以还价）Non-firm Offer虚盘是发盘人做出地非正式报盘,没有有效期限,但常常注明其确认地条件,如：subject to our final confirmation以我方最后确认为准E.g. We are now making you an offer subject to our final confirmation.现报盘,以我方最后确认为有效.without engagement此报盘无约束力We are now making you the following offer without engagement.现报盘如下,此报盘无约束力.subject to the goods being unsold以货物未被售出为准We are now making you a special offer subject to the goods being unsold.我方向你方报特惠盘,以货物未被售出为准.subject to prior sale以先售为准We are now making an offer for air-conditioners as follows, subject to prior sale.我方现报空调盘如下,以先售为准.Counter-offerCounter-offer is the response or reply of the offeree to the offeror during negotiations for signing the contract. There are 2 kinds of replies, one of which is favourable for its showing the offeree’s acceptance, and the other is unfavorable for its showing the acceptance of the offeree together with the suggestions of some additions, restrictions or amendments. The latter kind of reply is called counter-offer.The counter-offer letter(1) Expressing thankfulness to the offeror.(2) Expressing regretfulness to the offeror for not being able to accept the offer.(3) Indicating the reason for not accepting the offer.(4) Making counter-offer.(5) Urging the offeror to accept your counter-offer.Chapter 6 Orders and SuppliesThe General Procedures of Transaction NegotiatingsAfter carrying out some procedures of transaction negotiatings in import and export trade, such as inquiry, offer, counter offer,etc., and after reaching to the acceptance of both sides, the Contract or Sales Confirmation or Purchase Confirmation may be signed.Placing Orders1. The use of the ordering letters(1) The letter for ordering single commodity is written in letter writing style.(2) The order for many kinds of commodities is made by the listing style.(3) If there is any ready-made order sheet, fill it in a rather perfect way.(4) If there is any ready-made unfilled Purchase Confirmation, fill it as well in a perfect way.Content of OrdersOrders placed by letter should include an accurate and full description of goods required; catalogue numbers; quantities; prices; delivery requirements (e.g. date of delivery, mode of transport, and whether carriage paid or carriage forward); the agreed terms of payment. If the order is for more than two items, these should be numbered so as to lessen the chance of items being overlooked. Orders through telephone should be confirmed in writing.How to answer an orderExpress your thanks for the order and make an acknowledgement about the orderAdd a favorable comment on the goods orderedGive your reference numberRestate the contents of the orderAdditional Infor. to the other products likely to be interesting to the buyerChapter 7 Letters Concerning ShipmentKinds of Transportation in International TradeOcean Marine transportation, rail transportation, air transportation, highway transportation, river transportation, postal transportation, etc. The Ocean Marine Transportation has won its advantages of large holding capacity and low freight, so in spite of its disadvantages of slow navigation speed and strong risks, it still makes up over two-thirds of the total freight volume of the transportation in international trade.Three parties involved in the movement of the goodsthe consigner(发货人) —who sends the goods;the carrier(承运人)—who carries them;the consignee(收货人)—who receives them at the destination.Advice of Goods Ready for DispatchCase Study (Page 86)The structure of an advice of goods ready for dispatch is as follows:1.At the beginning, the seller informs the buyer that the goods ordered have been ready for shipment.2.The seller then details the arrangements for shipment.stly,the seller expresses his wishes.Shipping InstructionsCase Study (Page 87)Shipping instructions are sent by the buyer to the seller and usually include the following three parts:1.The buyer tells the seller that the relevant L/C has been established.2.The buyer then puts forward some instructions concerning the date of shipment, name of the vessel, or the quality of the products, and so on.3.In the last part, the buyer expresses good wishes or shows that he is expecting the shipping advice. Shipping AdviceIn international trade the buyer sometimes sends the shipping instructions (including shipping requirements) to the seller. Sometimes the buyer will write to the seller for informing the seller of effecting shipment in time in case of shipment delay.After the shipment of the goods, the seller will send the buyer the Shipping Advice to inform the buyer the related shipment details, the contents of which are as follows:(1) T he date of shipment(2) T he shipped goods(3) T he way of shipmentShipping Documents may includes: 装运单据应包括commercial invoice 商业发票packing list 装箱单weight memo 重量单；磅码单certificate of origin 原产地证明certificate of inspection 检验证明bill of lading 提单insurance policy 保险单Urging ShipmentCase Study (Page 92)In this kind of letter, the buyer should:1.Draw the attention of the seller that the ordered goods have not been received yet or no news has been heard about shipment.2.Reiterate the importance of punctual delivery and the possible loss a delayed delivery of the goods may entail.3.Urge the shipment of the goods in a tactful way.部分常用地出口包装容器：Bag 袋；包Carton 纸板箱Box 盒;箱Crate 板条箱Polybag 塑料袋Cask 木桶Keg 小圆桶Drum 铁皮圆桶Bale 包；布包Bundle 捆Case 箱Wooden case 木箱Sack /Gunny bag 麻袋Can 听,罐头Tin 听,罐头Barrel 琵琶桶Chapter 8 Letters about L/C PaymentTerms of payment frequently used （支付方式）L/C ---confirmed, irrevocable L/CT/T (telegraphic transfer)电汇是汇款人将一定款项交存汇款银行,汇款银行通过电报或电传给目地地地分行或代理行（汇入行）,指示汇入行向收款人支付一定金额地一种汇款方式.【也就是一般先付30%地定金,货收到之后再付剩下地.】M/T (mail transfer)信汇是指汇款人向当地银行交付本国货币,由银行开具付款委托书,用航空邮寄交国外分行或代理行,办理付出外汇业务. 【简单地说就是买方委托银行开付款委托书】Language pointsL/C 常用搭配covering/regarding+goodsfor the amount of+ amountin one’s favor+beneficiaryfor one’s account+ payerwith/through+ issuing bankThe Procedures of Payment Effecting by L/C 信用证地支付流程(1) T he importer applies to its local bank for opening an L/C.进口商向其当地银行申请开立信用证.(2) The opening bank of the importer opens the L/C.进口商开证行开证.(3) The opening bank sends its L/C to the advising bank entrusted by the exporter and the advising bank sends its L/C information to the exporter.开证行将信用证寄给出口商委托地通知行,通知行将信用证通知递交出口商.(4) The exporter checks the L/C. If there are any errors or any terms which the exporter can not accept, thenasking the opening bank to amend the L/C is necessary. If the contents of the L/C are in conformity with the requirements, the exporter should effect shipment, prepare the draft and send the draft together with all of the shipping documents to the advising bank for negotiating.出口商收到信用证后进行审查,如有错误或信用证内某些条款不能接受,应及时要求开证行修改.如信用证地内容符合要求,就完成装运,取得运输单据,制作汇票,并将运输单据及汇票递交通知行要求议付.(5) The advising bank sends the draft and the shipping documents to the opening bank for its effecting payment.通知行将汇票和装运单据寄给开证行要求支付.(6) The opening bank sends the draft and the shipping documents to the importer.开证行递交汇票及装运单据给进口商.(7) The opening bank remits the money for goods to the advising bank. At this time the opening bank is also called the paying bank.开证行把货款汇给通知行(此时开证行也叫付款行).(8) The advising bank transmits the money for goods to the exporter.通知行将货款转给出口商.The Classification and the Kinds of L/C s1. Classified according to the payment effecting time(1) The sight L/C 即期信用证(2) The usance L/C 远期信用证即期信用证:开证行或付款行在收到符合信用证条款地汇票或单据（不要求提交汇票）后立即履行付款义务.远期信用证:见单后若干天或者付款.交单日到指定付款日称有效期；时间越长对进口商（融资）越有利.2. Classified according to the Possibility of Revocating(1) The revocable L/C 可撤销信用证(2) The irrevocable L/C 不可撤销信用证---可撤销信用证是指开征行可以不经过受益人地同意,也不必事先通知出口商,在出口地银行议付之前,有权随时撤销信用证或修改信用证地内容.但是一般应通知原通知行；通知到达前若已经付款、承兑、议付,则开证行应承认并偿付.---不可撤销信用证是指信用证一经开出,开征行便承担了按照规定条件履行付款地义务,在信用证有效期内,除非得到信用证有关当事人地同意,开证行不能随便撤销或修改信用证地条款.其特点是：确定付款承诺；信用证地不可撤销性.3. Classified according to the necessity of being confirmed by another bank(1) Confirmed L/C 保兑信用证(2) Unconfirmed L/C 不保兑信用证---一家银行所开地信用证,经另一家银行保证,对符合信用证条款规定地单据履行付款,经过这样保兑地信用证叫保兑信用证.---未经另一家银行在信用证上加保兑地为不保兑信用证.4. Classified according to the possibility of transferring the beneficiary’s right of the L/C(1) Transferrable L/C 可转让信用证(2) Non-transferrable L/C 不可转让信用证可转让指开证行授权被委托银行（通知行）在受益人（称第一受益人）要求下将信用证地全部或部分转让给一个或数个受让人（称第二受益人）使用；注明“可转让”才能转让；通常只能一次转让；适用于出口商保护商业秘密、大宗购货（分批购进）、分散货源（不同港口）5. Classified according to the possibility of revolving(1) Revolving L/C 循环信用证(2) Non-revolving L/C 非循环信用证6. Classified according to the possibility of automatic revolving(1) Automatic revolving L/C 自动循环信用证(2) Non-automatic revolving L/C 非自动循环信用证7. Classified according to the need of documents’being attached(1) Clean L/C 光票信用证(2) Documentary L/C 跟单信用证根据是否附有货运单据,可分为跟单信用证和光票信用证--光票信用证是凭不附货运单据地汇票或收据付款地信用证.---跟单信用证是凭附带货运单据地汇票或仅凭单据付款地信用证.L/C Checking and L/C Amending信用证审核内容：1.信用证地种类及条款与合同一致.2.信用证中地两个主要当事人,即开证人和受益人地名称必须准确无误.3.信用证中地合同号码是否正确.4.信用证是否有效.5.信用证金额应与合同规定一致.6.付款是即期还是远期.7.信用证有效期、交单期及到期地点是否充裕.8.货物或商品地说明必须与合同一致.9.装运港及目地港必须与合同一致.10.有关保险地规定应与合同一致.11.信用证中是否存在其它不合理地要求.Chapter 9 Letters about Debt CollectionA series of collection letters usually proceed in such three stagesThe First Collection LetterThe Second Collection LetterThe Ultimatum Collection Letter .(red papers)The First Collection Letter：The first collection letter sent to the customer should be a gentle and friendly one. While writing the letter, assume that the customer probably has forgotten to make the payment, so be courteous and invite him/her to pay promptly.掌握写作要领1. Be courteous in your first collection letter.2. Be persuasive rather than threatening.3. Include the necessary details:The amount owed by the customer；The length of time the bill has been overdue； What specific action the customer should take4. Encourage prompt response and contact.The Second Collection Letter ：After sending the normal number of reminders without success, you must write to emphasize the personal touch. Your purpose at this stage is to learn why payment hasn’t been made, and to ask for immediate payment.掌握写作要领1. Choose a firm tone for your letter.2. Remind the recipient of your previous collection letters.3. Remind the recipient of all the necessary details:The amount owed by the recipient；The length of time the bill has been overdue；The additional amount of late charge if there is any4. Tell the recipient what kind of legal action will be taken if the final collection effort fails.Chapter 10 Claim and Adjustment LettersInsurance Contract(保险合同)1.Definition(1)保险合同是投保人与保险人约定保险权利义务关系地协议An insurance contract is an agreement whereby the insurance rights and obligations are specified and agreed by the applicant and the insurer.(2)投保人——the applicant 是指与保险人订立保险合同,并按照保险合同负有支付保险费义务地人. An applicant refers to the party who enters into an insurance contract with an insurer and is obligated to pay the premiums under the insurance contract.(3)保险人——the insurer是指与投保人订立保险合同,并承担赔偿或者给付保险金责任地保险公司. An insurer refers to the insurance company which enters into an insurance contract with an applicant and is obligated to make indemnity or payments of the insurance benefits.(4)被保险人——the insured被保险人是指其财产或者人身受保险合同保障,享有保险金请求权地人,投保人可以为被保险人.The insured refers to anyone whose property or person is protected by the insurance contract and who is entitled to claim for compensation. An applicant may be the insured.(5)保险目标——The subject matter 保险目标是指作为保险对象地财产及其有关利益或者人地寿命和身体.The subject matter of the insurance refers either to the property of the insured and related interests associated therewith, or to the life and the body of the insured, which is the object of the insurance.(6)保险事故——insured event 保险事故是指保险合同约定地保险责任范围内地事故.An insured event refers to an event falling within the scope of cover under the insurance contract.(7)保险金额——the insured sum 保险金额是指保险人承担赔偿或者给付保险金责任地最高限额.The sum insured refers to the maximum amount which the insurer undertakes to indemnify or pay under its insurance obligation(8)保险费——the premium保险费是指投保人向保险人支付地保险合同规定地费用.The premium refers to the charge that the applicant pays to the insurer as specified in the insurance contract.海洋运输货物保险地基本险(basic risks coverage)有三种.(1) 平安险(FPA)：责任范围为自然灾害造成地全部损失或推定全损,船只搁浅、触礁、沉没、互撞、失火、爆炸等意外事故造成地全部或部分损失.Free from Particular Average(2) 水渍险(WA或WPA)责任范围：除平安险地各项责任外,还负责由于恶劣气候等自然灾害造成地部分损失.With Particular Average(3) 一切险(AR)：责任范围为除平安险、水渍险地各种责任外,还负责运输途中因一般外来原因所造成地全部或部分损失,但不是对一切风险造成地损失都赔偿.All RisksGeneral Additional Insurance 一般附加险There are several additional insurances as follows:(1) Theft, Pilferage and Non-Delivery(TPND)偷窃提货不着险(2) Fresh Water and Rain Damage淡水雨淋险(3) Risk of Shortage短量险(4) Risk of Leakage渗漏险(5) Risk of Crash and Breakage碰撞、破碎险(6) Risk of Odor串味险(7) Hook Damage钩损险(8) Damage Caused by Sweating and Heating受潮、受热险(9) Breakage of Packing包装破裂险(10) R isk of Rust锈损险Notes:1). 办理保险：Arrange / cover / effect / provide / take out insurance2). Insurance 用法：表示所保货物,+on：~ on 100m/t of rice投保地险别, +against: ~ against All Risks保额, +for: ~ for 120% of the invoice value保险费/费率, +at: ~ at the rate of 5%向保险公司投保,+with: ~ with the PICC3). 与insurance 搭配地N词组：Insurance agent / amount / policy / certificate / coverage / declaration / claim保险代理人/金额/单（正式）/凭证或收据/ 范围/声明书/索赔1). claim用法：表示对货物索赔,+on：~ claim on the goods对货物提出索赔表示向某人索赔, +against: ~ claim against the underwriters 向保险商索赔表示索赔地原因+for: ~ claim for damage 因损坏提出索赔表示索赔地金额+for: ~ claim for US$100 索赔100美元2)和Claim连用表示“提出索赔”地词组有：lodge a claim, register a claim, file a claim, raise a claim和Claim组成地动词词组：accept a claim 同意索赔admit a claim 同意索赔entertain a claim 受理索赔dismiss a claim驳回索赔reject a claim 拒绝索赔relinquish a claim 撤回索赔settle a claim 解决索赔waive a claim 放弃索赔Positive Replies(case study 1)Specifically you can organize your letter the following way:1.Give the good news first or try to get in step with your reader, thanking him or her for his or her thoughtfulness or agreeing with one of the writer’s comments.2.Explain the mistake. Don’t blame employees; don’t promise it won’t happen again; don’t say it was bound to happen. Just give a detailed explanation of the mistake.3.Close the letter with a friendly note.Negative Replies (case study2)Here are some suggestions that may help you write adjustment letters:1.Begin by making a pleasant opening statement and show your customer that you understand his or her problem and that his or her claim has been carefully considered. Express your concern over the writer s troubles and your appreciation that he has written to you. In other words, begin with a buffer; don t state the refusal right away.2.Explain the reasons why the request cannot be granted in as cordial and noncombative manner as possible.3.Try to offer some partial or substitute compensation or offer some friendly advice (to take the sting out of the denial).4.Conclude the letter cordially, perhaps expressing confidence that you and the writer will continue doing business.。
HOW TO WRITE A BUSINESS LETTER
HOW TO WRITE A BUSINESS LETTERWriting a business letter in English is somewhat formulaic. The formats are standardized and the style, punctuation and language are quite formal. There are several standard phrases that people use when writing business letters, which makes writing business letters somewhat straight forward.As to content, the most important thing you must include in a business letter is all relevant information!Style, Punctuation and Language:Business letters are written in a concise, clear style just say what you need to say simply, clearly, and respectfully. Do not add any information that is not necessary to the purpose of the letter.Style: The style is formal, so do not use contractions, slang, or expressions/idioms. The structure of a business letter usually comprises three paragraphs:1st paragraph: Introduction> states what the purpose of your letter is (i.e., why are you writing it)2nd paragraph: Main body>gives details/explanation3rd paragraph: Close>concludes the letterLanguage and Standard Phrases: You can use some standardised phrases for the introductory and closing paragraphs.1st Paragraph: Introduction:I am writing3rd Paragraph: CloseGreeting:If you know the name and title of the person you are writing to, use the full title, followed by a colon.e.g.,Dear Mrs. Smith:If you don’t know the name of the person you are writing to, use Sir/Madam, followed by a colon.e.g., Dear Sir/Madam:If you know the name and title of the person, but don’t know whether they are male or female, write the name as it appears, followed by a colon.e.g., Dear L. Lee:Complimentary close:If you use a person’s name in the greeting, use “Yours sincerely,” (make sure you remember the comma!)If you use “Dear Sir/Madam”, use “Yours faithfully,” (make sure you remember the comma!)Signature:Your hand-written signature is directly below the complimentary close. Leave a line and then print your name below your signature.FormatPersonal Business Letter:There are a few different formatting styles for business letters. As most people now type their business letters on the computer, the block format is becoming the most commonly used and accepted. The block format is the one you will learn in this class.If you are writing a business letter as part of your professional work, your company will have a standard format that they use, so you will just follow the rules for that one.The format given below is what most people use when they are writing a personal business letter:YOU’RE ADDRESS:Unit or house number, name of roadName of city/town, name of province/stateCountry (if you are sending to another country)Postal/zip code (if there is one)DATE(you must leave a double space between theaddress and the date) RECIPIENT’S ADDRESS:Unit/building number, name of roadName of city/town, name of province/stateCountry (if you are sending to another country)Postal/zip code (if there is one)RE: in a few short words write what your letter will refer toAccount/Customer/Billing number:Dear Sir/Madam:1st paragraph -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------.2nd paragraph-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------. ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------.----------------------------------------------------------------------------------------------------------------------------.3rd paragraph------------------------------------------------------------------------------------------------------------------------------.Yours faithfully,John DoeJohn DoeEXAMPLE BUSINESS LETTER1876 Fuller AvenueSeaton, KentPO49 4DK18 August 2012Seaton Library4660 High Street, KentPO65 8DKRe: Lost library cardMembership number: 2765410Dear Sir/Madam:I am writing to request a new membership card because I have lost mine.I would be very grateful if you could send me the new card by post because I am an invalid and so I am unable to get to the library to pick it up in person. Could you also send it to me by the end of this week because the mobile library comes on Monday and I will need my card by then in order to return the books I have borrowed and to get new ones?Thank you for your time and attention and I look forward to receiving my new card.Yours faithfully,Sarah JonesSarah Jones。
商务英语函电专业课教案Unit
商务英语函电专业课教案Unit 1-5一、Unit 1: Introduction to Business English Correspondence Objective:To familiarize students with the importance of business English correspondence and its role in international business munication. Content:1. Definition and types of business English correspondence.2. Importance of business English correspondence in international trade.3. Basic ponents of a business letter.Activities:1. Discuss the importance of business English correspondence in groups.2. Analyze sample business letters to identify the basic ponents.3. Practice writing a simple business letter.Assessment:1. Group discussion participation.2. Analysis of sample letters.3. Written assignment: Write a business letter.二、Unit 2: Elements of Effective Business WritingObjective:To teach students the essential elements of effective business writing. Content:1. Clarity and conciseness.2. Correct grammar and punctuation.3. Professional tone and language.4. Organized structure and format.Activities:1. Analyze sample letters with ineffective writing elements.2. Practice writing exercises focusing on clarity, conciseness, grammar, and punctuation.3. Discuss the importance of professional tone and language.4. Create a business letter template.Assessment:1. Analysis of sample letters.2. Writing exercises.3. Business letter template creation.三、Unit 3: Writing Professional Business LettersObjective:To guide students in writing professional business letters.Content:1. Formatting business letters.2. Writing clear and concise sentences.3. Using proper salutations and closing.4. Proofreading and editing.Activities:1. Study different business letter formats.2. Practice writing clear and concise sentences.3. Role-play different scenarios requiring business letters.4. Edit and proofread sample letters.Assessment:1. Formatting and structure of written assignments.2. Clarity and conciseness of written assignments.3. Correct salutations and closings.四、Unit 4: Business E CommunicationObjective:To familiarize students with the appropriate use of business e munication.Content:1. Differences between business letters and es.2. Rules for effective business e munication.3. Formatting and structuring business es.4. Sample business e templates.Activities:1. Compare business letters and es.2. Discuss rules for effective business e munication.3. Practice writing business es using sample templates.4. Peer review and feedback on e writing.Assessment:1. Comparison of business letters and es.2. Writing exercises using sample templates.3. Peer review and feedback.五、Unit 5: Writing Effective Business Proposals Objective:To teach students how to write effective business proposals. Content:1. Understanding the purpose of a business proposal.2. Elements of a successful business proposal.3. Structuring and formatting business proposals.4. Writing persuasive and pelling proposals.Activities:1. Analyze sample business proposals.2. Practice writing a business proposal.3. Role-play presenting business proposals.4. Provide feedback on peer proposals.Assessment:1. Analysis of sample proposals.2. Writing exercises: writing a business proposal.3. Presentation skills and feedback.六、Unit 6: Formatting and Structuring Business ReportsObjective:To guide students on how to format and structure business reports effectively.Content:1. Basic ponents of a business report.2. Formatting guidelines for business reports.3. Structuring the report for clarity and effectiveness.4. Using appropriate language and tone in reports.Activities:1. Analyze sample business reports to understand their ponents.2. Practice formatting and structuring a business report.3. Discuss the use of language and tone in reports.4. Peer review and feedback on report writing.Assessment:1. Analysis of sample reports.2. Formatting and structure of written assignments.3. Use of language and tone in reports.七、Unit 7: Writing Effective Memos and NotesObjective:To familiarize students with the skills required to write effective memos and notes.Content:1. Differences between memos and notes.2. Purposes and uses of memos and notes in business munication.3. Formatting and structuring memos and notes.4. Examples of effective memos and notes.Activities:1. Discuss the differences between memos and notes.2. Practice writing a memo and a note.3. Analyze sample memos and notes to understand their structure.4. Peer review and feedback on memo and note writing. Assessment:1. Analysis of sample memos and notes.2. Writing exercises: writing a memo and a note.3. Peer review and feedback.八、Unit 8: Business Negotiation CorrespondenceObjective:To teach students how to write effective business negotiation correspondence.Content:1. Purpose and importance of business negotiation correspondence.2. Strategies for writing effective negotiation letters.3. Sample negotiation scenarios and corresponding letters.4. Language and tone in negotiation correspondence.Activities:1. Discuss the purpose and importance of business negotiation correspondence.2. Practice writing negotiation letters based on sample scenarios.3. Role-play negotiating based on the written letters.4. Provide feedback on peer negotiation correspondence. Assessment:1. Analysis of sample negotiation letters.2. Writing exercises: writing a negotiation letter.3. Negotiation skills and feedback.九、Unit 9: Writing Business PlansObjective:To guide students on how to write effective business plans. Content:1. Understanding the purpose of a business plan.2. Elements of an effective business plan.3. Structuring and formatting the business plan.4. Writing clear and concise objectives and strategies.Activities:1. Analyze sample business plans to understand their elements.2. Practice writing a business plan.3. Discuss the use of language and tone in business plans.4. Peer review and feedback on business plan writing. Assessment:1. Analysis of sample business plans.2. Formatting and structure of written assignments.3. Use of language and tone in business plans.十、Unit 10: Emerging Trends in Business Communication Objective:To familiarize students with emerging trends in business munication. Content:1. Overview of emerging trends in business munication.2. Social media and its role in business munication.3. E etiquette and best practices.4. The impact of technology on business munication.Activities:1. Discuss emerging trends in business munication.2. Explore the role of social media in business munication.3. Role-play scenarios involving e etiquette and best practices.4. Analyze the impact of technology on business munication. Assessment:1. Class discussions and participation.2. Analysis of social media's role in business munication.3. Application of e etiquette and best practices.4. Understanding of the impact of technology on business munication. 十一、Unit 11: Case Studies in Business CommunicationObjective:To provide students with real-life examples of business munication scenarios and analyze their effectiveness.Content:1. Case studies of successful and unsuccessful business munication.2. Analysis of the strategies and techniques used in the case studies.3. Identifying lessons learned from the case studies.4. Application of knowledge from case studies to practical scenarios. Activities:1. Present and discuss assigned case studies.2. Analyze the effectiveness of the munication strategies used.3. Identify the key factors that contributed to the success or flure of the munication.4. Role-play applying the lessons learned from the case studies to practical scenarios.Assessment:1. Analysis and discussion of case studies.2. Application of lessons learned to practical scenarios.3. Peer review and feedback on presentations and role-plays.十二、Unit 12: Professional E and Letter Writing PracticeObjective:To enhance students' proficiency in writing professional es and letters through practice and feedback.Content:1. Review of e and letter writing guidelines.2. Practice writing various types of professional es and letters.3. Peer review and feedback on writing assignments.4. Editing and polishing drafts to create final versions.Activities:1. Review best practices for writing professional es and letters.2. Participate in writing exercises, including responding to mock scenarios.3. Exchange written assignments with peers for review and feedback.4. Revise and refine drafts based on feedback to create polished final products.Assessment:1. Analysis and discussion of best practices for professional writing.2. Quality of written assignments, including clarity, conciseness, and professionalism.3. Improvement shown in revisions based on peer feedback.十三、Unit 13: Business Presentation SkillsObjective:To equip students with the skills needed to deliver effective business presentations.Content:1. Key ponents of a successful business presentation.2. Preparation and organization techniques for presentations.3. Effective use of visual ds and slides.4. Delivery and munication skills during the presentation.Activities:1. Analyze样本商务演讲以了解其关键组成部分。
国际学术交流英语 第二单元
Contact info for enquiries
Vocabulary
airfare: n. transportation charge on airplane cordially: adv. in a friendly but polite and formal way convener: n. sb. who chairs a meeting, committee, etc. Finite or Infinite Dimensional Complex Analysis: 有 限或无限维的复分析 incidental expenses: 附带（发生的）费用 stipend: n. a sum of money that is paid for living expenses. Youngstown: 杨斯顿，俄亥俄州东北部一城市
I wish the conference a successful one.
extending good wishes
Respectfully yours, (signature) Feilong Wang
Tips for Letter Writing
Good letter writing includes proper grammar, punctuation, capitalization, format, structure and addressing persons of title. Be consistent in format. Be brief, succinct, and unambiguous in content. Be courteous and polite in tone.
Sample Demonstration
Business Letters and Memos
China National Light Industrial Products Import & Export Corp. Zhejiang Branch 223 Tiyuchuang RD. 310000 P.R. China
Dear sirs,
收信人地址 下端空两行
RE: tea, coffee and saucers
The principle of writing Memo 便笺、备忘录的写作原则
Format：
1. 2. 3. 4. 5. 不同于业务信函； 不需要信内收信人地址、称呼、和客套语、结束语等部分； 各机构大多数都有内部便笺、记事、便条； 笺头 常都包括致函人、受函人的姓名、职位，以及事由和日期； 便笺内容分段排列（一般采用齐头式、缩进式）；有时也可以编上序号 以明确要讲的不同事项。
收信人地址
称呼 事由
The New York Branch 0f the Bank of China told us that you exported Chinese textiles and cotton piece goods, and recommended you to our company. Our company imports general merchandise. We have been in this business line since 1979, and therefore have wide experience in all the lines we handle. Our bankers are Chase Manhattan Bank and the Hong Kong & Shanghai Banking Corporation of Hong Kong. They can provide you with information about our business and finance. We hope this letter will lead to profitable business for both of our companies. We are looking forward to your early reply. Yours truly, John Stewart
英文商务书信格式
-C. The last paragraph expresses a hope or refers to the future action either by the writer or the reader .
6. The Complimentary Close
The Complimentary Close ends the letter in a polite way, consequently making good impression on the reader.
3. The Salutation 称呼
Place the salutation two typing spaces below the last line of the inside address and type flush with the left margin.
The salutation must agree with the inside address.
date-month-year/month-date-year 12 June 1998/ June 12, 1998
2. The inside name and address 收信人姓名和地址:
Giving the full name, the title, the full name of the company and the address of the reader