商务函电 世纪商务英语 齐齐哈尔职业学院外语系

Introduction The business letter is the principal means used by a business firm to keep in touch with its customers, often enough it is the only one in that the customers form their impression of the firm from the tone and quality of the letters it sends out. Function: (1) to covey a message; (2) to make or accept an offer; (3) to deal with matters concerning negotiation of business, etc.

Parts of a business letter letterhead salutation inside name and address complimentary close signature reference number and date message

More parts reference notation attention line subject line enclosure carbon copy postscript

Ways of writing Letterhead For example, ” 中国广东省广州市天河街 14 号 ” should be translated into “No.14 Tianhe Street, Guangzhou, Guangdong Province, China.” The number and the street city country province

Date March 4, 2006/March 4th 2006/4th March 2006/4 March,2006 3/4/

Inside name and address It will be the same as in the envelope, which shall be the name and address of the receiver. But when some companies use the name of the owner as part of the company name, “Messrs” will be added before the name, For example,“Messrs Bob ﹠ Michael Trading Co.”

Salutation Salutation Dear Mr. Perton Dear sir (s)”, Gentleman (men)

There are two main kinds of layout here: indented one with the first line of each paragraph indented and blocked one with all lines on the left. Message opening give the reason of writing body specify his requirements and wishes closing express thanks or hope Message

Complimentary close Dear sir (s) Yours faithfully/ Yours sincerely Gentleman (men) Yours truly/ Truly yours

Signature It is usually printed and written on a letter, the place of which will depend on the layout of the letter. We put signature under the complimentary close with title under it. If the writer represents certain institute, the name of the institute will be printed above the signature, for example: Yours truly, Yours faithfully, (signature) MITSUBISHI CORPORATION (Miss ) Lucy Steinbeck (signature) Thomas C. Sutton General Manager, Sales Department

Reference notation In business letters, reference is often made to previous letter. It may include the date of the letter, a file number, the contract number, L/C number or the initials of the signer of the letter and take the form as “Our ref.” and “Your ref.”.

Attention When the writer wants to address the letter to a special person or a corporation, he will add it under the inside name and address. It usually takes the form like “Attention: The Advertising Manager” ( 由 广告经理亲阅 ).

Subject line It is usually the order or contract number or the name of the goods to enable the receiver to be clear of the contents in the letter and for the purpose of filing. It is put under the salutation and before the message.

Enclosure Sometimes catalogue, pricelist, order, copies of fax or other relative documents will be enclosed in the letter, then under the signature a line on the left will be added to remind the receiver, for example: enclosure: 3 copies encl. as stated

Carbon copy It is to show the letter has been sent to someone in charge of this, for example “c.c. Manager”. It is placed under the enclosure on the left.

Postscript It takes the short form of “P.S” with something forgotten in the letter. Sometimes one more part will appear in the letter, it takes the form of “C/O: in care of ”( 由 …… 转交 ), for example: Prof. Henry K. Wenger C/O Mr. Michael L. Mogan.

Layout Indented form Blocked form Envelope Parts of the letter requirements Layout

Letterhead Date Inside Name and Address 封内名称地址 Salutation Subject Message Complimentary Close Signature Enclosure Carbon Copy Postscript Indented form

Blocked form Letterhead Date Inside Name and Address Salutation Subject Message Complimentary close Signature Enclosure Carbon copy postscript

the writer’s name and address receiver’s name and address the writer’s name and address receiver’s name and address Indented form the sender’s name and address receiver’s name and address Blocked form

Arrange the following information in proper form as they should be set out in a letter. 1. Sender’s name: Jiayi Trading Co. Ltd. 2. Sender’s address: 350 Pudong Avenue, Shanghai, , P.R. China 3. Sender’s cable address: WILKINSON 4. Sender’s telephone No. : Date: May 6, Receiver’s name: Jason Merchantile Corporation 7. Receiver’s address: 500, Park Avenue, New York, 10017, USA 8. Salutation used: Gentlemen 9. For the attention of : Mr. Smith 10. Subject matter: Bicycles Exercises Address an envelope for the letter.

11. The message: Enclosed is a new price-list of Jiayi Trading Co. Ltd. Indicating a full range of their products. We can quote on all of these items. If you are interested in receiving CIF quotations on any of these items, please let us know and we shall be glad to send them to you. We await good news from you. 12. Complimentary close used: Sincerely yours 13. Signature: Your name 14. Enclosed: Price- list 15. CC: Mr. William