Unit One :Lead-in_ business letters

Layout of a Business Letter 1. 信头 letter Head1. 信头 letter Head 2. 日期 Date 日期 Date 3. 封内地址 Inside Address 封内地址 Inside Address 4. 称呼 Salutation 称呼 Salutation 5. 正文 Body 正文 Body 6. 结尾敬语 Complimentary Close 结尾敬语 Complimentary Close 7. 签名 Signature 签名 Signature 8. 事由 Subject 9. 附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carton Copy Return

Layout of a Business Letter Letterhead Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and address, and the web address if available. Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate. Return

Layout of a Business Letter Date 02/01/ 年 1 月 3 日 2003 年 2 月 1 日 2003 年 1 月 2 日 Chinese way American way British way To avoid confusion, it is a common practice to write months in words. Return

Layout of a Business Letter Salutation If unsure to whom you should address a letter, you should use the following salutations: Dear Sir or Madam, When addressing a group of people, use one of the following salutations: Ladies and Gentlemen: Dear Sirs or Madams, Gentlemen:/Dear Sirs, (if all the readers are male) Ladies:/Dear Madams, (if all the readers are female) Return

Layout of a Business Letter Body of a letter The body of a business letter typically has three paragraphs: · 1.introductory paragraph · 2.one or more body paragraphs 3.concluding paragraph Return

Layout of a Business Letter Complimentary Close Yours faithfully,(Faithfully yours,) Yours sincerely, (Yours very sincerely,) Yours truly,( Very Truly Yours,) Capitalize only the first word in the complimentary close, and follow all phrases with a comma. Return

Layout of a Business Letter Signature Company ’ s name Your signature typed signature (job title) ELECTRONICS LTD. Harold Jones manager Return

Format of a Business Letter 一平头式 (Block format) 每一行都是从左边开 始取齐, 成一垂直线。

Format of a Business Letter 二 折中齐头式（混合 式） (Modified blocked format) 齐头式和缩进式的混 合体。信的正文部分 采用平头式，作者的 地址、日期、结尾敬 语及签名采用缩行式。 Return

Format of a Business Letter 三 缩行式 (semi- Indented format) 封内地址和其他需要 分行的地方的后一行, 都比前一行缩进二格 或三格。 信的正文, 每一段的 开始一行都缩进若干 格。

Addressing the Envelope Return

Writing Principles 1 Completeness all the matters are discussed and all the questions are answered. Examples The goods can be delivered. → The goods can be delivered by June 14.

Writing Principles 2 Concreteness: Be specific, definite for those business letters calling for specific reply as offer, enquiring trade terms. Example 1 The Universal trading Company is one of our big buyers. → The Universal Trading Company placed over US. $ 2,000,000 worth of business with us each year. Analysis: “ big ” adj. Can ’ t express the degree in specific figures.

Writing Principles Example 2 We have received with thanks your check, the amount has been placed to your credit. → We have received with thanks your check No. 248 for US. $ 200,000. in payment of our commission, which has been placed to your credit. Analysis: we should point out the number and the amount of the check and the use of the money.

Writing Principles 3 Clearness: Make sure that what you write is so clear that it can ’ t be misunderstood. Example Fluctuation in the freight after the date of sale will be for the buyers account.

Business Letter Writing 4 Conciseness Express what you said in a short and pithy way Example I want to take this opportunity to tell you that we grateful to you--- - Thank you

Writing Principles 5 Courtesy: Polite while not humble Example 1: Tell us more detailed information on your requirements --- Will / would you please tell us more detailed information on your requirements?

Writing Principles Example 2: We must refuse your offer We regret that we are unable to accept your offer./ We are sorry that we are not in a position to accept your offer.

Writing Principles 6 Consideration: Meaning: you-attitude, put your in the position of others Example: We allow a 5% discount for cash payments.( “ we ”— attitude ) You earn a 5% discount when you pay cash.( “ you ”— attitude)

Writing Principles 7 Correctness

About the Writer 对作者的要求 If a business letter is to achieve its purpose, the writer should have: a good command of standard English knowledge of business theory and practice knowledge of technical terms knowledge of psychology skill in salesmanship

Exercises Fill in the blanks with the parts they represent.

1. 信头 letter Head 2. 日期 Date 3. 封内地址 Inside Address 4. 称呼 Salutation 5. 正文 Body 6. 结尾敬语 Complimentary Close 7. 签名 Signature 8. 事由 Subject 9. 附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carbon Copy

Match the following words with their Chinese meanings 1. By Airmail A 亲收 2. Express Delivery B 急件 3. Registered; Recorded C 密件 4. Urgent D 快件 5. Confidential E 私人信 件 6. Personal F 挂号 7. Private G 航空

1. G 2. D 3. F 4. B 5. C 6. A 7. E

Translate the following job titles 1. Deputy General Manager 2. Sales Representative 3. Salesperson 4. General Manager/ President 5. Plant/ Factory Manager 6. Purchasing staff

7. Regional Manger 8. Sales Manager 9. Clerk/Receptionist 10. CEO (Chief Executive Officer) 11. Board of Directors

1 副总经理 2. 销售代表 3. 销售员 4. 总经理 5. 厂长 6. 采购人员

7. 地区经理 8. 销售部经理 9. 职员 / 接待员 10. 首席执行官 11. 董事会

Arrange the following in proper form as they should be set out a letter (1) Seller : Royal Grosvenor Porcelain Company Ltd. Address : Grosvenor House,Renfrew Road, Oakley Staffordshire OA7 9AH Tel : (743069)60591/2/3 (2) Buyer : The Colourfloor Co.Ltd. Address : 238 Wilton Road,Axminster AXz AS (3) Date : March 5, 2004 (4) Subject: china (5) The message : The letter is written by the seller Use the Full Block Style

Write out the entire words of the abbreviations of street addresses St. Apt. Rd. P.O.Box Ave. Ct. Dr. Sq. N. La. S.W.

1.street 2.road 3.avenue 4.city 5.square 6.lane 7. apartment 8. post office box 9. drive 10. north 11.southwest