Business Correspondence

Lecture 1: Structure & Format

7C’s Clearness/ Clarity 清楚 Conciseness 简洁 Courtesy 礼貌 Completeness 完整 Concreteness 具体 Consideration 体谅 Correctness 正确

Completeness 完整

All the matters discussed All the questions answered All the information contained

Example "Cellulose Tape 1/2"x 3yds, with plastic dispenser

700 doz./-ditto-but 1/2" x 5yds, 1,000doz.“ “ 纤维素带（幅）宽半英寸，长３码，带塑料包装容器，７００

打；同上，带（幅）宽半英寸，长５码，１０００打。 REVISED: "Cellulose Tape 1/2"x 3yds, with plastic dispenser

700 doz. “Cellulose Tape 1/2" x 5yds ， with plastic dispenser 1000 d

oz.

Conciseness 简洁 The most important writing principle Save time for both parties To express in as few words as possibleE.g.

The senator, who comes from New York, gave a speech that was long and tedious. (poor)

The senator from New York gave a long, tedious speech. (better)

1. Avoid To Write Commercial Jargon 避免使用陈旧的商业术语

Wordy: We wish to acknowledge receipt of your letter

of November 14 with the check for Stg.10 enclosed and wish to thank you for same.

Concise: We appreciate your letter of November 14 and

the check for Stg. 10 you sent with it.

1. Avoid To Write Commercial Jargon 避免使用陈旧的商业术语

Wordy: We take liberty to approach you with the

request that you would be kind enough to introduce to us some exporters of cotton textiles in your cities.

Concise: Would you please introduce to us some exporters of cotton textiles in your city?

or Please introduce to us some exporters of cotton textiles in your city

2. Avoid Unnecessary Expressions

要长话短说，避免罗嗦 Will you be good enough to------------Please

come to a decision-----------------------decideexpress a preference for----------------preferfor the reason that-----------------------because

The proposal is under (active) consideration.The answer is (definitely) correct.I would (rather) think the fare is too high.The (true) facts are as stated

3. Avoid Lengthy Sentences

要注意每句句子的长短 "We would like to know whether you would

allow us to extend the time of shipment for twenty days, and if you would be so kind as to allow us to do so, kindly give us your reply by cable without delay.”

"Please reply by telegram immediately if you will allow us to delay the shipment until April 21st.

Courtesy 礼貌 COURTESY--- 客气而又体谅人 POLITENESS--- 表现在文章的语句上 E.g. [POLITENESS] a) We have received with many thanks your letter of Oc

t.7, and we take the pleasure of sending you latest catalog. We wish to draw your attention to a special offer, which we have made in it. [COURTESY]b) You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct. 7.

Courtesy 礼貌 You ought to … -----------Perhaps you could… Your letter is not clear at all; I can't understand it

------------If I understand your letter correctly...

Obviously, if you'd read your policy carefully, You'd be able to answer these questions yourself.

-----------Sometimes policy wording is a little hard to understand. I'm glad to clear up these questions for you.

1. Turn Orders into Requests

把命令变成请求的常用形式 Please, Will you…….., Will you

please…….., E.g. a) Will you give us more detailed

information on your requirement?

b) Will you please (kindly) let us hear from you on these two points?

2. Past Subjunctive From 虚拟式 1. Would you compare our sample with the goods of other fir

ms?2. We would ask you to ship the goods by the first available v

essel.3. We wish you would let us have your reply soon.4. This would seem to confirm our opinion.5. We should be grateful if you would help us with your sugge

stion.6.We think if advisable that you should accept this offer at thi

s price.7. We should(would) like you to let us know the exact amount.8. Perhaps you might like to have a look at the actual goods.

3. Mitigation 缓和用法

We are afraid, we would say, we may(or, might) say, we(would) think, it seems(or would seem) to us, we(would) suggest, as you are (or: may be) aware, as we need hardly point out

E.g.a) It was unwise of you to have done that. We would say that it was unwise of you to have done

that.b) You ought to have done it. It seems to us that you ought to have done it.c) We cannot comply with your request. We are afraid we cannot comply with your request.

Cont.b) You ought to have done it. It seems to us that you ought to have done it.c) We cannot comply with your request. We are afraid we cannot comply with your request.d) Our products are the very best on the market. We might say that our products are the very best on the

market. f) You must cut off your order in half We would suggest that you cut your order in half.g) We have not yet had your reply. It appears that we have not yet had your reply.

4. Passive Voice 运用被动语气 a) You made a very careless mistake.

A very careless mistake was madeb) You did not enclose the check with your

order.The check was not enclosed with your order.

c) For the past two years, you did not give us any order. For the past two years, no order has been given us.

Or: For the past two years, no business has been materialized between us.

Concreteness 具体E.g. (credibility investigation)

The ABC Co. is one of our biggest buyers.　 (ABC 公司是我们的大买主之一 )

REVISED: The ABC Co. placed U.S.$150,000.00 worth o

f business with us last year. 　　 (ABC 公司去年与我公司做了 15 万美元的业务 )

Cont.

These brakes stop a car within a short distance.　 ( 这些制动器在短距离内能把车刹住 )

Revised: These Type XYZOI power brakes stop a 2.5-ton ca

r traveling 70 miles an hour, within 250 feet.

We wish to confirm our telegram dispatched yesterday.　 ( 我们确认昨日打出电报 )

We confirm our telegram of January 16.　 ( 我们确认我们一月十六日电报 )

Consideration 体谅 ＹＯＵ　ＡＴＴＩＴＵＤＥ

BUSINESS

"Remember that the word b-u-s-i-n-e-s-s contains both U and I, but the U comes before the I. This is a good sequence for you to remember.

Examples We allow 2 percent discount for cash payment. （如付现款，我们给九八折） You earn 2 percent discount when you pay cash. ( 您付现款时，可打九八折。） We are pleased to announce that… 我们高兴地宣布 You will be pleased to know that… 你们将愉快地得知 We want you to do it . 我们要你们这样做 You will no doubt do it. 毫无疑问，你们将这样做 We follow this policy, because … 我们遵循这个政策，因为 You will benefit from this policy, because… 你们将从这个政策中得益，因为

Correctness 正确 Qualified language 正确的语言水平 ---Formal and informal 正式的和非正式 Proper Statement 叙述得正确 Correct Spelling 字要正确 ---Capitalization 大写 Use of Commercial Jargon 理解和运用商业术语

Qualified Language 正确的语言水平

Formal: Although Item 12 is enumerated in the report; the writer has ascertained that it is currently not in the organization's inventory or in the writer's possession.

Informal: Although Item 12 is listed in the report, it's not in our stock now and I don't have it either.

Proper Statement 叙述得正确 No Understatement or Overstateme

nt This stove is absolutely the best (or: the ver

y best) on the market. 　

这种炉子是市场上绝对最好的炉子 　 Our model A195 is designed on modern lines and gi

ves, without any increase in fuel consumption, 25% more heat than the older models. So you will agree that it is the outstanding stove for economy of fuel.

( 我们的Ａ１９５型炉子是按近代样式设计的，在不增加燃料消耗的情况下，比其他各种旧式炉子温度高２５％。所以，你会同意，这是优良的节约燃料的炉子。 )

Correct Spelling 字要正确

“以上”，“以下”，“以前”，“以后”，“从…到…”等的表达法$2 or (and) above(over) 二美元和二美元以上 60 dozen or (and) up (upward, upwards) ６０打和６０打以上 2% or (and) more 　　　 　　　　　　　　 ２％和２％以上 an order for 50 gross or upward 　　５０罗或５０罗以上的定单an order for not less than 50 gross 　 不少于５０罗的定单5% up to 10% inclusive 　 　 ５％到１０％（包括５％和１０％）over 5% up to 10% inclusive 　 ５％以上到１０％（包括１０％）

Cont. from and including today (this date) 　　从今日起（包括今日） on and from Nov. 10;　　　　　　　　 从１１月１０日起 on and after Nov.10;　　　　　　　 （包括１１月１０日） as from Nov.10 　　　　　　　　　　　　从毁约之日起 as from the date of the breach 　　　（包括毁约之日） up to $40 inclusive; 　　　　　　　　　到４０美元 up to the maximum of $40 　　　　　　（包括４０美元）止 up to and including Nov.20 到１１月２０日止（包括１１月２０日） as from the 1st to the 15th of March inclusive; 　从３月１日到１５日 from the 1st to 15th of March both inclusive 　　（包括１日和１５日） during the period beginning on March 1 and ending on March 3

0, both dates inclusive. 从３月１日起到３月３０日止 这一期间（包括头尾两天）

Use of Commercial Jargon 理解和运用商业术语

You ask very short delivery for your order 原意 :“你们要求赶快交你们的定货” short delivery: 短距离交货

REVISED： Your require quick (prompt) delivery of your

order.

FORMS & STRUCTURE ---OF BUSINESS LETTERS (B. L.)

Forms of B. L.---Indented style ---Block style ---Semi-block style Structure of B. L. Letterhead; Ref. No.; Date;

Inside name and Address; Salutation, Subject Line; Body of the Letter; Complimentary Close; Signature; Enclosure; Carbon Copy; Postscript;

1. Indented style (缩进式）

_____date_______inside address________salutation______

___________________________body_________________________________________________________________ ____________________________body___________________________________

_______closing_____

Example: Indented styleBeijing Textiles Import & Export Corporation

43 Tung An Men Street Tel: 010-6683812 Telex:3358711 Cable: 8898

Our Ref: Your Ref:

January 30, 2002 The Pakistan Trading Company 15, Broad Street Karachi Pakistan Gentlemen:

We learn ………………………………………………………………………………………………………… …………………………………………………………………………………..

Yours very truly, BEIJING TEXTILES IMPORT & EXPORT CORP.

(Signature) Qian Chengsen

General Manager

2. Block style （平头式）_____date_______inside address____

____salutation______

___________________________body____________________________________________________________________

____________________________body________________________________________________________________

_______closing_____

Example: Block styleGUANGZHOU ELECTRONI CS PRODUCTS I MPORT &EXPORT CORPORATI ON

11 Bei j i ng Road, Guangzhou Peopl e' s Republ i c of Chi na

Tel : 3456182 Tel ex: 8371 GUELCO Cabl e: 2284

J une 21, 2002 Ocean El ectroni cs Products I mport Corp. 130 Cl i ff ord Street LONDON W 1 Engl and Dear Si rs, Re: Chi nese El ectroni cs Products We have obtai ned…. Shoul d you … Yours fai thful l y, (Si gnature) Yan Na General Manager

3. Semi-block style (混合式）

_____date____

___inside address________salutation______

___________________________body____________________________________________________________________

____________________________body________________________________________________________________

_______closing_____

CONCLUSION1. Inside Address and Salutation (永远左对齐）2. Date and Closing3. Paragraphs

a. Block style---When all three are against the left marginb. Indented style---When only 1 is against the left marginc. Semi-block style---When only 2 is against the right marg

in4. Open punctuation5. Capitalized initial letter6. Complimentary close must be followed by a com

ma ‘,”

PRACTICES Work out a form of B. L. in styles of block, semi-block and indentatio

n respectively, according to the information provided as follows:( Binford H. Peeples, a sales manager, writes to Mr. Joe Claiborne)Date: December 18, 2002 Close: Yours sincerelyInside address: Mr. Joe Claiborne Office Manager Swallows Insurance Company 5983 Maplewood Cove Memphis, TN 38117 USBody: Thank you for your interest in our products. In reply to your requ

est, we enclose our illustrated catalogue and a pricelist showing details of our products.

We look forward to hearing from you.

Structure of Business Letters

Letterhead 信头 Ref. No. 发文编号 Date 日期 Inside name and Address 信内名称和地址 For the attention of… 需交…办理 Salutation 称呼 Subject Line 事由标题 Body of the Letter 正文 Complimentary Close 结尾敬语 Per pro. 代签 Signature and official position签名和职位 Enclosure 附件 Carbon Copy 抄送 Postscript 附言

Letterhead 信头 Expression of a firm’s personality Name, address, postcodes, telephone

telex, fax etc. Printed in the center or on the left

margin at the top Or write at the right margin by hand

on blank paper

Ref. No. 发文编号 Two lines below the letter head (or occasionally two lines below the signature on left margin)

A number + capitalized initials of the dictator / typist’s initials in small letter

E.g: 386 JS/ lb or JS/ lb 386 ---James Smith sends the letter, Louise Brown types it

Capitalized initials of the dictator / typist’s initials in small letter

E.g: JS/js ---James Smith sends the letter and types it by himself

Occasionally only a number

Example: Ref. No. 发文编号 Suppose George Williams sent a letter

to John Smith, typed by the Grade Peters, the reference on John Smith’s reply would be like this (Louis Brown typed it for John):

Your Ref: 515 GW/gp (in an incoming letter)

Our Ref: 386 JS/lb

Date British form---August 3, 2002/ August 3rd, 200

2 Ame. form---3 August 2002/ 3rd August 2002

Write in full, avoiding 3/8/2002 or 8/3/2002 Double spaced below Ref. No. (if any) or letter

head Either cardinal (1, 2, 3, 4, etc.) or ordinal (1st,2nd,3rd,4th etc.)

Inside name and Address 信内名称和地址 Typed at the left-hand margin two lines below the date Name of the Recipient

Esq. ( for Esquire) (Brit.) or Mr., for a single man ---Mr. John Hayling ; John Hayling, Esq.

Mrs. for a married woman and Miss for an unmarried onMs. used for both

Messrs ( for messieurs), the plural form of Mr. used only for companies with personal names.

---Messrs. J. Harvey & Co. ---Messrs. MacDonald & Evans

( to be continued)

Inside name and Address 信内名称和地址Messrs is not used in the following cases:

1. When an individual, not a company is addressed ---J. A. Simpson Lloyd, Harris & Brown2. When the company name is impersonal ---Utility Furniture Co.3. When a courtesy title is already included ---Dr. H. Willis & Co., Ltd.4. When the title begins with “The” ---The Robinson Furniture Co. Position: The Vice President The Secretary Name of the Company

(to be continued)

Inside name and Address 信内名称和地址 Address of the Company ---Number of House and Name of Street (or Road, Lane) ---County or State and its Post-code ---Name of CountryE.g.: 462, Duke StreetLONDON N. W. 4England

40 Nsukka RoadP. O. Box 57183AccraGhana

For the attention of… 需交…办理

Attn.: =ATTENTION=For the attention ofE.g.The SecretaryThe Ajax Electrical Col, Ltd.Fernhall DriveREDBRIDGE, Essex IG4 5BNEngland

For the attention of Mr. T. Waterhouse

Dear Sir:

Salutation 称呼 Two lines below the address Begin with “ Dear…” Well-known persons: “Dear Williams,” Not well-known persons: “Dear Mr. Holmes,” Names unknown but gender known: “Dear Sir,” or “Dear Madam,” To the company as a whole: “ Dear Sirs,”, “Dear Mmes,” or “Gentlemen”(“Dear John Smith,” does rarely occur. “Dear Mr. Smith,” “Dear Mr. John

Smith” or “Dear John”)

Subject Line 事由标题

Two lines below the salutation, underlined, centered

Re: Sewing MachinesSubject: Our Contract No. 2354. Your L/C No. 2561.

Sewing MachinesE.g.The SecretaryThe Ajax Electrical Col, Ltd.Fernhall DriveREDBRIDGE, Essex IG4 5BNEngland

For the attention of Mr. T. Waterhouse

Dear Sir:

Re: Sewing Machines

Thank you for your……

Complimentary Close 结尾敬语

Suit the occasion and match the salutation Two or four lines below the last line of the body Not known: Dear Sir(s)/ Madam; Gentlemen;

“Yours faithfully,” or “Faithfully yours,”---Britain “Yours truly,” or “Truly yours,”---American & Canada

Known: Mr. Smith; Dear Ms. Smith; “Yours sincerely,” “Sincerely yours,” or “Yours truly,”

“Cordially,” Familiar: Dear John; Dear Alice; “Yours ever,” “(With) Best Wishes,” “(With) Best

Regards,”

Per pro. 代签 From “per procuration

em” “per pro.” “p. pro.” “p. p.”

E.g.per pro. Hopkins, Wright & Co.(Signature)

Signature and official position签名和职位

1.An official signing for his company

( 代表公司正式签名）

E.g.

Yours faithfully,THE OVERSEAS CO., LTD.(Signature)W. BlackGeneral Manager

2.A partner signing for his firm

(合伙人代表公司签名）

E.g.

Your truly,For THAMES BANK METAL CO.(Signature)Jackson Brown

Signature and official position签名和职位

3. An employee with special authority to sign

（享有特殊权力的雇员签名）

E.g.

Yours faithfully,Per Pro. HOPKINS, WRIGHT CO.(Signature)J. Bell

4. An employee without special authority to sign

(无特殊权力的雇员签名）

E.g.

Yours faithfully,For Sales Manager(Signature)R. Hopkins

Signature and official position签名和职位

5. Individual signing on one’s own behalf

( 代表个人签名）

E.g.

Sincerely yours,(Signature)Harry Brown

Conclusion1. Signed by hand in ink2. Followed by the person’s

typed name3. Then followed by the job title

or position

Enclosure 附件 Two lines below the signa

ture on the left margin

Encl.: 3 catalogues Enc.: 1 invoice Encls.: as stated

Carbon Copy 抄送 Two lines below

the signature “c.c.” or “cc”

Blind copy (“bcc” on the copy

only)

Postscript 附言 Common in personal letters Not used in business letters except:

1. Some executives add some personal touch to the typewritten letter in pen and ink. E.g.:

P.S. To see you at the Annual Sales Meeting at the Hillside Plaza on January 10.

2. Writers of sales letter give some convincing points for the products

P.S. I understand the special entertainment is great.

Practice Work out a business letter according to the follo

wing ：

许光伦是宁波康大进出口公司的业务经理，通过 Pakistan 使馆商务参赞处得悉对方公司的名称和地址，欲与对方建立友好业务关系，于 2004 年2 月 27 日口述一封信，并由秘书唐欣打印。信的主题拟为业务“ STATIONERY”。 许在公司服务多年，被授权代公司签字。对方公司的销售经理负责业务联系工作，而文具系列交由Mr. P. J. Penington办理。信内附有三份商品目录，此信同时抄送 Pakistan 使馆商务参赞处。

( 对方公司地址 : G. P. Glover & Co., 416 Skinner Road, Karachi, Pakistan)

( 我方公司地址 :宁波康大进出口公司，浙江宁波文华大厦 5楼。传真：86-574-87010222 电话 : 86-574-87010333)

Practice We have your name and address from the Commercial Office

of Chinese Embassy in. Pakistan. We take this opportunity to write to you with a view to set up friendly business relations with you.

　　 We are a state-owned company dealing specially with the export of stationery. We are in a position to accept orders according to the customer's samples. In the customer's samples, request about the assorted pattern, specification and package of the needed goods can be indicated particularly.

　　 In order to give you a general idea of various kinds of the stationery we are handling, enclose please find our latest catalogues for your reference. Please let us know immediately if you are interested in our products. We will send you our price list and sample to you as soon as we receive your specific inquiry.

　 　 Looking forward to your early reply.

Addressing Envelopes信封的写法

Return address printed in the back Receiver’s printed in the cover Top/Bottom left-hand corner: “Confidential”, “Secret”, “Printed Matter”,

“Via Mail”, “Sample of no value”, “Private”, “Urgent”, “Registered” etc.

Block style

Confidential Stamp

Ke Huang Messrs. Wallace Kimber & Co. 40 Nsukka Road P. O. Box 57183 Accra Ghana

C/O 由…代交 “Politeness of”, “By Kindness of”, “Through t

he Courtesy of”, “Per Kindness of “, “Forwarded by”, “Per Favor of”, “By Favor of”, “With Favor of” , “Favored by”

E.g.: Urgent Stamp

Mr. Ke Huang By Kindness of Ms. Ying Han Messrs. Wallace Kimber & Co. 40 Nsukka Road P. O. Box 57183 Accra Ghana

THE END

THANKS!