Unit One :Lead-in_ Unit One :Lead-in_ business lettersbusiness letters

Unit One :Lead-in_ Unit One :Lead-in_ business lettersbusiness letters

Layout of a Business Letter

Electronics Ltd. 3 Stockbridge Road Liverpool LP5 20M Tel.: 087564789076 Fax:087564747867

Website: www.electronics.com.uk

Your Reference:

Our Reference: 2569

April 13, 2004

Fuiji Company 153 Ginza-Chome Tokyo, Japan Attention: Sales Manager

Dear Sirs,

Re: Portable Colour TV Sets We have seen your advertisement in the “Electric Frontier” and are

quite interested in your portable colour television set. Enclosed is our Inquiry Note No.2368. Please quote us the lowest

price C.I.F. Liverpool, stating the earliest date of shipment. We look forward to your early reply.

Very truly yours,

ELECTRONICS LTD. Harold Jones Harold Jones Manager

Encl. Inquiry Note

cc: Mr. J.L.Smith, New York

• 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 Clo

se• 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 Carton Copy

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Layout of a Business Letter

Letterhead

Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and email address, and the web address if available.

Inside Address

Always include the recipient's name, address and postal code. Add job title if appropriate.

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Layout of a Business Letter

Date02/01/032002 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.

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Layout of a Business Letter

SalutationIf 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)

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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

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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.

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Layout of a Business Letter

Signature

Company’s name

Your signature

typed signature

(job title)

ELECTRONICS LTD.

Harold Jones

Harold Jones

manager

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Format of a Business Letter

-----------Heading-------------- ------------------------------------------------ ------------------------------------------------

Date Inside Address

Dear Sirs, ----------------------------------------------------------------------------------------

-------------------------------------------------------------------------- ---------------------------------------------------------------------------------------

------------------------------------------------------------------------ ----------------------------------------------

Yours Faithfully,

Signature

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

------------Heading-------------- -------------------------- ----------------------

Date Inside Address

Dear Sirs, ------------------------------------------------------------------------------------------------------------------------------------------------------------------ --------------------------------------------------------------------------

------------------------------------------------------------------------------------ -----------------------------------------------------

Yours Faithfully,

Signature

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。

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Format of a Business Letter

------------Heading-------------- -------------------------- ----------------------

Date Inside

Address

Dear Sirs, □□□---------------------------------------------------------------------------------------- -------------------------------------------------------------------------- □□□--------------------------------------------------------------------------------------- ------------------------------------------------------------------------ □□□----------------------------------------------

Yours Faithfully,

Signature

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

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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 call

ing for specific reply as offer, enquiring trade terms.

• Example 1• The Universal trading Company is one of our big b

uyers.• → 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 i

n 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 p

osition of others• Example:• We allow a 5% discount for cash paymen

ts.(“we”—attitude )• You earn a 5% discount when you pay ca

sh.(“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 repr

esent.

1._________

2._______

a)_________________

3._______ b ________________

4._______ 8.___________

5._________

6._________

7._________ 9.__________

c _________________

• 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

Royal Grosvenor Porcelain Company Ltd. Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH Tel : (743069)60591/2/3 March 5, 2004 The Colourfloor Co.Ltd. 238 Wilton Road,Axminster AXz AS Dear Sir or Madam, Re: china

Yours sincerely, Royal Grosvenor Porcelain Company Ltd.

Ning Li

Ning Li

Write out the entire words of the

abbreviations of street addresses

St. Apt.Rd. P.O.BoxAve. 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