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1、商务英语写作,_Chapter one An overview of business writing,课程简介,本课程是国际商务从业人员必备的 核心业务课程之一。通过介绍公司商务活动中各种英文业务函件的写作格式和内容，使学生在相对真实的商务环境中提高英语水平。熟练掌握商务活动中常用的基本术语及表达技能，培养和提高业务工作能力.,课程内容,本课程主要学习信例，尤其是学习商务运作环节中有代表性的信例。为了适应国际写作趋势的变化及满足商务环境的需要，将教授包括备忘录、销售信、邀请信、投诉、理赔、申请信、报告、英文简历、合同等在内的多种形式的信函写作。,学习方法,商务英语写作是一门实践操作性很强的课
2、程。也就是说，要达到正确拟写商务信函及各种商务公函的目的，仅有理论是远远不够的。还必须通过理论联系实际的方法，大量练习书写商务活动中各种有代表性的信函，才能深入体会何为七个“CS”写作的基础理论知识。更重要的是通过学习信例，熟悉各类信函中所包括的词汇、短语、句型以及习惯表达方式等等，以求达到掌握并熟练使用的目的。,沟通无处不在,Plan Products,Hire,Training,Motive,Coordinate,Persuade,Bill,Build Goodwill,沟通的形式,Verbal Communication 1.face to face 2.Phone conversati
3、ons 3.Informal meetings 4.Email messages 5.Letters 6.Memos 7.Reports,沟通的形式,Nonverbal communication 1.Pictures 2.Logo 3.The size of office 4.Facial expressions 5.Eye contact 6.Gestures 7.Body language,沟通的七个要素,Source Audience Goal Context Message Media Feedback,小案例：入乡随俗,美国统一联合有限公司，认为时机已经成熟，该把它在国内销售给两代
4、人的精美产品推广到全世界了。它派副总裁哈里到欧洲去开拓市场。哈里的第一站是伦敦，他和银行家做了简短会谈通过电话。他同样轻松地与巴黎人打交道：在银色之旅宾馆订了午餐，他这样招呼他的客人，某工业工程公司的总裁：“雅克，叫我哈里好了。”在德国，哈里先生像一个发电站。他快速的做了一个长篇的、像艺术作品一样的营销讲话，并辅以图表和视听材料，以显示来自佐治亚的他知道如何做生意。,小案例：入乡随俗,在去米兰的飞机上，他与邻座的日本商人开始交谈。他把名片扔在对方的托盘上，当他们告别时，他与对方热情握手并抓住了对方的右臂。后来，在他与一位意大利包装设计公司的所有与会者见面的时候，哈里先生穿着他舒适的条形灯心绒运
5、动外衣、卡其布裤子和帆布鞋。人人都知道意大利人是逗趣和放松的人，不是吗？错了，六个月过去了，统一联合公司除了收到一堆帐单以外，在这次旅行中未获任何成果。在欧洲，没有人对哈里着迷。,小案例：入乡随俗,英国：通常不用电话做生意。商业招待往往在午餐时进行，而不是在晚餐时。法国：法国人对陌生人非常正规，不喜欢太快的亲近，不愿意被陌生人直呼其名。德国：他们不喜欢夸张和卖弄。喜欢和内敛沉稳的商人做生意。日本：日本属于“无碰触文化”，随意的碰触会被认为是失礼和狂妄自大。意大利：对时装非常敏感。他们穿着漂亮并崇尚创造，对别人俗丽或不得体的服装感到吃惊。,A great deal of business is
6、transacted in writing.Effective business writers can use their skill to help increase their companys sales and profits.Proficiency in writing gives the person in business a personal advantage.,1.Why the ability to write is a business asset?,2.Writing Principles of business Letters,Five-stepsPreparin
7、g Objective,Reader,ScopeFormatting Layout of the document3)Organizing Gathering information,sorting details,and making outlines.,2.Writing Principles of business Letters,Five-steps4)Drafting Start where you feel the most comfortable.Dont worry about possible mistakes Focus on the ideas you want to p
8、resent.5)Revising Check on the overall tone and format.Ask for advice from colleagues.,Directions:Revising Box,Does my writing include every element of a business letter?Am I clear about my writing purpose?Have I made effective use of layout and white space in the letter?Have I sorted out the facts
9、appropriately?Have I organized the contend logically?Have I written it concisely and politely?Have I checked everything including grammar,punctuation and spelling?,2.Writing Principles of business Letters,7“C”Courtesy 礼貌 Treating people with respect and friendly human concern.2)Consideration 体谅 Cons
10、ider the readers desires,problems,circumstances,emotions and reactions.,2.Writing Principles of business Letters,3)Correctness 正确 Choosing the correct level of language and using accurate information and data.Conciseness 简洁 To write in the fewest possible words without sacrificing completeness and c
11、ourtesy.,2.Writing Principles of business Letters,5)Clarity 清楚 Short familiar words and simple short sentences are better for this purpose.Concreteness 具体 Give vivid,specific and definite information.7)Completeness 完整 Include all the necessary information and data in the message to help senders get
12、receivers response.,Three ways to achieve 7 Cs,You AttitudePositive ToneAvoiding Old Language of Business,3.You Attitude,Put the audience first:“Its all about them.”Focus on what they receive or can doStress what they want to knowX I have negotiated an agreement with Apex Rent a-car that gives you a
13、 discount on rental cars.As a Sunstrand employee,you can now get a 20%discount when you rent a car from Apex.,Be careful with the use of“feeling”words.Omit your feelings in most business situationsOmit audiences feelings or reaction X We are happy to extend you a credit line of$5,000.You can now cha
14、rge up to$5,000 on your Visa card.,3.You Attitude,Use“you”more often than“I”in positive situations.avoid“you”in negative situations.In negative situations,usePassive verbsImpersonal expressions,3.You Attitude,3.You Attitude,X You made no allowance for inflation in your estimate.No allowance for infl
15、ation has been made in this estimate.(passive)This estimate makes no allowance for inflation.(impersonal),Use words as positively as possibleX Never fail to back up your disks.Always back up your disks.X Your balance of$800 is delinquent.Your balance of$800 is past due.,4.Positive Tone,Look at situa
16、tions with an optimistic outlook X We will not allow you to charge more than$1,500 on your VISA account.You can charge$1,500 on your new VISA card.,4.Positive Tone,X Awaiting the favor of your early response.I look forward to hearing from you soon.X Please be good enough to advise us.Please tell us.
17、X We beg to inform you.I an writing to inform you.,5.Avoiding Old Language of Business,6.Exercises-Revise Sentences,X Unfortunately,your order cannot be sent until next week.Your order can only be sent next week.X Your negligence in this matter caused the damage to the equipment.If you had taken pro
18、per care of the equipment,it would have been in a good condition.X Smoking is not permitted anywhere except in the lobby.Smoking is allowed only in the lobby.,6.Exercises-Revise Sentences,X We regret to inform you that we must deny your request for credit.For the time being,we can serve you only on
19、a cash basis.X We will be pleased to deliver your order by the 16th.Your order will be deliver by the 16th.X We have worked for 20 years to develop the best model car for our customers.Our customers will find the best model car which we have spent 20 years to build.,6.Exercises-Revise Sentences,X We
20、 have received your letter of May 16.Thank you for your letter of may 16.X We have been quite tolerant of your past-due account and must now demand payment.If you are to continue to enjoy the benefits of credit buying,you must clear your account now.X We can sell at discount prices,but we cannot per
21、mit returns of merchandise.Though returns of merchandise are unpermissable,you can get discount prices.,Dear Sir:We are in receipt of your telephone call to my secretary yesterday complying with your requestabout a possible speaking engagement at your Forthcoming training day.If it within your power
22、 to tell us more details would be grateful,so that I can see any of our consultant can fit it into their schedule as per your request.Awaiting the favour of your early response.,7.Exercises-Revise Letter,Dear Sir:Thank you for your telephone call to my secretary about a possible speaking engagement
23、at your forthcoming training day.I am interested,but would be grateful if you Would let their have more details so that I can see any of our consultant can fit it into their schedule.I look forward to hearing from you.,7.Exercises-Revise Letter,外贸函电与写作,_Chapter two Structure and Style of business le
24、tters,The important of business letter,It is real its being in black and white can carry something undoubted or denied so it can carry commitment.Even in today,there are quite a few regions that internet hasnt covered or is regarded as something too luxurious.It is necessary to keep written document
25、 in doing business.It could be read at any time as the reader likes.,Punctuations and Abbreviations,Comma“,”:逗号用来隔开句子中的并列成分。Enclosed you may find a detailed quotation with prices,specifications and delivery terms.,Punctuations and Abbreviations,b.用来分开正在叙述的和附带说明的词语。Recently,however,the standard of yo
26、ur after-sales services has got much worse.,Punctuations and Abbreviations,c.分开四位数以上的数字，从个位算起，每隔三位数，就用逗号分开。$5,962$56,678$67,798,453,Punctuations and Abbreviations,d.在信函中，地址栏里街道、区、城市、州/省和国名之间要用逗号分开。Prince Avenue,London,England但是，如果城市和国家名是分两行写的，可以不用逗号。Prince Avenue,London England,Punctuations and Abbr
27、eviations,Full stop“.”:句号a.用在陈述句和祈使句的末尾。We have recommended Fox machines to other companies.,b.用在缩写字母后面。Oct.a.m.Wed.I am looking forward to seeing you tomorrow afternoon at 3:00 p.m.(right)如果陈述句以缩写字母结尾，则句末不用再加句号。I am looking forward to seeing you tomorrow afternoon at 3:00 p.m.(wrong),Punctuations a
28、nd Abbreviations,1.Letterhead 2.Date3.Inside Address 4.Attention Line5.Salutation 6.Subject Line7.body 8.Complimentary Close9.Signature 10.Reference Initials11.Enclosure 12.Copy Notation,1.Letter Structure and Placement,1.Letter Structure and Placement,1.信头 2.日期3.封内地址 4.指明收信人5.称呼 6.主题行7.信文 8.结尾敬语9.签
29、名 10.打字员姓名缩写11.附件 12.抄送,1).letterhead,The name of the firmIts address and postal codesTelephone numberFax numberInternet address E-mail addressA trademark or a brief slogan,etc.,1).letterhead,外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央。,Sample:,EASTE
30、RN TEXTILES IMP.&EXP.Co.LTD 12389 Changchun Road,Dalian,China Tel:0411-86606811 Fax:0411-86507631 Http:/E-mail:,2).Date,Typical American Format(Month/Day/Year)British Format(Day/Month/Year)Chinese Format(Year/month/Day),日期注意事项：A.年份应完全写出，不能用(94)代替(1994)B.月份要写英文名称，不能用数字来代替，但可以用缩写。C.日期最好用基数字。,2).Date,S
31、ample:,X 10,12,200512 October,2005October 12,2005X November 1st,2005November 1,20051 November,2005,3).Inside Address,The address of the organization receiving the letter is typed single-spaced at the left margin.The address is typed as it will appear on the envelope.,受信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地
32、址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人而言，便利有二：一是发信时可与信封地址相互对照，避免放入信封时发生差误；二是发信后便于准确归档，便于以后查找。对收信人而言，便利也有二：一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；二是收信后如信封与信函分离原信仍能保持完整，便于查阅。,3).Inside Address,Sample:,EASTERN TEXTILES IMP.&EXP.C0.LTD 12389 Changchun Road,Dalian,China Tel:0411-86606811 Fax:0411-86
33、507631 Http:/E-mail:July 30,2006P&G Company24 Madison Avenue，ColumbusU.S.A.,4).Attention Line,If you send your message officially to an organization,an attention line allows you to send it directly to a specific individual,officer,or department.,如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention 或Attent
34、ion of,4).Attention Line,Sample:,P&G Company24 Madison Avenue，ColumbusU.S.A.Attention Mr.Cave,5).Salutation,If you know the surname,write Dear Mr.LiIf your relationship with the recipient is very friendly,write Dear Li MingIf you write to a specific job title,Dear Sir/MadamIf you write to a company
35、with no specific person in mind,Dear Sirs,这是写信人对受信人的一种称呼，其位置是在封内地址或经办人的下面空两行，目前外贸书信中一般通用的称呼语有：Dear sir,Dear Madam,Dear sirs,Dear Mesdames,Gentlemen(不能用单数),Dear Mr.xxx,5).Salutation,6).Subject Line,A subject line helps identify the subject of the letter.Alert your reader to the content of the message
36、.Enable them to decide whether the letter requires immediate attention.,6).Subject Line,事由写在称呼语下面两行，事由要简单扼要，说明主要内容即可。目的是为了引起收信人的注意以使信件得到尽快的处理。,Sample:,P&G Company24 Madison Avenue,ColumbusU.S.A.Attention Mr.CaveDear sir:SUBJECT:LAYING OFF PLAN,One Paragraph contain just one idea or theme,and be conc
37、ise as it could be.,7).Body,7).Body,这是书信的主体，表达发信人的意见。在信的开头有开头语(Opening Sentences),自成一节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信是答复哪一封去信的。如果是第一次通信也可以利用开头语作必要的自我介绍。,8).Complimentary Close,在信的结尾一般有结尾语(The closing Sentences),一般用来总结本文所谈的事项，提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。结束语是一种客套用语,它应与前面的称呼
38、相呼应.,Sample:,Yours faithfully,or Faithfully yoursTruly yours,or Yours trulyYours sincerely,or Sincerely yours,9).The Signature,结束语的下面，应将商号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。,Unit 1 Business Letter Writing,1)信头(letterhead)2）编号，日期(date)3）封内名称和地址(in
39、side address)4）指明收信人(attention line)5）称呼(salutation)6）事由（标题）(subject line)7）正文(body)8）结尾敬词(complimentary)9）签名(signature)10)打字员姓名缩写（reference initials)11）附件(enclosure)12）抄送(cc to XX),2.Form,1)Full Block Form完全齐头式：信笺上出现的的每一行字，包括日期、封内地址、事由和结尾礼词。都是从信纸左边的边缘打起。,2)Modified Block Form改良齐头式：这种格式，除日期，结尾礼词和签名部
40、分外，其他部分每行开头都与左边空白看齐。,2.Form,3)Simplified Form简单式：与齐头式相仿，但省略部分内容，如称呼、结尾礼词等。,2.Form,2.Form,4)Indented Style混合式：封内地址及其他需要分行的部分，采用齐头式，而第一段开始一行采用缩行式。两种格式的混合采用所以称之为混合式。,Mixed Punctuation Style Have a Colon after the salutation.Have a comma after the complimentary close.Open Punctuation Style Dont have a c
41、olon after the salutation Dont have a comma after the complimentary close.,3.Punctuation Style,Mixed PunctuationSalutation Dear Mr.John:Complimentary Close Sincerely yours,Sample:,Sample:,Open PunctuationSalutation Dear Mr.JohnComplimentary Close Sincerely yours,4 Envelop Addressing-Blocked form,Ret
42、urn Address,Stamp,Address,Sample:,Eastern Textiles Import.&Export.Co.Ltd12389 Zhongshan Road,XiamenPeoples Republic of China361000 P&G Company 24 Madison Avenue,Columbus U.S.A.,Stamp,Exercise:,You are writing to Michael Gabriel at 10 East Chanjiang Avenue,7/F Changjiang Club Building,Beijing(10058).
43、Your home address is 302 Tower B,Jianwai SOHO,39 East 3rd Ring Road,Chaoyang District,Beijing(100029),(Your name)302 Tower BJianwai SOHO39 East 3rd Ring RoadChaoyang DistrictBeijing 100029 Michael Gabriel 7/F Changjiang Club Building 10 East Changjiang Avenue Beijing 100058,Stamp,Exercise:,DOVE TRAD
44、ING C0.LTD 283 Red House Street,Dalian P.R.China 116000May 5,2005Deep Blue Food Company23 Swan Lake Road,LiverpoolBritainDear Sirs:SUBJUET:GOLDEN FISH SWEETS,We thank you for your letters dated April 20,inquiring about the captioned goods.The enclosed catalogue contains details of the Different stan
45、dards of Golden Fish Sweets and Will enable you to make a suitable choice.We are looking forward to your early reply.Sincerely yours,Mary,Sales Manager,Dove Trading Co.Ltd283 Red House Street Dalian,P.R.China 116000 Deep Blue Food Company 23 Swan Lake Road Liverpool Britain,Stamp,1)Senders name:Chin
46、a National Light Industrial Products Import&ExportCorporation.2)Senders address:128 Huqiu Road,Shanghai,China3)Date:March 23,2010.4)Receivers name:H.G.Wilkinson Co.Ltd5)Receivers address:245 Lombart Street,Lagos,Nigeria6)Salutation used:Dear Sirs:7)Subject matter:Sewing Machines,8)The Message:We tha
47、nk you for your letter of March 16 enquiring for the captioned goods.The enclosed booklet contains details of all our Sewing Machines and will enable you to make a suitable selection.9)Complimentary close:Yours truly,CHINA NATIONAL LIGHT INDUSTRAL P RODUCTS IMPORT&EXPORTCORPORATION 128 Huqiu Road,Sh
48、anghai,China 116000 March 23,2010H.G.Wilkinson Co.Ltd245 Lombart Street,Lagos,NigeriaDear Sirs:SUBJUET:SEWING MACHINES,We thank you for your letter of March 16 enquiring for the captioned goods.The enclosed booklet contains details of all our Sewing Machines and will enable you to make a suitable se
49、lection.Yours truly,Amanda,Sales Manager,Remarks:1.Private 私人信2.Confidential 机密信 3.Registered 挂号邮件4.Express 快递邮件5.Ordinary Mail 平信6.Immediate(Urgent)急件7.Printed Matter印刷品,商务英语写作,_Chapter Eight Invitation Letters,Why people Invite?,People write and send out invitations whenthey want to invite others
50、on a variety of social occasions both in ones personal life and in business.,1.Various reasons:,A special eventThe launch of a new productThe opening of a new branch officeThe retirement of a senior executiveGraduation ceremoniesConferenceJob-related partiesWedding ceremonies or banquetsBusiness ann
