,外贸英文函电,课程简介,课程性质 课程目的 学习方法 教授方法,Chapter One Layout of a Business Letter,Objectives Warming-up Questions Layout of a Business Letter Format of a Business Letter Addressing the envelope E-mail Basics Exercises Voice mail tips Exercises,Break Time,Objectives,Upon completion of this chapter, you should: be familiar with the layout of business letters. know the formats of business letters. know how to address the envelope.,Return,Warming-up Questions,Name the ways of communication you know What is the structure of an English letter?,Return,Ways of communication,Telephone Fax E-mail Letter Telegram Telex,Return,Means of reply,Use fax (facsimile) or e-mail (electronic mail) in corresponding where possible. The fax is still widely used in international correspondence. A letter will take several days to a few weeks to reach the buyer. Sometimes a letter may be lost. A letter, however, is preferred over a fax or an e-mail for the initial contact.,Avoid replying by telephone as there is no reference copy at both sides for future use. Moreover, the calls may often be answered by people unfamiliar with English in a non-English speaking country and the contact person may not be available to take the calls.,信头 日期 封内地址 称呼 正文 结尾敬语 签名,Seven Basic Parts,Return,Layout of a Business Letter,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 Carton Copy,Return,Layout of a Business Letter,LetterheadGenerally, a letterhead will include the company logo, companys name, address, telephone number, fax number and email address, and the web address if available.,Inside Address Always include the recipients name, address and postal code. Add job title if appropriate.,Return,Layout of a Business Letter,Date 02/01/03 2002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 letterThe 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 CloseYours 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,SignatureCompanys nameYour signaturetyped signature(job title),ELECTRONICS LTD. Harold Jones Harold Jones manager,Return,Format of a Business Letter,一 缩行式(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。,Format of a Business Letter,二 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,三 混合式 (Semi-blocked format) 前两种格式的混合体。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,Addressing the Envelope,Return,Electric Mail,Electric Mail,When writing e-mail, you can use the same writing techniques you would use for a letter. You should not use an inside address since the format is a memorandum with TO:, FROM:, DATE:, and SUBJECT: already stated. So we begin with salutation when writing e-mails.,Electric Mail,The electronic mailbox should be checked at least once a day and responses should be prompt, preferably within 24 hours. Remember to fill in the SUBJECT or your mail may be deleted as a junk mail.,Return,10 Business E-mail Basics,1. Prompt Responses: Not responding promptly can leave an impression that you do not consider the senders e-mail of any importance. The electronic mailbox should be checked at least once a day and responses should be prompt, preferably within 24 hours.,2. Subject Field: Be sure to fill in the SUBJECT, indicating clearly what the topic of the e-mail is, or your mail may be deleted as a junk mail. 3. Level of Formality: Never assume a position of informality in your business e-mail. It is your businesss image you are branding.,4. Addressing: It is suggested that the highest level of courtesy should be used (Hello, Mr. Anderson, Dear Ms. Smith, Dr. Osborne, etc.) until your new contact states, “call me Andy“ or “you can call me Diane“, Keep it formal until it is clear the relationship dictates otherwise. You will also be able to get clues by how they approach you and their tone.,Return,:,5. To, From, Bcc and Cc (1) To: The addresses in the To are for the people you are directly addressing. In the TO: field be sure to have your contacts name formally typed. John B. Doe - not john b doe or JOHN B DOE. The later two give the perception of lack of education or limited experience with technology.,