外贸英语函电格式

SALUTATION (cont.)
1. 2. 3. 4. 5. 6. 7. 8. Dear Dear Dear Dear Dear Dear Dear Dear Sir or Madam Sir Madam Mr Smith Ms Smith Mrs Smith Miss Smith John 1. to a company 2. to a man if you do not know his name 3. to a woman if you do not know her name 4. to a married or unmarried man 5. to a married or unmarried woman 6. to a married woman 7. to an unmarried woman 8. to a friend or someone you know well
Prepositions: With reference to your letter of 6 December 2008; The order was received… ... on 6 Dec 2008; ...in December; …in 2008; …in the first week of December;
Objective Format Full Block Form Modified Block Form Content of Business Letters Envelope of letters
Objective of Business Correspondence
Obtain complete understanding Elicit the responses required Basic requirement
DATE
CRO 06. 12. 2009. UK 16 December 2009 US June 12, 2009
Say: the sixteenth of December two thousand and nine December the sixteenth two thousand and nine Prepositions: With reference to your letter ......... 6 December 2004; The order was received… a) ...........6 Dec 2008; b) ........ December; c) ....... 2008; d) ….... .the first week of December;
DATE
CRO 06. 12. 2009. UK 16 December 2009 US June 12, 2009 Say: the sixteenth of December two thousand and nine» «December the sixteenth two thousand and nine»
BLOCK STYLE
punctuation? no indentation paragraphing and line spacing
Put each separate idea in a separate paragraph double space between two paragraphs single space between lines in a paragraph
Communication in International Business
Scope of Business Documents
Business Letters 商業書信 Memorandum 備忘錄 Fax Messages 傳真 E-mail 電子郵件
Business Letters
I am writing to complain about a management motivation training course organized by your company that I attended on March 30th of this year. The main reason that I was not satisfied with the course is that the presenter was totally unprofessional. In the first place, he was fifteen minutes late and didn’t even apologize. Secondly, he was obviously unprepared and was unable to organize his graphics. On top of everything, he finished half an hour early and didn’t take any questions. I had spent a significant amount of money on this course and expected to gain some useful insight and tips on motivating my team. As a minimum, I expect a refund from your company to compensate me for the money and time I have wasted. If this is not forthcoming, I will take the matter up with the Professional Management Seminars Organization.
SALUTATION (cont.)
ຫໍສະໝຸດ Baidu
Two lines below inside address without indentation
SALUTATION: Dear...?
to a company to a man if you do not know his name to a woman if you do not know her name to a married or unmarried man to a married or unmarried woman to a married woman to an unmarried woman to a friend or someone you know well
Practice 1
There are a number of queries that I would like to raise about your products. I would be grateful if you could ask a representative to get in touch with me so that I can discuss these queries. Hopefully placing an order if the queries are satisfactorily answered.
Reference
Made to previous correspondence File Number, Department Code, Initials of the signer of the letter followed by typist’s initials Eg.: Your Ref./Our Ref.; GBD/st/Per1 GBD/ST/134 Immediately below the letterhead or two lines below the typed number of the signer
I am writing to complain about ...
PARTS OF A LETTER
beginning (opening)
Usually refer to any previous correspondence
main message (more paragraphs possible) ending (close)
Beginning
We are writing in connection with... We are writing to enquire about ... Thank you for your letter of February 20 concerning … Further to our telephone discussion …, we would like to inform you that ... With reference to your enquiry about…
US: Dear Ms Smith: UK: Dear Ms Smith NO! Dear Mr John
Salutation and closing
Dear Sir or Madam /Yours faithfully Dear Ms Jackson /Yours sincerely Dear Mark/Best wishes (Best regards)
Inside Name and Address
At the left-hand margin at least two lines below the date Appears the same way as on the envelope Mr James Leighton (or: Dr. Philp Rogers) General Manager (Assistant Marketing Manager) Leighton Engineering Co Ltd 12 Bracken Hill Manchester M60 8AS United Kingdom
Clarity Courteous Tactful Thinking about your reader
Format of Business Letters
Full Block Form Modified Block Form with Indented Paragraph
Ending
I look forward to receiving your reply. I look forward to hearing from you soon. We look forward to seeing you soon. Please feel free to contact us if necessary. + CLOSE
Letterhead
SUNSHINE FLAVOURS LTD.
44 Emerald Drive Shannon Technology Park Cork C06 9TS Republic of Ireland Tel: 021 23 459 Fax:+353 21 23 447 E-mail:sales@sunshine.co.ir Http://www.sunshine.co.ir
Content of Business Letters
1. 2. 3. 4. Letterhead 信頭 Reference 參考 Date Inside name & address 5. Salutation 稱謂 6. Heading/ Subject Line 標題 7. Body Part 8. Complimentary Close 结尾问候 9. Sender’s Signature 10. Copy Notation 11. Enclosure Notation 12. Postscript
Dear Ms Gonzalez, Dear David, Dear Mrs Wilson, Dear Sir or Madam
SUBJECT HEADING
key word(s) One line below the salutation
Dear Mr Kane Order ref.no.2345 I am writing to enquire about Dear Mr Kane Re: Late Delivery
Practice 1
There are a number of queries that I would like to raise about your products and I would be grateful if you could ask a representative to get in touch with me with a view to discussing these queries and hopefully placing an order if the queries are satisfactorily answered.