Unit 1 Basic Knowledge of Business Letter Writing
1. 商务信函的格式 (Form)： ___full block form_______________________、________modified block form with indented style_________modified block form_____、__simplified form_______________________________. 2. 商务信函的组成部分（structure）：
(1) ___letterhead ________（ 信头 ）：商业信函几乎总是把单位名称和地址、电话号码、电报挂号、电传号码等事先印好于信纸上端，便于收信人随时联系。如：
CHINA NATIONAL MACHINERY AND EQUIPMENT
IMPORT AND EXPORT CORPORATION，HENAN BRANCH Add: No.3 Hongqi Road, Jinshui District, Zhengzhou, China Cable: 6877
Tel: (0155)5532 2645 Telex: 46504 ZHCME CN
该部分打印在信纸的___开头_
在英国，该部分中还印有______发信人的职称___。如：
Directors R. B. North, M. W. Beavers, W. D. J. The London Export Corporation Eastover Road Plymouth PL6 7PZ Telephone: 01253-405624
Cable: MACEVANS PLYMOUTH Telex: 45635
Email: awrhor@hewtuomor.com
(2) __reference and date_______________（ 编号和日期 ）：在外贸业务联系中，当一个公司向另一个公司发函时，双方都会给信函编号。编号可以是______________________文件编号______部门代码__、_____________签署人姓名的首字母 ____________________________________。所有这些均标有“Your ref:”、“Our ref:”。当信函是口授时，编号的习惯做法是打出口授人及打字员姓名的首字母，以示负责并便于日后查考，如李明向王清口授一信，可用下列四种形式中的任何一种：Our ref: LM/WQ或Our ref: LM: WQ或Our ref: LM — WQ或Our ref: LM/wq。
日期中月份应打印成____全写_______________，避免使用______缩写________________。
要避免将日期打印成_____纯_数字________________，因为英国人遵循_日、月、年_______________________的顺序而美国人遵循______月、日、年_____________________的顺序。 (3) _____inside name and address_________________（ 封内名称及地址 ）：打印于____________日期以下两行或四行空格后的左方边缘 _________________________。常用的对于个人的尊称有：_____Mr._________________、_______Mrs._____________、______Miss.__________________、__________Ms._________________________。
如果此人拥有某种头衔，其头衔应跟在姓名后面，如____Ms. M.C. Mar, Prisedent__________________________________。 当合伙商号 (partnership) 的名称里有人名时，商号名称中要有尊称___Messrs________________。如：
_ _Messrs____________ J. Brown & Co.
234 Eastcheap
London, E. C. 3
但是当商号名称里____person element_____________________如_____Utility_Furniture Co._________________________________、____已经带有尊称的___________ ____________如___ _________________ Sir William Dobson&Sons ____________________________________________、____________名字中带有the的_______________如_______ The Grayson Electrical Co.________________________________________________________时则不能再使用_______Messrs______________这一尊称。
(4) ___attention line______________（ 经办人 收阅人 ）：当发信人希望将信能寄给某个具体的人或部门时，便加注该部分。一般打印在______封内地址后面_________________________________。如：________Attention: The Sales Manager_____________________________________。Attention还可写为__atten___________、attn__________。
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(5) ____salutation______（ 称呼 ）：打印于_封内地址或者经办人两行空格以下________________________________________。对某个人称呼时使用___Dear Mr./Ms./Miss/Mrs+姓_____________________、_Dear Sir, Dear Madam, Dear Sir or Madam.___________________。对两个人（或以上）称呼时使用___Dear Sirs.____________、___Dear Mesdames_____________。如果两人关系较好时也可以使用________Dear Tom_, Dear Linda______________________。最常用的两种称呼方式（带上标点）是_Dear Sirs______、Dear___Gentlemen.。
(6) _subject line ___________（ 事由,主题 ）：用于指明信的主题和中心思想，使收信人在阅读正文之前，对信的内容有个大致的了解。该部分一般非常简明扼要，说明商品名称、订单号码、合同号码、信用证号码等，也便于事后登记、归纳和查阅。一般打印于________称呼和正文之间_____________________________，通常下加______下划线__________，以引起注意，前面经常加上___Subj:_______________、_Re:_________________。如：
e.g. 1 Dear Sirs,
Re: Women’s Bicycles
e.g. 2 Gentlemen:
Subj: L/C No. 10530 for 3,500 Dozens Shirts (7) _body of the letter ___________（信文 ）：应做到___内容_______突出、每段都有一个____主题_______、___排版______合理。若以前已有通信联系，应在回信的_____开头_________中提及，而你的计划、希望则应在__结尾______________中表明。
(8) _complimentary close_________________（ 结尾敬语 ）：常用的有______Your faithfully___________________、_____Truly yours_______________________。当打印该部分时绝不能将其单独另页打印。万一出现这种情况，则应重新打印全信，要么_____加大_____信文行距，使其与信文打印在同一页上，要么重新___排版________，将信文的一部分内容移入下一页。在需要使用续页时，应该使用与信头页质量相同的纸张，并且打印时包括下列内容的信头：__页码__、___收信人的名字、 写信的日期_。 (9) ____signature___________（ 签署 ）：通常情况下先将________发信人公司的名称__________________________打印在结尾敬语下方，然后_____口述人、命令者_ _________________使用黑色或蓝色水笔在其之下签署自己的姓名，最后将_机打签名______机打签名 ___________和_____职位________________打印在其下面。如：
e.g. 1 Yours faithfully,
CHINA NATIONAL LIGHT INDUSTRIAL
PRODUCTS IMP. & EXP. CORP.
Li Zhong
Li Zhong, Manager
e. g. 2 Yours sincerely,
For THE INTERNATIONAL TRADING
COMPANY
John Hamilton John Hamilton
President
(10) enclosure___________（ 附件 ）：若随信附上诸如剪样、单据、样品、产品目录、价目表或另一封信的副本等，须注明。通常注明其内容及份数。单复数缩写分别为_____enc______________、______encls_______________________。如附寄一份产品目录，则应写为___Encl: prince list_________________________________，附寄三份样品，则应写为Encls:_3 samples__，Encl.: as stated的意思是___如上所述_________________。 (11) carbon copy notation_________（ 抄送 ）：当信的副本要发送给其他人或部门时，在__________签名下方左边的空白处____________________________打印上_C.C__ __________符号。如信的副本发送给市场拓展部，应写为___c.c. Marketing Develop Development_________________________。 (12) _postscript________（ 附言 ）：如果在信的正文中遗漏了某事或需要提醒对方某事，常常补写该部分，但应尽量避免使用。
商务信函范例参见课本第1、第6及第14页，并标出各个组成部分。
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3. 信封的写法：在商务信函的信封___左上角__________，一般有提前打印好的___寄信人地址_______________。收
信人地址则打印在___half way down the envelope______________________。邮票贴在___up right hand______________________，而___post notations___________是为了加印诸如_condifidential____________ ( 绝密 )、____secret____________（ 机密 ）、_______printed matter_________ （ 印刷品 ）、______Registered_________________ （ 挂号信 ）。
4. 商务信函写作的原则：简称为__7c_______，即____courtesy________ ( 礼貌 )、
____consideration________ ( 体谅 )、___completeness_________ ( 完整 )、______clarity______ ( 清楚 )、__conciseness__________ ( 简洁 )、__concreteness__________ ( 具体 )、___correctness_________ ( 正确 )。请认真阅读并理解每个原则下的例句，特别是课本第21至22页“使用准确的数字表达”及“正确的使用大写字母”部分。 5. 本单元还需掌握如下知识：
非SI单位的含义 “西安”和“陕西”的英文 Xi’an Shaan’xi “邮戳”、“邮编”的英文 postmark postcode 你会翻译这句话吗? “We have drawn on you our sight draft No. 845 for the Invoice amount, US$ 560.00, under your L/C No. 246 of the China Bank 根据你方由中国银行开立的第246号信用证，我方已按发票金额560,00美元开立了向你方索款的第845号即期汇票。
I. Answer the following questions.
1. At the minimum, what information is shown in a company’s printed letterhead?
Postal address, sender’s name, telephone fax and e-mail address 2. If a letter is written today, how should the date be presented?
Month, day, year or day, month, year
3. monthe letter were intended for Mary Noble, and you did not know whether she was single or married, what might the first
line on the inside address be? Ms. Mary Noble
4. And what should the salutation be?
Dear Sir, Dear Madam, Dear Gentleman, Dear Mr. Sb
5. Name four complimentary closes that are appropriate for a formal letter? Yours faithfully, Truly yours, Yours sincerely
6. Name three items in the signature element that identify the writer and provide the information the recipient needs to know
in order to respond. Name, title and department
7. If the dictator’s initials are used, where are they located in relation to the typist’s initials? The dictator’s initials precede the typist’s initials
8. If the letter had signed by Elizabeth Lawton, would you expect to see a courtesy title preceding her name? No,
9 Why should inside name and address be included in the business letter?
To be avoid of the lost of recipient’s information 10. Why must a business letter be signed?
The signature means that the signer agrees to be responsible for the contents of the letter, which has a legal implication. Unsigned letters have no legal authority. 11. What is the function of reference number?
To avoid confusion and the receiver will understand the letter is refered to
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Why must a business letter be signed?
In order to make sure the recipient has got the information 11.What is the function of reference number?
To avoid confusion
II. Match the following words with their Chinese meanings. 1. By airmail G 2. Express delivery D 3. Registered; Recorded F 4. Urgent B 5. Confidential C 6. Personal A 7. Private E III. Translate the following job titles. 1. Accounting Manager 财务经理 2. Assistant Manager 副经理 3. Business Manager 业务部经理 4. Business Controller 业务主任 5. Clerk/Receptionist 接待员
6. Deputy General Manager 总经理代表 7. Export Sales Manager 出口销售经理 8. Financial Controller 财务总监 9. General Manager/President 总经理 10. General Manager Assistant 总经理助理 11. Import Liaison Staff 进口联络员 12. Import Manager 进口部经理 13. Maintenance Engineer 维修工程师
14. Market Development Manager 市场开发部经理 15. Marketing Manager 销售经理 16. Marketing/Sales assistant 市场销售助理 17. Marketing Executive 营销专员
18. Marketing/Sales Representative 销售代表
19. Marketing Representative Manager 市场调研部理 20. Operational Manager 业务经理 21. Plant/Factory Manager 厂长 22. Promotional Manager 推销部经理 23. Purchasing Agent 采购代理 24. Sales Coordinator 销售协调员 25. Sales Executive 销售执行者 26. Sales Manager 销售经理
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A. 亲收 B. 急件 C. 密件 D. 快件 E. 私人信件 F. 挂号 G. 航空 27. Sales Supervisor 营业监督员 28. Service Manager 服务经理
IV. Make corrections in the format of the envelope. Carbonite Corp. STAMP Robert Kastens Second Avenue 1333 Connecticut, Milford 06460 Ms. Yvette Carlson Haley-Richardson Company 14562 Detroit, MI One Perry Park Plaza V. Comparing the following two sentences in the group and point out which sentence is more polite and considerate. Group 1
1. We feel sure that you will be entirely satisfied. More polite 2. We do not believe you will have cause for dissatisfaction. Group 2
1. Perhaps next time we can send you what you require.
2. We regret our inability to serve you at this time. More polite Group 3
1. We won’t be able to send you the brochure this month.
2. We will send you the brochure next month. More polite Group 4
1. This letter is to inform you of an important change in our policy concerning insurance.
2. Since you are our regular customer, we are writing to let you know about our important policy change in insurance. More
polite Group 5
1. We offer the typewriter ribbons in three colors: black, blue, and green. More ploite 2. Take your pick of typewriter ribbons in three colors: black, blue, and green. Group 6
1. We can not offer you any refunds because the goods you returned are dirty and unusable.
2. You could obtain a refund if the goods you returned had remained clean and useable. More polite Group 7
1. The large scale of sales of our products will make your company more profitable.
2. You will find that our product will sell rapidly and afford you a profit margin. More polite Group 8
1. We are happy to tell you that we may ship the goods after September 8. more polite 2. We are sorry that we cannot ship the goods until September 8. Group 9
1. In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule.
More polite
2. If you speak to Mr. Wood about production, ask him to consider the delivery schedule. Group 10
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