授课时间 课次： 2 周次：1 Business letters are the principle means used by firms or companies to keep in touch with their customers. They send business letters to ask for or to convey information; to make or to accept an offer; to deal with matters concerning negotiation of business, etc… Although formality in business letter writing is rapidly giving way to a less conventional and more friendly style, the layout still follows a more or less set pattern determined by custom. Choice of layout is a matter of individual taste, but it is better to follow established practice, to which the business world has become accustomed. It is good to adopt one form of layout and stick to it. The conception, characteristics, content, forms and writing skills of business letters. ? Two styles of layout ? Seven principle parts and seven optional parts ? Addressing envelopes 教学目的 和要求 教学重点 和难点 教学方法 和手段 Theory teaching, discussion, practice 1. Finish the exercises. 2. Remember the new words and important language points. 3. Prepare the next lesson. 课后作业 和思考题 郑州牧专外语系教案用纸
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备注 Step 1. Layout of business letter in details I. The Structure of a Business Letter (Ⅰ) Seven Main / Principle Parts 七个主要部分 1． The Heading or Letter-head 信头 The letterhead usually includes the essential information about the writer — name, address, cable address, telex number, etc. The writing of the address should be stressed as it is totally different from Chinese order. The number and the street should be put at the beginning while the city and country be put at the end. For example, \中国广东省广州市天河街14号” should be translated into “No.14 Tianhe Street, Guangzhou, Guangdong Province, China”. → 公司名称和地址（name and address of the company） 电话、电传、传真号码、电报挂号(telegraphic address)、e-mail PING AN INSURANCE COMPANY OF CHINA Add: No.48 Zhonghua Road, Nanning, Guangxi, China Tel: 5899900 Cable address: xxx Fax: 2438999 Telex No: 2． The Date / Date Line 日期 As for the date, it is usually put one or two lines under the letterhead on the right for the purpose of filing or checking. Simple ways of writing: March 4,2006 March 4th, 2006 4 March, 2006 Avoid using “3/4/06” or “2006.3.4”. Attention: 1） 年份应完全写出：eg. 2012 2） 月份应用英文，不用数字 3） 月份名称可缩写：Aug. , Oct. 4） 24th March, 2007 (Br. Style) March 24, 2007 ( AmE. Style) 3． The Inside Name and Address 封内名称，地址 (1) Generally, the inside name and address in an English business letter should include the following: 1） the name of the firm or company addressed to 2) number and street 门牌号码和街名 3） name of city, state or country and its postal code 6 / 107
所在城市、州、县名及邮政编码 P.O. Box 信箱 4） name of country (2) C/O: care of 转交 (3) 行名前（以人名为行名）冠以“Messrs”,表客气 Eg. X X X China National Chemical Imp.& Exp. Corp. Nanning Branch 65# Qixing road, Nanning Guangxi, China 姓名的写法： 1）写给认识的男性，用Mr.加上姓名，如 Mr. John Smith 2) 对认识的男性，可用头衔或职称代替Mr.表示尊重， 如：Doctor John Smith, Professor Joyce Gwillian 3) 对认识的男性，可以同时写上职称甚至工作单位， 如： Mr. John Smith, manager Camera Shop 4) 对数位男性，可用Messrs., 如：Messrs. Thomas Wood and John Smith 5) 写给不知姓名的人，可写其职务或所在机构， 如：The manager Oriented Bank 6) 写给未婚女性，用Miss, 接姓名； 给已婚女性，用Mrs.； 给不知婚姻状况的女 性，用Ms. 4． The Salutation 称呼 Salutation in business letter is different from that in Chinese or ordinary English letters. “Dear” is used to express respect here, for example,“Dear Mr. Perton”. Sometimes the letter is not ad-dressed to a specific person, then “Dear sir (s)”, “Gentleman (men)” are used. This part is placed on the left under the inside name and address. 商业函件多用Dear Sirs, 不能单独用Sirs. 公事函件用Dear Sir. 半公半私用Dear Mr. 美国人常用Gentlemen, 后用冒号 Dear Sirs 后用逗号 5． The Body Message is the part the writer expresses his idea or requirements. Usually, it is divided into three parts: opening, body and closing. Opening is to give the reason of writing; body is to specify his requirements and wishes 7 / 107
while closing is to express thanks or hope. The contents of body will vary with the specific step of business. 1) The Opening Sentences 开头语 2） The Body of the Letter 信的正文 3） The Closing Sentences 结尾语 a. 用分词短语开头 Awaiting your good news, we are, b. 用完整句子开头 We await your good news. 6． The Complimentary Close 结束语，结尾敬语 1） The complimentary close is a polite way of bringing a letter to a close. It keeps in tone with the salutation. The most common used sets of salutation and complimentary close are: Formal : Dear Sirs, …. Yours faithfully Gentlemen: … Truly yours Less formal: Dear Mr. Henry: … Yours sincerely Dear Ms. Smith: … Yours cordially 2） Formal 顺序 Very sincerely yours, Yours very sincerely, Yours sincerely Sincerely yours Sincerely, 7． The Signature 签名 It is usually printed and written on a letter, the place of which will depend on the layout of the letter. We put signature under the complimentary close with title under it. If the writer represents certain institute, the name of the institute will be printed above the signature, for example: Yours truly, Yours faithfully, (signature) MITSUBISHI CORPORATION (Miss) Lucy Steinbeck (signature) 8 / 107
Thomas C. Sutton General Manager, Sales Department (Ⅱ) Seven Optional Parts 选择部分 1． The Reference Number / The references 存档编号，案号 The references may include a file number, department code or the initial of the signer of the writer. They are marked “Our Ref.” and “Your Ref.” to avoid confusion. They may be placed immediately below the letterhead. Eg. Our ref.: LGB / w.w. Your ref: JDM / je 1) facilitate the writer’s numbering and filing the letters he receives 便于发信人编号归档，以便将来查阅。 2) enable the writer or the recipient to link the reply with the previous correspondence 便于写信人或对方将回函与以往的信件联系起来。 2． The Attention Line 注意事项，致收信人 Generally, it is used where the writer of a letter addressed to a firm or a company whishes to direct it to a specific person. It generally follows the inside address and was two line-spacing above the salutation, underlined. 需注明对方经办人，希望收信商号将信迅速交经办人办理，可用Attention / Attention of, 用于称呼上两行，加底线。 Eg. For the attention of Mr. Smith Attention: Mr. Smith Attention of Mr. Smith, Export Manager Attention of Purchasing Manager 3． The Subject Line / Re Line / The Subject Heading or Caption 事由，事由栏 → Main heading: 主标题 Paragraph headings: 分标题 It gives a brief indication of the content of the letter. There are two kinds of subject headings---main headings and paragraph headings. The main heading is typed two line-spacing below the salutation, underlined. The paragraph heading is placed at the beginning of each paragraph to show what subject the paragraph is dealing with. 标题分为主标题和分段标题。主标题在称呼下面空两行，加下横线。 分段标题放在每段之首， 表示这一段所涉及的主题。 4． The Reference Notation 经办人代号 9 / 107