英文商務(wù)信函寫作的基本知識(shí)課件

BasicKnowledgeCoursewareforEnglishBusinessLetterWriting目錄CONTENTSTheBasicCompositionofBusinessLettersWritingSkillsforBusinessLettersTypesandUsesofBusinessLettersExampleAnalysisofBusinessLettersCommonErrorsandCorrectionMethodsinBusinessLettersWritingPracticeandImprovementSuggestionsforBusinessLetters01TheBasicCompositionofBusinessLettersContainsthesender'saddress,companylogo,andotherrelevantinformation.LetterHeadContainsthedate,theaddressee'saddress,andthesalutation.TailLetterHeadandTailEnvelopeProtectstheletterandallowsforsecuredelivery.Itusuallycontainsthesender'sandrecipient'saddresses,aswellasastamp.LetterContainstheactualcontentofthemessage,includingthegreeting,body,andsignature.EnvelopeandLetterStandardEnglishbusinessletterformatFollowsasetofrulesandguidelinesthatensurereadability,clarity,andprofessionalism.FontandsizeGenerallyusesaseriffontsuchasTimesNewRomanorArial,withafontsizeof12or14points.ParagraphstructureContainsaclearintroduction,body,andconclusion,witheachparagraphindentedtoseparatethemvisually.WritingStandardsandFormatsAddressestherecipientwithaformalsalutationsuchas"DearMr./Ms.[Name],"andconcludeswithaformalclosingsuchas"Sincerely,"or"Bestregards."SalutationandclosingProofreadtheletterforaccuracyandcorrectanyspellingorgrammarerrorsbeforesending.SpellingandgrammarWritingStandardsandFormats02WritingSkillsforBusinessLettersUseshortandsimplesentencestoexpressideas.Avoidusingcomplexwordsandjargontoensureclarity.Keepparagraphsshortandfocusedtoavoidconfusion.ClearandconciseexpressionUsepoliteandrespectfullanguagetomaintainapositivetone.Avoidsoundingtooformalorstifftoestablisharelaxedtone.Usetheappropriatelanguagefortherecipient'scultureandbusinesspractices.PoliteandappropriatewordingUseadictionaryorproofreadingtooltocheckspellingandgrammar.Avoidusingabbreviationsoracronymswithoutexplainingthem.Proofreadtheletterseveraltimestoensureaccuracyandreadability.Accuratespellingandgrammar03TypesandUsesofBusinessLetters用于向潛在的商業(yè)伙伴或客戶介紹自己，建立業(yè)務(wù)關(guān)系。介紹信聯(lián)系信合作建議信用于與已有業(yè)務(wù)關(guān)系的客戶或伙伴保持聯(lián)系，增進(jìn)了解。向潛在的合作伙伴提出合作建議，表達(dá)合作愿望。030201establishingbusinessrelations詢盤信報(bào)價(jià)信還價(jià)信Inquiry,quotation,counterofferletter向潛在的供應(yīng)商或商業(yè)伙伴詢問產(chǎn)品或服務(wù)的詳細(xì)信息。向潛在的客戶或合作伙伴提供產(chǎn)品或服務(wù)的價(jià)格及詳細(xì)信息。在已報(bào)價(jià)的基礎(chǔ)上，對(duì)價(jià)格或其他條款提出修改或調(diào)整的建議。向供應(yīng)商或商業(yè)伙伴發(fā)送訂單，表達(dá)購買意向及要求。在收到訂單后，向客戶或合作伙伴發(fā)送訂單確認(rèn)信息。OrderandConfirmationLetter確認(rèn)函訂單信合同信向客戶或合作伙伴發(fā)送合同草案，供其審查及確認(rèn)。協(xié)議信在合同簽訂后，向各方發(fā)送協(xié)議條款及執(zhí)行計(jì)劃。ContractandAgreementLetter向供應(yīng)商或商業(yè)伙伴投訴產(chǎn)品或服務(wù)質(zhì)量問題。投訴信針對(duì)收到的投訴，向客戶或合作伙伴發(fā)送處理意見及解決方案。處理投訴信ComplaintsandHandlingLetters04ExampleAnalysisofBusinessLetters0102Letterpurposetoestablishbusinessrelationshipwithacompanyorindividual.Maincontentintroductionofthecompany,productsorservices,andexpressionofcooperationintentions.Languagestyleformal,polite,andclear.Structureintroduction,body,andconclusion.Keyphrases"wewouldliketoestablishbusinessrelationshipwithyou,""weareinterestedinyourproducts/services,""wewouldappreciateyourreply,"etc.030405Example1:EstablishingaBusinessRelationshipLetterLetterpurpose:tomakeaninquiryaboutaproductorservice,requestaquotation,ormakeacounteroffer.Maincontent:cleardescriptionoftheproductorserviceinquiredabout,specificrequestforaquotation,ordetailedcounteroffer.Languagestyle:formal,polite,andpersuasive.Structure:introduction,body(inquiry/quotation/counteroffer),andconclusion.Keyphrases:"wewouldliketomakeaninquiryaboutyourproducts/services,""wewouldappreciateyourquotation,""wewouldliketomakeacounteroffer,"etc.Example2:Inquiry,quotation,andcounterofferletter0102Letterpurposetoconfirmanorderplacedwithasupplierormanufacturer.Maincontentcleardescriptionoftheorderedproductsorservices,quantity,anddeliverydate.Languagestyleformal,concise,andclear.Structureintroduction,body(orderdetails),andconclusion.Keyphrases"wehaveplacedanorderforyourproducts/services,""wewouldappreciateyourimmediateshipment,""wewillconfirmtheorderwithyou,"etc.030405Example3:OrderandConfirmationLetter0102Letterpurposetoconfirmthetermsandconditionsofacontractoragreement.Maincontentcleardescriptionofthecontractoragreementterms,includingscopeofwork,paymentterms,deliverydate,etc.Languagestyleformal,concise,andlawyer-like.Structureintroduction,body(contract/agreementterms),andconclusion.Keyphrases"wehaveagreedonthetermsofthecontract/agreement,""thecontract/agreementisherebyconfirmedbybothparties,"etc.030405Example4:ContractandAgreementLetterVStocomplainaboutaproductorserviceprovidedbyacompanyandrequesthandlingmeasures.Maincontentdetaileddescriptionofthecomplaint,includingproblemsencountered,impactonthecompany'soperation/performance,andhandlingmeasuresrequested.LetterpurposeExample5:ComplaintsandHandlingLetters123StructureLanguagestyleKeyphrasesExample5:ComplaintsandHandlingLettersformal,polite,andpersuasive.introduction,body(complaintdescriptionandhandlingmeasuresrequested),andconclusion."wewouldliketocomplainaboutyourproducts/services,""wehaveencounteredproblemsinusingyourproducts/services,""werequestthatyoutakehandlingmeasures,"etc.05CommonErrorsandCorrectionMethodsinBusinessLettersError2Notusingthecorrecttenseorvoice.CorrectionMethod1Double-checkthespellingandgrammaroftheletter.CorrectionMethod3Proofreadtheletterseveraltimestoensureaccuracy.Error1Notspellingcorrectly.Error3Notusingtheappropriatewordchoice.CorrectionMethod2Useadictionaryorgrammarguidetochecktheusageofwordsandphrases.010203040506Spellingandgrammarerrors01Error1Usinglanguagethatistoocasualorinformal.02Error2Usingcomplexortechnicallanguagethatmaybedifficulttounderstand.03Error3Notbeingclearintheexpressionofideasorrequests.04CorrectionMethod1Useasimpleandclearlanguagethatisappropriateforbusinessletters.05CorrectionMethod2Avoidusingcomplexortechnicallanguagethatmayconfusereaders.06CorrectionMethod3Double-checktheexpressionofideasorrequeststoensureclarity.ImproperlanguageandunclearexpressionCorrectionMethod3Error2Notincludingallnecessaryattachmentsordocuments.CorrectionMethod1Familiarizeyourselfwiththeproperformatforbusinessletters.CorrectionMethod2Double-checktheattachmentsanddocumentsincludedwiththelettertoensurecompleteness.Notfollowingtheproperformatforbusinessletters.Error1Error3Notsendingthelettertothecorrectrecipientorwiththecorrectcontactinformation.Double-checktherecipient'sinformationandensurethatitisaccurate.Improperformatandmissingattachments06WritingPracticeandImprovementSuggestionsforBusinessLetters123Readandwritemore,accumulateexperienceReadavarietyofsamplebusinessletterstofamiliarizeyourselfwithdifferenttypesofbusinessletters,theirstructures,languageusage,andcommonpractices.Writeavarietyofbusinessletterstoaccumulatewritingexperienceandimproveyourproficiency.Practicewritingdifferenttypesofbus