新書推薦：
《
大学问·改过自新：清代以来自首制度的表达与实践（以丰富案例生动还原清代以来自首制度在基层的运行图景，
》
售價：NT$
347
《
DK照亮未知的灯塔
》
售價：NT$
347
《
超越高绩效团队教练实战篇（第3版）
》
售價：NT$
714
《
全新借力赢利 负债翻盘副业变现新商机
》
售價：NT$
305
《
人生舍弃清单
》
售價：NT$
306
《
趋势2025：解码中国互联网营销新地图：中国互联网营销发展报告（2025）
》
售價：NT$
439
《
这才是最好的数学书 日本数学大师笹部贞市郎扛鼎之作 探讨学校所教数学的来源 揭秘公式、定理背后的故事
》
售價：NT$
337
《
由浅入深学习SAP财务（S/4HANA版）
》
售價：NT$
713
|
| 編輯推薦： |
|
在提高学生英语水平的同时，使其熟练掌握国际贸易实务中常用的基本术语及表达技巧，培养和强化其外贸业务工作能力，为国家培养从事国际贸易工作的高水平应用型人才。
|
| 內容簡介： |
外贸英语函电是一门以对外经贸商务活动的成交过程为主线，将英语与国际贸易业务环节相结合的课程。本书介绍了国际贸易实务中各种英文业务函件及电子邮件的写作格式和表达方法，以及对外贸易各环节的具体做法，还介绍了跨境电子商务相关的知识和信函的表达方式，旨在提高学生英语水平的同时，使其熟练掌握国际贸易实务中常用的基本术语及表达技巧。本书共有18章，系统介绍了英文商务信函写作的基本知识，以及相关的业务关系建立、资信调查、询盘和发盘、订单及其履行、支付、包装、装运、保险、争议和索赔、跨境电子商务、业务合同订立等内容。
本书适合国际经济与贸易专业的学生学习使用，也可作为国际贸易从业人员的参考用书。
|
| 目錄：
|
目 录
1.1 简介... 1
1.2 写作指导... 2
1.2.1 商务信函的写作要点... 2
1.2.2 商务信函的结构... 3
1.2.3 商务信函的格式... 11
1.2.4 信封的格式... 15
1.3 信函示例... 16
1.3.1 样信1. 16
1.3.2 样信2. 18
1.3.3 样信3. 19
1.3.4 样信4. 20
1.4 单词和短语... 22
1.5 注解... 23
1.6 实用例句... 27
1.7 习题... 28
第2章 建立业务关系... 30
2.1 简介... 30
2.2 写作指导... 31
2.3 信函示例... 32
2.3.1 出口商的介绍... 32
2.3.2 来自进口商的肯定答复... 34
2.3.3 来自进口商的否定答复... 35
2.3.4 进口商的介绍... 36
2.3.5 就转移业务关系方面来自出口商的答复... 37
2.3.6 关于证明的信函... 38
2.4 单词和短语... 39
2.5 注解... 40
2.6 实用例句... 44
2.7 习题... 47
第3章 询盘... 50
3.1 简介... 50
3.2 写作指导... 51
3.3 信函示例... 51
3.3.1 第一次询盘及答复... 51
3.3.2 普通询盘及答复... 54
3.3.3 具体询盘及答复... 56
3.4 单词和短语... 59
3.5 注解... 60
3.6 实用例句... 64
3.7 习题... 66
第4章 发盘... 70
4.1 简介... 70
4.2 写作指导... 70
4.3 信函示例... 71
4.3.1 样信1. 71
4.3.2 样信2. 72
4.3.3 样信3. 73
4.3.4 样信4. 74
4.3.5 虚盘... 75
4.4 单词和短语... 76
4.5 注解... 77
4.6 实用例句... 78
4.7 习题... 79
第5章 还盘... 81
5.1 简介... 81
5.2 写作指导... 81
5.3 信函示例... 82
5.3.1 样信1. 82
5.3.2 样信2. 83
5.3.3 样信3. 84
5.3.4 样信4. 85
5.3.5 样信5. 86
5.4 单词和短语... 87
5.5 注解... 88
5.6 实用例句... 89
5.7 习题... 91
第6章 达成业务关系... 93
6.1 简介... 93
6.2 写作指导... 93
6.3 信函示例... 94
6.3.1 样信1. 94
6.3.2 样信2. 96
6.3.3 样信3. 97
6.3.4 样信4. 98
6.4 单词和短语... 99
6.5 注解... 99
6.6 实用例句... 100
6.7 习题... 102
第7章 支付条款... 104
7.1 简介... 104
7.1.1 汇付... 104
7.1.2 托收... 105
7.1.3 信用证... 106
7.2 写作指导... 109
7.3 信函示例... 110
7.3.1 样信1. 110
7.3.2 样信2. 111
7.3.3 样信3. 112
7.3.4 样信4. 113
7.4 单词和短语... 114
7.5 注解... 115
7.6 实用例句... 117
7.7 习题... 118
第8章 信用证的开立与修改... 120
8.1 简介... 120
8.2 写作指导... 123
8.3 信函示例... 123
8.3.1 样信1. 123
8.3.2 样信2. 124
8.3.3 样信3. 125
8.3.4 样信4. 127
8.3.5 样信5. 128
8.3.6 修改信用证的通知... 129
8.4 单词和短语... 131
8.5 注解... 133
8.6 实用例句... 134
8.7 习题... 136
第9章 包装与唛头... 141
9.1 简介... 141
9.1.1 包装... 141
9.1.2 运输标记... 141
9.2 写作指导... 142
9.3 信函示例... 142
9.3.1 样信1. 142
9.3.2 样信2. 143
9.3.3 样信3. 144
9.3.4 样信4. 145
9.4 单词和短语... 146
9.5 注解... 146
9.6 实用例句... 147
9.7 习题... 148
第10章 装运... 151
10.1 简介... 151
10.2 写作指导... 152
10.3 信函示例... 152
10.3.1 样信1. 152
10.3.2 样信2. 153
10.3.3 样信3. 154
10.3.4 样信4. 156
10.4 单词和短语... 156
10.5 注解... 157
10.6 实用短语... 158
10.7 习题... 159
第11章 保险... 161
11.1 简介... 161
11.2 写作指导... 162
11.3 信函示例... 163
11.3.1 样信1. 163
11.3.2 样信2. 164
11.3.3 样信3. 165
11.3.4 样信4. 166
11.3.5 样信5. 167
11.4 单词和短语... 167
11.5 注解... 168
11.6 实用例句... 169
11.7 习题... 170
第12章 代理... 172
12.1 简介... 172
12.2 写作指导... 172
12.3 信函示例... 173
12.3.1 样信1. 173
12.3.2 样信2. 174
12.3.3 样信3. 174
12.3.4 样信4. 174
12.4 单词和短语... 175
12.5 注解... 176
12.6 实用例句... 176
12.7 习题... 177
第13章 抗议与索赔... 180
13.1 简介... 180
13.2 写作指导... 180
13.3 信函示例... 181
13.3.1 样信1. 181
13.3.2 样信2. 182
13.3.3 样信3. 182
13.3.4 样信4. 183
13.3.5 样信5. 183
13.4 单词和短语... 184
13.5 注解... 184
13.6 实用例句... 185
13.7 习题... 187
第14章 促销... 189
14.1 简介... 189
14.2 写作指导... 189
14.3 信函示例... 191
14.3.1 样信1. 191
14.3.2 样信2. 191
14.3.3 样信3. 192
14.3.4 样信4. 192
14.3.5 样信5. 193
14.4 单词和短语... 194
14.5 注解... 194
14.6 实用例句... 196
14.7 习题... 197
第15章 跨境电子商务... 199
15.1 简介... 199
15.2 写作指导... 200
15.2.1 商务电子邮件的写作特点... 200
15.2.2 写作技巧... 200
15.3 信函示例... 201
15.3.1 样信1. 201
15.3.2 样信2. 202
15.3.3 样信3. 203
15.3.4 样信4. 203
15.4 单词和短语... 204
15.5 注解... 205
15.6 实用例句... 206
15.7 习题... 207
第16章 国际贸易合同的写作... 210
16.1 简介... 210
16.2 写作指导... 211
16.3 信函示例... 212
16.3.1 样信1. 212
16.3.2 样信2. 214
16.3.3 样信3. 216
16.4 单词和短语... 217
16.5 注解... 218
16.6 实用例句... 218
16.7 习题... 219
第17章 合同与协议... 222
17.1 简介... 222
17.2 写作指导... 223
17.3 信函示例... 224
17.3.1 样信1. 224
17.3.2 样信2. 226
17.3.3 样信3. 229
17.4 单词和短语... 230
17.5 注解... 230
17.6 实用例句... 230
17.7 习题... 232
第18章 其他书信写作... 234
18.1 简介... 234
18.2 写作指导... 235
18.3 信函示例... 236
18.3.1 样信1. 236
18.3.2 样信2. 237
18.3.3 样信3. 238
18.3.4 样信4. 238
18.3.5 样信5. 239
18.4 单词和短语... 240
18.5 注解... 240
18.6 实用例句... 241
18.7 习题... 241
参考文献... 243
习题答案... 245
第1章... 245
第2章... 246
第3章... 249
第4章... 251
第5章... 252
第6章... 253
第7章... 254
第8章... 255
第9章... 256
第10章... 258
第11章... 259
第12章... 260
第13章... 261
第14章... 263
第15章... 263
第16章... 266
第17章... 267
第18章... 268
|
| 內容試閱：
|
外贸英语函电是国际经济与贸易专业及商务英语专业的核心业务课程之一，是一门将英语与国际贸易业务环节相结合的课程。本书介绍了国际贸易实务中各种英文业务函件及电子邮件的写作格式和表达方法，以及对外贸易各环节的具体做法，旨在提高学生英语水平的同时，使其熟练掌握国际贸易实务中常用的基本术语及表达技巧，培养和强化其外贸业务工作能力，为国家培养从事国际贸易工作的高水平应用型人才。本书主要特点是：① 以对外经贸商务活动的成交过程为主线；② 信函范例精选国际贸易活动的最新材料和实例；③ 突出基本词汇、句型和格式，学会撰写规范的国际贸易函电；④ 练习形式多样化，有针对性，力求做到学以致用；⑤ 每章安排有背景介绍、写作模块等内容，体现了对外贸易发展的实际情况，便于课堂教学和自学。本书于2009年初版，2013年第2版，2017年第3版。为了满足我国对外经济贸易不断发展的需要，笔者对各单元内容作了相应的增减和更替，但各部分的宗旨和侧重点未做更改，笔者对贸易业务磋商过程中各个环节的函电例文进行了必要的增删和系统的修改，删去了初版中一些过时的表达和书写格式；对每一单元后的常用例句也做了修改，删掉了过时的例句，并分别增加了新颖实用的例句。在第3版中增加了跨境电子商务相关的知识和信函，补充了信用证的交易程序等相关内容。本书共有18章。其中第1章系统介绍了英文商务信函写作的基本知识，第2～17章则遵循外贸常规流程，介绍了业务关系建立、资信调查、询盘和发盘、还盘和接受、订单及其履行、支付方式、信用证、包装、装运、保险、索赔和理赔、跨境电子商务、贸易方式、业务合同订立等内容，第18章简要介绍了其他常用商务信函的写作技巧。此外，书后附有参考文献和单元练习的参考答案。另外，我们为选择本书作教材的教师提供电子课件。本书由王虹和耿伟担任主编并负责统稿工作。具体编写分工为：第1章由耿伟、武建伟编写；第2～4章由马静、武建伟编写；第5～7章由武建伟、郝苗编写；第8章由马静编写；第9章由王虹、郝苗编写；第10～12章由王姝涵、郝苗编写；第13、14章由马静、王姝涵编写；第15章由文文编写；第16～18章由郝苗、王姝涵编写。由于编写时间和水平有限，书中不妥之处在所难免，敬请同仁和广大读者不吝赐教，批评指正。
Chapter 1 Business Letters
1.1 Introduction
Business letter is the most frequently used
form of communication. It is very important in the business world. Business
executives are supposed to write good business letters as to carry out business
routine efficiently. If a businessman is unable to write an effective business
letter, it is very difficult to represent himself positively, which may cause
some problems in doing business.
All business letters have two main functions. One
is to ask for and give a reply to an enquiry, an offer, an order or a
complaint. The other one is to keep a record of all the important facts for
ready reference. An effective business letter will say what the writer wants
clearly and simply. It should be precise, straightforward, relevant and
action-centered. It should also be written in a friendly and formal style using
plain language. Thus, in order to communicate effectively, you should ensure
that the letters portray you as approachable, caring, effective and
professional. In addition, you should be very familiar with the established
layout and practice of business letters. There are three styles of business
communication： the full blocked style, the indented style and the semi-blocked
style. The fully-blocked style with open punctuation is the most popular method
of display for business letters, because it is considered to be businesslike,
simple and professional.
The business letter can tell readers a lot
about the writer and the writers company. A business letter that is neat, easy
to read, and presents a professional image will leave a good impression on the
reader. Such a letter helps the writer as much as the reader, and will probably
mean an earlier reply. In todays global market place, the readers first
impression often comes from the appearance of the documents and the quality of
the paper. So you should pay some attention to the paper quality, the paper
color, the paper size and margins. Firstly, never use paper that is too flimsy.
Secondly, white is the standard color for business purposes, although light
colors such as gray and ivory are sometimes used. Thirdly, the size of papers
varies slightly from country to country. In the United States, the standard
paper size for business documents is 8.5 by 11 inches. The last but not the
least, the document is to be centered in the page, leaving at least one-inch
margins all around. We can use word-processing software to achieve the balance
by defining the format.
This chapter is intended to develop skills in
writing good business letters. It contains guidelines on developing personal
writing style, using appropriate tone and composing effective communications in
modern business language.
1.2 Writing Guide
1.2.1 The Essentials of Business Letter Writing
Since the main purpose of
business correspondence is to convey a message, the letter should be written in
language that is easily understood. The writer must make sure that it should be
free from grammatical blemishes, and also free from the slightest possibility
of being misunderstood. There are certain essential qualities of business
letters, which can be summed up in the following 7 Cs principles.
1. Clarity
You must try to express
yourself clearly, so that the reader will understand. To achieve this, you
should keep in mind the purpose of the letter and use appropriate words in
correct sentence structures to convey your meaning. We should also avoid
ambiguous sentences. Otherwise, the business letter will cause trouble to both
sides. All in all, good, straightforward and simple language are what are
needed for business letters.
2. Conciseness
Conciseness means saying
things in the fewest possible words. The elimination of wordy business jargon
can help to make a letter clearer and at the same time more concise. If conciseness
conflicts with courtesy, then make a little sacrifice of conciseness. Generally
speaking, to achieve conciseness, one should try to avoid wordiness or
redundancy.
3. Courtesy
Courtesy is not mere
politeness. It should hardly be necessary to stress the importance of courtesy
in your letters. One of the most important things is promptness. Punctuality
will please your customer who dislikes waiting for days before he gets a reply
to his letter. Differences are bound to
occur in business, but with diplomacy and tact they can be overcome and settled
without offence on either side. Remember that its nearly always wrong to doubt
a statement made in good faith by the other side and even worse to contradict
it. In letters we should always keep in mind the person we are writing to, see
things from his point of view, visualize him in his surroundings, see his
problems and difficulties and express our ideas in terms of his experience.
4. Consideration
Consideration emphasizes You-attitude rather
than We-attitude. When writing a letter, keep the readers request, needs,
desires, as well as his feelings in mind. Plan the best way to present the
message for the reader to receive.
5. Correctness
Correctness here refers to appropriate and
grammatically correct language, factual information and accurate reliable
figures, as well as the right forms and conventions. All facts should be
checked and double checked. Special attention should also be paid to names of
goods, specification, quantity, figures, units, etc.
6. Concreteness
To make the message specific, definite and
vivid is the key point of concreteness. The writer must ensure that the letter
contains all the information the recipient needs to act upon. Put yourself in
readers place. It is necessary to check the message carefully before it is
sent out.
7. Completeness
Like any other letter, a good business letter
should be complete, providing all the information and data necessary for a
specific issue. If any necessary piece of information is lacking, the reader
will have to ask for clarification, which means that you will have to write
another letter. It will not only waste time, energy and money, but also damage
the image of your company.
1.2.2 The Structure of Business Letters
Business letter has its special formats. In the formal business letters，we usually use 12 factors. They are letterhead, reference number,
date, inside address, attention line, salutation, subject line, body,
complimentary close, signature, IEC block and postscript. Among them，the return address, date, inside address, salutation, body,
complimentary close and signature belong to the standard factors and must be
contained in the formal business letters. Whether to use other factors depends
on the specific situation. The approximate locations of these factors in a
business letter are as follows.
Letterhead
Reference number
Date
Inside address
_________________
_________________
Attention line
Salutation
Subject line
Body
__________________________________________________________________________
_________________________
__________________________________________________________________________
____________________________
__________________________________________________________________________
___________________________
Complimentary close
Signature
IEC block
Postscript
While the horizontal placement of letter parts
may vary, the vertical order of these parts is standard. The followings are the
most common components and formats.
1.The Basic Components
of Business Letters
1 Letterhead
For letters to outsiders,
many companies use letterhead stationery which is professionally printed at the
top of the page, though some are printed at the bottom or even at the
upper-left corner of the page. The letterhead indicates the name, address,
telephone, fax number and E-mail address of the company sending the letter. It
helps the recipient identify the company from which the sender comes just at a
glance. If letterhead stationery is not available, you can type the heading,
which includes a return address, and leaves about a two-inch top margin.
2 Date
Writing date in English
goes in two styles： one is American style, and the other is British style. The
standard order of typing the date in the U.S. is month, day, year. For example：
September 12, 2013. While in Britain, the standard order is day, month, year. For
example： 12 September, 2013. The day can be written or typed in either cardinal
numbers 1, 2, 3, 4, etc. or in ordinal numbers 1st, 2nd, 3rd, 4th, etc.. The
month and the year had better not be written in their abbreviation forms,
otherwise, it may easily cause confusion. For example, 12092013 in the U.S.
would mean December 9, 2013, while in Britain it means 12 September, 2013. There
is no rule for the date placement. If you use letterhead stationery, place the
date one to three blank lines beneath the letterhead. If without letterhead,
place the date immediately below the return address.
3 Inside Name and Address
Generally, the inside name and address should
include some or all parts of the following： the name of the recipient, the
department name, company name, suite or room number, street address, city,
postcode, stateprovince and country. Of all these parts, postcode is very
important, it helps to facilitate mechanical mail-sorting. The inside name and
address appear on the left margin and usually start two to four lines below the
date. They appear exactly the same way as on the envelope.
If the receiver of the letter is in the U.S.,
the address also includes the name of the state which must be typed in
capitalized two letter abbreviation followed by ZIP code. The same way is also
used for the provinces and territories in Canadian address.
Precede the addressees name with a courtesy
title such as Mr., Ms. or Dr.. If you do not know whether a person is a man
or a woman, and you have no way to find out, omit the courtesy title and give
the full name.
The persons job title can be placed on the
same line of the persons name, or on the line below. Try to square the address
as much as possible. If the title appears on the same line, place a comma
between the name and the title. If it appears on the next line dispense with
the comma. e.g.：
① Mr. Dick
Eaton, President
② Ms. Patricia
T. Higgins
Assistant Vice President
If the name of a specific person is
unavailable, you may address the letter to the department, followed by the name
of the company. e.g.：
① Customer
Service Department
Acme Construction Company
② Director of
Personnel
International Trading Co. Ltd.
In order to avoid ambiguity, when you write
letters to other countries, always include the name of country, even if the
city mentioned is the countrys capital.
The following examples show all the information
that may be included in the inside address.
Dr. H. C. Armstrong
Research and Development
Commonwealth Mining
Consortium
The Shelton Building,
Suite 391
353 Second St. SW
Calgary, AB T2P
Canada
Mr. Thom Collins,
President
164 Bay Road
Liquorland
Oklahoma City, OK 73125
U.S.A
4 Salutation
The salutation is
the polite greeting with which a letter begins. Place it two lines below the
inside address. The salutation should correspond to the first line of the
inside address, that is, if the first line of your inside address is a name of
a person, the salutation is Dear the name. Its form depends upon your
relationship with the receiver. The customary formal greeting in a business
letter is Dear Sir or Dear Madam used for addressing one person; and Dear
Sirs, Dear Mesdames or Gentlemen for addressing two or more people. If the
addressee is known to you personally, a warmer greeting such as Dear Mr. Smith
is preferred. Quite often now companies are owned andor managed by women, and
it is more and more customary to use the greeting： Dear Madam or Sir, if you
are not sure whether the letter will be read by a man or a woman. If the
addressee is a group, use Ladies and Gentlemen. Or you may use a polite
description, such as Dear Friends, Dear SPA supporters. End the salutation
with a colon, or a comma.
5 Body
This is the most important part of a letter. It
expresses your idea, opinion, purpose and wishes, etc. It usually begins one or
two lines below the salutation. Lines within a paragraph should be
single-spaced and double-spaced between paragraphs. There is no strict rule
regarding the content of the letter, but it usually includes three parts： the
opening paragraph, the middle paragraph and the closing paragraph. The opening
paragraph refers to any previous correspondence or introduces the purpose of
the letter. The middle paragraphs supports the opening andor provides
additional information. The closing paragraph is short and serves as a request,
suggestion, or look to the future. When writing, pay attention to clarity,
conciseness, courtesy, consideration, correctness, concreteness and
completeness.
6 Complimentary Close
The complimentary close, like the salutation,
is purely a matter of custom and a polite way of bringing a letter to a close. It
appears one or two lines below the last line of the body. Capitalize the first
word and end with a comma. The expression must match the salutation reflecting
the relationship between the sender and the receiver of the letter. The main
words in complimentary closure are as follows： sincerely, faithfully,
cordially, respectfully and truly. These words may appear in any of these
combinations： Your sincerely, Sincerely yours. The expression used must suit
the occasion.
7 Signature
The writers signature consists of a
handwritten signature and a typewritten signature. Type the name under the
complimentary closing, leaving enough blank lines usually leave three blank
lines to sign your name. Never sign with a seal or stamp. Then type the
signature identification and title. The writers signature should be placed
between the complimentary closure and the typed signature.
Sincely yours,
Signature
Harry Smith
The letterhead indicates that you are
representing your company. However, if your letter is on plain paper and you
want to emphasize that you are speaking legally for the company, you may type
the companys name in capital letters below the complementary closing and place
the title of the message sender on the same line with or below the typed name.
Very truly yours,
ALVERS, INC
Signature
Harry Smith, Project
Manager
2. Additional Components of Business Letters
1 Mailing or In-house Notation
Mailing notation shows the specific means of
delivery for the convenience of verification. Besides there are two other
commonly used forms of mailing notation, e.g. by courier and by EMS. Type them
two lines below the date and in all capital letters.
Mailing notations： e.g. special delivery, airmail,
registered mail, certified mail.
In-house notations： e.g. personal, confidential.
CONFIDENTIAL
2 Reference
The reference may include a file number,
department code or the initials of the signer followed by that of the typist of
the letter. Type the reference number below the letterhead in short form as Our
ref.： for the senders reference number, and Your ref.： for the recipients.
The purpose of this is to facilitate filing of the letter, link it with
previous correspondence.
3 Attention Line
The attention line is used to name the specific
individual the letter is addressed to. It is usually placed between the inside
address and the salutation or within the inside address and centered over the
body of a letter in the indented style. Its abbreviation is Attn.. It suggests
that the sender hopes the letter receives the immediate attention of a certain
person or a specific department.
4 Subject LineCaption
The subject line is the general idea of a
letter. It calls recipients attention to the topic of the letter. It is often
inserted between the salutation and the body of a letter, usually two lines
below the salutation. It is also useful as a guide for filing. Some companies
omit the word Subject：, some replace it with Re： or re： meaning regarding,
and some underline the subject line. The following forms are commonly used：
SUBJECT： SALES CONFIRMATION NO. 5678 FOR 300MT OF SOYBEAN OIL
Subject： Sales Confirmation NO. 5678 for 300 Metric Tons of Soybean
Oil
5 Multiple-Page Letter Heading
When typing a multiple-page letter, use
letterhead for the first page. The following page or pages should have the same
quality, size and color as the first page. The multiple-page heading bears the
name of the recipient or hisher organization, the page number, and the date. The
following styles are often used for multiple-page letters：
Ms. Katherine BlackPage
2October
9, 2013
Ms. Katherine Black-2-October
9, 2013
Ms. Katherine Black
Page 2
October 6, 2013
6Reference Initials
Consisting of the signers initials in capitals
followed by a slash or colon followed by the lowercase initials of the person
preparing the letter, this item serves as reminder of who prepared the letter. It
should be placed at the left margin, two or three lines below the signature.
When you type your own letter, dont use initials. When the signature block
includes the writers name, use only the typists initials. Reference initials
are usually given in the form of authors initialstypist initials, or authors
initials： typist initials.
RSsm
RS：sm
RS：SM
7 Enclosure Notation
When there is something enclosed with the
letter, type the word Enclosure, or an abbreviation of it Encl. in the
bottom left-hand, a double spaces under the reference initials, with a figure
indicating the number of enclosures, if there are more than one. You can use
any of the following styles：
Enclosure
Enc.
Enclosure：
1. Purchase Order No.
1234
2. Check No. 123
8 Carbon Copy Notation
When you send a copy of the letter to a third
person, place a notation directly below the enclosure notation or reference
initials. The copy notation is indicated with CC or cc which is a holdover
from the days of carbon copies. Many companies are now using PC for
photocopy. e.g.：
PC： Margaret Ruth
CC： Margaret Ruth
cc： Margaret Ruth
9 PostscriptP.S.
If you wish to add something you forget or for
emphasis, you may usually add the postscript two lines below the carbon copy
notation. Postscript may be preceded by P. S., but this is not strictly
necessary. In business letters, postscript is not commonly used, while in
personal letters, it frequently appears. This item is usually used in the
informal styles of letters. The adding of a P.S. should, however, be avoided as
far as possible, since it can appear as afterthoughts, indicating a lack of
planning. But studies show that postscripts are one of the first things people
read and remember, especially when it is handwritten. It sometimes serves the
purposes as a message that requires emphasis, or as a personal note. Look at
the following example to see where the different parts go in a business letter.
P.S.： You get 5% discount if you book the space
by the end of this month.
1.2.3 The Formats of a Business Letter
There are various ways in which the component
parts of a business letter can be laid out on the page. Choice of letter format
is a matter of individual taste, but it is better to follow established
practice, to which the business world has become accustomed. A good plan to
make correct practice habit is to adopt one form of letter format and stick to
it. The three main formats are as follows.
1. Blocked Format
With this letter style, all letter parts begin
at the left margin. Because this style can save the typists time, so it has
come to be much widely used and preferred now. The loss of clarity occasioned
by the absence of indentations may be made good by increasing the number of
separating line-spacing between paragraphs. The specific layout of letter
components in this format are as follows.
LETTERHEAD
Date
Addressee
Inside Address
Salutation：
Re： Blocked Format
This easy-to-type letter is becoming more and more popular and is
widely used in many of todays modern offices.
It is a very efficient style because everything begins at the left
margins, thereby eliminating the need for tabs.
But critics say it looks somewhat crowded and imbalanced.
Very truly yours,
Signature
Typed name
2. Semi-blocked Format
Like blocked
format, all letter parts begin at the left margin, except the dateline, complimentary
closing, company signature and writers identification, which are set against
the right-hand margin. They are placed in this position for filing and
reference purposes. It is also named as a modified blocked format. The specific
layout of letter components in this style are as follows.
LETTERHEAD
Date
Addressee
Inside Address
Salutation：
Re： Semi-blocked Format
Modified block style has traditionally been the most commonly used
of all letter styles.
The most notable difference between this style and the full block
is that the date and complimentary closing start at the center, or slightly
to the right of center.
This letter style is appealing to the eye and is very popular.
Very truly yours,
Signature
Typed
name
3. Indented Format
The indented format may follow the same layout
as either the blocked or semi-blocked formats, but will differ in that the
paragraphs will each be indented by four or five spaces. It is a traditional
format, especially in Britain. The specific layout of letter components in this
format are as follows.
LETTERHEAD
Date
Addressee
Inside Address
Salutation：
Re： Indented Format
The distinguishing features of this letter format are that the
subject line is indented and all paragraphs are indented too.
It is important to remember that two tabs must be set： one for the
date and complimentary close and one for the indentation of the subject line
and paragraphs.
This letter style may use more time to type than the previous two.
Very
truly yours,
Signature
Typed name
1.2.4 The Format of Envelopes
The envelope should match the stationery in
color and style. Most companies have the return address in the upper-left
corner of the envelope, giving the same information as the letterhead. Otherwise
you must type or write your return address the same way as you do for the
inside address, usually in smaller typeface than the name and address of the
receiver. Name and address of the receiver is always single-spaced with all
lines aligned on the left, and they should be in all capital letter, with no
punctuation at the end of each line. The order in writing the address is from
the smallest division to the largest, just opposite to the Chinese custom in
writing addresses.
The in-house notation is placed three lines
down the return address and is in all capital letters. The stamp is put at the
upper right corner of the envelope with mailing notation, if there are any,
given in all capital letters below the stamp.
The format of the address on the envelope can
be in blocked or indented style, but it is better to keep the same format with
the inside address of the letter.
Stamp
|
|
購物車/收銀台(0) | 在線留言板
| 付款方式
| 聯絡我們
| 運費計算
| 幫助中心 |
加入書簽
HOME
新書上架
