国际商务英语Business Writing and Envelope Addressing.ppt

国际商务英语 International business English,Chapter 2 Business Writing and Envelope Addressing,Chapter 2 Business Writing and Envelope Addressing,Learning Objectives:Understand the language characteristics of business writing.Master the styles of business letters.Get familiar with the letter body writing.Learn the ways of designing the envelope addressing.,.The Language Characteristics of Business Writing,In order to write out perfect business letters attention must be paid to the following language characteristics:1.Courtesy and considerationTry to avoid irritating and offensive statements.To answer a letter promptly is also a kind of courtesy.It is discourteous to keep your correspondent waiting for an answer.If you cannot deal promptly with a letter seeking information,write and explain to your customer why and tell him when you will write or deal with the matter.Courtesy consists of not only using polite phrases and sentences,but also of showing consideration for your correspondent.This quality enables you to refuse to perform a favor without killing the friendly relations between you two,and to refuse a customers request for discount without creating detriment to the future business.It is necessary to plan the best way for presenting your message,your request,your desire,and etc.,2.Clarity and conciseness,The sender must express the meaning clearly by using the simplest sentences and fewest words so that the receiver will understand it well.Short sentence is simpler to write and easier to understand.But a succession of short sentences will result in jerky effect and providing a mixture of sentences of different lengths will be preferable.,3.Completeness and concreteness,All the necessary information should be included in a business letter.Try your best not to use any postscripts in a business letter.Your message should be made complete and concrete in the letter body.,4.Preciseness and correctness,In business correspondence,it is necessary to use expressions with precise meanings.For example,when you acknowledge a letter,refer to it by date,subject and reference number and when you refer to a date,mention the month by full name,avoid using abbreviations and all number form.You must know that standard language,proper statements,accurate figures are needed in a business letter.Before signing a business letter,you must check it for the accuracy of its contents and test its suitability with the general practices.Special attention must be paid to the typing of the figures in order to avoid making errors.Correct spelling of the words and correct using of punctuations are as well necessary qualities for showing your high level of English knowledge.,.The Styles of Business Letters,There are several styles of business letters.The main styles of them are1.Full-blocked style 2.Semi-blocked style 3.Indented style4.Modified style 5.Simplified style,1.Full-blocked style,This style is rather modern and is widely used in business letter writing.The following letter is written with pre-printed letterhead and with all the thirteen parts of a business letter included.The letter is shown in the following way in order that the readers may get familiar with all the names and positions of various parts of a business letter.See Letter(1).,2.Semi-blocked style,The semi-blocked style is similar to the full blocked style except that the date,the complimentary close and the signature are typed on the right side in line with the date.Letter(3)(参见教材19页),Notes:,(1)In writing the inside address,if the name of the firm is too long to be combined into a single line,it may be placed into two lines with the commodities which it engages in not to be separated from each other and not to be arranged into the next line to continue the writing of the firms name.For finishing the writing of the firms name the second line must be indented for two spaces.For example:The correct writing:China National Light Industrial Products Import&Export CorporationChina National Cereals,Oils and Foodstuffs Import&Export Corporation,Notes:,(2)If the firms name is too long,it may be abbreviated as follows:Import&Export Corp.Imp.&Exp.Co.I/E Co.(3)The names of the countries may as well be abbreviated,for example:Britainas U.K.(UK)Americaas U.S.A.(USA)Peoples Republic of Chinaas PRC(4)If the letter is not too long,you may adopt double line-spacing for each paragraph.(As shown in the above letters of(1)，(2).,3.Indented Style,The indented style is traditional.In this style,each line of the inside name and address and as well the first line of each paragraph are indented for two or several spaces.The date is on the right hand side with the complimentary close and the signature kept in line with the date.Letter(4)(参见教材23页),4.Modified Style,The modified style is similar to the indented style.In this style the inside name and address are typed in blocked style with the first line of each paragraph forming the body of the letter indented for two or several spaces.The complimentary close and the signature are also on the right hand side in line with the date.Letter(5)(参见教材26页),5.Simplified Style,Nowadays,it has become fashionable to use the simplified style.In this style,all parts of a letter are typed at the left margin,with the salutation and complimentary close omitted and the writers name is typed in capital letters four lines below the last line of the letter body.Letter(6)(参见教材26页),.Ways of Envelope Addressing and Their Standardized Designs,1.The British style envelope addressingIn addressing the envelope,the British style is to type the receivers address in the middle part of the envelope and to type the senders address on the envelope flap.It is better for the English learners to divide the envelope into four equivalent quadrants with dotted lines.Use your pencil only to draw the lines in order that you can brush the dotted lines away with rubber after your finishing the envelope addressing and then send the letter to the receiver.,1.The British style envelope addressing,The receivers address should be started 4 or 5 spaces to the left of the center of the envelope.The first line should be the name or title of the receiver.The second line is the name of the corporation or institution with the detailed address followed.First should come the number of the house,the name of the street or road,then appear the names of the city,the province,the state or country.If you must type five lines to finish your addressing,it is better for you to type two lines above the central line and the other three lines below it in order to pay a favorable and well balanced impression to the others.In addition,if your address lines are long,start your lines more than 4 to 5 spaces to the left center of the envelope,and if your address lines are short,you can arrange your lines with less spaces to it.In addition,in English style the senders address is written on the envelope flap.You can design your envelope addressing both in indented style and in block style.If the address of the receiver is typed in indented style,the addressing style of the sender typed on the envelope flap should be kept in matching with that of the receiver.For example:,1.The British style envelope addressing,British Envelope Addressing(1)BLOCK STYLE:British Envelope Flap Addressing(1):,Exercises,.Use the letterhead and inside address which you designed in your exercises of Chapter One to write four short letters in different styles.If possible,type these letters with your computer.(用在第一章练习中所设计的信头和信内地址写四封不同格式的短信，并用电脑打出来).Design four styles of envelope addressing in the ways you learnt from your textbook and type them with your computer.(用教材中所学的方法，写出四封不同格式的信封，并用电脑打出来),