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Business Letter(Business Document)
PPT
To
Word
Definition
What is a
business letter?
A
business letter is the letter written in formal
language, usually used when writing from one
company to another, or
for
corrrespondence between such organizations and
their customers, clients and other external
parties.
Types
of Business Letters
Letters of Social
Purposes
?
Letters of introductions,
recommendations and references
（介绍、推荐及证明信）
?
Letters of
invitations and their reply
（邀请信及其回信）
?
Lettes of
Thanks
（感谢信）
?
Letters of
goodwill - congratulations, encouragement,
condolence, commending, seasional wishes
（友好祝愿信
-
祝贺、鼓励、安慰、慰问、表扬、季节问候
）
?
Letters of apologies
（致歉信）
?
Letters of
requesting favors
（求助信）
?
Letters of
booking
（预订信）
?
Letters of
making an appointment
（预约信）
?
Letters of
confirmation
（确认信）
?
Letters of
calling for an interview
（通知面试信）
?
Letters of
resignation
（辞职信）
Letters for Import and Export
Business
?
Letters of enquiries & replies
?
Letters of
orders & order execution
?
Letters of payment & shipment
?
Letters of
Complaints & Complaint Replies
Principles of Business Letter Writing
7Cs
1. Completeness
2. Conciseness
3.
Consideration
4. Clearness / Clarity
5. Concreteness
6. Coutesy
7. Correctness
1.
Completeness
（完整）
?
Who
?
What
?
Where
?
When
?
Why
?
How
e.g. a
letter of order
2. conciseness
（简洁）
?
shorten or omit wordy expressions
?
avoid
unnecessary repetition
?
leave out irrevelances
e.g.
?
I wish to
express my heartfelt gratitude to you for your
kind cooperation.
?
Thank you for your cooperation.
?
They attend the
Guangzhou Trade Fair to find a partner.
?
They attend the
Guangzhou Trade Fair for the purpose of finding a
business partner.
3. Consideration
(
体谅）
we should
put ourselves in the position of the recipient and
take into consideration his demand, hope, interest
etc.
?
Focus on
?
Making the writing attractive to the
readers
?
emphazise the positive, pleasant facts
e.g.
?
We allow a 5% discount for cash
payment.
?
You
earn a 5% discount when you pay cash.
4. Clearness /
Clarity
（清楚）
?
Make sure what
you write is so clear that it can't be
misunderstood. (Ambiguity should be avoided).
?
Pay attention
to modifiers and pronouns.
?
Paragraphing is a basic rule.
e.g.
?
Please let us know as soon as possible
what you wish us to do about this matter .
?
Please let us
know what you wish us to do about this matter as
soon as possible.
?
As to the steamer sailing from Hongkong
to San Francisco, we havebimonthly direct
services.
5. Concreteness
（具体）
A business
letter should be specific, definite and persuasive
instead of being vague, general and abstract.
e.g.
?
We wish to
confirm our telex dispatched yesteday.
?
We confirm our
telex of May 15th, 2014.
6.
Coutesy
（礼貌）
?
show sincerity
?
use positive
word
?
avoid
condescending tone
e.g.
?
We are sorry
you have misunderstood us
.
?
We are sorry
we didn’t make ourselves
clearly
.
?
Please (kindly)...
?
We are afraid
that...
?
We
would suggest...
?
Thank you for...
?
We would
appreciate it if ...
7.
corrrectness
（准确）
?
Make sure
everything’s correct (vocabulary, grammar,
punctuation etc.)
?
confirm
accuracy of facts and figures
Exercise One
Direction:
Guess the word with the help of the first letter
and the hint in the brackets.
1. I'm
pleased to r_____ Miss Lin as a competent
secretary. (Meaning: speak favorably of sb. or
sth.)
2. His record i_____ that he is
good at both English and French. (Meaning: show)
3. She is a c_____ and energetic
person. (Meaning: able)
4. He once had
an o_____ to work as an assistant to a manager.
(Meaning: chance)
1. recommend
2. indicate
3. capable
4. opportunity
5. Mr. Tarter is always c____ and hard
working. (Meaning: guided by one's sense of duty)
6. I am sure he will be a great a____
to your company. (Meaning: a valuable or useful
person)
7. If you need any further
information, please do not h____ to contact me.
(Meaning: be slow to speak or act because one
feels uncertain or unwilling)
8. I would appreciate it if you could
f____ his smooth enrollment. (Meaning: making sth.
easy or less difficult)
5.
conscientious
6. asset
7. hesitate
8. facilitate
Exercise Two
Direction: Correct one wrong word or
cross out an unnecessaary word in each part in the
following letter body.
1. A friend of
mine, Mr. Zhong, would very much likes to meet
you.
2. He is a student of Economics at
the Jiaotong University, Shanghai, and plans to
enter on the insurance business in a few
months' time.
3. Meanwhile,
he is making a study trip to Japan in order for
contribute towards a book
4. which is prepared entitled
5. You were kind enough, when you were
here, to offer with me your assistance.
6. I would very much
appreciate for it if you could find time to see
Mr. Zhong, or to give him an introduction to
someone
on your staff.
1.
likes-like
2. on (deleted)
3. for- to
4. prepared (deleted)5. with (deleted)
6. for
(deleted)
Exercise Three
Direction: Please arrange the sentences
in the following letter.
Dear Mr.
Jackson,
1.
If
so, could you book a room for me?
2.
I look forward
to hearing from you.
3.
Could we postpone the lecture to
Friday, 21st May from 10 to 11 a.m.?
4.
I should be
most grateful if you could supply me with details
about the fee and expenses.
5.
I regret that
I shall not be free on 14th May to lecture on your
company’s training program.
Correct order: 5-3-1-4-2
Envelope
Format
of Business Letters
Elements of a Business Letter
?
A business
letter consists of seven principal
parts
（主要部分）
:
1.
信头（
The letter-
head
）
2.
日期（
The
Date
）
3.
信内名称及地址（
The
Inside Name & Address
）
4.
称呼（
The
Salutation
）
5.
正文（
The Body of
the Letter
）
6.
结尾敬语（
The
Complimentary Close
）
7.
签名（
The
Signature
）
?
可选部分
Optional
Parts
8.
经
办人（
Attention
）
9.
事由标题（
Subject Line
）
10.
参考编号（
Reference
Number
）
11.
附件（
Enclosure
）
12.
抄送（
Carbon Copy
Notation
）
13.
附言（
Postscript
）
1. The Letter-head
（
Heading
）信头
?
商务信笺，一般都印有信头，包括
发信人的姓名、地址、电话号码、传真号、及
E-mail
等，
有些会将经营
项目，注册商标和公司董事、经理等姓名一并印在信头上。
?
商务信函的信头一般印在信笺上端中央或左上方。
?
Examples:
Tianjin
Chemicals Import & Export Corporation
58 Nanjing Road
，
Tianjin, China
Telephone:
86-22-26320766
Fax: 86-22-26320767
E-mail:
tjcar@
Office of Admission Register
Student Service Centre
The
University of Manchester
Oxford Road
Manchester
M13 9PL
tel +44(0)161 275 5000
fax
+44(0) 161 275 7860
2. The
Date/Dateline
日期
/
日期行
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