航运英语商务信函写作

Unit Five Business Letter Writing

Text A How to Write a Business Letter

Need to write a polished, professional letter? Most business letters follow an established, easy-to-learn format that you can adapt to any type of content. A business letter should always contain the date, information about the sender and recipient, and a few body paragraphs. Generally,there are four parts in any business letter writing---beginning theletter,composing the body,closing the letter,and finalizing the letter.Follow these steps and modify as necessary to fit your company's standards.

Part 1 Beginning the Letter

Know the format.Whatever the content of your letter,there are a few business standards to follow regarding the way it looks.Business letters should be typed and composed in a common font such as Arial or Times New Roman.Employ block paragraphing,i.e.,to starta new paragraph,hit “return”twice and don't use an indent.

If you're printing the letter to send,consider printing the letter on company letterhead.This lends it a more professional air and provides your company's logo and contact information.

An emailed business letter should also be composed in a common font.Don't usescript or colors other than black and white in a business email.

Include information about your company.List your company name and thecompany address,with each part of the address written on a different line.If you'reself-employed or an independent contractor,add your name either in place of thecompany name or above it.

If your company has pre-designed letterhead,you can use this instead of typing out your company's name and address.

If you're typing out the address,it should appear either right or left justified at the topof the page,depending on you and your company'spreference.

Include the date.Writing out the full date is the most professional choice.Forexample,writeeither"April 1,2012”or“1 April 2012.”This should appear left justified a few lines below the sender's address.

Add the recipient's information.Write out the recipient's full name,title (ifapplicable),company name, and address in that order,with each piece of information onaseparateline.If necessary,include a reference number.The recipient's information should be left justified a few lines below the date.

Choose a salutation.The salutation is an important indicator of respect,and whichone you use will depend on whether you know the person to whom you're writing,howwell you know them and the level of formality in your relationship.Consider the following options:

Employ “To Whom It May Concern”only if you don't know whom,specifically,you're addressing. If you do not know the recipient well,“Dear Sir/Madam”is a safe choice.

You may also use the recipient's title and last name,e.g.“Dear Dr.Smith”.

If you know the recipient well and enjoy an informal relationship with him or her,youmay consider a first-name address,e.g.“Dear Susan”.

If you are unsure of the recipient's gender,simply type the whole name,e.g."DearKris Smith”. Don't forget a comma after a salutation or a colon after“To Whom It May Concern”.

Part 2 Composing the Body

Strike the right tone.Time is money,as the saying goes,and most business peoplehate to waste time.The tone of your letter,therefore,should be brief and professional.Make your letter a quick

read by diving straight into the matter and keeping yourcomments brief in the first paragraph.For instance,you can always start with “I am writing you regarding...”and go from there.

Don't concern yourself with flowery transitions,big words,or lengthy,meandering sentences,your intent should be to communicate what needs to be said as quickly andcleanly as possible.

To tighten your copy,avoid passive verbs and try not to editorialize.

Write clearly and concisely.Let your reader know exactly what you are trying to say.Your reader will only respond quickly if your meaning is crystal clear.In particular,ifthere is some result or action you want taken because of your letter,state what it is.Explain your position in as few words as possible.

Be conversational when appropriate.Letters are written by people to people.Avoid from letters if possible---you cannot build a relationship with canned impersonal letters.However,stay away from colloquial language or slang such as “you know,”“I mean”or“wanna”.Keep the tone businesslike,but be friendly and helpful.

If you know the recipient well,it's fine to include a friendly linesending good wishes.

Use your judgment when determining how much personality to reveal.Something adding a little humor is actually helpful in a business setting,but err on the side of caution before making a joke. Most likely the purpose of your letter is to persuade your reader to do something：change their mind,correct a problem,send money or take action.Makeyour case.

Be courteous.Even if you are writing with a complaint or concern,you can be courteous.Consider the recipient's position and offer to do whatever you can,within reason,to be accommodating and helpful.

Wrap it up.In the last paragraph,summarize your points and clearly outline eitheryour planned course of action or what you expect from the recipient.Note that the recipientmay contact you with questions or concerns,and say thank you for his or her attention tothe letter/matter at hand. Part 3 Closing the Letter

Choose a closing.The closing,like the salutation,is an indicator of respect and formality.“Yours sincerely”or “Sincerely”is generally a safe bet; also consider "Cordially,""Respectfully,"“Regards”and “Yours Truly,"Slightly less formal but still professional closings include “All the best,"“Best wishes,""Warm regards,”and “Thank you,"Use a comma after your closing.

Sign the letter.Leave about four lines empty for your signature.Sign the letter after you've printed it,or,if you're sending it via email,scan an imageof your signature and affix it to this part of the letter.Blue or black ink is preferred.

Include your typed name and contact information.Beneath your signature,typeyour name,phone number,email address and any other applicable means of contact.Give each piece of information its own line.

If necessary,include“Enclosures.”If you've enclosed additional documents for therecipients review,note this a few lines beneath your contact info by noting the number andtype of documents,e.g."Enclosures(2):resume,brochure.”

Part 4 Finalizing the Letter

Edit the letter.Presentation is a key element of being professional.Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors.Run spell check on your word processor,but also give the letter a thorough read before you send it.

Ask yourself whether the letter is clear and concise.Are any paragraphs more than 3-4sentences long?If so,determine whether you can eliminate unnecessary statements.

If the letter is extremely important,you might want to have a friend or colleague lookit over.Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed.

Post the letter.Send the email or,if you're sending the letter via post,use a businessenvelope.(If available,use one with the company logo printed on it.)Neatly print your return address and the recipient's address.Fold the letter into third parts,such that therecipient will first unfold the top flap,then the bottom flap.Make sure you affix sufficient postage,and send it off.

If you think your handwriting is messy and doesn't match your professional persona,type the addresses in your word processor and then run the envelope through your printer.

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Business Letter I (商务信函I ) Introduction Business letter is more formal than personal letter and it usually refers to: ?requesting (information, application, etc.) ?complaining (service, good, etc.) ?providing information ?recommending (employee, place to visit, etc.) ?inviting Business letter of requesting (询问性商务信函) Requesting letter is very useful in inquiring of information. It usually consists of inside address, salutation, body of letter, complementary, signature, etc.

三、Sample of business letter of requesting (询问性商务信函的写作范文) Exercises 1.What is the purpose of this letter? What does Guo hope to do? 2.Who is the audience? 3.How might Mr. Moore respond? Try it yourself 1.You’re going to graduate from your high school. Please write a letter to a college or university requesting information about admission procedures (入学程序) and the major (专业) you’re interested in. Use the correct business letter format. 2.You’re going to graduate from the university and you’re interested in working at a foreign company. Please write a letter to inquire information about enrollment (录取) and welfare (福利)(salary, house, training, etc.) in this company. Useful structures in business letter of requesting Could you please… Could you possibly… Would it be possible to… I would be grateful if you would…

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商务英语邮件写作范文3篇 商务英语邮件写作范文3篇 在国际商务业务中，一封得体的信函如同商务中得体的着装，从外可以看到内，规范、优美的书信语言能够有效增进客户。下面是我 为你带来的商务英语邮件写作范文，欢迎参阅。 商务英语邮件写作范文1 复函与报价 RepliesandQuotations 20xx-08-26 Maer S.A 24th November 20## Foshan Seethome Installations Ltd. 2 Xiue Street Foshan, Guangdong China Dear sirs, In repl to our letter of 21st Novermber, We have pleasure in enlosing a detailed ation for bathroom shoers. Besides those advertised in the Builers Joural , our illustrated atalogue also enolsed shos various tpes of bathroom fittings and the sizes available. Most tpes an be supplied from stok. 45-60 das should be alloed for deliver of those marked ith an asterisk.

Building ontrators in Hong Kong and Taian have found our equipment eas to install and attrative in apperane. Naturall all parts are replXXble. and our ation inludes pries of spare parts. We an allo a 2% disount on all orders of US$6,000 in value and overf, and a 3%on orders exeeding US$20,000. An orders ou plae ith us ill be proessed promptl. ours faithfull. Franeso Marani Sales Manager Enl.2 Via S.Lorenzo, 24a Castellon Spain Tel： 560001 Fax 560002 商务英语邮件写作范文2 询价Inquiries atha Business Mahines Import Export Corporation 201X Centur Boulevard Pudong, Shanghai 201X06, China Tel： 59000001 September 5, 20** Universal Softare, In. 2468 Oak Street San Franiso CA94105

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Dear Mr/Ms, With the demolition of our premises at the above address under a redevelopment scheme, the part of our business carried on there will be discontinued after the end of October. On Monday, 1st October, we are holding a closing-out sale. Stock on hand will be cleared regardless of cost. There will be substantial reductions in all departments and in some cases, prices will be marked down by as much as one half. Stock to be cleared is uivaled in both variety and quality. As the sale is likely to be well attended, we hope you make a point of visiting the store as early as possible during the opening days. Yours faithfully 更改名称和地址Change of name and address Dear Mr. / Ms,

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