Chapter 1 Business letters(课件)-《外贸英语函电》（第三版）（清华大学出版社）

Chapter One Business letters BUSINESS LETTERS Chapter One Business Letters Introduction Writing guide Letter for example Introduction functions to ask for and give a reply to an enquiry, offer, order or complaint. to keep a record of all the important facts for ready reference. 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. characteristic neat easy to read present a professional image never use paper that is too flimsy. white is the standard color for business purposes. the size of papers varies slightly from country to country the document is to be centered in the page, leaving at least one-inch margins all around. Writing guide The Essentials of Business Letter Writing 文本 文本 1. 2. 3. 4. The Structure of business letters The Formats of a business letter The Format of envelopes Essentials Correctness Consideration Courtesy Conciseness Clarity Concreteness Completeness The Essentials of Business Letter Writing 3 Letterhead Date Inside name and address Salutation Body Complimentary Close Signature Mailing or In-house Notation Reference Attention Line Subject Line/Caption Multiple-Page Letter Heading Reference Initials Enclosure Notation Carbon Copy Notation Postscript/P.S. basic components Additional Components The Structure of business letters Format Blocked Format Semi-blocked Format Indented Format The Formats of a business letter Letter one PHILIP TEA EXPORTS LTD. PO Box 36, Kaduna, Nigeria Phone: (035)523471 Telex:20717 Our Ref.:VA/ym/48576 June 6, 2013 Plybox Co. Ltd. PO Box 65, Jacksonville Florida 32203 For the attention of Mr. Robert Keats Dear Sirs, Subject: OVERDUE TEA-CHEST DELIVERY We wrote to you on 1 June asking for the prompt delivery of our monthly supply of tea-chests, which was already 10 days overdue on that date. We have not yet received any delivery or explanation for the delay. We should appreciate that it is of utmost importance that we are not to let down our customers. If we cannot meet their requirements at the time we agreed upon, we would risk losing them to our competitors. We ask you, therefore, to deliver our tea-chests within a week. Failure to do so will force us to seek quotations urgently from other suppliers. We sincerely hope that we shall be able to continue doing business with you. Faithfully yours, Philip Tea Exports Ltd. (Signature) Charles Lai Managing Director Enclosure: A copy of our order No.4881 C.C. Michael Konrad Alicia Montara Peter D. Schaeffer   Athena House Group Athena House West Street London SW1Y 2AR Tel:+44(0)20 8302 0261 Fax:+44(0)20 8302 4169 E-mail: althena@intl.co.uk DA/ST 10 May 2013 Mr Craig Tomkinson Manager Goodison Hotel 42 St Michael’s Drive Leeds LS1 9EG Dear sirs, Will you please send us a copy of catalogue and current price list for garments? We are interested in garments for both men and women, and also for children. We are one of the leading garment dealers in this city and have branches in eight neighboring towns. If therefore the quality of your garments is satisfactory and the prices are right, we expect to place regular orders for fairly large quantities. In this case, we should like to know whether you are able to allow us a special discount. This would enable us to maintain the low selling prices that have been an important reason for the growth of our business. In return, we would be prepared to place orders to guarantee annual minimum turn-over, the figure to be mutually agreed. I look forward to your early reply.  Yours sincerely,  Douglas Allen Sales Manager Letter two PHILIP TEA EXPORTS LTD. PO Box 36, Kaduna, Nigeria Phone: (035)523471 Telex:20717 10th July, 2013  Mrs. Lorry Mason National Geographic Society 475 Kenwood St. Duluth, MN55811 U.S.A. Dear Mrs. Mason, Thank you for your letter of 3rd July, concerning your forthcoming visit to my company. I’ll be glad to meet you at the time of your visit. Please confirm your flight number, so that my assistant, Helen Wei will be seeing you at the airport.  We look forward to seeing you.    Yours sincerely,  (Signature) Jenny Chen Letter three ≡≡≡≡≡≡≡≡≡≡≡≡≡≡TIANJIN TRADE FAIRS≡≡≡≡≡≡≡≡≡≡≡≡≡ No. 56 Nanjing Rd. Tianjin 300045 China Tel.:86-22 2366-5783 Fax: 86-22 2366-5758  Our ref.: TF001 Your ref.:   November 20, 2013  CERTIFIED MAIL  Asian Food-Processing Equipment Co. Ltd. 100 King’s Road Hanoi, Vietnam    Dear Sirs,  RE: THE FIFTH TIANJIN AGRICULTURAL EQUIPMENT FAIR   The Tianjin Agricultural Equipment Fair will take place from 5th to 13th January, 2014. This fair is an opportunity for both manufactures and buyers from all over the world to seek business opportunities. Letter four   We are now accepting provisional bookings of space. Each year we receive more bookings than we can accommodate. So we advise you to book early if you want to take part in the fair. For representatives from overseas, we are able to arrange visas. (Please supply full passport details.)   You company would find it worthwhile to have a stand at the fair. Price of the floor space is US $ 150 per sq. m. (min. 15M2) and payments should be made to a/c 2680805346, Bank of China, Tianjin Branch.   Should you require any further information, please contact us. Yours faithfully   TIANJIN TRADE FAIR (Signature) Anna Chen, Manager  Enclosure: 10 free VIP tickets to the fair  cc: Eric Long, General Manager  P.S.: You get 3% discount if you book the space within this month. Chapter Two Establishing Business Relations BUSINESS LETTERS Chapter Two Establishing Business Relations Introduction Writing guide Letter for example Introduction The purpose to establish relations with new customers to keep existing customers advertisements self-introduction Chambers of Commerce Commercial Counselor’s Office business connections and friends major sources 3 2 the source from which you get the information your intention your main business scope the reference as to your firm’s financial position and integrity your expectation of cooperation and receiving an early reply Mention the received date Express your thanks Provide information requested State clearly if you accept the proposal or not Give a reason if you decline it, and end your letter with a positive note for future business 2 3 1 writing guide reply letter contact letter Letter one Dear Sirs, We owe your name and address to the Commercial Counselor’s Office of the American Embassy in Beijing who has informed us that you are in the market for silk product. We avail ourselves of this opportunity to approach you for the establishment of trade relations with you. South China Silk Product Co. Ltd. is one of the leading manufacturers of silk products in China, with the headquarter based in Nanjing, China. The company enjoys excellent reputation through 32 years of business experience in this field. Its products range from the traditional embroidered silk blouse to the latest fashion, some of which have been displayed in the latest fashion show in Paris, and are well received by customers at home and abroad. They even attracted many celebrities and dignitaries including the former British Prime Minister Madam Thatcher. We have a reliable and committed work team of 2000 employees. In our business practice, we strive for a win-win result with our customers based on the principle of equality and mutual benefits. So we are sure that you will be quite satisfied with our services and the excellent quality of our goods. For further details about our company and our products, please visit our website at www.scspc.com. Concerning our financial status and reputation, please direct all inquiries to the Bank of China, Nanjing Branch. Should any of the items be of interest to you, please let us know. We shall be glad to give you our lowest quotations upon receipt of your detailed requirements. It is our hope to promote, by joint efforts, both trade and friendship to our mutual advantage. Thank you very much for your co-operation. You are cordially invited to visit our company at your convenience and we look forward to receiving your favorable reply. Sincerely yours, Letter two Dear Mr. Larry Chang, 　　We thank you for your letter of July 15, 2013 and shall be glad to enter into business relations with you for the sale of silk products. 　　 I believe a friendly trade relation will benefit both sides. Presently we are interested in Art. No.36 displayed on your website. Please send us your samples and price list, as well as information about terms of payment and time of delivery. Your prompt reply is highly appreciated. Sincerely, Dear Mr. Larry Chang, Thank you for your letter of July 15, 2013 introducing your company and informing us of the business opportunity. Presently, our orders for the first half of the year have already been filled. However, we will contact you when we need to place an order. Sincerely, Letter three Dear Sirs, We learn from China Business Directory that you are one of the leading exporters of silk products in your country. We take this opportunity to approach you in the hope of establishing business relations with you. We are an important dealer in silk products, having many years of experience in this line of business and believing that there is a promising market in our country for your products. Please send us your catalogue and price list at your earliest convenience. Yours faithfully, Letter four Dear Sirs, Re: embroidered silk handkerchief Your letter of July 15, 2013 addressed to our Beijing Branch Office has been passed on to us for attention and reply, as the captioned goods come under the scope of our trade activities. We are regretful to inform you that the product you required has already been transferred to Thailand. And it has been represented by South China Silk Product Co., (Thailand) Ltd., 226 Davis Street, Bangkok, Thailand.. As a result, we are no longer in a position to make you an offer for it but would rather recommend that you approach them directly for your requirements. Should any other items be of interest to you, please do not hesitate to contact us. It is our pleasure to offer you at any time. Yours faithfully, Letter five Dear Sirs, Your name has been given to us as a credit reference by South China Silk Product Co. Ltd., who wants to start business with us. We should be highly obliged if you could let us have your opinion on their reputation and their financial standing. Any information you may provide us will be treated in strict confidence. Yours faithfully, Letter six $$