Business Correspondence. Company to company Unit 1/2 Presenter: Eleanor Wang 王怡人

Transcription

1 Business Correspondence Company to company Unit 1/2 Presenter: Eleanor Wang 王怡人

2 Business Correspondence Telex Letter Memo Fax

3 Letter

4 ABC Co Ltd 123 May Road Taipei Taiwan ROC Tel: Fax: Letterhead 28 February 2002 Date Mr Andrew Pan Marketing Manager XYZ Company 63 Fifth Street Inside address New York USA Dear Mr Pan Salutation Thank you for your letter dated 8 February. The purchase order is attached. Please process the order as soon as possible. If you have any question, please contact me or Ms Huang on (301) in the Marketing Department. Body Please let me know if you need any further information. Yours sincerely Lisa Huang Lisa Huang Manager Complimentary Close Signature

5 Letterhead design by own company (left, middle, right) should have company address, telephone and fax number, website

6 The date British English day month year Ex: 1 March 2007 American English month day year Ex: March

7 Inside address Curtsy title Receiver s full name Job title Receiver s company name Address

8 Salutation / Complimentary close (Dear./Yours..) Dear Sir or Madam Yours faithfully Dear Mr / Mrs / Miss / Ms + Last name (Mr Smith) (Unless that a woman preferred to be called Miss or Mrs, use Ms) Yours sincerely Dear John Best wishes

9 Body An opening which says why you are writing The main message which gives the details The close which usually talks about the future

10 Signature Hand writing Typed Job title

11 Letter layout Block style Open punctuation Write the date in full (Friday, not Fri.) The paragraphs start at the margin. Between each paragraph there is one line space Do not use contractions (I m, you re ) Consistency

12 Some things that make a message unclear Paragraphs that are too long Sentences that are too long Words that are not used very often Too much information at once Incomplete information Information that is in the wrong order

13

14 Subject copy Signature block

15 TO From Subject headings Short and clear layout Ex, Request for catalogues, Agents in Taiwan (P9) Cc copy Bcc blind copy Attached attachment (a file or ) Signature block

16 Salutation / Complimentary close (Dear./Yours..) Dear Sir or Madam Yours faithfully Dear Mr/Ms/Mrs/Miss Smith Yours sincerely Dear John Best wishes Signature block

17 Asking for and sending information (1) Ask for information Please can you tell me Please can you send me Please can you send me details of If you are replying, thank the person first. Thank you for your . Thank you for your letter ( ) dated6 June. Many thanks for your message, dated 6 June. Thank you for your enquiry.

18 Asking for and sending information (2) You can then send the information they want. I am attaching details of I have pleasure in attaching I attach some information which I hope you find useful. I attach our price list and look forward to hearing from you. (look forward to + Ving) (P11)

19 Writing tips message style (1) Write a natural style Thank you for your letter dated 20 Mar. We have received your letter of the 20 th of this month. Χ Do not use very informal language Dear John Hi! or Hello! Χ Do not use text-message abbreviation I hope I can see you soon. / for you I hope I can c u soon. / 4 u Χ

20 Writing tips message style (2) Do not use slang Someone in our office can help. A guy here can help. Χ Do not use emoticons symbols. -.-, > < Χ

21 Be polite! (1) Say please and thank you. Thank you for your . Please can you send us your catalogue. Avoid being very direct. We think your price are rather high Your price are not acceptable. Χ Ask rather than order. Please could you send it as soon as possible. You must send it right away. Χ

22 Be polite! (2) Use indirect questions I was wondering if you could help me. Can you help me? Χ Avoid blaming / accusing the addressee I am afraid there is a problem with the order You ve make a mistake with my order. Χ Understate the point It seems we have a problem. There is a problem. Χ (P13)

23 Letter of proposal / Promotion lettercatalogue, P/L (price list), sample, market report, company profile (Buyer Seller) Enquiry (Buyer Seller) Quotation, Offer (Buyer Seller) Counter offer - Negotiation(Buyer Seller) Acceptance (Buyer Seller) Contract Complain Claim

24 Enquiry

25 Attachments I am attaching our catalogue to this message. Please contact me if you would like more information. Please find attached our report. I look forward to hearing your comments. I have just received the photographs, which I have attached to this message. If you have any problems opening the files, please let me know.

26 Problems with attachments Thank you for your . I am afraid you forgot to attach the report. Please send your message again. Thank you for your message. Unfortunately, we can not open the attachment on my computer. Please send it again in a different format. Sorry! I forgot to send the attachment. (P19)

27 Beginning a letter Say why you are writing We are writing to enquire about We are writing in connection with We are interested in and we would like to know

28 Replying Thank you for your letter ( ) of (date) Thank you for your letter ( ) dated We have received your letter ( ) of (date) (date), asking if (date), enquiring about (date), enclosing (date), concerning

29 Main message We are attaching details of We have pleasure in attaching We attach some information which we hope you find useful.

30 Ending a letter We look forward to receiving your reply / order/ products / etc. Looking forward to hearing from you, W hope that this information will help you. Please contact me if you need any further information. Please fell free to contact me if you have any further questions. Please let me know if you need any further information.

31 conventions Make sure your open and close properly. Don t write in CAPITALS. Writing a reply, don t copy the original message back. Divide your message into paragraphs. Check spelling and grammar before you send it.

32 Vocabulary letter of proposal / promotion lettercatalogue(catalog), P/L (price list), sample, market report, company profile, brochure, leaflet complain claim attached, attachment, enclosed head office branch office specialise (specialize)

33 export import terms (price terms) confirm courier 快遞 Trade Fair, Trade Exhibition demonstration product range

34 inquiry / enquiry quotation, offer Vocabulary - Price counter offer negotiation Trade Terms 交易條件 FOB free on board 船上交貨條件 CFR cost and freight 運費在內條件 CIF cost, insurance and freight 運保費在內條件