商务礼仪三.ppt
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商务礼仪三.ppt
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BusinessLetterBusinessEtiquette(3)JUNE,2009KINGWAYWARMINGUP1.Supposethisweekend,theforeignersinviteyoutotravelwiththemtoPutuoMt.Nowifyouhavetooverworkatthattime,howtodealwithit?
Ifyouhavetimetogowiththem,howdoyoureply?
2.WarmingupSupposetonightourcompanyisplanningtoinvitethesuperintendentortheshipownerrepresentativestohaveadinnertogetherattheSheraton,andhowtoinvitethem?
BusinessLetter-writingRulesTherearecertainessentialqualitiesofbusinessletter,whichcanbesummedupinThreeCs:
A)ClearnessB)ConcisenessC)CourtesyA)ClearnessFirstofall,makesureyourletterissoclearthatitcannotbemisunderstood.Next,whenyouaresureaboutwhatyouwanttosay,sayitinplain,simplewords.Good,straightforward,simpleEnglishiswhatisneededforbusinessletters.B)ConcisenessAconciseletterisnotnecessarilyashortone.Sometimesaletterdealingperhapswithamultiplicity(多样性)ofmatterscannotavoidbeinglong.Generallyspeaking,youwillgaininclearnessandconcisenessbywritingshortsentencesratherlongones.Clearness&ConcisenessClearnessandconcisenessoftengohand-in-handandtheeliminationofwordybusinessjargon(商业术语)canhelptomakealetterclearerandatthesametimemoreconcise.C)Courtesy谦恭礼貌谦恭礼貌Itshouldhardlybenecessarytostresstheimportanceofcourtesyinyourcorrespondence.Oneofthemostimportantthingsispromptness(punctuality).Differencesareboundtooccurinbusiness,butwithdiplomacyandtacttheycanbeovercomeandsettledwithoutillwilloneitherside.Onegeneralprinciple:
laygreatemphasisonyouattitude.Inourlettersweshouldalwayskeepinmindthepersonwearewritingto,seethingsfromhispointofview,visualizehiminhissurroundings,seehisproblemsanddifficultiesandexpressourideasintermsofhisexperience.Conciseness&CourtesyIfconcisenessconflictswithcourtesy,dorememberpleasemakealittlesacrificeofconciseness.Aparagraphforeachpointisagoodrule.LayoutofBusinessLettersAsusual,thebusinessletterconsistsofsevenprincipleparts:
1)Theletter-head(信头)2)Thedate3)Theinsidenameandaddress4)Thesalutation(称呼)5)Themessage6)Thecomplimentaryclose7)Thewriterssignatureandofficialposition1.Theletter-headTheletter-headexpressesafirmspersonality.Ithelpstoformonesimpressionofthewritersfirm.Stylesvaryconsiderably,buttheyallgivesimilarinformationandbesidesthenameandaddressofthefirmmayincludetelephonenumbers,faxnumbersandsoforth.2.ThedateAlwaystypethedateinfull,inthelogicalorderofday,month,year,e.g.23rdJune,2009/23June2009Thedayscanalsobewrittenafterthemonth,forexample:
March1st,2009,October29,2009Inthisway,acommamustbeusedbetweenthedayandtheyear.e.g.12/10/2009isabadtaste,whicheasilycauseconfusion.(UK&USA)3.InsideNameandAddressTheusualpracticeistosetoutthenameandaddressofonescorrespondentattheheadoftheletter,e.g.TheShipRepairManagerIMC-YYShipyard&EngineeringCo.,LtdNo.28MazhiWestRoadShenjiamen,Putuo,Zhoushan316000ChinaTakecaretospellthenamecorrectly.EnglishAddress:
Itmayhavethefollowingparts:
(notall)1)Nameofhouse2)Numberofhouseandnameofstreet(road)3)Nameofcityortown4)Countyorstateanditspostcode5)NameofcountryInordertoavoidambiguity,whenyouwriteletterstoothercountries.Alwaysincludethenameofthecountry,evenifthecitymentionedisthecountryscapital.4.ThesalutationThecustomarygreetinginabusinessletterisDearSir/DearSirsDearMr.White(familyname)TomGreenBrownNotethatyoucannotuseSirsaloneandthatgentlemencannotbeuseinthesingular(单数).5.TheMessageBeforeyoubegintowrite,youmustfirstofallconsiderthefollowingtwopoints:
(1)Whatisyouraiminwritingthisletter?
(2)Whatisthebestwaytogoaboutit?
Thefollowingservesasreminders:
a)Writesimply,clearly,courteously,grammaticallyandtothepoint.b)Paragraphcorrectly,confiningeachparatoonetopic.c)Avoidstereotypedphrasesandcommercialjargon.6.TheComplimentaryCloseTheexpressionmustsuittheoccasion,matchthesalutation.DearSir(s)YourfaithfullyformalDearMr.HarrisYoursincerelyinformalYourrespectfully:
tosuperiorsYourstruly/Sincerelyyours:
commonuseIam/weare/Iremain:
old-fashioned7.TheSignatureandofficialpositionThesignatureisthesignednameormarkofthepersonwritingtheletterorthatofthefirmheorsherepresents.Itshouldbewrittenininkimmediatelybelowthecomplimentaryclose.e.gYoursincerelyBradPittABC,Ltd.CEOMiscellaneousMattersReferencesyourref:
ourref:
FortheattentionofSubjectHeadingsmainheadingsparagraph1/.Mainheadings-Thecarboncopy(ccto)副本postscript(PS)附言Sample:
IMC-YYShipyard&EngineeringCo.,LtdXXXNo.28MazhiWestRoadSRMShenjiamen,Putuo,EngineeringDept.ZhoushanChinaTeleFaxOurref:
XXXYourref:
XXXDate23rdJune,2009DearMr.Hazard
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