外 贸 英 语 函 电Business English

Correspondence

Basic Knowledge of Business

Letter Writing

Chapter One

Contents of Chapter 1

Section One Brief Introduction Section Two Good Writing PrinciplesSection Three Structure of a Business LetterSection Four Layout of a Business LetterSection Five Addressing EnvelopesSection Six Some Rules of Good Writing

Section One

Introduction of Business Letter

Writing

ways to look for new customers and explore new market

1

2

3

enquiries and requests

quotations and offers

Conclusion of business letter

Steps of an all-round transaction

Payment Execution of orders

5

6

Packing， shipping and insurance

Complaint claim and adjustment

Other letter writing

Steps of an all-round transaction

I Brief Introduction

1.Definition English business correspondence refers to

the letters , cables, telexes, faxes and e-mails dealing in international business, as well as in domestic trade, of course

• Target the middle and senior students• Deal with business communication in

the form of telexes, fax or letters• Combine characteristics of English and

international trade• Involve a lot of special trade terms and

customized sentences

2. Aim

The purpose of this course is to help you learn how to write good business letters by using up-to-date expressions in the simplest possible language.

3. Features 1. It has its unique language style and jargons ; e.g. We are in the market for silk blouses and

should be pleased if you could kindly quote us your keenest prices for the goods below

2. It is full of business terminations and abbreviations;

e.g. Offer quotation order counteroffer letter of credit CIF FOB

3. There is a close relations between EBC and international trade

e.g. ASA :AMERICAN STANDARD ASSOCIATION

What do you expect to get after learning this course?

1. Know how to write proper business English letters;

(writing styles, language, writing techniques, structure and layout)

2. Know how to communicate and operate in International Business;

(International Business knowledge and techniques, technical terms and expressions, sentences pattern )

Requirements to the Writer

If a business letter is to achieve its purpose, the writer should have

（ 1） a good command of standard English （精通标准英语）；（ 2） knowledge of business theory and practice （通晓贸易理论与实务）；（ 3） knowledge of technical terms （通晓专业术语）；（ 4） knowledge of psychology （掌握人的心理）；（ 5） skills in salesmanship（掌握熟练的推销技巧）。

Section Two

Principles of Business Letter Writing

II. Writing Principles---Seven Cs 1. Completeness 完整 2. Concreteness 具体 3. Clearness 清楚 4. Conciseness 简洁 5. Courtesy 礼貌 6. Consideration 体谅 7. Correctness 正确

II. Writing Principles--- Completeness. 1.Completeness 完整 contains all the necessary information to

the readers (the counterpart or the public) and answers all the questions and requirements put forward by the readers.

包含所有必须的信息。

II. Writing Principles---Concreteness 2. Concreteness 具体 be specific, definite and persuasive instead

of being vague, general and abstract. 内容要具体、明确 而不能模糊、抽象、泛

泛而指。 ( 具体数字描述 )

e.g.-- We wish to confirm our telegram yesterday. --We wish to confirm our telegram of march 29,1999.

--The brakes can stop a car within a short distance.--These type SMO2 power brakes can stop a 4-ton car traveling 65 miles an hour

II. Writing Principles---Clearness 3. Clearness 清楚 (clarity) to make sure that what you write is so clear

that it can’t be misunderstood.

要确保意思清楚地向对方表达而不会产生误解 .

Notice:

1) Avoid using the words, and sentences equivocal in meaning ;

2) Pay attention to the position of the modifier;

3) Pay attention to the object of the pronoun and the relations between the relative pronoun and the antecedent;

注意代词的指代对象和关系代词和先行词的关系

II. Writing Principles---Clearness 4) Pay attention to the rationality in logic, the

variety in sentence structure, the compact in plot and coherence in meanings.

注意逻辑上的合理 句子结构上的多变 情 节上的紧凑和意义上的连贯

5) Pay attention to the logicality of the full text.

注意全文的逻辑性

II. Writing Principles---Clearness . 1 不要用模棱两可的表达 -- As to the steamer sailing from Shanghai to

Los Angeles, we have bimonthly direct services.

bimonthly: a. twice a month 一月两次 ;

b. every two months 两月一次

-- We have a direct sailing from Shanghai to Los Angeles every two months.

II. Writing Principles---Clearness 缩写 除了少数国际商业界确认的缩写 如

CIF、 FOB 是机构或组织名称最好写出它的全部字母。

数字不同国家的人对某些数字的表达方式不一样例如英、美两国对 billion的理解不一样。所以最安全的办法是数字和文字同时使用

UK:1,000,000,000,000US:1,000,000,000

E.G.

• $10575.9 (ten thousand five hundred and seventy-five dollars, ninety cents.)

介词

• The price has been increased to$20. 到• The price has been increased by$20. 了• The price has been increased from$20 从

II. Writing Principles---Clearness . 2 注意修饰词的位置 Com pare the

following three pairs of sentences: Pair 1:--We can supply 50 tons of the item

only; -- We can only supply 50 tons of the item. -- 我们只提供这种商品 50 吨 限制所供品牌 --- 我们提供这种商品仅限 50 吨 限量

II. Writing Principles---Clearness Pair2: --The L/C must reach us not later than

September 1st for arranging shipment.

--The L/C must reach us for arranging shipment not later than September 1st.

Pair 3:-- Please let us know what you wish us to do about this matter as soon as possible.-- Please let us as soon as possible know what you wish us to do about this matter.

II. Writing Principles---Clearness Pair 2 -- 为安排装船 信用证不得迟于 9月 1 日到我

方。 -- 信用证必须到我方以便不迟于 9月 1 日安排

装船。 Pair 3: -- 请告知贵方要我方为此事尽快做些什么。 -- 请尽快告知贵方要我方为此

II. Writing Principles---Clearness E.g.3 写清楚代词的指代对象 --They informed Messrs Smith & Brown that

they would receive a reply in a few days. -- They informed Messrs Smith & Brown that

the latter would receive a reply in a few days.

E.g. 4 分词的逻辑主语和句子的逻辑主语一致

-- Being a registered accountant, I’m sure you can help us.

-- Being a registered accountant, you can help us.

-- As you are a registered accountant, I’m sure you can help us.

II. Writing Principles---Clearness E.g. 5 (注意句子结构的多变 ) -- We have received your letter of April 4. We

are sorry for the wrong dispatch. We will do something about it.

--Thank you for your letter of April 4. We regret that we have dispatched the wrong goods and will do something for compensation.

E.g. 6 (注意意义上的连贯 ) -- We wrote a letter. It was addressed to Mr.

Henry. He is the sales manager. -- We wrote a letter to Mr. Henry. the sales

manager.

II. Writing Principles---Clearness E.g. 7 ( 注意情节上的紧凑 ) -- We have received your letter of July 1st and

it contained a complete set of shipping documents.

-- We have received your letter of July 1stcontaining a complete set of shipping documents

E.g.8 ( 注意全文的逻辑性 )

II. Writing Principles---Conciseness 4. Conciseness 简洁

clearly express what you would do in a short and simple style of writing as possible as you can

言简意赅 尽量节省双方时间。

Notice: 1) Make a long story short and try to avoid wordiness. 长话短说 尽量避免啰嗦

e.g. at this time: now come to a decision: decide

during the time that: while

II. Writing Principles---Conciseness 2.Avoid using the general and out-of-date

commercial jargon and try to express your idea in modern English.

避免笼统、陈旧的商业术语 尽量使用现代英语来表达

3 Avoid unnecessary repeat 避免不必要的重复 4 Control the number of the words, build

effective sentences and paragraphs. 控制字数构造有效句

II. Writing Principles---Courtesy 5. Courtesy 礼貌 not mere politeness, be sincere and

tactful. 展现自己的诚意 能够增强贸易往来关系。

Guideless: 1) Change the commanding tone into

requesting tone 将命令式改为请求式 将祈使句改为 will 或 would 开头

的一般疑问句

e.g. --Tell us more detailed information on your

requirements -- will you ….\will you please…\would you…

II. Writing Principles---Courtesy 2.Use the past subjunctive form 使用虚拟语气 e.g.--We would ask you to make prompt

shipment. 3 Use mitigation and avoid overemphasizing

your own idea or irritating your partner 使用缓和法 避免过分强调和刺激

e.g. We are afraid that…, we would\may\might say…,

It seems to us that…, we would suggest that…, It appears that…

--We cannot deliver the goods all at one time.

II. Writing Principles---Courtesy 4.passive voice should be used

accordingly. 适当使用被动语态 e.g. --You didn’t enclose the price lists in your

letter. --The price lists was not enclosed in your

letter.

5 Try to avoid using the words with forcing tone or arousing unpleasantness 尽量避免使用带有强迫语气和引起不快的词语

e.g. --We must refuse your offer. --We regret that we are unable to accept

your offer

II. Writing Principles---Courtesy 6.Use the words or expressions with the

meaning of joy, thanks and regret etc. 使用表示高兴、感激和遗憾的词语 e.g. -- It is a pleasure for us to sign a sales contract. --We are pleased\glad\ happy\delighted that you

are willing to establish business relations with us.

--We are sorry to say that we haven’t received your L/C in time.

II. Writing Principles---Consideration 6.Consideration 体谅 put yourself in the position of the

recipient, taking into consideration his demand, hope, interests.

多考虑对方 给对方留下好的印象。

Notice:

1) Take the recipient’s attitude: you attitude 采取考虑收信人的态度 即“你们”的态度。 e.g. —We allow a 5% discount for cash payment.

为付现款 我们给 5% 的折扣。 — You earn a 5% discount when you pay

cash. 你付现款 可赚 5% 的折扣。

What is the “YOU” Attitude?

• 读信者往往会问： What’s in it for me (the reader)?

• YOU Attitude: Focuses on Reader • Emphasizes what the receiver wants to know 读者想知道的； • How reader will be affected by message 读者受到的影响； • Put yourself in their shoes 为读者设身处地着想；

Which letter is better？ Dear Mr. Hua: We are in receipt of and would like to thank

you for your letter and catalogue of June 14, 2011. After close examination we have come to the conclusion that your products are of no interest to us but we wish you every success in your future endeavors.

Sincerely,

Dear Mr. Hua: Thank you for your letter and catalogue sent

on July 14, 2011. We appreciate your interest in our company though your products fall out of our line for the time being. We wish you every success in your future endeavors.

Yours Sincerely,

2)Focusing on the positive approach

“Positive” ——We feel sure that you will be entirely

satisfied.

“Negative” ——We do not believe you will have cause for

dissatisfaction

II. Writing Principles---Consideration Attention: Sometimes we shouldn’t take “you”

attitude. a. When the reader has made a mistake; b. When the reader has expressed an

opinion different from your own.

2) Take a positive approach instead of a negative approach

e.g.--Your order will be delayed for two weeks.

--Your order will be shipped in two weeks. --We close at 5 p.m. --We are open till 5 p.m.

II. Writing Principles---Correctness 7. Correctness 正确 be correct in grammar, punctuation,

spelling of words, manner and tone of speaking.

准确的语法和拼写 准确的语气和语调。 Pay attention to the correct understanding

and using the commercial terms and jargons.注意正确理解使用商业术语

e.g. --All offers by fax are open for five days. --All offers by fax are open for five days

inclusive of the date of dispatch. ( 所有电邮开盘从发电之日起五日内有效 ) --This contract will come into effect from Oct.

1. --This contract will come into effect from and

including Oct. 1, 2001.

Section Three

Structure of Business Letter Writing

Section ThreeStructure of Business Letter

Letterhead （信头） Ref. NO. （发文编号） Date （日期） Attention line( 具体收信人 ) Inside Name and Address （信内名称和地址） Salutation （称呼） Subject Line （事由标题） Body of the Letter （信的正文） Complimentary Close （结尾敬语） Signature （签名） Enclosure Notation （附件） Carbon Copy （抄送） Postscript （附言）

1.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.8 Jianguomen Nei Dajie Beijing 10005, China Telephone: 86-10-6526-8888 Fax: 86-10-6527-6028 E-mail: carl@cofco.com.cn

2.Our Ref. Your Ref.

3.Date: 15th November, 20--

4.Messrs H. Ronald & Co.556 EastcheapLondon, E.C. 3, England5.Attention: Import Dept.

6.Dear Sirs,

7.Aquatic Products

8.We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest.

We await your early favorable reply.

9.Yours truly,

10.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.Sig. _______________(Manager)

11.Enclosures12.cc our Shanghai Branch Office13.P.S. We require payment by L/C .

Essential Parts 重要部分

1. letterhead 信头 2. date line 日期 3. inside name and address 收信人名称

地址 4. salutation 称呼 5. body of the letter 信文 6. complimentary close 结尾敬语 7. signature 落款

Optional Parts 可选部分

8. attention line 具体收信人 9. subject line 事由 10. reference notation 案号 11. enclosure 附件 encl. 12. carbon copy notation 抄送 c.c. 13. postscript 附言 p.s.

1. Letterhead( 信头 )

As the first and most obvious part of a company's business letter, has two functions:

to identify where the letter comes from to form one's first impression of the writer's

company.

It is printed in the center or on the left margin at the top of the page.

Contents of letterhead Trade Mark/Logo(公司商标 ) Name of the Company (公司名称 ) Address( 地址 ) P. O. Box(邮政信箱 ) Phone No./Cell Phone( 电话号码 ) Fax Number (传真号码 ) E-mail ( 电子邮件地址 ) Web site (网址 ) Year of Establishment (公司成立年代 ) Line of Business (行业名称 )

locationHeading at the top

of the letter

Letterhead: --information of sender

Essential

D

Name and address, telephone, faxOf a company, or ZIP code

Trade marks/ sloganOptional

March 10th, 20--

Date line:

10th March, 20--

Friday, 10th March, 2010

10/2/201010.3.2010

Preferred

Avoided

Date

7 September 20077 September 2007

September 7,2007September 7,2007

09/ 07/ 200709/ 07/ 2007

07/ 09/ 0207/ 09/ 02

Inside address:

Richard Thomas & Baldwins Ltd.

151 Gower Street

London,SC7 6DY,England

Recipient’s address identical to the delivery address located on the left head, sometimes with attention line

Messrs Williams& Werner

36 Tower Street

Toronto 4, Canada

Salutation:

The salutation varies according to the writer-recipient relation and formality of the letter

Salutation addressee

The following table show the common salutations

Dear sir Sales manager or ….

Dear sirs E.A. Sanderson &companyGentlemen

ABC company

Dear Mr. Furness Mr. Harrison T. Furness

Ladies and gentlemen

Inside name and address Mr. J. TurnerMr. J. TurnerProduction ManagerProduction ManagerABC Bottles Pty LedABC Bottles Pty LedKirra RoadKirra RoadAshtown 1128Ashtown 1128

Mr.Mr. Mrs.Mrs. MissMiss

MsMs

MessrsMessrs

Messrs. J. Harvey & Co.Messrs. J. Harvey & Co.

Messrs. Messrs. MacDonaldMacDonald & & EvansEvans

Attention! E.g. John Smith

不能在尊称后直接加名。 It’s wrong to open a letter with “Dear Mr. John.”

Do not use both the first and the last name in the salutation. It is wrong to open a letter with "Dear Mr. John Smith".

不能在职务后直接加姓 , 除了 DR. It is wrong to open a letter with "Dear Manager. John Smith".

What salutation would you use to address a letter to:

a. A company (a new client)

b. David J.Lee (businessman with doctorate)

c. Candy Lester(unknown marital status)

d. A marketing manager

e. Mr. Bran Jackson & Mr. Kevin Jackson

Formal semiformal

Complimentary close:

Yours faithfully

Yours truly

Yours sincerely

sincerely Yours

Cordially yours

Sincerely

Cordially

Best regards

Love

-----Formal, semiformal, and informal-----Formal, semiformal, and informal-----matching salutation -----matching salutation

informal

Complimentary close

Yours faithfully / Faithfully yoursYours faithfully / Faithfully yours

Sincerely yours / Yours sincerelySincerely yours / Yours sincerely

Respectfully yours / Yours respectfullyRespectfully yours / Yours respectfully

Best RegardsBest Regards

Dear Sir, Dear Madam, Dear Sir, Dear Madam, Ladies and GentlemenLadies and Gentlemen

Dear Mr. Smith Dear Mr. Smith

Dear Dr. HamiltonDear Dr. Hamilton

to customer,to customer,

to bossto boss

To friendTo friend

Complementary Close

Person Addressed Salutation Close

Mr. T. Smith Dear Mr. Smith Yours sincerely

Dr. A. Smith Dear Dr. Smith Yours sincerely

Ms. Mary Smith

The Manager

Dear Ms. Smith

Dear Sir

Yours sincerely

Yours faithfully

The Secretary Dear Madam Yours faithfully

Messrs Smith and Jones Dear Sirs Yours faithfully

  Gentlemen Yours truly

signature

Judge which you think are appropriate form of the signature

Yours very faithfully, 

Joseph Clernson

Mr. Joseph ClernsonManaging Director

Yours very faithfully, 

Joseph Clernson

Dr. Joseph ClernsonManaging Director

Attention! Don't put any courtesy title for a man before

the man's name in the signature line but the abbreviations of his academic degrees.

Wrong:

Yours very faithfully, 

Joseph Clernson

Mr. Joseph ClernsonManaging Director

Right:

Yours very faithfully, 

Joseph Clernson

Dr. Joseph ClernsonManaging Director

Signature:

---four parts:

Component

Handwritten name

Typed name

Company name

Business Title

(signature)

T.M.White

Manager

THE NATIONAL TRANSPORT CO.,

Per Pro Signature

Ask your secretary or assistant manager to sign the letter if it is dictated by you but you have no time to sign it.

Dictated by Mr. …, and signed in his absenceAssistant Manager/Secretary to Mr. …

P.P. …../per pro P.P. stands for the Latin word "per procurationem" and means the person is authorized to sign for the firm.

For…..

-more-

Yours sincerely, (Handwritten signature) 

J. Byren Dictated by Howard Greens

Overseas Manager And signed in his absence

Assistant Manager

Yours faithfully, P.P. (For) BRIDGEPORT

ELECTRIC CO. (Handwritten signature)  J. Byren

Yours faithfully, (Handwritten

signature)  J. Byren P.P. (For) Mr. John

Smith

Postscript

enclosure notation

Subject line

Copy notation

Reference section

Attention line 1

structurestructurestructurestructure The Optional part of a business letterThe Optional part of a business letter

2

3

4

5

Reference section INTERCITY BANK Plc

58 Jalan Thamrin, Jakarta, Indonesia Telephone 375018 Telex 6756

12 January 2007 Your ref: 667/17 Our ref: PL/fh/246 Mr. S Basuki

Jakarta Furnishings 7 Jalan Arjuna Jakarta

Dear Mr. Basuki

Office furniture

We are expanding our offices in Jakarta and we will need extra

Attention Line If you want your letter attended by or directed

to a specific person or a department, add attention line

Inside address + Attention or Attention of

E.g.1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave

or Attention of Purchasing Manager

Inside address+ Attention line

Richard Thomas & Baldwins Ltd.

151 Gower Street

London,SC7 6DY,England

Attention (Attention of ): Purchasing Manager

The subject lineThe subject line

This comes two lines below the salutation,

either beginning at the left margin or in the Centre.

It can begin with or without “Re ：” or

“Subject ：”， but should always denote what the letter is about ：

① ① ReRe：： Sewing MachinesSewing Machines ；；② ② SubjectSubject：： Our contract No.2345. Our contract No.2345. Your L/C No.3456;Your L/C No.3456;

Sewing Machines③ Sewing Machines③

Body of the letter

Opening sentence Actual message Closing sentence

Business letters should be typed by using single spacing, and two spaces should be left between each paragraph.

Enclosure

When something else is sent together with

the letter, you add enclosure notation with

to inform the reader enclosed.

1.Only one item: Enclosure, Encl.,Enc……2. More than one items: Eclosures 3, 3 Eclosures, Encl.3, Enc3, or Encs.3

3.When the enclosure is important, list exactly what the enclosures are

Enc.(4)

packing list

commodity inspection certificate

insurance policy

sales confirmation

Carbon Copy Notation The copy of the letter will be sent to some

other business man, below any enclosure notation at the left margin

“CC to xxx” or “CC xxx”

Examples: cc Mr., Taylor Mrs. Carla Thaye

Copies to Mr, Talo Mr. Doyle

Postscript

to draw the reader's attention to a point which the writer wants to emphasize.

Examples: P.S. I'm going to see you at the Chinese Export Corporation. J.B.

N.B.

Nota bene Draw ones' attention or clarify a point

Attention:

Never use NB or PS just because you forgotten to include something in the body of the letter.

in this case, you should retype the whole letter.

GUIDANCE ASSOCIATES 1695 Avenue of Americas New York. N.Y.10023 May3, 19—The Jones Corporation1234 Seventh Avenue N.W.Tanpza, Florida 33606Attention: Mr. James Johnson, Personnel DirectorGentlemen (salutation )Subject: the business letter (subject line )Main Body of the letter

Letter Head

Inside address

Sincerely yours

signed

David H.Walker

Sales Manager

Enclosure (enclosure notation)

Cc Mr. Robert Martin (carbon copy notation)

P.S. (postscript )

Complimentary close

Signature section

Section Four

Layout of a Business Letter

Letter styles

Indented style

BLOCK

STYLE

Modified block style Semi-block

styleSemi-block

style

1.Full-block style

(Letter head) (Reference Number) (Date) (Inside Address) (Salutation) (Subject Line) (Body) (Closing)

Every line in the full-block style begins at the left margin

Block style every part of the letter begins at the left margin

(Letterhead)(Reference Number)(Date) (Inside Address) (Salutation) (Body)

(Closing Sentence)

(Signature)

2.Indented style

Letter style

Indented style    The every line of inside

name and address are indented(2~3spaces) and the first line of every paragraph within the body of the letter are indented(3~8spaces)

3.Modified block style

In this style, paragraphs are not indented. The “Date”, “Complementary Close” and “signature” are aligned slightly past the center of the page, e.g. (P5)

Modified block style

Heading, close and signature are centered or near to right margin

4.Semiblock style with indented paragraphs

This style is similar to the modified block style with one exception: the first sentence of each paragraph is indented 3-6 spaces.(P5-6)

Semi-block style the heading, close and signature are centered or on the right corner and paragraphs within the body of the letter are indented

Section Five

Addressing Envelopes

the layout of envelope

INTERNATIONAL INSTRUMENT, INC.

209 W. BAIYUN ROAD

GUANGZHOU 510201 CHINA

LOWE’S COMPANY, INC.

P.O. BOX 111

NORTH WILKESBORO

NA 28758 USA

STAMP

RETURN ADDRESS

DELIVERY ADDRESS

CONFIDENTIAL

Sender’s Address Stamp

Receiver’s Address

Post notation

the layout of envelope

Order of the addressnotice: differences between an English address and a Chinese address Name Title (position or department) Company name Street address Town County (or province) country

POST NOTATION

1.Private 私人信2.Confidential 机密信

3.Registered 挂号邮件4.Express 快递邮件5.Ordinary Mail 平信6.Immediate(Urgent) 急件7.Printed Matter 印刷品8.Sample 样品

C/O (care of )

INTERNATIONAL INSTRUMENT, INC.

209 W. BAIYUN ROAD

GUANGZHOU 510201 CHINA

Mr. Park Davis

c/o Mr. Harold Wood

NORTH WILKESBORO

NY 28758 USA

STAMP

CONFIDENTIAL

Kindess of

INTERNATIONAL INSTRUMENT, INC.

209 W. BAIYUN ROAD

GUANGZHOU 510201 CHINA

Mr. Park Davis ( 收件人）

Kindness of Mr. Harold Wood （转交人）

NORTH WILKESBORO

NY 28758 USA

STAMP

CONFIDENTIAL

1. Block Style

2. Indented Style

1.Study your reader’s interests

（研究读信人的兴趣）2.Adopt the right tone （使用正确语调、语气）3.Write naturally and sincerely

（书写自然、诚恳）4.Avoid wordiness

（避免拖泥带水、迂回繁冗）

Section Six Some Rules of Good Writing

5.Avoid commercial jargon （避免使用过于专业的行话）

6.Write effectively （写出有效的信函）7.Avoid monotony （避免千篇一律）8.Plan your letter （打好草稿）9.Pay attention to first and last impressions （注意

第一印象和最终印象） 10.Check your letters （检查全文）

Check!

Is its appearance attractive; is it well laid out ?

Is it correctly spelt and properly punctuated? Does is cover all essential points and is the

information given correct? Is what I have said clear, concise and

courteous?

Does it sound natural and sincere? Does it adopt the reader’s point of view and

will it be readily understood? Is its general tone right and is it likely to

create the impression intended? Is it the kind of letter I should like to receive if

I were in the reader’s place?

Answer

Section Seven

Useful Words & Expressions

1． appreciate 感谢 2． ship 装运 3． 20 percent discount 20% 的折扣 4． latest catalogue 最新目录 5． cash payment 现金支付 6． fill one’s order 执行订单，完成订单 7． remittance 汇付 8． to hear from you 收到你的回信 9． have obtained your name and address

from... 从……处获悉贵公司名址；承蒙……的介绍获悉贵公司名址

10． state-owned enterprise 国有企业

11． business contacts 业务联系，业务关系 12． take the liberty of 冒昧地 13． wish to inform you that ... 希望告知…… 14． in compliance with /as (you) requested按照（你）方要求

15． to be transferred to…for attention 转交……处理

16． be given to understand that ... 据了解…… 17． fall within the scope of ... 业务范围 18． take this opportunity to do sth. and see if

we can ... 借此机会做某事 19． approach sb. for sth. 就某事与某人联系

Thank you!