商务英语写作

张静

目录

  • 1 An Overview of Business Writing
    • 1.1 Visual materials for the Chapter
    • 1.2 Functions of Business Writing
    • 1.3 Criteria and Techniques for Effective Business Writing
    • 1.4 Approaches to Organizing Business Writing
  • 2 Structure and Styles of Business Letters
    • 2.1 Structure of Business Letters
    • 2.2 Styles of Business Letters
  • 3 Sales-related Inquiries and Replies
    • 3.1 Introduction
    • 3.2 Sample Analysis
    • 3.3 Useful Patterns and Sentences
  • 4 Order Letters and Confirmation Letters
    • 4.1 Introduction
    • 4.2 sample Analysis
    • 4.3 Useful Sentences and Patterns
  • 5 Letters of Shipment
    • 5.1 Introduction
    • 5.2 Sample Analysis
    • 5.3 Useful Sentences and Patterns
  • 6 letters of Payment and Settlement of Accounts
    • 6.1 Introduction
    • 6.2 Sample Analysis
    • 6.3 Useful Sentences and Patterns
  • 7 Routine Claims and Adjustments
    • 7.1 Introduction
    • 7.2 Sample Analysis
    • 7.3 Useful Patterns and Sentences
  • 8 Persuasive Claims and Refusals
    • 8.1 Introduction
    • 8.2 Sample Analysis
    • 8.3 Useful Patterns and Sentences
  • 9 Sales Letters
    • 9.1 Introduction
    • 9.2 Sample Analysis
    • 9.3 Useful Patterns and Sentences
  • 10 Invitation and Thank-you Letters
    • 10.1 Introduction
    • 10.2 Sample
    • 10.3 Useful Patterns and Sentences
  • 11 Letters of Apology and Congratuation
    • 11.1 Introduction
    • 11.2 Sample Analysis
    • 11.3 Useful Patterns and Sentences
  • 12 Notices and Announcements
    • 12.1 Introduction
    • 12.2 Sample Analysis
    • 12.3 Useful Patterns and Sentences
  • 13 Memos and Minutes
    • 13.1 Memos
      • 13.1.1 Introduction
      • 13.1.2 Sample Analysis
      • 13.1.3 Useful Patterns and Sentences
    • 13.2 minutes
      • 13.2.1 Introduction
      • 13.2.2 Sample Analysis
    • 13.3 Useful Patterns and Sentences
  • 14 Resume
    • 14.1 Introductioon
    • 14.2 Sample Analysis
    • 14.3 Useful Patterns and Sentences
    • 14.4 More reference: Steps in Resume Writng
  • 15 Letters of Application
    • 15.1 Introduction
    • 15.2 Sample Analysis
    • 15.3 Useful Patterns and Sentences
  • 16 Letters of Recommendation
    • 16.1 Introduction
    • 16.2 Sample Analysis
    • 16.3 Useful Patterns and Sentences
  • 17 Proposals
    • 17.1 Introduction
    • 17.2 Sample Analysis
    • 17.3 Useful Patterns and Sentences
  • 18 Reports
    • 18.1 Introduction
    • 18.2 Sample
    • 18.3 Useful Patterns and Sentences
  • 19 Questionnaires
    • 19.1 Introduction
    • 19.2 Sample Analysis
  • 20 Business Agreements
    • 20.1 Introduction
    • 20.2 sample  Analysis
    • 20.3 Useful Patterns and Sentences
Introduction

 





Order Letters

As the name suggests, an order letter is written for ordering materials that are in short supply and hence, will be required soon. Order letters are commonly also known as POs (Purchase Orders). Once again, this is an official document specifying the transaction between the vendor and the business organization. Order letters need to be clear and concise to avoid confusion. Sufficient information must be provided so that there will be no further questions about the order.

An order letter usually begins directly by telling the company the goods or services that customers want to order. The usual information given in a order letter includes:

l       Item names

l       Item models

l       Quantity of each item

l       Unit price and total price

l       Other information like color size weight, material and other special features

l       Detailed information of delivery

The structure of an order letter

1.     Open with reference to some previous contacts (catalogs, phone calls, exhibitions or trade fairs ect.)

2.     Describe the order

3.     Mention payment and delivery

4.     Express courtesy.

A sample of an order letter

August 6, 2001

Mr. Joey Yasuke
      #415 Greenhills Street
      San Fernando, Pampanga

Dear Mr. Yasuke:

Will you kindly send me two of the portable lunch boxes – order number 2b36 – as advertised in              Daily Inquirer of yesterday, August 5.  Please charge this purchase to my account.

I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxes to  my daughter, who is leaving on a vacation within three days.  One is to be delivered to me at my address above, and the other to124 Meadow Street,San Juan, Pampanga.

Very truly yours,

Abelina dela Cruz

Confirmation Letters

When you send an order to a vendor or supplier, the receiving party is supposed to check if they can provide the asked items or services and once they have confirmed, they are required to send back a confirmation letter to the buyer to let him know that he will be provided with the needed stuff at the time. This is an obvious thing that when two people deal with each other, it’s not possible always for them to meet personally every time so they communicate with help of documents like letters or order details and as you know there is no proof of what a person said at a specific time or what he agreed to do, the confirmation letter bounds them to stick with the plan. For example when you have asked for a couple of equipments from a supplier, he sends you a confirmation letter to seal the deal. After that if he delays the shipment or cancel the order, you can sue him and use this letter against him in the court.

General guidelines to write a confirmation letter:

§             As this is a formal letter and mostly use only in business world, it’s very important to use company letterhead to make it official.

§             It’s vital to use proper salutation and address the reader with the most appropriate respect that he deserves.

§             This letter must contain all the needed dates, time, locations and agreement details like terms and conditions to avoid any misunderstanding.

§             Any specials rules or regulations that will be applied in specific circumstances are also needed to discuss here.

§             Close the letter with a proper greeting and hope for serving the customer in the future.

Note: Perhaps you have placed an order through the phone or online, and after a couple of hours or days of waiting, you still have not received any confirmation of your order. When this happens, you may find the need to write a letter which confirms your order. This will also serve as a reminder to company about your business transaction.

The purpose of writing a confirmation letter for an order you have placed is also to clarify details or specifications which are integral in the product that you need. This becomes useful when you are ordering different kinds of customized products. Also, when you are ordering products or materials using promotions or discounts, you, too, have to indicate them in your confirmation letter. Take a look at this example:

SAMPLE LETTER

Camille Jones

Store Manager
       DEF Toy Store
       47 Poplar St
      Oakland,NJ07436

April 27, 2010

Dear Ma’am:

I would like to confirm the placement of my order for 3 sets of the Nala Talking Dino Dolls which are priced at $50 each, my bill having a total sum of $150. I placed the order by making a phone call through your Customer Hotline (201) 888-8888. The sales agent who took my order is named Melissa Jeans and the transaction was made yesterday, April 26 with transaction number 479099912.

I am expecting to have the toys delivered to my address at57 Henry St.Hasbrouck Heights,NJ07604within seven days through your speed delivery promo, which states that failure to deliver the products on time would translate to a twenty-dollar discount on my next purchase from your store.

Thank you for taking time to read my letter. Should you need more information my number is (201) 555-5821. You may also email me at clairehopkins@excite.com

Yours sincerely,

Claire Hopkins