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1 习 题 答 案

Unit One Business Letter-Writing and Its Layout

Part Four: Exercises

I. Answer the following questions:

1. Generally speaking, the functions of a business letter may be said to be: 1) To ask for or to convey information; 2) To deal with matters concerning negotiation of business;

3) To confirm cables, telexes, telephones or face-to-face talks, especially important ones

2. Because at present many business messages are sent by way of fax or e-mail, and the language and the style used in fax and e-mail are quite similar to those used in the traditional letter, letter-writing is again considered quite important in our business activities, other than telexes or telegrams. 3. An effective business letter requires of our writers good English and basic knowledge of international trade business.

4. They are the basic principles of good business letters, which are commonly called “the seven C’s”, i.e. 1) Consideration; 2) Courtesy; 3) Clarity; 4) Conciseness; 5) Concreteness; 6) Correctness 7) Completeness.

5. The “You-attitude” means that we should prepare every message with the reader in mind and try to put ourselves in his place. To put it more clearly, we should try to see things from his point of view, visualize him in his surroundings, see his problems and difficulties and express our ideas in terms of his experience. 6. Conciseness means saying what you have to say in the fewest possible words without losing clarity, courtesy, completeness and good English.

7. They are the older/conventional indented style and the modern/fashionable blocked style.

2 8. The features of the indented letter style are as follows: 1) Each paragraph is indented four spaces. 2) “Closed Punctuation” is used.

3) The complimentary close is centered, and so is the signature. The features of the blocked letter style are as follows:

1) All typing lines begin at the left margin.

2) “Open Punctuation” is more often used than “Closed Punctuation”. 3) At times the date is placed in its usual position on the right.

9. There are seven basic parts in a business letter. They are: 1) the Letterhead, 2) the Date, 3) the Inside Name & Address, 4) the Salutation, 5) the Body (the Message), 6) the Complimentary Close, and 7) the Signature.

10. The business letter must be dated. An undated letter has no legal force. 11. 1) J. B. Peterson & Co. 12. The first paragraph usually refers to previous correspondence; the paragraphs

that follow will contain further details of the subject and the closing paragraph is a statement of your intentions, hopes or expectations concerning

the next step. 13. The “Identification Marks” means the initials of the signer of the letter and

the initials of the typist, it is usually typed at the lower left margin (two

lines) below the typed name of the signer.

14. We should have the “Enclosure Notation” on our stationery if we are to attach

something to our letter since this notation is useful not only to those sending

the mail but also to those receiving it. If the letter shows that there is an enclosure, the person folding the letter is reminded to include it and the person opening the letter can easily check to be sure that the enclosure is included. This is done also for filing purpose. 15. The essential elements on our business envelope are: 1) the return address;

2) the outside name and address; 3) the stamp.

II. Multiple choice:

1. B 2. C 3. A 4. D 5. D 6. B 7. A 8. C 9. D 10. D

III. Fill in the blanks with appropriate words:

3 1. 1) Correctness 2) Consideration 3) Courtesy 4) Clarity 5) Conciseness 6) Concreteness 7) Completeness 2. Good, straight-forward, simple

3. 1) the indented style 2) the blocked style

4. 1) the Letterhead 2) the Date 3) the Inside Name & Address 4) the Salutation 5) the Body (the Message) 6) the Complimentary Close 7) the Signature 5. good English 6. legal force/authority 7. a personal element 8. legal force/authority

9. 1) return address 2) outside address 3) stamp 10. “You-attitude”

IV. Arrange the following in the form of a letter, and then write an envelope for it:

Sichuan Provincial Textiles Import & Export Corporation

182 Jianghan Road, 610031,Chengdu, Sichuan, China

Tel: 028-86634049 Fax: 028-86631283

E-mail: dept1@sctiec.com

Web-site: http://www.sctiec.com/neic/gsjj.htm

February 23, 2009

The Pakistan Trading Company 15 Broad Street Karachi

Pakistan

Attention: Import Dept.

Dear Sirs,

Subject: First Enquiry

Your name and address have been given to us by ABC Co., London as a prospective buyer of Chinese Silk Piece Goods. As this item falls within the scope of our business activities, we shall be pleased to enter into direct trade relations

4 with you.

To give you a general idea of the various kinds of silk piece goods now available for export, we enclose a pamphlet and a pricelist for your reference. Quotations and sample books will be airmailed to you upon receipt of your specific enquiry.

We look forward to your favorable reply.

Yours faithfully,

Sichuan Provincial Textiles Import & Export Corporation

(handwritten signature)

Li Ping Manager

Enc. As Stated

Sichuan Provincial Textiles Import & Export Corporation 182 Jianghan Road, 610031 Chengdu, Sichuan, China The Pakistan Trading Company 15 Broad Street Karachi Pakistan Attention: Import Dept. Stamp

5

V. Fill in the missing parts:

16 October, 2009

Manager ABC Co.

123 Fifth Avenue New York U.S.A.

Dear Madam or Sir,

Subj:/Re: Mr. Jack Harper’s Address

Our Sales Manager, Mr. Jack Harper, will be in New York on business for ten days. His address is as follows: …

We should be glad if you could contact him directly.

Yours faithfully, (signed)

Encl. c.c.

VI. Translate the following into Chinese:

1. 信文是你的主题的一种书面形式。在信文中，你想要收信人心中与你怀有同样的主题或概念。你力图使他能够以你看问题的同样方法去看待这个概念，像你理解它那样去理解它，像你琢磨它那样去琢磨它。你（所写）的商务书信的成功程度，可以通过最终由你的收信人对你写信时所具有的主题的看法的相同程度来衡量。

2. 你将何时使用书信？备忘录？报告？传真？电子邮件？只有你才能决定，因为这取决于只有你才知道的情形。

书信是一种普通的商务交际手段。备忘录用于公司内部交流。报告的重要优势是它可以用于复杂的问题。至于书面交际方式，传真和电子邮件是迄今与国外客户最快的联络方式。如使用后者，可传递更多的内容，如声音、图片等，尤其是活动图像（录像）以及软件程序。 你必须考虑各种方式的优劣势再做决定。