Part Three Theory & Practice on Business Letter
Writing
Unit 1
Structural Parts and Styles of Business Letters
1. Structural Parts of Business Letters
A business letter has eight structural parts: (a) the heading
(letter-head ), (b) the date, (c) the inside address, (d) the salutation, (e) the body of the letter, (f) the complimentary close, (g) the signature (handwritten and then typed), and (h) any added notations.
1.1. Heading (信头)
The heading tells where the writer wrote the letter. Since most companies use stationary (文具) with printed letterhead: the company name, address, telephone, telex or fax numbers, and logo (the company symbol, 标识, 商标).
Sample:
Golden Trading Company Ltd.
34 Northern Avenue, New York, U.S.A.
Tel: 1234567 Telex: 2345667GBC Fax: 4455666
1.2. Date
The date tells when the writer wrote the letter. Under the printed letterhead, you can type the date in full, in the logical order of day, month, year. The position of the date depends on the style you use. When writing on blank paper, type the name of your firm, its address, and the date at the right or left margin, depending on the style you choose.
There are different ways of writing the date. The following two are recommended.
September 15, 1994
15 September 1994 (Note the Omission of the comma)
In British correspondence, the date is on the right and could be after the inside address.
There is a growing tendency to omit the –th, -rd, -nd and –st that follow the day.
Do not abbreviate or use figures for the month. Note:
Wrong:
Sept. 15, 1994
9/15 1994 or 15/9, 1994
Sample:
SKYVIEW ENTERPRISES
7111 Terrazo Place Sarasota, Fl 33031 (813)598 - 1026
January 20, 1995
1.3. The Inside Address (封内地址)
The inside address contains the name and the address of the addressee (收信人), the person or company you are writing to. It is on the left two spaces below the date line. If you know the name and title of the person, you should include them. In addressing an individual in a company, the inside address contains both the individual's name and that of the company. The address should be the same as the one on the envelope.
Courtesy titles are used in business letters. "Mr." "Ms." "Mrs." or a substitute form should never be omitted from the inside address. When writing to a woman always address her as she signs herself. It is considered correct to address a woman "Ms." unless she has signed herself "Mrs."
Esquire or Esq. may be used in addressing prominent attorneys (律师,商务或法律代理人) or other high ranking professional men who do not have other titles. "Esq." always follows the name, seperated from it by a comma. "Mr." does not precede the name when Esquire or Esq. is used. e. g.
Stone, Esq.
"Mr." or "Esq." is used in England for addressing a single man. Other common titles include "Prof", "Dr", "Rev (reverend)", "Hon (honorable)" (used for senators, congressmen, ambassadors, governors, judges, mayors, and heads of government departments), etc.
"Messrs" (Plural form of Mr.) may be used in addressing a firm of men, or men and women, when the name includes a personal element. e.g. Messrs Marvin, Tobin and Smart.
Examples of the inside address:
(1) To an individual in a company
Mr. George F. Moore
Advertising Manager
Price & Patterson
234 Seventh Avenue
New York 5, New York
U.S.A.
(2) To an anonymous official in the company
Sales Manager
Office Systems Pty Ltd
124 Oak Street
Chatswood
NSW 2067
Australia
(3) To a company
Messrs, Kato & Co., Ltd
2 Nichome, Ginza Nishi
Chuo--ku, Tokyo
1.4. The Salutation
The salutation is the greeting to the reader. It should be typed flush (exactly on the same level) with the left margin, the first line two spaces below the last line of the inside address. The most common salutation consists of : Dear plus the recipient's name.
Here are some ways to write the salutation.
Dear Sirs/Gentlemen ---- to a company
Dear Sir ------to a man if you do not know his name
Dear Madam ------to a woman if you do not know her
Dear Mr Smith ------ to a man
Dear Mrs Smith ------ to a married woman
Dear Miss Smith ------ to an unmarried woman
Dear Ms Smith ------ to a married or unmarried woman
Dear John ------- to a friend or someone you know well
As the use of the first name in salutation is an informal practice, it is not recommended for more formal commercial correspondence. We do not, however, use both the first and the last name in the salutation. It is wrong to open a letter with "Dear Mr John" or "Dear Mr John Smith".
Note that Gentlemen, is the American and Dear Sirs, is the British way of opening a letter to a company when you write to a firm, not to a particular person.
1.5. The Body
The body of the letter is the message that the writer has to convey to the recipient. It begins two spaces below the salutation. The body of the letter may consist of one paragraph only, or of as many paragraphs as needed.
There should be margin at least one inch on both sides of the paper, at the top, and at the bottom. If your letter is very short, you should make your margins larger.
There is single space between lines unless the letter is very short. Double spaces are between paragraphs.
When the indented style, or modified block style with indented paragraphs is used, indent the first line of each paragraph five to ten spaces.
1.6. The Closing
The closing ends the letter. The complimentary close is two spaces below the last line of the body. Capitalize only the first word. Begin it slightly to the right of the center of the page, except in full block (完全平头式) and block style (平头式).
There are many ways to write the complimentary close. "Yours sincerely” is most com monly used. "Sincerely" is the most popular complimentary close in America. "Yours faithfully" is British usage in a letter with "Dear Sir" or "Dear Sirs" as salutation.
The way you close a letter depends on how you open it. Notice the following chart, which gives the appropriate complimentary close to use with various salutations.
1.7. Signature
The signature is the signed name or mark of the person who writes the letter or the firm which he or she represents. It is written in ink immediately below the complimentary close. To sign with a rubber stamp is a form of discourtesy.
1.8. Notations (记号, 注释)
A number of notations may be included in commercial correspondence. They are special parts of a letter that supply data for the benefit of the writer or for the information of the addressee, or for the use of them both. Some notations are placed near the top of the letter and some near its bottom.
1.8.1. Reference Numbers (文号)
Reference numbers enable replies to be linked with earlier correspondence and ensure that they reach the right person or department without delay. In British style many letterheads provide spaces for references.
INTERCITY BANK Plc
----------------------------------------------------------------------------------------------------------------------
58 Jalan Thamrin, Jakarta, Indonesia
Telephone 375018 Telex 6756
Mr. S Basuki Your ref:
Jakarta Furnishings Our ref: PL/fh/246
7 Jalan Arjuna
Jakarta
12 January 1987
Dear Mr Basuki
Office furniture
We are expanding our offices in Jakarta and we will need extra desks, lights, chairs and filing cabinets.
Please send us your catalogue with your prices, sizes and colors for these items.
Yours sincerely
(Signature)
PP. Mr Peter Long
Manager
1.8.
2. The Attention Line
The attention line is used when the writer of the letter addressed to a company wishes to get it delivered to the proper department or a particular person.
The attention line always follows the inside address and precedes the salutation, which for such a letter is: Gentlemen or Dear Sirs. It may be typed flush with the left margin, indented five spaces, or centered on the page. It is written either in all capital letters or underlined. 1.8.3. The Subject Line
This special part of a letter is used when the writer wants to magnify the importance of the subject. The subject line always follows the salutation and precedes the body of a letter. It may be typed flush with the left margin indented five spaces, or centered on the page. When both an attention line and a subject line are included in a letter, follow the same typing style for each. The introductory word or phrase (subject or re) is always followed by a colon.
These are notations near the top of the letter. The following are notations near its bottom.
1.8.4. Identification Initials
Identification initials are included on almost all business letters, although they are not required. These initials identify the writer of the letter and the person who typed it. They are mainly for the benefit of the writer and used for administrative purposes. The initials of the signer comes first, in all capital letters, followed by the initials of the typist, seperated either by a slash (/ ) or a colon.
In American style, identification initials are typed flush with the left margin and follow the signature block.
1.8.5. Enclosure
The term----enclosure is self-descriptive. It means the material other than the letter itself is enclosed. A writer who is enclosing anything in the letter should indicate this by using the word enclosure or the abbreviation "En c”or "Encl”. It follows the identification initials.
1.8.6. Carbon Copy
Copies of the letter may be sent to various people, who need to know about the message even though it doesn't pertain to them directly. These may be carbon copies, but most likely they will be photocopied. The notations (标识, 标记) ----Copies to, C (copy), CC (carbon copy), PC (photo- copy), or XC (Xerox copy) designate that others are receiving copies.
1.8.7. “Per Pro” Signature
Per Pro or PP is the abbreviation of per procurationem, which is a Latin phrase denoting agency. Strictly speaking, only the partner is entitled to sign the name of his firm, but for convenience authority to sign is often given to a responsible employee by a document known as a power of attorney, though the authority to sign may also arise from custom.
1.8.8. Postscript (附言)
A postscript (P. S.) is an afterthought, and in formal letter it is usually a sign of poor planning. But as a special advice, it has two legitimate functions.
1/. Some executives, to add a personal touch to their typewritten letter, occasionally add a postscript in pen and ink.
2/. Writers of sales letter often withhold one last convincing argument for emphatic inclusion in a postscript. Example:
P. S. ??? to see you at the Annual Sales Meeting at the Hillside Plaza on January 10.
P. S. I understand the special entertainment is great.
2. Formats or Styles of Business Letters
The term format, or style, refers to the way a message is laid out on a page, and the use of underlining and capital letters for emphasis are tools for producing effective formats.
There are several formats of business letters. The following are common today.
2.1. Full Block Style (完全平头式)
It’s said that the style is the most modern one, for it’s very popular in America, and more and more Englishmen and other Europeans are using this style.
In this style, all parts of the letter are placed flush with the left margin and paragraphs are not indented. There are double spaces between them.
Full block style is popular because it is very effective. You can see from the example that this style saves many keystrokes (击键) because the typist can begin entering the information immediately after pressing the return key to get a new line.
2.2. Block Style (平头式)
In this style, the date and reference are on the right while everything
else is placed flush with the left margin. The paragraphs start at the left margin and there are double spaces between them. It is modem British style.
2.3. Modified Block Style (改良平头式)
In this style, the date and the closing are on the right. All other parts are placed flush with the left margin, and paragraphs may or may not be indented.
2.4. Semi-indented Style or Semi-block Style with Indented Paragraphs (混合式)
It has long been customary to set a letter out in the semi-indented style or the semi-block style with indented paragraphs. Many people regard it as the most attractive of all letter styles. The blocked inside name and address is liked because it is compact and tidy. This style appeals to most readers. They like the indented paragraphing and claim that it makes for easy reading.
Unit 2
Skills for Writing for Establishing
Business Relations
Section 1: How to Write Letters for Establishing Business Relations How to Find New Customers and Establish Business Relations
The development and expansion of a business depends on customers. Needless to say that no customer, no business. The establishment of business relations is the fundamental step in foreign trade and in international exchange because transaction can only be made after the business connections have been set up.
To seek prospective clients and establish business relations is one of the most important measures for a newly established firm or an old one that wishes to expand its market and enlarge its business scope and turnover (营业额，销售额). Usually a firm may approach its new business counterparts(对应或对等的人或物)abroad or obtain necessary information through the following channels: 1.banks; 2. attendance at all kinds of commodities fairs; 3. contact at the exhibitions held at home and abroad; 4. mutual visits by trade groups and delegations; 5. Chambers of Commerce in foreign countries; 6. trade directories(贸易商业目录，工商行名录); 7. Chinese Commercial Counselor’s Office in foreign countries;
8. Business Houses of the same trade(商行，商号). Of all these channels, communication in writing is the most commonly used means for setting
up business relations. But how can you obtain all the necessary information about a new client when you are going to write a letter to establish business relations? Maybe you can seek the help of many sources such as periodicals, advertisements in newspapers, market investigations, self-introduction by merchants themselves, etc.
The Main Content of the Letters for Establishing Business Relations
1) Refer to the ways to obtain the addressee’s name and address
2) Indicate clearly the intention of the letter
3) Introduce the scope of business briefly
4) Express the hope for future business relations
Sample 1: A Letter for Establishing Business Relations
Dear Sirs,
We have your name and address through the introduction of Mr. A.G. TopWorth of Swanson & Bros., of Hamburg, who is one of our old clients. We wish to inform you that we specialize in exporting chinaware and shall be pleased to enter into business relations with you.
If our above desire coincides with yours, please let us know and also keep us informed of your specific enquiries so that we can send our illustrated catalogue and price list for your reference without delay.
In the meantime, we shall appreciate it very much if you will furnish us with the name of your bank prior to the conclusion of an initial transaction between us.
We are looking forward to receiving your first enquiry.
Yours sincerely
Answer the Following Questions
1. What does the writer say in the first paragraph of the message?
2. What does the writer ask the addressee to do?
Words and Phrases
1. client: a person who pays for help or advice or to get some service
e.g. The enquiry agency has a lot of clients.
2. enter into: start upon, begin to take part in
e.g. We have entered into a contract with a firm in America.
3. enquiry: a request for information on the supply of certain goods
e.g. We have received a number of enquiries from our trade connections here for your new products.
4. catalogue: a complete list of articles, usually in alphabetical order and often with descriptions of the articles
e.g. We are enclosing a copy of our catalogue as requested in your letter of January 20.
5. transaction: a piece of business
e.g. We have finally concluded the transaction after so many negotiations.
Sample 2: A Reply to A Letter for Asking to Establish Business Relations Dear Sirs,
With reference to your letter of June 27, we are glad to learn that you wish to enter into trade relations with us, which also meets our interest. To give you a general idea of our products, we are sending you by air a catalogue showing various products being handled by this corporation with detailed specifications and means of packing. Quotations and samples will be sent upon receipt of your specific enquiries.
As we have not had the pleasure of doing business with you in the past, we would like to inform you that our goods for export are to be inspected by the Shanghai Commodity Inspection Bureau before shipment, and necessary certificates in regard to the quality and quantity of the shipment will be provided.
We are looking forward to your early reply.
Yours faithfully
Answer the Following Questions
1. What does the writer say in the first paragraph?
2. What does the writer do in the body of the letter?
Words and Expressions
1. learn: receive instructions, become informed of
e.g. We have learned from our agent in London about your range of electric typewriters.
2. corporation: company
e,g, Her husband works for a very big corporation.
3. shipment: a load of goods sent together
e.g. The shipment is ready, so please open the relevant L/C as soon as possible.
4. handle: use (goods) in business, esp. for sale
e.g. We don’t handle that sort of book.
5. quotation: amount stated as current price of stocks or commodities on sale
e.g. Your quotations for leather jackets are too high to be acceptable. Section 2: Skills for Writing for Asking to Establish Business Relations & Replies
Write Friendly and Helpful Letters
Your first letter to open up a market or enlarge your business scope is very important, because it is known that first impression will count heavily. Letters for establishing business relations must be friendly and helpful. Before you write your opening, it is advisable for you to consider: 1.What are your objectives? 2. Who is your reader? 3. What kind of presentation should you use?
Therefore, the first step is to write down your objective(s) in a simple opening sentence, expressing your desire or interest in having a connection to open up business. The second step is to analyze your reader. In your correspondence, you need to put yourself in the shoes of the people who will be reading your message. Generally speaking, use the language that you think the reader understands clearly. The third step is to select appropriate planned presentation. You can ask yourself: 1. Will the reader welcome your letter? 2. Will the basic message displease your reader? 3. Does your letter request action that your reader is not willing to take?
What to Include in the Letters
This type of letter may also be called a First Enquiry. Generally speaking, this type of letter begins by telling the addressee how his name is known. Then, some general information should be given as to the lines of business being handled. The writer should state simply, clearly and concisely what he can sell or what he expects to buy. The following writing suggestions should be kept in mind:
Opening: Where and from whom you get the new customer.
Body: self introduction (scope, condition and product or commodity), financial position and reference
Closing: wish, hope to keep the relations
I. Conventionalities for Writing for Establishing Business Relations
1) We have your name and address from the Co mmercial Counselor’s Office of your Embassy in Beijing and are now writing to you for the establishment of business relations. 我们从贵国驻京使馆商务参赞处得悉贵公司行名和地址，现特致函与贵公司建立业务关系。
2) We have learned by courtesy of Mr．Greenhow that you are one of the leading importers of Chinese chemicals and pharmaceutics in your country．承蒙格林豪先生介绍，我们得知你们是贵国中国化工产品和药品的主要进口商之一。
3) Your firm has been recommended to us by Bank of China in Beijing. 在北京的中国银行已把贵公司介绍给我们。
4) We have the pleasure of introducing ourselves to you as a
state-operated corporation dealing exclusively in light industrial goods. 我们有幸自荐，我们是一家专营轻工产品的国有公司。
5) We are the chief cigarette packing materials exporter in Austria and are thankful to the Chinese Embassy in Vienna for giving your name. 我们是奥地利主要的香烟原辅材料出口商，并感谢驻维也纳的中国使馆向我们提供了你们的行名。
6) Specializing in the export of Chinese arts & crafts goods, we express our desire to trade with you in this line. 我们专营中国工艺美术品出口，愿与贵方进行交易。
7) We are willing to enter into business relations with your company on
the basis of equality and mutual benefit. 我们愿在平等互利的基础上与贵公司建立业务关系。
8) Being closely connected with reliable suppliers here, we shall be able to do considerable export business with you. 我公司与本地可靠的供应商联系密切，能与贵公司做可观的出口生意。
9) It is hoped that by our joint efforts we can promote business as well as friendship. 希望通过共同努力，我们既可促进贸易又能增进友谊。
10) We look forward to your favorable reply. 等候佳音。
11) We shall be grateful if you would reply at an early date. 敬请早日答复，将不胜感激。
12) Your early reply will be highly appreciated. 如蒙早日答复，将不胜感激。II. Conventionalities for Writing Replies for Establishing Business Relations
1) We learn from your letter of April 1 that you are interested in establishing business relations with us for the purchase of our tools. 我们从贵方四月一日来函获悉，贵方欲购我们工具，愿与我们建立业务关系。
2) Your letter expressing the hope of entering into business connection with us has been received with thanks. 贵方希望与我方建立业务关系的信函已经收悉，特致谢意。
3) With reference to your letter of June 27, we are glad to learn that you wish to enter into trade relations with us, which also meets our interest. 关于贵方六月二十七日来函，我方很高兴获知，贵方欲与我方建立业务关系。此事也和我意。
4) We thank you for your letter offering your services and should like to discuss the possibility of expanding trade with you. 谢谢你方来函表示愿提供服务，我方愿与你方就扩大贸易的可能性进行讨论。
5) We are willing to enter into business relations with your firm on the basis of equality, mutual benefit and exchanging what one has for what one needs. 我们愿在平等互利、互通有无的基础上与贵公司建立业务关系。
6) Your desire to establish direct business relations with us coincides with ours. 贵方欲与我方建立业务关系的愿望与我方不谋而合。
Unit 3
Skills for Writing Status Inquiries and Replies
Section 1: How to Write Status Inquiries & Replies
How to Make Status Inquiries
There are various ways of getting information on the other firms’ financial position, credit, reputation and business methods. Traders may apply to a business friend, banks, chambers of commerce, or enquiry agencies. The information obtained from a bank or from a chamber of
commerce is generally most reliable. It’s often best for traders to get the necessary information from a bank through your own bank.
The Main Content of Status Inquiries & Replies
1) Indicate clearly the intention of the letter
2) Refer to access of the financial enquiry
3) Express thanks for the help
4) Assure the addressee that everything will be kept in confidence. Sample 1: Status Inquiries
Dear Sir,
The Maryland Inc.
The subject company is now offering to represent us in the sale of our Sewing Machines, and has referred us to your bank for detailed information about its credit standing, business capacity and character. We shall appreciate it if you will give us your frank opinion on these points regarding the company.
Any information you may give us will be treated strictly in confidence. We assure you of our reciprocating your courtesy at any time.
Yours respectfully,
Answer the Following Questions
1. What does the writer say in the first paragraph?
2. What promises does the writer make about the information the addressee might give?
Words and Expressions
1. offer: propose
e.g. She offered a few ideas to improve the plan.
2. represent: act in place of... as an agent does
e.g. Do you have anybody represent you in the sale of that product in Europe?
3. refer sb to sb else: ask sb to go to sb else for information
e.g. I am happy to refer you to the following people who can tell you about my work and character.
4. standing: position, status, reputation
e.g. This company’s financial standing is known.
5. credit: trust in one’s integrity in money matters and one’s ability to meet payments when due
e.g. Their credit is good.
Sample 2: Replies to Status Inquiries
Private & Confidential
Dear Sirs
Upon receipt of your letter of 30th October, we made inquiries respecting the firm you mentioned and have obtained the following information:
"Messrs. Willing & Co. made an arrangement with their creditors in December 19... Their liabilities were ￡5,000, with assets ￡4,000. The creditors agreed to a composition of 60p in the pound. A first dividend of 20p was paid after six months and a second dividend of 20p three month later, but nothing further. The business is said to be making no progress at the present time, and we would advise you to exercise extreme caution in your dealings with this firm.”
We have also made independent inquiries respecting the firm, and the result was practically a corroboration of our agent's report.
It would, therefore, appear inadvisable to enter into any credit transaction with these people.
You are welcome to this information free of charge, and we are pleased to have been of service to you in the matter.
Yours sincerely.
Answer the Following Questions
1. What does the writer say in the opening?
2. What does the writer say in the closing?
Words and Expressions
1. arrangement: settlement
e.g. They have made an arrangement with their creditors.
2. liabilities: debts
e.g. Their liabilities are US$1,ooo,ooo.oo. while their assets are less than that sum.
3. dividend: a part payment
e.g. They only get a dividend of 40 pence in the pound.
4. credit: transaction deal on credit
e.g. Do you do credit transactions?
5. free of charge: without being charged
e.g. The sample is free of charge.
Exercise
1. Translate the following letter into Chinese.
Confidential
Dear Sirs
We would like you to enquire into the financial and credit status of a firm in Milan on our behalf.
The firm is Santo Domino & Co., distributors of spare parts for cars. Their bank is the Banco di Italino, of 73 Via Milano. We would like to know their general financial reliability. In particular, their trade with us will involve a sum of USD50,000 initially, and perhaps a monthly credit of USD5,000 will be required.
We should be pleased if you would let us know whether this credit is justified in view of their record in meeting payment dates. Is there a
record of bad debts? We need to know this if we are to extend credit to them.
2. Translate the following letter into English.
先生们：
有关资信情况
8月3日来函收到，贵方要求我们谈谈信中提到的公司资信情况。
我们很高兴有这个机会向你们保证：我们对上述公司信心十足。该公司在本市开业多年，在业务能力和可靠履行职责方面受到高度敬重。
我公司和这家企业业务往来已超过六年，账目款项都是在规定日期及时结清。总的说来，这家公司信誉良好。
我们希望提供的这些信息会对你们有所帮助，并请严加保密。
此致
敬礼
2001年8月21日
Section 2: Skills for Writing Status Inquiries and Replies
How to Write Status Inquiries
Status inquiries are generally headed “Confidential” or “Private and Confidential”. Traders asking for information must remember that they are asking for a favor and therefore should write in polite and appreciative terms. When the information is received, no matter whether it is favorable or unfavorable, a suitable letter of acknowledgement and thanks must be sent. This is no more than common courtesy.
I. Conventionalities for Writing Status Inquiries
1. Will you please be so kind as to furnish us with details, as exact as possible, as to the credit which may be safely allowed to the firm whose name is given on the attached slip. 请你们给我们提供有关所附纸条上注明的公司的信用情况，越准确越好。
2. Messrs. Schneider & Kern have given us your name as a reference respecting their financial standing. Will you please inform us, in confidence, of the extent of their resources and also as to their reputation. Schneider & Kern公司推荐我方向贵方了解他们的金融财务状况。请贵方告知他们的资金财力和信誉情况，一切保密。
3. Any information you can furnish as to their capital and reputation would be greatly valued and treated in confidence by us. 你们能够提供有关他们资金信誉的任何情况，我们都将十分珍视，并保密。
4. We should be glad to know: a) whether they are in the wholesale trade; b) if their financial position is considered strong; c) if they are among leading wholesale firms in your city; d) whether they have the reputation of paying promptly; e) whether they have the reputation of keeping their engagements promptly and fully; f) what credit it would be safe to allow them; g) whether their credit is at all doubtful; h) whether
they appear to have suffered very much from the strike in your district. 我们很乐意了解他们是否经营批发，他们的财务状况是否很好，他们是否是贵市的主要批发商，他们是否付款及时，他们是否及时彻底地守约，他们的信用贷款是否充足，他们的信用是否可靠，他们是否在贵地有工人罢工的麻烦。
5. The firm with whom we intend to deal has referred us to you for particulars respecting their business standing and trustworthiness. 我们将与之进行业务往来的那家商行要我们向贵行了解有关他们的商业地位与信誉。
6. We can assure you any information you may give us will be treated in absolute confidence. 我们可以向你方保证，你方给我们提供的任何信息，我们一定予以绝对保密。
7. We shall most grateful for any information you can obtain for us. 你们若能为我们获得任何情况，我们将不胜感激。
8. Any information you may be able to pass on to us will be treated as confidential. 对你提供的任何资料，我们都予以保密。
9. You may rest assured that any information you may provide will be treated as strictly confidential. 你们尽可放心，对你们提供的任何信息，我们一定予以绝对保密。
II. Conventionalities for Writing Replies to Status Inquiries
1. The Auto Engineering Co., Ltd. you mentioned is a private company run as a family concern by three brothers and was founded 15 years ago. 你们提到的那家汽车工程有限公司是十五年前开设的一家由三兄弟经营的私营家族企业。
2. We have completed our enquiries concerning the firm mentioned in your letter of 4th April and regret that we must advise you to regard their request for credit with caution. 我们已经调查了你方四月四日信中提到的那家商行。遗憾的是我们必须奉劝你方要谨慎对待该行提出的贷款要求。
3. As far as we know, their financial standing is sound. 就我们所知，他们的财务情况良好。
4. The firm you inquire about is one of the most reliable importers in our district and has for many years enjoyed a good reputation among the traders. 你们所问讯的那家商号是我地区一家最可靠的进口商。多年来在同行中享有良好声誉。
5．They are a firm of high reputation and have large financial reserves. 该公司声誉好，资金储备雄厚。
6. We advise you to proceed with every possible caution in dealing with the firm in question. 我们劝你方与该商行进行业务往来时务必谨慎。
7. This information is confidential and is given without any responsibility on our part. 这是一份绝对保密的信息，我们提供这份信息不负任何责任。
8. This information is of course supplied in the strictest confidence. 这份情报是绝对保密的。
9. You are welcome to this information free of charge, and we are pleased to have been of service to you in the matter. 承问讯，这份情报免费提供。在此事中能为你们服务，我们感到高兴。
10. We hope this information would prove of help to you and we
understand that you will treat it as confidential. 我们希望所提供的信息对你们有帮助，并且我们认为你们会对此保密。
11. This is a case in which caution is necessary and we suggest that you make additional enquiries through an agency. We accept your assurance that the information we have given will be treated in strict confidence and regret that we cannot be more helpful. 这种情况需加小心，我们建议你们通过你们代理再做一些咨询调查。我们接受你们将绝对保密的承诺，并对未能帮上多少忙表示歉意。
Unit 4
Skills for Writing Inquiries and Replies
Section 1: How to Write Letters Making Inquiries and Replies
What to Write in Inquiries and Replies
Inquiries are usually made by the buyers to invite a quotation and/or an offer for the goods he wishes to buy or simply to ask for some general information about these goods. Generally a detailed inquiry includes: the name and descriptions of the commodity, quality, quantity, terms of price, terms of payment, terms of shipment, packing methods, etc. When making a simple inquiry, keep it short, brief, reasonable and to the point. Sometimes you need to mention the size of your order, as large orders may obtain a more favorable quotation.
Replies to inquiries need to be prompt and courteous. To an old client, say how much you appreciate it. To a new customer, say you are pleased to receive it and express your hope of a lasting friendly business relationship.
The Main Content of Inquiry Letters
1) Making a brief self-introduction or a brief statement of your purpose for writing
2) Making your specific inquiry
3) Expressing your hope for a reply
Sample 1: Inquiry about Embroidered Linen Products
Dear Sirs,
We are interested in obtaining catalogues and price-lists of your embroidered linen products. In particular, we are interested in table linens of various types, such as tablecloths, napkins, and towels.
Our company, a diversified international business house, is just about to start a new marketing and distribution system in America with embroidered linen products, particularly with customer designed products. To develop this business, we need to know the following items of information:
1. Is it possible to order custom-made goods with our customer logo or name?
2. What is the minimum number of pieces for such an order?
3. How can we see the quality of your products? Can you send us some samples of different designs? If we have to purchase the samples, please let us know of it before you send them to us.
Please also let us know of any questions you may have about this project or our company.
We thank you in advance for all your cooperation in this matter. We greatly appreciate your help in providing answers to our inquiries. Yours faithfully,
Note
1. Our company, a diversified international business house, is just about to start a new marketing and distribution system in America with embroidered linen products, particularly with customer designed products. 本公司是多种经营国际商业公司，正要在美国启动一项新的营销和销售系统，推销亚麻刺绣产品，特别是客户指定产品。a diversified international business house是our company的同位语。
Answer the Following Questions
1. What does the writer write the letter for?
2. How does the writer close this letter?
Words and Expressions
1. business house: business company
e.g. Our company is a very big business house in China.
2. distribution system: selling system
e.g. Their company has built a complete distribution system in our country.
3. designed product: goods designated by customers
e.g. This is their designed product for the Olympic Games.
4. custom-made: made according to customers’ request
e.g. This pair of shoes are custom-made.
5. logo: logotype (标识)
e.g. This letter carries the company’s logo.
The Main Content of Replies to Inquiry Letters
1) Acknowledging receipt of the inquiry letter
2) Giving answer to the specific inquiries or instructing where to find the needed information
3) Giving reasonable explanation if refusing to give an answer to the inquiry
4) Making courteous remarks about keeping good relationship
Sample 2: Reply to Inquiry about Agricultural Cars
March 2, 2000
Dear Sirs,
We have received with pleasure your letter dated March 12, knowing that you are interested in our products and market for agricultural cars. Being in this line of business for many years, we can assure you that our products are of best quality. To acquaint you with the products we handle, we are sending you a copy of our export list showing the main items not mentioned on the list, please don’t hesi tate to let us know. We shall do what we can, upon receipt of your detailed requirements, to get the said items for you.
We are looking forward to your early reply.
Yours faithfully,
Note
1. We have received with pleasure...我们很高兴地收到......(礼貌用语)
2. Being in this line of business for many years, (adverbial) 从事这一行业多年
Answer the Following Questions
1. In what tone is the letter written?
2. Which sentence in the letter gives an introduction to the writer? Words and Expressions
1. of best quality: of superior quality (质量上乘)
e.g. You’ll find that our goods are of best quality.
2. handle: deal in...
e.g. We handle various kinds of goods throughout China.
3. export list: list of export goods (出口产品目录)
e.g. Now we are sending you our export list for your reference.
4. item: a single article or class of articles in a list
e.g. If you are interested in any of the items listed in the list, please let us know.
5. upon receipt of...: when receiving...
e.g. Upon receipt of your order, we will make prompt shipment.
Section 2: Skills for Writing Inquiries and Replies
How to Write Enquiries and Replies
Enquiries should be brief, specific, courteous and reasonable. In return, the answers to enquiries should be prompt, courteous and helpful. In case the goods enquired for are currently out of stock, the supplier should inform the enquirer when they will be available and, by taking this opportunity, introduce some other products as substitutes so as to create
a good impression, which hopefully will result in more business.
I. Conventionalities for Writing Inquiries
1. Thank you very much for your extensive cooperation with us.
2. Thanks for the good relation. We want to hear more information from you.
3. Thanks. We have heard from you about the price of the goods.
4. Glad to inform you we are in demand of the goods.
5. We want to know the varieties and prices of the commodities you’re ready to export. 我们也想知道你方拟出口的商品的种类和价格。
6. We are interested in your men’s shirts displayed in your showroom. 我们对贵方样品展览室里陈列的男式衬衫很感兴趣。
7. Your adverti sement in this month’s issue of China Foreign Trade interests us, and we should like to receive full details of your commodities. 我们对贵方在本月?中国对外贸易?上刊登的广告很感兴趣，现请告知该商品的详细情况。
8. Please send us 5 copies of your latest catalogues at your earliest convenience. 请尽早寄来最新目录五份。
9. We should like to know your terms of trade. 我们想了解贵方各类商品的交易条件。
10. If terms and delivery date are satisfactory, we should expect to place regular orders with you. 如果交易条件和交货日期合意的话，相信我们回定期向贵方定货。
11. The captioned goods are urgently needed, so we wish to receive your proforma invoice by return. 我们急需标题所提到的商品，因此希望尽快收到贵方的形式发票。
12. You are kindly requested to update on the prices and availability for the following products. 敬请将下列产品价格及供货近况告诉我们。
13. Please advise if you are able to offer this product and include lead time, packaging and price FOB China port and CIF Chicago. 请告知贵方是否能供应这种产品，包括订货至交货之间的时间、包装、中国港口离岸价和芝加哥到岸价。
14. As the matter is urgent, we should like to have the reply within this week. 由于情况紧急，我们希望本周内收到回信。
15. We shall be obliged if you will send us some samples with the best terms at your earliest convenience. 如果贵方尽早寄来交易条件优惠的样品，我们将不胜感激。
16. We thank you in advance for all your cooperation in this matter. We greatly appreciate your help in providing answers to our inquiries. 对于贵方对此事的合作，我们预先加以感谢。如果能对我们询价给予答复，我们不胜感激。
17. We should find it most helpful if you could supply samples of the various leather of which the gloves are made. 如果贵方能提供手套制作的皮料样品，我们将不胜感激。
II. Conventionalities for Writing Replies to Inquiries
1. We thank you for your letter offering your services and should like to discuss the possibility of expanding trade with you. 谢谢你方来函表示愿提供服务，我方愿与你方就扩大贸易的可能性进行讨论。
2. Your enquiry of March 27th has been referred to us for attention as we are the exporters of the articles you require. 贵方一月二十七日的询价函已交给我们处理，因为我们是你们所要货物的出口商。
3. It gives us pleasure to send you the catalogues asked for in your letter of April 20th. 我们很高兴给贵方寄去四月二十日来函所要求的产品目录。
4. We have received your inquiry dated August 15, 20003. 我们收到了你们2003年8月15日的询问函。
5. We wish to thank you for your letter of May 20th. 我们对你们五月二十日的信函表示感谢。
6. Please note that we can only accept payment by L/C in our business dealings with the developing countries. 请注意，我们与发展中国家做生意只接受信用证付款方式。
7. Our quotation is subject to 3% discount if your order exceeds stg. 5,000 in value. 如货值超过5,000英镑，可按所报价格给3%回扣。
8. We shall make delivery of the goods upon receipt of your order. 一旦收到贵方订单，我们将立即发货。
9. We hope the samples will reach you in good time and look forward to your order. 愿样品及时送到你公司并盼早日来订单。
10. We were very pleased to receive your letter of August 4. As requested, we enclose our illustrated catalogue. 非常高兴收到你方八月四日来函，现按要求附上我方带插图的目录一份。
11. We thank you for your letter asking for our new catalogue. It is being dispatched to you under separate cover and we hope that you will find many items in it which interest you. 感谢你方来函索要我方新目录单，目录单已另封寄上，希望你方从中得到感兴趣的项目。
12. It is always a pleasure to hear form an old friend again. Yes, we are still making our famous … and we are pleased to tell you that we have been able to improve their quality without any increase in price. 再次收到老朋友的来函，非常高兴。是的，我们仍生产著名的…（产品) 。十分高兴告诉你，我们的货物质量有了提高，而且不提价。
13. We shall give you further details about plumbing and heating supplies in the next few days. 近日内我方将向你方提供有关供热管道系统的进一步细节。
14. As soon as we are able to say anything definite (give you further information) regarding our supply of compressors, we will cable you again. 关于我方提供压缩机一事，一俟我方有进一步消息，即电告你方。