10.商务社交信函Social Business Letters

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1、Chapter 10 Social Business Letters商务社交信函商务社交信函vSocial life should not be separate from business life.vSocial relations contribute to the success of a business by fostering a warm friendship and developing goodwill between the company and its public.vThe occasions that call for social business letter

2、s are many.vAll such letters must sound sincere, and should avoid any hint of a sales pitch.Writing Suggestions:v1) Four principles: prompt, sincere, concise, direct.v2) Give attention to your relationship to the person whom you are writing, and adjust the tone of your message accordingly.v3) Consid

3、er the circumstances of the occasion that prompts you to write, and limit your comments accordingly.v4) Choose the most appropriate stationery.Contentsv1. Invitations 邀请信/请柬v2. Letters of Thanks 感谢信v3. Letters of Congratulations 祝贺信v4. Letters of Sympathy/Condolence 慰问/吊唁信v5. Letters of Seasonal Gre

4、etings 节日问候信v6. Notice and Announcement 通知和公告1. Invitationsv1.1 Letters of Invitation 邀请信v1.2 Replies to Letters of Invitation 回复v1.3 Invitation Cards 请柬vAn informal invitation resembles a business letter, sometimes keyboarded on executive stationary. Formal invitations generally are printed or engr

5、aved, but many are handwritten on plain white notepaper, especially for smaller groups.vWording should be conversational, while a formal invitation should be less personal, written in the third person and follows the wording and arrangement of the invitation card.vInvitations are written in the dedu

6、ctive pattern and are relatively short.vInvite; offer a reason; give the date, time and place of the gatheringvDear Mr. Milford,vI understand from my friend that you are contemplating making a visit to Canada this year with the intention of promoting further bilateral trade between our countries.vI

7、hope very much that you will find time to visit my country soon. I would like very much to receive you here. I suggest that it would be particularly appropriate for you to visit your country in the near future in view of our mutual efforts to enlarge and diversify our mutual trade. I am looking forw

8、ard to an early opportunity to discuss these matters with you.vWith warm personal regards.vSincerely yours,vRichard1.1 Letters of Invitation:v1) Activity and its purpose 活动及目的v2) Details of the Activity 活动细节v3) Opening and closing time 具体时间v4) Confirmation 请求确认vDear Sirs:vWe hope you can join us for

9、 our Tenth Birthday Party. On March 20 we are celebrating our tenth anniversary of doing business in Shanghai and our move to the new location on Zhongshan Road.vFrom 3:00 p.m. to 5:30 p.m. on March 20 at 110 Zhongshan Road, well arrange continuous informal tours aroud our new premises for the honor

10、ed guests. Our entire staff will be on hand to welcome you and answer any questions you may have. And at 6:30 p.m. that day, a reception followed by a dinner party will be held on the 2nd floor of Yuyuan Hotel nearby. We would like to take this opportunity to gather some of the more important people

11、 who have supported us over the years so that we can express our appreciation to them.vWe do hope you will be able to spare the time to share this happy occasion with us.vSincerely yours, vDear Mr. Jordan, v We are planning a small dinner party in honor of Mr. Liao Yalin, President of this company.

12、The dinner will be held at the Capital Plaza, Beijing from 6:30 p.m. to 8:30 p.m. on Friday, May 20 and dress will be informal business wear.v We hope that you will be able to join us in this opportunity to meet the senior directors of our company. Will you please drop me a note before May 15 to let

13、 me know whether we can expect you then.v Yours sincerely,Invitation (formal and brief)vDear Mr. Yang,v The President and Directors of Far East Trading Co., Ltd. request the pleasure of your company at banquet to be held at Jing Lun Hotel, Beijing at 6:00 p.m. on November 10.v Yours sincerely, v Tho

14、mas Wilson President and Directors of Far East Trading Co., Ltd.1.2 Replies to letters of invitation:1) Accepting invitation: 接受邀请va. Expressing appreciation for the invitationvb. Confirmationv2) Declining invitation: 谢绝邀请va. Thanks for the invitation 感谢邀请vb. Expressing regret 表示遗憾vc. Reasons 陈述理由vd

15、. Good wishes 致以问候Accepting InvitationvDear Mr. Sirs,v I am very delighted to accept your kind invitation to the dinner party in honor of Mr. Liao Yalin, to be held at Capital Plaza on Friday, May 20. It will indeed be an honor to meet the senior directors of your company and I am looking forward to

16、 this opportunity.v Thank you very much for the invitation.v Sincerely yours,Accepting Invitation (formal and brief)vDear Sirs,v Mr. Yang Guansen thanks Mr. Wilson and the Directors for their kind invitation to the banquet to be held at Jing Lun Hotel, at 6:00 p.m. on November 10, and will be please

17、d to attend.v Yours sincerely,v Yang GuansenDeclining InvitationvDear Mr. Frost,v I sincerely appreciate your kind invitation to the luncheon on May 12. It would indeed be a great honor if I could attend. Unfortunately, my schedule in May will not allow me to be present on this occasion. I certainly

18、 hope you will understand.v Thank you again for your invitation.v Yours sincerely,vDear Perty,vHow nice of you to ask me to small late-dinner party on Tuesday, June the 7th. I only wish I could be with you, but unfortunately Tuesday is now my day to work at our bank.vAffectionately yours,vHenryvDear

19、 Mr. Hudson,vI regret very much that, owing to a previous engagement, I cannot have the pleasure of accepting your kind invitation for Sunday next.vVery sincerely yours,Declining Invitation (formal and brief)vDear Sirs,v Mr. Yang Guansen thanks Mr. Wilson and the Directors for their kind invitation

20、to the banquet to be held on November 10, but regrets that he is unable to attend due to a prior engagement.v Yours sincerely,v Yang Guansen1.3 Invitation Cards:v1) People inviting and invited: Director Harry Brown, Mr. and Mrs. Pugh Jonesv2) Expressing Invitation: requests the pleasure of the compa

21、ny of ; invites the pleasure of the company of ; invites you to attend v3) Activity: Reception, Dinner, Cocktail partyv4) Time: on Tuesday, Date, at 7:30 p.m.v5) Place: not Address v6) Directions: Purpose (on the occasion of the inauguration of ; in honor of ); Reply (R.S.V.P. or Regret only); Costu

22、me (Black Tie; Dress: Formal); Others (Please bring this card. / Please present this card at the entrance.)vInvitation cardvMr. and Mrs. Otto Jonesvrequest the pleasure of the company of atv onv atFormal InvitationvThe Local Bank Teller Clubvrequest the pleasure of your companyvat a teavin honor of

23、vNancy Fitzgeraldvon Saturday, May the sixthvat four oclockvsuite 13 of the Howard BuildingvPlease replyFormal InvitationvTo Commemorate the Fiftieth AnniversaryvMr. Huang YivPresident of Lan Tian Motor Co., Ltd.vrequest the pleasure of your companyvat a Cocktail partyvon Wednesday, March 20vat 5:30

24、 - 7:30 p.m.vat the International Clubvto express thanks and appreciationR.S.V.P. Please present this card at the entrance Tel. 68324736 to Orchild Room in the ClubPersonal Formal InvitationvMr. and Mrs. John Smithvrequest the pleasure of the company ofvMr. and Mrs. Barry Greenvat dinner on Monday,

25、the fourth of Aprilvat eight oclockv8106 Keats RoadvR.S.V.PFormal AcceptancevMr. William Sregoryvaccepts with pleasure vthe kind invitation ofvthe Local Bank Tellers ClubvSaturday, May the sixthvat four oclockvsuite 13 of the Howard BuildingFormal RefusalvMr. and Mrs. Barry Greenvregret that a previ

26、ous engagementvprevents their acceptingvthe kind invitation to dinner at the home of Mr. and Mrs. John Smith on Monday, the fourth of AprilCommonly Used Sentences in Letters of Invitationv1) I think it would be an excellent idea if we could get together while you are in town for the seminar and exch

27、ange ideas privately.v2) We are planning to celebrate the first business year of our company in China and shall be honored to have you as our guest, if you can manage it.v3) We shall be glad if you will join us at a quiet dinner at Park Hotel next Saturday evening at half past six.v4) Mr. Zhu Lufang

28、, Vice President of ABC Company request the pleasure of your company at a cocktail party to bid farewell to Mr. and Mrs. David Cook on Saturday, August 18, at 7:00 p.m. at v5) I am much pleased to accept your kind invitation to dine with you on Saturday evening at seven oclock.v6) Miss Jane Black th

29、anks Mr. and Mrs. Li Hua for their kind invitation to a cocktail party on 9th March and is delighted to accept it.v7) I sincerely regret that owing to a previous engagement I am obliged to decline your kind invitation to dinner next Saturday.v8) Mr. Liu Lu regrets that he will not be able to attend

30、the reception in Tian Yuan Hotel on Friday, July 25th, 2004.v9) Unfortunately, the pressure of urgent business will not allow me to be present on this festive occasion.Exercise：Put the following into English.v李平先生：v 为庆祝本公司成立60周年，兹定于2008年12月31日（星期六）晚8：30至10：30在东方大厦举行招待会。v敬请光临。v ABC公司2. Letters of Tha

31、nks v A thank-you letter goes beyond simply thanking the receiver for being kind; it notes the consideration, the extra effort and the kindness extended.vContent:v1) Expressing appreciation (a statement of thanks) 表达感谢vI am writing to thank you for vThank you very much for vPlease accept my sincere

32、appreciation for v2) Describing feelings (be specific and reflects a sincere feeling of gratitude)具体感受vI enjoyed the short stay at your home which is both delightful and memorable.vOur trip to Canada was very much enhanced by your kind arrangements and hospitality.vThe clock you presented to me will

33、 serve as a daily reminder of your hospitality during our stay, as well as of the friendship between us.v3) Expressing Good Wishes and Reciprocation (a positive and genuine statement)良好祝愿，期望回报vI look forward to the chance to reciprocate your kindness when you come to Beijing next time.vOur best wish

34、es and warmest regards.vI look forward to meeting you again.For HospitalityvDear Mr. Jones:vBack now in my own country, I wish to thank you most warmly for your excellent hospitality extended to myself and my colleagues. The opportunity to meet yourself and your Directors is something I had long loo

35、ked forward to, and I can only hope that one day I may be able to receive a visit here from you.vI very much appreciated your kindness and that of your colleagues in showing me around the new plant and introducing to us your production line.vThank you again on behalf of us all.vSincerely yours,For H

36、ospitalityvDear Mr. Darwin:vI appreciate your kindness in sparing your valuable time for me during my recent visit to Ottawa. It was indeed a rewarding and enjoyable meeting. I hope our cooperation in Canadian market will bring about the desired results.vAgain, thank you for the hospitality. I look

37、forward to meeting you soon.vVery Sincerely yours,For HospitalityvDear Mr. and Mrs. Erickson:vIt was a kind thought to ask me to stay at your home during my recent visit to London. I cannot tell you how much I enjoyed it. Thank you both very much indeed. I shall long remember the warm welcome you ga

38、ve me and the friendly, cheerful atmosphere of your home.vIf ever you come to Beijing, I hope you will not fail to let me know, for my wife and I would very much welcome the opportunity of having you with us .vYours Sincerely,For HospitalityvDear Mrs. Simpson:vThank you very much for all the trouble

39、 you and your staff went to during my visit to your plant. The tour and the subsequent discussions with you and your staff were extremely informative. This trip has not only given me a better understanding of your strict quality control system, but also enhanced my confidence in cooperating with you

40、 .vI would like to ask you to convey my appreciation to every one of your staff and look forward to your coming visit to Wuhan.vYours Sincerely,For a GiftvDear Barbara,vI was pleased to receive the Old World maps you so thoughtfully sent me. They are going to be framed for my office and will look ve

41、ry handsome with the new mahogany paneling.vThank you for your thoughtfulness. The next time you visit us, you can see to what good use I am putting your gift.vCordially,For a GiftvDear Mr. Ross,vYour delightful gift arrived this morning, and I must thank you very much indeed for it. It is good of y

42、ou to think of me, and you could not have chosen anything that would have given me more pleasure. I have put it into use right away, and have already have some pleasant hours out of it.vOnce again, many thanks.vCordially,For Business ReferralsvDear Bill,vThanks for telling Joe Ferris of ABC Company

43、how pleased you are with the computer system we installed for your company. He called me last week, and we met today to discuss the possibility of installing a similar system at ABC.vI certainly appreciate your referring a new business prospect our way. If at any time we can help you in a similar wa

44、y, we will do so.vSincerely yours,For Prompt Settlement of AccountsvDear Mr. Willson,vI must write to you to say how much we appreciate the promptness with which you settled your accounts with us during the past year, especially as a number of them have been for very large sums.v It has been of grea

45、t help to us at a time when we ourselves have been faced with heavy commitments connected with the expansion of our business. vWe hope you will continue to give us the opportunity to serve you.vYours sincerely,For Many OrdersvDear Mrs. Wheeler,vThis is just a note to express our sincere thanks to yo

46、u for the many orders you have placed with us during the past year.vWe hope that this year has been a most successful one for you personally - and for Wheelers Garden Shop. Please accept our sincere best wishes for a happy and prosperous New Year.vCordially yours,Commonly Used Sentences in Letters o

47、f Thanksv1) Thank you for opening a new account with Bank of South America. It is a pleasure to serve you, and we look forward to a long and cordial relationship.v2) I am writing to you personally just to say how very much I appreciate the warm welcome you extended to our Mr. Wu Yong when he visited

48、 your town last week.v3) This is just a note to say “Thank you” for your support over the past year and to tell you how much we appreciate having you for a customer.v4) I am particularly grateful to you for having taken time out of your busy schedules to meet me.v5) It was thoughtful of you to send

49、me such a wonderful gift.v6) I wish to thank you mostly for the many courtesies extended to me during my brief visit to London.v7) Many thanks for your most useful letter of March 14 and the material sent to me separately. All the material will be invaluable to me in preparing my book.v8) This is to

50、 thank you once again for so kindly making your plant available to our team of visiting engineers. I know they were very impressed with your works, as well as by the hospitality shown to them.v9) My wife and I wish to thank you and your husband for the delightful evening at your home. It was most ki

51、nd of you to ask us and we enjoyed every minute of it.v10) May I thank you most heartily on behalf of my Board of Directors, for your good wishes on the occasion of the 50th anniversary of our company?v11) I sincerely appreciate your warm congratulatory message on the completion of our new port faci

52、lity.v12) Thank you very much for the sympathy and kindness and your kind offer of help.Exercise：Rearrangement for a letter of thanks.v1. Dear Mr. Karl,v2. We have always valued the happy working relationship.v3. how much we appreciate the unusually large order you placed with us yesterday,v4. I jus

53、t want to write to you personally to say and to thank you for your continued confidence in us.v5. Yours sincerely,v6. and shall do our best to maintain it.v7. Believe me, it is a great pleasure to serve you again.v8. that has existed over so many years between our two firms,3. Letters of Congratulat

54、ions vBuild goodwill by stroking the readers ego: everyone likes to have accomplishments acknowledged.vThe occasions for congratulatory messages are numerous: promotions, appointments, elections; achievements, awards, honors; marriages and birth; anniversaries and retirements.vMust be sincere and en

55、thusiastic, contain personal remarks or references. Usually brief and prompt.Content:v1) Happiness at the news 高兴心情vI was delighted to hear that vI was very pleased to learn that vIt was indeed gratifying to receive the news that vIt was a great pleasure to hear of vI was overjoyed to learn that v2)

56、 Expressing congratulations 表达祝贺表达祝贺vI would like to extend my warmest congratulations to you.vMy colleagues join me in sending you our warmest congratulations.vPlease accept our heartfelt congratulations on your v3) Expressing praise or confidence 赞扬赞扬和信任和信任vWe believe that your advancement properl

57、y reflects the quality and diligence that has characterized your work in every area.vI know that your enthusiasm and experience in your work are the very qualities that are needed for this important position.v4) Expressing good wishes for the future 未来未来祝愿祝愿vI wish you every success in your future c

58、areer.vBest wishes for your continued success.vWe look forward to an even closer association in the future.vIt is hoped that the relationship between our two firms can be further expanded.vOur very best wishes for continued success in your new position.vMay your success be continued and look forward

59、 to closer cooperation between us.Promotion of Business AcquaintancevDear Russ, vI was pleased to hear that you have been promoted to sales manager of Simon & Dumn Enterprises. Congratulations! Simon & Dumn is certainly fortunate to have such a dynamic and hardworking person in charge of its marketi

60、ng operations.vIf ever I can be of assistance to you in making contacts on the West Coast, please let me know.vSincerely,vDear Mr. Thomas:vIt was great pleasure to hear of your election to General Manager of your company.vI would like to extend my warmest congratulations to you on this well-deserved

61、 recognition of your ability. We look forward to the continuing growth of your company under your enlightened leadership.vIt is hoped that the relationship between our two firms can be further expanded.vSincerely yours,vDear Mr. Dale:vAll of us at Wantons were delighted to hear of your recent promot

62、ion to General Manager of Johnson Corporation. This is indeed excellent news and my associates and I want to join your many friends in extending our congratulations.vWe know from our past experience that you will do an excellent job and you may count on our cooperation and assistance at all times.vO

63、ur very best wishes for continued success in your new position.vSincerely yours,vDear Meg:vI was delighted to see in yesterdays Times the story about your promotion to Chief Engineer at the Continental Mining Company. I know that you earned the promotion through years of hard work, and Continental c

64、ertainly picked the right person for the job.vIt is always a pleasure to see someones true ability win recognition. Congratulations and best wishes for continued success.vCordially,Business SuccessvDear Mr. Hunter,vAll of us at Da Hua International Trade Company congratulate you at Bens Company on y

65、our 30 years of business enterprise.vWe have been following your growth with considerable interest. It is quite an accomplishment for a firm to change and grow with the times as yours has. Your success is well recognized and truly impressive. I only hope we can adjust to changing times with as much

66、flexibility in our field of business.vAlthough we have been associated with you for only five years, we have found those five years to be helpful and profitable to us.vMay your success be continued and look forward to closer cooperation between us.vSincerely,vDear Mr. Stockstill:vPlease accept our warmest congratulations on the opening of your Beijing Office. The expansion of your business in China is truly impressive and your commitment to Chinese market is encouraging. We at Wan Ke Internation