实用外贸英语函电.ppt

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1、实用外贸英语函电实用外贸英语函电Practical English for Foreign Trade Communication李梅0555-3218998Unit Two The Structure and Layout of a Business English Letter商务英语书信格式1、The Structure of a Business Letter(书信结构)A business letter consist of the following parts：1)Letterhead(信头)the writers companyPrinted letterhead is pri

2、nted in the center or on the left margin at the top of the page When writing on blank paper,only adress should be at the right margin.1）Letterhead(信头)e.g.Weavewell Woolen Co.Ltd 246 Victoria Street London E.C.4,England Tel.01-1377-432 Telex:9876548 Cable add:WEAVEWELL,London 1）Letterhead(信头)e.g.The

3、Eastern Seaboard Corporation 324 Park Avenue New York,New York 10017Tel.225-2780 Cable add:EASTSEA Telex:2227112）Reference Number(发文编号)It is often placed two lines below the the letterhead.In some incoming letters you may find it at the end of letter on the left margin,two lines below the signature.

4、It may include a file number,departmental code or initials of the signer of the letter to be followed by the typists initials in the following fashions:2）Reference Number(发文编号)e.g.A.Our ref:234 GW/gp(in an incoming letter)B.Your ref:234 GW/gpOur ref 456 JS/lb(in the reply to the incoming letter)3)Da

5、te(日期)The postion of the date below the letterhead(either on the right or on the left)depends on the style you decide to use.Different ways of writing the date:August 3,2002American form 3rd August,2002British form Easy to cause some confusion like 3/8/2002 or 8/3/2002,so youd better not abbreviate

6、the name of the month 4）Inside Name and Address(封内名称和地址)The name and adress of the receiver is typed at the left-hand margin at least two lines below the date.It appears exactly the same way as on the envelope,in single spacing,with the town in capital letters.When the receiver is a copmpany,the ins

7、ide name and address should be written as the following:4）Inside Name and Address(封内名称和地址)e.g.(1)The Space Engineering Co.Ltd.32,Duck Street LONDON N.W.4 England(2)Messrs.Harrison&Co.501 Mountain Place ANYTOWN4）Inside Name and Address(封内名称和地址)When the receiver is an individial in a company,persons n

8、ame should be preceded by courtesy titleMr Messrs Mrs Miss Ms He or his position director,manager,etc.somentimes is also given:e.g.Ms.Sarah Davis Sales Manager The Acme Shoe Co.Ltd.369 Piccadilly LONDON,WIN CBE UK If the letter is addressed to the company but directed to the attention of an individu

9、al,the inside adress is written:e.g.Richard Thoms&Baldwins Ltd.150 Gower Street LONDON W.1.England ATTN:Mr.John Smith.The Sales Manager (ATTN=ATTENTION=For the attention of)4）Inside Name and Address(封内名称和地址)5)The Salutation(称呼)The salutation and the complimentary must always be in keeping The paticu

10、lar form used depengs on the writers relationship with the receiver.Dear sir(Dear Madam)is used for addressing one person,and Dear Sirs or Gentlemen(or Mesdames)for addressing two or more,as where a letter is addressed to a copmany.5)The Salutation(称呼)The salutation appears on a line by itself.Three

11、 line-spacings below the inside name and adress,and followed by a comma for Dear Sirs and a colon for Gentlemen.6）the Subject Line(事由标题)Two lines below the salutationEither at the left margin or in the center It helps the reader to obtain quickly the gist of the letter.Be aslo useful as a guide for

12、filing.e.g.(1)Re:Sewing Machines(2)Subject:Our contract No.2345.Your L/C No.3456;(3)Sewing Machines.7)The Body of the Letter(信的正文)The body of a business letter should begin two lines below the subject line.There is one,at least two lines below the salutation if there is no subject line.It contains:T

13、he opening sentence(开头语)The actual messeage of the letterThe closing sentence(结束语)8）the Complimentary Close(结尾敬语)It is placed two or four lines below the last line of the body of the letter.It should match the salutation.8）the Complimentary Close(结尾敬语)Salutation CloseCommentDear Sir(s),Dear Madam,De

14、ar MesdamesYours faithfully(or:Faithfully yours)Formalvery commonly used in BritainGentimen:Dear Sir,Dear Madam,Dear MesdamesYours truly(or:Truly yours)Very commonly used in America and CanadaDear Mr.Henry,(:)Yours sincerely(or:Sincerely yours)Informalused between persons known to each other9)The Si

15、gnature(签名)A letter should be signed by hand,and in ink,and followed by the persons name typed so that the name is legible to the reader,then followed by his job title or position.The following are examples of different ways of signing a business letter:9)The Signature(签名)（1）An official signing for

16、his company:Yours faithfully THE OVERSEAS CO.,LTD (Signature)W.Black General Manager10)The Reference Notation(经办人代号)The notation is typed two spaces below the signature,and shows only the initials of the typist.11)Enclosure Notatation(附件)At least two lines below the reference initials.e.g.Enclosures

17、(3)Encl.3catalogues Encl.1 invoice Encls:as stated12)Carbon Copy(抄送)When copies of the letter are sent to others,type c.c.below any enclosure notation at the left margin.e.g.c.c.Mr.J.Cooper (Mr.J.Cooper is the person who will receive the copies of the letter)13)postscript(附言)Draw the readers attenti

18、on to a point which the writer wants to emphasize.It should be placed at least two lines below any other notations and flushed with the left margin.e.g.p40The Layout of a Business Letter(书信格式)1)The Basic Format of a Business Letter:Letterhead(信头)Ref.No.(发文编号)Date（日期）Inside Name and Address（封内名称和地址）S

19、alutation(称呼)Subject Line(事由标题)Body of the letter Complimentary Close(结尾敬语)Signature（签名）Reference Notation（经办人代号）Enclosure Notation（附件）Carbon Copy（抄送）Postscript（附言）2)Letter StylesInsdented Style(缩行式)Full Block Style(完全平头式)Modified Block Style(改良平头式)Semiblock Style with Insdented Paragraphs(混合式)Addressing the Envelope（信封写法）1）The Common FormIndented StyleBlock Style