英语商业信函的写作格式.ppt

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1、Chapter 5 Structure and Style of Business LettersRichard1/23/2023Standard Parts of Business Letters1.Letterhead2.Date Line3.Inside Address 4.Salutation5.Body6.Complimentary Close7.Signature1/23/2023LetterheadlA business letter is usually typed on printed letterhead paper displaying the name,address,

2、fax and telephone number of the organization sending the letter.It is used only for the first page of a letter.1/23/2023Sample LetterheadlJohn Morris&Co.lOSullivan BuildinglBaltimore,Maryland 10026lUSA1/23/2023Pair-work:write your permanent address and dictate it with your partner lThe dictator shou

3、ld repeat numbers,names so as to confirm them.lWrite them in the right format.lAbbreviation can be used.1/23/2023Date LinelThe date is typed a few lines below the last line of the letterhead.The format of the date line differs from country to country.The common formats are typical American one(Month

4、/Day/Year)and British one(Day/Month/Year).As the date line is a vital part of a business letter,the month written in full is preferred because figures may create confusion.1/23/2023Sample Date Line-Date line consists of the date,month,year.-Two widely accepted styles:June 12,2005 or 20 July,2004-Do

5、not use only figures,i.e.12/6/94,because not all English-speaking people agreeon the order of the date-Place the date on the left margin aligning withinside address(block)or with letterhead(modified)1/23/2023Rewrite the following date line for standard business letters 6/5/9910-9-988 June 2004Oct.28

6、,99jan.13.20051/23/2023Inside AddresslThe address of the organization receiving the letter is typed single-spaced at the left margin.The number of lines left blank between the dateline and the address depends on the size of the body of the letter,the size of type used,and the length of the printed l

7、ines.The address is typed as it will appear on the envelope.1/23/2023Sample Inside AddressDr.David BrownExecutive Vice PresidentSunny Stock,Inc.Salt Lake City,UT 75087U.S.A.1/23/2023Arrange the following information into letterhead or inside address:U.S.A./Ford Motor Company/Dearborn,Michigan 48120/

8、PR Department/13350 Rotunda DriveChina/Beijing 100021/Beijing Metal/President/Lin Fang/East lane/234Canada/Queens rd/No.620-B/Montreal/Top Glassware Group/Import Dept.1/23/2023SalutationlFor most letter styles place the letter greeting or salutation,two lines below the last line of the inside addres

9、s or the attention line(if used).If the letter is addressed to an individual,use that persons courtesy title and last name(Dear Mr.Lanbam).Even if you are on a first-name basis(Dear Leslie),be sure to add a colon(or a comma not a semicolon)after the salutation.Use an individuals full name(Dear Lesli

10、e Lanbam)only when gender is unknown.1/23/2023Sample SalutationlIt is typed flush with left margin(blocked and modified block)lIt is followed by a comma or a colonlIt can omit any punctuation,if so the complimentary needs none.Dear AndyDear Mrs.Breedlove,Ladies and Gentlemen:1/23/2023More Example of

11、 Salutation(1)Dear Sir/Dear Sirs/Gentlemen/Ladies:(to the unknown and very formal)Dear Mr./Mrs/Miss/Ms Johnson:(only surname,semi formal)Dear Messrs/Mmes.Johnson:(2 or moreMen/women with the same surname.)1/23/2023More Example of Salutation(2)Dear Dr.Woods:(professional title used)Dear Customer:(to

12、a group of the same status)Dear Purchasing Agent:(the unknowns professional title)Dear Kim:(first name,very informal)1/23/2023What salutation would you use to address a letter to:a.A company(a new client)b.David J.Lee(businessman with doctorate)c.Candy Lester(unknown marital status)d.A marketing man

13、agere.Mr.Bran Jackson&Mr.Kevin Jacksonf.Mr.Froy Longman&Mrs.Jane Longmang.Persons who are applying for a job vacancy 1/23/2023BodylThis is the actual message of your letter.Most business letters and memorandums are single-spaced with double line spacing between paragraphs.Very short messages may be

14、double-spaced with indented paragraphs.1/23/2023The Body of LetterlGive the reason of writing the letter in the first paragraph.lGive numbers or bullets for paragraphs which contain important information.lIn closing paragraph,show your hope or promise of future action or contact.1/23/2023Complimenta

15、ry CloselTyped two lines below the last line of the letter,the complimentary close may be formal or informal.1/23/2023Sample Complimentary Close lPlace it 2 lines below last line of last paragraph.lIn block format,flush with left marginlIn modified block,align with the date.lFormality of the closing

16、 should be in agreement with salutation such as“Dear Sir”“Gentlemen”Formal:Yours faithfully,Yours truly,Faithfully yours,Semi formal:Sincerely yours,Yours sincerely,Cordially yours,Informal:Sincerely,Best regards,1/23/2023What complimentary close would you use to the salutations:lLadies and Gentleme

17、n:lDear SirslDear Mr.LorganlDear Tom,1/23/2023Signaturelpersonal1/23/2023The Signature and printed namelThere must be signature to show approval of the content of the letterlType full name and title 4-5 lines below complimentary close.lSign your name in the triple space between the two.Yours sincere

18、ly,(your signature)Zhao HuiPersonnel Director 1/23/2023Block-style letter format xxxx(letterhead)June 3,2005(dateline)xxxx(inside address)Dear xx,(salutation)We received your xxxx(body)Yours sincerely(complimentary close)XX(signature)Joe (printed name)1/23/2023Modified-style format xxx datexxxDear x

19、x xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Yours sincerelySignaturePrinted name 1/23/2023Specialized Parts of Business Lettersl(1)Attention Linel(2)Subject Linel(3)Reference Initialsl(4)Author,Title and Departmentl(5)Enclosure Notationl(6)Copy Notation1/23/2023Attention linelAn attention line allows you to

20、send your message officially to an organization but to direct it to a specific individual,officer,or department.However,if you know an individuals complete name,it is always better to use it as the first line of the inside address and avoid an attention line.1/23/2023Sample Attention linelA colon or

21、 dash may or may not follow the word“attention”.e.g.ATTENTION:SALES MANAGER AttentionMarketing Director Attention of Advertising Manager 1/23/2023Subject linelTwo lines below the salutation.l Subject lines often show policy or file numbers.By alerting your reader to the content of your message,you e

22、nable him to decide whether the letter requires immediate attention.1/23/2023Sample Subject linelUnderlined:Sale Contract no.234lCapitalized:SALE CONTRACT NO.234lRe:Late DeliverylSubject:Order No.1232 for Teasets1/23/2023Reference InitialslThe initials of the typist are typed two spaces below the au

23、thors name and title.If the author chooses to include his or her initials in the reference initials line,the authors initials should appear before the typists.1/23/2023Sample Reference InitialslThese initials identify the writer of the letter and the person who typed it.lThe initials of the signer c

24、ome first in capital and followed by typists in lower-case letter.le.g.DLH/nrz DLH:nrz DLH*nrz 1/23/2023Author Title and Department lThe author of the letter needs space to sign his or her name;therefore,three blank lines should be left above the typed name of the author.If short,the authors title o

25、r department may appear on the same line as the authors name.If long,it should be typed immediately below the authors name.1/23/2023Enclosure NotationlIf an enclosure(or attachment)accompanies the letter,a notation to that effect is placed two lines below the reference initials.This notation reminds

26、 the typist to insert the enclosure in the envelope,and it reminds the letter receiver to look for the enclosure(or attachment).1/23/2023Sample Enclosure NotationlThe notation may be spelled out(Enclosure,Attachment),or it may be abbreviated(Enc.,Att.).It may indicate the number of enclosures or att

27、achments,and it may also identify an enclosure specifically(Enclosure:Copy of Invoice 6309).Enclosure:Sale Account Enc.(4)Enclosure(2):Packing list Commodity Inspection Certificate 1/23/2023Copy NotationlWhen the letter is desired to send to others.lThe writer wants the recipient aware of the person

28、s receiving the copy of the letter.l A copy notation is typed one or two lines below the enclosure notation(if used)lCC,cc,Cc(Carbon Copy),XC(Xerox),PC(Photo),C(Copy)1/23/2023Practice!Using the information to prepare the specialized parts needed for the letters below.1.The letter is signed by Mr.Rob

29、ert Ostern and typed by you.2.There are three enclosures:the sales contract,the list of purchase prices,the list of selling prices for the last week.3.A xerox copy of the letter must be sent to the Great Sea Company4.The letter must be sent to the very person,Mr.Dany Brown,the Sales Manager.1/23/202

30、3EmphasisThere are some ways to emphasize a word or an idea.1.Capitalize:Please note the SALES VOLUME.2.Underline:Please note the sales volume.3.Use bold type:Please note the sales volume.1/23/2023Homework:write a letter using the following Chinese information.格式：齐头式格式：齐头式信头：本人名字和地址信头：本人名字和地址封内地址：美国纽约市第封内地址：美国纽约市第50大街大街10号号Harper&Row出版公司出版公司 邮编：邮编：NY10022写信日期：实际日期写信日期：实际日期信文内容：信文内容：o从朋友处看到从朋友处看到成功的商务沟通成功的商务沟通一书。一书。o为提高写作水平欲购一本。为提高写作水平欲购一本。o请出版商尽快告知付款方式请出版商尽快告知付款方式o希望希望9月底收到此书月底收到此书1/23/2023