商務(wù)英語寫作The Structure and Style of a Business Letter

1、Chapter 2 The Structure and Style of a Business LetterLearning Objectives nKnow the standard and optional parts of business letters;nDesign and present information in an attractive way.The overview Means of making business letters attractive:nThe quality of letterheaded paper;nThe presentation of th

2、e letter;nThe structure of the letter;nThe language and tone used;The contents1. Parts of Business Letters2. Presentation of Business Letters1. Parts of Business Lettersstandard parts the letterhead the datethe inside address the salutationthe bodythe complimentary close the signatureoptional partst

3、he references the return/senders addressthe attention linethe subject line the enclosure notationthe copy notation the postscript TECHNICAL 1606 Fifth Avenue ESICNS, Seattle WA 99454- NC. 201626-3150July 30, 2005Pacific Resources, Inc. 1160 Bishop Street Honolulu, HI99813Attention Ms. Alicia Chavez,

4、Ladies and GentlemenSUBJECT: OFFICE LETTER STYLELetterheadInside AddressDateAttention lineSalutationSubject LineOur office prefers the block letter style, as shown in this letter Sincerely yours TECHNICAL DESIGNS, INC. Eric Mann Eric Mann, Consultant Community Services DepartmentEM: mef Enc. Intra-c

5、ompany stationery and memorandum formsCC: Ms. Laura Shulte Mr. Andrew Farmer BodyComplimentary CloseOrganization NameSignatureAuthor TitleDepartmentReference InitialsEnclosureCopy Notation(1) The letterhead- (senders address)- a firms personality nIt includes the companys logo, name, address, teleph

6、one and fax numbers, email, and website.Chinatex Mansion, No.19, Jianguomennei Street, Beijing, 100005,ChinaTel: (86mail: W(2)The reference（信件的編號(hào)）-File number, departmental codenCodes assigned to the letter by n(Your ref) 來函 - the recipientn(Our ref) 本函 -sender of the letter.nMakes it

7、easier to file the letter and track it when required.nOur ref本函檔號(hào)nYour ref來函檔號(hào)作者姓名的首字母（大寫）打字員姓名的首字母（大小寫均可） 另： 檔案或部門編號(hào)也可能包括在內(nèi)。nMany letterheads provide spaces for reference. nWhere the letterhead doesnt provide for it, this mark may come (1) before or after the date E.g. Your ref: TT/PP 10 October, 2

8、005 Our ref: MM/QQ Your ref: TT/PP10 October, 2005 Our ref: MM/QQ(2) form as a part of the first paragraph of the reply letter E.g.Dear Sir,Thank you for your letter, reference TT/PP, of 25 December, 2004. (3) be centered above the body letter as a subject heading with an underline.E.g.Dear Sir, You

9、r ref: TT/PPThank you for your letter of 25 December, 2004.(3) The datenBritish (German): day/month/yearnAmerican (other nations): month/day/yearnavoid abbreviations (Jan. 25, 2004) or figures (2/4/2004).nChoose the style of your target reader.(4) The inside address- (recipients) name and addressnDe

10、livery addressprinted or written in the front middle of the envelope.nTo avoid ambiguity, whenever you write letters to a foreign country, always include the name of the country, even if the city mentioned is the countrys capital. Order of the address:a) the name of the houseb) the number of house a

11、nd the name of streetc) the name of city or townd) county or state and its post-codee) name of the country 小 大Example- the inside address10 May, 2010(at the left-hand margin below the date)Mr Douglas CowlesGeneral ManagerCowles Engineering Co. Ltd12 Bracken HillManchesterUK Tips:nPay attention to th

12、e postal service abbreviation for state ( province) and others NYNew York, Pa./Peen Pennsylvania, Ca. California,Vic. Victoria, Que. Quebec MA Massachusetts, Rd. Road, St. Street Ave. Avenue E.g. 234 Commonwealth Ave. Boston MA 23456(5) Attention line(指明收信人)direct the letter to a specific individual

13、 or section of the firm.E.g. Richard Thomas & Baldwins Ltd., 151 Gower Street London, SC7 6DY, England Attention : Mr.CavenFOR THE ATTENTION OF MR JOHN TAYLER, SALES MANAGERnAttention: Import Dept.nAttention of Mr. Standard, General ManagernFor the attention of Mr. J.G. Donna, Sales Manager(6) T

14、he salutation（稱呼）nGreeting to the recipientnMatch to the complimentary closenSee Page 26Courtesy titles used in correspondencenDr. - for one who holds a doctors degree nProf. / Professor - for a professornMessrs - the plural form of Mr. (used only for companies or firms whose name includes a persona

15、l element)n Esq. - for judges, magistrates, barristers in America and for a single person in Britain, following the name and separated from it with a comma, ne.g. John Hayling, Esq.(7) The subject line（主題行）nGist （要點(diǎn)）of the letternCall attention to the reason, relative reference or brief subjectE.g.

16、Re: Your Order No. 1513 Subject: Mens ShirtsOR:Dear Mrs MarshallINTERNATIONAL CONFERENCE24 AUGUST 2011(International Conference24 August 2011)(8) The bodynOne Paragraph contain just one idea or theme, and be concise as it could be. 這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有開頭這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有開頭語語(Opening Sentenc

17、es),自成一節(jié)，在習(xí)慣上是用客自成一節(jié)，在習(xí)慣上是用客套語先將收到對(duì)方的來信的日期、編號(hào)或查號(hào)、主題套語先將收到對(duì)方的來信的日期、編號(hào)或查號(hào)、主題及簡(jiǎn)單內(nèi)容加以綜合敘述，使對(duì)方一目了然這封信是及簡(jiǎn)單內(nèi)容加以綜合敘述，使對(duì)方一目了然這封信是答復(fù)哪一封去信的。答復(fù)哪一封去信的。如果是第一次通信也可以利用開頭語作必要的自我介紹。如果是第一次通信也可以利用開頭語作必要的自我介紹。(9) Complimentary Close n在信的結(jié)尾一般有結(jié)尾語在信的結(jié)尾一般有結(jié)尾語( (The closing The closing Sentences)Sentences), 一般用來總結(jié)本文所談的事項(xiàng)，一般

18、用來總結(jié)本文所談的事項(xiàng)，提示對(duì)受信人的要求，如希望來函或電報(bào)訂提示對(duì)受信人的要求，如希望來函或電報(bào)訂貨、答復(fù)詢問或作必要的聲明等。貨、答復(fù)詢問或作必要的聲明等。n結(jié)束語是一種客套用語結(jié)束語是一種客套用語,它應(yīng)與前面的稱呼它應(yīng)與前面的稱呼相呼應(yīng)相呼應(yīng).結(jié)尾語措辭的變化依據(jù)情況而定，通常有以下幾種： (1)寫給單位、團(tuán)體或不相識(shí)的人的信用： Yours (very) truly, (Very) Truly yours, Yours (very) faithfully, (Very) Faithfully yours, (2) 寫給尊長(zhǎng)上級(jí)的信可用： Yours (very )respectfull

19、y， Yours (very )obediently， Yours gratefully， Yours appreciatively， (3)寫給熟人或朋友的信可用： Yours，Yours ever，Yours fraternally， Yours cordially，Yours devotedly, 也可以將Yours 放在后面。 (4)給親戚或密友的信可用： Yours，Yours ever，Yours affectionately， Yours devoted friend， Lovingly yours， Yours loving son (father，mother，nephew)

20、， (10) The signature and typed-out nameSignature: both written and printed - by the sender.Charles Smith (signed name of sender, in full for business letters no matter how familiar you are with the receiver)Managing Director (position)The International Trade Co. (name of the company) pp / fornOnly t

21、he person who can represent the company is able to sign on behalf of the company. nIf that person is not available, then the person who is given the authority to sign can sign for the company. nIn this case you use pp or for.Example:Yours faithfullyShirley Johnsonpp/ for Edward NathanChairman (pp: p

22、er pro = on behalf of)(11) The enclosure（附件）e.g.Enclosure/ Enc: Price list Enclosures/ Encs: 1. 1 B/L(bill of loading) 2. 1 Photo 3. 1 Certificate (12) The copy（抄送）When copies of the letter are sent to others, type mark “CC/cc/copy” below any enclosure notation at the left margin.e.g.cc/ copy/ CC Mr

23、 Gordon Clarkcc/ copy/ CC Mr Gordon Clark, Accountant (Mr. Gordon Clark is the person who will receive the copies of the letter)bccblind courtesy copy-copy notation is specified on the copy only蒙蔽禮儀拷貝, 作為禮貌給予第三者的檔案拷貝 (在原收件人不知道的情況下), E.g. bcc Mr Gordon Clark bcc Mr Gordon Clark, AccountantShould be i

24、n the copy, not in front of the letterThis field is for the names of anyone that needs a copy of your e-mail without the other people (in the To. and Cc. fields) knowing about it.(13) The postscriptE.g.nP.S I will see you at the Annual Sales Meeting on October 16.nP.S. There is a potential market he

25、re for your new products.nIt should be placed at least two lines below any other notations and flushed with the left margin.(14) The continuation sheet (s)nType 1: Printed continuation sheetsnType 2: Plain white paper of the same quality as the letterheaded paper.nAt the top of the continuation shee

26、t:Page number(Reference)DateRecipients nameTips:n沒必要在上一頁(yè)頁(yè)腳做標(biāo)注。n續(xù)頁(yè)紙至少包括三至四行內(nèi)容和結(jié)尾部分。n盡量在新的一頁(yè)開始新段落。Continuation sheet2LL/ST19 July, 2010Miss Katie Harford HillPlease sign and return one copy of each of these documents and keep the duplicate copies for your reference.You will be excepted to attend an in

27、duction course on your first day at the company.I look forward to meeting you again and hope that you will be very happy in your new post.Yours sincerelyLeonard LeightonPersonnel DirectorEncs xxxxxxCopy Liz Walker, Training Manager2. Presentation of Business LettersnCommon layoutsnFull block form; i

28、ndented form; mixed form.nOpen punctuationnDefinition P33nThe design of the pagewell-balancednuse line spacenFont sizeFull-blocked letter style（完全平頭式）The full-blocked layout style has no indentation. Everything is ranged left.There is no punctuation in the address and after the salutation and the co

29、mplimentary close. Use single space within the paragraph. Use double spaces between paragraphs.This style is widely used today because it is easy to type and therefore efficient. Full-blocked:The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax: April 12 2001China national import

30、 &export corpShanghai ChinaDear sirs Re: new price listThank you for your letter of the 2nd of this monthSincerely yoursThe Eastern Seaboard CorpJames ParrintonVice presidentModified Block Style (改良平頭式）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.LETTERHEAD_ (date)_ (inside address)_(salutation)_(subject line)(body)(complimentary close) _(signature) (enclosure and p.s.)Indented letter styleA traditional British practice.The heading is usually i