英文信函格式課件

2023EnglishLetterFormatCoursewareOverviewofEnglishLettersExplanationofEnglishLetterFormatBodyformatandkeypointsLetterAttachmentandEnvelopeFormatExamplesandexercisesofEnglishletterscontents目錄OverviewofEnglishLetters01EnglishlettersareformalorinformalwrittencommunicationsconveyedintheEnglishlanguagetoexpressideas,opinions,oremotions.DefinitionEnglishlettersareanimportantmeansofwrittencommunicationthatallowsindividualstoconveytheirthoughtsandideasinaclear,concise,andorganizedmanner.Theyareusedinvarioussettings,suchasbusiness,academia,andpersonalrelations,toestablishrelationships,conveyinformation,andpersuadeothers.ImportanceTheDefinitionandImportanceofEnglishLettersHeadingTheheadingofanEnglishlettertypicallyincludesthewriter'saddressandthedate.BodyThebodyofthelettercontainsthemainmessageorcontentthatthewriterintendstoconvey.InsideAddressTheinsideaddress,alsoknownastherecipient'saddress,iswrittenontheleftorrighthandsideofthepage.ClosingTheclosingtypicallyincludesapolitephrasesuchas"Sincerely"or"Bestregards,"followedbythewriter'sname.SalutationThesalutationbeginswithagreeting,suchas"Dear"followedbytherecipient'sname.SignatureThesignatureisthewriter'shandwrittensignature,whichprovidesauthenticitytotheletter.TheBasicStructureofEnglishLettersWritingSkillsforEnglishLettersUseformallanguageandtone:Englishlettersshouldbewritteninaformaltonewithpropergrammar,spelling,andpunctuation.Avoidusinginformallanguage,slang,orcontractions.Beconciseandclear:Thecontentofthelettershouldbeclearandconcise,avoidingunnecessarydetailsordigressions.Sticktothemainpointandavoidrepeatinginformation.Useappropriateformatting:FollowthebasicstructureofanEnglishletter,includingproperheading,insideaddress,salutation,body,closing,andsignature.Useappropriatespacing,indentation,andcapitalization.Tailortotherecipient:Considertherecipient'sbackground,interests,andperspectivewhenwritingtheletter.Uselanguageandtonethatareappropriatefortherecipientandthepurposeoftheletter.ExplanationofEnglishLetterFormat02Theletterheadisthetoppartoftheletterthatcontainsthesender'saddressandcontactinformation.Itisusuallyalignedtotheleftorrightandcanbepre-printedonacompany'sstationery.Theletterheadincludesthesender'sname,address,phonenumber,andemailaddress.Insomecases,itmayalsoincludetherecipient'saddress.Thepurposeoftheletterheadistoprovidetherecipientwiththesender'scontactinformationandtoestablishtheletter'sauthenticity.HerearesomepointstorememberabouttheletterheadLetterheadTheletterheadshouldbeclearandeasytoread.Allcontactinformationshouldbeaccurateandup-to-date.Ifpre-printed,itshouldbeprofessionalandmatchthecompany'sbranding.Ifincludingtherecipient'saddress,ensureitiscorrectandcomplete.LetterheadThedateiswrittentwolinesbelowtheletterheadontheleftorright.Itiswritteninaspecificformatthatincludestheday,month,andyear.InBritishEnglish,thedayiswrittenasanumeralfollowedbythemonth'snameinfull,whileinAmericanEnglish,themonthiswrittenasanumeralfollowedbytheday'snameinfull.Theyeariswritteninfull,followedbyacomma.HerearesomeexamplesofhowtowritethedateinbothBritishandAmericanEnglishDateAmericanEnglish:June21,2023Whenwritingthedate,itisimportanttorememberthefollowingpointsBritishEnglish:21stJune2023DateUseeitherBritishorAmericanEnglishformatconsistentlythroughouttheletter.Ensurethedateisaccurateandcorrespondswiththeletter'scontent.Writethedateinaclearandeasy-to-readformat.DateTheinsideaddressiswrittentwolinesbelowthedateontheleftorright.Itincludestherecipient'sfullnameandaddress.Thepurposeoftheinsideaddressistoensurethattheletterreachesitsintendedrecipient.Whenwritingtheinsideaddress,itisimportanttorememberthesepointsInsideAddressWritetherecipient'snameandaddressclearlyandlegibly.Iftherecipient'saddressisnotpre-printedontheletterhead,includeitinfulldetail(e.g.,streetname,city,state/province,zip/postalcode,country).Double-checkthespellingandaccuracyoftheinsideaddresstoavoidanydelaysindelivery.Usetherecipient'scorrecttitle(e.g.,Dr.,Mr.,Mrs.,etc.).InsideAddressBodyformatandkeypoints03GreetingBegintheletterwithanappropriategreeting,suchas"DearSir/Madam"or"ToWhomItMayConcern."Ifyouknowthenameoftherecipient,it'sbesttouseit.FormalityLevelThelevelofformalityinthegreetingdependsontherelationshipbetweenthewriterandtherecipient,aswellasthepurposeoftheletter.SalutationBodyIntroduction:Startthebodyoftheletterwithabriefintroductionofyourselfand/oryourpurposeforwriting.Thishelpstoestablishcontextandengagethereader'sattention.MainPoints:Clearlystatethemainpointsoftheletter,whetherit'stomakearequest,provideinformation,orexpressanopinion.Organizethepointsinalogicalandeasy-to-followmanner.DetailsandExamples:Providerelevantdetailsandexamplestosupportyourmainpoints.Thisaddscredibilityandclaritytoyourmessage.Tone:Maintainapolite,professionaltonethroughouttheletter.Avoidusingconfrontationalorargumentativelanguage,evenifyou'reexpressingdisagreementorcriticism.ClosingSummary:Brieflysummarizethemainpointsoftheletter,emphasizingtheactionyou'dliketherecipienttotake,ifapplicable.CalltoAction:Ifyouwanttherecipienttotakeaspecificaction,clearlystatewhatitisandprovideanynecessarydetailsorinstructions.ClosingPhrase:Endtheletterwithanappropriateclosingphrase,suchas"Sincerely,""Bestregards,"or"Yoursfaithfully."Followthiswithyourfullnameandsignature(ifsendingahardcopy).ContactInformation:Iftherecipientmayneedtocontactyou,considerincludingyourcontactinformation(email,phonenumber,etc.)belowyourname.LetterAttachmentandEnvelopeFormat04DefinitionandPurposeEnclosures,alsoknownasattachments,refertoadditionaldocumentsormaterialsthatareincludedwiththemainletter.Thepurposeofenclosuresistoprovidemoredetailedinformationorsupportthepointsmadeintheletter.TypesofEnclosuresCommontypesofenclosuresincludereports,brochures,resumes,references,andotherrelevantdocuments.Thetypeofenclosuredependsonthepurposeoftheletterandthenatureoftheattachment.EnclosuresFormattingGuidelines:Whenincludingenclosureswithaletter,itisimportanttoproperlyformatthem.Typically,anotationsuchas"Enclosure"or"Attachment"isaddedatthebottomoftheletter,followedbyadescriptionoftheencloseditem.Iftherearemultipleenclosures,theyshouldbelistedindividuallyorasagroup,alongwiththetotalnumberofenclosuresnoted.EnclosuresImportanceofProperAddressing:Properenvelopeaddressingisessentialtoensurethattheletterreachesitsintendedrecipient.Accurateandclearlywrittenaddresseshelppostalservicesdelivertheletterwithoutdelayorerror.EnvelopeAddressingAddressingGuidelines:Whenaddressinganenvelope,itisimportanttoincludetherecipient'sfullname,streetaddress,city,stateorprovince,andpostalorzipcode.Thesender'saddressshouldbewritteninthetoprightcorneroftheenvelope,onlyiftherecipientisunfamiliarwiththesender'saddress.Itisalsorecommendedtodouble-checkthespellingandformattingoftheaddresstoavoidanymistakesorconfusion.EnvelopeAddressingInternationalAddressingConsiderations:Whensendinglettersinternationally,additionalguidelinesshouldbefollowed.Therecipient'scountrynameshouldbeclearlystated,anditisimportanttousethecorrectinternationalpostalformat.Itisadvisabletoresearchthespecificaddressingrequirementsofthedestinationcountrytoensureproperdelivery.EnvelopeAddressingExamplesandexercisesofEnglishletters05BusinessLettertoaClient:Awell-craftedlettertoaclientshouldmaintainaprofessionaltonewhileaddressingtheclient'sneedsandrequests.Itshouldclearlystatethepurposeoftheletterandprovidedetailedinformationabouttheproductorserviceoffered.Thelettershouldclosewithacalltoactionandcontactinformation.ExampledisplayofbusinesslettersBusinessLettertoanEmployeeAlettertoanemployeetypicallycoverstopicsrelatedtoworkperformance,companypolicies,orpersonnelissues.Itshouldbewritteninaformaltoneandclearlyoutlinetheexpectationsandrequirementsoftheemployee.Thelettermayalsoincludepraiseorconstructivecriticism,aswellasanynecessarynextsteps.BusinessLettertoaVendorWhenwritingabusinesslettertoavendor,thefocusshouldbeonestablishingaprofessionalrelationshipandclearlyoutliningthetermsandconditionsofthebusinessagreement.Thelettershouldincludedetailssuchaspaymentterms,deliveryschedules,andanyotherrelevantinformationtoensureasmoothbusinesstransaction.ExampledisplayofbusinesslettersWritingaComplaintLetter:Inthisexercise,studentswillpracticewritingacomplaintlettertoacompanyregardingafaultyproductorpoorser