商務函電 Chapter 2 - Contents and Writing Style教材

Chapter2

ComponentsofaBusinessLetter6/9/20241ComponentsofaBusinessLetter

1.letterHead信頭2.Ref.No.參考號3.Date日期4.InsideAddress封內地址5.

AttentionLine經辦人6.Salutation稱呼7.Subject事由8.Body正文9.ComplimentaryClose結尾敬語10.Signature簽名11.Enclosure附件12.CarbonCopy抄送

6/9/202426/9/202436/9/20244TheComponentsofaBusinessLetterTheEssentialParts:Theletterhead&date

信頭&日期2.Insidenameandaddress

收信人名稱地址3.Thesalutation稱呼4.Thebodyoftheletter

正文5.Thecomplimentaryclose結尾敬語6.Thesignature落款TheOptionalParts:7.Thereferenceline

參考號8.Theattentionline經辦人9.Thesubjectheading事由10.Theenclosure

附件11.TheC.C.line

抄送12.Theidentificationinitials

識別記號13.TheN.B.andP.S.notations

附言6/9/202451)Letterhead&DateContent:thecompany’sname,address,postcode,telephonenumber,faxnumber,emailaddress,website,theaddressesofbranches,alogoofthecompanyPosition:inthecenterorontheleft/rightmarginatthetopofthepaperComponentsofaBusinessLetter

1.TheEssentialParts6/9/20246ComponentsofaBusinessLetter

1.TheEssentialParts

DateFormsofExpression:1.B.E->day/month/yearE.g.12thOctober,2006or12October,20062.A.E->month/day/year

E.g.October12,2006避免月份用數(shù)字，如12/10/20066/9/202472)InsidenameandAddressDetails:nameofthepersonaddressed;titleofthepersonaddressed;nameoforganization;streetnumberandname;city;state/province;postalcode;countryofdestination.Position:attheleft-handmarginatleasttwolinesbelowthedateE.g.Dr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.ComponentsofaBusinessLetter

1.TheEssentialParts6/9/202483)TheSalutationTypicalways:①Traditionalsalutationis“Dear”followedbythereader’stitleandlastname:DearMr.Henry,DearProfessorJohnson,DearDr.White②Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:DearSir,DearMadam,DearSirorMadam,

DearTechnicalDirector,DearPurchasingAgent③Whenaddressingagroupofpeople,useoneofthefollowingsalutations:LadiesandGentlemen:DearSirsorMadams,Gentlemen:／DearSirs,(ifallthereadersaremale)Ladies:／DearMadams,(ifallthereadersarefemale)ComponentsofaBusinessLetter

1.TheEssentialParts6/9/202493)TheSalutationPosition:theleftmarginandtwo-fourlinesbelowtheinsideaddressSalutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.ComponentsofaBusinessLetter

1.TheEssentialParts6/9/2024104)BodyofaletterBeforeyoubegintowrite,youmustfirstofallconsiderthefollowingtwopoints:

A.Whatisyouraiminwritingthisletter?B.Whatisthebestwaytogoaboutit?Thebodyofabusinesslettertypicallyhasthreeparagraphs:

I.IntroductoryparagraphII.MiddleparagraphsIII.ConcludingparagraphComponentsofaBusinessLetter

1.TheEssentialParts6/9/202411ComponentsofaBusinessLetter

1.TheEssentialParts5)ComplimentaryCloseAbasicrule:matchthesalutationDifferentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresserandtheaddressee:□Formal□LessFormalCapitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.6/9/202412ComponentsofaBusinessLetter

1.TheEssentialParts□FormalDearSir(s),Gentlemen:,DearMadam,DearMesdames,Yourstruly／faithfully／respectfully;Truly／Faithfully／Respectfullyyours,

Yoursverytruly,□LessFormal

─usedbetweenpersonsknowntoeachother

DearMr.Henry,(:)DearJohn,

Yourssincerely,Sincerelyyours,Bestregards,Yourscordially,

6/9/2024136)TheSignatureAlwayssignyourletterbyhand.Thetypewrittensignatureandthetitlearetypedbelowthehandwritingsignature.

E.g.1E.g.2Yourssincerely,(Yoursignature)MissXiaoyingLiPurchasingManager

ComponentsofaBusinessLetter

1.TheEssentialParts6/9/202414ComponentsofaBusinessLetter

1.TheEssentialPartsE.g.3

Yourssincerely,(P.P.／

PerPro.／

For/By)THEINTERNATIONALTRADECO.(signed)

CharlesSmith

ManagingDirector(Thenameofthecompanyincapitals)

(Typethenameofthesigner)

(Thepositionofthesigner)6/9/2024151)ReferenceFunction:forfilePosition:belowtheletterheadYourref.／

Ourref.Structure:afilenumber,departmentalcode,theinitialsofthesignerorthetypistComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024162)AttentionLineDetail:Attention:/Attentionof/Fortheattentionof/AttentionPosition:followstheinsideaddressE.g.RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

Attention:Mr.CaveorAttentionofPurchasingManagerComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024173)SubjectLinePosition:attheleftmarginorinthecenter，twoline-spacingbelowthesalutationMeaning:tellswhattheletterisabout4basicexpression:Subject:/Re:/‥‥/SUBJECT:E.g.RE:BASICPRINCIPLESFORCOMMUNICATIONSubject:ReplacementofOrderNo.0065LATEDELIVERYUNDERCONTRACTCT1096ComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024184)Enclosure1.Position:attheleftmargin2.Somecommonlyacceptedmethodsforindicatingenclosuresarelistedbelow:Enclosure:PriceListEnl:……Enc.(4)orEncl.(4)Encl.:AsstatedEnclosures(4):PackingList,CommodityInspectionCertificate,SalesConfirmation,InsuranceCertificateComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024195)CopyNotation1.Expressions:CopytoMr.Coopercc:Mr.CooperccMr.Cooperc/cMr.CooperCopiestoMr.Cooper,AlanSmith

2.BCC:blindcarboncopies3.Position:attheleftmarginComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024206)Theidentificationinitials

1.Theseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesigner(inalluppercasecharacters)/theinitialsofthetypistTheinitialsofthesigner(inalluppercasecharacters)/theinitialsofthedictator/theinitialsofthetypist

簽名者/承辦者/打字者2.Theyareusuallyplacedflushwiththeleftmarginandfollowthesignaturesection.ComponentsofaBusinessLetter

2.TheOptionalParts6/9/2024217)TheN.B.andP.S.notationsTheN.B(Nota

Bene)andP.S.(postscript)arebothusedtoemphasizeaspecialpointtowhichthewritero