Unit2商务书信格式.ppt

,Unit2LayoutofBusinessLetters,信封,TheLayout,I.TheMainPartsoftheBusinessLetter1.theletterhead信头2.theinsidenameandaddress收信人姓名和地址3.thesalutation称呼4.thebodyoftheletter正文5.thecomplimentaryclose信尾客套话6.thesignature签名,1.TheLetterhead信头-tellingthereaderthenameofthefirmandoftenwhatitmakesorsells1.1Theletterheadcontainsthefollowing:TheaddressofthesenderThedateTheaddressofthereaderThenameofthereaderThesalutation称呼Thesubject事由,*Generallyspeaking,thestationeryofthecompaniesusuallycontains:ThenameofthecompanyTheaddressofthecompanyThetelephonenumber(faxnumber,e-mailaddress,etc.)ofthecompanyTheemblemofthecompany(sometimes),*Companiesusetheirstationery(信纸）forthefollowingadvantages:togivethecustomeragoodimpressiontosavesecretariestimetohaveaconsistentlook1.2Placeoftheletterhead:Theletterheadisusuallycenteredatthetop.Sometimesthenameofthefirmisprintedinthemiddleandotherinformationisgivenontheleftandrightsidesunderthename.Ifyouarewritingonapieceofplainblankpaperwithoutprintedletterhead,youshouldtypetheletterheadontherightcornerofthepaperadoublespaceoverthedateline.,1.3Thedate:Neveromitthedatelinebecauseitplaysaroleofevidenceofanarrangementorcontractincaseofdispute(争论）incourtsoflaw.Ususallytypethedateonthelefthandsideadoublespace（空两行）belowthelastlineoftheletterhead.Typethedateinfullandinoneofthefollowingforms:date-month-year/month-date-year12June1998/June12,1998,2.Theinsidenameandaddress收信人姓名和地址:,Givingthefullname,thetitle,thefullnameofthecompanyandtheaddressofthereaderTheinsidenameandaddressnormallyrequirethreeorfourtypewrittenlines.Alwayswriteboththenamesofthepersonandthecompanytowhomtheletteriswrittenproperly.Placetheinsidenameandaddressflushwiththeleftmarginatleasttwolinesbelowthedateline.Thestyleshouldbegovernedbythestyleoftheletterhead.,Thelogicalorderoftheaddressisasfollows:DonotOmitcountrywhentheletteriswrittentosomeoneinanothercountry.Whenyouknowthenameofthepersontowhomyouarewriting,youshoulduseitwithhisorhertitleinsteadoftheManager.Thewaysinwhichtitlesarewrittenareasfollows:Whentheletteriswrittentosomeoneinhisofficialcapacity,thepositioncanbetypedafterthenamewithacommabeinginsertedbetweenthem.Whenthenameofthereaderholdingapositionisunknown,thefollowingformswillbehelpful:Page2.,3.TheSalutation称呼,Placethesalutationtwotypingspacesbelowthelastlineoftheinsideaddressandtypeflushwiththeleftmargin.Thesalutationmustagreewiththeinsideaddress.Whenwritingtoindividuals,alwaysusetheirnamesifyouknowthem.NeverwriteDearMissorDearMrs.AndMr.,Ms.,Mrs.orMissmustalwaysbefollowedbyaname.UseDearSirsorGentlemenorLadiesandGentlemenwhentwoormorepersonsandallpersonalcompaniesareaddressed.UseDearMadamorDearMesdamestoaddressawomanoralady.NeveruseMadamwithawomansname;AvoidusingSirsaloneandGentlemeninsingularform.,4.Subject/Re事由,PlacethesubjectflushwiththeleftmarginorinthemiddleofthepaperonelinebelowthesalutationThesubjectcanbeomitted,also.Usingasubjectlinewillalertyourreadertothecontentofyourmessageandenablehimorhertodeicidewhethertheletterrequiresimmediateattention.,5.TheBodyoftheLetter,Thebodyoftheletteristhemostimportantpartofanybusinessletterandcontainstheessentialinformation.Thebodyofthelettercustomarilyconsistsofthreeparagraphs.Eachparagraphshouldstartfromtheleftmarginofthepaper.-A.Thefirstparagraphactsasanintroductionoranacknowledgementofthepreviouscorrespondenceifany.-B.Themiddleusuallydiscussesmattersorgivesinformation.-C.Thelastparagraphexpressesahopeorreferstothefutureactioneitherbythewriterorthereader.,6.TheComplimentaryClose,TheComplimentaryCloseendstheletterinapoliteway,consequentlymakinggoodimpressiononthereader.Youcanendyourletterwith:Alwaysplacethecomplimentaryadoublespacebelowthebodyoftheletter,preferablyaligning(使成一行）withthedatelineorconformingtothestyleoftheletterused.Matchthesalutation;,MostEnglishlettersendthefollowingways:Salutationas“DearMr/Mrs/Miss/MsXXX”,closedwith“Yourssincerely”.Salutationas“DearSir/Madam”,closedwith“Yoursfaithfully”.,ComplimentaryClose结尾敬词,7.TheSignature,Signyourlettercustomarilyadoublespacebelowthecomplimentaryclosewiththetypewrittennameunderneath.Fourspacesareallowedforthehandwrittennameofthewriter.Putthewritersjobtitle,nameofthewritersdepartmentordivisioninthecompanyforwhichheworksimmediatelyfollowingthetype-writtenname.Putthecompanysnameeitherimmediatelybelowthecomplimentarycloseinallcapitalletters.Dontputanycourtesytitleforamanbeforethemansnameinthesignaturelinebuttheabbreviationsofhisacademicdegrees.IndicatewhetheryouaremarriedorsingleifyouareawomaneitherbywritingMissorMrs.inparenthesisbeforeyourhandwrittensignatureorbyincludingeitheroftheminyourtypewrittenname.Askyoursecretaryorassistantmanagertosigntheletterifitisdictatedbyyoubutyouhavenotimetosignit.-P.P./pp,Theinitialsofthedictatorandthetypist口述者/打字员姓名缩写,Enclosure(orAttachment),Ifanenclosure(orattachment)accompaniestheletter,anotationtothateffectisplacedtwolinesbelowthereferenceinitials.Thisnotationremindsthetypisttoinserttheenclosureintheenvelope,anditremindsthereadertolookfortheenclosure(orattachment).Thenotationmaybespelledout(Enclosure/Attachment)oritmaybeabbreviated(2Enc./At.)itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309)SeePage6.,CarbonCopyCc/CC抄送,Ifcopiesofabusinessletterhavebeenmadeforotherindividuals,acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused).Acolon（冒号）followingisoptional.MostpeopleprefertousenotationslikeCC,cc,Cc,(allmeancarboncopy).Sincemostcopiesarenowphoto-copied,somepeopleusethenotationXC(xeroxcopy),PC(photocopy),orC(copy).However,ifyoudonotwan