信封和信件格式.doc

Practical Business Writing In EnglishMain Parts of This Course Business Letter Writing: envelop, enquiry & reply, offer & counteroffer, order & acknowledgement, paymentBusiness Contract/AgreementMemo WritingBusiness Report WritingResume & Letter of Application Listening PracticeSummarize the main idea of this article.Chapter 1 Business Letter Writing Addressing envelopes 信封的写法 Business Envelopes ordinarily have the return address printed in the upper left corner. The receivers name and address should be typed about half way down the envelope.The postmark or stamps should be placed in the up right-hand corner, while the bottom left-hand corner is for post notations such as “Confidential”, “Secret”, “Printed Matter”，etc. China National Chemicals StampImport & Export Co.BeijingChina Mr. John Smith C / O Overseas Trading Co. 153 Market Street London By Airmail Registeredn Useful ExpressionsGeneral Delivery 平信Registered 挂号信Express 快件Urgent (Immediate) 急件Air mail 航空邮件Via Air Mail Registered 航空挂号信Private 私信Personal 亲启Printed Matter 印刷品Book Post 图书邮件Manuscripts 稿件Top Secret 绝密件Confidential 机密Photographs: Please Do Not Bend 照片，请勿折叠 Mr. John Smith Politeness of Mr. Li Wang请人代为转交书信时，把转交人的名字写在收信人名字的下面，前面要加上Politeness of (or By Kindness of, Through the Courtesy of, Per Kindness of, Forwarded by, PER Favor of, By Favor of, With Favor of, Favored by)n 地址书写顺序NameTitle (position or department)Company nameStreet addressTownCounty (or province)Countryn Basic Structure 必选：LetterheadDateInside name and addressSalutationBodyComplimentary CloseSignature 可选：Ref. No Attention lineSubject lineEnclosure NotationCarbon CopyPostscriptn Standard Parts of a Business Letter 1、 Letterhead 信头指发信人的姓名（单位名称）、地址和日期，一般公函或商业信函的信纸上都印有单位或公司的名称、地址、电话号码等(通常印在信纸的正中部分或左边部分)，因此就只需在信头下面的右边写上写信日期就可以了。如信纸上没有打印信头，则可将信头写在信纸的右上角。 英文地址的写法与中文完全不同，地址的名称按从小到大的顺序：第一行写门牌号码和街名(full street address)；第二行写县county、市city、省province、州state、邮编zip code、国名country；然后再写日期date。标点符号一般在每一行的末尾都不用，但在每一行的之间，该用的还要用，例如在写日期的时候。 Letterhead 信头:Chiwan Petroleum Supply BaseChiwan, Shenzhen, ChinaTel: (0755) 22222222Telex: 446834 AAOTS CNFax: (0755)23444444E-mail: n Standard Parts of a Business Letter 2、date 日期书信必须注明写信日期，日期的位置要看信文的长短和所采用的书信格式。通常是写在左边或右边信头下面两行的位置。常用日期书写式样： August 3, 2009（英式）；3 August, 2009（美式）注：1、表示日期的单词要写完整：eg: December for Dec. ；2、不要用数字来写日期：eg: 10/2/2009 ()3、 Reference Number 发文编号发文编号是为了便于书信的归档，因此，一定要醒目。通常放在信头下面、左边两行的显眼位置。有的发文编号只包括号码，有的只包括写信人以及打字人的代号，有的包括了前三者。复信时，应标明来文号，以便收信人查阅档案。 Reference Number 发文编号以复信为例：John Smith（打字人为Louise Brown）回信给George Williams（打字人为Grace Peters）来文号 号码 发信人（大写）Our ref : 515 GW/gp打字人（小写）Your ref : 386 JS/lb发文号 n Standard Parts of a Business Letter 4、 Inside name and address 封内地址封内地址是收信人的地址，包括姓名，职务(如适用)，公司名称(如适用)，街道名称或信箱号，城市，州或省，邮政编码和国家。封内地址通常写在左手边，在日期线下面两行的位置。如果收信人是公司，又以人名作为公司的名称时，公司名称前要加Messrs.这个尊称。Messrs.是Mr.的复数形式，用在当公司的名称是以某个人或几个人而命名的时候。eg: Messrs. James, Smith Co.如果收信人是公司，但指明需交某人办理时，则在封内地址下加上“ATTN”或“ATTENTION”字样，后面写上经办人的姓名，连同其所在的部门名称。如果对经办人的姓名不清楚，则写上其部门名称或职称。Attn.=ATTENTION=for the attention of inside name and address Messrs. William & Werner7 Clifford StreetLondon, W.1, EnglandAttn.: Mr. John Smith. The Sales Managern Standard Parts of a Business Letter 5、 Salutation 称呼商业信函上的称呼通常冠以“Dear”这个字。写在封内地址下面。称呼应当与信封和封内地址的名称一致，但写法不同。在信封和封内地址上要写出其全名，而在称呼上则不必。eg: Mr. Willliam T. Holmes（信封上）和Dear Mr. Holmes/Dear Holmes（封内地址）. Salutation 称呼Dear Sirs,/ Gentlemen:Dear Sir,/ Dear Madam, 谨启者Dear Mr. Martin,Dear Allen Smith,Dear Manager,Dear Housewares Department,n Standard Parts of a Business Letter 6、 Subject line 事由通常位于称呼下面，其作用是使收信人对信的要点一目了然，特别使双方往返信件很多，主题又不相同的情况下，事由标题更为有用。通常在事由标题下面划线，以资醒目。eg: Subject: The Letter of March 24Or: The Letter of March 24n Standard Parts of a Business Letter 7、 Body 正文通常位于事由下两行处，如果没有事由时，则在称呼下两行处开始。正文的段落之间要留空两行。正文写作ABC：A：Accuracy B：Briefness C：Courtesyn Standard Parts of a Business Letter8、 Complimentary close 结尾敬语通常位于正文末行下面两行的位置，并应与称呼相呼应。RelationshipSalutationClosingMaleFemaleNot knownDear Sir(s),Gentlemen:Madam,Dear Madam, Dear Mesdames,Yours faithfully,Faithfully yours,Yours truly,Truly yours,KnownMr. Smith,Dear Mr. SmithMrs. Smith,Dear Mrs. Smith,Yours sincerely,Sincerely yours,Yours truly,FamiliarDear John,Dear Alice,Yours ever,(With) best wishesnnnn Standard Parts of a Business Letter9、 Signature 签名低于结束语一至二行，在结束语的正下方，在签完名字的下面还要有用打字机打出的名字，以便识别。职务、职称可打在名字的下面。比如：代表公司正式签名Your faithfully,THE OVERSEAS CO., LTDLi LiangGeneral Manager 合伙人代表公司签名Your faithfully,For THAMES BANK METAL CO.Li LiangGeneral Manager 享有特殊权力的员工签名Your faithfully,Per For THAMES BANK METAL CO.Li LiangManager 无特殊权力的员工签名Your faithfully,For Sales ManagerLi Liang代表个人的签名Your faithfully,Li LiangMarketing Managern Standard Parts of a Business Letter10、 Enclosure 附件 若信封内有附件时，应在机打名字左边的下面两行或发文号的下面两行处打出附件的标记“Enclosure”或其缩写“Encl.”有的贸易书信，因为经办人编号在机打名字下面两行处，附件的标记就要打在经办人编号下面两行的位置。 n Standard Parts of a Business Letter 11、 Carbon copy notation 抄送 若信件的副本需要抄送有关部门或个人参考时需标明此项。副本抄送的标记是“Carbon Copy”, 或其缩写“C.C.”，位于附件下面两行的位置，若没有附件时，则打在机打名字下面两行处。12、 Postscript 附言一封信写完了，突然又想起遗漏的事情，这时用P.S.表示，再写上遗漏的话即可，要长话短说。通常在信末签名下面几行的左方，应于正文齐头。 注意：在正式的信函中，应避免使用附言，若有遗漏，最好重打 。 Enclosure 附件 Enclosures: Price List Encl.: as stated Enclosures (3) The Carbon Copy Notation 抄送 C.C. Mr. G Well Postscript 附言 P.S. The samples will be mailed to you tomorrow.n Forms of Business Letters: Block style 齐头式 每行都从左边开始取齐，成一条垂直线。 Indented style 缩进式 每段开始一般缩入6个英文字母。 Modified block style 改良齐头式 书信的信头采用平头式，书信的其余部分采用缩进式。 齐头式： Future Textile Group B.V.Ossterstra 2,7524DZ EnschedeThe NetherlandsTel: 5387748Telex:55687 Fax:53334197Date: April 24,2004Your ref: C9564 Our ref: vwvw Xian Textile Import & Export Corp.108 Lian Hu Road,Xian, Shanxi, ChinaDear sirs,Thank you for your letter of April 18, 2004. We are a company that is, for years already，engaged in importing clothing items from your country, although not from Xian.We are interested in contacts as mentioned by you. Our purchasing Manager, who is inHong Kong at the moment, will contact you when he returns.With kind regards.Yours faithfully,Future Textile Group B.V.(signed)（此处应为写信人的手写签名）J.Kistemake, Manager缩进式：Future Textile Group B.V.Ossterstra 2,7524DZ EnschedeThe Netherlands April 24,2004Your ref: C9564Our ref: vwvw Xian Textile Import & Export Corp. 108 Lian Hu Road, Xian, Shanxi, ChinaDear sirs, Sub.: keep in contact Thank you for your letter of April 18, 2004. We are a company that is, for years already，engaged in importing clothing items from your country, although not from Xian. We are interested in contacts as mentioned by you. Our purchasing Manager, who is inHong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, Future Textile Group B.V. (signed) （此处应为写信人的手写签名） J.Kistemake, ManagerEncl：Company introduction改良齐头式：Future Textile Group B.V.Ossterstra 2,7524DZ Enschede The NetherlandsTel: 5387748Telex:55687 Date: April 24,2004Your ref: C9564 Our ref: vwvw Xian Textile Import