商务英语写作之ayout.pptx

Chapter2 TheLayoutofBusinessLetters Businesslettersplayanimportantroleinbusinesscommunication Tomostcompanies theyarestillthemainmeansofestablishingbusinessrelationswiththeoutsideworld Itisessentialthatyourletterleaveagoodimpressiononyourtargetreader OverviewofLetterParts Format PageSetup GroupActivity Assignment LetterheadDateInsideAddressSalutationBodyComplimentaryClosingSignatureReferenceInitials OverviewofLetterParts TheLetterhead Theletterheadistheheadingatthetopofaletterwhichidentifiesthesenderoftheletter Itusuallyconsistsofthelogo name address telephonenumberandfaxnumber email websiteofthecompany McNealArtsandCrafts 2650JeanWayWestJordanUtah84084PhonaIfyoudonothavealetterheadyoumustwriteyourname addressandtelephonenumberatthetopofthepageorabovetheinsideaddress TheReference Thereare Yourref and Ourref whicharecodesassignedtotheletterbytherecipientandsenderoftheletter Thereferencemakesiteasiertotheletterandtrackitwhenrequired file Thedatelineisusedtoindicatethedatetheletterwaswritten Ifyourletteriscompletedoveranumberofdays usethedateitwasfinishedandmailed Date Britishstyle day month yearAmericanstyle month day year InsideAddress Theinsideaddresscontainstherecipient sname fullpostaladdress andpostcode Iftheletterisaddressedtoacompanybutyouwantaparticularpersonordepartmenttoprocesstheletter youmaybegintheinsideaddresswithAttentionplustheperson snameorthenameofthedepartment InsideAddress Followawoman spreferenceinbeingaddressedas Miss Mrs orMs Ifyouareunsureofawoman spreferenceinbeingaddressed useMs IfthereisapossibilitythatthepersontowhomyouarewritingisaDr orhassomeothertitle usethattitle Usually peoplewillnotmindbeingaddressedbyahighertitlethantheyactuallypossess InsideAddress Forinternationaladdresses typethenameofthecountryinall capitallettersonthelastline Theinsideaddressbeginstwolinesbelowthedate Itshouldbeleftjustified nomatterwhichformatyouareusing InsideAddress Salutation Usethesamenameastheinsideaddress includingthepersonaltitle Ifyouknowthepersonandtypicallyaddressthembytheirfirstname itisacceptabletouseonlythefirstnameinthesalutation i e DearLucy Inallothercases however usethepersonaltitleandfullnamefollowedbyacolon Leaveonelineblankafterthesalutation SalutationCont Ifyoudon tknowareader sgender useanonsexistsalutation suchas ToWhomitMayConcern Itisalsoacceptabletousethefullnameinasalutationifyoucannotdeterminegender Forexample youmightwriteDearChrisHarmon Checkpage16 ExamplesofSalutations DearPersonnelDirector DearSirorMadam useifyoudon tknowwhoyouarewritingto DearMr Mrs MissorMs useifyouknowwhoyouarewritingto VERYIMPORTANTuseMsforwomenunlessaskedtouseMrs orMiss DearFrank useifthepersonisaclosebusinesscontactorfriend Body Forblockandmodifiedblockformats singlespaceandleftjustifyeachparagraphwithinthebodyoftheletter Leaveablanklinebetweeneachparagraph Whenwritingabusinessletter becarefultorememberthatconcisenessisveryimportant Body Inthefirstparagraph considerafriendlyopeningandthenastatementofthemainpoint Thenextparagraphshouldbeginjustifyingtheimportanceofthemainpoint Inthenextfewparagraphs continuejustificationwithbackgroundinformationandsupportingdetails Theclosingparagraphshouldrestatethepurposeoftheletterand insomecases requestsometypeofaction ClosingRemarks Thankyouforyourhelp Pleasecontactusagainifwecanhelpinanyway Ifthereareanyproblems Ifyouhaveanyquestions Complimentaryclose Theclosingbeginsatthesamehorizontalpointasyourdate Onelineafterthelastbodyparagraph Capitalizethefirstwordonly i e Thankyou Leavefourlinesbetweentheclosingandthesender snameforasignature Putyourpositionifyouwouldliketo Ifacolonfollowsthesalutation acommashouldfollowthecomplimentaryclose otherwise thereisnopunctuationaftercomplimentaryclose Complimentaryclose Yoursfaithfully Ifyoudon tknowthenameofthepersonyou rewritingto Yourssincerely Ifyouknowthenameofthepersonyou rewritingto Bestwishes Bestregards Ifthepersonisaclosebusinesscontactorfriend Complimentaryclose TypistInitials Typistinitialsareusedtoindicatethepersonwhotypedtheletter Ifyoutypedtheletteryourself omitthetypistinitials Thesignature Thesignatureisoftenhandwrittenbythesander Belowitishisorhertyped outname Hisorhertitleorpositionintheorganizationisoftengiven Checkpage17 Enclosure Ifyouhaveenclosedanydocumentsalongwiththeletter suchasaresume youindicatethissimplybytypingEnclosuresonelinebelowtheclosing Asanoption youmaylistthenameofeachdocumentyouareincludingintheenvelope Forinstance ifyouhaveincludedmanydocumentsandneedtoinsurethattherecipientisawareofeachdocument itmaybeagoodideatolistthenames Enc Encs Copy Ifyouaresendingacopyofthelettertoanotherpersonorcompany includethatinformationatthebottomofthepage ItshouldhavethelettersCc courtesycopy infrontoftheinformation Bcc blindcourtesycopy Postscript Thepostscriptisusedtoaddanafterthought Insalesletters itisusedmainlyasaddedpunch UsetheinitialsPSbeforethemessage Format Whenwritingbusinessletters youmustpayspecialattentiontotheformatandfontused Themostcommonlayoutofabusinessletterisknownasblockformat Usingthisformat theentireletterisleftjustifiedandsinglespacedexceptforadoublespacebetweenparagraphs Format Anotherwidelyutilizedformatisknownasmodifiedblockformat thebodyoftheletterisleftjustifiedandsingle spaced thedateandclosingareinalignmentinthecenterofthepage Thefinal andleastused styleissemi block Itismuchlikethemodifiedblockstyleexceptthateachparagraphisindentedinsteadofleftjustified Format PageSetup Awell balancedpageisattractivetotheeye Avoidmakingthepagetop heavyorcrammingtoomuchinformationinonepage Leaveagoodmarginonbothsides 2 5cm andontopandbottom 3 5cm UsequalitypaperforbothyourletterandenvelopeUseagoodprinter preferablyalaserprinter toachievethebestpossibleeffectEliminatespellingandgrammarerrors GroupActivity Discusswithyourgroupmembers Pleaseimagineacompanythatbelongstoyourgroup Trytogiveallmembersanappropriateposition Ihopeyoucouldgiveusinformationasmuchaspossible eg Company sname logo businessscopeetc Assignment WritealettertoRogerOwens PresidentofXYZCorporation Hewillbevisitingyourcitynextweek IntheletterinvitehimandhiswifetodinneronThursdaynight Besuretospecifythetimeandplaceofthedinner Decideonadate insideaddress andsalutationWritethebodyoftheletterUseacomplimentarycloseandsigntheletter Assignment Inthefirstparagraph considerafriendlyopeningan