Cahpter 1 Business Letter Writing.ppt

UnitoneBusinessLetterWritingPrinciplesofbusinessletterwriting1 Thefirstprincipleisclearness清楚 Inordertoachievethatyoushouldnotconveymorethanoneideainasentence Youshouldnotintroducemorethanonetopicinaparagraph Youshouldnotdealwithmorethanonematterinaletter 2 Thesecondprincipleisconciseness简要 Trytomakeyourmessagebriefandtothepoint Avoidusinglongwordsandsentences Usedailyexpressionstoreplacejargons Expressyourselfinanorderlyandlogicalway Agoodbusinesslettershouldbenatural humanandeasytoread Herearesomeexamples Insteadofsaying WeshouldbeobligedifyoucouldcontactMrSmithatanearlydate Yousay PleasecontactMrSmithsoon Insteadofsaying WithreferencetoyourOrder319 thegoodsweredispatchedonthe13ofthismonth Yousay WesentyourOrder319on13April 3 Thethirdprincipleiscorrectness正确 Youhavetomakesurethatboththelanguageandfactsarecorrect Intermsoflanguage youshouldmakesurethatyoumakenogrammaticalmistakes Payattentiontopunctuationforitwillaffectthemeaningofthesentence Ourshop inCanada wasdestroyedbyfire 在加拿大我们的商店被烧毁了 Fromthissentence weknowthatthewriterhasonlyoneshop OurshopinCanadawasdestroyedbyfire 我们在加拿大的商店被烧毁了 Hereweknowthatthewriterhasmorethanoneshop Youshouldalsomakesurethattherearenotypingmistakes Payspecialattentiontonumbers suchasquantity priceandsoon 4 Thelastprincipleiscourtesy礼貌 Thisismorethanpoliteness Agoodbusinesslettershouldbepositive friendlyandsincere Insteadofsaying Iaminreceiptofyourorderfor1 000tonsofBlackTea Yousay Thankyouforyourorderfor1 000tonsofBlackTea Adopt youapproach whenyouconveyagoodnews Insteadofsaying Weshallbeabletoofferyoufreecustomerserviceforyournewlypurchasedrefrigeratorfor3years Yousay Youwillbepleasedtohearthatyouwillsoonbeabletohaveafreecustomerserviceforyournewlypurchasedrefrigeratorfor3years Avoidusing youapproach whenconveyingbadnews Inthissituation youhavetohandleittactfully Insteadofsaying Yourletterisnotclearatall Icannotunderstandit Yousay IfIunderstandyourlettercorrectly Howtolearnthiscourse First youneedtohaveagoodcommandofEnglish Then payattentiontothespecialtermsinthiscourse Thebestwaytolearnitistoreadmoreandwritemore Inthiswayyouwillhaveabetterunderstandingofwhatyouhavelearnedandbeabletousethem Itisagoodideatorecitesomeletters Itwillhelpyoualotwhenyouwritebusinesslettersyourself Layoutofthebusinessletter Full blockedlayoutstyle blockedlayoutstyleandsemi blockedlayoutstylearecommonlyused Thefull blockedlayoutstylehasnoindentation Everythingisrangedleft Thereisnopunctuationintheaddressandafterthesalutationandthecomplimentaryclose Usesinglespacewithintheparagraph Usedoublespacesbetweenparagraphs Ifyouhavequotationsoralistofsomething youshouldstartanewparagraph with5 spaceindentationsontheleft Markthispartoutbyleavingonelinespacebetweenthisparagraphandtherestoftheletter Thisstyleiswidelyusedtodaybecauseitiseasytotypeandthereforeefficient ThisissimilartotheFull blockedlayoutstylebutthedateisplacedontheright TheSubjectiscentered Thecomplimentarycloseandthesignaturestartfromthemiddle Structure Letterhead信头Date日期Insidenameandaddress封内地址Thesalutation称呼Subjectheadingorcaption事由Thebodyoftheletter正文Complimentaryclose结束语Signature签名Miscellaneousmatters其他事项 TheletterheadCompaniesusuallyhavepaperwithprintedletterhead whichincludesthecompany sname address postcode telephonenumber telexnumber faxnumber emailaddressetc Theprintedletterheadisusuallycentered HereI dliketoremindyouthattheaddressintheletterheadistheaddressofthesendernottherecipient Thisisimportantwhenyouhavetowritetheletterheadyourself 2 Thedate 日期 A Thedateshouldbeplacedtwolinesbelowtheletterhead Forthefull blockedstyle youputitontheleft Fortheblockedorsemi blockedyouputitontheright B ThedateshouldbetypedinfullandnotabbreviatedSeptember notSept October notOct C Donotgivethedatesinfiguresfortheymaycauseconfusion Forthedate use1 2 3 4 D Herearetherecommendedforms Sticktooneformonceyouhavechosenit ThereisnocommabetweenthemonthandtheyearinBritishEnglish 3April2000 BritishEnglish April3 2000 AmericanEnglish 3 Theinsidenameandaddress Thisisthenameandaddressoftherecipient Itistypedattheleft handmargintwolinesbelowthedate Courtesytitlesareusedinbusinesscorrespondence suchasMr Mrs andMiss Ifyoudonotknowwhetheraladyismarriedornot useMs Allthesearefollowedbyfamilynames Ifyoudonotknowwhethertherecipientisamanorawoman useDearMadamorSir Theyarenotfollowedbyfamilynames Ifyouknowtheappropriatedepartmentalhead you dbetteraddressthelettertohimorher byhisofficialtitlenotbyhisorhername Thusaletterconcerningpurchasingshouldbeaddressedto TheSalesManager therecipient saddress DearSir Whentherecipientholdsaspecialtitle suchasDoctor Professor addresshim herbythistitle Prof Smith Dr JamesWhite JamesWhite MDButnotDr JamesWhite MD 4 ThesalutationThesalutationisthepolitegreetingwithwhichaletterbegins Theexpressionyouusedependsonyourrelationshipwiththerecipient Youmayuseformalsalutationifyouwritetoacompanyanddonotknowwhotoaddressto InthiscaseyouuseDearSirs andinAmericapeopleliketouseGentlemen Ifyouknowthepersonyouarewritingto youmayuseinformalsalutation DearMr Green Formal DearSirDearMadamDearSirsGentlemenInformal DearMrGreenDearMrsGreenDearMissGreenDearMsGreen Ifyoudonotknowwhetheramanorawomanwillreadyourletter youmaywriteDearMadamorSir DearSirorMadam DearMadamorSirDearSirorMadamYoucannotuseSir Sirsalone YouhavetousedeartogowithSir SirsbutGentlemenisusedaloneandcannotbeusedinthesingular Thesalutationistwolinesbelowtheinsideaddresswithoutanyindentation 5 ThesubjectheadingorcaptionThesubjectheadingisoftenplacedonelinebelowthesalutation Itcanbeputontheleftorinthemiddledependingonwhethertheletterisfull blocked blockedorsemi blocked Thisisusedtocallreader sattentiontothetopicoftheletter thereforeitisagoodideatounderlineitormakeitinboldfaceletters Youcanwritethesubjectinthefollowingways A Underlineyoursubjectlikethis DearDr Jones Re ApplyingforapositionSubject Applyingforaposition B MakeyoursubjectinboldfacelettersDearDr Jones Re ApplyingforapositionSubject Applyingforaposition C OmitthewordsReandSubject DearDr Jones Applyingforaposition 6 ThebodyoftheletterYoumayusethefirstpersonsingular IhavereceivedyourapplicationandshallbebringingitbeforetheBoardforconsiderationthisweek Youmayalsousethefirstpersonplural Wehavereceivedyourapplicationandshallbeconsideringitataboardmeetingthisweek Youcanevenusetheimpersonalpassive YourapplicationhasbeenreceivedandwillbeconsideredbytheBoardthisweek Youshouldplanyoulettercarefully Ifyouarereplyingaletter beginyourletterbyreferringtothepreviouscorrespondence Ifthisisthefirsttimetocontact youmaybeginbyintroducingyourselfandthenstatethepurposeofyourwriting Ifyouhaveseveralmatterstotalkabout especiallyifsuchmattersarenotdealtwithinthesamedepartmentofthecompany donottalkabouttheminoneletter Whatisthepurposeoftheletter Whatisyourexpectation Whatlanguageshouldyouusetoachieveyourpurpose Isthisthefirsttimeyoudiscussthematteroryouhavetalkedaboutitbefore Doyouhavealltheinformationyouneed Whatisyourcompany spolicyconcerningthematteryouaredealingwith Ifasecondpageisnecessary donotwriteonlythesignatureonthesecondpage Youshouldtrytoremovepartoftheletterfromthefirstpagetothesecondbyleavingmoreroombetweentheletterheadandthedate betweenthedateandtheinsideaddress andleavemoreroomforthehandwrittensignature Write tobecontinued onthebottomrighthandsideofthefirstpage Thesecondpageshouldbewrittenonablankpaperwiththesamekindoftextureandthecolorasthefirstpage Writethepagenumber nameoftherecipientandthedateand likethis Page2TheUniversalTradingCo February10 2000 orMr JamesSmithPage2March2 2000Whenwritingaletter leaveenoughspaceforboththeleftandtherightmargins eachhaving30 34mm 7 ThecomplimentarycloseThecomplimentarycloseismerelyapolitewayofendingaletter Theexpressionusedmustsuittheoccasionandmatchthesalutation Formal DearSir s YoursfaithfullyGentlemenTrulyyoursLessformal DearMr JonesYourssincerely 8 ThesignatureAlettershouldbesignedbyhandinink Asmanyhand writtensignaturesareillegible thenameofthesignerisusuallytypedbelowthesignatureandfollowedbyhisjobtitleorposition Leave3linesforahandwrittensignature Letterspredominantlyinthefirstpersonsingulararesignedbythenameofthewriter Lettersinthefirstpersonpluralorimpersonalpassiveareusuallysignedwiththenameofthefirm Belowthenameofthefirmisthewriter sname Onlythepersonwhocanrepresentthecompanyisabletosignonbehalfofthecompany Ifthatpersonisnotavailable thenthepersonwhoisgiventheauthoritytosigncansignforthecompany Inthiscaseyouusepporperpro oryoumayuse for Forapersonwhohasbeengiventheauthoritytosign 由得到公司授权可以代表公司签字的人签署 Yoursfaithfullyfor ppTheOverseasCo Ltd Signature W BlackMarketingdirector b Forapersonwhohastheauthoritytorepresentthecompanytosign 由有权代表公司的人签署 Yourssincerely Signature BDavisManagingDirectorTheOverseasCo Ltd c Theletterissignedbyapersoninhisofficialcapacitytoindicatetheexactdegreeofauthority 由具体表明其权限的人签署 Yourssincerely TheOverseasCo Ltd Signature PhilipWangTheAssistantSalesManager 9 Miscellaneousmatters1 Carboncopy副本抄送Inthiscaseyouwriteccbelowthesignatureattheleftmargin CCistheabbreviationofcarboncopy YoursfaithfullyforTheOverseasCo Ltd Signature W BlackMarketingdirectorc c Mr J Cooper 2 Enclosure附件Ifyouhaveenclosure itisplacedbelowthecarboncopy EnclosurecanbeabbreviatedasEnc ccMr J Cooper2Invoicesenclosedor3Enc Enclosures3orEnclosure 1B Lading 3 Postscript附笔Donotusepostscriptunlessyouwanttoaddapersonaltouchtoyourletter Itisp