商务英语写作The Structure and Style of a Business Letter

Chapter2TheStructureandStyleofaBusinessLetter,LearningObjectives,Knowthestandardandoptionalpartsofbusinessletters;Designandpresentinformationinanattractiveway.,Theoverview,Meansofmakingbusinesslettersattractive:Thequalityofletterheadedpaper;Thepresentationoftheletter;Thestructureoftheletter;Thelanguageandtoneused;,Thecontents,1.PartsofBusinessLetters2.PresentationofBusinessLetters,1.PartsofBusinessLetters,standardpartstheletterheadthedatetheinsideaddressthesalutationthebodythecomplimentaryclosethesignature,optionalpartsthereferencesthereturn/sendersaddresstheattentionlinethesubjectlinetheenclosurenotationthecopynotationthepostscript,TECHNICAL1606FifthAvenueESICNS,SeattleWA99454-NC.201626-3150July30,2005PacificResources,Inc.1160BishopStreetHonolulu,HI99813AttentionMs.AliciaChavez,LadiesandGentlemenSUBJECT:OFFICELETTERSTYLE,Letterhead,InsideAddress,Date,Attentionline,Salutation,SubjectLine,Ourofficepreferstheblockletterstyle,asshowninthisletterSincerelyyoursTECHNICALDESIGNS,INC.EricMannEricMann,ConsultantCommunityServicesDepartmentEM:mefEnc.Intra-companystationeryandmemorandumformsCC:Ms.LauraShulteMr.AndrewFarmer,Body,ComplimentaryClose,OrganizationName,Signature,AuthorTitle,Department,ReferenceInitials,Enclosure,CopyNotation,(1)Theletterhead-(sendersaddress)-afirmspersonality,Itincludesthecompanyslogo,name,address,telephoneandfaxnumbers,email,andwebsite.,ChinatexMansion,No.19,JianguomenneiStreet,Beijing,100005,ChinaTel:(86mail:Webmaster,(2)Thereference（信件的编号）,-Filenumber,departmentalcodeCodesassignedtotheletterby(Yourref)来函-therecipient(Ourref)本函-senderoftheletter.Makesiteasiertofiletheletterandtrackitwhenrequired.,Ourref本函档号Yourref来函档号作者姓名的首字母（大写）打字员姓名的首字母（大小写均可）另：档案或部门编号也可能包括在内。,Manyletterheadsprovidespacesforreference.Wheretheletterheaddoesntprovideforit,thismarkmaycome(1)beforeorafterthedateE.g.Yourref:TT/PP10October,2005Ourref:MM/QQYourref:TT/PP10October,2005Ourref:MM/QQ,(2)formasapartofthefirstparagraphofthereplyletterE.g.DearSir,Thankyouforyourletter,referenceTT/PP,of25December,2004.,(3)becenteredabovethebodyletterasasubjectheadingwithanunderline.E.g.DearSir,Yourref:TT/PPThankyouforyourletterof25December,2004.,(3)Thedate,British(German):day/month/yearAmerican(othernations):month/day/yearavoidabbreviations(Jan.25,2004)orfigures(2/4/2004).Choosethestyleofyourtargetreader.,(4)Theinsideaddress-(recipients)nameandaddress,Deliveryaddressprintedorwritteninthefrontmiddleoftheenvelope.Toavoidambiguity,wheneveryouwriteletterstoaforeigncountry,alwaysincludethenameofthecountry,evenifthecitymentionedisthecountryscapital.,Orderoftheaddress:,a)thenameofthehouseb)thenumberofhouseandthenameofstreetc)thenameofcityortownd)countyorstateanditspost-codee)nameofthecountry小大,Example-theinsideaddress,10May,2010(attheleft-handmarginbelowthedate)MrDouglasCowlesGeneralManagerCowlesEngineeringCo.Ltd12BrackenHillManchesterUK,Tips:,Payattentiontothepostalserviceabbreviationforstate(province)andothersNYNewYork,Pa./PeenPennsylvania,Ca.California,Vic.Victoria,Que.QuebecMAMassachusetts,Rd.Road,St.StreetAve.AvenueE.g.234CommonwealthAve.BostonMA23456,(5)Attentionline(指明收信人),directthelettertoaspecificindividualorsectionofthefirm.E.g.RichardThomasindentedform;mixedform.OpenpunctuationDefinitionP33Thedesignofthepagewell-balanceduselinespaceFontsize,Full-blockedletterstyle（完全平头式）,Thefull-blockedlayoutstylehasnoindentation.Everythingisrangedleft.Thereisnopunctuationintheaddressandafterthesalutationandthecomplimentaryclose.Usesinglespacewithintheparagraph.Usedoublespacesbetweenparagraphs.Thisstyleiswidelyusedtodaybecauseitiseasytotypeandthereforeefficient.,Full-blocked:,TheEasternSeaboardCorp350ParkAvenueNewYork10017Tel:2252780Fax:April122001Chinanationalimport&exportcorpShanghaiChinaDearsirsRe:newpricelistThankyouforyourletterofthe2ndofthismonthSincerelyyoursTheEasternSeaboardCorpJamesParrintonVicepresident,ModifiedBlockStyle(改良平头式）,Inthisstyle,thedateandtheclosingareontheright.Allotherpartsareplacedflushwiththeleftmargin,andparagraphsmayormaynotbeindented.,LETTERHEAD_(date)_(insideaddress)_(salutation)_(subjectline)(body)(complimentaryclose)_(signature)(enclosureandp.s.),Indentedletterstyle,AtraditionalBritishpractice.Theheadingisusuallyinthemiddleandthedateontheright-handside.Thecomplimentaryclosemaybeinthecenter.Ittakes4-5lettersinthefirstlineofeachparagraphinthebodyoftheletter.,LETTERHEAD_(date)_(insideaddress)_(salutation)_(subjectline)_(body)(complimentaryclose)_(signature)_(enclosureandp.s.),Howtoaddressanenvelope?,YourfullnameYouraddress,FullnameofthepersonyouarewritingtoHis/heraddress,1.Theindentedform缩进式,ChinaNationalMachineryImport&ExportCorp.36,JianshanRoadBeijing,100008PeoplesRepublicofChinaP&GCompany24MadisonAvenueColumbus,OH43004U.S.A.,2.Theblockedform齐头式,ChinaNationalMachineryImport&ExportCorp.36,JianshanRoadBeijing,100008PeoplesRepublicofChinaP&GCompany24MadisonAvenueColumbus,OH43004U.S.A.,若信封通过邮局寄给第三者转交给收信人，则需在收信人的姓名下面写明转交人的姓名，并在前面加上c/o(car