Chapter-5---Creating-Business-Letters-in-English商务秘书实务课件.ppt

Chapter5,CreatingBusinessLettersinEnglish,Contents,IntroductionFormatsofBusinessLettersComponentsofBusinessLettersEnvelopeComponentsGuidelines,Introduction,TypesofBusinessCorrespondence,BusinessLettersFaxEmails,Mostfundamental,Question:,Whyisitessentialforasecretarytoknowhowtowritebusinessletters?,ofBusinessLetters,Formats,Formats,Blockedformat,Semi-blockedformat,Indentedformat,BlockedFormat,Allentriestightagainstleft-handmargin.,Semi-blockedFormat,thereturnaddressthedatethereferencelinetotherightmargin,IndentedFormat,thesamelayoutassemi-blockedformatbutindentsthefirstlineofeachparagraphbyfivespaces,blockedformatmostformalsemi-blockedformatindentedformatlessformal,NoteAlso,SeriffontMarginBlanklines,ASerifFont,TimesNewRoman(12point:TimesNewRoman(12point)Or:Georgia(11point:Georgia(11point),Margin,Shortletter:1inchLongletter:1inchLetterwithaletterhead:Theletterheaddeterminesthetopmarginonpage1ifany.,Margin,BlankLines,Betweenparagraphs,thereareOnesingleblanklineorMoreblanklines,Dependingonspace,ComponentsofBusinessLetters,Components,ReturnaddressDateReferencelineInsideaddressAttentionlineSalutationSubjectline,BodyComplimentarycloseSignatureblockIdentificationinitialsEnclosurenotationcc,sampeles,ReturnAddress,SkipthisifthereisaletterheadOtherwise,type:ThesendersnameAddressAphonenumber(optional)Emailaddress(optional),Date,ReferenceLine:indicatespecificinformation,e.g.Re:Quotation#SZ2006-BL017Or:Re:Yourletterdated1/11/2007,InsideAddress,Include:Recipientsname(skipitifthereis“Attention”)CompanynameAddress,AttentionLine,Typethenameofthepersontowhomyouaresendingtheletter.,Skipthisifyoutypethepersonsnameinthe“InsideAddress”,Salutation,Typethistobegintheletter,DearSir:DearSirorMadam:DearFullName:ToWhomitMayConcern:Ladies:Gentlemen:,SubjectLine,EXAMPLESUBJECT:RESIGNATIONLETTEROFREFERENCEJOBINQUIRY,Note:AllletterscapitalizedFlushleftorcenteredBeconciseIfyoutypeareferenceline,thenthisisoptional,Body,ComplimentaryClose,Respectfullyyours(veryformal)Sincerely(typical,lessformal)Verytrulyyours(polite,neutral)Cordiallyyours(friendly,informal),SignatureBlock,EXAMPLE:JohnDoe,ManagerP.SmithDirector,TechnicalSupportR.T.JonesSr.FieldEngineer,IdentificationInitials,Iftypingtheletterforsomeoneelse,forexample:Typefor:OliverJ.AndersonTypist:KathyHuang,OR,EnclosureNotation,Example:EnclosureEnclosures:3Enclosures(3),cc,Standsfor“carboncopies”(formertimes)“courtesycopies”(now)Givecopiestothepeoplelistedaftercc:,blockedformat,Sampleletter,semi-blockedformat,Sampleletter,indentedformat,Sampleletter,Thesecondpage,TheblockedformatThesemi-blockedformat,blockedformat,Semi-blockedformat,EnvelopeComponents,notexceeding1/3oftheheight,notexceedingofthelength,Amarginof1/4(6.35mm)to1/2inch(12.7mm),Therecipientsnameandaddressshouldbetypedinarectangularareanotexceedingofthelengthandoftheheightoftheenvelope.,Typethespecialnotationsothatitsrightedgelinesupwiththeleftedgeoftherecipientsaddress.,Guidelines,TobeconciseandtothepointSentencesarebestshorterthanUseatonemoreformalthannormalUseactivevoice,2lineseach,Avoidslangoridioma