英文书信写作English Letter Writing

英文书信写作EnglishLetterWriting,IntroductionLetterwritingteststheEnglishletterwritingskilloftheexamineesInthisunit，wearegoingtofocusondifferenttypesofletterwriting，theirformandlanguageWewillalsogiveyousomeadviceonhowtowriteaneffectiveEnglishletter,Typeofletters（信的类型）Englishlettersaregenerallydividedintotwotypes：apersonalletters个人书信bbusinessletters事务书信,Form（格式）AnEnglishletterusuallyconsistsofsixparts：heading（信头），insideaddress（收信人地址），salutation（称呼），body（信主体），complimentaryclose（结尾客套语）andsignature（署名）,1）Heading：Intheupperrighthandcornerofthefirstpage，writeyourfulladdressandthedate2）InsideAddress：Ontheleftside，abovethesalutation，putthenameandfulladdressoftheaddresseeHowever，thisisoftenomittedinpersonalletters,3）Salutation：Thegreetingtotheaddressee，writtenflushwiththeleftmargin，twospacesbelowtheinsideaddressAcommafollowsthesalutationinapersonalletter；inabusinessletter，itisfollowedbyacolon（：）Besides，inpersonalletters，firstnamesareusuallyused，whileinbusinessletters，thesurnamesareused,4）Body：Thecontentsoftheletter,5）ComplimentaryClose：TheclosingofaletterTheconventionalcomplimentaryclosesinbusinesslettersare：“Yourstruly，”“Yourssincerely，”“Sincerelyyours，”“Sincerely，”“Cordiallyyours，”“Yourscordially，”etcThecloseofapersonalletterisofamorefreechoice“Yours，”Affectionately，“Fondly，”“Yourswithlove，”“Love，”“Withbestwishes，”etc,6）Signature：Putyourname（alwayshandwritten）,ConventionalFormat:,FunctionsofBusinessLetters,toinform,whichreferstoconveyingthevastamountofinformationneededtoday-to-dayoperationsofthebusiness;,toinfluence,whichmeansthatmessagesincludedinabusinesslettershouldalsoinfluencethereadersattitudesandfunctions.,CriteriaforBusinessLetters,A.COURTESYInourletters,weshouldalwayskeepinmindthepersonwearewritingto,seethingsfromhisangle,visualizehiminhissurroundings,seehisproblemsanddifficultiesandexpressideasintermsofhisexperience.,B.CORRECTNESSCorrectgrammar,punctuationandspellingarebasicrequirementsforbusinessletterwriting.Also,weshouldchoosethecorrectleveloflanguageanduseaccurateinformationanddatainourletters.,CriteriaforBusinessLetters,C.CLARITYWeshouldfirstidentifywhatwewanttoexpressandthenexpresstheideainplain,simplewordsandformats.,D.COMPLETENESSOurlettersshouldincludeallthenecessaryinformationanddata.,E.CONCISENESSWeshouldwriteinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.,F.CONCRETENESSOurwritingshouldbevivid,specificanddefinite.,TheGeneralProceduresforBusinessLetterWriting:,1.Determineourpurposeofwritingacertainletter.,2.Identifywhothereadersare.,3.Organizethemessage,whichistobecontainedintheletter.,4.Writeadraft.,5.Polishthewriting.,ElementsofBusinessLettersandTheirPositionsintheLetter:,1)信头(letterhead)Structure2）编号，日期3）封内名称和地址(insideaddress)(referenceanddate)4）经办人(attention)5）称呼(salutation)6）事由（标题）(subject)7）正文(body)8）结尾敬词(complimentary)9）签名(signature)10）附件(enclosure)11）抄送(cctoXX)12）附言(postscript),Aletterheadgenerallycontainsthefollowinginformation:,Thenameofthefirm,Itsaddressandpostalcode,Faxnumber,Internetaddress,Telephonenumber,Telegraphicandtelexaddress,E-mailaddress,Trademarkorabriefslogan,etc.,Letterhead,外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。,ExampleoftheFormatsofaLetterhead:,ExamplesoftheFormatsofReferenceNumber:,Yourref:ALMOurref:5511/TLDearSirs,DearSirs,Yourref:ALM,DearSirs,WerefertoyourletterofNovember12,2004,ref.TY1160,ExamplesoftheFormatsofDate:,24thMarch,2004March24th,200424March,2004March24,2004,ReferenceandDate,参考号：为便于存档与查阅，可以为信编写参考号，为避免混淆，最好标明Yourref:Ourref:打印日期注意事项：A.年份应完全写出，不能用(94)代替(1994)B.月份要写英文名称，不能用数字来代替，但可以用缩写。C.日期最好用基数字。,ExamplesoftheFormatsofInsideAddress:,ExamplesoftheFormatsofInsideAddress:,ExamplesoftheFormatsofParticularAddressorAttentionLine:,ChinaNationalMachineryImport&ExportCorp.36,JianshanRoadDalian,116023PeoplesRepublicofChinaAttention:Mr.Wang,ExportManager,InsidenameandAddress,受信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人而言，便利有二：一是发信时可与信封地址相互对照，避免放入信封时发生差误；二是发信后便于准确归档，便于以后查找。对收信人而言，便利也有二：一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；二是收信后如信封与信函分离原信仍能保持完整，便于查阅。,ExamplesoftheFormatsofParticularAddressorAttentionLine:,P&GCompany24MadisonAvenueColumbus,OH43004U.S.A.AttentionofPualYang,Biddle,Sawyer&Co.,Ltd.HaddenHouseFitzroyStreetLondon,SW825DY,EnglandAttentionofExportDepartmentMr.H.A.Donnan,please,AttentionLine,如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention或Attentionof例1RichardThomas&BaldwinsLtd.,151GowerStreetLondon,SC76DY,EnglandAttentionMr.CaveorAttentionofPurchasingManager,ExamplesoftheFormatsofParticularAddressorAttentionLine:,P&GJohnMorris&Co.,Inc.ATTENTIONOFPURCHASINGMANAGEROSullivanBuildingBaltimore,Maryland,10026U.S.A.,ExamplesoftheFormatsofSalutationandCorrespondingComplementaryClose:,ExamplesoftheFormatsofSubjectLineorCaption:,Subject:Proposeddelayofthedelivery,Re:Proposeddelayofthedelivery,Inre:InvoiceNo.1120,SUBJECT:ACCOUNTNO.689,Proposeddelayofthedelivery,SubjectLineorCaptionLine,事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。,在信的结尾一般有结尾语(TheclosingSentences),一般用来总结本文所谈的事项，提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。另起一段。如Wehopetoreceiveyourearlyreply.,ComplimentaryClose,结束语是一种客套用语它应与前面的称呼相呼应，后面加逗号。如：DearSir(s),Yoursfaithfully,orFaithfullyyours,Gentlemen:Trulyyours,orYourstrully,DearMrxx,YourssincerelyorSincerelyyours,ExamplesoftheFormatsofSignature:,Yoursfaithfully,(signature)CathyKurtzMarketingManager,Yoursfaithfully,THEINTERNATIONALTRADINGCOMPANY(signature)CathyKurtzMarketingManager,ExamplesoftheFormatsofSignature:,Yoursfaithfully,ForCHINANATIONALIMPORT&EXPORTCO.,LTD.(signature)GeorgeMorgan,Yoursfaithfully,PerPro(orP.P.)CHINANATIONALIMPORT&EXPORTCO.,LTD.(signature)GeorgeMorgan,TheSignature,结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。,ExamplesoftheFormatsofInitials:,GB/LZGbush/lzGB:lzlz,Enclosure,如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2Enclsor3Encls,或详细列明如下：Encls:2InvoicesEnc:1B/L1Photo1Certificate,ExamplesoftheFormatsofEnclosure:,TheCarbonCopyNotation,如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CCtoxxx”or“CCxxx”,ExampleoftheformatofCarbonCopyNotation:,Postscript,信写完后，如果想起还有要紧的要说，可以在信末加P.S.引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。,FullBlockFormat:,Semi-blockFormat:,ConventionalFormat:,IndentedFormat:,AdviceonHowtoWriteEnglishLetters,1）Carefullyreadthedirectionsandtherequirements，distinguishthetypeoftheletter：apersonalletterorabusinessletter2）Beclearaboutthepurposeofthewriting，andwhatyouaretoexpressintheletter,3）WriteaccordingtotheappropriateformPayattentiontothedifferentwritingrequirementsofapersonalandbusinessletter4）Trytobeclear，direct，conciseinyourwriting，avoidingtoomanycomplimentarywords,ModelofaBusinessLetter,FormatofEnvelope,FormatofEnvelope,4AddressingEnvelopes,ReturnAddress,Stamp,Address,Remarks,Remarks:1.Private私人信2.Confidential机密信3.Registered挂号邮件4.Express快递邮件5.OrdinaryMail平信6.Immediate(Urgent)急件7.PrintedMatter印刷品8.Sample样品,敬启者：我们参观了贵方6月份在北京举行的国际技术博览会的展台，我们对贵方IBM-CPU80586个人电脑的展示很感兴趣。贵方展示的电脑最适合我方市场。在我国我们是电子产品的批发商。贵方能否寄给我们包括功能及必要软件在内的详细资料？请贵方报到烟台的最低价，并说明支付方式和采购量不少于500台所允许的折扣。如贵方报价具有竞争力，运货日期可以接受，我方打算从贵方大量订货，并且及时开立以贵方为受益人的信用证。关于我方资金情况，业务能力和信誉，请查询我们的银行，中国银行。盼收到贵方有利的答复。谨上烟台电子进口有限公司2008年4月22日,SampleLetter,SampleLetters,敬启者：欢迎贵方今天的传真询盘并且感谢贵方对我方的产品感兴趣。我方生产T恤衫已经多年，且我方的产品在我们的市场非常