商务英语商业信函的写作格式

1、2021-12-22Chapter 5 Structure and Style of Business Letters2021-12-22Standard Parts of Business LetterslLetterhead信头 lDate LinelInside Address lSalutationlBody信文 lComplimentary Close信尾 lSignature2021-12-22LetterheadlA business letter is usually typed on printed letterhead paper displaying the name,

2、address, fax and telephone number of the organization sending the letter. It is used only for the first page of a letter.2021-12-22Sample LetterheadlJohn Morris & Co. lOSullivan BuildinglBaltimore, Maryland 10026lUSA2021-12-22Pair-work: write your permanent address and dictate it with your partn

3、er lThe dictator should repeat numbers, names so as to confirm them.lWrite them in the right format.lAbbreviation can be used.2021-12-22Date LinelThe date is typed a few lines below the last line of the letterhead. The format of the date line differs from country to country .The common formats are t

4、ypical American one (Month/Day/Year) and British one (Day/Month/Year). As the date line is a vital part of a business letter, the month written in full is preferred because figures may create confusion. 2021-12-22Sample Date Line-Date line consists of the date, month, year.-Two widely accepted style

5、s:June 12, 2005 or 20 July, 2004-Do not use only figures, i.e. 12/6/94,because not all English-speaking people agreeon the order of the date -Place the date on the left margin aligning排成一行withinside address (block) or with letterhead (modified) 2021-12-22Rewrite the following date line for standard

6、business letters 6/5/9910-9-988 June 2004Oct.28, 99jan.13. 20052021-12-22Inside AddresslThe address of the organization receiving the letter is typed single-spaced at the left margin. The number of lines left blank between the dateline and the address depends on the size of the body of the letter, t

7、he size of type used, and the length of the printed lines. The address is typed as it will appear on the envelope.2021-12-22Sample Inside AddressDr. David BrownExecutive Vice PresidentSunny Stock, Inc.股份有限公司（incorporated）Salt Lake City, UT 75087U.S.A. 2021-12-22Arrange the following information into

8、 letterhead or inside address:China/Beijing 100021/Beijing Metal/President/ Lin Fang/ East lane/ 2342021-12-22SalutationlFor most letter styles place the letter greeting or salutation, two lines below the last line of the inside address or the attention line (if used). If the letter is addressed to

9、an individual, use that persons courtesy title and last name (Dear Mr. Lanbam). Be sure to add a colon (or a comma not a semicolon) after the salutation. Use an individuals full name (Dear Leslie Lanbam) only when gender is unknown. 2021-12-22Sample SalutationlIt is typed flush使齐平with left margin (b

10、locked and modified block改良齐头式 )lIt is followed by a comma or a colonlIt can omit any punctuation, if so the complimentary needs none. Dear Andy,Dear Mrs. Breedlove,Ladies and Gentlemen:2021-12-22More Example of Salutation (1)Dear Sir/Dear Sirs/Gentlemen/Ladies: (to the unknown and very formal)Dear

11、Mr./Mrs/Miss/Ms Johnson: (only surname, semi formal)Dear Messrs/Mmes. Johnson: (2 or moreMen/women with the same surname.)2021-12-22More Example of Salutation (2)Dear Dr. Woods: (professional title used )Dear Customer: (to a group of the same status)Dear Purchasing Agent: (the unknowns professional

12、title)Dear Kim: (first name, very informal)2021-12-22What salutation would you use to address a letter to:lA company (a new client)lDavid J.Lee (businessman with doctorate)lCandy Lester(unknown marital status)lA marketing managerlMr. Bran Jackson & Mr. Kevin JacksonlMr. Froy Longman & Mrs. J

13、ane LongmanlPersons who are applying for a job vacancy 2021-12-22BodylThis is the actual message of your letter. Most business letters and memorandums备忘录；便笺are single-spaced with double line spacing双行间距between paragraphs. Very short messages may be double-spaced with indented缩进paragraphs.2021-12-22T

14、he Body of LetterlGive the reason of writing the letter in the first paragraph.lGive numbers or bullets项目符号或编号 for paragraphs which contain important information.lIn closing paragraph, show your hope or promise of future action or contact.2021-12-22Complimentary CloselTyped two lines below the last

15、line of the letter, the complimentary close may be formal or informal.2021-12-22Sample Complimentary Close lPlace it 2 lines below last line of last paragraph.lIn block format, flush with left marginlIn modified block, align with the date.lFormality of the closing should be in agreement with salutat

16、ion such as “Dear Sir” “Gentlemen” Formal:Yours faithfully,Yours truly, Faithfully yours,Semi formal:Sincerely yours,Yours sincerely,Cordially yours,Informal:Sincerely, Best regards,2021-12-22What complimentary close would you use to the salutations:lLadies and Gentlemen:lDear SirslDear Mr. LorganlD

17、ear Tom, 2021-12-22Signaturelpersonal2021-12-22The Signature and printed namelThere must be signature to show approval of the content of the letterlType full name and title 4-5 lines below complimentary close.lSign your name in the triple space between the two. Yours sincerely,(your signature)Zhao H

18、uiPersonnel Director 2021-12-22商业书信的五种格式l全齐头式 (Full-blocked)l齐头式 (Blocked)l半齐头式 (Semi-blocked)l方齐头式 (Square-blocked)l简化式 (Simplified)2021-12-22Specialized Parts of Business Lettersl(1) Attention Line指定收信人l(2) Subject Linel(3) Reference Initialsl(4) Author, Title and Departmentl(5) Enclosure Notation

19、l(6) Copy Notation2021-12-22Attention linelAn attention line allows you to send your message officially to an organization but to direct it to a specific individual, officer, or department. However, if you know an individuals complete name, it is always better to use it as the first line of the insi

20、de address and avoid an attention line. 2021-12-22Sample Attention linelA colon or dash may or may not follow the word “attention”. e.g. ATTENTION: SALES MANAGER AttentionMarketing Director Attention of Advertising Manager 2021-12-22Subject linelTwo lines below the salutation.l Subject lines often s

21、how policy or file numbers. By alerting your reader to the content of your message, you enable him to decide whether the letter requires immediate attention. 2021-12-22Sample Subject linelUnderlined: Sale Contract no.234lCapitalized: SALE CONTRACT NO. 234lRe: Late DeliverylSubject: Order No. 1232 fo

22、r Teasets2021-12-22Reference InitialslThe initials of the typist are typed two spaces below the authors name and title. If the author chooses to include his or her initials in the reference initials line, the authors initials should appear before the typists.l现代英语 书信中， 常用的结束语为它比较中性， 适用面较广亦有用口语形式作为结束

23、语的，如主 办人代号办人代号(reference initials) ， 是以发信人和打字员的第一个字母组成，以便查考。 现一般常用的形式是前者用大写字母，后者用小写字母。2021-12-222021-12-22Sample Reference InitialslThese initials identify the writer of the letter and the person who typed it.lThe initials of the signer come first in capital and followed by typists in lower- case le

24、tter.le.g. DLH/nrz DLH:nrz DLH* nrz 2021-12-22Author Title and Department lThe author of the letter needs space to sign his or her name; therefore, three blank lines should be left above the typed name of the author. If short, the authors title or department may appear on the same line as the author

25、s name. If long, it should be typed immediately below the authors name. 2021-12-22Enclosure Notation附件说明 lIf an enclosure (or attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. This notation reminds the typist to insert the enclosure in th

26、e envelope, and it reminds the letter receiver to look for the enclosure (or attachment). 2021-12-22Sample Enclosure NotationlThe notation may be spelled out (Enclosure, Attachment), or it may be abbreviated (Enc., Att.). It may indicate the number of enclosures or attachments, and it may also ident

27、ify an enclosure specifically (Enclosure: Copy of Invoice 6309). Enclosure: Sale Account Enc. (4) Enclosure (2): Packing list Commodity Inspection Certificate商检证明书2021-12-22Copy Notation抄送 lWhen the letter is desired to send to others.lThe writer wants the recipient aware of the persons receiving the copy of the letter.l A copy notation is typed one or two lines below the enclosure notation (if used) lCC, cc, Cc (Carbon Copy), XC(Xerox), PC (Photo), C (Copy)2021-12-22Practic