商务英语___信件写作格式

1、Structure and Style of Business Writing The first impression a business letter makes often determines whether the letter will be read and the readers reaction to the letter, so business letter writers must, in addition to composing well-written sentences and paragraphs, communicate their thoughts in

2、 efficient, appropriate letter form.Letter Structures and PlacementnBroadly speaking, business letters are usually composed of the following twelve elements:1.Letterhead（信头）（信头）2. Date（日期）（日期）3. Inside Address（信内地址）（信内地址）4. Attention Line（指明收信人）（指明收信人）5. Salutation（称呼）（称呼）6. Subject Line（事由）（事由）7. B

3、ody（正文）（正文）8. Complimentary Close（结尾敬词）（结尾敬词）9. Signature（签名）（签名）10. Reference Initials（打字员姓名缩写）（打字员姓名缩写）11. Enclosure（附件）（附件）12. Copy Notation（抄送）（抄送）Sample Analysis TECHNICAL 1606 Fifth Avenue ESICNS, Seattle WA 99454- NC. 201626-3150July 30, 2005Pacific Resources, Inc. 1160 Bishop Street Honolulu

4、, HI99813Attention Ms. Alicia Chavez,Ladies and GentlemenSUBJECT: OFFICE LETTER STYLELetterheadInside AddressDateAttention lineSalutationSubject LineOur office prefers the block letter style, as shown in this letter Sincerely yours TECHNICAL DESIGNS, INC. Eric Mann Eric Mann, Consultant Community Se

5、rvices DepartmentEM: mef Enc. Intra-company stationery and memorandum formsCC: Ms. Laura Shulte Mr. Andrew Farmer BodyComplimentary CloseOrganization NameSignatureAuthor TitleDepartmentReference InitialsEnclosureCopy NotationAmong these twelve elements, letterhead, date, inside address, salutation,

6、the body, the complementary close and the signature are necessary for a business letter, while the others are optional. 1. Letterhead The name of the firm Its address and postal codes Telephone number Fax number Internet address E-mail address Telegraphic and telex address A trademark or a brief slo

7、gan, etc.For example:EASTERN TEXTILES IMP. & EXP. CO., LTD.12389 Changchun Road, Dalian, China Tel:Fax:Http:/will.nease.neE-mail: The name of the firmaddress and postal codesTelephone numberFax numberInternet addressE-mail addressIf a second page is needed for the b

8、ody of the letter, a second-page heading is necessary. It may be written in the following five formats: EASTERN TEXTILES IMP. & EXP. CO., LTD. -2-April l6,2005 Mr. Rose April 16, 2005, Page 2 Mr. Rose April 16, 2005 Page 2 -Page 2-EASTERN TEXTILES IMP. & EXP. CO., LTD., April 16, 2005 EASTER

9、N TEXTILES IMP. & EXP. CO., LTD. -2- April 16, 2005 The common formats are typical American one: Month/Day/YearBritish one : Day/Month/Year2. DateFor ExampleApril 1, 20061st. April, 2006It is the address of the organization receiving the letter.3. Inside Address Oregon Institute of Legal Studies

10、18002 South Molalia AvenueOregon City, OR 97045For ExampleIf you send your message officially to an organization, an attention line allows you to send it directly to a specific individual, officer, or department. However, if you know an individuals complete name, it is always better to use it as the

11、 first line of the inside address and avoid an attention line. 4. Attention Line For ExampleAttention Ms. Alice Smith5. Salutation Dear Sir /Sirs without specific reference, formal Ladies and Gentlemen without specific reference, formal Dear Mr. Ahrendsen male, never use Mister instead of Mr. Dear M

12、rs. Ahrendsen married women Dear Miss Ahrendsenun unmarried women, girls Dear Ms. Ahrendsen female, marital status unknown Dear Messrs. Ahrendsen two or more male addressees share the same surname; before partnership or company, Dear Mmes. Ahrendsen addressing two or more ladies under the same surna

13、me Dear Dr. Ahrendsenprofessional title to show business courtesy Dear Professor Ahrendsen Prof. is also used sometimes 6. Subject Line A subject line helps identify the subject of the letter. SUBJECT: OFFICE LETTER STYLE For example7. Body This is the actual message of a letter. Most business lette

14、rs are single-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs. 8. Complimentary Close Very truly yours Sincerely yoursCordially yours 9. Signature 2) Author, Title, and Department: The author of the letter needs space to sign his

15、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 authors name. If long, it should be typed immediately below the authors name. 1) Organization Name: If an organization name is use

16、d after the complimentary close, the name should be typed entirely in capitals two lines below the complimentary close.10. Reference Initials EM: mef1 11. Enclosure (or Attachment) Enclosure/AttachmentEnc./At.Enclosure: Copy of Invoice 630912. Copy Notation Carbon copy: CC, cc, Cc, Xerox copy:XCCopy

17、: C Photo copy:PCStyle of Business LettersYou should be familiar with at least four business letter styles: Block, Modified Block, Simplified and Indented. 1. Block Style (齐头式齐头式) LETTERHEAD_（日期）（日期） （封内地址）（封内地址） （称呼）（称呼） （事由）（事由） （信文）（信文） （结尾及签名）（结尾及签名）2. Modified Block Style （改良齐头式）（改良齐头式） LETTERH

18、EAD （日期） （封内地址） （称呼） （事由） （信文） （结尾敬词及签名） （附件、付本、付言）3. Simplified Style （简化式）（简化式） LETTERHEAD（日期） （封内地址） （事由） （信文）（签名） LETTERHEAD _（日期） _ （封内地址） （称呼） （事由） （信文）（结尾敬词及签名） （附件、付本、付言） 4. Indented Style Envelop AddressingEnvelop addressing calls for accuracy, legibility and good appearance. 1. The Indente

19、d Form China National Machinery Import & Export Corp. |36, Jianshan RoadBeijing, 100008Peoples Republic of China P & G Company 24 Madison Avenue Columbus, OH 43004 U.S.A. Stamp2. The Blocked Form China National Machinery Import & Export Corp. |36, Jianshan RoadBeijing, 100008Peoples Republic of China P & G Company 24 Madison Avenue Columbus, OH 43004 U.S.A. StampSample Simplified st