商务英语-信件写作格式

StructureandStyleofBusinessWritingThefirstimpressionabusinesslettermakesoftendetermineswhethertheletterwillbereadandthereader’sreactiontotheletter,sobusinessletterwritersmust,inadditiontocomposingwell-writtensentencesandparagraphs,communicatetheirthoughtsinefficient,appropriateletterform.LetterStructuresandPlacementBroadlyspeaking,businesslettersareusuallycomposedofthefollowingtwelveelements:1.Letterhead（信头）2.Date（日期）3.InsideAddress（信内地址）4.AttentionLine（指明收信人）5.Salutation（称呼）6.SubjectLine（事由）7.Body（正文）8.ComplimentaryClose（结尾敬词）9.Signature（签名）10.ReferenceInitials（打字员姓名缩写）11.Enclosure（附件）12.CopyNotation（抄送）SampleAnalysis

TECHNICAL1606FifthAvenue

ESICNS,SeattleWA99454-NC.201626-3150July30,2005PacificResources,Inc.1160BishopStreetHonolulu,HI99813

AttentionMs.AliciaChavez, LadiesandGentlemen SUBJECT:OFFICELETTERSTYLELetterheadInsideAddressDateAttentionlineSalutationSubjectLineOurofficepreferstheblockletterstyle,asshowninthisletter…Sincerelyyours

TECHNICALDESIGNS,INC.EricMannEricMann,Consultant

CommunityServicesDepartmentEM:mefEnc.Intra-companystationeryandmemorandumformsCC:Ms.LauraShulteMr.AndrewFarmer

BodyComplimentaryCloseOrganizationNameSignatureAuthorTitleDepartmentReferenceInitialsEnclosureCopyNotationAmongthesetwelveelements,letterhead,date,insideaddress,salutation,thebody,thecomplementarycloseandthe

signaturearenecessaryforabusinessletter,whiletheothersareoptional.1.Letterhead

•Thenameofthefirm•Itsaddressandpostalcodes•Telephonenumber•Faxnumber•Internetaddress•E-mailaddress•Telegraphicandtelexaddress•Atrademarkorabriefslogan,etc.Forexample:EASTERNTEXTILESIMP.&EXP.CO.,LTD.12389ChangchunRoad,Dalian,ChinaTelaxttp://will.nease.neE-mail:bcxbcx@411ThenameofthefirmaddressandpostalcodesTelephonenumberFaxnumberInternetaddressE-mailaddressIfasecondpageisneededforthebodyoftheletter,asecondheadingisnecessary.Itmaybewritteninthefollowingfiveformats:EASTERNTEXTILESIMP.&EXP.CO.,LTD.-2-Aprill6,2005Mr.RoseApril16,2005,Page2Mr.RoseApril16,2005Page2

EASTERNTEXTILESIMP.&EXP.CO.,LTD.,April16,2005EASTERNTEXTILESIMP.&EXP.CO.,LTD.-2-April16,2005ThecommonformatsaretypicalAmericanone:Month/Day/YearBritishone:Day/Month/Year2.DateForExampleApril1,20061st.April,2006Itistheaddressoftheorganizationreceivingtheletter.3.InsideAddress

OregonInstituteofLegalStudies18002SouthMolaliaAvenueOregonCity,OR97045ForExampleIfyousendyourmessageofficiallytoanorganization,anattentionlineallowsyoutosenditdirectlytoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual'scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.

4.AttentionLineForExampleAttentionMs.AliceSmith5.Salutation

DearSir/Sirswithoutspecificreference,formalLadiesandGentlemenwithoutspecificreference,formalDearMr.Ahrendsenmale,neveruseMisterinsteadofMr.DearMrs.AhrendsenmarriedwomenDearMissAhrendsenununmarriedwomen,girlsDearMs.Ahrendsenfemale,maritalstatusunknownDearMessrs.Ahrendsentwoormoremaleaddresseessharethesamesurname;beforepartnershiporcompany,DearMmes.AhrendsenaddressingtwoormoreladiesunderthesamesurnameDearDr.AhrendsenprofessionaltitletoshowbusinesscourtesyDearProfessorAhrendsenProf.isalsousedsometimes6.SubjectLineAsubjectlinehelpsidentifythesubjectoftheletter.

SUBJECT:OFFICELETTERSTYLE

Forexample7.Body

Thisistheactualmessageofaletter.Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.8.ComplimentaryClose

VerytrulyyoursSincerelyyoursCordiallyyours9.Signature

2)Author,Title,andDepartment:

Theauthoroftheletterneedsspacetosignhisorhername;therefore,threeblanklinesshouldbeleftabovethetypednameoftheauthor.Ifshort,theauthor'stitleordepartmentmayappearonthesamelineastheauthor'sname.Iflong,itshouldbetypedimmediatelybelowtheauthor'sname.1)OrganizationName:

Ifanorganizationnameisusedafterthecomplimentaryclose,thenameshouldbetypedentirelyincapitalstwolinesbelowthecomplimentaryclose.10.ReferenceInitialsEM:mef1

11.Enclosure(orAttachment)Enclosure/AttachmentEnc./At.Enclosure:CopyofInvoice630912.CopyNotationCarboncopy:CC,cc,Cc,

Xeroxcopy:XCCopy:CPhotocopy:PCStyleofBusinessLettersYoushouldbefamiliarwithatleastfourbusinessletterstyles:Block,ModifiedBlock,SimplifiedandIndented.1.BlockStyle(齐头式)LETTERHEAD_________________（日期）—————————（封内地址）————————（称呼）————————（事由）————————————————————————————————（信文）——————————（结尾及签名）2.ModifiedBlockStyle

（改良齐头式）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）3.SimplifiedStyle

（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.IndentedStyleEnvelopAddressingEnvelopaddressingcallsforaccuracy,legibilityandgoodappearance.1.TheIndentedForm

ChinaNationalMachineryImport&ExportCorp.|36,JianshanRoadBeijing,100008People'sRepublicofChinaP&GCompany24MadisonAvenueColumbus,OH43004U.S.A.Stamp2.TheBlockedForm

ChinaNationalMachineryImport&ExportCorp.|36,JianshanRoadBeijing,100008People'sRepublicofChinaP&GCompany24Ma