英文商务信函格式

EnglishBusinessLetterFormatOverviewofBusinessLettersTheStructureofBusinessLettersTheLanguageCharacteristicsofBusinessLetters目录WritingSkillsforBusinessLettersExamplesandAnalysisofBusinessLetters目录01OverviewofBusinessLettersDefinitionAbusinessletterisaformalcommunicationwritteninwrittenEnglish,usedtoreceiveinformation,request,orestablishbusinesstransactionsbetweenorganizationsorindividualsCharacteristicsBusinesslettersarecommonlytypeorprinted,usingformallanguage,andfollowingastandardformatTheyareconsistent,direct,andfreeofgrammarandspellingerrorsTheDefinitionandCharacteristicsofBusinessLettersVSThereareseveraltypesofbusinessletters,includinglettersofinquiry,lettersofapplication,lettersofrecommendation,lettersofcompliance,andlettersofresponseUseBusinesslettersareusedforavarietyofpurposes,soastorequestinformation,establishbusinessrelationships,negotiateterms,andexpressopinionsorconcernsTypesTypesandusesofbusinesslettersCorrectionProofreadyourletterforgrammar,spelling,andpunctuationerrorsHavesomeoneelsereviewitforclarityandconsensusFormalityUseformallanguageandaddresstherecipientpropertyAvoidingusingcolloquiallanguageorabbreviationsDirectionsBeclearandtothepointAveragedivisionsorIREEvantinformationProfessionalismShowrespectandprofessionalisminyourtoneandvocabularyDonotuseconsultingorofferinglanguageTheWritingPrinciplesofBusinessLetters02TheStructureofBusinessLetters01Theletterheadisahorizontalsectionatthetopoftheletter,containingthesender'scontactinformation,includingthecompanyname,address,phonenumber,faxnumber,andwebsiteaddress02Itisimportanttoensurethattheletterheadisclear,consistent,andeasytoread03Theletterheadshouldbeconsistentwiththecompany'sbrandingandidentityLetterheadDate030201Thedateisaverticalsectionontheleftsideoftheletter,indicatingwhentheletterwaswrittenThedateshouldbewrittenintheformat"Month,Day,Year"andshouldbeclearlyvisibleItisimportanttoensurethatthedateisaccurateandnotarizedifnecessaryRecipientaddress010203Therecipientaddressisaverticalsectionontherightsideoftheletter,containingthecontactinformationoftherecipient,includingthename,address,phonenumber,faxnumber,andemailaddressTherecipientaddressshouldbewrittenclearlyandconcisely,andshouldbeeasytoreadIftherearemultiplerecipients,theiraddressesshouldbeseparatedbycommasThecallisahorizontalsectionbelowtherecipientaddress,indicatingthepurposeoftheletterandwhatactionisrequestedoftherecipientThecallshouldbeclear,concise,andspecific,andshouldnotexceedafeedpresenceItisimportanttoensurethatthecalliswellstructuredandeasytounderstandCallTextThetextisthemainbodyoftheletter,containingthedetailsoftherequestormessagebeingconveyed02Thetextshouldbewellorganizedandcoherent,withparagraphsusedtoseparatedifferentideasorinformation03Itisimportanttoensurethatthetextisclear,concise,andfreeofgrammarorspellingerrors01Thecompliancecloseisahorizontalsectionattheendoftheletter,containingapolicyclosingstatementexpressinggradationorrecommendationtotherecipientItisimportanttoensurethatthecompliancecloseisappropriateandnottooformalortoocasualThecompliancecloseshouldbewritteninafriendlyandattentivemanager,andshouldreflectthecompany'scultureandvaluesComplimentarycloseAutographTheautographisaverticalsectionattheendoftheletter,containingthesignatureofthesenderTheautographshouldbewrittenclearlyandlegibly,andshouldmatchthesignatureonotherofficialdocumentsItisimportanttoensurethattheautographisauthenticandnotarizedifnecessary03TheLanguageCharacteristicsofBusinessLettersFormalandpoliticallanguagestyle01Use"Dear"tostarttheletterandusetherecipient'sfullname02Useformalmeetingsandclosures,suchas"YoursSincerely"and"Bestrewards"Useformallanguageandavoidcolloquialexpressionsorabbreviations03UseclearandspecificlanguagetoensurethatthemessageisunderstoodcorrectlyAvoidusinglongsensesandcomplexstructures,andkeepthewritingconventionUseactivevoiceandavoidpassivevoiceasmuchaspossible010203AccurateandconsistentexpressionProfessionalandstandardizedvocalselection01Usestandardbusinessvocabularyandavoidusingnonstandardorcolloquialexpressions02Usewordsthatareappropriateforthecontextandavoidusingemotionalorsubjectivelanguage03Usewordsthatarepreciseandaccurate,andavoidusingvagueorambiguouslanguage04WritingSkillsforBusinessLettersDeterminethepurposeoftheletter:torequestinformation,makeacomplaint,sendathankyounote,oranyotherpurposeUnderstandthereader'sneeds:considerwhatthereaderwouldfindusefulorrelevantintheletterTailorthelettertothereader'sinterestsandneedsClarifythewritingpurposeandreaderneedsStatethepurposeoftheletterinaconsensusandclearmanagerProvideanyrelevantbackgroundinformationorexplanationtosupportthemainpointProvideyourcontactinformationforfurthercommunicationEndwithaclosingthatsummarizesthemainpointandexpressionsgradientorrecommendationBeginwithaclearmeeting,includingtherecipient'snameandcontactinformationReasonableorganizationofletterstructureandcontentUseaformaltoneandlanguageappropriateforabusinessletterUsepoliticallanguageandexpressionstomaintainapositivetonePayattentiontotone,wording,andetiquetteAvoidusingjargonorindustryspecificlanguagethatmayfusethereaderShowrespectandconsiderationforthereader'stimeandattentionspanABCDAveragegrammar,spelling,andformattingerrorsUseaclearfontthatiseasytoread,suchasCalibriorArabicProofreadtheletterforgrammar,spelling,andpunctuationerrorsUseheadingsandsubheadingstobreakupthecontentandmakeiteasiertoreadSetthelinespacingtobeconsistentthroughouttheletter05ExamplesandAnalysisofBusinessLetters"Dear[Name],WeCordallyinviteyoutoattendourcompany'sannualconferenceon[Date]at[Time]andlocation.PleaseRSVPby[Date].Thankyou."Thisinvitationletterisconsistentandpolitical,advancingallnecessaryinformation:theevent,date,time,location,andRSVPdeadlineItendswithapoleexpressionofgraduationExampleAnalysisExampleandAnalysisofInvitationLetterExample"Dear[Name],Thankyouforyourinvitationtotheconference.Iamunavailableonthatdatebutwillmakearrangementstoattendifpossible.Pleasekeepmeinformedofanyupdates.Regiards."AnalysisThisreplyletterisresponsiveandrelevant,expressingthegradefortheinvasionandprovidingaresponseindicatingavailabilityorlakeofItalsoshowsinterestinbeingkeptinformedofanyupdatesrelatedtotheeventExampleandAnalysisofReplyLetter"Dear[Name],Iamwritingtoinquireaboutthepossibilityofpurchasingthe[Product]youmanufacture.Couldyoupleaseprovidemewithaquotaandadditionalinformationaboutthisproduct?Thankyou."ExampleThisinquiryletterisdirectandto