商务英语商业信函的写作格式

2024/6/10Chapter5StructureandStyleofBusinessLetters2024/6/10StandardPartsofBusinessLettersLetterhead信头DateLineInsideAddressSalutationBody信文ComplimentaryClose信尾Signature2024/6/10LetterheadAbusinessletterisusuallytypedonprintedletterheadpaperdisplayingthename,address,faxandtelephonenumberoftheorganizationsendingtheletter.Itisusedonlyforthefirstpageofaletter.2024/6/10SampleLetterheadJohnMorris&Co.O’SullivanBuildingBaltimore,Maryland10026USA2024/6/10Pair-work:writeyourpermanentaddressanddictateitwithyourpartner

Thedictatorshouldrepeatnumbers,namessoastoconfirmthem.Writethemintherightformat.Abbreviationcanbeused.2024/6/10DateLineThedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatelinediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).Asthedatelineisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.2024/6/10SampleDateLine-Datelineconsistsofthedate,month,year.-Twowidelyacceptedstyles:June12,2005or20July,2004-Donotuseonlyfigures,i.e.12/6/94,becausenotallEnglish-speakingpeopleagreeontheorderofthedate-Placethedateontheleftmarginaligning排成一行withinsideaddress(block)orwithletterhead(modified)

2024/6/10Rewritethefollowingdatelineforstandardbusinessletters

6/5/9910-9-988June2004Oct.28,99jan.13.20052024/6/10InsideAddressTheaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftypeused,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.2024/6/10SampleInsideAddressDr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.股份有限公司（incorporated）SaltLakeCity,UT75087U.S.A.2024/6/10Arrangethefollowing

informationintoletterheadorinsideaddress:China/Beijing100021/BeijingMetal/President/LinFang/Eastlane/2342024/6/10SalutationFormostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Besuretoaddacolon(oracommanotasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.

2024/6/10SampleSalutationItistypedflush使齐平withleftmargin(blockedandmodifiedblock改良齐头式)ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnone.

DearAndy,DearMrs.Breedlove,LadiesandGentlemen:2024/6/10MoreExampleofSalutation(1)DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)2024/6/10MoreExampleofSalutation(2)DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)2024/6/10Whatsalutationwouldyouusetoaddressaletterto:Acompany(anewclient)DavidJ.Lee(businessmanwithdoctorate)CandyLester(unknownmaritalstatus)AmarketingmanagerMr.BranJackson&Mr.KevinJacksonMr.FroyLongman&Mrs.JaneLongmanPersonswhoareapplyingforajobvacancy2024/6/10BodyThisistheactualmessageofyourletter.Mostbusinesslettersandmemorandums备忘录；便笺aresingle-spacedwithdoublelinespacing双行间距betweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindented缩进paragraphs.2024/6/10TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbullets项目符号或编号forparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.2024/6/10ComplimentaryCloseTypedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformalorinformal.2024/6/10SampleComplimentaryClose

Placeit2linesbelowlastlineoflastparagraph.Inblockformat,flushwithleftmarginInmodifiedblock,alignwiththedate.Formalityoftheclosingshouldbeinagreementwithsalutationsuchas“DearSir”“Gentlemen”Formal:Yoursfaithfully,Yourstruly,Faithfullyyours,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,Informal:Sincerely,Bestregards,2024/6/10Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,2024/6/10SignaturepersonalJessica2024/6/10TheSignatureandprintednameTheremustbesignaturetoshowapprovalofthecontentoftheletterTypefullnameandtitle4-5linesbelowcomplimentaryclose.Signyournameinthetriplespacebetweenthetwo.Yourssincerely,(yoursignature)ZhaoHuiPersonnelDirector2024/6/10商业书信的五种格式全齐头式(Full-blocked)齐头式(Blocked)半齐头式(Semi-blocked)方齐头式(Square-blocked)简化式(Simplified)2024/6/10SpecializedPartsofBusinessLetters(1)AttentionLine指定收信人(2)SubjectLine(3)ReferenceInitials(4)Author,TitleandDepartment(5)EnclosureNotation(6)CopyNotation2024/6/10AttentionlineAnattentionlineallowsyoutosendyourmessageofficiallytoanorganizationbuttodirectittoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.

2024/6/10SampleAttentionlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

2024/6/10SubjectlineTwolinesbelowthesalutation.Subjectlinesoftenshowpolicyorfilenumbers.Byalertingyourreadertothecontentofyourmessage,youenablehimtodecidewhethertheletterrequiresimmediateattention.

2024/6/10SampleSubjectlineUnderlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliverySubject:OrderNo.1232forTeasets2024/6/10ReferenceInitialsTheinitialsofthetypistaretypedtwospacesbelowtheauthor’snameandtitle.Iftheauthorchoosestoincludehisorherinitialsinthereferenceinitialsline,theauthor’sinitialsshouldappearbeforethetypist’s.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语的，如主办人代号(referenceinitials)，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。2024/6/102024/6/10SampleReferenceInitialsTheseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesignercomefirstincapitalandfollowedbytypist’sinlower-caseletter.e.g.DLH/nrzDLH:nrzDLH*nrz2024/6/10AuthorTitleandDepartment

Theauthoroftheletterneedsspacetosignhisorhername;therefore,threeblanklinesshouldbeleftabovethetypednameoftheauthor.Ifshort,theauthor’stitleordepartmentmayappearonthesamelineastheauthor’sname.Iflong,itshouldbetypedimmediatelybelowtheauthor’sname.

2024/6/10EnclosureNotation附件说明Ifanenclosure(orattachment)accompaniestheletter,anotationtothateffectisplacedtwolinesbelowthereferenceinitials.Thisnotationremindsthetypisttoinserttheenclosureintheenvelope,anditremindstheletterreceivertolookfortheenclosure(orattachment).

2024/6/10SampleEnclosureNotationThenotationmaybespelledout(Enclosure,Attachment),oritmaybeabbreviated(Enc.,Att.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).

Enclosure:SaleAccountEnc.(4)Enclosure(2):PackinglistCommodityInspectionCertificate商检证明书2024/6/10CopyNotation抄送Whentheletterisdesiredtosendtoothers.Thewriterwantstherecipientawareofthepersonsreceivingthecopyoftheletter.Acopynotationistypedoneortwolinesbelowtheenclosurenotation(if