世纪商务英语写作训练Lesson 3 补充 新

1、Lesson 3 Structure and Style of Business Letters,商业信函的结构与格式,Remember the arrangement of every element in a business letter. 5 styles of business letters Punctuation styles 2 ways to address envelop Sample analysis Notes from on page 41, especially note 3. Exercises,Letter Structures and Placement,Br

2、oadly speaking, business letters are usually composed of twelve elements, among which seven elements are necessary for a business letter, while the others are optional. Seven necessary elements: letterhead date inside address salutation(称呼） the body（正文） the complementary close（结尾敬词）signature,Letter

3、Structures and Placement,Letterhead The name of the firm in letterhead should be the senders name, so the address should be the senders address. Date Date is typed a few lines below the last line of the letterhead. The common format is usually American one (Month/Day/Year). To avoid confusion, the m

4、onth written in full is preferred. Inside address Inside address should be the receivers address. It is typed single-spaced at the left margin. Attention line指明收信人 If you send your message officially to an organization, an attention line allows you to send it directly to a specific individual, offic

5、er, or department.,Letter Structures and Placement,Salutation 称呼 It is two lines below the last line of the inside address or the attention line (if used). If the letter is addressed to an individual, use that persons courtesy title and last name (Dear Mr. Lanbam). Even if you are on a first-name ba

6、sis (Dear Leslie), 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. Subject Line事由/主题行 A subject line helps identify the subject of the letter. Although experts suggest placing the subject line t

7、wo lines below the salutation, many businesses actually place it above the salutation. A subject line is often underlined or typed in capitals. e.g. SUBJECT: OFFICE LETTER STYLE,Letter Structures and Placement,Body正文/信文 This is the actual message of a letter. Most business letters are singlespaced w

8、ith double line spacing between paragraphs. Complimentary Close结尾敬词 It is typed two lines below the last line of the letter, the complimentary close may be formal (Very truly/sincerely/cordially yours), or informal (Sincerely/Cordially yours).,Different kinds of closing based on formality:,Letter St

9、ructures and Placement,Signature签名 1）Organisation Name: If an organisation name is used after the complimentary close, the name should be typed entirely in capitals below the complimentary close. 2)Author, Title, and Department: The author of the letter needs space to sign his or her name; therefore

10、, 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.,Special Notations,As for reference initials, enclosure and copy notation,

11、some textbook call them special notations特别标注，together with mailing and classification notation and postscript. Reference initials 打字员姓名缩写 Remember what reference initials means , where to and how to write reference initials. EM:/mef MR:/RG Enclosure附件 Where and how to write enclosure notation. Enc.

12、 Enclosure: Enclosures(3) Enclosure: Contract Catalogue Copy notation(Carbon copy notation)抄送 Remember how and where to write copy notation CC: Cc: cc:,Special Notations,Mailing and classification notation邮寄等级标 Occasionally, a business letter could be of a critical issue and the writer does not want

13、 anyone other than the receiver to read it. In this case, the writer may writer “Confidential”机密beneath the date line. If a business letter requires a special service by the post office, the word “Registered”挂号or “Special Delivery”专递may be written both on the stationery and the envelop.,Special Nota

14、tions,Postscript 附笔 If you want to add something after completing the letter or to bring something to the attention of the receiver, you may use a postscript. Normally, a postscript is indicated by “P.S.” one space beneath the notation if any.For example: LT/wt CC:Mr. George Stern P.S. We will incre

15、ase the price of the portable recorder from USD123 to $145 in June. YEN,Styles of Business Letters,There are five styles of business letters: Block Style 齐头式 Modified Block Style改良齐头式 Simplified Style简化式 Indented Style 缩进式 Personal Business Letter Style 私人商务信函格式 Its suggested that a learner should c

16、hoose one during his writing.,Punctuation Styles,There are two styles:mixed and open. Pay attention to the difference between them. Letters using mixed punctuation style have a colon after the salutaion and a comma after the complimentray close. Letters using open punctuation style do not have a col

17、on after the salutation and a comma after the complimentary close. e.g. Dear Mr. Emerson: Dear Mr. Emerson Sincerely, Sincerely P.S. Some business writers use comma after both salutation and the complimentary close. This style is not used much in formal business writing.,Envelop Addressing,The address on the envelop can be written in two forms: the indented form缩进式 and the blocked form齐头式. e.g. the indented form: China National Machinery Import & Export Corp. 36, Jiangshan Road Beijing, 100008 Peo