letter 2 and structure.ppt

1、Business Letter Writing,The Structure and Form of a Business Letter,Hebei Trading Company, Ltd. No.70 Yu Hua East Road Yu Hua District Shijiazhuang 050018, China Telephone: +86 0311 82508250 Fax: +86 0311 82508251 May 10, 2007 John Smith, President Brother Shirt Trading Company NO.88, XXX Street NYX

2、XX111 New York, USA Dear Mr. John Smith, Thank you for your letter of March 5. Our company has the We are looking forward to your favorable reply. Yours sincerely, Brother Shirt Trading Company (signature) zhao Tao General Manager,Principal Parts: 1)Letterhead (or heading) The first and most obvious

3、 part of the letter, two functions: to identify where the letter comes from, and to form ones impression of the writers company. Place on the top of letter; (left or middle) Contain the all or some of following elements: the companys name, address, postcode, telephone number, fax number, internet ad

4、dress, email address etc. For example: Hebei Trading Company, Ltd. No.70 Yu Hua East Road Yu Hua District Shijiazhuang 050018, China Telephone: +86 0311 82508250 Fax: +86 0311 82508251,Principal Parts: 2) Date Never send out a letter without a date; Usually place 2 lines below the letterhead, (left

5、or right) Order of date: day/month/year（English）, month/day/year（American）； Year: cant be abbreviated； Month: should be English not numbers. But it can be abbreviated, for example January can be wrote as Jan. ； Day: better to use cardinal numbers. For example: April 20, 2007 (American form, the twen

6、tieth of April, two thousand and seven ) 20 April, 2007 (English form, April the twentieth two thousand and seven ),1-12月份英文简写,一月 January 简写 Jan. 二月 February 简写 Feb. 三月 March 简写 Mar. 四月 April 简写 Apr. 五月 May 简写 May 六月 June 简写 Jun. 七月 July 简写 Jul. 八月 August 简写 Aug. 九月September 简写Sep. 十月 October 简写 Oct

7、. 十一月November 简写 Nov. 十二月December 简写 Dec.,3) Inside Address *recipients address, usually begins directly or place 2 lines below the date line, at the left margin. The information should be given in a way like: Receivers name or his official title Companys name Number of the house and name of the str

8、eet District, name of the town or city State or province, ZIP code Name of country For example: President Brother Shirt Trading Company NO.88, Nanjing Road Huangpu District, Shanghai, 200000 P.R.C,3) Inside Address 信内把收信人名称地址写明对工作有便利。 对发信人而言，便利有二： 一是发信时可与信封地址相互对照，避免放入信封时发生差误； 二是发信后便于准确归档，便于以后查找。 对收信

9、人而言，便利也有二： 一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回； 二是收信后如信封与信函分离原信仍能保持完整，便于查阅。,4)The Salutation Two lines below the last line of the inside address, from left margin. Typical salutations are:,5)The Body of the Letter Usually Two lines below the salutation, it contains: The Opening Sentence

10、The actual message of the letter The closing sentence About the opening sentence When writing a letter to a company, a clear, straightforward should be used to indicate immediately what the letter is about, like: With great delight I learn that You were recommended to our company by the Bank of Chin

11、a New York Branch and we wish to .,About the opening sentence,When replying a letter, the date or the main content of the letter should be mentioned in a polite way, like: Thank you for your letter of Sep. 18 Your letter of the Sep. 18 has been received with thanks. Many thanks for your letter about

12、 In reply to your letter of July 2 I must apologize for my delay in answering your kind letter.,About The closing sentence,Usually to sum up the message and to suggest the writers requirements to the receiver, like: We look forward to hearing from you soon. Please do not hesitate to contact us shoul

13、d you require any further information. We would be grateful if you could send us this information as possible.,8) The Complimentary Close The expression for the complimentary close should be in accordance with the salutation. Two lines below the closing sentence. Attention to punctuation.,9)The Sign

14、ature Signature is placed tow lines below the complimentary close. Usually consists of: Manual signature of the writer; Typed name of the writer and his or her job title. For example: Frank W. Weston Frank W. Weston General Manager,The Optional Parts attention line 经办人 Send the letter directly to a

15、specific individual, officer, or department. Usually typed two lines above the salutation. For example: Attention: Import Dept. Attention of Mr. Standard, General Manager,The Optional Parts the subject line 事由 A subject line helps identify the subject of the letter, call attention to the content of

16、letter. Placing the subject two lines below the salutation, it is centered over the body of the letter. A subject line is Often underlined. For example: Subject: New Price List Re: offer Our Sales Confirmation No. 8,the enclosure 附件 An enclosure notation should be added to the business letter, when

17、such documents as brochures, catalogues, price lists etc. are attached to the letter. Two lines after the signature block at the left margin For examples: Enclosures (3) Enc. 1 invoice Encl. 3 catalogues Encls: as stated,the carbon copy 抄送 Carbon copy is used when copies of the letter are sent to ot

18、hers. Type CC with the names of the persons who will receive the copies of the letter Usually positioned two lines below the signature block at the left margin, one or two lines below the enclosure For example: CC The Trade Department CC Mr. White,the postscript 附言 To be added when you find somethin

19、g forgotten to be included in the letter. Two lines below any other notations, at the lest margin. It should be avoid as for as possible For example: P.S. I am planning a visit to your company. Lets meet and talk if it suits. Z.T.（手书，赵涛）,The Structure of a Business Letter,1)信头(letterhead) 2）日期(date)

20、 3）封内名称和地址 (inside address) 4）经办人(attention) 5）称呼(salutation) 6）事由（标题）(subject) 7）正文(body) 8）结束语(complimentary) 9）签名(signature) 10）附件 (enclosure) 11）抄送(cc XX) 12）附言(postscript),Addressing Envelopes,Return Address,Stamp,Address,Remarks,收信人的姓名、地址：信封的中部或右下部，姓名前可加to，表示“致”； 寄信人的姓名、地址：可以不写，也可以写在信封的左上角，还可以

21、写在信封背面。姓名前可加from，表示“寄自”； 邮票贴在右上角，如超过3张，贴在信封背面； Remarks1. Immediate(Urgent) 急件2. Confidential 机密信 3. Registered 挂号邮件 4. Express 快递邮件5. Printed Matter 印刷品6. Sample 样品7. Photo only 只有照片8. Do not fold 勿折,Form of Business letter,1. Full Block Form 平头式 Every part of a letter is typed from the left margin.

22、,Hebei Trading Company, Ltd. No.70 Yu Hua East Road May 10, 2007 John Smith, President Brother Shirt Trading Company NO.88, XXX Street Dear Mr. John Smith, Thank you for your letter of March 5. Our company has the We are looking forward to your favorable reply. Yours sincerely, Brother Shirt Trading

23、 Company ,2. Modified Block Form 改良平头式 The date line, complimentary close and signature are aligned slightly past the center of the sheet.,Hebei Trading Company, Ltd. No.70 Yu Hua East Road May 10, 2007 John Smith, President Brother Shirt Trading Company NO.88, XXX Street Dear Mr. John Smith, Thank

24、you for your letter of March 5. Our company has the We are looking forward to your favorable reply. Yours sincerely, Brother Shirt Trading Company ,3. Semi-Block Form 半平头式 the first line of each paragraph in the body of letter should be indented 3-6 spaces.,Hebei Trading Company, Ltd. No.70 Yu Hua E

25、ast Road May 10, 2007 John Smith, President Brother Shirt Trading Company NO.88, XXX Street Dear Mr. John Smith, Thank you for your letter of March 5. Our company has the We are looking forward to your favorable reply. Yours sincerely, Brother Shirt Trading Company ,4. Indented Form 缩行式 The letter h

26、ead usually in the middle, the complimentary close and signature on the right-hand side. Each line of the inside name and address should be indented 2-3 spaces, the first line of each paragraph in the body of letter should be indented 3-8 spaces.,Hebei Trading Company, Ltd. No.70 Yu Hua East Road Ma

27、y 10, 2007 John Smith, President Brother Shirt Trading Company NO.88, XXX Street Dear Mr. John Smith, Thank you for your letter of March 5. Our company has the We are looking forward to your favorable reply. Yours sincerely, Brother Shirt Trading Company ,How to choose the format of letter? According to the country of recipient; Block form-American style Indented Form-British style According to the letter rec