商务书信格式.ppt

1、,商务书信格式 台州广播电视大学 胡燕,The Layout,I.The Main Parts of the Business Letter 1.the letterhead 信头 2.the inside name and address收信人姓名和地址 3.the salutation 称呼 4.the body of the letter 正文 5.the complimentary close 信尾客套话 6.the signature签名,1. The Letterhead 信头- telling the reader the name of the firm and often w

2、hat it makes or sells 1.1 The letterhead contains the following : The address of the sender The date The address of the reader The name of the reader The salutation 称呼 The subject 事由,*Generally speaking, the stationery of the companies usually contains: The name of the company The address of the com

3、pany The telephone number(fax number, e-mail address, etc.) of the company The emblem of the company ( sometimes),*Companies use their stationery(信纸） for the following advantages: to give the customer a good impression to save secretaries time to have a consistent look 1.2 Place of the letterhead: T

4、he letterhead is usually centered at the top. Sometimes the name of the firm is printed in the middle and other information is given on the left and right sides under the name. If you are writing on a piece of plain blank paper without printed letterhead, you should type the letterhead on the right

5、corner of the paper a double space over the date line .,1.3 The date: Never omit the date line because it plays a role of evidence of an arrangement or contract in case of dispute(争论） in courts of law. Ususally type the date on the left hand side a double space（空两行） below the last line of the letter

6、head. Type the date in full and in one of the following forms: date-month-year/month-date-year 12 June 1998/ June 12, 1998,2. The inside name and address 收信人姓名和地址:,Giving the full name, the title, the full name of the company and the address of the reader The inside name and address normally require

7、 three or four typewritten lines. Always write both the names of the person and the company to whom the letter is written properly. Place the inside name and address flush with the left margin at least two lines below the date line. The style should be governed by the style of the letterhead.,The lo

8、gical order of the address is as follows : Do not Omit country when the letter is written to someone in another country. When you know the name of the person to whom you are writing, you should use it with his or her title instead of the Manager. The ways in which titles are written are as follows :

9、 When the letter is written to someone in his official capacity, the position can be typed after the name with a comma being inserted between them . When the name of the reader holding a position is unknown, the following forms will be helpful: Page 2.,3. The Salutation 称呼,Place the salutation two t

10、yping spaces below the last line of the inside address and type flush with the left margin. The salutation must agree with the inside address. When writing to individuals, always use their names if you know them . Never write Dear Miss or Dear Mrs. . And Mr., Ms., Mrs. or Miss must always be followe

11、d by a name. Use Dear Sirs or Gentlemen or Ladies and Gentlemen when two or more persons and all personal companies are addressed . Use Dear Madam or Dear Mesdames to address a woman or a lady. Never use Madam with a womans name; Avoid using Sirs alone and Gentlemen in singular form.,4. Subject/Re 事

12、由,Place the subject flush with the left margin or in the middle of the paper one line below the salutation The subject can be omitted, also. Using a subject line will alert your reader to the content of your message and enable him or her to deicide whether the letter requires immediate attention.,5.

13、 The Body of the Letter,The body of the letter is the most important part of any business letter and contains the essential information. The body of the letter customarily consists of three paragraphs. Each paragraph should start from the left margin of the paper. -A. The first paragraph acts as an

14、introduction or an acknowledgement of the previous correspondence if any. -B. The middle usually discusses matters or gives information. -C. The last paragraph expresses a hope or refers to the future action either by the writer or the reader .,6. The Complimentary Close,The Complimentary Close ends

15、 the letter in a polite way, consequently making good impression on the reader. You can end your letter with: Always place the complimentary a double space below the body of the letter, preferably aligning(使成一行） with the date line or conforming to the style of the letter used. Match the salutation;,

16、Most English letters end the following ways: Salutation as “Dear Mr/Mrs/Miss/Ms XXX”, closed with “ Yours sincerely”. Salutation as “Dear Sir/Madam”, closed with “Yours faithfully”.,Complimentary Close 结尾敬词,7. The Signature,Sign your letter customarily a double space below the complimentary close wi

17、th the typewritten name underneath. Four spaces are allowed for the handwritten name of the writer . Put the writers job title, name of the writers department or division in the company for which he works immediately following the type-written name. Put the companys name either immediately below the

18、 complimentary close in all capital letters . Dont put any courtesy title for a man before the mans name in the signature line but the abbreviations of his academic degrees. Indicate whether you are married or single if you are a woman either by writing Miss or Mrs. in parenthesis before your handwr

19、itten signature or by including either of them in your typewritten name . Ask your secretary or assistant manager to sign the letter if it is dictated by you but you have no time to sign it . -P.P./pp,The initials of the dictator and the typist口述者/打字员姓名缩写,Enclosure (or Attachment),If an enclosure (o

20、r attachment) accompanies the letter, a notation to that effect is placed two lines below the reference initials. This notation reminds the typist to insert the enclosure in the envelope, and it reminds the reader to look for the enclosure (or attachment). The notation may be spelled out (Enclosure / Attachment) or it may be abbreviated (2 Enc./ At.) it may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309)See Page 6.,Carbon Copy Cc/CC 抄送,If copies of a business letter have b