Chapter_2_The_Layout_of_a_Business_Letter.ppt

1、Chapter 2 The Layout of a Business Letter,Correspondence,Business English,The form of a business letter,Full-block style （全齐头式） Indented style （缩行式） Modified block form （改良的齐头式） Semi-block format with indented paragraphs （半齐头式或混合式）,1.full blocked style,The Wilson Company 1377 Main Street Dallas, Tex

2、as 75226 U.S.A. February 5, 1999 Nippon International Trading Co. Ltd. 3 Nihonbashi, Honcho 3 Chome Japan Gentlemen: Were sending you our latest pricelist We are looking forward to hearing from you soon. Truly yours, THE WILSON COMPANY William Robertson, President WR / ea,2.indented style,（Heading）

3、China National Light Industrial Products Import & Export Corporation 82 Tianan Men Street Beijing, China Jan.30,2005 Our Ref. No- Your Ref. No- The Pakistan Trading Company (Inside Address) 15，Broad Street Karachi, Pakistan Gentlemen: (Salutation) Re: Chinese Light Industrial Products (Caption) We t

4、hank you for your letter of Jan.10, 2005 and shall be glad to enter into business relations with your firm. As you know, it is our policy to trade with the people of all countries on the basis of equality and mutual benefit. We believe we shall be able, by joint efforts, to promote friendship as wel

5、l as business. We are sending you 5 pamphlets and a price list covering part of our exports. Please advise what articles you are interested in at present. （The Body of the Letter） Your early reply will be highly appreciated. (The Closing Sentences) （The Complimentary Close） Yours faithfully, CHINA N

6、ATIONAL LIGHT INDUSTRIAL （The Signature） PRODUCTS IMPORT & EXPORT CORP. (Sighed)- Encls:,3.modified blocked style,Nippon International Trading Nihonbashi, Honcho Chome 3 Chuo-ku, Tokyo 104 Japan February 15, 19- The Wilson Company 1377 Main Street Dallas, Texas 75226 U.S.A. Attn: Mr. Robertson,4 混合式

7、（Semiblock Style with Indented Paragraphs）,M.D. Ewart & Co., Ltd 36 Tower Street Toronto 4, Canada August 22, 2005 Our Ref. No. Your Ref. No. Beijing Textiles Import & Export Corporation 43 Tianan Men Street Beijing, China Dear Sirs Re: Fist Inquiry We learn from a friend in China that you are expor

8、ting Nylon Bedsheets and Pillow Cases. There is a steady demand here for the above-mentioned commodities of high quality at moderate prices. Will you please send us a copy of your catalogue, which details of your prices and terms of payment? We should find it most helpful if you could also supply sa

9、mples of these goods. We are waiting for your early reply. Yours very truly, (Signature),The Layout of Business Letter,standard parts the letterhead the inside address the date the salutation the body of the letter the complimentary close the signature,optional parts (1) the references (2) the atten

10、tion line (3) the subject line (4) the enclosure (5) the carbon copy notation (6) the reference notation (7) the postscript note,The structure of a business letter,1)信头(letterhead) 2）编号，日期3）封内名称和地址 (inside address) (reference and date)4）经办人(attention line) 5）称呼(salutation) 6）事由（标题）(subject) 7）正文(bod

11、y) 8）结尾敬词(complimentary) Name of company 9）签名(signature) 10) the reference notation 11）附件 (enclosure) 12）抄送(cc to XX) 13）附言(postscript),Parts of a business letter,Letterhead 信头 The companys name/address/postcode/Tel No./fax No./E-mail address 2. Reference 编号（案号） File number, departmental code (or th

12、e reference initials) E.G Your ref.:2005/IB318 Our ref. :CS49/77005,3. Date Should be typed in full and not abbreviated Avoid giving the dates in figures(12/10/06) BrE: day, month and year AmE: month, day and year Prefer cardinal numbers (1,2,3,4) rather than ordinal numbers (1st, 2nd, 3rd, 4th) A c

13、omma must be used before the year 8 June, 2005 / June 8, 2005,4. Inside name and address 信内地址 Courtesy titles Mr. 先生 E.g. Mr. Storm Esq./Esquire 先生 E.g. John P. Storm, Esq. Mrs. 夫人 Ms. 女士 Miss 小姐 Messrs. 先生们 E.g. Messrs. MacDonald & Evans Co. Mmes. 女士们 The receiver holds a special title, such as Doc

14、tor, Professor, Colonel, use it instead of Mr. and his official position should follow: E.g. Dr. E. Browning, President When addressing business executives, include their title. E.g. Mr. Paul Johnson, President,4. Inside name and address 信内地址 Pay attention to the postal service abbreviation for stat

15、e ( province) and others NYNew York, Pa./Peen Pennsylvania, Ca. California Vic. Victoria Que. Quebec MA Massachusetts Rd. Road St. Street Ave. Avenue E.g. 234 Commonwealth Ave. Boston MA 23456 Attention line be used to direct the letter to a specific individual or section of the firm. (ATTN:/Attenti

16、on:/(For the) attention of ) E.g. Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention : Mr.Cave or Attention of Purchasing Manager,5.The salutation （称呼） Dear Sir, Dear Madam, (for both single and married women) Dear Sir or Madam, Dear Sirs, (Mesdames) (BrE, for addressi

17、ng two or more, as where a letter is addressed to a firm) Gentlemen: (AmE) (followed by a colon) Dear Mr. Mason, Dear David,6. The subject line. （事由） Call attention to the reason, relative reference or brief subject E.g. Re: Your Order No. 1513 Subject: Mens Shirts 7. The body. （正文） When using conti

18、nuous sheets, always type a heading to show the name of your correspondent, the number of the sheet, and the date E.g. Collins Telecom Company, -2- March 24 2005,8. Complimentary Close（结尾套语） Be in keeping with the salutations, usual matches as follows: Salutation Close Occasion Dear Sir(s) Yours fai

19、thfully, standard/formal Madam Faithfully yours, (AmE) Gentlemen Truly yours, Used by Americans Dear Mr. Yours sincerely, less formally and Sincerely yours, (AmE) between persons known to each other Dear John (Kind) regards, informal (Best) wishes,9. Signature (签名） Be signed by hand and in ink The n

20、ame of signer is usually typed below the signature and followed by his job title or position E.g. Yours faithfully per pro The overseas Co Ltd/ for Sales Manager (sgd.) W.Black President Per pro / P.P with special authority to sign For a official signing for the company or sb. Never sign the letter

21、with a rubber stamp,10. The reference notation （经办人代号） Shows the initials of both the dictator and the typist E.g. FCM/hl, FCM:HL, FCM/HL, fcm:hl Can be included in the Reference No. Part 11.The Enclosure （附件） E.g. Enclosure: Price list Enclosures: 1. 1 B/L 2. 1 Photo 3. 1 Certificate Enclosures 4 E

22、ncl. As stated/ Encl. a/s Enc.,12. The carbon copy notation （抄送） Type 1. cc- Notation is typed on the original and carbon copies. E.g. c.c.: Mr. J. Cooper C.C.: Rotic Co. Copy to: Sales Manager Copies to : Directors Type 2. bcc- copy notation is specified on the copy only E.g. b.c.c: Mr. J. Cooper 13. Postscript （附言） E.g. P.S. The invitation will be mailed to you in a day or two.,Practice,Senders name: China National Chemicals Imp. Our Ref: 2005/IB208 C.C: Miss Mary Chen Encl: a/s P.S: The name of the steamer sho