unit two.ppt

1、Unit Two The Structure and Layout of a Business Letter,1. The Structure of a Business Letter 2. The Layout of a Business Letter The basic Format Letter style 3. Addressing the Envelope,The Structure of a Business Letter,1. Letterhead(信头) Function: a. to identify where the letter comes from b. to for

2、m ones impression of the writers company A printed letterhead usually contains: the writers companys name, address, postcode, telephone number and telex number, telegraphic address, etc.,The Eastern Seaboard Corporation 324 Park Avenue New York, New York 10017 Tel. 225-2780 Cable add: EASTSEA Telex:

3、222711,2. Reference Number(发文编号) The reference number is generally used as a useful indication for filing, so it must be easily seen. It is often placed two lines below the letterhead. eg: 1)Our ref: 234 GW/gp (in an incoming letter) 2)Your ref: 234 GW/gp Our ref 456 JS/lb(in the reply to the incomi

4、ng letter),3. Date Always type the date in full, in the logical order of day, month, year. For the day, either cardinal number(1,2,3,etc.) or ordinal number(1st, 2nd, etc.) August 3, 2002-American form 3rd August, 2002-British form Avoid showing the date in figures like: 3/8/2002 or 8/3/2002, for it

5、 may cause some confusion.,4. Inside Name and Address(封内名称和地址) The name and address of the receiver is typed at the left-hand margin at least two lines below the date. When the receiver is a company, the inside name and address should be written as the following: (Ms. Sarah Davis/Mr. Richard Tomas T

6、he Sales Manager) Messrs. Hercules Engineering Co., Ltd Brasenose Street MANCHESTER M60 8AS England,5. The Salutation(称呼) The salutation is the polite greeting with which the writer begins or opens his letter. Dear Sir/Dear Madam(for both single or married women)/Dear Mr.(or Ms.) is used for address

7、ing one person. Dear Sirs/Gentlemen/Madams for two or more. It always appear three line-spacing below the inside name and address, and followed by a comma for Dear Sirs and a colon for Gentlemen.,6. The Subject Line(事由标题) This comes two lines below the salutation, either beginning at the left margin

8、 or in the center. It is specially useful if two companies have a lot of correspondence with each other on a variety of subjects, as it immediately tells what the letter is about and is a guide for filing. (1) Re: Sewing Machines; (2) Subject: Our contract No.234. Your L/C No.345; (3) Sewing Machine

9、s,7. The Body of the Letter/The Message It should begin two lines below the subject line, or at least two lines below the salutation if there is no subject line. Good communication in mind and avoid stereotyped phrases and commercial jargon. Opening:(1) When writing to a company, a straight-forward

10、sentence should be used. With great delight I learn that I have the pleasure to tell you that You were recommended to our company by the Bank of China, New York Branch and we wish to,(2) When replying a letter, its day and reference number should be mentioned as the following: Thank you for your let

11、ter 234 GW/gp of September 18 Your letter of the 10th, August has been received with thanks. Many thanks for your letter about I must apologize for my delay in answering your kind letter. In reply to your letter of July 2 So much has happened since I received your last letter,Closing: (1)We look for

12、ward to hearing from you soon. We thank you for this order and hope to receive your repeat orders. Any early reply would be highly appreciated. We would be grateful if you would give this matter your earliest attention. We look forward to your confirmation at your earliest convenience. (2)Please do

13、not hesitate to contact us should you require any further information. If you need further details, please let us know. We would be grateful if you could send us this information as soon as possible.,8. The Complimentary Close(结尾敬语) It is placed two or four lines below the last line of the body of t

14、he letter. It should match the salutation.,9. The signature A letter should be signed by hand, and in ink, and followed by the persons name typed so that the name is legible. eg. Yours faithfully THE OVERSEAS CO.,LTD. (Signature) W.Black (General Manager)-the official signing for the company,10. Enc

15、losure Notation(附件) If any documents, catalogues, price lists,etc.are sent with a letter, it is necessary to add “Enclosure” or its abbreviation “Enc.”, at least two lines below the signature at the left margin. eg. Enclosures(3) Encl. 3 catalogues Enc. 1 invoice Encls: as stated 如信所述,11. Carbon Cop

16、y(抄送) When copies of the letter are sent to others, type c.c. below any enclosure notation at the left margin. eg. c.c. Mr. J.Cooper (Mr.J.Cooper is the person who will receive the copies of the letter) 12. Postscript(附言) In business letters a postscript(P.S.) is used only to draw the readers attent

17、ion to a point which the writer wants to emphasize.,Dont use a postscript if you forget to mention a point in the body of the letter; rewrite the letter instead. Some executives occasionally use a handwritten postscript to add a personal touch to their typewritten letters. eg. P.Sto see you at the A

18、nnual Sales Meeting at the Hillside Plaza on January 10. P.S. Im going to see you at the Chinese Export Corporation. J.B.,The Layout of a Business Letter,1. The Basic Format of a Business Letter:,Letterhead Ref. No. Date Inside Name and Address Salutation Subject Line 7. Body of the Letter . Complim

19、entary Close 9. Signature 10. Enclosure Notation 11. Carbon Copy 12. Postscript,Among them,red ones are standard parts.,2. Letter Styles: The four most popular forms are Indented Style(缩行式)， full-block(完全平头式), semi-block（混合式) and modified block(改良平头式). (1) Indented Style(缩行式) The main feature in thi

20、s style is that each line of the “Inside Name and Address” should be indented 23 spaces, and the first line of each paragraph should be indented 3-8 spaces.,Beijing Textiles Import & Export Corporation 43 Tung An Men Street Beijing, China Tel:. Our ref. No. Your ref. No. January 30, 2003 The Pakista

21、n Trading Company 15, Broad Street, Karachi, Pakistan. Gentlemen: We learn from. Yours very truly,(2) Full Block Style (完全平头式) Every line in the full block style begins at the left margin, and the open style of punctuation has been adopted. See Example 2 page 12 on the textbook. (3) Modified Block S

22、tyle (改良平头式) In this style, paragraphs are not indented. The “Date”, “Complementary Close” and “Signature” are aligned slightly past the center of the page.,(4) Semi-block Style with Indented Paragraph （混合式) This style is similar to the modified block style with one exception: the first sentence of

23、each paragraph is indented 36 spaces. See example 1 page 11 on the text.,Addressing the Envelope,The address on the envelope must be correct, legible and placed in the appropriate location. It should be written in the following order: Name Title(position or department) Company name Street address Town County(or province) Country,Post notation should be placed in the bottom left-hand corner. Some useful post notation: Registered(挂号) ， Confidential(密函) Via Air Mail(航空)，Pr