商务英语写作 chapter 2

1、,主 编：胡英坤 车丽娟,外语教学与研究出版社,chapter 2,structure and styles of business letters,商务信函的结构与格式,structure and styles of business letters,chapter,2,the first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the readers reacti

2、on to the contents of the letter.,chapter,2,contents of this chapter,i. structure of business letters,ii. styles of business letters,iii. envelop addressing,iv. practice (additional),structure and styles of business letters,chapter,2,i. structure of business letters,business letters are usually comp

3、osed of 12 elements:,1. letterhead 2. date 3. inside address 4. attention line 5. salutation 6. subject line 7. body 8. complimentary close 9. signature 10. reference initials 11. enclosure (on attachment) 12. copy notation,structure and styles of business letters,structure and styles of business le

4、tters,chapter,2,among the 12 elements, letterhead, date, inside address, salutation, body, complementary close and signature are necessary, while the others are optional.,i. structure of business letters,chapter,2,1. letterhead 信头,structure and styles of business letters,the name of the company its

5、address and postal code telephone number fax number company website address e-mail address a trademark or a slogan, etc.,chapter,2,structure and styles of business letters,eastern textiles imp. em/mef; em*mef).,10. reference initials 打字员姓名缩写,chapter,2,structure and styles of business letters,a notat

6、ion to that effect is placed two lines below the reference initials.,11. enclosure (or attachment) 附件,the notation may be spelled out (enclosure /attachment), or it may be abbreviated (enc./at.). it may indicate the number of enclosures or attachments, and it may also identify an enclosure specifica

7、lly (enclosure: copy of invoice 6309).,chapter,2,structure and styles of business letters,enclosure: sale account enc. (4) enclosure (2): packing list commodity inspection certificate,examples,11. enclosure (or attachment) 附件,chapter,2,structure and styles of business letters,if copies of a business

8、 letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure notation (if used). most people prefer to use notations like cc, cc, cc, (all mean carbon copy). some people use the notation xc (xerox copy), pc (photo copy), or c (copy).,12. copy notation 抄

9、送,chapter,2,structure and styles of business letters,use the information to prepare the parts needed for the letters below. 1. the letter is signed by mr. robert osteen and typed by you. 2. there are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for th

10、e last week. 3. a xerox copy of the letter must be sent to the great sea company 4. the letter must be sent to the very person, mr. danny brown, the sales manager.,exercises,chapter,2,ii. styles of business letters,1. block style,2. modified block style,3. simplified style,4. indented style,structur

11、e and styles of business letters,5. punctuation,chapter,2,structure and styles of business letters,in this format, all parts (from the date line) of the letter begin at the left margin.,1. block style 齐头式,letterhead _ _ date _ inside address _ _ salutation _ subject line _ body _ _ _ complimentary c

12、lose _ signature _,chapter,2,structure and styles of business letters,example,xxxx (letterhead) june 3, 2005 (date) xxxx (inside address) dear xx, (salutation) re: xx (subject line) we received your xxxx (body) yours sincerely (complimentary close) xx (signature),1. block style 齐头式,chapter,2,structu

13、re and styles of business letters,the date, the complimentary close and the signature block are placed at the right margin. paragraphs are separated by a single blank line. there is no indention at the beginning of paragraphs.,2. modified block style 改良齐头式,letterhead _ _ date _ inside address _ _ sa

14、lutation _ subject line _ body _ _ _ complimentary close _ signature _,chapter,2,structure and styles of business letters,example,xxxx (letterhead) june 3, 2005 (date) xxxx (inside address) dear xx, (salutation) re: xx (subject line) we received your xxxx (body) yours sincerely (complimentary close)

15、 xx (signature),2. modified block style 改良齐头式,chapter,2,structure and styles of business letters,all lines (from the date line) begin at the left margin. notice that a subject line, typed in all capitals, replaces the salutation. instead of a complimentary close, the senders name and title are typed

16、 in all capitals below the last line of the body part.,3. simplified style 简化式,letterhead _ _ date _ inside address _ _ subject line _ body _ _ _ signature _,chapter,2,structure and styles of business letters,example,xxxx (letterhead) june 3, 2005 (date) xxxx (inside address) re: xx (subject line) w

17、e received your xxxx (body) xx (signature),3. simplified style 简化式,chapter,2,structure and styles of business letters,each line of the inside address is indented four or five spaces compared with the previous line. each new paragraph stars four or five spaces from the left margin, while the date, th

18、e complimentary close and the signature are on the right-hand side of the sheet.,4. indented style 缩进式,letterhead _ _ date _ inside address _ _ salutation _ subject line _ body _ _ _ complimentary close _ signature _,chapter,2,structure and styles of business letters,example,xxxx (letterhead) june 3

19、, 2005 (date) xxxx xxxx xxxx (inside address) dear xx, (salutation) we received your xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx (body) yours sincerely (complimentary close) xx (signature),4. indented style 缩进式,chapter,2,structure and styles of business letters,there are two punctuation styles:

20、 mixed punctuation style have a colon after the salutation and a comma after the complimentary close. open punctuation style do not have a colon after the salutation and a comma after the complimentary close.,5. punctuation 标点,chapter,2,structure and styles of business letters,examples,mixed punctua

21、tion style dear mr. emerson: sincerely, open punctuation style dear mr. emerson sincerely,5. punctuation 标点,chapter,iii. envelope addressing,2,structure and styles of business letters,envelop addressing calls for accuracy, legibility and good appearance. two forms: 1. block form 2. indented form,cha

22、pter,2,structure and styles of business letters,china national machinery import & export corp. stamp no. 1 (w) fuchengmenwai avenue beijing, 100037 peoples republic of china p&g company 1 or 2, procter & gamble plaza cincinnati, oh 45201 u.s.a.,1. block form,chapter,2,structure and styles of busines

23、s letters,china national machinery import & export corp. stamp no. 1 (w) fuchengmenwai avenue beijing, 100037 peoples republic of china p&g company 1 or 2, procter & gamble plaza cincinnati, oh 45201 u.s.a.,2. indented form,chapter,iv. exercises (additional),2,structure and styles of business letters,1. read the fo