商务英语写作The-Structure-and-Style-of-a-Business-LetterPPT优秀课件

1、Chapter 2 The Structure and Style of a Business LetterLearning Objectives nKnow the standard and optional parts of business letters;nDesign and present information in an attractive way.The overview Means of making business letters attractive:nThe quality of letterheaded paper;nThe presentation of th

2、e letter;nThe structure of the letter;nThe language and tone used;The contents1. Parts of Business Letters2. Presentation of Business Letters1. Parts of Business Lettersstandard parts the letterhead the datethe inside address the salutationthe bodythe complimentary close the signatureoptional partst

3、he references the return/senders addressthe attention linethe subject line the enclosure notationthe copy notation the postscript TECHNICAL 1606 Fifth Avenue ESICNS, Seattle WA 99454- NC. 201626-3150July 30, 2005Pacific Resources, Inc. 1160 Bishop Street Honolulu, HI99813Attention Ms. Alicia Chavez,

4、Ladies and GentlemenSUBJECT: OFFICE LETTER STYLELetterheadInside AddressDateAttention lineSalutationSubject LineOur office prefers the block letter style, as shown in this letter Sincerely yours TECHNICAL DESIGNS, INC. Eric Mann Eric Mann, Consultant Community Services DepartmentEM: mef Enc. Intra-c

5、ompany stationery and memorandum formsCC: Ms. Laura Shulte Mr. Andrew Farmer BodyComplimentary CloseOrganization NameSignatureAuthor TitleDepartmentReference InitialsEnclosureCopy Notation(1) The letterhead- (senders address)- a firms personality nIt includes the companys logo, name, address, teleph

6、one and fax numbers, email, and website.Chinatex Mansion, No.19, Jianguomennei Street, Beijing, 100005,ChinaTel: (86mail: W(2)The reference（信件的编号）-File number, departmental codenCodes assigned to the letter by n(Your ref) 来函 - the recipientn(Our ref) 本函 -sender of the letter.nMakes it

7、easier to file the letter and track it when required.nOur ref本函档号nYour ref来函档号作者姓名的首字母（大写）打字员姓名的首字母（大小写均可） 另： 档案或部门编号也可能包括在内。nMany letterheads provide spaces for reference. nWhere the letterhead doesnt provide for it, this mark may come (1) before or after the date E.g. Your ref: TT/PP 10 October, 2

8、005 Our ref: MM/QQ Your ref: TT/PP10 October, 2005 Our ref: MM/QQ(2) form as a part of the first paragraph of the reply letter E.g.Dear Sir,Thank you for your letter, reference TT/PP, of 25 December, 2004. (3) be centered above the body letter as a subject heading with an underline.E.g.Dear Sir, You

9、r ref: TT/PPThank you for your letter of 25 December, 2004.(3) The datenBritish (German): day/month/yearnAmerican (other nations): month/day/yearnavoid abbreviations (Jan. 25, 2004) or figures (2/4/2004).nChoose the style of your target reader.(4) The inside address- (recipients) name and addressnDe

10、livery addressprinted or written in the front middle of the envelope.nTo avoid ambiguity, whenever you write letters to a foreign country, always include the name of the country, even if the city mentioned is the countrys capital. Order of the address:a) the name of the houseb) the number of house a

11、nd the name of streetc) the name of city or townd) county or state and its post-codee) name of the country 小 大Example- the inside address10 May, 2010(at the left-hand margin below the date)Mr Douglas CowlesGeneral ManagerCowles Engineering Co. Ltd12 Bracken HillManchesterUK Tips:nPay attention to th

12、e postal service abbreviation for state ( 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(5) Attention line(指明收信人)direct the letter to a specific individual

13、 or section of the firm.E.g. Richard Thomas & Baldwins Ltd., 151 Gower Street London, SC7 6DY, England Attention : Mr.CavenFOR THE ATTENTION OF MR JOHN TAYLER, SALES MANAGERnAttention: Import Dept.nAttention of Mr. Standard, General ManagernFor the attention of Mr. J.G. Donna, Sales Manager(6) The s

14、alutation（称呼）nGreeting to the recipientnMatch to the complimentary closenSee Page 26Courtesy titles used in correspondencenDr. - for one who holds a doctors degree nProf. / Professor - for a professornMessrs - the plural form of Mr. (used only for companies or firms whose name includes a personal el

15、ement)n Esq. - for judges, magistrates, barristers in America and for a single person in Britain, following the name and separated from it with a comma, ne.g. John Hayling, Esq.(7) The subject line（主题行）nGist （要点）of the letternCall attention to the reason, relative reference or brief subjectE.g. Re:

16、Your Order No. 1513 Subject: Mens ShirtsOR:Dear Mrs MarshallINTERNATIONAL CONFERENCE24 AUGUST 2011(International Conference24 August 2011)(8) The bodynOne Paragraph contain just one idea or theme, and be concise as it could be. 这是书信的主体，表达发信人的意见。在信的开头有开头这是书信的主体，表达发信人的意见。在信的开头有开头语语(Opening Sentences),

17、自成一节，在习惯上是用客自成一节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题套语先将收到对方的来信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信是及简单内容加以综合叙述，使对方一目了然这封信是答复哪一封去信的。答复哪一封去信的。如果是第一次通信也可以利用开头语作必要的自我介绍。如果是第一次通信也可以利用开头语作必要的自我介绍。(9) Complimentary Close n在信的结尾一般有结尾语在信的结尾一般有结尾语( (The closing The closing Sentences)Sentences), 一般用来总结本文所谈的事项，一般用来总结

18、本文所谈的事项，提示对受信人的要求，如希望来函或电报订提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。货、答复询问或作必要的声明等。n结束语是一种客套用语结束语是一种客套用语,它应与前面的称呼它应与前面的称呼相呼应相呼应.结尾语措辞的变化依据情况而定，通常有以下几种： (1)写给单位、团体或不相识的人的信用： Yours (very) truly, (Very) Truly yours, Yours (very) faithfully, (Very) Faithfully yours, (2) 写给尊长上级的信可用： Yours (very )respectfully， Y

19、ours (very )obediently， Yours gratefully， Yours appreciatively， (3)写给熟人或朋友的信可用： Yours，Yours ever，Yours fraternally， Yours cordially，Yours devotedly, 也可以将Yours 放在后面。 (4)给亲戚或密友的信可用： Yours，Yours ever，Yours affectionately， Yours devoted friend， Lovingly yours， Yours loving son (father，mother，nephew)， (1

20、0) The signature and typed-out nameSignature: both written and printed - by the sender.Charles Smith (signed name of sender, in full for business letters no matter how familiar you are with the receiver)Managing Director (position)The International Trade Co. (name of the company) pp / fornOnly the p

21、erson who can represent the company is able to sign on behalf of the company. nIf that person is not available, then the person who is given the authority to sign can sign for the company. nIn this case you use pp or for.Example:Yours faithfullyShirley Johnsonpp/ for Edward NathanChairman (pp: per p

22、ro = on behalf of)(11) The enclosure（附件）e.g.Enclosure/ Enc: Price list Enclosures/ Encs: 1. 1 B/L(bill of loading) 2. 1 Photo 3. 1 Certificate (12) The copy（抄送）When copies of the letter are sent to others, type mark “CC/cc/copy” below any enclosure notation at the left margin.e.g.cc/ copy/ CC Mr Gor

23、don Clarkcc/ copy/ CC Mr Gordon Clark, Accountant (Mr. Gordon Clark is the person who will receive the copies of the letter)bccblind courtesy copy-copy notation is specified on the copy only蒙蔽礼仪拷贝, 作为礼貌给予第三者的档案拷贝 (在原收件人不知道的情况下), E.g. bcc Mr Gordon Clark bcc Mr Gordon Clark, AccountantShould be in th

24、e copy, not in front of the letterThis field is for the names of anyone that needs a copy of your e-mail without the other people (in the To. and Cc. fields) knowing about it.(13) The postscriptE.g.nP.S I will see you at the Annual Sales Meeting on October 16.nP.S. There is a potential market here f

25、or your new products.nIt should be placed at least two lines below any other notations and flushed with the left margin.(14) The continuation sheet (s)nType 1: Printed continuation sheetsnType 2: Plain white paper of the same quality as the letterheaded paper.nAt the top of the continuation sheet:Pa

26、ge number(Reference)DateRecipients nameTips:n没必要在上一页页脚做标注。n续页纸至少包括三至四行内容和结尾部分。n尽量在新的一页开始新段落。Continuation sheet2LL/ST19 July, 2010Miss Katie Harford HillPlease sign and return one copy of each of these documents and keep the duplicate copies for your reference.You will be excepted to attend an induct

27、ion course on your first day at the company.I look forward to meeting you again and hope that you will be very happy in your new post.Yours sincerelyLeonard LeightonPersonnel DirectorEncs xxxxxxCopy Liz Walker, Training Manager2. Presentation of Business LettersnCommon layoutsnFull block form; inden

28、ted form; mixed form.nOpen punctuationnDefinition P33nThe design of the pagewell-balancednuse line spacenFont sizeFull-blocked letter style（完全平头式）The full-blocked layout style has no indentation. Everything is ranged left.There is no punctuation in the address and after the salutation and the compli

29、mentary close. Use single space within the paragraph. Use double spaces between paragraphs.This style is widely used today because it is easy to type and therefore efficient. Full-blocked:The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax: April 12 2001China national import &ex

30、port corpShanghai ChinaDear sirs Re: new price listThank you for your letter of the 2nd of this monthSincerely yoursThe Eastern Seaboard CorpJames ParrintonVice presidentModified Block Style (改良平头式）In this style, the date and the closing are on the right. All other parts are placed flush with the left margin, and paragraphs may or may not be indented.LETTERHEAD_ (date)_ (inside address)_(salutation)_(subject line)(body)(complimentary close) _(signature) (enclosure and p.s.)Indented letter styleA traditional British practice.The heading is usually