商务英语商业信函的写作格式

2023/2/1Chapter5StructureandStyleofBusinessLetters2023/2/1StandardPartsofBusinessLettersLetterhead信头DateLineInsideAddressSalutationBody信文ComplimentaryClose信尾Signature2023/2/1LetterheadAbusinessletterisusuallytypedonprintedletterheadpaperdisplayingthename,address,faxandtelephonenumberoftheorganizationsendingtheletter.Itisusedonlyforthefirstpageofaletter.2023/2/1SampleLetterheadJohnMorris&Co.O’SullivanBuildingBaltimore,Maryland10026USA2023/2/1Pair-work:writeyourpermanentaddressanddictateitwithyourpartner

Thedictatorshouldrepeatnumbers,namessoastoconfirmthem.Writethemintherightformat.Abbreviationcanbeused.2023/2/1DateLineThedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatelinediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).Asthedatelineisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.2023/2/1SampleDateLine-Datelineconsistsofthedate,month,year.-Twowidelyacceptedstyles:June12,2005or20July,2004-Donotuseonlyfigures,i.e.12/6/94,becausenotallEnglish-speakingpeopleagreeontheorderofthedate-Placethedateontheleftmarginaligning排成一行withinsideaddress(block)orwithletterhead(modified)

2023/2/1Rewritethefollowingdatelineforstandardbusinessletters

6/5/9910-9-988June2004Oct.28,99jan.13.20052023/2/1InsideAddressTheaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftypeused,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.2023/2/1SampleInsideAddressDr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.股份有限公司（incorporated）SaltLakeCity,UT75087U.S.A.2023/2/1Arrangethefollowing

informationintoletterheadorinsideaddress:China/Beijing100021/BeijingMetal/President/LinFang/Eastlane/2342023/2/1SalutationFormostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Besuretoaddacolon(oracommanotasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.

2023/2/1SampleSalutationItistypedflush使齐平withleftmargin(blockedandmodifiedblock改良齐头式)ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnone.

DearAndy,DearMrs.Breedlove,LadiesandGentlemen:2023/2/1MoreExampleofSalutation(1)DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)2023/2/1MoreExampleofSalutation(2)DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)2023/2/1Whatsalutationwouldyouusetoaddressaletterto:Acompany(anewclient)DavidJ.Lee(businessmanwithdoctorate)CandyLester(unknownmaritalstatus)AmarketingmanagerMr.BranJackson&Mr.KevinJacksonMr.FroyLongman&Mrs.JaneLongmanPersonswhoareapplyingforajobvacancy2023/2/1BodyThisistheactualmessageofyourletter.Mostbusinesslettersandmemorandums备忘录；便笺aresingle-spacedwithdoublelinespacing双行间距betweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindented缩进paragraphs.2023/2/1TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbullets项目符号或编号forparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.2023/2/1ComplimentaryCloseTypedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformalorinformal.2023/2/1SampleComplimentaryClose

Placeit2linesbelowlastlineoflastparagraph.Inblockformat,flushwithleftmarginInmodifiedblock,alignwiththedate.Formalityoftheclosingshouldbeinagreementwithsalutationsuchas“DearSir”“Gentlemen”Formal:Yoursfaithfully,Yourstruly,Faithfullyyours,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,Informal:Sincerely,Bestregards,2023/2/1Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,2023/2/1SignaturepersonalJessica2023/2/1TheSignatureandprintednameTheremustbesignaturetoshowapprovalofthecontentoftheletterTypefullnameandtitle4-5linesbelowcomplimentaryclose.Signyournameinthetriplespacebetweenthetwo.Yourssincerely,(yoursignature)ZhaoHuiPersonnelDirector2023/2/1商业书信的五种格式全齐头式(Full-blocked)齐头式(Blocked)半齐头式(Semi-blocked)方齐头式(Square-blocked)简化式(Simplified)2023/2/1SpecializedPartsofBusinessLetters(1)AttentionLine指定收信人(2)SubjectLine(3)ReferenceInitials(4)Author,TitleandDepartment(5)EnclosureNotation(6)CopyNotation2023/2/1AttentionlineAnattentionlineallowsyoutosendyourmessageofficiallytoanorganizationbuttodirectittoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.

2023/2/1SampleAttentionlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

2023/2/1SubjectlineTwolinesbelowthesalutation.Subjectlinesoftenshowpolicyorfilenumbers.Byalertingyourreadertothecontentofyourmessage,youenablehimtodecidewhethertheletterrequiresimmediateattention.

2023/2/1SampleSubjectlineUnderlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliverySubject:OrderNo.1232forTeasets2023/2/1ReferenceInitialsTheinitialsofthetypistaretypedtwospacesbelowtheauthor’snameandtitle.Iftheauthorchoosestoincludehisorherinitialsinthereferenceinitialsline,theauthor’sinitialsshouldappearbeforethetypist’s.现代英语书信中，常用的结束语为它比较中性，适用面较广亦有用口语形式作为结束语的，如主办人代号(referenceinitials)，是以发信人和打字员的第一个字母组成，以便查考。现一般常用的形式是前者用大写字母，后者用小写字母。2023/2/12023/2/1SampleReferenceInitialsTheseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesignercomefirstincapitalandfollowedbytypist’sinlower-caseletter.e.g.DLH/nrzDLH:nrzDLH*nrz2023/2/1AuthorTitleandDepartment

Theauthoroftheletterneedsspacetosignhisorhername;therefore,threeblanklinesshouldbeleftabovethetypednameoftheauthor.Ifshort,theauthor’stitleordepartmentmayappearonthesamelineastheauthor’sname.Iflong,itshouldbetypedimmediatelybelowtheauthor’sname.

2023/2/1EnclosureNotation附件说明Ifanenclosure(orattachment)accompaniestheletter,anotationtothateffectisplacedtwolinesbelowthereferenceinitials.Thisnotationremindsthetypisttoinserttheenclosureintheenvelope,anditremindstheletterreceivertolookfortheenclosure(orattachment).

2023/2/1SampleEnclosureNotationThenotationmaybespelledout(Enclosure,Attachment),oritmaybeabbreviated(Enc.,Att.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).

Enclosure:SaleAccountEnc.(4)Enclosure(2):PackinglistCommodityInspectionCertificate商检证明书2023/2/1CopyNotation抄送Whentheletterisdesiredtosendtoothers.Thewriterwantstherecipientawareofthepersonsreceivingthecopyoftheletter.Acopynotationistypedoneortwolinesbelowtheenclosurenotation(if