商务英语写作 chapter 2

主编：胡英坤车丽娟外语教学与研究出版社2021/5/9商务英语入门》1Chapter2StructureandStylesofBusinessLetters商务信函的结构与格式2021/5/9商务英语入门》2StructureandStylesofBusinessLettersChapter2Thefirstimpressionabusinesslettermakesonitsreaderoftendetermineswhetherthatletterwillactuallyberead,anditalsomaydeterminethereader’sreactiontothecontentsoftheletter.2021/5/9商务英语入门》3Chapter2ContentsofthischapterI.StructureofBusinessLettersII.StylesofBusinessLettersIII.EnvelopAddressingIV.Practice(additional)StructureandStylesofBusinessLetters2021/5/9商务英语入门》4Chapter2I.StructureofBusinessLettersBusinesslettersareusuallycomposedof12elements:1.Letterhead

2.Date3.Insideaddress4.Attentionline5.Salutation6.Subjectline7.Body8.Complimentaryclose9.Signature10.Referenceinitials11.Enclosure(onattachment)12.CopynotationStructureandStylesofBusinessLetters2021/5/9商务英语入门》5StructureandStylesofBusinessLettersChapter2Amongthe12elements,letterhead,date,insideaddress,salutation,body,complementarycloseandsignature

arenecessary,whiletheothersareoptional.I.StructureofBusinessLetters2021/5/9商务英语入门》6Chapter21.Letterhead信头StructureandStylesofBusinessLettersThenameofthecompanyItsaddressandpostalcodeTelephonenumberFaxnumberCompanywebsiteaddressE-mailaddressAtrademarkoraslogan,etc.2021/5/9商务英语入门》7Chapter2StructureandStylesofBusinessLettersEASTERNTEXTILESIMP.&EXP.CO.,LTD.12389ChangchunRoad,Dalian,ChinaTel:(0411)8660#####Fax:(0411)8650####Http://E-mail:bcxbcx@411Example1.Letterhead信头2021/5/9商务英语入门》82021/5/9商务英语入门》9SampleLetterhead2021/5/9商务英语入门》10Chapter2StructureandStylesofBusinessLetterstypedbelowthelastlineoftheletterheadThecommonformatiseitherAmerican(Month/Day/Year)orBritish(Day/Month/Year).Themonthwritteninfullispreferredbecauseitmaycreateconfusionifwritteninnumbers.2.Date日期2021/5/9商务英语入门》11Chapter2StructureandStylesofBusinessLettersJune12,201520June,2015Donotuseonlyfigures,i.e.12/6/06Examples2.Date日期2021/5/9商务英语入门》12Chapter2StructureandStylesofBusinessLettersRewritethefollowingdateforstandardbusinessletters.6/5/0610-9-068June2006Oct.28,06jan.13.20062.Date日期ExercisesJune5,2006October9,2006June8,2006October28,2006January13,20062021/5/9商务英语入门》13Chapter2StructureandStylesofBusinessLetterstypedsingle-spacedattheleftmarginThespacebetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletterandthespaceonthepaperforyoutotypethewholeletter.3.Insideaddress封内地址2021/5/9商务英语入门》14Chapter2StructureandStylesofBusinessLettersArrangethefollowing

informationintoletterheadorinsideaddress.U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartmentChina/Beijing100021/BeijingMetalCorporation/President/LinFang/Eastlane/2343.Insideaddress封内地址ExercisesPRDepartmentFordMotorCompanyDearborn,Michigan48120U.S.A.LinFangPresidentBeijingMetalCorporation234Eastlane,Beijing100021China2021/5/9商务英语入门》15Chapter2StructureandStylesofBusinessLettersToanorganization:anattentionlineallowsyoutosenditdirectlytoaspecificindividualordepartment.Ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.4.Attentionline

指明收信人2021/5/9商务英语入门》16Chapter2StructureandStylesofBusinessLettersAcolonordashmayormaynotfollowtheword“attention”.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManagerExamples4.Attentionline

指明收信人2021/5/9商务英语入门》17Chapter2StructureandStylesofBusinessLetterstwolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused)toanindividual:usethatperson’scourtesytitleandlastname(DearMr.Lanbam)Ifyouusethefirstname(DearLeslie),besuretoaddacolon(oracomma,notasemicolon)afterthesalutation.whengenderisunknown:useanindividual’sfullname(DearLeslieLanbam)5.Salutation称呼2021/5/9商务英语入门》18Chapter2StructureandStylesofBusinessLettersDearSir

withoutspecificreference,formalDearSirs

withoutspecificreference,formalGentlemen

withoutspecificreference,formalLadiesandGentlemen

withoutspecificreference,formalDearMr.Anderson

male,neveruseMisterinsteadofMr.DearMrs.Anderson female,marriedDearMissAnderson female,unmarriedDearMs.Anderson

female,maritalstatusunknownDearMessrs.AndersonaddressingtwoormoregentlemenDearMmes.AndersonaddressingtwoormoreladiesDearProfessorAndersonprofessionaltitletoshowbusinesscourtesyDearSalesAgentusehis/herprofessionaltitle.Examples5.Salutation称呼2021/5/9商务英语入门》19Chapter2StructureandStylesofBusinessLettersWhatsalutationwouldyouusetoaddressaletterto:1.Acompany(anewclient)2.DavidJ.Lee(businessmanwithdoctorate)3.CandyLester(unknownmaritalstatus)4.Amarketingmanager5.Mr.BranJackson&Mr.KevinJackson6.Mr.FroyLongman&Mrs.JaneLongman5.Salutation称呼ExercisesDearSirDearDr.LeeDearMs.LesterDearMarketingManagerDearMessrs.JacksonDearMr.&Mrs.Longman2021/5/9商务英语入门》20Chapter2StructureandStylesofBusinessLettersAsubjectlinehelpsidentifythesubjectoftheletter.Usingasubjectlinewillalertyourreadertothecontentsofyourmessageandenablehim/hertodecidewhethertheletterrequiresimmediateattention.Soasubjectlineisoftenunderlinedortypedincapitals.6.Subjectline事由/主题行2021/5/9商务英语入门》21Chapter2StructureandStylesofBusinessLettersUnderlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliveryofOrder123Subject:OrderNo.1232forTea-setsExamples6.SalutationSubjectline事由/主题行2021/5/9商务英语入门》22Chapter2StructureandStylesofBusinessLettersThisistheactualmessageofaletter.Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.7.Body信文2021/5/9商务英语入门》23Chapter2StructureandStylesofBusinessLettersGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.7.Body信文2021/5/9商务英语入门》24Chapter2StructureandStylesofBusinessLettersTypedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformal(Verytrulyyours)orinformal(Yours).8.Complimentaryclose结尾敬词2021/5/9商务英语入门》25Chapter2StructureandStylesofBusinessLettersFormal:Yoursfaithfully,Yourstruly,Faithfullyyours,Semi-formal:Sincerelyyours,Yourssincerely,Cordiallyyours,Informal:Love,Bestregards,Examples8.Complimentaryclose结尾敬词2021/5/9商务英语入门》26Chapter2StructureandStylesofBusinessLettersWhatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemenDearSirsDearMr.LorganDearTom8.Complimentaryclose结尾敬词Exercises2021/5/9商务英语入门》27Chapter2StructureandStylesofBusinessLettersOrganizationName:typedentirelyincapitalstwolinesbelowthecomplimentarycloseAuthor,Title,andDepartment:threeblanklinesshouldbeleftabovethetypednameoftheauthor.9.Signature

签名2021/5/9商务英语入门》28Chapter2StructureandStylesofBusinessLettersTheinitialsofthetypistaretypedtwolinesbelowtheauthor’snameandtitle.Theinitialsofthesignercomefirst,allinuppercaseletters,followedbytheinitialsofthetypist,inlowercaseletters(EM:mef;EM/mef;EM*mef).10.Referenceinitials

打字员姓名缩写2021/5/9商务英语入门》29Chapter2StructureandStylesofBusinessLettersAnotationtothateffectisplacedtwolinesbelowthereferenceinitials.11.Enclosure(orattachment)附件Thenotationmaybespelledout(Enclosure/Attachment),oritmaybeabbreviated(Enc./At.).Itmayindicatethenumberofenclosuresorattachments,anditmayalsoidentifyanenclosurespecifically(Enclosure:CopyofInvoice6309).2021/5/9商务英语入门》30Chapter2StructureandStylesofBusinessLettersEnclosure:SaleAccountEnc.(4)Enclosure(2):PackinglistCommodityInspectionCertificateExamples11.Enclosure(orattachment)附件2021/5/9商务英语入门》31Chapter2StructureandStylesofBusinessLettersIfcopiesofabusinessletterhavebeenmadeforotherindividuals,acopynotationistypedoneortwolinesbelowtheenclosurenotation(ifused).MostpeopleprefertousenotationslikeCC,cc,Cc,(allmeancarboncopy).SomepeopleusethenotationXC(xeroxcopy),PC(photocopy),orC(copy).12.Copynotation抄送2021/5/9商务英语入门》32Chapter2StructureandStylesofBusinessLettersUsetheinformationtopreparethepartsneededforthelettersbelow.1.TheletterissignedbyMr.RobertOsteenandtypedbyyou.2.Therearethreeenclosures:thesalescontract,thelistofpurchaseprices,thelistofsellingpricesforthelastweek.3.AXeroxcopyofthelettermustbesenttotheGreatSeaCompany4.Thelettermustbesenttotheveryperson,Mr.DannyBrown,theSalesManager.

Exercises2021/5/9商务英语入门》33Chapter2II.StylesofBusinessLetters1.Blockstyle2.Modifiedblockstyle3.Simplifiedstyle4.IndentedstyleStructureandStylesofBusinessLetters5.Punctuation2021/5/9商务英语入门》34Chapter2StructureandStylesofBusinessLettersInthisformat,allparts(fromthedateline)oftheletterbeginattheleftmargin.1.Blockstyle齐头式2021/5/9商务英语入门》35

Letterhead________________________Date____________Insideaddress________________________Salutation____________Subjectline____________________________________________________Body____________________________________________________________________________________________________________________________________________________________Complimentaryclose________________________Signature____________2021/5/9商务英语入门》36Chapter2StructureandStylesofBusinessLettersExample

xxxx(letterhead)June3,2005(date)xxxx(insideaddress)Dearxx,(salutation)Re:xx(subjectline)Wereceivedyourxxxx(body)Yourssincerely(complimentaryclose)XX(signature)1.Blockstyle齐头式2021/5/9商务英语入门》37Chapter2StructureandStylesofBusinessLettersThedate,thecomplimentarycloseandthesignatureblockareplacedattherightmargin.Paragraphsareseparatedbyasingleblankline.Thereisnoindentionatthebeginningofparagraphs.2.Modifiedblockstyle改良齐头式2021/5/9商务英语入门》38

Letterhead________________________

Date____________Insideaddress________________________Salutation____________Subjectline____________________________________________________Body____________________________________________________________________________________________________________________________________________________________

Complimentaryclose________________________Signature____________2021/5/9商务英语入门》39Chapter2StructureandStylesofBusinessLettersExample

xxxx(letterhead)

June3,2005(date)xxxx(insideaddress)Dearxx,(salutation)Re:xx(subjectline)Wereceivedyourxxxx(body)Yourssincerely(complimentaryclose)XX(signature) 2.Modifiedblockstyle改良齐头式2021/5/9商务英语入门》40Chapter2StructureandStylesofBusinessLettersAlllines(fromthedateline)beginattheleftmargin.Noticethatasubjectline,typedinallcapitals,replacesthesalutation.Insteadofacomplimentaryclose,thesender’snameandtitlearetypedinallcapitalsbelowthelastlineofthebodypart.3.Simplifiedstyle简化式2021/5/9商务英语入门》41

Letterhead________________________Date____________Insideaddress________________________SUBJECTLINE____________________________________________________Body____________________________________________________________________________________________________________________________________________________________SIGNATURE____________2021/5/9商务英语入门》42Chapter2StructureandStylesofBusinessLettersExample

xxxx(letterhead)June3,2005(date)xxxx(insideaddress)Re:XX(SUBJECTLINE)Wereceivedyourxxxx(body)XX(SIGNATURE)3.Simplifiedstyle简化式2021/5/9商务英语入门》43Chapter2StructureandStylesofBusinessLettersEachlineoftheinsideaddressisindentedfourorfivespacescomparedwiththepreviousline.Eachnewparagraphstarsfourorfivespacesfromtheleftmargin,whilethedate,thecomplimentarycloseandthesignatureareontheright-handsideofthesheet.4.Indentedstyle

缩进式2021/5/9商务英语入门》44

Letterhead________________________Date____________Insideaddress________________________Salutation____________Subjectline____________________________________________________Body_______________________________________________________________________________________________________________________Complimentaryclose________________________Signature____________2021/5/9商务英语入门》45Chapter2StructureandStylesofBusinessLettersExamplexxxx(letterhead)

June3,2005(date)xxxxxxxxxxxx(insideaddress)Dearxx,(salutation)Wereceivedyourxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx(body) Yourssincerely(complimentaryclose) XX(signature)4.Indentedstyle

缩进式2021/5/9商务英语入门》46Chapter2StructureandStylesofBusinessLettersTherearetwopunctuationstyles:Mixedpunctuationstylehaveacolonafterthesalutationandacommaafterthecomplimentaryclose.Openpunctuationstyledonothaveacolonafterthesalutationandacommaafterthecomplimentaryclose.5.Punctuation标点2021/5/9商务英语入门》47Chapter2StructureandStylesofBusinessLettersExamplesMixedpunctuationstyleDearMr.Emerson:…Sincerely,OpenpunctuationstyleDearMr.Emerson…Sincerely5.Punctuation标点2021/5/9商务英语入门》48ChapterIII.EnvelopeAddressing2StructureandStylesofBusinessLettersEnvelopaddressingcallsforaccuracy,legibilityandgoodappearance.Twoforms:1.Blockform2.Indentedform2021/5/9商务英语入门》49Chapter2StructureandStylesofBusinessLettersChinaNationalMachineryImport&ExportCorp.StampNo.1(W)FuchengmenwaiAvenueBeijing,100037People’s