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Chapter2
ComponentsofaBusinessLetter6/9/20241ComponentsofaBusinessLetter
1.letterHead信头2.Ref.No.参考号3.Date日期4.InsideAddress封内地址5.
AttentionLine经办人6.Salutation称呼7.Subject事由8.Body正文9.ComplimentaryClose结尾敬语10.Signature签名11.Enclosure附件12.CarbonCopy抄送
6/9/202426/9/202436/9/20244TheComponentsofaBusinessLetterTheEssentialParts:Theletterhead&date
信头&日期2.Insidenameandaddress
收信人名称地址3.Thesalutation称呼4.Thebodyoftheletter
正文5.Thecomplimentaryclose结尾敬语6.Thesignature落款TheOptionalParts:7.Thereferenceline
参考号8.Theattentionline经办人9.Thesubjectheading事由10.Theenclosure
附件11.TheC.C.line
抄送12.Theidentificationinitials
识别记号13.TheN.B.andP.S.notations
附言6/9/202451)Letterhead&DateContent:thecompany’sname,address,postcode,telephonenumber,faxnumber,emailaddress,website,theaddressesofbranches,alogoofthecompanyPosition:inthecenterorontheleft/rightmarginatthetopofthepaperComponentsofaBusinessLetter
1.TheEssentialParts6/9/20246ComponentsofaBusinessLetter
1.TheEssentialParts
DateFormsofExpression:1.B.E->day/month/yearE.g.12thOctober,2006or12October,20062.A.E->month/day/year
E.g.October12,2006避免月份用数字,如12/10/20066/9/202472)InsidenameandAddressDetails:nameofthepersonaddressed;titleofthepersonaddressed;nameoforganization;streetnumberandname;city;state/province;postalcode;countryofdestination.Position:attheleft-handmarginatleasttwolinesbelowthedateE.g.Dr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.ComponentsofaBusinessLetter
1.TheEssentialParts6/9/202483)TheSalutationTypicalways:①Traditionalsalutationis“Dear”followedbythereader’stitleandlastname:DearMr.Henry,DearProfessorJohnson,DearDr.White②Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:DearSir,DearMadam,DearSirorMadam,
DearTechnicalDirector,DearPurchasingAgent③Whenaddressingagroupofpeople,useoneofthefollowingsalutations:LadiesandGentlemen:DearSirsorMadams,Gentlemen:/DearSirs,(ifallthereadersaremale)Ladies:/DearMadams,(ifallthereadersarefemale)ComponentsofaBusinessLetter
1.TheEssentialParts6/9/202493)TheSalutationPosition:theleftmarginandtwo-fourlinesbelowtheinsideaddressSalutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.ComponentsofaBusinessLetter
1.TheEssentialParts6/9/2024104)BodyofaletterBeforeyoubegintowrite,youmustfirstofallconsiderthefollowingtwopoints:
A.Whatisyouraiminwritingthisletter?B.Whatisthebestwaytogoaboutit?Thebodyofabusinesslettertypicallyhasthreeparagraphs:
I.IntroductoryparagraphII.MiddleparagraphsIII.ConcludingparagraphComponentsofaBusinessLetter
1.TheEssentialParts6/9/202411ComponentsofaBusinessLetter
1.TheEssentialParts5)ComplimentaryCloseAbasicrule:matchthesalutationDifferentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresserandtheaddressee:□Formal□LessFormalCapitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.6/9/202412ComponentsofaBusinessLetter
1.TheEssentialParts□FormalDearSir(s),Gentlemen:,DearMadam,DearMesdames,Yourstruly/faithfully/respectfully;Truly/Faithfully/Respectfullyyours,
Yoursverytruly,□LessFormal
─usedbetweenpersonsknowntoeachother
DearMr.Henry,(:)DearJohn,
Yourssincerely,Sincerelyyours,Bestregards,Yourscordially,
6/9/2024136)TheSignatureAlwayssignyourletterbyhand.Thetypewrittensignatureandthetitlearetypedbelowthehandwritingsignature.
E.g.1E.g.2Yourssincerely,(Yoursignature)MissXiaoyingLiPurchasingManager
ComponentsofaBusinessLetter
1.TheEssentialParts6/9/202414ComponentsofaBusinessLetter
1.TheEssentialPartsE.g.3
Yourssincerely,(P.P./
PerPro./
For/By)THEINTERNATIONALTRADECO.(signed)
CharlesSmith
ManagingDirector(Thenameofthecompanyincapitals)
(Typethenameofthesigner)
(Thepositionofthesigner)6/9/2024151)ReferenceFunction:forfilePosition:belowtheletterheadYourref./
Ourref.Structure:afilenumber,departmentalcode,theinitialsofthesignerorthetypistComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024162)AttentionLineDetail:Attention:/Attentionof/Fortheattentionof/AttentionPosition:followstheinsideaddressE.g.RichardThomas&BaldwinsLtd.,
151GowerStreet
London,SC76DY,England
Attention:Mr.CaveorAttentionofPurchasingManagerComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024173)SubjectLinePosition:attheleftmarginorinthecenter,twoline-spacingbelowthesalutationMeaning:tellswhattheletterisabout4basicexpression:Subject:/Re:/‥‥/SUBJECT:E.g.RE:BASICPRINCIPLESFORCOMMUNICATIONSubject:ReplacementofOrderNo.0065LATEDELIVERYUNDERCONTRACTCT1096ComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024184)Enclosure1.Position:attheleftmargin2.Somecommonlyacceptedmethodsforindicatingenclosuresarelistedbelow:Enclosure:PriceListEnl:……Enc.(4)orEncl.(4)Encl.:AsstatedEnclosures(4):PackingList,CommodityInspectionCertificate,SalesConfirmation,InsuranceCertificateComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024195)CopyNotation1.Expressions:CopytoMr.Coopercc:Mr.CooperccMr.Cooperc/cMr.CooperCopiestoMr.Cooper,AlanSmith
2.BCC:blindcarboncopies3.Position:attheleftmarginComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024206)Theidentificationinitials
1.Theseinitialsidentifythewriteroftheletterandthepersonwhotypedit.Theinitialsofthesigner(inalluppercasecharacters)/theinitialsofthetypistTheinitialsofthesigner(inalluppercasecharacters)/theinitialsofthedictator/theinitialsofthetypist
签名者/承办者/打字者2.Theyareusuallyplacedflushwiththeleftmarginandfollowthesignaturesection.ComponentsofaBusinessLetter
2.TheOptionalParts6/9/2024217)TheN.B.andP.S.notationsTheN.B(Nota
Bene)andP.S.(postscript)arebothusedtoemphasizeaspecialpointtowhichthewritero
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