商务英语写作第二章

Chapter2

StructureandStylesofBusinessLetters

StructureofBusinessLetters

StylesofBusinessLettersEnvelopeAddressingExercises

PartOne

PartTwo

PartThree

PartFourContentsStructure1.letterhead 信头

2.dateline 日期3.insidenameandaddress 封内名称和地址4.salutation 称呼5.bodyoftheletter 信文6.complimentaryclose 结尾敬语7.signature 签名Abusinessletterusuallyincludes14parts:EssentialPartsStructure8.attentionline 具体(指明)收信人9.subjectline 事由/主题行10.referencenotation/number 案号11.Referenceinitials打字员姓名缩写12.enclosure/attachment 附件13.carboncopynotation 抄送14.postscript 附言Abusinessletterusuallyincludes14parts:OptionalPartsIECletterheaddateReferencenumberInsideaddressattentionsalutationSubjectlineBodyComplimentaryclosesignatureenclosureCopynotationpostscriptStructureHeadingreferstothenameandaddressofthesender.Contents:Generally,aletterheadwillincludethecompanylogoortrademark,company'sname,address,postalcode,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.Location:topAddressorder:smalltolargeroneLetterheadStructureLetterheadAUKaddress:

AirEnvironmentalMechanicalEquipmentLimited2076WestMainStreetDevon,EX140RAU.K.

CompanynameNumberstreetcityPostalcodecountryStructure英文地址的书写应遵循从小到大的原则。楼Fl.4/号码No.5/弄Alley15或巷Lane10或段Section4或街xxxStreet或xxxRoadCity/Province/CountryLetterhead地址中的标点符号需正确使用。当前的习惯做法是，行末一般不加标点符号，但行中间该加标点的地方，还是不应省略。门牌号码与街道名称之间不加标点，但是在城市与国家名称之间必须用逗号分开。Page23StructureLetterhead宁波市慈溪进出口股份有限公司

地址：慈溪市寺山路269号邮编：315300

电话：+86-574-63891000

传真：+86-574-63813763

E-mail:sale@Website:

ChinaNingboCixiImportandExportCorporation

Add:269SishanRoad,Cixi,Ningbo,Zhejiang,ChinaP.C.:315300

Tel:+86-574-63891000Fax:+86-574-63813763

E-mail:sale@Website:

StructurePurpose:tofacilitatefilingoftheletterandlinkitwithpreviouscorrespondenceLocation:belowthelastlineoftheletterheadForm:inshortformas“Ourref.:”forthesender’sreference;“Yourref.:”fortherecipient’sReferencenotation/numberStructureLocation:belowthelastlineoftheletterhead“Inbusinessletters,thedatelineisveryimportant.Youcandecidefromthedatelinewhetheranorderisfulfilled,acontractoranagreementisineffect,orabillispaid.”DateStructure2waysinwritingthedate:British(Day/Month/Year).American(Month/Day/Year)Forexample:17(th)March,2016(Englishway)March17(th),2016(Americanway)Date02/01/03Structure写日期时务必注意以下各点：年份必须用阿拉伯数字写全，不能用02代替2002。月份要用英文拼写，可全拼也可采用标准的简写。May,June,July不能简写。日期可用基数词(cardinalnumbers)也可用序数词(ordinalnumbers))在年份前面必须用逗号隔开，但在月份和日期之间不能用逗号隔开。May20,2003写信日期（Date）不能全部用数字表示，如5/4/2003，这样写容易引起误解DateStructureContents:Receiver’snameorhis/herofficialtitle;Company’sname;Numberofthehouseandnameofthestreet;District,nameofthetownorcity;Stateorprovince,ZIPcode;Nameofcountry.Location:attheleftmarginInsidenameandaddressStructure致某公司：Messrs.LakeKane＆Co.，Ltd.66MartinsLaneLondonEC3V7BHInsidenameandaddress致公司中某职位：TheManagerEaglePressInc.66MartinsLaneLondonEC3V7BH致公司某人：Mrs.JuttaBrownEaglePressInc.66MartinsLaneLondonEC3V7BH

[ˈmesəz](usedasthepluralof'Mr'beforealistofnamesandbeforenamesofbusinesscompanies)StructureNOTE:由于不同国家书写地址的习惯不同，收件人地址应按照对方公司信纸中的信头书写，切勿擅自更改。写国际地址时，不要忘记在最后一行写上国家名.InsidenameandaddressStructureIftheletterisurgent,andthewriterwishesanorganizationtodirectittoaparticularmember,theattentionlineisused.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.Position:betweentheinsideaddressandsalutationAttentionlineStructureUsenormal,capsorunderlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

FortheattentionofMarketingManager

AttentionMr.LawrenceWagnerAttentionlineStructureLocation:twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused);Itistypedflushwithleftmargin(blockedandmodifiedblock)Punctuation:ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnoneSalutatione.g.DearAndy,DearMrs.BreedloveLadiesandGentlemen:StructureSalutationFirstnameGivennameMiddlenamefamilynamesurnamelastnameEnglishnameStructureItsformdependsuponthewriter’srelationshipwiththereceiver.DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)SalutationStructureItsformdependsuponthewriter’srelationshipwiththereceiver.DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)SalutationPage24StructurePurpose:abriefphrasetodescribethecontentofaletter;helpidentifythesubjectoftheletter——letthereceiverknowtheexactbasiccontentquickly.Type:oftenunderlinedortypedincapitals.Position:2linesbelowthe“salutation”Form:writingdirectly,adding“subject”or“Re:”SubjectlineStructuree.g.ProposedDelayoftheDeliverySubject:ProposeddelayofthedeliveryRe:ProposeddelayofthedeliverySALECONTRACTNO.234（capitalized）SubjectlineStructureThisisthemostimportantpartofaletterinwhichthewriterconveyrealinformation.Position:beginswithoneortwolinesunderthesalutation.Format:Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.(每一段内采用单倍行距，段与段之间采用双倍行距)Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.BodyStructureBeforeyouwrite,considerthefollowing2points:WhatisthepurposetowritethisletterHowtopresenttheletterinthebestwayContent:thebodyofabusinesslettertypicallyhas3paragraphsTheopeningparagraphistogiveanintroductionoftheletter;Themiddleparagraphistodiscussthedetailsofthetransaction;Theclosingparagraphistoendtheletterinawayofsummation,furtherrequestorsuggestion.BodyStructurePurpose:tobringthelettertoanendinapolitewayPosition:twolinesunderthe“body”,anditmaybewrittenattheleftsideofthislineorattherightsideofthisline.Form:Capitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.ComplimentaryCloseStructureComplimentaryCloseStyleSalutationComplimentaryClosesVeryFormalMydearSir/Madam,Respectfully/Respectfullyyours,FormalDearSir/Madam,Gentlemen/Sirs,Yourstruly,Yoursfaithfully,(Britishusage)LessFormalDearMr./Mrs.Satterby,Sincerelyyours,(Americanusage)Personal(Implyingpersonalrelation.)DearMr./Mrs.Grimshaw,DearJohn,Cordially,Bestregards,(Britishusage)StructurePurpose:Legalconfirmationwithastyleandcourtesy.Content:consistof4linesCompanynameManualsignature(手写签名)Typedname（打印签名）JobtitlePosition:threeblanklinesbeleftabovethetypednameoftheauthorSignaturePage26StructureSignatureELECTRONICSLTD.

HaroldJones

HaroldJonesmanagerCompanynameManualsignatureTypednameJobtitleStructureIECPage26IEC:(initials,enclosuresandcarboncopiesblock)缩写名，附件及分送标志部分Structuree.g.Enclosure:SaleAccountEnc.(4)Enclosure(2):Packinglist

装箱单CommodityInspectionCertificate

商品检验证明书EnclosurePage26StructureIECJAL:mmeEncl:2Cc:Mr.J.CooperStructureApostscriptisanadd-ontoaletterthatgoesaftertheIEC.PostscriptProsandConsAddingapostscripttoabusinessletterisawaytohighlightorreinforceanimportantpoint,ortoaddanadditionaldetail.Thelogicisthatyoucanhighlightafinalmajorsellingpointorbenefitinyourcorrespondencebyaddingittoaseparateline.Forexample,youmightsay,"P.S.OursolutionistheonlyonerecognizedbyXYZPublicationasagreensolutioninourindustry."postscriptStructurePostscriptProsandConsAnineffectiveP.S.lineprojectstheimpressionthatyoudidn'torganizeyourthoughts.Ifthepostscriptisamereafterthoughtandnotacompellingmessage,itmakesmoresensetoworkitintothebodyoftheletter.Saying,"P.S.Incaseyoudidn'tknow,wedooffercomponentsfortheZ81model,"soundslikeadisconnectedadd-on.postscriptPage26Exercises 1._________ 2.__________3.__________4.__________5._________6.__________

7.__________8.__________

9.__________

10.__________11.__________12.__________StyleBlockstyleModifiedblockstyleSimplifiedstyleIndentedstyle4majorbusinessletterstyles齐头式改良齐头式简化式缩进式Page27StyleStyleMixedpunctuation:acolonafterthesalutationandacommaafterthecomplimentarycloseOpenpunctuation:nocolonafterthesalutationandnocommaafterthecomplimentaryclosePunctuationPage31Sender’sAddressStampReceiver’saddressRemarksEnvelopeaddressingPage32EnvelopeaddressingBlockformPage32OverTradingCo.153MarketStreetLondon,E.C.3

ChinaNationalChemicalsImp.&Exp.CorporationErLiGou,Xijiao

Beijing,ChinaConfidentialstampEnvelopeaddressingRemarks:附注Page321.Private 私人信

2.Confidential

机密信3.Registered