商务英语写作The Structure and Style of a Business Letter.ppt

1、A,1,Chapter 2 The Structure and Style of a Business Letter,A,2,Learning Objectives,Know the standard and optional parts of business letters; Design and present information in an attractive way.,A,3,The overview,Means of making business letters attractive: The quality of letterheaded paper; The prese

2、ntation of the letter; The structure of the letter; The language and tone used;,A,4,The contents,1. Parts of Business Letters 2. Presentation of Business Letters,A,5,1. Parts of Business Letters,standard parts the letterhead the date the inside address the salutation the body the complimentary close

3、 the signature,optional parts the references the return/senders address the attention line the subject line the enclosure notation the copy notation the postscript,A,6,TECHNICAL 1606 Fifth Avenue ESICNS, Seattle WA 99454- NC. 201626-3150 July 30, 2005 Pacific Resources, Inc. 1160 Bishop Street Honol

4、ulu, HI99813 Attention Ms. Alicia Chavez, Ladies and Gentlemen SUBJECT: OFFICE LETTER STYLE,Letterhead,Inside Address,Date,Attention line,Salutation,Subject Line,A,7,Our office prefers the block letter style, as shown in this letter Sincerely yours TECHNICAL DESIGNS, INC. Eric Mann Eric Mann, Consul

5、tant Community Services Department EM: mef Enc. Intra-company stationery and memorandum forms CC: Ms. Laura Shulte Mr. Andrew Farmer,Body,Complimentary Close,Organization Name,Signature,Author Title,Department,Reference Initials,Enclosure,Copy Notation,A,8,(1) The letterhead- (senders address)- a fi

6、rms personality,It includes the companys logo, name, address, telephone and fax numbers, email, and website.,Chinatex Mansion, No.19, Jianguomennei Street, Beijing, 100005,China Tel: (86Email: Webmaster,A,9,(2)The reference（信件的编号）,-File number, departmental code Codes assigned to the l

7、etter by (Your ref) 来函 - the recipient (Our ref) 本函 -sender of the letter. Makes it easier to file the letter and track it when required.,A,10,Our ref本函档号 Your 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。,A,11,Many letterheads provide spaces for reference. Where the letterhead doesnt pro

8、vide for it, this mark may come (1) before or after the date E.g. Your ref: TT/PP 10 October, 2005 Our ref: MM/QQ Your ref: TT/PP 10 October, 2005 Our ref: MM/QQ,A,12,(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 Decemb

9、er, 2004.,A,13,(3) be centered above the body letter as a subject heading with an underline. E.g. Dear Sir, Your ref: TT/PP Thank you for your letter of 25 December, 2004.,A,14,(3) The date,British (German): day/month/year American (other nations): month/day/year avoid abbreviations (Jan. 25, 2004)

10、or figures (2/4/2004). Choose the style of your target reader.,A,15,(4) The inside address- (recipients) name and address,Delivery addressprinted or written in the front middle of the envelope. To avoid ambiguity, whenever you write letters to a foreign country, always include the name of the countr

11、y, even if the city mentioned is the countrys capital.,A,16,Order of the address:,a) the name of the house b) the number of house and the name of street c) the name of city or town d) county or state and its post-code e) name of the country 小 大,A,17,Example- the inside address,10 May, 2010 (at the l

12、eft-hand margin below the date) Mr Douglas Cowles General Manager Cowles Engineering Co. Ltd 12 Bracken Hill Manchester UK,A,18,Tips:,Pay attention to the postal service abbreviation for state ( province) and others NYNew York, Pa./Peen Pennsylvania, Ca. California, Vic. Victoria, Que. Quebec MA Mas

13、sachusetts, Rd. Road, St. Street Ave. Avenue E.g. 234 Commonwealth Ave. Boston MA 23456,A,19,(5) Attention line(指明收信人),direct the letter to a specific individual or section of the firm. E.g. Richard Thomas indented form; mixed form. Open punctuation Definition P33 The design of the pagewell-balanced

14、 use line space Font size,A,38,Full-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 complimentary close. Use single space within the paragraph. Use double spaces between p

15、aragraphs. This style is widely used today because it is easy to type and therefore efficient.,A,39,Full-blocked:,The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax: April 12 2001 China national import &export corp Shanghai China Dear sirs Re: new price list Thank you for your

16、letter of the 2nd of this month Sincerely yours The Eastern Seaboard Corp James Parrinton Vice president,A,40,Modified 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.,A,41,

17、LETTERHEAD _ (date) _ (inside address) _(salutation) _(subject line) (body) (complimentary close) _ (signature) (enclosure and p.s.),A,42,Indented letter style,A traditional British practice. The heading is usually in the middle and the date on the right-hand side. The complimentary close may be in

18、the center. It takes 4-5 letters in the first line of each paragraph in the body of the letter.,A,43,LETTERHEAD _ (date) _ (inside address) _(salutation) _(subject line) _(body) (complimentary close)_ (signature)_ _ _ (enclosure and p.s.),How to address an envelope?,Your full name Your address,Full name of the person you are writing to His/her address,A,45,1. The indented form 缩进式,China National Machinery Import &Export Corp. 36, Jianshan Road Beijing, 100008 Peoples Republic of C