商务英语写作课件chapter_2

BusinessWriting2外语教学与研究出版社LetterStructuresandPlacement1.Letterhead2.Date3.InsideAddress4.AttentionLine5.Salutation6.SubjectLine7.Body8.ComplimentaryClose9.Signature10.ReferenceInitials11.Enclosure12.CopyNotation3外语教学与研究出版社LetterheadThenameofthefirmAddressandpostalcodesTelephonenumberFaxnumberInternetaddress,EmailaddressTelegraphicandtelexaddressAtrademarkorabriefslogan,etc4外语教学与研究出版社SampleLetterheadSample:5外语教学与研究出版社DateThedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatelinediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).Asthedateisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.6外语教学与研究出版社SampleDateLineDateconsistsofthedate,month,year.Twowidelyacceptedstyles:June12,2006or20July,2006Donotuseonlyfigures,i.e.12/6/06,becausenotallEnglish-speakingpeopleagreeontheorderofthedate.7外语教学与研究出版社Rewritethefollowingdateforstandardbusinessletters6/5/0610-9-068June2006Oct.28,06jan.13.20068外语教学与研究出版社InsideAddressTheaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftypeused,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.9外语教学与研究出版社SampleInsideAddressDr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.10外语教学与研究出版社Arrangethefollowinginformationintoletterheadorinsideaddress:U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartment/13350RotundaDriveChina/Beijing100021/BeijingMetal/President/LinFang/Eastlane/23411外语教学与研究出版社AttentionlineAnattentionlineallowsyoutosendyourmessageofficiallytoanorganizationbuttodirectittoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.12外语教学与研究出版社SampleAttentionlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager13外语教学与研究出版社SalutationFormostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Evenifyouareonafirst-namebasis(DearLeslie),besuretoaddacolon(oracommanotasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.14外语教学与研究出版社SampleSalutationItistypedflushwithleftmargin(blockedandmodifiedblock)ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnone.e.g.DearAndy,DearMrs.Breedlove,LadiesandGentlemen:15外语教学与研究出版社MoreExampleofSalutation(1)DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)16外语教学与研究出版社MoreExampleofSalutation(2)DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)17外语教学与研究出版社Whatsalutationwouldyouusetoaddressaletterto:a.Acompany(anewclient)b.DavidJ.Lee(businessmanwithdoctorate)c.CandyLester(unknownmaritalstatus)d.Amarketingmanagere.Mr.BranJackson&Mr.KevinJacksonf.Mr.FroyLongman&Mrs.JaneLongmang.Personswhoareapplyingforajobvacancy18外语教学与研究出版社SubjectlineAsubjectlinehelpsidentifythesubjectoftheletter.Althoughexpertssuggestplacingthesubjectlinetwolinesbelowthesalutation,manybusinessesactuallyplaceItabovethesalutation.Byalertingyourreadertothecontentofyourmessage,youenablehimtodecidewhethertheletterrequiresimmediateattention.Itisoftenunderlinedortypedincapitals.19外语教学与研究出版社SampleSubjectlineUnderlined:SaleContractno.234Capitalized:SALECONTRACTNO.234Re:LateDeliveryofOrder123Subject:OrderNo.1232forTea-sets20外语教学与研究出版社BodyThisistheactualmessageofyourletter.Mostbusinesslettersandmemorandumsaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.21外语教学与研究出版社TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.22外语教学与研究出版社ComplimentaryCloseTypedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformalorinformal.23外语教学与研究出版社SampleComplimentaryClosePlaceit2linesbelowlastlineoflastparagraph.Inblockformat,flushwithleftmarginInmodifiedblock,alignwiththedate.Formalityoftheclosingshouldbeinagreementwithsalutationsuchas“DearSir”“Gentlemen”Formal:Yoursfaithfully,Yourstruly,Faithfullyyours,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,Informal:Sincerely,Bestregards,24外语教学与研究出版社Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,25外语教学与研究出版社SignatureOrganizationName:Ifanorganizationnameisusedafterthecomplimentaryclose,thenameshouldbetypedentirelyinc