英文實(shí)用公文3.各種信函

1、Review Six parts of letters 1. The heading vThe heading gives the full address of the writer and the date of the letter. It is usually written or typed in the upper right-hand corner. British Ms. Jennifer Stone, 20 Fairview Drive, Eastbourne, BN18 2BU, England. (American style is without comma) Head

2、ing: Two Examples v（Left-hand corner） 122 Third Avenue New York, N.Y. 10017 U.S.A. Jan. 18, 2008 v(Top right-hand corner ) School of Information Engineering Harbin Engineering University Harbin,150001, P.R.C. 22April, 2005 2. Inside address The inside address gives the name and full address of the r

3、ecipient, which is always on the left margin. Write it with and appropriate courtesy title (e.g. Mrs., Ms., Miss, Mr.), professional title (e.g. Dr., Professor) or business title (e.g. Manager, Director). Never use business title in the salutation. Example Professor George Smith School of Mathematic

4、al Sciences The University of Nottingham University Park Nottingham NG7 2RD UK 3. The salutation vIt is a greeting to the addressee. It is written flush with the left margin two spaces below the inside address. The British tend to use a comma after salutation, and the Americans, a colon, esp. in a b

5、usiness letter. E.g. Dear Professor/Prof. Smith:/, Dear Mr./Dr. Stein:/, Dear Ms. Santos:/, (or Dear Miss Santos:/,) vIn letter to organization, or to persons whose names you do not know, the following greeting are used: Dear sir: Dear Madam: Dear Sir or Madam: To whom it may concern: Dear colleague

6、: 4. The body vIn the body of the letter, all paragraphs should begin flush with the left margin (the block style) or begin with an equal indention (the indented style) and letter is usually single-spaced within the paragraph and doubled-spaced between paragraphs. 5. The complimentary close vThe con

7、ventional complimentary closes in business letters are: “Yours truly,” “Yours sincerely,” “Sincerely yours,” “Sincerely,” “Cordially yours,” “Yours cordially,” “Your respectfully.” or “Yours truly.” vThe close of a personal letter is of a more free choice. “Affectionately,” “Fondly,” “Yours with lov

8、e,” “With best wishes,” “Love,” “Yours,” “Best regards,” or “With respect.” vThe closing can be put either on the right-hand side or left-hand side, or in the middle. 6. The signature vIn a business letter the handwriting signature is placed between the complimentary close and the typed name of the

9、writer, the writers official capacity is indicated after the typed name. vIn a personal letter, you may sign your full name, your first name, even a nickname with your relationship with the addressee. 7. Enclosure(s) (if any) vThis can be used to remind the recipient of the additional material(s) pu

10、t in the invitation letter, such as an agenda of a conference or a curriculum vitae in an application letter. Some prefer the abbreviation Encl. Letters of Application 目的： v用英文寫求職信是向人才市場(chǎng)特別是向外其用英文寫求職信是向人才市場(chǎng)特別是向外其 推銷自己的有效方式。求職信旨在讓收信人推銷自己的有效方式。求職信旨在讓收信人 了解寫信人的工作經(jīng)歷、技能、成果、愿望了解寫信人的工作經(jīng)歷、技能、成果、愿望 等。因此在信件中，寫

11、信人應(yīng)盡力敘述自己等。因此在信件中，寫信人應(yīng)盡力敘述自己 的專長(zhǎng)，以便給對(duì)方留下好的印象，獲得面的專長(zhǎng)，以便給對(duì)方留下好的印象，獲得面 試機(jī)會(huì)。試機(jī)會(huì)。 內(nèi)容 v求職信的內(nèi)容一般包括：求職信的內(nèi)容一般包括： 第一段為寫信的緣由（第一段為寫信的緣由（purpose of the letter）；）； 第二段為個(gè)人情況介紹，如年齡、第二段為個(gè)人情況介紹，如年齡、 性別、文化程度、工作經(jīng)歷、工作性別、文化程度、工作經(jīng)歷、工作 技能、個(gè)人專長(zhǎng)等技能、個(gè)人專長(zhǎng)等 (Background Information)； 第三段寫出推薦人或證明人姓名以第三段寫出推薦人或證明人姓名以 供錄用方查詢并約定面試時(shí)間供

12、錄用方查詢并約定面試時(shí)間 (Request for an Interview)。通常。通常 隨求職信附上個(gè)人簡(jiǎn)歷和兩三封推隨求職信附上個(gè)人簡(jiǎn)歷和兩三封推 薦信。薦信。 Section OnePurpose of the Letter vIn the first paragraph, state that you are applying for a position (better to apply for a specific position). Tell how you found out about the job (if in a periodical or newspaper, g

13、ive name and date; if from a person, give name); and explain the reason for wanting it. If you have special qualifications for the job, state those qualifications. Section TwoBackground Information v From the resume, select those facts that qualify you for the job. State that a resume with more info

14、rmation is included, and of course, make the proper “enclosure” notation. You should convince the potential employer that you are the person to hire. Section ThreeRequest for an Interview vAny firm interested in employing an applicant will want a personal interview. In the closing paragraph of the l

15、etter, therefore, request an interview at the prospective employers convenience. However, should there be restrictions regarding time, such as classes or work, say so. Useful Expression v In reply to your advertisement in todays China Post for an account, I respectfully offer my services for the sit

16、uation. vI saw your advertisement for the position in and I would like to apply for it. vPlease consider me an applicant for the position which you advertised in China Times of December 5. vI am confident that I am suitable for the kind of job you are advertising. v I am 25 years of age, and have ha

17、d two years experience in my present post, which I am leaving to better myself. vBeing well acquainted with office work, I could make myself generally useful, should there be any opportunity of your requiring my services. vIm enclosing my resume for your kind consideration and reference. vIn regard

18、to salary, I leave it to you to decide after experience of my capacity. vI shall be much obliged if you will afford me an opportunity for an interview. vI shall appreciate a response from you at your earliest convenience. Sample 102 Qian Jin Street Harbin, Hei Long Jiang 150001 July 4, 2008 Dear Sir

19、s, I have learnt from your advertisement that your company needs some office clerks. It prompts me to offer you my qualifications because your requirements closely parallel my working experience. I have been working as a manager assistant for four years in Co. Ltd after my graduation from University

20、 of International Business and Economics. My typing speed is about 100 words per minute. I have got computer degree certificate offered by Education Department of our country. Besides, I have got some editing experiences in a TV station. Enclosed you will find my ID card, my diploma and some other c

21、ertificates. I hope you will give me the opportunity to demonstrate my skills. I am looking forward to your reply. Sincerely, Liu Ming Enclosure 1 Sample 2 102 Qian Jin Street Harbin, Hei Long Jiang 150001 July 4, 2008 Dear Sir, I wish to apply for a position with your company as an assistant accoun

22、t. I am twenty-six years old and at present employed by the company, where I have been for the past two years. Formerly I was employed by Co. , where it was nearly three years. My only reason for leaving either of these positions would be to better myself and I feel there is no future opportunity in

23、 my present position. I wish to serve in a large company like yours, to provide me with ample opportunities to learn new things. I can give you references from both these firms as to my character and ability as an accountant. I shall be much obliged if you will afford me an opportunity for an interv

24、iew. Faithfully, Lu Yi Enclosure 1 USEFUL EXPRESSION vIn reply to your advertisement in todays China Post for an account, I respectfully offer my services for the situation. vI saw your advertisement for the position in and I would like to apply for it. vPlease consider me an applicant for the posit

25、ion which you advertised in China Times of December 5. vI am confident that I am suitable for the kind of job you are advertising. v I am 25 years of age, and have had two years experience in my present post, which I am leaving to better myself. vBeing well acquainted with office work, I could make

26、myself generally useful, should there be any opportunity of your requiring my services. vIm enclosing my resume for your kind consideration and reference. vIn regard to salary, I leave it to you to decide after experience of my capacity. vI shall be much obliged if you will afford me an opportunity

27、for an interview. vI shall appreciate a response from you at your earliest convenience. Assignment vWrite a three-paragraph letter applying for a position concerning computer program or management or statistics in one corporation, or of a teacher in one college at home or abroad.(100-150 words) Lett

28、ers of Invitation Format of Invitation Letters vLetterhead : the address of the writer vDate of writing vInside address: the name and address of the recipient vSalutation vBody of the letter: the occasion, time and venue the purpose of the invitation the conference theme the anticipated pleasure in

29、meeting the recipient (s) vComplimentary close vSignature vEnclosure (if any) Sample 1 Invitation letter for an Academic Exchange Program East-west Center 1601 East-west Road Honolulu, HI USA 96848 February 17, 2004 Mr. Lu Yi School of Foreign Studies Nanjing University 22 Hankou Road Nanjing 210096

30、, China Dear Mr. Lu Yi, On behalf of the Asian Studies Development Program, a partnership between the East-West Center and the University of Hawaii, I am pleased to invite you to participate in the Teaching about China and the United States international exchange program, June 28-July 19, 2004. Dr.

31、Elizabeth Buck, Special Assistant to the President for Education, Professor Roger Ames, Professor of Comparative Philosophy at the University of Hawaii, and Professor Liu Qingguo, Professor of International Relations at Peking University, are co-directors of the institute, with Sigfried Ramler as in

32、stitute coordinator. The purpose of this program is to have Chinese and American faculty explore common issues during a three-week program to improve teaching about the US and China. After several days of orientation at Peking University for both groups of faculty, Chinese paricipants will visit the

33、 United States, especially, Washington, DC. and Youngstown, Ohio, while the Americans travel to Xian and Shanghai, China. At the conclusion, participants will meet in Honolulu for a final program and presentations. During your travel in the United States, there will be meetings and briefings with st

34、ate and federal officials, journalists, business experts, and other professionals to provide a general overview of the United States. The East-West Center will provide round-trip airfare from Beijing to the U.S., hotel accommodations in Washington, D.C. and Youngstown, Ohio, dormitory-style housing

35、in Hawaii, all ground transportation related to the program, some meals in Hawaii and on the U.S. mainland, and a modest stipend of $500 to cover meals not covered by the program and incidental expenses. If you have any inquires or need any assistance, please do not hesitate to contact Cherylene Hid

36、ano, Program Officer at 808-944-7338, or email . we look forward to welcoming you in Hawaii. Sincerely yours, (signature) Terance W. Bigalke Director and Dean of Education Sample 2 Invitation Letter for the Conference on Mathematics School of Mathematics and System Science Shandong University 27 Sha

37、nda Nanlu Jinan, Shandong 250100 P.R.China March 20, 2007 Professor George Smith, School of Mathematical Sciences The University of Nottingham University Park Nottingham NG7 2RD UK Dear Professor George Smith, I am pleased to invite you to attend the Ninth International Conference on Finite or Infin

38、ite dimensional Complex Analysis to be held from July 24 to 28, 2007 in Jinan and Taian city, China. The conference is jointly organized by Shandong University and Shandong University of Science and Technology. The conference will first be opened in Jinan, and then move to Taian. And you are cordial

39、ly invited to attend the Jian part of the conference, July 24-26, 2007, at the Academic Exchange Center of Shandong University. You will be provided with local expenses, including hotel accommodation and meals for the duration of the conference. If you have any inquires, please contact our Conferenc

40、e Convener Ms. Song Mei at (86) 531 8836 xxxx or visit . I look forward to seeing you in Jinan. Yours sincerely (signature) Liu Donglin Organizing Committee Tips for writing an invitation letter vMake sure invitation letters are cordial and enthusiastic. Failure to be positive might lead to a refusa

41、l. vSend invitation letters out with ample advance notice, which will allow the invited persons adequate time to make preparations or reservations. vAt the beginning of the invitation letter, you may extend the invitation before going into the details of the conference, which is one way of arousing

42、the interest of the invitees from the very beginning. Or you may give a brief account of the relevant details, which enables the invitees to have a better idea of the occasion. vGive the name of the conference, the time and the venue at the beginning. vDo not use abbreviations in formal invitations

43、except for name titles such as Mr., Mrs., Ms., and Dr. vGive the name of the contact person along with phone numbers and address (including email) by which the person can be contacted. vIf you invite someone to speak at a conference/seminar, you should also mention the type of speech, the topic or t

44、he scope and how long the speech will be. vIf a reply is required, place R.S.V.P. (Please reply) at the end of the invitation, often at the left corner. vCheck your letter for typos or any other mistakes in language, such as grammar, spelling, structure, etc. vKeep the letter concise, factual, and t

45、o the point with a polite tone. And use language and terminology familiar to the intended recipients. Useful Expressions Extending invitation vIt is with great pleasure that I invite you to the 2nd Annual Computer Conference. This years conference will be held at Wuhan from March 23-26, 2007. vOn be

46、half of the School of Information, Yunnan University and , I am pleased to invite you to attend and chair a session of the forthcoming 10th Joint International Computer Conference to be held in Kunming, Yunnan, from august 24 to 26, 2006. vAs co-chair of the 36th Annual Meeting of the Association fo

47、r Computational Linguistics, to be held in Hong Kong October 10-25, 2000, I am writing to ask whether you would be willing to present a talk in English at the conference as an invited speaker. vIt is my pleasure to invite you to appear on panel at the upcoming conference on English Teaching at Terti

48、ary Level in the Chinese Context to be held in Beijing, September 12-13, 2004. Purpose (of the conference) vThe conference aims at bring together engineers and researchers with interests in the areas of chemical engineering and at promoting the exchange of ideas and experiences among them in the rec

49、ent developments in their areas. vThe CE seeks/attempts to encourage scholarly interchange between Asianists located in the Midwest and promote Asian studies both at the university and secondary levels. Expecting attendance vWe sincerely hope that you can accept this invitation. vI do hope you can m

50、ake time in your busy schedule to attend the conference and share your ideas on this topic on the panel. vI very much look forward to meeting you here in the autumn. vI would like to take this opportunity to strongly encourage your organization to attend this very important preparatory meeting. vThi

51、s Conference Committee and I hope you will find your conference day educational and rewarding. vWe hope that you will be able to join us at this conference, and give us the benefit of your experience. Letter of Acceptance of Invitation Format of acceptance of invitation vThe heading vThe inside addr

52、ess vThe salutation vThe body: Expressing thanks to the inviter and restating the main content Expressing acceptance of the invitation Expressing good wishes vThe complimentary close vSignature vPrinted name Sample: Dear Professor Li Tao, I have received your letters and thank you very much for your

53、 kind invitation dated on Nov.11, 2008,inviting me to attend the Fourth Biennial meetings of The International conference on Public Policy to be held in Beijing, China on April 20 to23, 2009. I am very pleased to accept your invitation and will send my paper entitled “Public Policy and Neighborhood

54、Development” to the paper committee before the required date. Thank you again for your kind invitation. And I sincerely hope that the conference will be a success. I am looking forward to meeting you soon in Beijing. Faithfully yours, John Smith John Smith A Letter of Declination Format: vHeading vThe inside address vThe salutation vThe body: Expressing thanks for the inviters kind invitation Expressing the causes for the declination Expressing regret Extending best wishes to the inviter vThe complimentary close vSignature vPrinte