商務(wù)英語寫作The Structure and Style of a Business Letter

Chapter2

TheStructureandStyleofaBusinessLetterLearningObjectivesKnowthestandardandoptionalpartsofbusinessletters;Designandpresentinformationinanattractiveway.TheoverviewMeansofmakingbusinesslettersattractive:Thequalityofletterheadedpaper;Thepresentationoftheletter;Thestructureoftheletter;Thelanguageandtoneused;Thecontents1.PartsofBusinessLetters2.PresentationofBusinessLetters1.PartsofBusinessLettersstandardparts

theletterheadthedatetheinsideaddressthesalutationthebodythecomplimentaryclosethesignatureoptionalpartsthereferencesthereturn/sender’saddresstheattentionlinethesubjectlinetheenclosurenotationthecopynotationthepostscriptTECHNICAL1606FifthAvenue

ESICNS,SeattleWA99454-NC.201626-3150July30,2005PacificResources,Inc.1160BishopStreetHonolulu,HI99813

AttentionMs.AliciaChavez, LadiesandGentlemen SUBJECT:OFFICELETTERSTYLELetterheadInsideAddressDateAttentionlineSalutationSubjectLineOurofficepreferstheblockletterstyle,asshowninthisletter…SincerelyyoursTECHNICALDESIGNS,INC.EricMannEricMann,ConsultantCommunityServicesDepartmentEM:mefEnc.Intra-companystationeryandmemorandumformsCC:Ms.LauraShulteMr.AndrewFarmer

BodyComplimentaryCloseOrganizationNameSignatureAuthorTitleDepartmentReferenceInitialsEnclosureCopyNotation(1)Theletterhead--(sender’saddress)--afirm’spersonality

Itincludesthecompany’slogo,name,address,telephoneandfaxnumbers,email,andwebsite.ChinatexMansion,No.19,JianguomenneiStreet,Beijing,100005,ChinaTel:(86mail:Webmaster@(2)Thereference（信件的編號）--Filenumber,departmentalcodeCodesassignedtotheletterby(Yourref)來函--therecipient(Ourref)本函--senderoftheletter.Makesiteasiertofiletheletterandtrackitwhenrequired.Ourref—本函檔號Yourref—來函檔號作者姓名的首字母（大寫）打字員姓名的首字母（大小寫均可）另：檔案或部門編號也可能包括在內(nèi)。Manyletterheadsprovidespacesforreference.Wheretheletterheaddoesn’tprovideforit,thismarkmaycome(1)beforeorafterthedate

E.g.Yourref:TT/PP10October,2005

Ourref:MM/QQYourref:TT/PP10October,2005Ourref:MM/QQ(2)formasapartofthe

firstparagraph

ofthereplyletter

E.g.DearSir,Thankyouforyourletter,referenceTT/PP,of25December,2004.(3)becenteredabovethebodyletterasa

subject

headingwithanunderline.E.g.DearSir,

Yourref:TT/PPThankyouforyourletterof25December,2004.(3)ThedateBritish(German):day/month/yearAmerican(othernations):month/day/yearavoidabbreviations(Jan.25,2004)or figures(2/4/2004).Choosethestyleofyourtargetreader.(4)Theinsideaddress--(recipient’s)nameandaddressDeliveryaddress—printedorwritteninthefrontmiddleoftheenvelope.Toavoidambiguity,wheneveryouwriteletterstoaforeigncountry,alwaysincludethenameofthecountry,evenifthecitymentionedisthecountry’scapital.Orderoftheaddress:a)thenameofthehouseb)thenumberofhouseandthenameofstreetc)thenameofcityortownd)countyorstateanditspost-codee)nameofthecountry

小大Example--theinsideaddress10May,2010(attheleft-handmarginbelowthedate)MrDouglasCowlesGeneralManagerCowlesEngineeringCo.Ltd12BrackenHillManchesterUKTips:Payattentiontothepostalserviceabbreviationforstate(province)andothers

NY–NewYork, Pa./Peen–Pennsylvania,Ca.–California, Vic.–Victoria,Que.–QuebecMA–Massachusetts, Rd.–Road,St.–StreetAve.–Avenue

E.g.234CommonwealthAve.BostonMA23456(5)Attentionline(指明收信人)directthelettertoaspecificindividualorsectionofthefirm.E.g.RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

Attention:Mr.CaveFORTHEATTENTIONOFMRJOHNTAYLER,SALESMANAGERAttention:ImportDept.AttentionofMr.Standard,GeneralManagerFortheattentionofMr.J.G.Donna,SalesManager(6)Thesalutation（稱呼）GreetingtotherecipientMatchtothecomplimentarycloseSeePage26CourtesytitlesusedincorrespondenceDr.foronewhoholdsadoctor’sdegreeProf./ProfessorforaprofessorMessrs

thepluralformofMr.(usedonlyforcompaniesorfirmswhosenameincludesapersonalelement)

Esq.forjudges,magistrates,barristersinAmericaandforasinglepersoninBritain,followingthenameandseparatedfromitwithacomma,e.g.JohnHayling,Esq.(7)Thesubjectline（主題行）Gist（要點(diǎn)）oftheletterCallattentiontothereason,relativereferenceorbriefsubjectE.g.Re:YourOrderNo.1513Subject:Men’sShirtsOR:DearMrsMarshallINTERNATIONALCONFERENCE—24AUGUST2011(InternationalConference—24August2011)(8)ThebodyOneParagraphcontainjustoneideaortheme,andbeconciseasitcouldbe.這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有開頭語(OpeningSentences),自成一節(jié)，在習(xí)慣上是用客套語先將收到對方的來信的日期、編號或查號、主題及簡單內(nèi)容加以綜合敘述，使對方一目了然這封信是答復(fù)哪一封去信的。如果是第一次通信也可以利用開頭語作必要的自我介紹。(9)ComplimentaryClose在信的結(jié)尾一般有結(jié)尾語(TheclosingSentences),一般用來總結(jié)本文所談的事項(xiàng)，提示對受信人的要求，如希望來函或電報(bào)訂貨、答復(fù)詢問或作必要的聲明等。結(jié)束語是一種客套用語,它應(yīng)與前面的稱呼相呼應(yīng).結(jié)尾語措辭的變化依據(jù)情況而定，通常有以下幾種：(1)寫給單位、團(tuán)體或不相識的人的信用：Yours(very)truly,(Very)Trulyyours,Yours(very)faithfully,(Very)Faithfullyyours,(2)寫給尊長上級的信可用：Yours(very)respectfully，Yours(very)obediently，Yoursgratefully，Yoursappreciatively，(3)寫給熟人或朋友的信可用：Yours，Yoursever，Yoursfraternally，Yourscordially，Yoursdevotedly,也可以將Yours放在后面。(4)給親戚或密友的信可用：Yours，Yoursever，Yoursaffectionately，Yoursdevotedfriend，Lovinglyyours，

Yourslovingson(father，mother，nephew……)，(10)Thesignatureandtyped-outnameSignature:bothwrittenandprinted--bythesender.CharlesSmith(signednameofsender,infullforbusinesslettersnomatterhowfamiliaryouarewiththereceiver)ManagingDirector(position)TheInternationalTradeCo.(nameofthecompany)pp/forOnlythepersonwhocanrepresentthecompanyisabletosignonbehalfofthecompany.Ifthatpersonisnotavailable,thenthepersonwhois

giventheauthoritytosigncansignforthecompany.Inthiscaseyouusepporfor.Example:YoursfaithfullyShirleyJohnsonpp/forEdwardNathanChairman(pp:perpro=onbehalfof)(11)Theenclosure（附件） e.g.

Enclosure/Enc:Pricelist Enclosures/Encs:1.1B/L(billofloading)

2.1Photo

3.1Certificate

(12)Thecopy（抄送）Whencopiesoftheletteraresenttoothers,typemark“CC/cc/copy”belowanyenclosurenotationattheleftmargin.e.g.cc/copy/CC Mr

GordonClarkcc/copy/CC Mr

GordonClark,Accountant

(Mr.GordonClarkisthepersonwhowillreceivethecopiesoftheletter)bcc–blindcourtesycopy--copynotationisspecifiedonthecopyonly蒙蔽禮儀拷貝,作為禮貌給予第三者的檔案拷貝(在原收件人不知道的情況下),E.g.bcc MrGordonClark bcc MrGordonClark,

AccountantShouldbeinthecopy,notinfrontoftheletterThisfieldisforthenamesofanyonethatneedsacopyofyoure-mailwithouttheotherpeople(inthe"To..."and"Cc..."fields)knowingaboutit.(13)ThepostscriptE.g.P.SIwillseeyouattheAnnualSalesMeetingonOctober16.P.S.Thereisapotentialmarkethereforyournewproducts.Itshouldbeplacedatleasttwolinesbelowanyothernotationsandflushedwiththeleftmargin.(14)Thecontinuationsheet(s)Type1:PrintedcontinuationsheetsType2:Plainwhitepaperofthesamequalityastheletterheadedpaper.Atthetopofthecontinuationsheet:Pagenumber(Reference)DateRecipient’snameTips:沒必要在上一頁頁腳做標(biāo)注。續(xù)頁紙至少包括三至四行內(nèi)容和結(jié)尾部分。盡量在新的一頁開始新段落。Continuationsheet2LL/ST19July,2010MissKatieHarfordHillPleasesignandreturnonecopyofeachofthesedocumentsandkeeptheduplicatecopiesforyourreference.Youwillbeexceptedtoattendaninductioncourseonyourfirstdayatthecompany.Ilookforwardtomeetingyouagainandhopethatyouwillbeveryhappyinyournewpost.YourssincerelyLeonardLeightonPersonnelDirectorEncsxxxxxxCopyLizWalker,TrainingManager2.PresentationofBusinessLettersCommonlayouts—Fullblockform;indentedform;mixedform.OpenpunctuationDefinition–P33Thedesignofthepage—well-balanceduselinespaceFontsizeFull-blockedletterstyle（完全平頭式）Thefull-blockedlayoutstylehasnoindentation.Everythingisrangedleft.Thereisnopunctuationintheaddressandafterthesalutationandthecomplimentaryclose.Usesinglespacewithintheparagraph.Usedoublespacesbetweenparagraphs.Thisstyleiswidelyusedtodaybecauseitiseasytotypeandthereforeefficient.Full-blocked: TheEasternSeaboardCorp350ParkAvenueNewYork10017Tel:2252780Fax:……April122001Chinanationalimport&exportcorpShanghaiChinaDearsirs

Re:newpricelistThankyouforyourletterofthe2ndofthismonth………SincerelyyoursTheEasternSeaboardCorpJamesParrintonVicepresidentModifiedBlockStyle

(改良平頭式）Inthisstyle,thedateandtheclosingareontheright.Allotherpartsareplacedflushwiththeleftmargin,andparagraphsmayormaynotbeindented.LETTERHEAD__________(date)_______________(insideaddress)________________(salutation)________________(subjectline)———————————————————————————————————(body)(complimentaryclose)______________(signature)————————————————————————————————————————(enclosureandp.s.)IndentedletterstyleAtraditionalBritishpractice.Theheadingisusuallyinthemiddleandthedateontheright-handside.Thecomplimentaryclosemaybeinthecenter.Ittakes4-5lettersinthefirstlineofeachparagraphinthebodyoftheletter.LETTERHEAD__________(date)___________________(insideaddress)________________(salutation)________________(subjectline)——————————————————___________________________(body)(complimentaryclose)________________(signature)___________________________________________________________________________(enclosureandp.s.)Howtoaddressanenvelope?

YourfullnameYouraddress

Ful