商务英语写作-chapter-2.ppt

主编：胡英坤车丽娟外语教学与研究出版社外语教学与研究出版社2021/10/102021/10/10商务英语入门商务英语入门1Chapter 2Structure and Styles of Business Letters商务信函的结构与格式2021/10/102021/10/10商务英语入门商务英语入门2Structure and Styles of Business LettersChapter2The first impression a business letter makes on its reader often determines whether that letter will actually be read,and it also may determine the readers reaction to the contents of the letter.2021/10/102021/10/10商务英语入门商务英语入门3Chapter2Contents of this chapterI.Structure of Business LettersII.Styles of Business LettersIII.Envelop AddressingIV.Practice(additional)Structure and Styles of Business Letters2021/10/102021/10/10商务英语入门商务英语入门4Chapter2I.Structure of Business LettersBusiness letters are usually composed of 12 elements:1.Letterhead 2.Date3.Inside address 4.Attention line 5.Salutation 6.Subject line7.Body8.Complimentary close 9.Signature 10.Reference initials 11.Enclosure(on attachment)12.Copy notation Structure and Styles of Business Letters2021/10/102021/10/10商务英语入门商务英语入门5Structure and Styles of Business LettersChapter2Among the 12 elements,letterhead,date,inside address,salutation,body,complementary close and signature are necessary,while the others are optional.I.Structure of Business Letters2021/10/102021/10/10商务英语入门商务英语入门6Chapter21.Letterhead 信头信头Structure and Styles of Business LettersThe name of the company Its address and postal codeTelephone numberFax numberCompany website addressE-mail addressA trademark or a slogan,etc.2021/10/102021/10/10商务英语入门商务英语入门7Chapter2Structure and Styles of Business LettersEASTERN TEXTILES IMP.&EXP.CO.,LTD.12389 Changchun Road,Dalian,ChinaTel:(0411)8660#Fax:[phone]#Http:/E-mail:Example1.Letterhead 信头信头2021/10/102021/10/10商务英语入门商务英语入门82021/10/102021/10/10商务英语入门商务英语入门9Sample LetterheadSample Letterhead2021/10/102021/10/10商务英语入门商务英语入门10Chapter2Structure and Styles of Business Letterstyped below the last line of the letterheadThe common format is either American(Month/Day/Year)or British(Day/Month/Year).The month written in full is preferred because it may create confusion if written in numbers.2.Date 日期日期2021/10/102021/10/10商务英语入门商务英语入门11Chapter2Structure and Styles of Business LettersJune 12,2015 20 June,2015Do not use only figures,i.e.12/6/06Examples2.Date 日期日期2021/10/102021/10/10商务英语入门商务英语入门12Chapter2Structure and Styles of Business LettersRewrite the following date for standard business letters.6/5/0610-9-068 June 2006Oct.28,06jan.13.20062.Date 日期日期n ExercisesJune 5,2006October 9,2006June 8,2006October 28,2006January 13,20062021/10/102021/10/10商务英语入门商务英语入门13Chapter2Structure and Styles of Business Letterstyped single-spaced at the left margin The space between the date line and the address depends on the size of the body of the letter and the space on the paper for you to type the whole letter.3.Inside address 封内地址封内地址2021/10/102021/10/10商务英语入门商务英语入门14Chapter2Structure and Styles of Business LettersArrange the following information into letterhead or inside address.U.S.A./Ford Motor Company/Dearborn,Michigan 48120/PR DepartmentChina/Beijing 100021/Beijing Metal Corporation/President/Lin Fang/East lane/2343.Inside address 封内地址封内地址n ExercisesPR DepartmentFord Motor CompanyDearborn,Michigan 48120U.S.A.Lin FangPresidentBeijing Metal Corporation234 East lane,Beijing 100021China2021/10/102021/10/10商务英语入门商务英语入门15Chapter2Structure and Styles of Business LettersTo an organization:an attention line allows you to send it directly to a specific individual or department.If you know an individuals complete name,it is always better to use it as the first line of the inside address and avoid an attention line.4.Attention line 指明收信人指明收信人2021/10/102021/10/10商务英语入门商务英语入门16Chapter2Structure and Styles of Business LettersA colon or dash may or may not follow the word“attention”.ATTENTION:SALES MANAGERAttentionMarketing DirectorAttention of Advertising Manager Examples4.Attention line 指明收信人指明收信人2021/10/102021/10/10商务英语入门商务英语入门17Chapter2Structure and Styles of Business Letterstwo lines below the last line of the inside address or the attention line(if used)to an individual:use that persons courtesy title and last name(Dear Mr.Lanbam)If you use the first name(Dear Leslie),be sure to add a colon(or a comma,not a semicolon)after the salutation.when gender is unknown:use an individuals full name(Dear Leslie Lanbam)5.Salutation 称呼称呼2021/10/102021/10/10商务英语入门商务英语入门18Chapter2Structure and Styles of Business LettersDear Sir without specific reference,formalDear Sirs without specific reference,formalGentlemen without specific reference,formalLadies and Gentlemen without specific reference,formalDear Mr.Anderson male,never use Mister instead of Mr.Dear Mrs.Anderson female,marriedDear Miss Anderson female,unmarriedDear Ms.Anderson female,marital status unknownDear Messrs.Anderson addressing two or more gentlemen Dear Mmes.Anderson addressing two or more ladiesDear Professor Anderson professional title to show business courtesyDear Sales Agent use his/her professional title.Examples5.Salutation 称呼称呼2021/10/102021/10/10商务英语入门商务英语入门19Chapter2Structure and Styles of Business LettersWhat salutation would you use to address a letter to:1.A company(a new client)2.David J.Lee(businessman with doctorate)3.Candy Lester(unknown marital status)4.A marketing manager5.Mr.Bran Jackson&Mr.Kevin Jackson6.Mr.Froy Longman&Mrs.Jane Longman5.Salutation 称呼称呼n ExercisesDear SirDear Dr.LeeDear Ms.LesterDear Marketing ManagerDear Messrs.JacksonDear Mr.&Mrs.Longman2021/10/102021/10/10商务英语入门商务英语入门20Chapter2Structure and Styles of Business LettersA subject line helps identify the subject of the letter.Using a subject line will alert your reader to the contents of your message and enable him/her to decide whether the letter requires immediate attention.So a subject line is often underlined or typed in capitals.6.Subject line 事由事由/主题行主题行2021/10/102021/10/10商务英语入门商务英语入门21Chapter2Structure and Styles of Business LettersUnderlined:Sale Contract no.234Capitalized:SALE CONTRACT NO.234Re:Late Delivery of Order 123Subject:Order No.1232 for Tea-setsExamples6.Salutation Subject line 事由事由/主题行主题行2021/10/102021/10/10商务英语入门商务英语入门22Chapter2Structure and Styles of Business LettersThis is the actual message of a letter.Most business letters are single-spaced with double line spacing between paragraphs.Very short messages may be double-spaced with indented paragraphs.7.Body 信文信文2021/10/102021/10/10商务英语入门商务英语入门23Chapter2Structure and Styles of Business LettersGive the reason of writing the letter in the first paragraph.Give numbers or bullets for paragraphs which contain important information.In closing paragraph,show your hope or promise of future action or contact.7.Body 信文信文2021/10/102021/10/10商务英语入门商务英语入门24Chapter2Structure and Styles of Business LettersTyped two lines below the last line of the letter,the complimentary close may be formal(Very truly yours)or informal(Yours).8.Complimentary close 结尾敬词结尾敬词2021/10/102021/10/10商务英语入门商务英语入门25Chapter2Structure and Styles of Business LettersFormal:Yours faithfully,Yours truly,Faithfully yours,Semi-formal:Sincerely yours,Yours sincerely,Cordially yours,Informal:Love,Best regards,Examples8.Complimentary close 结尾敬词结尾敬词2021/10/102021/10/10商务英语入门商务英语入门26Chapter2Structure and Styles of Business LettersWhat complimentary close would you use to the salutations:Ladies and GentlemenDear SirsDear Mr.LorganDear Tom8.Complimentary close 结尾敬词结尾敬词n Exercises2021/10/102021/10/10商务英语入门商务英语入门27Chapter2Structure and Styles of Business LettersOrganization Name:typed entirely in capitals two lines below the complimentary closeAuthor,Title,and Department:three blank lines should be left above the typed name of the author.9.Signature 签名签名2021/10/102021/10/10商务英语入门商务英语入门28Chapter2Structure and Styles of Business LettersThe initials of the typist are typed two lines below the authors name and title.The initials of the signer come first,all in upper case letters,followed by the initials of the typist,in lower case letters(EM:mef;EM/mef;EM*mef).10.Reference initials 打字员姓名缩写打字员姓名缩写2021/10/102021/10/10商务英语入门商务英语入门29Chapter2Structure and Styles of Business LettersA notation to that effect is placed two lines below the reference initials.11.Enclosure(or attachment)附件附件The notation may be spelled out(Enclosure/Attachment),or it may be abbreviated(Enc./At.).It may indicate the number of enclosures or attachments,and it may also identify an enclosure specifically(Enclosure:Copy of Invoice 6309).2021/10/102021/10/10商务英语入门商务英语入门30Chapter2Structure and Styles of Business LettersEnclosure:Sale AccountEnc.(4)Enclosure(2):Packing list Commodity Inspection Certificate Examples11.Enclosure(or attachment)附件附件2021/10/102021/10/10商务英语入门商务英语入门31Chapter2Structure and Styles of Business LettersIf copies of a business letter have been made for other individuals,a copy notation is typed one or two lines below the enclosure notation(if used).Most people prefer to use notations like CC,cc,Cc,(all mean carbon copy).Some people use the notation XC(xerox copy),PC(photo copy),or C(copy).12.Copy notation 抄送抄送2021/10/102021/10/10商务英语入门商务英语入门32Chapter2Structure and Styles of Business LettersUse the information to prepare the parts needed for the letters below.1.The letter is signed by Mr.Robert Osteen and typed by you.2.There are three enclosures:the sales contract,the list of purchase prices,the list of selling prices for the last week.3.A Xerox copy of the letter must be sent to the Great Sea Company4.The letter must be sent to the very person,Mr.Danny Brown,the Sales Manager.n Exercises2021/10/102021/10/10商务英语入门商务英语入门33Chapter2II.Styles of Business Letters1.Block style2.Modified block style 3.Simplified style 4.Indented styleStructure and Styles of Business Letters5.Punctuation2021/10/102021/10/10商务英语入门商务英语入门34Chapter2Structure and Styles of Business LettersIn this format,all parts(from the date line)of the letter begin at the left margin.1.Block style 齐头式齐头式2021/10/102021/10/10商务英语入门商务英语入门35 Letterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_2021/10/102021/10/10商务英语入门商务英语入门36Chapter2Structure and Styles of Business LettersExample xxxx(letterhead)June 3,2005(date)xxxx(inside address)Dear xx,(salutation)Re:xx(subject line)We received your xxxx(body)Yours sincerely(complimentary close)XX(signature)1.Block style 齐头式齐头式2021/10/102021/10/10商务英语入门商务英语入门37Chapter2Structure and Styles of Business LettersThe date,the complimentary close and the signature block are placed at the right margin.Paragraphs are separated by a single blank line.There is no indention at the beginning of paragraphs.2.Modified block style 改良齐头式改良齐头式2021/10/102021/10/10商务英语入门商务英语入门38 Letterhead_ Date_Inside address_Salutation_Subject line_Body_ Complimentary close_ Signature _2021/10/102021/10/10商务英语入门商务英语入门39Chapter2Structure and Styles of Business LettersExample xxxx(letterhead)June 3,2005(date)xxxx(inside address)Dear xx,(salutation)Re:xx(subject line)We received your xxxx(body)Yours sincerely(complimentary close)XX(signature)2.Modified block style 改良齐头式改良齐头式2021/10/102021/10/10商务英语入门商务英语入门40Chapter2Structure and Styles of Business LettersAll lines(from the date line)begin at the left margin.Notice that a subject line,typed in all capitals,replaces the salutation.Instead of a complimentary close,the senders name and title are typed in all capitals below the last line of the body part.3.Simplified style 简化式简化式2021/10/102021/10/10商务英语入门商务英语入门41 Letterhead_Date_Inside address_SUBJECT LINE_Body_SIGNATURE_2021/10/102021/10/10商务英语入门商务英语入门42Chapter2Structure and Styles of Business LettersExample xxxx(letterhead)June 3,2005(date)xxxx(inside address)Re:XX(SUBJECT LINE)We received your xxxx(body)XX(SIGNATURE)3.Simplified style 简化式简化式2021/10/102021/10/10商务英语入门商务英语入门43Chapter2Structure and Styles of Business LettersEach line of the inside address is indented four or five spaces compared with the previous line.Each new paragraph stars four or five spaces from the left margin,while the date,the complimentary close and the signature are on the right-hand side of the sheet.4.Indented style 缩进式缩进式2021/10/102021/10/10商务英语入门商务英语入门44 Letterhead_ Date_Inside address_ _Salutation_Subject line_Body _ Complimentary close_ Signature _2021/10/102021/10/10商务英语入门商务英语入门45Chapter2Structure and Styles of Business LettersExamplexxxx(letterhead)June 3,2005(date)xxxx xxxx xxxx(inside address)Dear xx,(salutation)We received your xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx(body)Yours sincerely(complimentary close)XX(signature)4.Indented style 缩进式缩进式2021/10/102021/10/10商务英语入门商务英语入门46Chapter2Structure and Styles of Business LettersThere are two punctuation styles:Mixed punctuation style have a colon after the salutation and a comma after the complimentary close.Open punctuation style do not have a colon after the salutation and a comma after the complimentary close.5.Punctuation 标点标点2021/10/102021/10/10商务英语入门商务英语入门47Chapter2Structure and Styles of Business LettersExamplesMixed punctuation styleDear Mr.Emerson:Sincerely,Open punctuation styleDear Mr.EmersonSincerely5.Punctuation 标点标点2021/10/102021/10/10商务英语入门商务英语入门48ChapterIII.Envelope Addressing2Structure and Styles of Business LettersEnvelop addressing calls for accuracy,legibility and good appearance.Two forms:1.Block form2.Indented form2021/10/102021/10/10商务英语入门商务英语入门49Chapter2Structure and Styles of Business LettersChina National Machinery Import&Export Corp.StampNo.1(W)Fuchengmenwai AvenueBeijing,100037Peoples Republic of China P&G Company 1 or 2,Procter&Gamble Plaza Cincinnati,OH 45201 U.S.A.1.Block form2021/10/102021/10/10商务英语入门商务英语入门50Chapter2Structure and Styles of Business LettersChina National Machinery Import&Export Corp.Stamp No.1(W)Fuchengmenwai Avenue Beijing,100037 Peoples Republic of ChinaP&G Company 1 or 2,Procter&Gamble Plaza Cincinnati,OH 45201 U.S.A.2.Indented form2021/10/102021/10/10商务英语入门商务英语入门51ChapterIV.Exercises(additional)2Structure and Styles of Business Letters1.Read the following letter and discuss with your group members whether there are any problems in it.List the problems one by one and write down on a piece of paper.2021/10/102021/10/10商务英语入门商务英语入门52The International Trading CorporationDalian 116025,Liaoning Province93 Green Avenue,China2012/5/15Gold&Silver Company372 West 7th StreetParis 10094Subject:Inquiry about Washing MachinesDear Sirs,Attention:Sales DepartmentSome years ago we bought from you a consignment of washing machines in 2 different qualities.Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F.Dalian.We should require delivery within 4 weeks of placing the order.Yours faithfully,Michel JohnsonSales managerThe International Trading Corporation2021/10/102021/10/10商务英语入门商务英语入门53