Chapter2TheLayoutofaBusinessLetter.ppt

Chapter 2 The Layout of a Business LetterTheformofabusinessletter Full-blockstyle（全齐头式）Indentedstyle（缩行式）Modifiedblockform（改良的齐头式）Semi-blockformatwithindentedparagraphs（半齐头式或混合式）1.fullblockedstyleTheWilsonCompany1377MainStreetDallas,Texas75226U.S.A.February5,1999NipponInternationalTradingCo.Ltd.3Nihonbashi,Honcho3ChomeJapanGentlemen:WeresendingyouourlatestpricelistWearelookingforwardtohearingfromyousoon.Trulyyours,THEWILSONCOMPANYWilliamRobertson,PresidentWR/ea2.indentedstyle（Heading）ChinaNationalLightIndustrialProductsImport&ExportCorporation82TiananMenStreetBeijing,ChinaJan.30,2005OurRef.No-YourRef.No-ThePakistanTradingCompany(InsideAddress)15，BroadStreetKarachi,PakistanGentlemen:(Salutation)Re:ChineseLightIndustrialProducts(Caption)WethankyouforyourletterofJan.10,2005andshallbegladtoenterintobusinessrelationswithyourfirm.Asyouknow,itisourpolicytotradewiththepeopleofallcountriesonthebasisofequalityandmutualbenefit.Webelieveweshallbeable,byjointefforts,topromotefriendshipaswellasbusiness.Wearesendingyou5pamphletsandapricelistcoveringpartofourexports.Pleaseadvisewhatarticlesyouareinterestedinatpresent.（TheBodyoftheLetter）Yourearlyreplywillbehighlyappreciated.(TheClosingSentences)（TheComplimentaryClose）Yoursfaithfully,CHINANATIONALLIGHTINDUSTRIAL（TheSignature）PRODUCTSIMPORT&EXPORTCORP.(Sighed)-Encls:3.modifiedblockedstyleNipponInternationalTradingNihonbashi,HonchoChome3Chuo-ku,Tokyo104JapanFebruary15,19-TheWilsonCompany1377MainStreetDallas,Texas75226U.S.A.Attn:Mr.Robertson4混合式（SemiblockStylewithIndentedParagraphs）M.D.Ewart&Co.,Ltd36TowerStreetToronto4,CanadaAugust22,2005OurRef.No.YourRef.No.BeijingTextilesImport&ExportCorporation43TiananMenStreetBeijing,ChinaDearSirsRe:FistInquiryWelearnfromafriendinChinathatyouareexportingNylonBedsheetsandPillowCases.Thereisasteadydemandherefortheabove-mentionedcommoditiesofhighqualityatmoderateprices.Willyoupleasesendusacopyofyourcatalogue,whichdetailsofyourpricesandtermsofpayment?Weshouldfinditmosthelpfulifyoucouldalsosupplysamplesofthesegoods.Wearewaitingforyourearlyreply.Yoursverytruly,(Signature)TheLayoutofBusinessLetter qstandardparts(1)theletterhead(2)theinsideaddress(3)thedate(4)thesalutation(5)thebodyoftheletter(6)thecomplimentaryclose(7)thesignatureqoptionalparts(1)thereferences(2)theattentionline(3)thesubjectline(4)theenclosure(5)thecarboncopynotation(6)thereferencenotation(7)thepostscriptnoteThestructureofabusiness letter 1)信头(letterhead)2）编号，日期3）封内名称和地址(inside address)(reference and date)4）经办人(attention line)5）称呼(salutation)6）事由（标题）(subject)7）正文(body)8）结尾敬词(complimentary)Name of company 9）签名(signature)10)the reference notation 11）附件(enclosure)12）抄送(cc to XX)13）附言(postscript)Parts of a business letter1.Letterhead 信头Thecompanysname/address/postcode/TelNo./faxNo./E-mailaddress2.Reference 编号（案号）Filenumber,departmentalcode(orthereferenceinitials)E.GYourref.:2005/IB318Ourref.:CS49/770053.Date ShouldbetypedinfullandnotabbreviatedAvoidgivingthedatesinfigures(12/10/06)BrE:day,monthandyearAmE:month,dayandyearPrefercardinalnumbers(1,2,3,4)ratherthanordinalnumbers(1st,2nd,3rd,4th)Acommamustbeusedbeforetheyear8June,2005/June8,20054.Inside name and address 信内地址信内地址Courtesy titles Mr.先生E.g.Mr.StormEsq./Esquire先生E.g.JohnP.Storm,Esq.Mrs.夫人Ms.女士Miss小姐Messrs.先生们E.g.Messrs.MacDonald&EvansCo.Mmes.女士们Thereceiverholdsaspecialtitle,suchasDoctor,Professor,Colonel,useitinsteadofMr.andhisofficialpositionshouldfollow:E.g.Dr.E.Browning,PresidentWhenaddressingbusinessexecutives,includetheirtitle.E.g.Mr.PaulJohnson,President4.Inside name and address 信内地址信内地址Pay attention to the postal service abbreviation for state(province)and othersNYNewYork,Pa./PeenPennsylvania,Ca.CaliforniaVic.VictoriaQue.QuebecMAMassachusettsRd.RoadSt.StreetAve.AvenueE.g.234CommonwealthAve.BostonMA23456Attention line be used to direct the letter to a specific individual or section of the firm.(ATTN:/Attention:/(Forthe)attentionof)E.g.RichardThomas&BaldwinsLtd.,151GowerStreetLondon,SC76DY,EnglandAttention:Mr.CaveorAttentionofPurchasingManager 5.The salutation（称呼）DearSir,DearMadam,(forbothsingleandmarriedwomen)DearSirorMadam,DearSirs,(Mesdames)(BrE,foraddressingtwoormore,aswherealetterisaddressedtoafirm)Gentlemen:(AmE)(followedbyacolon)DearMr.Mason,DearDavid,6.The subject line.（事由）Call attention to the reason,relative reference or brief subjectE.g.Re:YourOrderNo.1513Subject:MensShirts7.The body.（正文）Whenusingcontinuoussheets,alwaystypeaheadingtoshowthenameofyourcorrespondent,thenumberofthesheet,andthedateE.g.CollinsTelecomCompany,-2-March242005 8.Complimentary Close（结尾套语）Beinkeepingwiththesalutations,usualmatchesasfollows:SalutationCloseOccasionDearSir(s)Yoursfaithfully,standard/formalMadamFaithfullyyours,(AmE)GentlemenTrulyyours,UsedbyAmericansDearMr.Yourssincerely,lessformallyandSincerelyyours,(AmE)betweenpersonsknowntoeachotherDearJohn(Kind)regards,informal(Best)wishes,9.Signature(签名）BesignedbyhandandininkThe name of signer is usually typed below thesignatureandfollowedbyhisjobtitleorpositionE.g.YoursfaithfullyperproTheoverseasCoLtd/forSalesManager(sgd.)W.BlackPresidentPerpro/P.PwithspecialauthoritytosignForaofficialsigningforthecompanyorsb.Neversigntheletterwitharubberstamp10.The reference notation（经办人代号）ShowstheinitialsofboththedictatorandthetypistE.g.FCM/hl,FCM:HL,FCM/HL,fcm:hlCanbeincludedintheReferenceNo.Part11.The Enclosure（附件）E.g.Enclosure:PricelistEnclosures:1.1B/L2.1Photo3.1CertificateEnclosures4Encl.Asstated/Encl.a/sEnc.12.The carbon copy notation（抄送）Type1.cc-Notationistypedontheoriginalandcarboncopies.E.g.c.c.:Mr.J.CooperC.C.:RoticCo.Copyto:SalesManagerCopiesto:DirectorsType2.bcc-copynotationisspecifiedonthecopyonlyE.g.b.c.c:Mr.J.Cooper13.Postscript（附言）E.g.P.S.Theinvitationwillbemailedtoyouinadayortwo.Practice1)Senders name:China National Chemicals Imp.&Exp.Corporation2)Senders address:Xijiao,Beijing,China3)Date:August 18,20014)Receivers name:Messrs.J.Brown&Co.,5)Receivers address:143 Eastcheap,London E.C.36)Salutation used:Dear Sirs,7)Subject-line:Shipping Documents8)The massage:We are sending you under separate cover a full set of non-negotiable copies of shipping documents per s.s PEACE.We hope that you will find everything in good order.9)Complimentary close used:Yours faithfully,10)The signature:China National Chemicals Imp.&Exp.Corporation,Manager Wang Wei11)HR:fl12)Your Ref:ASB 318;Our Ref:2005/IB20813)C.C:Miss Mary Chen14)Encl:a/s15)P.S:The name of the steamer should be paid attention toI.Arrangethefollowinginproperformastheyshouldbesetoutinaletter:qKeyChinaNationalChemicalsImp.&Exp.CorporationXijiao,Beijing,ChinaAugust18,2001YourRef:OurRef:Messrs.J.Brown&Co.,143Eastcheap,LondonE.C.3 DearSirs,Re:ShippingDocuments Wearesendingyouunderseparatecoverafullsetofnon-negotiablecopiesofshippingdocumentspers.sPEACE.Wehopethatyouwillfindeverythingingoodorder.Yoursfaithfully,ChinaNationalChemicalsImp.&Exp.Corporation(sgd)WangWeiManagerHR:flEncl.:a/sC.C.:P.S.ChinaNationalChemicalsImp.&Exp.CorporationXijiao,Beijing,ChinaMessrs.J.Brown&Co.,143Eastcheap,LondonE.C.3q Key II.Addressanenvelopefortheaboveletterstamp