商务英语写作 商务信函结构格式 structure and styles of business letters

Salutation
• For most letter styles place the letter greeting or salutation, two lines below the last line of the inside address or the attention line (if used). If the letter is addressed to an individual, use that person’s courtesy title and last name (Dear Mr. Lanbam). Even if you are on a first-name basis (Dear Leslie), be sure to add a colon (or a comma not a semicolon) after the salutation. Use an individual’s full name (Dear Leslie Lanbam) only when gender is unknown.
professional title) Dear Kim: (first name, very informal) • Practice on P39
Subject Line
• A subject line helps identify the subject of the letter. Although experts suggest placing the subject line two lines below the salutation, many businesses actually place it above the salutation.
(re: refer to ; in reply of )
Body
• This is the actual message of your letter. Most business letters and memorandums are single-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs.
Letterhead
Date
• The date is typed a few lines below the last line of the letterhead. The format of the date line differs from country to country .The common formats are typical American one (Month/Day/Year) and British one (Day/Month/Year). As the date is a vital part of a business letter, the month written in full is preferred because figures may create confusion.
Rewrite the following date
6/5/14 10-9-14 8 June 2014 Oct.28, 14 Jan.13. 2014
Inside Address
• The address of the organization receiving the letter is typed single-spaced at the left margin. The number of lines left blank between the date line and the address depends on the size of the body of the letter, the size of type used, and the length of the printed lines. The address is typed as it will appear on the envelope.
• An attention line allows you to send your message officially to an organization but to direct it to a specific individual, officer, or department. However, if you know an individual’s complete name, it is always better to use it as the first line of the inside address and avoid an attention line.
surname.)
Salutation
Dear Dr. Woods: (professional title used ) Dear Customer: (to a group of the same
status) Dear Purchasing Agent: (the unknown’s
Example
Dr. David Brown Executive Vice President Sunny Stock, Inc. Salt Lake City, UT 75087 U.S.A.
Exersice: Arrange the following information into letterhead or inside address:
Attention Line
• A colon or dash may or may not follow the word “attention”.
e.g. ATTENTION: SALES MANAGER Attention—Marketing Director Attention of Advertising Manager
Awaiting the favour of your early response.
Dear Sir:
Reference
Thank you for your telephone call to my secretary about a possible speaking engagement at your forthcoming training day.
Subject Line
• Underlined: Sale Contract no.234 • Capitalized: SALE CONTRACT Nfor Tea-sets • Re: Order No. 1232 for Tea-sets
I look forward to hearing from you .
Structures of Business Letters
1. Letterhead*
7. Body*
2. Date*
8. Complimentary
3. Inside Address* Close*
4. Attention Line 9. Signature*
Business Writing Chapter 2
Structure & Styles of Business Letter
Review Six C's Criteria & Techniques
1) Courtesy 礼貌 2) Correctness 正确 3) Conciseness 简洁 4) Clarity 清楚 5) Concreteness 具体 6) Completeness 完整
Date
Date consists of the date, month, year. Two widely accepted styles:
June 12, 2013 or 20 July, 2013 Do not use only figures, i.e. 12/6/13,
because not all English-speaking people agree on the order of the date.
I am interested,but would be grateful if you Would let their have more details so that I can see any of our consultant can fit it into their schedule.
Example
• It is typed flush with left margin (blocked and modified block)
• It is followed by a comma or a colon
• It can omit any punctuation, if so the complimentary needs none. e.g. Dear Andy, Dear Mrs. Breedlove, Ladies and Gentlemen:
• By alerting your reader to the content of your message, you enable him to decide whether the letter requires immediate attention. It is often underlined or typed in capitals.
• Dr. Lee PR Department of Ford Motor Company Michigan 48120 U.S.A
• Lin Fang President of Beijing Metal 234 East lane, Beijing 100021 P.R. China
Attention line
Assignment Checking
Dear Sir:
We are in receipt of your telephone call to my secretary yesterday complying with your request about a possible speaking engagement at your Forthcoming training day.
Salutation
Dear Sir/Dear Sirs/Gentlemen/Ladies: (to the unknown and very formal)
Dear Mr./Mrs./Miss/Ms. Johnson: (only surname, semi formal)
Dear Messrs/Mmes. Johnson: (2 or more Men/women with the same
5. Salutation*
10.Reference Initials
6. Subject Line 11.Enclosure
12.Copy Notation
Letterhead
• The name of the firm • Address and postal code • Telephone number • Fax number • Company website address, • E-mail address • A trademark or a slogan, etc
If it within your power to tell us more details would be grateful, so that I can see any of our consultant can fit it into their schedule as per your request.
U.S.A./Ford Motor Company/ Dr. Lee /Michigan 48120/PR Department/
China/Beijing 100021/Beijing Metal /President/ Lin Fang/ East lane/ 234
Reference