Letter Format 书信格式
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Mary Kent, Sales Agent
1)
Hongxin’s Department Store
4507 Shanghai Road, Nanjing, Jiangsu 210047 2) June 7, 2003
3) Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A. 4) ATTENTION: Mr. Terry Roberts
9) company signature 公司签章 It should be used when the signer of the letter is written as a spokesperson for the company, not as an individual. It is often omitted from less formal correspondence.
e.g. “Dear Sir (Madam)” or “Gentlemen”
The trend today is towards informality, especially if the receiver is known to the writer personally.
e.g. “Dear Mr. Mason”
Hongxin’s Department Store
4507 Shanghai Road, Nanjing, Jiangsu 210047 June 7, 2003 Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A. ATTENTION: Mr. Terry Roberts Gentlemen and Ladies, Subject: Mr. Gary Daniels, Account # 69 112 003 We would like to turn over to your services the account of Mr. Gray Daniels, … Sincerely yours, Hongxin’s Department Store
Attention: Mr. Smith Attention The Sales Manager
5) salutation 尊称 It is the polite greeting with which a letter begins. Its form depends upon the writer’s relationship with the receiver.
We are confident that we can reply o Ketchum as we have in the past. Please let us know if there is any further information with which we can furnish you. 8) Sincerely yours, 9) Hongxin’s Department Store
2.2 Parts of a Business Letter
1) letterhead 信头(Standard Parts) It includes the essential particulars about the writer. The printed letterhead is usually centered or at the left margin. e.g. Hongxin’s Department Store 4507 Shanghai Road, Nanjing, Jiangsu 210047
3) inside name and address 封内名址 The name and address of the receiver is typed at the left-hand margin at least two lines below the date. It appears exactly the same way as on the envelope.
10) Mary Zhang Credit Manager
11) MZ / wg 12) Enclosure As stated
13) cc Mr. Norman Hyman
2.3 Letter Styles
1) full-blocked 完全齐头式 All parts begin at the left margin. It is the fastest traditional arrangement style to type.
Unit 2 Letter Format
书信格式
2.1 Letter Appearance
1) typing: single-spaced with doublespacing between paragraphs; clear and dark print; no errors. 2) paragraphing: paragraph breaks come at logical points and result in an even appearance. 3) white space: centering the body of the letter on the page. An ample margin of white space should surround the message.
Байду номын сангаас
2) date 日期 It should be typed three-line-spacing below the letterhead in full and not abbreviated. There is growing tendency to omit the –th, -st, -nd and –rd that follow the day. Avoid giving the dates in figures. e.g. 8 June, 2003 or June 8, 2003
Mary Zhang Credit Manager
MZ / wg Enclosure
cc Mr. Norman Hyman
2) blocked 齐头式 All parts begin at the left margin, except the dateline, complimentary closing, company signature and writer’s identification, which start at the horizontal center of the page.
13) carbon copy 抄送 If you distribute copies of the letter to other readers, type c.c., cc or Cc one or two lines below any enclosure notation.
e.g. Cc Mr. Wright cc Robert Keats, President Jim Carter, Marketing Manager
e.g. Subject: Mr. Gary Daniels, Account #69 112 003
7) body 正文 It contains the actual message of the letter, with the first paragraph referring to any previous correspondence and the last paragraph to future actions or plans.
6) subject line 事由行 It is often inserted between the salutation and the body of a letter to call attention to the topic of the letter. It is also useful as a guide for filing, usually underscored.
e.g.
Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A.
4) attention line 经办人(Optional Parts) It is used when the writer of a letter addressed to an organization wishes to direct it to a particular official or the special person who is in charge of the business. It is typed two line-spacing above the salutation, underscored and except with the full-blocked style, centered over the body of the letter. e.g. For the attention of Mr. Smith
e.g. Mary Zhang Credit Manager
11) reference initials 姓名首字母 It consists of the signer’s initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter.
5) Gentlemen and Ladies, 6) Subject: Mr. Gary Daniels, Account # 69 112 003
7) We would like to turn over to your services the account of Mr. Gray Daniels, … we have enclosed his file for your reference.
8) complimentary closing 结束语 It is merely a polite way of ending a letter. It is in keeping with the salutation.
e.g. Formal: Dear Sir(s) Yours faithfully Gentlemen Truly yours Less formal: Dear Mr. Henry Yours sincerely Dear Ms. Smith Yours cordially
e.g. MZ / wg
12) enclosure 附件 If something is enclosed, note it in the letter.
e.g. Enclosure: Price List Enclosure 2 photos Encl. As stated Encl. 3 copies of Contract
10) signer’s identification 签名人身份 It includes the signer’s name and any relevant titles, with four lines below the previous item to allow space for the signature.
1)
Hongxin’s Department Store
4507 Shanghai Road, Nanjing, Jiangsu 210047 2) June 7, 2003
3) Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A. 4) ATTENTION: Mr. Terry Roberts
9) company signature 公司签章 It should be used when the signer of the letter is written as a spokesperson for the company, not as an individual. It is often omitted from less formal correspondence.
e.g. “Dear Sir (Madam)” or “Gentlemen”
The trend today is towards informality, especially if the receiver is known to the writer personally.
e.g. “Dear Mr. Mason”
Hongxin’s Department Store
4507 Shanghai Road, Nanjing, Jiangsu 210047 June 7, 2003 Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A. ATTENTION: Mr. Terry Roberts Gentlemen and Ladies, Subject: Mr. Gary Daniels, Account # 69 112 003 We would like to turn over to your services the account of Mr. Gray Daniels, … Sincerely yours, Hongxin’s Department Store
Attention: Mr. Smith Attention The Sales Manager
5) salutation 尊称 It is the polite greeting with which a letter begins. Its form depends upon the writer’s relationship with the receiver.
We are confident that we can reply o Ketchum as we have in the past. Please let us know if there is any further information with which we can furnish you. 8) Sincerely yours, 9) Hongxin’s Department Store
2.2 Parts of a Business Letter
1) letterhead 信头(Standard Parts) It includes the essential particulars about the writer. The printed letterhead is usually centered or at the left margin. e.g. Hongxin’s Department Store 4507 Shanghai Road, Nanjing, Jiangsu 210047
3) inside name and address 封内名址 The name and address of the receiver is typed at the left-hand margin at least two lines below the date. It appears exactly the same way as on the envelope.
10) Mary Zhang Credit Manager
11) MZ / wg 12) Enclosure As stated
13) cc Mr. Norman Hyman
2.3 Letter Styles
1) full-blocked 完全齐头式 All parts begin at the left margin. It is the fastest traditional arrangement style to type.
Unit 2 Letter Format
书信格式
2.1 Letter Appearance
1) typing: single-spaced with doublespacing between paragraphs; clear and dark print; no errors. 2) paragraphing: paragraph breaks come at logical points and result in an even appearance. 3) white space: centering the body of the letter on the page. An ample margin of white space should surround the message.
Байду номын сангаас
2) date 日期 It should be typed three-line-spacing below the letterhead in full and not abbreviated. There is growing tendency to omit the –th, -st, -nd and –rd that follow the day. Avoid giving the dates in figures. e.g. 8 June, 2003 or June 8, 2003
Mary Zhang Credit Manager
MZ / wg Enclosure
cc Mr. Norman Hyman
2) blocked 齐头式 All parts begin at the left margin, except the dateline, complimentary closing, company signature and writer’s identification, which start at the horizontal center of the page.
13) carbon copy 抄送 If you distribute copies of the letter to other readers, type c.c., cc or Cc one or two lines below any enclosure notation.
e.g. Cc Mr. Wright cc Robert Keats, President Jim Carter, Marketing Manager
e.g. Subject: Mr. Gary Daniels, Account #69 112 003
7) body 正文 It contains the actual message of the letter, with the first paragraph referring to any previous correspondence and the last paragraph to future actions or plans.
6) subject line 事由行 It is often inserted between the salutation and the body of a letter to call attention to the topic of the letter. It is also useful as a guide for filing, usually underscored.
e.g.
Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91404 U.S.A.
4) attention line 经办人(Optional Parts) It is used when the writer of a letter addressed to an organization wishes to direct it to a particular official or the special person who is in charge of the business. It is typed two line-spacing above the salutation, underscored and except with the full-blocked style, centered over the body of the letter. e.g. For the attention of Mr. Smith
e.g. Mary Zhang Credit Manager
11) reference initials 姓名首字母 It consists of the signer’s initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter.
5) Gentlemen and Ladies, 6) Subject: Mr. Gary Daniels, Account # 69 112 003
7) We would like to turn over to your services the account of Mr. Gray Daniels, … we have enclosed his file for your reference.
8) complimentary closing 结束语 It is merely a polite way of ending a letter. It is in keeping with the salutation.
e.g. Formal: Dear Sir(s) Yours faithfully Gentlemen Truly yours Less formal: Dear Mr. Henry Yours sincerely Dear Ms. Smith Yours cordially
e.g. MZ / wg
12) enclosure 附件 If something is enclosed, note it in the letter.
e.g. Enclosure: Price List Enclosure 2 photos Encl. As stated Encl. 3 copies of Contract
10) signer’s identification 签名人身份 It includes the signer’s name and any relevant titles, with four lines below the previous item to allow space for the signature.