商务英语写作第二章ppt

Order of the address:
a) the name of the house b) the number of house and the name of street c) the name of city or town d) county or state and its post-code e) name of the country 小 大

(2) form as a part of the first paragraph of the reply letter E.g.

Dear Sir, Thank you for your letter, reference TT/PP, of 25 December, 2004.
(3) be centered above the body letter as a subject heading with an underline. E.g.
2.2.6 The subject line
Gist of the letter Call attention to the reason, relative reference or brief subject E.g. Re: Your Order No. 1513

Subject: Men’s Shirts
Tips:

Pay attention to the postal service abbreviation for state ( province) and others
NY–New York, Pa./Peen – Pennsylvania, Ca. – California, Vic.– Victoria, Que. – Quebec MA – Massachusetts, Rd. – Road, St. – Street Ave. – Avenue E.g. 234 Commonwealth Ave. Boston MA 23456

It includes the company’s logo, name, address, telephone and fax numbers, email, and website.
Chinatex Mansion, No.19, Jianguomennei Street, Beijing, 100005,China Tel: (86)010-65281122 Email: Webmaster@chinatex.com


2.2.4 The inside address-(recipient’s) name and address

Delivery address—printed or written in the front middle of the envelope. To avoid ambiguity, whenever you write letters to a foreign country, always include the name of the country, even if the city mentioned is the country’s capital.

Charles Smith
(signed name of sender, in full for business letters no matter how familiar you are with the receiver) Managing Director (position) (The International Trade Co. (name of the company) )

2.2.2 The reference
--File number, departmental code Codes assigned to the letter by (Your ref)-- the recipient (Our ref)--sender of the letter.
pp / for

Only the person who can represent the company is able to sign on behalf of the company. If that person is not available, then the person who is given the authority to sign can sign for the company. In this case you use pp or for.

Example-- the inside address


10 May, 2010
(at the left-hand margin below the date)




Mr Douglas Cowles General Manager Cowles Engineering Co Ltd 12 Bracken Hill Manchester UK
OR:
Dear Mrs Marshall INTERNATIONAL CONFERENCE—24 AUGUST 2011 (International Conference—24 August 2011)
2.2.7 The signature and typed-out name
Complimentary close (P16) Signature: both written and printed -- by the sender.
Attention line
direct the letter to a specific individual or section of the firm. E.g. Richard Thomas & Baldwins Ltd.,

151 Gower Street London,SC7 6DY,England Attention : Mr.Cave


2.2.8 The enclosure
e.g. Enclosure/ Enc: Price list Enclosures/ Encs: 1. 1 B/L 2. 1 Photo 3. 1 Certificate
2.2.9 The copy
When copies of the letter are sent to others, type mark ―CC/cc/copy‖ below any enclosure notation at the left margin. e.g. cc/ copy/ CC Mr Gordon Clark cc/ copy/ CC Mr Gordon Clark, Accountant
optional parts
the references the return/sender’s address the attention line the subject line the enclosure notation the copy notation the postscript
2.2.1 The letterhead-(sender’s address)-- a firm’s personality
2.2.5 The salutation
Greeting to the recipient Match to the complimentary close

See Page 16
Courtesy titles used in correspondence



Dr. --- for one who holds a doctor’s degree Prof. / Professor --- for a professor Messrs --- the plural form of Mr. (used only for companies or firms whose name includes a personal element) Esq. --- for judges, magistrates, barristers in America and for a single person in Britain, following the name and separated from it with a comma, e.g. John Hayling, Esq.

2.2 Parts of Business Letters-- The
Layout of Business Letter
standard parts
the letterhead the date the inside address the salutation the body the complimentary close the signature

Dear Sir, Your ref: TT/PP Thank you for your letter of 25 December, 2004.
2.2.3 The date


British (German): day/month/year American (other nations): month/day/year avoid abbreviations (Jan. 25, 2004) or figures (2/4/2004). Choose the style of your target reader.
中央直属四大粮食企业之一 中国五百强企业之一

中纺集团专注于纺织和粮油两大主业 纺织业务涵盖棉花、羊毛贸易、棉纺生产、纺织品服 装的贸易和生产等； 粮油业务包括大豆、玉米、油菜籽、豆油、棕榈油等 的贸易、加工、仓储物流等。
中纺集团拥有分布在海内外的棉田、棉纺厂、针织及 梭织成衣、粮油生产基地，是中国最大的棉花贸易商 和大豆贸易商，是中国棉花交易市场发起人之一，澳 大利亚羊毛拍卖市场重要的采购商之一，压榨能力位 居国内粮油加工行业前三位。

Makes it easier to file the letter and track it when requirewenku.baidu.com.
Our ref—本函档号 Your ref—来函档号 作者姓名的首字母（大写） 打字员姓名的首字母（大小写均可） 另： 档案或部门编号也可能包括在内。

2.2.2 The reference
Many letterheads provide spaces for reference. Where the letterhead doesn’t provide for it, this mark may come (1) before or after the date E.g. Your ref: TT/PP 10 October, 2005 Our ref: MM/QQ Your ref: TT/PP 10 October, 2005 Our ref: MM/QQ



FOR THE ATTENTION OF MR JOHN TAYLER, SALES MANAGER Attention: Import Dept. Attention of Mr. Standard, General Manager For the attention of Mr. J.G. Donna, Sales Manager

2.1 overview

Means of making business letters attractive:
The quality of letterheaded paper; The presentation of the letter; The structure of the letter; The language and tone used;
Chapter 2
The Layout of a Business Letter
7 March, 2012
Objectives

Know the standard and optional parts of business letters; Design and present information in an attractive way.