Chapter One

Structure and Style of Structure and Style of Business LettersBusiness Letters

ReviewReview

Let’s review what we

learnt last time together!

Let’s review what we

learnt last time together!

Learning Objectives 学习目标 By learning this chapter you will be able

to:

• Understand some knowledge about writing a business letter ；

• Know how to arrange the composed parts of a business letter ；

• Know how to address an envelope and the common styles of layout.

Learning Objectives 学习目标

Warming-up QuestionsQ1: Name the ways of communication you know

Q2: What are the functions of a business letter?

Ways of communication

• Telephone

• Fax

• E-mail

• Letter

• Telegram

• Telex

Return

Answer to Question 22. The function of a business letter are

• to ask for or to convey information;

• to make of accept an offer;

• to deal with matters concerning negotiation of business;

• to remind the reader of the sender’s existence

General Introduction

The business letter is a vital component part in business activities. For its special business objectives we exchange in letter,the information , which is usually treated as an evidence of business action. In this way writing a business letter is very important in the business world.

If a businessman is unable to write an effective business letter ， it is very difficult for him to represent himself positively, which may cause some problems in doing business. So writing good business letters can carry out business routine efficiently. This chapter is intended to develop skill in writing such good business letters.

continued

Clearness

Correctness

Concreteness

Essentials of

Business

Letter-writing

Essentials of

Business

Letter-writing Conciseness

As for choice of layout ,it is better to follow established practice, to which the business world has become accustomed. A good plan to make correct practice habitual is to adopt one form of layout and to stick to it.

As for choice of layout ,it is better to follow established practice, to which the business world has become accustomed. A good plan to make correct practice habitual is to adopt one form of layout and to stick to it.

Layout of Business LettersLayout of Business Letters

Format of a Business Letter

------------Heading--------------

-------------------------- ----------------------

Date Inside

Address

Dear Sirs, □□□---------------------------------------------------------------------------------------- -------------------------------------------------------------------------- □□□--------------------------------------------------------------------------------------- ------------------------------------------------------------------------ □□□----------------------------------------------

Yours faithfully,

Signature

一 缩行式 (Indented format)

封内地址和其他需要分行的地方的后一行 ,都比前一行缩进二格或三格。

信的正文 , 每一段的开始一行都缩进若干格。

-----------Heading-------------- ------------------------------------------------ ------------------------------------------------

Date Inside Address

Dear Sirs, ---------------------------------------------------------------------------------------- -------------------------------------------------------------------------- --------------------------------------------------------------------------------------- ------------------------------------------------------------------------ ----------------------------------------------

Yours faithfully,

Signature

二 平头式 (Block format)

每一行都是从左边开始取齐 , 成一垂直线。

------------Heading-------------- -------------------------- ----------------------

Date Inside Address

Dear Sirs, ------------------------------------------------------------------------------------------------------------------------------------------------------------------ --------------------------------------------------------------------------

------------------------------------------------------------------------------------ -----------------------------------------------------

Yours faithfully,

Signature

三 混合式(Semi-blocked forma

t) 前两种格式的混合体。

信的正文部分采用平头式，作者的地址、日期、结尾敬语及签名采用缩行式。

Parts of a Business Letter 信件组成部分

Essential Parts 必要部分1. The letterhead 信头2. The date line 日期3. The inside name and address 收信人名称地址4. The salutation 称呼5. The body of the letter 信文6. The complimentary close 结尾敬语7. The signature 落款

Optional Parts 附加部分8. The attention line 具体收信人9. The subject line 事由10. The reference notation 案号11. The enclosure 附件12. The carbon copy notation 抄送13. The postscript 附言

组成部分分项示例

China National Light Industrial Products Import & Export Corporation 82 Tian An Men Street

Beijing, ChinaTel: 010-87568355 Fax: 010-87568356

E-mail:CNLIP@line.com

1. Letterhead

2. Your ref: LGB/wm Our ref: ALM/ps

Date: 15th November, 20--

2. Your ref: LGB/wm Our ref: ALM/ps

Date: 15th November, 20--

3.Messrs H. Ronald & Co.

556 Eastcheap

London, E.C. 3, England

8.Attention: Import Dept.

4.Dear Sirs,

9.Aquatic Products

收信人名称和地址

具体收信人称呼

事由

3.Messrs H. Ronald & Co.

556 Eastcheap

London, E.C. 3

8.Attention: Import Dept.

4.Dear Sirs,

收信人名称和地址

具体收信人称呼

事由

5. We thank you for your enquiry of 5 November.

In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference.

All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest.

We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp.&Exp.Corp

Sig. _______________ (Manager)

结尾敬语

信文

落款

10. QS/AN

11. Enclosures

12. cc our Shanghai Branch Office

13. P.S. We require payment by L/C for a total value not exceeding USD50,000.

案号

附件

抄送

附言

Letterhead

Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and email address, and the web site if available.

Inside AddressAlways include the

recipient's name,

address and

postal code.

Add job title

if appropriate.

名称、地址A UK address:

Universal Textile

Equipment Limited

2076 West Main Street

Devon, EX14 0RA

U.K.

公司名称

门牌号 街道

城市邮编

国家

中文名称、地址举例

常州纺织服装职业技术学院中国江苏武进隔湖中路五号

单位名称

地址由大到小

日期写法注意事项• “ 月份”最好用文字，如： 1. 2nd May, 20--

2. 2 May, 20--

3. 2 May 20-- (Comma can be omitted)

4. September 21st, 20--

5. September 21,20--

• 避免月份用数字，如11/12/20--

称呼

• 位置：必须齐头• 写法：对男士（正规）： Dear Sir, 或 Dear Sirs,

或 Gentlemen:对女士（正规）： Dear Madam, 或 Dear

Mesdames,对关系密切的商业伙伴： Dear Jack,

词首字母全大写，用逗号或不用标点符号

Gentlemen 后用冒号

Yours faithfully, (Faithfully yours,)Yours sincerely, (Yours very sincerely,)Yours truly,( Very Truly Yours,) Capitalize only the first word in the Complimentary close, and follow all phrases with a comma.

Complimentary Close

称呼与结尾敬语的对应关系Salutation Close Occasion

Dear Sir(s)

Dear Sir or Madam (Mmes)

Yours faithfully

Faithfully yours Standard and formal closure

Gentlemen

Ladies/Gentlemen

Yours (very) truly

Very truly yours Used by Americans

Dear Mr. Malone

Yours sincerely/ Sincerely

Best wishes (U.K.)

Best regards/ Regards (U.S.)

Less formal and between

persons known to each other

Company’s name

Your signature

typed signature

(job title)

ELECTRONICS LTD.

Harold Jones

Harold Jones

manager

Signature

•Calls for accuracy, legibility and good appearance. •The envelope paper used should be the same in quality for letter and memo sheets.•Letterheads and envelope should be imprinted with the same address and logo.•The address on the envelope and the inside address on the letter should be in the same style.•No punctuation is used except for abbr.

Envelope AddressingEnvelope Addressing

Addressing the Envelope

Envelope Addressing

stamp

Joseph Pender

The Four Star Company

112 W. Sunset Boulevard

Hollywood, CA 90080

U.S.A.

Mr. Wang Hui

China National ABC Corp.

No. 1 , Bai Xia Road

Nanjing, China 航 空 BY AIR MAILBY AIR MAIL

PAR AVIONPAR AVION

In this chapter, we’ve learned someknowledge about writing a business letter.

Then we know how to arrange the composed parts of a business letter. And we also know how to address an envelope and the common styles of layout.

Homework

a.Finish the exercises on page …b. Writing practice

a.Finish the exercises on page …b. Writing practice