1、高等学校英语拓展系列教程,主 编：胡英坤 车丽娟,外语教学与研究出版社,Chapter 2,Structure and Styles of Business Letters,商务信函的结构与格式,Structure and Styles of Business Letters,Chapter,2,The first impression a business letter makes on its reader often determines whether that letter will actually be read, and it also may determine the re
2、aders reaction to the contents of the letter.,Chapter,2,Contents of this chapter,I. Structure of Business Letters,II. Styles of Business Letters,III. Envelop Addressing,IV. Practice (additional),Structure and Styles of Business Letters,Chapter,2,I. Structure of Business Letters,Business letters are
3、usually composed of 12 elements:,1. Letterhead 2. Date3. Inside address 4. Attention line 5. Salutation 6. Subject line7. Body8. Complimentary close 9. Signature 10. Reference initials 11. Enclosure (on attachment)12. Copy notation,Structure and Styles of Business Letters,Structure and Styles of Bus
4、iness Letters,Chapter,2,Among the 12 elements, letterhead, date, inside address, salutation, body, complementary close and signature are necessary, while the others are optional.,I. Structure of Business Letters,Chapter,2,1. Letterhead 信头,Structure and Styles of Business Letters,The name of the comp
5、any Its address and postal codeTelephone numberFax numberCompany website addressE-mail addressA trademark or a slogan, etc.,Chapter,2,Structure and Styles of Business Letters,EASTERN TEXTILES IMP. & EXP. CO., LTD.12389 Changchun Road, Dalian, ChinaTel: (0411) 8660# Fax: (0411) 8650#Http:/E-mail: ,Ex
6、ample,1. Letterhead 信头,Chapter,2,Structure and Styles of Business Letters,typed below the last line of the letterhead,The common format is either American (Month/Day/Year) or British (Day/Month/Year).,The month written in full is preferred because it may create confusion if written in numbers.,2. Da
7、te 日期,Chapter,2,Structure and Styles of Business Letters,June 12, 2013 20 June, 2013Do not use only figures, i.e. 12/6/06,Examples,2. Date 日期,Chapter,2,Structure and Styles of Business Letters,Rewrite the following date for standard business letters.6/5/0610-9-068 June 2006Oct.28, 06jan.13. 2006,2.
8、Date 日期,Exercises,Chapter,2,Structure and Styles of Business Letters,typed single-spaced at the left margin,The space between the date line and the address depends on the size of the body of the letter and the space on the paper for you to type the whole letter.,3. Inside address 封内地址,Chapter,2,Stru
9、cture and Styles of Business Letters,Arrange the following information into letterhead or inside address.U.S.A./Ford Motor Company/Dearborn, Michigan 48120/PR Department/13350 Rotunda DriveChina/Beijing 100021/Beijing Metal/President/Lin Fang/East lane/234,3. Inside address 封内地址,Exercises,Chapter,2,
10、Structure and Styles of Business Letters,To an organization: an attention line allows you to send it directly to a specific individual or department. If you know an individuals complete name, it is always better to use it as the first line of the inside address and avoid an attention line.,4. Attent
11、ion line 指明收信人,Chapter,2,Structure and Styles of Business Letters,A colon or dash may or may not follow the word “attention”. ATTENTION: SALES MANAGERAttentionMarketing DirectorAttention of Advertising Manager,Examples,4. Attention line 指明收信人,Chapter,2,Structure and Styles of Business Letters,two li
12、nes below the last line of the inside address or the attention line (if used),to an individual: use that persons courtesy title and last name (Dear Mr. Lanbam),If you use the first name (Dear Leslie), be sure to add a colon (or a comma, not a semicolon) after the salutation.,when gender is unknown:
13、use an individuals full name (Dear Leslie Lanbam),5. Salutation 称呼,Chapter,2,Structure and Styles of Business Letters,Dear Sir without specific reference, formalDear Sirs without specific reference, formalGentlemen without specific reference, formalLadies and Gentlemen without specific reference, fo
14、rmalDear Mr. Anderson male, never use Mister instead of Mr.Dear Mrs. Anderson female, marriedDear Miss Anderson female, unmarriedDear Ms. Anderson female, marital status unknownDear Messrs. Anderson addressing two or more gentlemen Dear Mmes. Anderson addressing two or more ladiesDear Professor Ande
15、rson professional title to show business courtesyDear Sales Agent When the individuals name is unknown, use his/her professional title.,Examples,5. Salutation 称呼,Chapter,2,Structure and Styles of Business Letters,What salutation would you use to address a letter to:1. A company (a new client)2. Davi
16、d J. Lee (businessman with doctorate)3. Candy Lester (unknown marital status)4. A marketing manager5. Mr. Bran Jackson & Mr. Kevin Jackson6. Mr. Froy Longman & Mrs. Jane Longman,5. Salutation 称呼,Exercises,Chapter,2,Structure and Styles of Business Letters,A subject line helps identify the subject of
17、 the letter.,Using a subject line will alert your reader to the contents of your message and enable him/her to decide whether the letter requires immediate attention. So a subject line is often underlined or typed in capitals.,6. Salutation Subject line 事由/主题行,Chapter,2,Structure and Styles of Busin
18、ess Letters,Underlined: Sale Contract no.234Capitalized: SALE CONTRACT NO. 234Re: Late Delivery of Order 123Subject: Order No. 1232 for Tea-sets,Examples,6. Salutation Subject line 事由/主题行,Chapter,2,Structure and Styles of Business Letters,This is the actual message of a letter.,Most business letters
19、 are single-spaced with double line spacing between paragraphs. Very short messages may be double-spaced with indented paragraphs.,7. Body 信文,Chapter,2,Structure and Styles of Business Letters,Give the reason of writing the letter in the first paragraph.,Give numbers or bullets for paragraphs which
20、contain important information.,In closing paragraph, show your hope or promise of future action or contact.,7. Body 信文,Chapter,2,Structure and Styles of Business Letters,Typed two lines below the last line of the letter, the complimentary close may be formal (Very truly yours) or informal (Yours).,8
21、. Complimentary close 结尾敬词,Chapter,2,Structure and Styles of Business Letters,Formal:Yours faithfully,Yours truly, Faithfully yours,Semi-formal:Sincerely yours,Yours sincerely,Cordially yours,Informal:Sincerely, Best regards,Examples,8. Complimentary close 结尾敬词,Chapter,2,Structure and Styles of Busi
22、ness Letters,What complimentary close would you use to the salutations:Ladies and GentlemenDear SirsDear Mr. LorganDear Tom,8. Complimentary close 结尾敬词,Exercises,Chapter,2,Structure and Styles of Business Letters,Organization Name: typed entirely in capitals two lines below the complimentary closeAu
23、thor, Title, and Department: three blank lines should be left above the typed name of the author.,9. Signature 签名,Chapter,2,Structure and Styles of Business Letters,The initials of the typist are typed two lines below the authors name and title. The initials of the signer come first, all in upper ca
24、se letters, followed by the initials of the typist, in lower case letters (EM: mef; EM/mef; EM*mef).,10. Reference initials 打字员姓名缩写,Chapter,2,Structure and Styles of Business Letters,A notation to that effect is placed two lines below the reference initials.,11. Enclosure (or attachment) 附件,The nota
25、tion may be spelled out (Enclosure /Attachment), or it may be abbreviated (Enc./At.). It may indicate the number of enclosures or attachments, and it may also identify an enclosure specifically (Enclosure: Copy of Invoice 6309).,Chapter,2,Structure and Styles of Business Letters,Enclosure: Sale Acco
26、untEnc. (4)Enclosure (2): Packing list Commodity Inspection Certificate,Examples,11. Enclosure (or attachment) 附件,Chapter,2,Structure and Styles of Business Letters,If copies of a business letter have been made for other individuals, a copy notation is typed one or two lines below the enclosure nota
27、tion (if used). Most people prefer to use notations like CC, cc, Cc, (all mean carbon copy). Some people use the notation XC (xerox copy), PC (photo copy), or C (copy).,12. Copy notation 抄送,Chapter,2,Structure and Styles of Business Letters,Use the information to prepare the parts needed for the let
28、ters below.1. The letter is signed by Mr. Robert Osteen and typed by you.2. There are three enclosures: the sales contract, the list of purchase prices, the list of selling prices for the last week.3. A Xerox copy of the letter must be sent to the Great Sea Company4. The letter must be sent to the v
29、ery person, Mr. Danny Brown, the Sales Manager.,Exercises,Chapter,2,II. Styles of Business Letters,1. Block style,2. Modified block style,3. Simplified style,4. Indented style,Structure and Styles of Business Letters,5. Punctuation,Chapter,2,Structure and Styles of Business Letters,In this format, a
30、ll parts (from the date line) of the letter begin at the left margin.,1. Block style 齐头式,Letterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_,Chapter,2,Structure and Styles of Business Letters,Example,xxxx (letterhead)June 3, 2005 (date)xxxx (inside address)Dear
31、 xx, (salutation)Re: xx (subject line)We received your xxxx (body)Yours sincerely (complimentary close)XX (signature),1. Block style 齐头式,Chapter,2,Structure and Styles of Business Letters,The date, the complimentary close and the signature block are placed at the right margin. Paragraphs are separat
32、ed by a single blank line. There is no indention at the beginning of paragraphs.,2. Modified block style 改良齐头式,Letterhead_ Date_Inside address_Salutation_Subject line_Body_ Complimentary close_ Signature _,Chapter,2,Structure and Styles of Business Letters,Example,xxxx (letterhead) June 3, 2005 (dat
33、e)xxxx (inside address)Dear xx, (salutation)Re: xx (subject line)We received your xxxx (body) Yours sincerely (complimentary close) XX (signature),2. Modified block style 改良齐头式,Chapter,2,Structure and Styles of Business Letters,All lines (from the date line) begin at the left margin. Notice that a s
34、ubject line, typed in all capitals, replaces the salutation. Instead of a complimentary close, the senders name and title are typed in all capitals below the last line of the body part.,3. Simplified style 简化式,Letterhead_Date_Inside address_SUBJECT LINE_Body_SIGNATURE_,Chapter,2,Structure and Styles
35、 of Business Letters,Example,xxxx (letterhead)June 3, 2005 (date)xxxx (inside address)Re: XX (SUBJECT LINE)We received your xxxx (body)XX (SIGNATURE),3. Simplified style 简化式,Chapter,2,Structure and Styles of Business Letters,Each line of the inside address is indented four or five spaces compared wi
36、th the previous line. Each new paragraph stars four or five spaces from the left margin, while the date, the complimentary close and the signature are on the right-hand side of the sheet.,4. Indented style 缩进式,Letterhead_ Date_Inside address_ _Salutation_Subject line_Body _ Complimentary close_ Sign
37、ature _,Chapter,2,Structure and Styles of Business Letters,Example,xxxx (letterhead) June 3, 2005 (date)xxxx xxxx xxxx (inside address)Dear xx, (salutation)We received your xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx (body) Yours sincerely (complimentary close) XX (signature),4. Indented style 缩
38、进式,Chapter,2,Structure and Styles of Business Letters,There are two punctuation styles:Mixed punctuation style have a colon after the salutation and a comma after the complimentary close. Open punctuation style do not have a colon after the salutation and a comma after the complimentary close.,5. Pu
39、nctuation 标点,Chapter,2,Structure and Styles of Business Letters,Examples,Mixed punctuation styleDear Mr. Emerson:Sincerely, Open punctuation styleDear Mr. EmersonSincerely,5. Punctuation 标点,Chapter,III. Envelope Addressing,2,Structure and Styles of Business Letters,Envelop addressing calls for accur
40、acy, legibility and good appearance. Two forms: 1. Block form2. Indented form,Chapter,2,Structure and Styles of Business Letters,China National Machinery Import & Export Corp. StampNo. 1 (W) Fuchengmenwai AvenueBeijing, 100037Peoples Republic of China P&G Company 1 or 2, Procter & Gamble Plaza Cinci
41、nnati, OH 45201 U.S.A.,1. Block form,Chapter,2,Structure and Styles of Business Letters,China National Machinery Import & Export Corp. Stamp No. 1 (W) Fuchengmenwai Avenue Beijing, 100037 Peoples Republic of ChinaP&G Company 1 or 2, Procter & Gamble Plaza Cincinnati, OH 45201 U.S.A.,2. Indented form,Chapter,IV. Exercises (additional),2,Structure and Styles of Business Letters,1. Read the following letter and discuss with your classmates whether there are any problems in it.,
