1、Writing I,Basics of Letter Writing,Warm-up questions:,Have you ever written letters in English?What are the components?Do you have any idea about the layout of the letter and the envelope?,Words and terms,Basic Information,Two categories,Ingredients of a LetterLayout & Addressing,Personal LetterBusi
2、ness Letter,Prev.,Next,Ingredients,samplethe headingthe inside addressthe salutationthe bodythe complimentary closethe signature,The heading,the full address of the writerthe date of writingin the upper right-hand or of the 1st pagein the left-hand cornerno end punctuation,sample,The inside address,
3、the name of the addresseethe full address above the salutationon the left side of the page,sample,The Salutation,greeting to the addresseebe written flush with the left margin(Br. E) comma after the salutation(Am. E) colon, esp. in business letter,sample,The complimentary close,saying good-bye at th
4、e end ends with a commaeither on the right-hand side or left-hand side or even in the middle of the pagebe consistent with the salutation in formality,sample,The signature,below the complimentary closeP.S. e.g. P.S. Ill be away on business from May 10 to May 19.Therefore, I can not call you on that
5、weekend. Enc. e.g. Enc.: check,sample,Layout & Addressing,Block layoutSemi-block layoutIndented layout,Writers contact info.Addressees contact info.,Two major categories of letters:Personal letterBusiness letter,the headingthe salutationthe bodythe complimentary closethe signature,Ingredients of a p
6、ersonal letter,ExpressionSample,What is missing here?,Business letter,I: Introduction: Letters written for business purposes. People write letters to get desired jobs, to buy and sell goods, to make and answer inquiries, to request or to make adjustment, to invite, to apologize, to recommend one per
7、son to another and even to complain.,Business letter,II. Ingredients (six parts) Heading: address of the writer, date, etc. Inside address: titles and names of the addressee. Salutation: formal social title or professional title, e.g. Mr., Ms., Dr., Prof.p.s. If you do not know the sex of the addres
8、see, use “Dear Sir or Dear Madam” or “Dear Sir/Madam”; if you are writing for testimonials (推荐书、证明书) and things of that kind, use “To whom it may concern”; if you write to a person who is of the same profession as you, use “Dear colleagues”.,Business letter,II. Ingredients (six parts) Body: be polit
9、e in tone and exact and concise in wording. Paragraphs tend to be short. Complimentary close: use the correct one to avoid offending the reader. Signature: the handwritten signature is placed between the complimentary close and the typed name of the writer.,Business letter,III. Other Ingredients Sub
10、ject line: tells the reader what the letter is about and thus saves introducing the subject in the first paragraph and tells the dispatcher to pass the letter quickly and directly to the person concerned. It is usually placed between the salutation and the body of the letter with a line skipped belo
11、w it as indicated below:Dear Mr. Miller, Subject: Method of Payment (body of the letter),Business letter,III. Other Ingredients Enclosure: to remind the addressee that some other files or documents, e.g., a resume, a check or a receipt. Enclosure can be abbreviated as “Encl.” or “Enc.” or “Encs.”, a
12、nd usually placed at the left hand margin below the signature. e.g. Enc. Price list of IBM products, summer 2006,Business letter,III. Other Ingredients cc or c.c.: carbon copies, put at the end of the letter, followed by names of people to whom copies of the letter are sent, when copies of a letter
13、are sent to people other than the addressee of the letter.,Business letter,IV. Requirements: “5 C Principles” Clarity: ideas are clearly conveyed. Arrange ideas according to their importance. Use simple, direct statements rather than long, involved sentences. Usually one letter contains only one spe
14、cific subject.Conciseness: say what you have to say in as few words as possible. Avoid wordy phrases, stuffy expressions, and unnecessary details. Use plain, natural language and get to the point.Courtesy: make the tone friendly and polite and stress the points that will interest the reader.,Busines
15、s letter,IV. Requirements: “5 C Principles” Correctness: be sure every statement in the letter is correct in spelling, punctuation and grammar. Also all the titles, names, addresses, etc. should be accurate.Completeness: think carefully about your readers familiarity with your topic. Forgetting even one necessary item can create confusion.Or Customariness: be written in the customary format according to the existing standardized format and international practice.,Assignment:,你是合肥工业大学某系主任李纲教授，于2009年9月23日给美国哈佛大学某系主任修书一封，提议两校间建立长期友好的联系。请简单介绍自己的学校和院系，并陈述联谊理由，征求对方意见。,
