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. Date 3. Inside address 4. Attention line 5. Salutation 6. Subject line 7. Body 8. Complimentary close 9. Signature 10. Reference initials 11. Enclosure (on attachment) 12. Copy notation,Structure and Styles of Business Letters,Structure and Styles of
4、 Business 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
5、company Its address and postal code Telephone number Fax number Company website address E-mail address A trademark or a slogan, etc.,Chapter,2,Structure and Styles of Business Letters,EASTERN TEXTILES IMP. & EXP. CO., LTD. 12389 Changchun Road, Dalian, China Tel: (0411) 8660# Fax: (0411) 8650# Http:
6、/ E-mail: ,Example,1. Letterhead 信头,Sample Letterhead,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 confusi
7、on if written in numbers.,2. Date 日期,Chapter,2,Structure and Styles of Business Letters,June 12, 2015 20 June, 2015Do 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.6/5/06 10-9-06 8 Ju
8、ne 2006 Oct.28, 06 jan.13. 2006,2. Date 日期,Exercises,June 5, 2006 October 9, 2006 June 8, 2006 October 28, 2006 January 13, 2006,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 o
9、f the letter and the space on the paper for you to type the whole letter.,3. Inside address 封内地址,Chapter,2,Structure and Styles of Business Letters,Arrange the following information into letterhead or inside address.U.S.A./Ford Motor Company/Dearborn, Michigan 48120/PR DepartmentChina/Beijing 100021
10、/Beijing Metal Corporation/President/Lin Fang/East lane/234,3. Inside address 封内地址,Exercises,PR Department Ford Motor Company Dearborn, Michigan 48120 U.S.A.,Lin Fang President Beijing Metal Corporation 234 East lane, Beijing 100021 China,Chapter,2,Structure and Styles of Business Letters,To an orga
11、nization: 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. Attention line 指明收信人,Chapter,2,Structure and Styles of Bu
12、siness Letters,A colon or dash may or may not follow the word “attention”. ATTENTION: SALES MANAGER AttentionMarketing Director Attention of Advertising Manager,Examples,4. Attention line 指明收信人,Chapter,2,Structure and Styles of Business Letters,two lines below the last line of the inside address or
13、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: use an individuals full name (Dear Leslie Lanbam)
14、,5. Salutation 称呼,Chapter,2,Structure and Styles of Business Letters,Dear Sir without specific reference, formal Dear Sirs without specific reference, formal Gentlemen without specific reference, formal Ladies and Gentlemen without specific reference, formal Dear Mr. Anderson male, never use Mister
15、instead of Mr. Dear Mrs. Anderson female, married Dear Miss Anderson female, unmarried Dear Ms. Anderson female, marital status unknown Dear Messrs. Anderson addressing two or more gentlemen Dear Mmes. Anderson addressing two or more ladies Dear Professor Anderson professional title to show business
16、 courtesy Dear Sales Agent 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. David J. Lee (businessman with doctorate) 3. Candy Lester (unknown marital stat
17、us) 4. A marketing manager 5. Mr. Bran Jackson & Mr. Kevin Jackson 6. Mr. Froy Longman & Mrs. Jane Longman,5. Salutation 称呼,Exercises,Dear Sir,Dear Dr. Lee,Dear Ms. Lester,Dear Marketing Manager,Dear Messrs. Jackson,Dear Mr. & Mrs. Longman,Chapter,2,Structure and Styles of Business Letters,A subject
18、 line helps identify the subject of 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. Subject line 事由/主题行,Chapter,2,Struc
19、ture and Styles of Business Letters,Underlined: Sale Contract no.234 Capitalized: SALE CONTRACT NO. 234 Re: Late Delivery of Order 123 Subject: 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 le
20、tter.,Most business letters 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 bu
21、llets for paragraphs which 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 yo
22、urs) or informal (Yours).,8. 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: Love, Best regards,Examples,8. Complimentary close 结尾敬词,Chapter,
23、2,Structure and Styles of Business Letters,What complimentary close would you use to the salutations: Ladies and Gentlemen Dear Sirs Dear Mr. Lorgan Dear Tom,8. Complimentary close 结尾敬词,Exercises,Chapter,2,Structure and Styles of Business Letters,Organization Name: typed entirely in capitals two lin
24、es below the complimentary closeAuthor, 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
25、signer come first, all in upper case 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. Enc
26、losure (or attachment) 附件,The notation 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 Bus
27、iness Letters,Enclosure: Sale Account Enc. (4) Enclosure (2): Packing listCommodity 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
28、 two lines below the enclosure notation (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 p
29、repare the parts needed for the letters 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 Compa
30、ny 4. The letter must be sent to the very 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
31、 of Business Letters,In this format, all 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 (l
32、etterhead)June 3, 2005 (date)xxxx (inside address) Dear 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 bl
33、ock are placed at the right margin. Paragraphs are separated 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 S
34、tyles of Business Letters,Example,xxxx (letterhead)June 3, 2005 (date)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
35、 lines (from the date line) begin at the left margin. Notice that a subject 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 _I
36、nside address _ _SUBJECT LINE _Body _ _ _SIGNATURE _,Chapter,2,Structure and Styles 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 Busines
37、s Letters,Each line of the inside address is indented four or five spaces compared with 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,Lette
38、rhead _ _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)xxxxxxxxxxxx (inside address)Dear xx, (salutation) We received your xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx
39、xxxxxxxxx (body)Yours sincerely (complimentary close)XX (signature),4. Indented style 缩进式,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
40、 not have a colon after the salutation and a comma after the complimentary close.,5. Punctuation 标点,Chapter,2,Structure and Styles of Business Letters,Examples,Mixed punctuation style Dear Mr. Emerson: Sincerely, Open punctuation style Dear Mr. Emerson Sincerely,5. Punctuation 标点,Chapter,III. Envelo
41、pe Addressing,2,Structure and Styles of Business Letters,Envelop addressing calls for accuracy, legibility and good appearance. Two forms: 1. Block form 2. Indented form,Chapter,2,Structure and Styles of Business Letters,China National Machinery Import & Export Corp. Stamp No. 1 (W) Fuchengmenwai Av
42、enue Beijing, 100037 Peoples Republic of ChinaP&G Company1 or 2, Procter & Gamble PlazaCincinnati, OH 45201U.S.A.,1. Block form,Chapter,2,Structure and Styles of Business Letters,China National Machinery Import & Export Corp. StampNo. 1 (W) Fuchengmenwai AvenueBeijing, 100037Peoples Republic of Chin
43、aP&G Company1 or 2, Procter & Gamble PlazaCincinnati, OH 45201U.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 group members whether there are any problems in it. List the problems one by one and
44、write down on a piece of paper.,The International Trading Corporation Dalian 116025, Liaoning Province 93 Green Avenue, China2012/5/15Gold & Silver Company 372 West 7th Street Paris 10094 Subject: Inquiry about Washing MachinesDear Sirs, Attention: Sales Department Some years ago we bought from you
45、a consignment of washing machines in 2 different qualities. Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F. Dalian. We should require delivery within 4 weeks of placing the order.Yours faithfully, Michel Johnson Sales manager The International Trading Corporation,
