1、Chapter 2Structure and Styles of Business Letters商务信函的结构与格式 Business letter is a form of business communication.It is a letter that is used as a means of communication in the business world.It is necessary to understand the method of writing a business letter.These letters have a purpose for one of
2、its businesses,such as offering products or services,ordering products or replying on an order.Structure and Styles of Business LettersChapter2The first impression a business letter makes on its reader often determines whether that letter will actually be read,and it also may determine the readers r
3、eaction to the contents of the letter.Chapter2Contents of this chapterI.Structure of Business LettersII.Styles of Business LettersIII.Envelop AddressingIV.Practice(additional)Structure and Styles of Business LettersChapter2I.Structure of Business LettersBusiness letters are usually composed of 12 el
4、ements: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 LettersStructure and Styles of Business LettersChapter2Among the 12 elemen
5、ts,letterhead,date,inside address,salutation,body,complementary close and signature are necessary,while the others are optional.I.Structure of Business LettersChapter21.Letterhead 信头信头Structure and Styles of Business LettersThe name of the company Its address and postal codeTelephone numberFax numbe
6、rCompany website addressE-mail addressA trademark or a slogan,etc.Chapter2Structure and Styles of Business LettersEASTERN TEXTILES IMP.&EXP.CO.,LTD.12389 Changchun Road,Dalian,ChinaTel:(0411)8660#Fax:(0411)8650#Http:/E-mail:Example1.Letterhead 信头信头Sample LetterheadChapter2Structure and Styles of Bus
7、iness Letterstyped below the last line of the letterheadThe 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.Date 日期日期Chapter2Structure and Styles of Business LettersJune 12,2017
8、20 June,2017Do not use only figures,i.e.12/6/06Examples2.Date 日期日期Chapter2Structure and Styles of Business LettersRewrite the following date for standard business letters.6/5/1710-9-178 June 2016Oct.28,16jan.13.20162.Date 日期日期n ExercisesJune 5,2017October 9,2017June 8,2016October 28,2016January 13,2
9、016Chapter2Structure and Styles of Business Letterstyped 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 封内地址封内地址Writing order of an address Rec
10、eivers name(Title,department)Name of the company Address(No.XX Rd./St.,XX Dist.,City zip code)CountryChapter2Structure and Styles of Business LettersArrange the following information into letterhead or inside address.U.S.A./Ford Motor Company/Dearborn,Michigan 48120/PR DepartmentChina/Beijing 100021
11、/Beijing Metal Corporation/President/Lin Fang/East lane/2343.Inside address 封内地址封内地址n ExercisesPR DepartmentFord Motor CompanyDearborn,Michigan 48120U.S.A.Lin FangPresidentBeijing Metal Corporation234 East lane,Beijing 100021ChinaChapter2Structure and Styles of Business LettersTo an organization:an
12、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 指明收信人指明收信人Chapter2Structure and Styles of Business LettersA
13、 colon or dash may or may not follow the word“attention”.ATTENTION:SALES MANAGERAttentionMarketing DirectorAttention of Advertising Manager Examples4.Attention line 指明收信人指明收信人Chapter2Structure and Styles of Business Letterstwo lines below the last line of the inside address or the attention line(if
14、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)5.Salutation 称呼称呼Chapter2Structure a
15、nd Styles of Business LettersDear Sir without specific reference,formalDear Sirs without specific reference,formalGentlemen without specific reference,formalLadies and Gentlemen without specific reference,formalDear Mr.Anderson male,never use Mister instead of Mr.Dear Mrs.Anderson female,marriedDear
16、 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 Anderson professional title to show business courtesyDear Sales Agent use his/her professional title.Examp
17、les5.Salutation 称呼称呼Chapter2Structure and Styles of Business LettersWhat salutation would you use to address a letter to:1.A company(a new client)2.David J.Lee(businessman with a doctor degree)3.Candy Lester(unknown marital status)4.A marketing manager5.Mr.Bran Jackson&Mr.Kevin Jackson6.Mr.Froy Long
18、man&Mrs.Jane Longman5.Salutation 称呼称呼n ExercisesDear SirDear Dr.LeeDear Ms.LesterDear Marketing ManagerDear Messrs.JacksonDear Mr.&Mrs.LongmanChapter2Structure and Styles of Business LettersA subject line helps identify the subject of the letter.Using a subject line will alert your reader to the con
19、tents 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 事由事由/主题行主题行Chapter2Structure and Styles of Business LettersSubject:Sale Contract no.234Subject:SALE CONTRACT NO.234Subject:Orde
20、r No.1232 for Tea-setsRe:Late Delivery of Order 123FW:Order No.456 for Pillow CasesExamples6.Salutation Subject line 事由事由/主题行主题行Chapter2Structure and Styles of Business LettersThis is the actual message of a letter.Most business letters are single-spaced with double line spacing between paragraphs.V
21、ery short messages may be double-spaced with indented paragraphs.7.Body 信文信文Chapter2Structure and Styles of Business LettersGive the reason of writing the letter in the first paragraph.Give numbers or bullets for paragraphs which contain important information.In closing paragraph,show your hope or p
22、romise of future action or contact.7.Body 信文信文Chapter2Structure and Styles of Business LettersTyped two lines below the last line of the letter,the complimentary close may be formal(Very truly yours)or informal(Yours).8.Complimentary close 结尾敬词结尾敬词Chapter2Structure and Styles of Business LettersForm
23、al:Yours faithfully,Yours truly,Faithfully yours,Semi-formal:Sincerely yours,Yours sincerely,Cordially yours,Informal:Love,Best regards,Examples8.Complimentary close 结尾敬词结尾敬词Chapter2Structure and Styles of Business LettersWhat complimentary close would you use to the salutations:Ladies and Gentlemen
24、Dear SirsDear Mr.LorganDear Tom8.Complimentary close 结尾敬词结尾敬词n ExercisesChapter2Structure and Styles of Business LettersOrganization Name:typed entirely in capitals two lines below the complimentary closeAuthor,Title,and Department:three blank lines should be left above the typed name of the author.
25、9.Signature 签名签名Chapter2Structure and Styles of Business LettersThe initials of the typist are typed two lines below the authors name and title.The initials of the 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).Eric Mann
26、bossMary Elise FieldSecretary 10.Reference initials 打字员姓名缩写打字员姓名缩写Chapter2Structure and Styles of Business LettersA notation to that effect is placed two lines below the reference initials.11.Enclosure(or attachment)附件附件The notation may be spelled out(Enclosure/Attachment),or it may be abbreviated(E
27、nc./At.).It may indicate the number of enclosures or attachments,and it may also identify an enclosure specifically(Enclosure:Copy of Invoice 6309).Chapter2Structure and Styles of Business LettersEnclosure:Sale AccountEnc.(4)Enclosure(2):Packing list Commodity Inspection Certificate Examples11.Enclo
28、sure(or attachment)附件附件Chapter2Structure and Styles of Business LettersIf copies of a business letter have been made for other individuals,a copy notation is typed one or two lines below the enclosure notation(if used).Most people prefer to use notations like CC,cc,Cc,(all mean carbon copy).Some peo
29、ple use the notation XC(xerox copy),PC(photo copy),or C(copy).12.Copy notation 抄送抄送Chapter2Structure and Styles of Business LettersUse the information to prepare the parts needed for the letters below.1.The letter is signed by Mr.Robert Osteen and typed by you,your name is John Smith.2.There are thr
30、ee 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 very person,Mr.Danny Brown,the Sales Manager.n ExercisesRO*jsEnclosure(3):Sales Contract List o
31、f Purchase Prices List of selling pricesXC:Great Sea CompanyAttention:Danny Brown,Sales ManagerChapter2II.Styles of Business Letters1.Block style2.Modified block style 3.Simplified style 4.Indented styleStructure and Styles of Business LettersChapter2Structure and Styles of Business LettersIn this f
32、ormat,all parts(from the date line)of the letter begin at the left margin.1.Block style 齐头式齐头式 Letterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_Chapter2Structure and Styles of Business LettersExample xxxx(letterhead)June 3,2005(date)xxxx(inside address)Dear x
33、x,(salutation)Re:xx(subject line)We received your xxxx(body)Yours sincerely(complimentary close)XX(signature)1.Block style 齐头式齐头式 Sample on p33Chapter2Structure and Styles of Business LettersThe date,the complimentary close and the signature block are placed at the right margin.Paragraphs are separa
34、ted by a single blank line.There is no indention at the beginning of paragraphs.2.Modified block style 改良齐头式改良齐头式 Letterhead_ Date_Inside address_Salutation_Subject line_Body_ Complimentary close_ Signature _Chapter2Structure and Styles of Business LettersExample xxxx(letterhead)June 3,2005(date)xxx
35、x(inside address)Dear xx,(salutation)Re:xx(subject line)We received your xxxx(body)Yours sincerely(complimentary close)XX(signature)2.Modified block style 改良齐头式改良齐头式 Sample on p34Chapter2Structure and Styles of Business LettersAll lines(from the date line)begin at the left margin.Notice that a subje
36、ct 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 简化式简化式 Letterhead_Date_Inside address_SUBJECT LINE_Body_SIGNATURE_Chapter2Structure and Styles of Busine
37、ss LettersExample xxxx(letterhead)June 3,2005(date)xxxx(inside address)Re:XX(SUBJECT LINE)We received your xxxx(body)XX(SIGNATURE)3.Simplified style 简化式简化式Chapter2Structure and Styles of Business LettersEach line of the inside address is indented four or five spaces compared with the previous line.E
38、ach 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 缩进式缩进式 Letterhead_ Date_Inside address_ _Salutation_Subject line_Body _ Complimentary close_ Signature _Chapter2Structure
39、 and Styles of Business LettersExamplexxxx(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 缩进式缩进式Chapter2Structure and Styles of Busin
40、ess LettersThere 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.Punctuation 标点标点Chapter2Structure and Styles of
41、Business LettersExamplesMixed punctuation styleDear Mr.Emerson:Sincerely,Open punctuation styleDear Mr.EmersonSincerely5.Punctuation 标点标点ChapterIII.Envelope Addressing2Structure and Styles of Business LettersEnvelop addressing calls for accuracy,legibility and good appearance.Two forms:1.Block form2
42、.Indented formChapter2Structure and Styles of Business Letters China National Machinery Import&Export Corp.No.1(W)Fuchengmenwai Avenue Beijing,100037 Peoples Republic of China P&G Company 1 or 2,Procter&Gamble Plaza Cincinnati,OH 45201 U.S.A.1.Block formChapter2Structure and Styles of Business Letters China National Machinery Import&Export Corp.No.1(W)Fuchengmenwai Avenue Beijing,100037 Peoples Republic of China P&G Company 1 or 2,Procter&Gamble Plaza Cincinnati,OH 45201 U.S.A.2.Indented form
