1、PartPart Layout of Business Letter Writing Layout of Business Letter Writing Study Guide The purpose of communication is to obtain complete understanding between the parties involved,and elicit the responses required.In this chapter,students are required to acquire some basic knowledge about the lay
2、out of business letter writing,and master the established practice so as to avoid confusion and waste of time for both sender and receiver.Business letter has its special features,especially in format and structure.Considered in its most fundamental terms,a business letter may be defined as a messag
3、e that attempts to influence its receiver to take some action or attitude desired by the sender.Thus,the ability to write an effective business letter will help those who want to represent themselves positively to their customers,competitors and employers.The general position of these elements is sh
4、own in the following sample:Letterhead（信头）Reference number（案号）Date（日期）Inside address（信内地址）_Attention line（注意项）Salutation（称呼）Subject line（事由）Body of the letter（正文）_Complimentary close（信尾敬语）Signature（签名）IEC block（缩写名、附件、分送标志）SHANGHAI FOXBORO COMPANY LTD 166 Caobao Road,Shanghai 200233,P.R.ChinaTel:021
5、-61234567 Fax:021-61234666 E-mail: SHANGHAI FOXBORO COMPANY LTD 166 Caobao Road Tel:(86)021-61234567 Shanghai 200233 Fax:(86)021-61234666 P.R.China E-mail:2 Date（日期）（日期）Date is a vital part in business letters,which has special relevance:it might be a decisive factor as to whether an order is execut
6、ed,a bill is paid,or a guarantee claim is met.Therefore,never omit the date in business letters.The placements of the date in English business letters are much different from those in Chinese letters.It can be aligned with the left or right margin below the letterhead.Usually there are two styles in
7、 which business letters are dated:(1)The American style is:month,spelled out in full;day of the month,in digit,without th,nd,etc.,followed a comma;year in digit.For example:September 10,2005 October 4,2005(2)The British style is:day of the month,in digit;month,spelled out in full;year,in digit.There
8、 is no comma between the name of the month and the year.For example:10 September 2004 4 October 2005SHANGHAI FOXBORO COMPANY LTD 166 Caobao Road,Shanghai 200233,P.R.ChinaTel:021-61234567 Fax:021-61234666 E-mail:September 10,2005 SHANGHAI FOXBORO COMPANY LTD 166 Caobao Road Tel:(86)021-61234567Shangh
9、ai 200233 Fax:(86)021-61234666 P.R.China E-mail: 4 October 2005 7.Signature（签名）（签名）vThe signature is the signed name or mark of the person writing the letter or that of the company he/she represents.In both cases,there should be a typed version of the name underneath the signature.The signature is p
10、ut at the margin,leaving three-line spaces for the signature before typing the writers name,title and department.vNever sign your letter with a rubber stamp.Yours sincerely,Michel ChenMichel Chen(signature)Michel ChenSales ManagerBut often,business letters still have some special elements apart from
11、 the above seven essential elements:8.Reference Number（案号）（案号）In some business letters,reference number is written for reference,quoting or filing.Its specific position is right below the writers address and above the date.8.Reference Number（案号）（案号）In some business letters,reference number is writte
12、n for reference,quoting or filing.Its specific position is right below the writers address and above the date.SHANGHAI FOXBORO COMPANY LTD 166 Caobao Road Shanghai 200233 P.R.China Our Ref.No.FPB/SB-95 Your Ref.No.4 October,20059.Attention Line（注意项）（注意项）Usually,when the inside address doesnt contain
13、 the individuals name,attention line is used to name the specific person the letter is addressed to.Attention line is put between the inside address and the salutation,or within the inside address.ABC Company123 Berry DriveMinneapolis,MN55667,USAAttention:Mr.Roland SmithDear Sir,10.Subject Line（事由）（
14、事由）Subject line is right below the salutation,at the center or the left place.It is usually underlined so as to arrest the readers attention.Since it is briefly written,denoting the name of goods,the number of contract or letter ofcredit,it is convenient for reference and filing ABC Company123 Berry
15、 DriveUSADear Sir,Re./Subj.:L/C No.228 for 3500 Dozen Shirts11.IEC Block(initials,enclosures and carbon copies)（缩写名，附件及分送标（缩写名，附件及分送标志）志）lThe IEC block appears on the left-hand margin two or three lines below the signature block(including complimentary close,signature,and typewritten identification)
16、.1.2 Format of business letters1.Full-block Format（全齐头式）LetterheadDate Inside address_SalutationBody of letter_Complimentary closeSignaturellIn the full-block format,all lines begin at the left margin.There is no indention in the letter at all.This format is simple,easy to type,and is often used in
17、business letters.2.Semi-block Format（半齐头式）（半齐头式）LetterheadDateInside address_SalutationBody of letter_ Complimentary close Signaturel l This format is a more conservative one of layout.In this format,the date,complimentary close and signature begin to the right of the center of the paper.All the oth
18、er elements are blocked against the left margin.3.Conventional format（传统式）（传统式）l l This format is a more conservative one of layout.In this format,the date,complimentary close and signature begin to the right of the center of the paper.All the other elements are blocked against the left margin.Lette
19、rheadDateInside address_SalutationBody of letter _Complimentary closeSignature1.Block form（齐头式）（齐头式）wJennifer Greenw78 Cowpepper Road,Jericho wOxford X2 6DP England Purchase Manager Huapu ChemicalsI mport and Export Corporation 29 Baishiqiao Road Haidian District Beijing 100034P.R.ChinawBy AirStamp
20、2.Indented form（缩进式）（缩进式）Overseas Trading Co.88 Market Street London,E.C.3.Huapu Chemicals Imp.&Exp.Corporation Li Qing Chaoyang District Beijing 100022 P.R.ChinaStamp 1.4 General procedures and Outline for business letter writing（写信的基本步骤和框架）（写信的基本步骤和框架）w1.Procedures（步骤）wGenerally,there are five ste
21、ps in letter writing to help you achieve your final aims.While writing,ask yourself the relevant questions following each step:wDetermine your writing purpose.w确定写作目的wFirst,you should ask yourself why you write this letter.wAnalyze your reader.w分析阅信人wSecond,you should think what you know about the r
22、eceiver and what kind of relationship between you.wOrganize your thoughts.w构思信函内容wThird,what and how will you write?wWrite your drafts.w拟草稿wWrite and think if it is the best way to say what you want to say in this letter.wPolish your writing.w修改信件wLast,please go over the letter and check if this is
23、a really effective business letter.w Be sure that in writing a business letter,there is no need to spend much time in finding colourful words and using complicated and beautiful modifiers in sentences.Simple English with brief but clear and accurate words is generally required.More often,some specia
24、l terms and expressions in business are used.2.Outline（框架）（框架）wA typical business letter usually has three paragraphs in the body of letter，they are:wOpening Paragraph（第一段）（第一段）wThe opening paragraph of a business letter is like a headline in the newspaper.It should obtain the readers attention at t
25、he first sight,and help to gain a positive response from the reader.In order to accomplish this aim,the following points should be considered:w(a)Be brief.（言简意赅）wAs a general rule,keep the paragraph shorttwo or three sentences.w(b)Indicate what the letter is about.（点明信的主旨）wGet to the point immediate
26、ly in the first paragraph and let the reader find the key information quickly.w(c)Refer to previous correspondence,if appropriate.（如果合适，提及以前的通信）wWhen there has been previous communications concerning the subject,reference to them is necessary.This may help the reader to get the point promptly.w(d)Se
27、t a positive and friendly tone.（设定积极友好的语气）wSetting a positive and friendly tone in the opening paragraph may help to evoke the positive reaction the writer desires.Middle Paragraph(s)（中间段落）（中间段落）Middle paragraph support the first paragraph and provide more information.After finishing the opening par
28、agraph,think about what the reader still needs to know so that he/she may react as you desire.Here necessary background and supporting information should be provided.Usually,information concerning these aspects should be considered:Who,What,Why,When,Where and How.Last Paragraph（结尾）（结尾）wThe last para
29、graph usually serves as a summation,suggestion or further request.It should:A.Conclude or restate the key point.（总结或重申重点）B.Request necessary action,if appropriate.（如果合适，请对方采取行动）C.Further confirm a positive image.（进一步加强积极的形象）Exercises.Look at the following letter,which breaks some of the rules we hav
30、e just mentioned above.Identify each of the mistakes,and then rewrite the letter.Design an envelope and fill it with the address in the above letter.Business International Co.,Ltd.68 Xingfu StreetChongwen District Beijing 100032,P.R.ChinaTel:86-10-67554422 Fax:86-10-675544249.8.2005Purchase ManagerABC CompanyNew York 66783USASubject:Dear Sir or Madam,
