國際商務(wù)英語-Chapter-1--Basic-Knowledge-of-Business-Letter-Writing[精]課件Chapter1BasicKnowledgeofBusinessLetterWritingLearningObjectives:Understandthestructureofabusinessletter.Knowtheimportanceofstandardizingthebusinessletterwriting.Learnthedesigningofanelegantletterhead,astandardizedinsideaddressandaswellasaperfectletterbody.Masterthecorrectarrangementofvariouspartsofaletter.2Chapter1BasicKnowledgeofⅠ.StructureofBusinessLettersThereare13partsoftheBusinessLetterasfollows：1. Letterhead2. ReferenceandDate3. InsideAddress4. AttentionLine5. Salutation6. SubjectLine7. Body(1)OpeningorIntroduction(2)Details(3)ResponseorAction(4)Close8. ComplimentaryClose9. Signature10. Initials11. Enclosure12. CarbonCopy13. Postscript3Ⅰ.StructureofBusinessLetteⅡ.TheWaysofUsingtheWritingPartsandTheirStandardizedDesigns1.LetterheadLetterheadincludesthesender’sname,postaladdress,postcode,telephonenumber,faxnumber,E-mailaddress,etc.Usuallybigfirmsengageexpertstodesigntheirattractiveletterpaper,withtheirwell-balancedletterheads,sometimesevenwithtrademarkspre-printedonitinordertostrengthentheirfirms’impressionandenhancetheirfirms’prestige.Thebestwayistoprinttheletterheadintheup-center,becausetheletterheadprintedintheup-centerwillofferawellbalancedappearancetoothers,andusingdifferentformsandsizesofbothEnglishalphabetsandChinesecharacterswillespeciallyshowaverysmartandwonderfuldesignoftheletterhead.4Ⅱ.TheWaysofUsingtheWriti2. ReferenceandDateInbusinesscorrespondence,referencewillbegivenbyafirmtoanother.Referencemayincludeafilenumber,departmentalcode,ortheinitialsofthesigner,followedbythatofthetypistoftheletter.Theyaremarkedas“OurRef:***”and“YourRef:***”toavoidconfusion.Example(1)YourRef:JVD/ZHOurRef:WDC/LFExample(2)OurRef:SEL/SYYourRef:No.145/170Thedateshouldbetypedinfullandnotbeabbreviated.The-th,-st,-ndand-rdthatfollowthedaymaybeomittedsuchas:“6June”for“6thJune”,“May1”for“May1st”.Don’tusetheall-numberform.TheAmericanpracticeistowritethedateintheorderofmonth,dayandyearas3/8/2005or03/8/2005,buttheEnglishpracticeiswrittenintheorderofday,monthandyear,as8/3/2005or8/03/2005.Sousingall-numberformtoexpressthedatewillmaketheletterdatethrownintoconfusion.52. ReferenceandDateInbusine國際商務(wù)英語-Chapter-1--Basic-Knowledge-of-Business-Letter-Writing[精]課件國際商務(wù)英語-Chapter-1--Basic-Knowledge-of-Business-Letter-Writing[精]課件5. SalutationSalutationisplacedtwolinesbelowtheinsideaddress.Thesalutationis“Gentlemen”iftheletterisaddressedtoanorganization,evenifthereisanattentionlinedirectingthelettertoaparticularindividualwithinthatorganization.Inbusinesscorrespondence,themostcommonlyusedsalutationformsareDearSirs,(BritishStyle)Gentlemen:(AmericanStyle)DearSir,DearMadam:DearMr.Brown:Whethermarriedorunmarried,awomanisalwaysaddressedas“DearMadam”,neveras“DearMiss”.TheAmericansprefertouse“Gentlemen”whiletheBritishuse“DearSirs”.Evenwhenthefirm’snameisthenameofasingleindividual,thesalutationofpluralformispreferredInwritingtoafirmconsistingofbothmenandwomen,oreventoafirmconsistingofwomenalone,thesalutationof“Gentlemen”ispreferablyused.Thesalutationof“DearSirs”isfollowedbyacommaand“Gentlemen”isfollowedbyacolon.85. SalutationSalutationispla6.SubjectLineSubjectlineisactuallythecentralideaofaletter.Itisinsertedbetweenthesalutationandthebodyoftheletter.Iftheletterisinthefullblockform,itisplacedattheleft-handmargin.Inotherstyles,itiscenteredoverthebodyoftheletter.Inordertoinvitethereceiver’sattention,itisusuallyunderlined.Infrontofit“Re:”or“Subj:”iswrittenas:Example(1)DearSirs,

Re:Women’sBlousesExample(2)Gentlemen:

Subj:TinFoilSheets

Sometimes,thesubjectlinecanbeunderscored.96.SubjectLineSubjectlinei7. BodyThispartisthemostimportantoneinbusinesscorrespondence.Thebodyofthelettergenerallyconsistsoffouressentialparts:(1)Opening(orIntroduction)Theopeningisactuallythebackgroundofthisletter.Itindicatesthereferringletter，contractorletterofcredittowhichresponsewillbemade.(2)DetailsThedetailsrefertotheenquires,problems,requirementsandetc.whichwillbeputforthbytheletter.Somerelativedetailswillbeillustratedinthispart.(3)Response(orAction)Inthisparttheexpectedresponseorpossibledecisionwillbeexpressedhere.(4)CloseInthispartashortclosemustbemadepolitely.Attentionmustbepaidtothekeepingoffriendlyrelationsbetweentheletterwriterandtheletterreceiver.Businessdevelopmentshouldnotbehinderedbyadiscourteousletterclose.107. BodyThispartisthemosti8.ComplimentarycloseComplimentarycloseisusedtoprovidetheletteracourteousending.Thecorrectpositionforcomplimentarycloseistwospacesbelowthebodyofthelettertotherightsideofthepage,inlinewiththedateblockatthetop.Inbusinesscorrespondence,“Yourstruly”isthestyleusedmostfrequently.Herearesomemorestyleswhichcanbeused：Yourssincerely,Sincerelyyours,Yoursfaithfully,Faithfullyyours.Ifcontinuationsheetsareneeded,plainpaperofthesamequalityastheletterheadmustbeusedandtypedwithaheadingtoshowthefollowing:(1) Thenumberofthesheet(inthecenterofthepage)(2) Thenameofyourcorrespondent(ontheleft-handside)(3) Thedateoftheletter(ontheright-handside)118.ComplimentarycloseComplim9.SignatureThesignatureisthesignednameofthepersonwritingtheletter.Itissignedbyhandinblackorblueink.Sincethehand-writtensignatureisillegible,thenameofthesignershouldbetypedbelowthesignature.Thenameshouldbewrittenoutinfull,asinitialsmaybemisleadingorconfusing.Itiscommontohavethewriter’snametypedseverallinesbelowthecomplimentaryclose,leavingspacebetweenforthehand-writtensignature,followedbyhisjobtitleorposition.Ifthewriterwritestheletterforhisfirm,notforhimself,heshouldtypethenameofhisfirmincapitallettersbelowthecomplimentaryclose,followedbyhissignednamerightbelowit.Sincerelyyours,ChinaNationalMachineryImp.&Exp.Co.Signature(hand-signed)LiMing-yu(typed)SalesManager129.SignatureThesignatureist10. InitialsTheinitialslinefirstlyshowthenameofthedictatoroftheletter,andsecondlyshowthetypistoftheletter.Intheinitialline,thedictator’snameshouldappearbeforethetypist’s.Andonemethodofthefollowingfourmaybeused:WT/FMWT:FMWT-FMWT/fmOccasionallythefullnameofthedictatorisused,followedbythetypist’sinitials,as:WuTong/smNowadaysthebusinesslettersareoftenwrittenandtypedbythebusinessmenthemselvesinacorporation.Inthiscasethislineisnotnecessarytobetypedafterthesignature.1310. InitialsTheinitialsline11. EnclosureIfitisnecessarytoenclosesomethingwiththeletter,suchasaphoto,abill,achequeorabrochure,attentionshouldbecalledtoitbywriting“Enclosure”or“Enclosures”belowthesignatureinthelowerleft-handcorner.Enclosures:A.2005PriceListB.2005CatalogueEncls:2ChecksEnc.UnderSeparateCover1411. EnclosureIfitisnecessar12. CartonCopyTherearetwotypesofcarboncopynotation.Oneisindicatedby“CC”followedbythenamesofthe“CC”receiver.Thisnotationistypedbothontheoriginalandthecarboncopies,as:CC:ShanghaiBranchTheothertypeofCCnotationistotype“bcc”onlyonthecopy,notontheoriginalletter,as:bcc:Mr.JohnBlackForconvenienceofmailingandfiling,fullnamesandaddressesarebettertobegiven.CCcanalsobewrittenasC.C.orcc