English business lettersWord文档格式.docx
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English business lettersWord文档格式.docx
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Whatkindofrelationshipdowehave?
c.Organizeyouthoughts:
whatshallIsay?
HowshallIsay?
d.Writeyourdrafts:
isthisthebestwaytosaywhatIwanttosay?
e.Polishyourwriting:
isthisareallyeffectivebusinessletter?
ChapterOne
ElementsofBusinessLetters
Althoughdiversityoccursinstylisticfeaturesconcerningelementsinbusinessletters,writersgenerallyagreeonthestandardelementsofletter.Usually,twelveelementsareinvolvedinformalbusinessletters.Theyare:
……
Thegeneralpositionoftheseelementsisshowninthefollowingsample:
Letterhead
Referencenumber
Date
Insideaddress
___________
Attentionline
Salutation
Subjectline
Body________________________________________________________________________________________________________________________________________________________________________________
Complimentaryclose
Signature
IECblock
Postscript
Amongthesetwelveelements,letterhead,date,insideaddress,salutation,thebody,thecomplimentarycloseandthesignatureblockarethestandardonesthataformalbusinesslettermustcontain.Theothersareconsideredoptional.
Inthefollowing,wewillexamineeachelementaccordingtotheirorderinalettertoseewhatfunction(s)itservesandhowitshouldbeconstructed.
1.Letterhead
Nowadays,almosteverybusinessfirmusesletterheadstationeryfortheirletter.Letterheadisusuallythemostobviouselementinabusinessletter,takingthetopmostpartofthepaper.Itidentifieswherethelettercomesfromanditprovidestherecipientwiththefirstimpressionoftheletter.
Aletterheadalwayscontainsthecompany’sname,address,telephonenumber,faxnumberinternetaddress,e-mailaddress,etc.Sometimesatrademarkorbriefsloganisusedeffectivelytoo.Manylargecompaniesadddepartmentalidentificationtotheirletterheads.Forexample:
MINNESCOTAMED-EQUIPSubsidiaryofMinnesotaWire&
CableCo.
1835EnergyParkDriveTelephone:
00000
ST.Paul,MN55108Fax:
0000
USAInternet:
mme@
However,ifasecondpageisneededforthebodyoftheletter,asecond-pageheadingshouldbeused.Threeexamplesareshowninthefollowing:
ABCFarm-2-
May2,1988
Mr.RobertWyatt,May2,1998,Page2
Mr.RobertWyatt,
Page2
Thereviver’snameanddateappearingintheheadingofthesecondpageshouldmatchthoseonthefirstpage.
2.Reference
Bigcompaniesusuallyhavetodealwithalotofletterseveryday.Therefore,itisnecessarytoclassifythemaccordingtosubject,persons,ortimesequencesothatitwillnotbesodifficulttofindaletterthatiswantedonfile.Referencelinealsoenablesrepliestobelinkedwithearliercorrespondenceandensurethattheyreachtherightpersonordepartmentontime.
Thereisnostandardformforreferencelines.Companiesmaychoosewhattheythinkthemosteffectiveformforthis.
Yourref:
CNN/011
Ourref:
12345/XY
Dearsir,
Thankyouforyouletter,referenceCNN/011,ofMarch9,1988……
3.Date
Datelineisavitalpartinbusinessletters.Often,inbusinesstransactionsatalllevels,thedatehasspecialrelevance:
itmightbeadecidingfactorastowhetheranorderisfilled,abillispaid,oraguaranteeclaimismet.Therefore,neveromitthedatelineinbusinessletters.
Thedateshouldalwaysbewritteninstandardform:
January27,1998,forexample.Allnumberform(forexample:
10/3/98)shouldnotbeused.Somepeopleareusedtoabbreviatingthemonth,butthisisnotrecommendedinbusinessletters.
Thereisnofastrulefortheplacementofthedate.Itcanbealignedwiththeleftorrightmarginbelowtheletterhead.Thisisoftendecidedbythestyleoftheletterorthehabitofthecompany.Anyway,theplacementsofthedatelineinEnglishbusinesslettersaremuchdifferentfromthoseinChineseletters.
4.InsideAddress
Theinsideaddressisacompletedesignationoftheletter’sdestination.Weincludetheaddressintheletteralthoughitalreadyappearsontheenvelope,becausetheenvelopeisusuallythrownaway.Theletteritself,whichiskeptonfile,mustindicateforwhomthemessagewasintended.Itisusuallyputtwolinesunderthedateline,alignedwiththeleftmargin.
Generally,theinsideaddressshouldincludeanyorallofthefollowing:
theperson’snameandtitle,companyname,streetaddress,citystate/province,
ZIPcodeandthecountry.Forexample:
Mr.RolandPender,President
ABCCompany
123BerryDrive
Minneapolis,MN55106
USA
PersonnelDepartment
WestminsterProductionsInc.
51HighStreet
Anytown,AY12BF
5.AttentionLine
Usually,whentheinsideaddressdoesn’tcontaintheindividual’sname,attentionlineisusedtonamethespecificpersontheletterisaddressedto.
Herearesomeexamplesforthetypingstyleofanattentionline:
AttentionofMarketingManager
Attention:
Mr.……
AttentionSalesManager
ATTENTIONPERSONNELMANAGER
Attentionlineisusuallyputbetweentheinsideaddressandthesalutation,orwithintheinsideaddress.
P&
GCompany
24MadisonAvenue
Columbus,OH43004
PaulYang
DearMr.Yang,
ATTENTION:
PAULYANG
6.Salutation
Asalutationisagreetingtotheaddressee.Therefore,besuretosalutetothecorrectaddresseeappearedinyourinsideaddressorintheattentionline.Salutationsinbusinessletterscanbefollowedbyacolonornopunctuationatall.
InsideAddress
Mr.JohnMorgan
DearMr.Morgan:
DearJohn:
(informal)
Ms.EvaMorgan
DearMs.Morgan
DearEva(informal)
Mr.andMs.JohnMorgan
DearMr.andMs.Morgan
DearJohnandEva(informal)
Messrs.MaxandLarryMorgan
DearMessrs.Morgan
DearMaxandLarry(informal)
Mmes.LynnandEthelSmith
DearMmes.Smith
DearLynnandEthel(informal)
Messrs.MaxMorganandBobGrant
DearMessrs.MorganandGrant
DearMaxandBob(informal)
Mmes.SallyMorganandJaneFox
DearMmes.MorganandFox
DearSallyandJane(informal)
ThePresident
DearSirorMadam
LadiesandGentlemen:
ToWhomThisMayConcern:
7.SubjectLine
Asubjectlineannounceswhattheletterisabout.Usuallyitisplacedoneortwolinesbelowthesalutation.Therearedifferenttypingstylesforthispart:
·
Subject:
Proposeddelayofthedelivery
Re:
Proposeddelayofthedelivery
Inre:
InvoiceNo.2221-b
SUBJECT:
ACCOUNTNO.222
8.BodyofaLetter
Thisisthemostimportantpartofaletter.Andthefollowingpartsofthisbookwillofferdetailedadviceformakingthispartaseffectiveaspossible.
Attentionhereshouldbepaidtothephysicalprecisionofthebody.Itusuallybeginsoneortwolinesbelowthesalutation.Lineswithinaparagraphshouldbesingle-spaced,withdouble-spacingbetweenparagraphs.
Becarefulnottotypetoonearthebottomofthepage.Youdonotwanttosqueezeinthesignature.Instead,useasecondpageandcarryoveratleastafullparagraphofthebody,notjustthesignatureblock.
Theopeningparagraphintroducestheletterandisrelativelyshort(withoneortwosentences).Themiddleparagraph(s)supportsthefirstparagraphandprovidesmoreinformation.Thefinalparagraphusuallyserv
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