英文商务信函写作.docx
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英文商务信函写作.docx
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英文商务信函写作
BusinessLettersinEnglish
Businesslettersareformalpapercommunicationsbetween,toorfrombusinessesandusuallysentthroughthePostOfficeorsometimesbycourier.Businesslettersaresometimescalled"snail-mail"(incontrasttoemailwhichisfaster).Thislessonconcentratesonbusinesslettersbutalsolooksatotherbusinesscorrespondence.Itincludes:
∙letter
∙memo
∙fax
WhowritesBusinessLetters?
Mostpeoplewhohaveanoccupationhavetowritebusinessletters.Somewritemanyletterseachdayandothersonlywriteafewlettersoverthecourseofacareer.Businesspeoplealsoreadlettersonadailybasis.Lettersarewrittenfromaperson/group,knownasthesendertoaperson/group,knowninbusinessastherecipient.Herearesomeexamplesofsendersandrecipients:
∙business«»business
∙business«»consumer
∙jobapplicant«»company
∙citizen«»governmentofficial
∙employey«»employee
∙staffmember«»staffmember
WhywriteBusinessLetters?
Therearemanyreasonswhyyoumayneedtowritebusinesslettersorothercorrespondence:
∙topersuade
∙toinform
∙torequest
∙toexpressthanks
∙toremind
∙torecommend
∙toapologize
∙tocongratulate
∙torejectaproposaloroffer
∙tointroduceapersonorpolicy
∙toinviteorwelcome
∙tofollowup
∙toformalizedecisions
Readthroughthefollowingpagestolearnmoreaboutthedifferenttypesofbusinessletters,andhowtowritethem.Youwilllearnaboutformatting,planning,andwritingletters,aswellashowtospotyourownerrors.Thesepagesaredesignedtohelpyouwritebusinesslettersandcorrespondence,buttheywillalsohelpyoulearntoread,andthereforerespondto,thelettersyoureceive.Youwillalsofindsamplesthatyoucanuseandalterforyourownneeds.
BusinessLetterVocabulary
attachment
extradocumentorimagethatisaddedtoanemail
blockformat
mostcommonbusinessletterformat,singlespaced,allparagraphsbeginattheleftmargin
body
thecontentoftheletter;betweenthesalutationandsignature
bullets
smalldarkdotsusedtosetoffitemsinanunnumberedlist
certifiedmail
importantlettersthatsenderpaysextrapostageforinordertoreceiveanoticeofreceipt
coherent
logical;easytounderstand
concise
getstothepointquickly
confidential,personal
private
diplomacy,diplomatic
demonstratingconsiderationandkindness
directmail,junkmail
marketinglettersaddressedtoalargeaudience
doublespace
formatwhereoneblanklineisleftbetweenlinesoftext
enclosure
extradocumentorimageincludedwithaletter
formal
usessetformattingandbusinesslanguage,oppositeofcasual
format
thesetupororganizationofadocument
heading
awordorphrasethatindicateswhatthetextbelowwillbeabout
indent
extraspaces(usually5)atthebeginningofaparagraph
informal
casual
insideaddress
recipient'smailinginformation
justifiedmargins
straightandeventext,alwaysbeginsatthesameplace
letterhead
specializedpaperwitha(company)logoornameprintedatthetop
logo
symbolorimagethatidentifiesaspecificorganization
margin
ablankspacethatborderstheedgeofthetext
memorandum(memo)
documentsentwithinacompany(internal),presentedinshortform
modifiedblockformat
leftjustifiedasblockformat,butdateandclosingarecentered
onarrivalnotation
noticetorecipientthatappearsonanenvelope(e.g."confidential")
postage
thecostofsendingaletterthroughthePostOffice
proofread
readthroughafinisheddocumenttocheckformistakes
punctuation
marksusedwithinoraftersentencesandphrases(e.g.periods,commas)
reader-friendly
easytoread
recipient
thepersonwhoreceivestheletter
rightragged
formatinwhichtextontherightsideofthedocumentendsatslightlydifferentpoints(notjustified)
salutation
greetinginaletter(e.g."DearMrJones")
sensitiveinformation
contentinaletterthatmaycausethereceivertofeelupset
semi-blockformat
paragraphsareindented,notleft-justified
sincerely
termusedbeforeanamewhenformallyclosingaletter
singlespaced
formatwherenoblankslinesareleftin-betweenlinesoftext
spacing
blankareabetweenwordsorlinesoftext
tone
thefeelingofthelanguage(e.g.serious,enthusiastic)
transitions
wordsorphrasesusedtomakealetterflownaturally(e.g."furthermore","ontheotherhand")
BusinessLetterFormats
Therearecertainstandardsforformattingabusinessletter,thoughsomevariationsareacceptable(forexamplebetweenEuropeanandNorthAmericanbusinessletters).Herearesomebasicguidelines:
∙UseA4(European)or8½X11inch(NorthAmerican)paperorletterhead
∙Use2.5cmor1inchmarginsonallfoursides
∙UseasimplefontsuchasTimesNewRomanorArial
∙Use10to12pointfont
∙Useacommaafterthesalutation(DearMrBond,)
∙Layoutthelettersothatitfitsthepaperappropriately
∙Singlespacewithinparagraphs
∙Doublespacebetweenparagraphs
∙Doublespacebetweenlastsentenceandclosing(Sincerely,Bestwishes)
∙Leavethreetofivesspacesforahandwrittensignature
∙cc:
(meaning"copiesto")comesafterthetypedname(ifnecessary)
∙enc:
(meaning"enclosure")comesnext(ifnecessary)
∙Foldinthree(horizontally)beforeplacingintheenvelope
∙Userightraggedformatting(notjustifiedonrightside)
FormattingBusinessLetters
Blockformatisthemostcommonformatusedinbusinesstoday.Withthisformat,nothingiscentred.Thesender'saddress,therecipient'saddress,thedateandallnewparagraphsbeginattheleftmargin,likethis:
WickedWaxCo.Ltd
22CharltonWay
London,SE108QY
5thDecember,2006
Ms.MaggieJones
AngelCosmeticsInc.
110East25thStreet
NewYork,NY,10021
USA
Yourref:
123
Ourref:
abc
DearMs.Jones,
ForthcomingExhibition
Firstparagraph...
Secondparagraph...
Thirdparagraph...
Sincerely,
MorrisHoward
MorrisHoward,President
cc:
BrianWaldorf
Enc:
catalogue
«SENDER'SADDRESS
«maybeprintedcompanylogoandaddress
«DATE
«RECIPIENT'SADDRESS
«RECIPIENT'SREFERENCE(IFANY)
«SENDER'SREFERENCE(IFANY)
«SALUTATION
«SUBJECT
«BODYOFLETTER
«CLOSING
«SIGNATURE(HAND-WRITTEN)
«NAME,TITLE(TYPED)
«COPYTO
«ENCLOSURE
Thisareother,slightlydifferentwaysofformattingabusinessletter,whereforexampleparagraphsareindentedorthedateistypedontherighthandside.Youcanseeexamplesoftheseinthesampleletters.
FormattingEnvelopesforBusinessLetters
Itisbesttotypeanenvelopeforabusinessletter.Mostworddocumentprogramscontainanenvelopelabellingfunctiontohelpyou.Allyouneedtodoisindicatethesizeofenvelopeyouareusingandtypethecorrectinformationintheappropriatefields,forexample:
Sendingcompany'snameandaddress
issometimesprintedhere
Postage
stamp
Ms.MaggieJones
AngelCosmeticsInc.
110East25thStreet
NewYork
NY10021
USA
FormattingBusinessMemos
Memosareshortinternalbusinessletters,senttootherstaffwithinthesamecompany.Amemo(ormemorandum)mayalsobepostedsomewhereinsideacompanyforalltosee.Memosarebecominglesscommonaselectronicmailbecomesmorecommon.Incontrasttoletters,memosdonotusuallycontainsalutationsorclosings,andmaybetypedorhand-written.Thetextportionofthememoisgenerallyinblockformat.Memosshouldinclude"From","To","Date","Subject"andthemessageitself,likethis:
[Companylogo]
MEMORANDUM
From:
[nameorinitials]
To:
[nameorinitials]
Date:
Subject:
[shortdescription]
Messagestartshere...
∙often
∙with
∙bullet
∙points
FormattingBusinessEmail
Whenusingemailinbusiness,mostoftheguidelinesforstandardformattinginbusinesslettersapply.Hereareafewdifferences:
∙Chooseasubjectlinethatissimpleandstraightforward.Refrainfromusingkeywordsthatmightcauseanemailtogointoanotherperson'strashbox.
∙Repeatthesubjectlineinthebodyoftheemail,beneaththesalutation(aswithaletter).
∙Usethe"cc"addresslinetocopymorethanonepersonwithyourcorrespondence.
∙Youcanrequestareceiptforimportantletters.Thesystemwillautomaticallyletyouknowwhensomeonehasopenedyouremail.
∙Insteadofasignature,includeyourtypedname,andbelowitincludeyouremailaddress,businessnameandaddress,phoneandfaxnumber,andwebsiteifappropriate.
∙Rememberthatpeopleoftenprintoutemails,soyourownemailaddressandthesubjectlinewouldbelostifyouhadnotincludedtheminthebodyoftheemail.
∙Internalelectronicmailmaybeformattedmorelikeamemothanaformalletter.
PlanningaBusinessLetter
Abusinessletterisnotaplaceforchit-chat.Unlikebusinessconversationswhereacertainamountofsmalltalkisusedtobreaktheice,abusinesslettershouldbeclearandconcise.Bytakingtimetoplanyourletter,youwillsavetimeinthewritingandproofreadingstages.Duringtheplanningstage,askyourselfafewsimplequestions.Jotdownyouranswerstocreateanoutlinebeforeyoustartwriting.
WhoamIwritingthisletterto?
Identifyingyouraudiencealwayscomesfirst.Areyouwritingtomorethanoneperson,tosomeoneyoudon'tknow,ortosomeoneyouhaveknownforalongtime?
Thiswillhelpyoudeterminehowformaltheletterneedstobe.Youmayneedtointroduceyourselfbrieflyintheletteriftherecipientdoesnotknowyou.Youmayalsoneedtofindouttheupdatedaddressandtitleoftherecipient.Thisisagoodtimetoconfirmthecorrectspellingoffirstandlastnames.
WhyamIwritin
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