商务信件写作格式及方法Business Letter Writing.docx

商务信件写作格式及方法Business Letter Writing.docx

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商务信件写作格式及方法BusinessLetterWriting

BusinessLetterWriting

BusinessLetter—layout

I.BasicLayout:

Notethepositionof

1.Letterhead

2.Thedateline

3.Theopening（insideaddress）

4.Thesalutation

5.Thebody

6.TheClosing

7.Thesignatureandname

8.P.S.（Postscript）

Therearetwostylesofcomposingletters.Oneisindentedstyle,andtheotherisblockstyle.Nowadays,blockstyleismorepopularespeciallyinbusinessworld.Forindentedstyle,youshouldindented4lettersatthebeginningofeachparagraph,andyouneednotleavespacebetweenparagraphs.Whilefortheblockstyle,youneedtoleavespacebetweenparagraphs,butyouneednotindented4lettersatthebeginning.Justwritealongside.

1..Letterhead

Theletterheadisalsocalledreturnaddress,whichisthefulladdressofthewriter.Itistypedintheupperright-handcornerofthefirstpage.Inbusinessworld,letterheadisnormallyprintedonthetopoftheletterpaperinthemiddle.Thusyouneednottowriteitagain.Justwritethedate.Forpersonalletter,youalsoneednottowritetheletterhead.

Notesforletterhead:

1）YoushouldbeawareoftheorderyouwriteletterheadisjustreversedfromthatinChinese,i.e.,fromthesmallestunittothebiggestunit.Forexample,thenumberoftheroom,numberofthebuilding,numberofthestreet,city,provinceandthenthecountry.

2.Dates

Becareful!

InChinathe14thApril2003iswritten2003/04/14

InEnglandthe14thApril2003iswritten14/4/2003or14/04/2003

InAmericathe14thApril2003iswritten4/14/2003or04/14/2003

Itisprobablysafesttowrite14thApril,2003orApril14,2003!

!

!

3.Theopening

Theopeningisalsocalledtheinsideaddress,whichistheaddressexactlythesameasthatonenvelope.Theopeninggoesabovethesalutationontheleft,whichisalwaysomittedinpersonalletters.Theorderoftheinsideaddressisthesameastheorderofletterhead.Whileinbusinessworld,ifyouknowthereceivers’nameandposition,youshouldwritethembeforethecompanynameandaddress.

4.Thesalutation

Thesalutationisthegreeting,whichgoesoneortwospacesbelowtheopeningattheleft-handmargin.Usuallyitisbesttosay“Dear…”ifyouknowthenameofthereceiver,orjust“DearSir/Madam”ifyoudonotknowthereceiver’sname.Thenyoushoulduseacomma（,）ornothing.WeChinesenormallyuseacolon（:

）

Afterthesalutation,while,inEnglishletter,colonshouldnotbeused.Itisnotcorrect.

Insalutation,youstillshouldpaymuchattentiontothetitle,Mr.formale,Mrs.,Miss,Ms.Forfemale.Theyshouldbefollowedbysurname,familyname.Forexample,Mr.Brown,Mrs.Brown（husband’ssurname）,Ms.Smith,MissWhiteetc.

Note:

InChina,peoplealwaysaddressthetitleofone’sposition,suchasmanager,director,andteacheretc.InEnglish,however,thesearenottheaddressing.Itisnotcorrectlyusedthatyouwrite“DearTeacherZhang”,“DearManagerYang”,andsoonandsoforth.

5.Thebody

Itisthemostimportantpartoftheletter—thecontentoftheletter.Itisoneortwospacesbellowthesalutation.Thelengthofthelineshouldbeadjustedtothelengthofthepaper.Leavemarginsoneitherside.Theparagraphshouldbeblockedorindented,accordingtothestylechosen.Usuallyitissingle—spacedforabusinessletter.Itusuallyconsistsofatleasttwoparagraphs—evenifthesecondparagraphisnothingmorethan“Thanksandbestwishestoyou,”orsomething.Itcontainsintroduction,purposeandconclusioninthebodyoftheletters.

6.Theclosing

Itisthewayofsayinggoodbye.Inbusinesswriting,itisalwaysthecomplimentaryclosing.TherearevariousofwordstochooseinEnglishclosing.Itshouldmatchthetoneestablishedbythesalutationandcarriedthroughthebodyoftheletter.Itisusuallytwospacesbellowthebodyoftheletter,togetherwiththesignaturegroup.

Howaletteriscloseddependsonhowitisopened.Theclosingshouldmatchtheopening.Ifyouuseacomma（,）afterthesalutation,youshoulduseacommaaftertheclosing.Ifyouusenothingafterthesalutation,youalsoshouldusenothingaftertheclosing.

DearSirorDearMadam

DearSir/Madam

Yoursfaithfully

DearMr.Smith,

DearMrs.Wang,

DearMs.Lee,

Yourssincerely,

Yourstruly,*

DearRose

DearJack

Bestwishes

Withkindregards

Yours

Love（informal,closefriends）

Cordiallyyours,

7.Thesignatureandname

Thesignatureisthelastpartofaletter.Skipalineaftertheclosingandsignyournameinlinewiththefirstwordoftheclosing.Inbusinessletters,youshouldsignyourfullname.Yournameshouldbetypedalsoinanotherline.Inordertomakethepeopleknowhowtoaddressyouwhenreply,ladywritersshouldlistMrs.Ms.,OrMissinparenthesisafteryourname.However,inpersonalletters,youcansignyourfullname,firstnameornicknameaccordingtotherelationshipwiththereceivers.

8.P.S.（postscript）

Thisshouldbelocatedatthebottomofthepaper.Ifyouarenotonpurseforgettomentionsomethinginyourletter,youcanwriteP.S.andthenjustaddwhatyouforget.

Therearesomephrasesforpoliteexpression:

Iwouldliketo…

wouldyoulike…,

Wouldyouplease…

Iwillbegratefulif…,

Iamafraidthat…,

Thankyoufor…

Itwaskindofyoutohave…

Iwonderifitispossiblethat…

Youweremostthoughtfulto…

Pleaseacceptmyapologyforthedelayinsending…

Certainly,youhaveeveryrighttoexpectbetterservice,andI…

1.Invitation

Iwouldverymuchliketoinviteyoufor….

Wouldyoupleaseattendtheannualconferenceheld….

Wewillholdapartythisweekend.Wewouldliketoinviteyoutobeoutguest.

Onbehalfof…,Iamextendingtoyouourformalinvitationtovisit…

Ihavegreatpleasure,onbehalfof…toinviteyoutoattendthe…on…sponsoredby…heldin（place）on（date）/from…to…

Accepttheinvitation:

Iacceptwithmypleasureyourkindinvitation….

Iwouldlovetoattendyourparty.

Iwouldliketovisityou….

Iwouldbeverypleasedto….

Refusetheinvitation

Iwouldverymuchlovetotakepartinyourparty,but….

IamsorrythatIwillhaveanothermeetingonthatday,….

Itissopleasedtogetyourinvitation,whileIwillbeonbusinesstripduringthatperiod.

Sampleletters

Readthesamplesinthefollowingpartsandwriteyourownletterofthesametype.

1.Letterofinvitation

CommerceChamber

46WoodworthRoad

LondonEC35FG

April8,2004

HenryJones

51GrantAvenue

Toronto,Ont.Canada

M4C4C9

DearMrJones

WewouldliketoinviteyoutojoinusfortheannualsalesconferenceandinviteyoutogiveatalkattheconferenceonJune12th.Theconferencewillstartat9:

00am.

Morethan500companydirectorsareexpectedtoattend.

Wewouldbeverygratefulifyoucouldinformuswhetheryouwillbeavailableon

June12thandtellusthetopicofyourspeech.

Yourssincerely

HelenHenderson

HelenHenderson（Miss）theSecretary

Exercises1.4.1-1:

ThestudentsunionwillholdapartyonthisSaturdayat6:

00atthestudentsclub.WriteaninvitationlettertoyourEnglishTeacher.Thenexchangewithyourpartnertocheck.Afterthatwriteareplytoacceptorrefuse.

2.Complaint

Imustcomplainabout（that）…

Iamnotsatisfiedwith…

Ifeelsomethingshouldbedoneabout…

May4,2002

DearSir/Madam,

Furthertomytelephonecallthismorning,Iwouldliketowritetoyouforthetape-recorderIboughtlastmonthinyoushop.

Ijustuseditonlyforaweekwhenitbroke.Itookittoalocalrepairshop,theytoldusthatitwasfactorydefectandsuggestedthatItakeittoyourbranch

companyinourtown.Iwaitedformorethantwoweeks,andyourcompanydidnotsendareplacement.

Iwillbegratefulifyoucouldreplacethemachineformesoon.

Yoursfaithfully,

JamesChristopher

Exercises1.4.1-2:

Youboughtawalkmanatdutyfreeshopattheairport.Youfoundthemachinedoesnotworkwhenyougotbackhome.Writealettertocomplain.

3.Apology

Iamterriblysorry,but…

IamafraidI…

Imustapologizefor…

DearCustomer,

Iamwritingtoyoutoexplainthereasonsforthepoorservicewehavegivenoverthepastfewmonths.Iapologizefortheincompletedeliveryandnorepliestotheinquiries.Iamextremelysorryforalltheinconveniencecausedbyourpoorservices.

Themainreasonslieinourworkingprocedureshavenotkeptpacewiththeexpansionofourcompany.Firstofall,wedonothaveenoughstaffstodealwiththedeliveriesandinquiries;secondly,ourwarehouseisnotlargeenoughtostoreourgoods;thirdly,ourcomputersystemsarealsonotsomodernastosatisfytheneedofcompany’sexpansion.

Ipromisethatorderswillsurelybedeliveredpromptlyandcorrectly.Seetoitthatwehavealreadytakensomeactions.Nowwehavealreadyinvitedmorestaffs;andwehavealreadyrentawarehouseacquired;moreover,wehavealreadyinvestedenoughmoneytoimprovethecomputersystemstocopewiththepaceoftheexpansion.Accordingly,thepoorservicesasbeforewillnotappearanymore.

Yoursfaithfully,

Henry

Henry,themanager

Exercises1.4.1-3:

Writeareplytoshowtheapologyaboutthewalkmanmentionedabove,andgiveyoursolutionoftheproblem.

4.Information

Askingforinformation

Couldyoupleasetellmethat…

Couldyoupossibly…

Woulditbepossibleto…

Iwouldbegratefulifyouwould.….

Wouldyouminddoing…

Iwonderifyoucould…

Iamwritingtoyouinthehopeof…/toinquireabout…

Offeringinformation

Itismypleasureto….

Iwouldliketotellyou…

Wewouldliketoinformyouthat….

Thankyouforyourinquiryabout…

5.Suggestion

I’dliketosuggestthat…

MayIsuggestthat…

Perhapswecould…

Couldyouplease…

Sam