Chapter One Structure and Style of Business Letters

Review Let’s review what we learnt last time together!

Learning Objectives 学习目标 By learning this chapter you will be able to: Understand some knowledge about writing a business letter ； Know how to arrange the composed parts of a business letter ； Know how to address an envelope and the common styles of layout. Learning Objectives 学习目标

Warming-up Questions Q1: Name the ways of communication you know Q2: What are the functions of a business letter?

Ways of communication Telephone Fax Letter Telegram Telex Return

Answer to Question 2 2. The function of a business letter are to ask for or to convey information; to make of accept an offer; to deal with matters concerning negotiation of business; to remind the reader of the sender’s existence

General Introduction The business letter is a vital component part in business activities. For its special business objectives we exchange in letter, the information, which is usually treated as an evidence of business action. In this way writing a business letter is very important in the business world.

If a businessman is unable to write an effective business letter ， it is very difficult for him to represent himself positively, which may cause some problems in doing business. So writing good business letters can carry out business routine efficiently. This chapter is intended to develop skill in writing such good business letters. continued

Clearness Correctness Concreteness Essentials of Business Letter-writing Essentials of Business Letter-writing Conciseness

As for choice of layout,it is better to follow established practice, to which the business world has become accustomed. A good plan to make correct practice habitual is to adopt one form of layout and to stick to it. As for choice of layout,it is better to follow established practice, to which the business world has become accustomed. A good plan to make correct practice habitual is to adopt one form of layout and to stick to it. Layout of Business Letters

Format of a Business Letter 一 缩行式 (Indented format) 封内地址和其他需要 分行的地方的后一行, 都比前一行缩进二格 或三格。 信的正文, 每一段的开 始一行都缩进若干格。

二 平头式 (Block format) 每一行都是从左边开始 取齐, 成一垂直线。

三 混合式 (Semi-blocked format) 前两种格式的混合体。 信的正文部分采用 平头式，作者的地 址、日期、结尾敬 语及签名采用缩行 式。

Parts of a Business Letter 信件组成部分 Essential Parts 必要部分 1. The letterhead 信头 2. The date line 日期 3. The inside name and address 收信人名称地址 4. The salutation 称呼 5. The body of the letter 信文 6. The complimentary close 结尾敬语 7. The signature 落款

Optional Parts 附加部分 8. The attention line 具体收信人 9. The subject line 事由 10. The reference notation 案号 11. The enclosure 附件 12. The carbon copy notation 抄送 13. The postscript 附言

组成部分分项示 例 China National Light Industrial Products Import & Export Corporation 82 Tian An Men Street Beijing, China Tel: Fax: Letterhead

2. Your ref: LGB/wm Our ref: ALM/ps Date: 15th November, Your ref: LGB/wm Our ref: ALM/ps Date: 15th November, 20- -

3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England 8.Attention: Import Dept. 4.Dear Sirs, 9.Aquatic Products 收信人名称和地 址 具体收信人 称呼 事由 3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3 8.Attention: Import Dept. 4.Dear Sirs, 收信人名称和地 址 具体收信人 称呼 事由

5. We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6.Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp.&Exp.Corp Sig. _______________ (Manager) 结尾敬语 信文 落款

10. QS/AN 11. Enclosures 12. cc our Shanghai Branch Office 13.P.S. We require payment by L/C for a total value not exceeding USD50,000. 案号 附件 抄送 附言

Letterhead Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and address, and the web site if available.

Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate.

名称、地址 A UK address: Universal Textile Equipment Limited 2076 West Main Street Devon, EX14 0RA U.K. 公司名称 门牌号 街道 城市 邮编 国家

中文名称、地址举例 常州纺织服装职业技术学院 中国江苏武进隔湖中路五号 单位名称 地址由大到 小

日期写法注意事项 “ 月份 ” 最好用文字，如： 1.2nd May, May, May 20-- (Comma can be omitted) 4.September 21st, September 21,20-- 避免月份用数字，如 11/12/20--

称呼 位置： 必须齐头 写法： 对男士（正规）： Dear Sir, 或 Dear Sirs, 或 Gentlemen: 对女士（正规）： Dear Madam, 或 Dear Mesdames, 对关系密切的商业伙伴： Dear Jack, 词首字母全大写，用 逗号或不用标点符号 Gentlemen 后 用冒号

Yours faithfully, (Faithfully yours,) Yours sincerely, (Yours very sincerely,) Yours truly,( Very Truly Yours,) Capitalize only the first word in the Complimentary close, and follow all phrases with a comma. Complimentary Close

称呼与结尾敬语的对应关系

Company ’ s name Your signature typed signature (job title) ELECTRONICS LTD. Harold Jones manager Signature

Calls for accuracy, legibility and good appearance. The envelope paper used should be the same in quality for letter and memo sheets. Letterheads and envelope should be imprinted with the same address and logo. The address on the envelope and the inside address on the letter should be in the same style. No punctuation is used except for abbr. Envelope Addressing

Addressing the Envelope

Envelope Addressing stamp Joseph Pender The Four Star Company 112 W. Sunset Boulevard Hollywood, CA U.S.A. Mr. Wang Hui China National ABC Corp. No. 1, Bai Xia Road Nanjing, China 航 空 BY AIR MAIL BY AIR MAIL PAR AVION PAR AVION

In this chapter, we’ve learned some knowledge about writing a business letter. Then we know how to arrange the composed parts of a business letter. And we also know how to address an envelope and the common styles of layout.

Homework a.Finish the exercisesFinish the exercises on page … b. Writing practice