Chapter2

StructureandStylesofBusinessLetters

StructureofBusinessLetters

StylesofBusinessLettersEnvelopeAddressingExercises

PartOne

PartTwo

PartThree

PartFourContentsStructure1.letterhead 信頭

2.dateline 日期3.insidenameandaddress 封內名稱和地址4.salutation 稱呼5.bodyoftheletter 信文6.complimentaryclose 結尾敬語7.signature 簽名Abusinessletterusuallyincludes14parts:EssentialPartsStructure8.attentionline 具體(指明)收信人9.subjectline 事由/主題行10.referencenotation/number 案號11.Referenceinitials打字員姓名縮寫12.enclosure/attachment 附件13.carboncopynotation 抄送14.postscript 附言Abusinessletterusuallyincludes14parts:OptionalPartsIECletterheaddateReferencenumberInsideaddressattentionsalutationSubjectlineBodyComplimentaryclosesignatureenclosureCopynotationpostscriptStructureHeadingreferstothenameandaddressofthesender.Contents:Generally,aletterheadwillincludethecompanylogoortrademark,company'sname,address,postalcode,telephonenumber,faxnumberandemailaddress,andthewebaddressifavailable.Location:topAddressorder:smalltolargeroneLetterheadStructureLetterheadAUKaddress:

AirEnvironmentalMechanicalEquipmentLimited2076WestMainStreetDevon,EX140RAU.K.

CompanynameNumberstreetcityPostalcodecountryStructure英文地址的書寫應遵循從小到大的原則。樓Fl.4/號碼No.5/弄Alley15或巷Lane10或段Section4或街xxxStreet或xxxRoadCity/Province/CountryLetterhead地址中的標點符號需正確使用。當前的習慣做法是，行末一般不加標點符號，但行中間該加標點的地方，還是不應省略。門牌號碼與街道名稱之間不加標點，但是在城市與國家名稱之間必須用逗號分開。Page23StructureLetterhead寧波市慈溪進出口股份有限公司

地址：慈溪市寺山路269號郵編：315300

電話：+86-574-63891000

傳真：+86-574-63813763

E-mail:sale@Website:

ChinaNingboCixiImportandExportCorporation

Add:269SishanRoad,Cixi,Ningbo,Zhejiang,ChinaP.C.:315300

Tel:+86-574-63891000Fax:+86-574-63813763

E-mail:sale@Website:

StructurePurpose:tofacilitatefilingoftheletterandlinkitwithpreviouscorrespondenceLocation:belowthelastlineoftheletterheadForm:inshortformas“Ourref.:”forthesender’sreference;“Yourref.:”fortherecipient’sReferencenotation/numberStructureLocation:belowthelastlineoftheletterhead“Inbusinessletters,thedatelineisveryimportant.Youcandecidefromthedatelinewhetheranorderisfulfilled,acontractoranagreementisineffect,orabillispaid.”DateStructure2waysinwritingthedate:British(Day/Month/Year).American(Month/Day/Year)Forexample:17(th)March,2016(Englishway)March17(th),2016(Americanway)Date02/01/03Structure寫日期時務必注意以下各點：年份必須用阿拉伯數字寫全，不能用02代替2002。月份要用英文拼寫，可全拼也可采用標準的簡寫。May,June,July不能簡寫。日期可用基數詞(cardinalnumbers)也可用序數詞(ordinalnumbers))在年份前面必須用逗號隔開，但在月份和日期之間不能用逗號隔開。May20,2003寫信日期（Date）不能全部用數字表示，如5/4/2003，這樣寫容易引起誤解DateStructureContents:Receiver’snameorhis/herofficialtitle;Company’sname;Numberofthehouseandnameofthestreet;District,nameofthetownorcity;Stateorprovince,ZIPcode;Nameofcountry.Location:attheleftmarginInsidenameandaddressStructure致某公司：Messrs.LakeKane＆Co.，Ltd.66MartinsLaneLondonEC3V7BHInsidenameandaddress致公司中某職位：TheManagerEaglePressInc.66MartinsLaneLondonEC3V7BH致公司某人：Mrs.JuttaBrownEaglePressInc.66MartinsLaneLondonEC3V7BH

[?mes?z](usedasthepluralof'Mr'beforealistofnamesandbeforenamesofbusinesscompanies)StructureNOTE:由于不同國家書寫地址的習慣不同，收件人地址應按照對方公司信紙中的信頭書寫，切勿擅自更改。寫國際地址時，不要忘記在最后一行寫上國家名.InsidenameandaddressStructureIftheletterisurgent,andthewriterwishesanorganizationtodirectittoaparticularmember,theattentionlineisused.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.Position:betweentheinsideaddressandsalutationAttentionlineStructureUsenormal,capsorunderlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager

FortheattentionofMarketingManager

AttentionMr.LawrenceWagnerAttentionlineStructureLocation:twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused);Itistypedflushwithleftmargin(blockedandmodifiedblock)Punctuation:ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnoneSalutatione.g.DearAndy,DearMrs.BreedloveLadiesandGentlemen:StructureSalutationFirstnameGivennameMiddlenamefamilynamesurnamelastnameEnglishnameStructureItsformdependsuponthewriter’srelationshipwiththereceiver.DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)SalutationStructureItsformdependsuponthewriter’srelationshipwiththereceiver.DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)SalutationPage24StructurePurpose:abriefphrasetodescribethecontentofaletter;helpidentifythesubjectoftheletter——letthereceiverknowtheexactbasiccontentquickly.Type:oftenunderlinedortypedincapitals.Position:2linesbelowthe“salutation”Form:writingdirectly,adding“subject”or“Re:”SubjectlineStructuree.g.ProposedDelayoftheDeliverySubject:ProposeddelayofthedeliveryRe:ProposeddelayofthedeliverySALECONTRACTNO.234（capitalized）SubjectlineStructureThisisthemostimportantpartofaletterinwhichthewriterconveyrealinformation.Position:beginswithoneortwolinesunderthesalutation.Format:Mostbusinesslettersaresingle-spacedwithdoublelinespacingbetweenparagraphs.(每一段內采用單倍行距，段與段之間采用雙倍行距)Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.BodyStructureBeforeyouwrite,considerthefollowing2points:WhatisthepurposetowritethisletterHowtopresenttheletterinthebestwayContent:thebodyofabusinesslettertypicallyhas3paragraphsTheopeningparagraphistogiveanintroductionoftheletter;Themiddleparagraphistodiscussthedetailsofthetransaction;Theclosingparagraphistoendtheletterinawayofsummation,furtherrequestorsuggestion.BodyStructurePurpose:tobringthelettertoanendinapolitewayPosition:twolinesunderthe“body”,anditmaybewrittenattheleftsideofthislineorattherightsideofthisline.Form:Capitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.ComplimentaryCloseStructureComplimentaryCloseStyleSalutationComplimentaryClosesVeryFormalMydearSir/Madam,Respectfully/Respectfullyyours,FormalDearSir/Madam,Gentlemen/Sirs,Yourstruly,Yoursfaithfully,(Britishusage)LessFormalDearMr./Mrs.Satterby,Sincerelyyours,(Americanusage)Personal(Implyingpersonalrelation.)DearMr./Mrs.Grimshaw,DearJohn,Cordially,Bestregards,(Britishusage)StructurePurpose:Legalconfirmationwithastyleandcourtesy.Content:consistof4linesCompanynameManualsignature(手寫簽名)Typedname（打印簽名）JobtitlePosition:threeblanklinesbeleftabovethetypednameoftheauthorSignaturePage26StructureSignatureELECTRONICSLTD.

HaroldJones

HaroldJonesmanagerCompanynameManualsignatureTypednameJobtitleStructureIECPage26IEC:(initials,enclosuresandcarboncopiesblock)縮寫名，附件及分送標志部分Structuree.g.Enclosure:SaleAccountEnc.(4)Enclosure(2):Packinglist

裝箱單CommodityInspectionCertificate

商品檢驗證明書EnclosurePage26StructureIECJAL:mmeEncl:2Cc:Mr.J.CooperStructureApostscriptisanadd-ontoaletterthatgoesaftertheIEC.PostscriptProsandConsAddingapostscripttoabusinessletterisawaytohighlightorreinforceanimportantpoint,ortoaddanadditionaldetail.Thelogicisthatyoucanhighlightafinalmajorsellingpointorbenefitinyourcorrespondencebyaddingittoaseparateline.Forexample,youmightsay,"P.S.OursolutionistheonlyonerecognizedbyXYZPublicationasagreensolutioninourindustry."postscriptStructurePostscriptProsandConsAnineffectiveP.S.lineprojectstheimpressionthatyoudidn'torganizeyourthoughts.Ifthepostscriptisamereafterthoughtandnotacompellingmessage,itmakesmoresensetoworkitintothebodyoftheletter.Saying,"P.S.Incaseyoudidn'tknow,wedooffercomponentsfortheZ81model,"soundslikeadisconnectedadd-on.postscriptPage26Exercises 1._________ 2.__________3.__________4.__________5._________6.__________

7.__________8.__________

9.__________

10.__________11.__________12.__________StyleBlockstyleModifiedblockstyleSimplifiedstyleIndentedstyle4majorbusinessletterstyles齊頭式改良齊頭式簡化式縮進式Page27StyleStyleMixedpunctuation:acolonafterthesalutationandacommaafterthecomplimentarycloseOpenpunctuation:nocolonafterthesalutationandnocommaafterthecomplimentaryclosePunctuationPage31Sender’sAddressStampReceiver’saddressRemarksEnvelopeaddressingPage32EnvelopeaddressingBlockformPage32OverTradingCo.153MarketStreetLondon,E.C.3

ChinaNationalChemicalsImp.&Exp.CorporationErLiGou,Xijiao

Beijing,ChinaConfidentialstampEnvelopeaddressingRemarks:附注Page321.Private 私人信

2.Confidential

機密信3.Registered