Structure-and-Styles-of-Business-Letters

2019/10/14Chapter2StructureandStylesofBusinessLettersContentsSIBC2013StructureandPlacement1Styles22019/10/14LetterStructuresandPlacement1.Letterhead2.Date3.InsideAddress4.AttentionLine5.Salutation6.SubjectLine7.Body8.ComplimentaryClose9.Signature10.ReferenceInitials11.Enclosure12.CopyNotation2019/10/14Letterhead信头ThenameofthefirmAddressandpostalcodesTelephonenumberFaxnumberInternetaddress,EmailaddressTelegraphicandtelexaddressAtrademarkorabriefslogan,etc2019/10/14SampleLetterheadJohnMorris&Co.O’SullivanBuildingBaltimore,Maryland10026USATel:410-455-820Fax:[phone]:0411-8660811Fax:[e-mail]2019/10/14For2ndandsuccessivepages:receiver’sname,date,andpagenumberMr.RoseJanuary16,2010,Page2Mr.RoseJanuary16,2010Page22019/10/14-Page2-WorldTravelLimitedJanuary16,2011WorldTravelLimited-2-January16,2011WorldTravelLimited-2-January16,20102019/10/14Date日期Thedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatelinediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).Asthedateisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.2019/10/14SampleDateLineDateconsistsofthedate,month,year.Twowidelyacceptedstyles:June12,2006or20July,2006Donotuseonlyfigures,i.e.12/6/06,becausenotallEnglish-speakingpeopleagreeontheorderofthedate.2019/10/14Rewritethefollowingdateforstandardbusinessletters6/5/0610-9-068June2006Oct.28,06jan.13.20062019/10/14InsideAddress信内地址Theaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftypeused,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.2019/10/14SampleInsideAddressDr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.2019/10/14Arrangethefollowinginformationintoinsideaddress:U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartment/13350RotundaDriveChina/Beijing100021/BeijingMetal/President/LinFang/Eastlane/2342019/10/14Attentionline指明收信人Anattentionlineallowsyoutosendyourmessageofficiallytoanorganizationbuttodirectittoaspecificindividual,officer,ordepartment.However,ifyouknowanindividual’scompletename,itisalwaysbettertouseitasthefirstlineoftheinsideaddressandavoidanattentionline.2019/10/14SampleAttentionlineAcolonordashmayormaynotfollowtheword“attention”.e.g.ATTENTION:SALESMANAGERAttention—MarketingDirectorAttentionofAdvertisingManager2019/10/14Salutation称呼Formostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Evenifyouareonafirst-namebasis(DearLeslie),besuretoaddacolon(oracommanotasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.2019/10/14SampleSalutationItistypedflushwithleftmargin(blockedandmodifiedblock)ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnone.DearAndyDearMrs.Breedlove,LadiesandGentlemen:2019/10/14MoreExampleofSalutation(1)DearSir/DearSirs/Gentlemen/Ladies:(withoutspecificreference,veryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs.Johnson:(2ormoremen/beforepartnershiporcompany,e.g.Messrs.JamesSmith&Co.,Ltd.)DearMmes.Johnson:(2ormorewomenwiththesamesurname.)2019/10/14MoreExampleofSalutation(2)DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)2019/10/14Whatsalutationwouldyouusetoaddressaletterto:a.Acompany(anewclient)b.DavidJ.Lee(businessmanwithdoctorate)c.CandyLester(unknownmaritalstatus)d.Amarketingmanagere.Mr.BranJackson&Mr.KevinJacksonf.Mr.FroyLongman&Mrs.JaneLongmang.Personswhoareapplyingforajobvacancy2019/10/14Subjectline事由/主题行Asubjectlinehelpsidentifythesubjectoftheletter.Althoughexpertssuggestplacingthesubjectlinetwolinesbelowthesalutation,manybusinessesactuallyplaceItabovethesalutation.Byalertingyourreadertothecontentofyourmessage,youenablehimtodecidewhethertheletterrequiresimmediateattention.Itisoftenunderlinedortypedincapitals.2019/10/14SampleSubjectlineUnderlined:SalesContractno.234Capitalized:SALESCONTRACTNO.234Re:LateDeliveryofOrder123Subject:OrderNo.1232forTea-sets2019/10/14Body正文Thisistheactualmessageofyourletter.Mostbusinesslettersandmemorandumsaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.2019/10/14TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.2019/10/14ComplimentaryClose结尾敬辞Typedtwolinesbelowthelastlineofthelett