商务函电 Chapter 2 - Contents and Writing Style

2020/1/281Chapter2ComponentsofaBusinessLetter2020/1/282ComponentsofaBusinessLetterElectronicsLtd.3StockbridgeRoadLiverpoolLP520MTel.:087564789076Fax:[phone]Website::2569April13,2004FuijiCompany153Ginza-ChomeTokyo,JapanAttention:SalesManagerDearSirs,Re:PortableColourTVSetsWehaveseenyouradvertisementinthe“ElectricFrontier”andarequiteinterestedinyourportablecolourtelevisionset.EnclosedisourInquiryNoteNo.2368.PleasequoteusthelowestpriceC.I.F.Liverpool,statingtheearliestdateofshipment.Welookforwardtoyourearlyreply.Verytrulyyours,ELECTRONICSLTD.HaroldJonesHaroldJonesManagerEncl.InquiryNotecc:Mr.J.L.Smith,NewYork1.letterHead信头2.Ref.No.参考号3.Date日期4.InsideAddress封内地址5.AttentionLine经办人6.Salutation称呼7.Subject事由8.Body正文9.ComplimentaryClose结尾敬语10.Signature签名11.Enclosure附件12.CarbonCopy抄送2020/1/2832020/1/2842020/1/285TheComponentsofaBusinessLetter•TheEssentialParts:1.Theletterhead&date信头&日期2.Insidenameandaddress收信人名称地址3.Thesalutation称呼4.Thebodyoftheletter正文5.Thecomplimentaryclose结尾敬语6.Thesignature落款TheOptionalParts:7.Thereferenceline参考号8.Theattentionline经办人9.Thesubjectheading事由10.Theenclosure附件11.TheC.C.line抄送12.Theidentificationinitials识别记号13.TheN.B.andP.S.notations附言2020/1/2861)Letterhead&DateContent:thecompany’sname,address,postcode,telephonenumber,faxnumber,emailaddress,website,theaddressesofbranches,alogoofthecompanyPosition:inthecenterorontheleft/rightmarginatthetopofthepaperComponentsofaBusinessLetter1.TheEssentialParts2020/1/287ComponentsofaBusinessLetter1.TheEssentialPartsDateFormsofExpression:1.B.E-day/month/yearE.g.12thOctober,2006or12October,20062.A.E-month/day/yearE.g.October12,2006避免月份用数字，如12/10/20062020/1/2882)InsidenameandAddressDetails:nameofthepersonaddressed;titleofthepersonaddressed;nameoforganization;streetnumberandname;city;state/province;postalcode;countryofdestination.Position:attheleft-handmarginatleasttwolinesbelowthedateE.g.Dr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.ComponentsofaBusinessLetter1.TheEssentialParts2020/1/2893)TheSalutationTypicalways:①Traditionalsalutationis“Dear”followedbythereader’stitleandlastname:DearMr.Henry,DearProfessorJohnson,DearDr.White②Ifunsuretowhomyoushouldaddressaletter,youshouldusethefollowingsalutations:DearSir,DearMadam,DearSirorMadam,DearTechnicalDirector,DearPurchasingAgent③Whenaddressingagroupofpeople,useoneofthefollowingsalutations:LadiesandGentlemen:DearSirsorMadams,Gentlemen:／DearSirs,(ifallthereadersaremale)Ladies:／DearMadams,(ifallthereadersarefemale)ComponentsofaBusinessLetter1.TheEssentialParts2020/1/28103)TheSalutationPosition:theleftmarginandtwo-fourlinesbelowtheinsideaddressSalutationsinbusinesslettersareusuallyfollowedbyacolonoracomma.ComponentsofaBusinessLetter1.TheEssentialParts2020/1/28114)BodyofaletterBeforeyoubegintowrite,youmustfirstofallconsiderthefollowingtwopoints:A.Whatisyouraiminwritingthisletter?B.Whatisthebestwaytogoaboutit?Thebodyofabusinesslettertypicallyhasthreeparagraphs:I.IntroductoryparagraphII.MiddleparagraphsIII.ConcludingparagraphComponentsofaBusinessLetter1.TheEssentialParts2020/1/2812ComponentsofaBusinessLetter1.TheEssentialParts5)ComplimentaryCloseAbasicrule:matchthesalutationDifferentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresserandtheaddressee:□Formal□LessFormalCapitalizeonlythefirstwordinthecomplimentaryclose,andfollowallphraseswithacomma.2020/1/2813ComponentsofaBusinessLetter1.TheEssentialParts□FormalDearSir(s),Gentlemen:,DearMadam,DearMesdames,Yourstruly／faithfully／respectfully;Truly／Faithfully／Respectfullyyours,Yoursverytruly,□LessFormal─usedbetweenpersonsknowntoeachotherDearMr.Henry,(:)DearJohn,Yourssincerely,Sincerelyyours,Bestregards,Yourscordially,2020/1/28146)TheSignatureAlwayssignyourletterbyhand.Thetypewrittensignatureandthetitlearetypedbelowthehandwritingsignature.E.g.1E.g.2Yourssincerely,(Yoursignature)MissXiaoyingLiPurchasingManagerComponentsofaBusinessLetter1.TheEssentialParts2020/1/2815ComponentsofaBusinessLetter1.TheEssentialPartsE.g.3Yourssincerely,(P.P.／PerPro.／For/By)THEINTERNATIONALTRADECO.(signed)CharlesSmithManagingDirector(Thenameofthecompanyincapitals)(Typethenameofthesigner)(Thepositionofthesigner)2020/1/28161)ReferenceFunction:forfilePosition:belowtheletterheadYourref.／Ourref.Structure:afilenumber,departmentalcode,theinitialsofthesignerorthetypistComponentsofaBusinessLetter2.TheOptionalParts2020/1/28172)AttentionLineDetail:Attention:/Attentionof/Fortheattentionof/AttentionPosition:followstheinsideaddressE.g.RichardThomas&BaldwinsLtd.,151GowerStreetLondon,SC76DY,EnglandAttention:Mr.CaveorAttentionofPurchasingManagerComponentsofaBusinessLetter2.TheOptionalParts2020/1/28183)SubjectLinePosition:attheleftmarginorinthecenter，twoline-spacingbelowthesalutationMeaning:tellswhattheletterisabout4basicexpression:Subject:/Re:/‥‥/SUBJECT:E.g.RE:BASICPRINCIPLESFORCOMMUNICATIONSubject:ReplacementofOrderNo.0065LATEDELIVERYUNDERCONTRACTCT1096ComponentsofaBusinessLetter2.TheOptionalP