英语商业信函的写作格式

2020/2/13Chapter5StructureandStyleofBusinessLettersRichard2020/2/13StandardPartsofBusinessLetters1.Letterhead2.DateLine3.InsideAddress4.Salutation5.Body6.ComplimentaryClose7.Signature2020/2/13LetterheadAbusinessletterisusuallytypedonprintedletterheadpaperdisplayingthename,address,faxandtelephonenumberoftheorganizationsendingtheletter.Itisusedonlyforthefirstpageofaletter.2020/2/13SampleLetterheadJohnMorris&Co.O’SullivanBuildingBaltimore,Maryland10026USA2020/2/13Pair-work:writeyourpermanentaddressanddictateitwithyourpartnerThedictatorshouldrepeatnumbers,namessoastoconfirmthem.Writethemintherightformat.Abbreviationcanbeused.2020/2/13DateLineThedateistypedafewlinesbelowthelastlineoftheletterhead.Theformatofthedatelinediffersfromcountrytocountry.ThecommonformatsaretypicalAmericanone(Month/Day/Year)andBritishone(Day/Month/Year).Asthedatelineisavitalpartofabusinessletter,themonthwritteninfullispreferredbecausefiguresmaycreateconfusion.2020/2/13SampleDateLine-Datelineconsistsofthedate,month,year.-Twowidelyacceptedstyles:June12,2005or20July,2004-Donotuseonlyfigures,i.e.12/6/94,becausenotallEnglish-speakingpeopleagreeontheorderofthedate-Placethedateontheleftmarginaligningwithinsideaddress(block)orwithletterhead(modified)2020/2/13Rewritethefollowingdatelineforstandardbusinessletters6/5/9910-9-988June2004Oct.28,99jan.13.20052020/2/13InsideAddressTheaddressoftheorganizationreceivingtheletteristypedsingle-spacedattheleftmargin.Thenumberoflinesleftblankbetweenthedatelineandtheaddressdependsonthesizeofthebodyoftheletter,thesizeoftypeused,andthelengthoftheprintedlines.Theaddressistypedasitwillappearontheenvelope.2020/2/13SampleInsideAddressDr.DavidBrownExecutiveVicePresidentSunnyStock,Inc.SaltLakeCity,UT75087U.S.A.2020/2/13Arrangethefollowinginformationintoletterheadorinsideaddress:•U.S.A./FordMotorCompany/Dearborn,Michigan48120/PRDepartment/13350RotundaDrive•China/Beijing100021/BeijingMetal/President/LinFang/Eastlane/234•Canada/Queen’srd/No.620-B/Montreal/TopGlasswareGroup/ImportDept.2020/2/13SalutationFormostletterstylesplacethelettergreetingorsalutation,twolinesbelowthelastlineoftheinsideaddressortheattentionline(ifused).Iftheletterisaddressedtoanindividual,usethatperson’scourtesytitleandlastname(DearMr.Lanbam).Evenifyouareonafirst-namebasis(DearLeslie),besuretoaddacolon(oracommanotasemicolon)afterthesalutation.Useanindividual’sfullname(DearLeslieLanbam)onlywhengenderisunknown.2020/2/13SampleSalutationItistypedflushwithleftmargin(blockedandmodifiedblock)ItisfollowedbyacommaoracolonItcanomitanypunctuation,ifsothecomplimentaryneedsnone.DearAndyDearMrs.Breedlove,LadiesandGentlemen:2020/2/13MoreExampleofSalutation(1)DearSir/DearSirs/Gentlemen/Ladies:(totheunknownandveryformal)DearMr./Mrs/Miss/MsJohnson:(onlysurname,semiformal)DearMessrs/Mmes.Johnson:(2ormoreMen/womenwiththesamesurname.)2020/2/13MoreExampleofSalutation(2)DearDr.Woods:(professionaltitleused)DearCustomer:(toagroupofthesamestatus)DearPurchasingAgent:(theunknown’sprofessionaltitle)DearKim:(firstname,veryinformal)2020/2/13Whatsalutationwouldyouusetoaddressaletterto:a.Acompany(anewclient)b.DavidJ.Lee(businessmanwithdoctorate)c.CandyLester(unknownmaritalstatus)d.Amarketingmanagere.Mr.BranJackson&Mr.KevinJacksonf.Mr.FroyLongman&Mrs.JaneLongmang.Personswhoareapplyingforajobvacancy2020/2/13BodyThisistheactualmessageofyourletter.Mostbusinesslettersandmemorandumsaresingle-spacedwithdoublelinespacingbetweenparagraphs.Veryshortmessagesmaybedouble-spacedwithindentedparagraphs.2020/2/13TheBodyofLetterGivethereasonofwritingtheletterinthefirstparagraph.Givenumbersorbulletsforparagraphswhichcontainimportantinformation.Inclosingparagraph,showyourhopeorpromiseoffutureactionorcontact.2020/2/13ComplimentaryCloseTypedtwolinesbelowthelastlineoftheletter,thecomplimentaryclosemaybeformalorinformal.2020/2/13SampleComplimentaryClosePlaceit2linesbelowlastlineoflastparagraph.Inblockformat,flushwithleftmarginInmodifiedblock,alignwiththedate.Formalityoftheclosingshouldbeinagreementwithsalutationsuchas“DearSir”“Gentlemen”Formal:Yoursfaithfully,Yourstruly,Faithfullyyours,Semiformal:Sincerelyyours,Yourssincerely,Cordiallyyours,Informal:Sincerely,Bestregards,2020/2/13Whatcomplimentaryclosewouldyouusetothesalutations:LadiesandGentlemen:DearSirsDearMr.LorganDearTom,2020/2/13Signaturepersonal2020/2/13TheSignatureandprintednameTheremustbesignaturetoshowapprovalofthecontentoftheletterTypefullnameandtitle4-5linesbelowcomplimentaryclose.Signyournameinthetriplespacebetweenthetwo.Yourssincerely,(yoursignature)ZhaoHuiPersonnelDirector2020/2/13Block-styleletterformatxxxx(letterhead)June3,2005(dateline)xxxx(insideaddress)Dearxx,(salutation)Wereceivedyourxxxx(body)Yourssincerely(complimentaryclose)XX(signature)Joe(printedname)2020/2/13Modified-styleformatxxxdatexxxDearxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxYourssincerelySignaturePrintedname2020/2/13SpecializedPartsofBusinessLetters(1)AttentionLine(2)SubjectLine(3)ReferenceInitials(4)Author,TitleandDepartment(5)EnclosureNot