职场英语写作--Chapter 2 商务信函的结构与格式(附 业务关系的确立) (1)

2020/2/181ProfessionalEnglishWriting《职场英语写作》Lecture2StructureofaBusinessLetterEstablishmentofBusinessRelationsbyLiXiangqiFacultyofEnglishEducation2020/2/182StructureandStylesofBizLettersInthislectureyouwilllearnhowto:--usevariouskindsoflayoutofbizletters--followformatconventions--identifytheorganizationalelementsofabusinessletter--recognizeandusetheformconditionofbusinessletters--writeeffectivelyeachpartofbusinesslettersandaddressenvelopes--Developbizrelations2020/2/183FormatofaBusinessLetterTheThreePartsofaBizLetter1.Letterhead(信头）2.letterbody(正文）3.Close(结尾)2020/2/184ElementsofaBusinessLetterEssentialParts：Letterhead信头:包括发信人公司的名称、地址、传真、电传号码、因特网地址、邮箱地址、公司logo等。DateLine发信日期InsideAddress封内地址(收信人地址)Salutation对收信人的尊称Body正文Complimentary结尾敬语Signature签名2020/2/185ElementsofaBusinessLetterAdditionalParts：AttentionLine指定收信人SubjectandReferenceLines事由OrganizationName公司名称Author,TitleandDepartment撰稿者印刷体姓名ReferenceInitials主办人代号（便于考查信函的主稿人和打字人）EnclosureNotation附件注明CopyNotation复本抄送（CCtoMr.Li或CCUniTradingCo.,Ltd.)2020/2/186LetterheadSystemsA/SCorporationTel:[phone]Fax:[phone]WebSite:@mslang.comDatelineMarch23,2004InsideAddressMr.Jame收信人姓名DirectorofPersonnel收信人职位、头衔WindsorMilsInc.单位名称212MagnoliaAvenue门牌号码、街道名称Spartanburg,SouthCarolina29301城市、州、邮编TheUnitedStatesofAmerica国家AttentionLineAttention:Mr.Li(指定收信人或某个部门）SalutationDearMr.JameSubjectLineRe/Subject:ClaimNo.MA-457972信文的主旨Body----------------------------------------------------------------------------------------------------------------------------------------ComplimentaryCloseCordially,OrganizationNameSystemsA/SCorporationSignatureAuthor,TitleJoeGrossmanDepartmentSalesManagerReferenceInitialsXYW:SHEnclosureNotationEncl.CopyNotationCCtoMr.Zhang2020/2/187ASampleMakecorrectionsintheformatofthefollowingbusinessletter.2020/2/188RockyMountainHighCountryRealtyMileHighBuildingOneDenverPlazaDenver,Colorado80200Sept.28,2010Pueblo,CO810022009WestProspectStreetMs.KimJameston,AttorneyDearMs.Jameston:WeappreciateyourApril23letterconcerningthefailureofoneofoursalesrepresentativestoinformyourclientofthepossiblezoningoftheBlakeproperty.Pleaseacceptmysincereapologyfornothavingcorrespondedwithyousooner.Thesales..............ROCKYMOUNTAINHIGHCOUNTRYREALTYCordially,ResidentialPropertySalesManager,JoeCrossmanMs.KimJameston,Attorney2009WestProspectStreetPueblo,CO81002Cordially,JoeCrossmanSalesManagerResidentialProperty2020/2/189March10,2010ProfessorFanHongForeignLanguagesDepartmentSunYat-senUniversityGuangdong,510275DearProf.FAN,IamveryinterestedinBusinessEnglishandwishtolearnmorefromyourlectures.ThisweekIamgoingtowritealettertoIBMcompanyrequestinginformationabouttheavailabilityofaproduct.Couldyoupleasesendmesomeinformationontheformatsofthebusinessletter?Iwouldbeverygratefulforyourkindhelpandearlyreply.Sincerelyyours,(Signature)LiPing2020/2/1810LetterHeading(信头)写信人地址Addresser’sAddress日期Date收信人地址Receiver’sAddress称呼Salutation标题/事由Subject/Re2020/2/1811在商务书信中，信头所占版面不超过书信页面的三分之一。商务书信的信头一般包括发信人地址、发信日期、收信人地址和姓名、称呼以及事由。2020/2/1812发信日期的书写模式：1.“29Feb.,2012”(日-月-年)2.“Feb.12,2012”（月-日-年）。日期可以打印在左边空白处。日期与抬头或发信人地址之间应空两行。2020/2/1813收信人地址的标准排序方式：A.收信人名称、职位B.所在部门及公司名称C.公司所在的街道号码及街道名D.所在城市、州或省名称及邮政编码E.所在国名称2020/2/1814AddressoftheRecipientoftheLetterMr.RichardYoung，Director——姓名CresswellInc.——头衔、公司名称400FortuneStreet——街道号码及名称PhoenixArizona82044——城市名、州名、邮编U.S.A——国家名ProfessorFanHongForeignLanguagesDepartmentSunYat-senUniversityGuangdong,510275People‘sRepublicofChinaParAvionStamp2020/2/1815称谓（Waystosolute）:DearMr./Mrs./Miss/Ms.WangDearSir或DearMadamDearSirorMadamDearSirs称呼从左边空白处写起，在收信人地址下面空两行。2020/2/1816事由（Subject/Re）:写明事由可以使收信人对信件或传真的内容一目了然。事由位于称呼之下，与称呼相隔一行。可以居中、居左、缩格。2020/2/1817信文(LetterBody)在全齐头式（full-blocked）书信，每个段落都从左边空白处开始书写，在“事由”下面空一行。段落内采用单行行距，段落之间采用双行行距。2020/2/1818信尾Close结尾或信尾（Close）结尾敬辞（Complimentaryclose）信末签名（Signature(oftheaddresser)打印名字和头衔（Printednameandtitleoftheaddresser)2020/2/1819信尾Close口述者/打字员姓名缩写Initialsofdictatorandtypist)附件Enclosure抄送Carboncopy(cc:ChanWaiMing)附笔/附言Postscript(附笔的主要用途是引起收信人的注意。因此，推销信函中有时也加上附笔，给广告宣传增加一点较亲切的感觉)*最后四项不是每封信所必需的部分，是根据实际需要而增加的部分。2020/2/1820ComplimentaryClose客套结束语亲密式：Cordially,Cordiallyyours,Intimatelyyours,普通式：Sincerely,Sincerelyyours,Yourssincerely,Verysincerelyyours,正式：Yourstruly,Yoursfaithfully,Verytrulyyours,Yoursverytruly,Faithfullyyours,最正式：Respectfully,Respectfullyyours,Yoursrespectfully,Veryrespectfully,2020/2/1821商业书信的五种格式全齐头式(Full-blocked)齐头式(Blocked)半齐头式(Semi-blocked)方齐头式(Square-blocked)简化式(Simplified)2020/2/1822BusinessEnglishWritingEstablishingBusinessRelations建立贸易关系InquiriesandRequests日常询盘Replies回复函DecliningaCounteroffer拒绝还盘Orders定单ComplaintsandClaims投诉与索赔AdjustmentstoClaimLetters索赔复函UrgingEstablishmentofLetterofCredit催证InvitationsandThank-youLetters邀请函与感谢信NotesandAnnouncements便条与通知LettersofApplication申请信Resume简历RecommendationLetters推荐信2020/2/1823WhyEstablishmentofBizRelations?Norelationswithpotentialcustomers,nobusinessforacompany.Toenlargeacompany’sbusinessscopeandturnover.