Unit2商务书信格式.ppt

Unit2LayoutofBusinessLetters 信封 TheLayout I TheMainPartsoftheBusinessLetter1 theletterhead信头2 theinsidenameandaddress收信人姓名和地址3 thesalutation称呼4 thebodyoftheletter正文5 thecomplimentaryclose信尾客套话6 thesignature签名 1 TheLetterhead信头 tellingthereaderthenameofthefirmandoftenwhatitmakesorsells1 1Theletterheadcontainsthefollowing TheaddressofthesenderThedateTheaddressofthereaderThenameofthereaderThesalutation称呼Thesubject事由 Generallyspeaking thestationeryofthecompaniesusuallycontains ThenameofthecompanyTheaddressofthecompanyThetelephonenumber faxnumber e mailaddress etc ofthecompanyTheemblemofthecompany sometimes Companiesusetheirstationery 信纸 forthefollowingadvantages togivethecustomeragoodimpressiontosavesecretaries timetohaveaconsistentlook1 2Placeoftheletterhead Theletterheadisusuallycenteredatthetop Sometimesthenameofthefirmisprintedinthemiddleandotherinformationisgivenontheleftandrightsidesunderthename Ifyouarewritingonapieceofplainblankpaperwithoutprintedletterhead youshouldtypetheletterheadontherightcornerofthepaperadoublespaceoverthedateline 1 3Thedate Neveromitthedatelinebecauseitplaysaroleofevidenceofanarrangementorcontractincaseofdispute 争论 incourtsoflaw Ususallytypethedateonthelefthandsideadoublespace 空两行 belowthelastlineoftheletterhead Typethedateinfullandinoneofthefollowingforms date month year month date year12June1998 June12 1998 2 Theinsidenameandaddress收信人姓名和地址 Givingthefullname thetitle thefullnameofthecompanyandtheaddressofthereaderTheinsidenameandaddressnormallyrequirethreeorfourtypewrittenlines Alwayswriteboththenamesofthepersonandthecompanytowhomtheletteriswrittenproperly Placetheinsidenameandaddressflushwiththeleftmarginatleasttwolinesbelowthedateline Thestyleshouldbegovernedbythestyleoftheletterhead Thelogicalorderoftheaddressisasfollows DonotOmitcountrywhentheletteriswrittentosomeoneinanothercountry Whenyouknowthenameofthepersontowhomyouarewriting youshoulduseitwithhisorhertitleinsteadof theManager Thewaysinwhichtitlesarewrittenareasfollows Whentheletteriswrittentosomeoneinhisofficialcapacity thepositioncanbetypedafterthenamewithacommabeinginsertedbetweenthem Whenthenameofthereaderholdingapositionisunknown thefollowingformswillbehelpful Page2 3 TheSalutation称呼 Placethesalutationtwotypingspacesbelowthelastlineoftheinsideaddressandtypeflushwiththeleftmargin Thesalutationmustagreewiththeinsideaddress Whenwritingtoindividuals alwaysusetheirnamesifyouknowthem Neverwrite DearMiss or DearMrs And Mr Ms Mrs or Miss mustalwaysbefollowedbyaname Use DearSirs or Gentlemen or LadiesandGentlemen whentwoormorepersonsandallpersonalcompaniesareaddressed Use DearMadam or DearMesdames toaddressawomanoralady Neveruse Madam withawoman sname Avoidusing Sirs aloneand Gentlemen insingularform 4 Subject Re事由 PlacethesubjectflushwiththeleftmarginorinthemiddleofthepaperonelinebelowthesalutationThesubjectcanbeomitted also Usingasubjectlinewillalertyourreadertothecontentofyourmessageandenablehimorhertodeicidewhethertheletterrequiresimmediateattention 5 TheBodyoftheLetter Thebodyoftheletteristhemostimportantpartofanybusinessletterandcontainstheessentialinformation Thebodyofthelettercustomarilyconsistsofthreeparagraphs Eachparagraphshouldstartfromtheleftmarginofthepaper A Thefirstparagraphactsasanintroductionoranacknowledgementofthepreviouscorrespondenceifany B Themiddleusuallydiscussesmattersorgivesinformation C Thelastparagraphexpressesahopeorreferstothefutureactioneitherbythewriterorthereader 6 TheComplimentaryClose TheComplimentaryCloseendstheletterinapoliteway consequentlymakinggoodimpressiononthereader Youcanendyourletterwith Alwaysplacethecomplimentaryadoublespacebelowthebodyoftheletter preferablyaligning 使成一行 withthedatelineorconformingtothestyleoftheletterused Matchthesalutation MostEnglishlettersendthefollowingways Salutationas DearMr Mrs Miss MsXXX closedwith Yourssincerely Salutationas DearSir Madam closedwith Yoursfaithfully ComplimentaryClose结尾敬词 7 TheSignature Signyourlettercustomarilyadoublespacebelowthecomplimentaryclosewiththetypewrittennameunderneath Fourspacesareallowedforthehandwrittennameofthewriter Putthewriter sjobtitle nameofthewriter sdepartmentordivisioninthecompanyforwhichheworksimmediatelyfollowingthetype writtenname Putthecompany snameeitherimmediatelybelowthecomplimentarycloseinallcapitalletters Don tputanycourtesytitleforamanbeforetheman snameinthesignaturelinebuttheabbreviationsofhisacademicdegrees Indicatewhetheryouaremarriedorsingleifyouareawomaneitherbywriting Miss or Mrs inparenthesisbeforeyourhandwrittensignatureorbyincludingeitheroftheminyourtypewrittenname Askyoursecretaryorassistantmanagertosigntheletterifitisdictatedbyyoubutyouhavenotimetosignit P P pp Theinitialsofthedictatorandthetypist口述者 打字员姓名缩写 Enclosure orAttachment Ifanenclosure orattachment accompaniestheletter anotationtothateffectisplacedtwolinesbelowthereferenceinitials Thisnotationremindsthetypisttoinserttheenclosureintheenvelope anditremindsthereadertolookfortheenclosure orattachment Thenotationmaybespelledout Enclosure Attachment oritmaybeabbreviated 2Enc At itmayindicatethenumberofenclosuresorattachments anditmayalsoidentifyanenclosurespecifically Enclosure CopyofInvoice6309 SeePage6 CarbonCopyCc CC抄送 Ifcopiesofabusinessletterhavebeenmadeforotherindividuals acopynotationistypedoneortwolinesbelowtheenclosurenotation ifused Acolon 冒号 followingisoptional MostpeopleprefertousenotationslikeCC cc Cc allmeancarboncopy Sincemostcopiesarenowphoto copied somepeopleusethenotationXC xeroxcopy PC photocopy orC copy However ifyoudonotwanttheaddresseetoknowthatsomeoneelseisreceivingacopy donotincludethisnotationontheoriginalcopy PS附笔 postScript n 1 信头 letterhead 2 日期date3 封内称呼和地址 insidenameaddress 4 称呼 salutation 5 事由 标题 subject 6 正文 body 7 结尾敬词 complimentary 8 签名 signature 9 附件 enclosure 10 抄送 cctoXX 11 附言 postscript