Business Letter FormatBusiness Letter FormatUnit TwoUnit Two

BUSINESS ENGLISH WRITING

1.1. 信头信头2.2. 日期日期3.3. 封内地址封内地址4.4. 称呼称呼5.5. 正文正文6.6. 结尾敬语结尾敬语7.7. 签名签名

Seven Basic PartsSeven Basic Parts

Layout of a Business LetterLayout of a Business Letter

Electronics Ltd. 3 Stockbridge Road Liverpool LP5 20M Tel.: 087564789076 Fax:087564747867

Website: www.electronics.com.uk

Your Reference:

Our Reference: 2569

April 13, 2004

Fuiji Company 153 Ginza-Chome Tokyo, Japan Attention: Sales Manager

Dear Sirs,

Re: Portable Colour TV Sets We have seen your advertisement in the “Electric Frontier” and are

quite interested in your portable colour television set. Enclosed is our Inquiry Note No.2368. Please quote us the lowest

price C.I.F. Liverpool, stating the earliest date of shipment. We look forward to your early reply.

Very truly yours,

ELECTRONICS LTD. Harold Jones Harold Jones Manager

Encl. Inquiry Note

cc: Mr. J.L.Smith, New York

1.1. 信头 信头 letter Headletter Head 2.2. 日期 日期 DateDate 3.3. 封内地址 封内地址 Inside AddressInside Address 4.4. 称呼 称呼 SalutationSalutation 5.5.   正文 正文 BodyBody 6.6. 结 尾 敬 语 结 尾 敬 语 Complimentary Complimentary

CloseClose 7.7. 签名 签名 SignatureSignature 8.8. 事由 事由 SubjectSubject 9.9. 附件 附件 EnclosureEnclosure a a 参考号 参考号 Ref.No.Ref.No. b b 经办人 经办人 Attention LineAttention Line c c 抄送 抄送 Carton CopyCarton Copy

Layout of a Business LetterLayout of a Business Letter

LetterheadLetterhead

Generally, a letterhead will include the Generally, a letterhead will include the company logo, company's name, address, company logo, company's name, address, telephone number, fax number and email telephone number, fax number and email address, and the web address if available. address, and the web address if available.

Inside Address

Always include the recipient's name, address and postal code. Add job title if appropriate.

Layout of a Business LetterLayout of a Business Letter

Date Date 02/01/0902/01/09

20092009 年年 11 月月 33 日日20092009 年年 22 月月 11 日日20092009 年年 11 月月 22 日日

Chinese way

American way

British way

To avoid confusion, it is a common practice to write months in words.

Layout of a Business LetterLayout of a Business Letter

SalutationSalutationIf unsure to whom you should address a letter, you should If unsure to whom you should address a letter, you should

use the following salutations:use the following salutations: Dear Sir or Madam,Dear Sir or Madam, When addressing a group of people, use one of the When addressing a group of people, use one of the

following salutations:following salutations:Ladies and Gentlemen: Dear Sirs or Madams, Ladies and Gentlemen: Dear Sirs or Madams, Gentlemen:/Dear Sirs, Gentlemen:/Dear Sirs, (if all the readers are male)(if all the readers are male)

Ladies:/Dear Madams, Ladies:/Dear Madams, (if all the readers are female)(if all the readers are female)

Parts of a Business Parts of a Business LetterLetter

The next four slides illustrate The next four slides illustrate basic information on proper basic information on proper placement and formatting of placement and formatting of business letters.business letters.

2-inch top margin or key dateline 2 lines below letterhead2 – 10 lines between dateline and inside address

1 blank line (double space)

1 blank line (double space)

Single-space para-graphs; leave 1 blank line (double space) between paragraphs

1 blank line (double space)

1 blank line (double space)

Hit ENTER four times after complimentary close to allow space for signature

Format of a Business LetterFormat of a Business Letter

------------Heading-------------- -------------------------- ----------------------

Date Inside

Address

Dear Sirs, □□□---------------------------------------------------------------------------------------- -------------------------------------------------------------------------- □□□--------------------------------------------------------------------------------------- ------------------------------------------------------------------------ □□□----------------------------------------------

Yours Faithfully,

Signature

一一 缩行式缩行式 (Indented (Indented format)format)

封内地址和其他需要封内地址和其他需要分 行 的 地 方 的 后 一分 行 的 地 方 的 后 一行行 ,, 都比前一行缩进都比前一行缩进二格或三格。二格或三格。

信的正文信的正文 ,, 每一段的每一段的开始一行都缩进若干开始一行都缩进若干格。格。

Format of a Business LetterFormat of a Business Letter

-----------Heading-------------- ------------------------------------------------ ------------------------------------------------

Date Inside Address

Dear Sirs, ----------------------------------------------------------------------------------------

-------------------------------------------------------------------------- ---------------------------------------------------------------------------------------

------------------------------------------------------------------------ ----------------------------------------------

Yours Faithfully,

Signature

二二 平 头 式平 头 式 (Block (Block format)format)

每一行都是从左边开每一行都是从左边开始取齐始取齐 ,,成一垂直线。成一垂直线。

Format of a Business LetterFormat of a Business Letter

------------Heading-------------- -------------------------- ----------------------

Date Inside Address

Dear Sirs, ------------------------------------------------------------------------------------------------------------------------------------------------------------------ --------------------------------------------------------------------------

------------------------------------------------------------------------------------ -----------------------------------------------------

Yours Faithfully,

Signature

三三 混合式混合式(Semi-blocked (Semi-blocked

format)format) 前两种格式的混合体。前两种格式的混合体。

信的正文部分采用平信的正文部分采用平头式，作者的地址、头式，作者的地址、日期、结尾敬语及签日期、结尾敬语及签名采用缩行式。名采用缩行式。

Addressing the Envelope Addressing the Envelope

ExercisesExercises

1._________

2._______

a)_________________

3._______ b ________________

4._______ 8.___________

5._________

6._________

7._________ 9.__________

c _________________

1.1. 信头 信头 letter Headletter Head 2.2. 日期 日期 DateDate 3.3. 封 内 地 址 封 内 地 址 Inside Inside

AddressAddress 4.4. 称呼 称呼 SalutationSalutation 5.5.   正文 正文 BodyBody 6.6. 结 尾 敬 语 结 尾 敬 语

Complimentary Complimentary CloseClose

7.7. 签名 签名 SignatureSignature 8.8. 事由 事由 SubjectSubject 9.9. 附件 附件 EnclosureEnclosure a a 参考号 参考号 Ref.No.Ref.No. b b 经 办 人 经 办 人 Attention Attention

LineLine c c 抄送 抄送 Carton CopyCarton Copy

ExercisesExercises1.1.             By Airmail A By Airmail A 亲收亲收2.2.             Express Delivery B Express Delivery B 急件急件3.3.             Registered; Recorded C Registered; Recorded C 密件密件4.4.             Urgent D Urgent D 快件快件5.5.             Confidential E Confidential E 私人信私人信

件件6.6.             Personal F Personal F 挂号挂号7.7.             Private G Private G 航空航空1. G 2. D 3. F 4. B 5. C 6. A 7. E

Translate the following job titles:Translate the following job titles:

1. 副总经理

2. 销售代表

3. 销售员

4. 总经理

5. 厂长

6. 采购人员

1. Deputy General Manager

2. Sales Representative

3. Salesperson

4. General Manager/ President

5. Plant/ Factory Manager

6. Purchasing staff

Translate the following job titles:Translate the following job titles:

7. Regional Manger 7. Regional Manger

8. Sales Manager 8. Sales Manager

9. Clerk/Receptionist9. Clerk/Receptionist

10. CEO 10. CEO

(Chief Executive Officer)(Chief Executive Officer)

11. Board of Directors11. Board of Directors

7. 地区经理

8. 销售部经理

9. 职员 / 接待员

10. 首席执行官

11. 董事会

((1)1)  Seller : Royal Grosvenor Porcelain Company Ltd.Seller : Royal Grosvenor Porcelain Company Ltd.

Address : Grosvenor House,Renfrew Road,Address : Grosvenor House,Renfrew Road,

Oakley Staffordshire OA7 9AHOakley Staffordshire OA7 9AH

Tel : (743069)60591/2/3Tel : (743069)60591/2/3

(2)(2)    Buyer : The Colourfloor Co.Ltd. Buyer : The Colourfloor Co.Ltd.

Address : 238 Wilton Road,Axminster AXz AS Address : 238 Wilton Road,Axminster AXz AS

(3)(3)    Date : March 5, 2004 Date : March 5, 2004

(4)(4)      Subject: chinaSubject: china

(5)(5)      The message : ------The message : ------

The letter is written by the sellerThe letter is written by the seller

Use the Block StyleUse the Block Style

Royal Grosvenor Porcelain Company Ltd. Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH Tel : (743069)60591/2/3 March 5, 2004 The Colourfloor Co.Ltd. 238 Wilton Road,Axminster AXz AS Dear Sir or Madam, Re: china

Yours sincerely, Royal Grosvenor Porcelain Company Ltd.

Ning Li

Ning Li

Return

St. Apt.St. Apt.

Rd. P.O.BoxRd. P.O.Box

Ave. Ave.

Ct. Dr.Ct. Dr.

Sq. N.Sq. N.

La. S.W.La. S.W.

Write out the entire words of the abbreviations of street addresses

street

road

avenue

city

square

lane

apartment

post office box

drive

north

southwest

Co. Co. Ltd. Corp. Inc. PLC Bro.