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1、Lesson 3 Structure and Style of Business Letters商業(yè)信函的結(jié)構(gòu)與格式商業(yè)信函的結(jié)構(gòu)與格式1優(yōu)質(zhì)教學nRemember the arrangement of every element in a business letter.n5 styles of business lettersnPunctuation stylesn2 ways to address envelopnSample analysisnNotes from on page 41,especially note 3.nExercises 2優(yōu)質(zhì)教學Letter Structure

2、s and Placement Broadly speaking,business letters are usually composed of twelve elements,among which seven elements are necessary for a business letter,while the others are optional.Seven necessary elements:letterhead date inside address salutation(稱呼）the body（正文）the complementary close（結(jié)尾敬詞）signat

3、ure3優(yōu)質(zhì)教學Letter Structures and PlacementLetterhead The name of the firm in letterhead should be the senders name,so the address should be the senders address.Date Date is typed a few lines below the last line of the letterhead.The common format is usually American one(Month/Day/Year).To avoid confusi

4、on,the month written in full is preferred.Inside address Inside address should be the receivers address.It is typed single-spaced at the left margin.Attention line指明收信人 If you send your message officially to an organization,an attention line allows you to send it directly to a specific individual,of

5、ficer,or department.4優(yōu)質(zhì)教學Letter Structures and PlacementSalutation 稱呼 It is two lines below the last line of the inside address or the attention line(if used).If the letter is addressed to an individual,use that persons courtesy title and last name(Dear Mr.Lanbam).Even if you are on a first-name bas

6、is(Dear Leslie),be sure to add a colon(or a comma,not a semicolon)after the salutation.Use an individuals full name(Dear Leslie Lanbam)only when gender is unknown.Subject Line事由/主題行 A subject line helps identify the subject of the letter.Although experts suggest placing the subject line two lines be

7、low the salutation,many businesses actually place it above the salutation.A subject line is often underlined or typed in capitals.e.g.SUBJECT:OFFICE LETTER STYLE5優(yōu)質(zhì)教學Letter Structures and PlacementBody正文/信文 This is the actual message of a letter.Most business letters are singlespaced with double lin

8、e spacing between paragraphs.Complimentary Close結(jié)尾敬詞 It is typed two lines below the last line of the letter,the complimentary close may be formal(Very truly/sincerely/cordially yours),or informal(Sincerely/Cordially yours).6優(yōu)質(zhì)教學Different kinds of closing based on formality:SalutationComplimentary c

9、loseFormalDear Sir/MadamVery truly yours,Yours very truly,Very sincerely yours,Very cordially yours,Semi-formalDear Mr./Mrs./MissSincerely yours,Cordially yours,Yours sincerely,InformalDear LindaSincerely,Cordially,Yours truly,Yours,7優(yōu)質(zhì)教學Letter Structures and PlacementSignature簽名 1）Organisation Name

10、:If an organisation name is used after the complimentary close,the name should be typed entirely in capitals below the complimentary close.2)Author,Title,and Department:The author of the letter needs space to sign his or her name;therefore,three blank lines should be left above the typed name of the

11、 author.If short,the authors title or department may appear on the same line as the authors name.If long,it should be typed immediately below the authors name.8優(yōu)質(zhì)教學Special NotationsAs for reference initials,enclosure and copy notation,sometextbook call them special notations特別標注，together with mailin

12、g and classification notation and postscript.Reference initials 打字員姓名縮寫Remember what reference initials means,where to and how to write reference initials.EM:/mef MR:/RGEnclosure附件Where and how to write enclosure notation.Enc.Enclosure:Enclosures(3)Enclosure:Contract CatalogueCopy notation(Carbon co

13、py notation)抄送Remember how and where to write copy notationCC:Cc:cc:9優(yōu)質(zhì)教學Special NotationsMailing and classification notation郵寄等級標 Occasionally,a business letter could be of a critical issue and the writer does not want anyone other than the receiver to read it.In this case,the writer may writer“Con

14、fidential”機密beneath the date line.If a business letter requires a special service by the post office,the word“Registered”掛號or“Special Delivery”專遞may be written both on the stationery and the envelop.10優(yōu)質(zhì)教學Special NotationsPostscript 附筆 If you want to add something after completing the letter or to b

15、ring something to the attention of the receiver,you may use a postscript.Normally,a postscript is indicated by“P.S.”one space beneath the notation if any.For example:LT/wtCC:Mr.George SternP.S.We will increase the price of the portable recorder from USD123 to$145 in June.YEN 11優(yōu)質(zhì)教學Styles of Business

16、 LettersThere are five styles of business letters:Block Style 齊頭式Modified Block Style改良齊頭式Simplified Style簡化式Indented Style 縮進式Personal Business Letter Style 私人商務(wù)信函格式Its suggested that a learner should choose one during his writing.12優(yōu)質(zhì)教學Punctuation StylesThere are two styles:mixed and open.Pay atte

17、ntion to the difference between them.Letters using mixed punctuation style have a colon after the salutaion and a comma after the complimentray close.Letters using open punctuation style do not have a colon after the salutation and a comma after the complimentary close.e.g.Dear Mr.Emerson:Dear Mr.Em

18、erson Sincerely,SincerelyP.S.Some business writers use comma after both salutation and the complimentary close.This style is not used much in formal business writing.13優(yōu)質(zhì)教學Envelop AddressingThe address on the envelop can be written in two forms:the indented form縮進式 and the blocked form齊頭式.e.g.the in

19、dented form:China National Machinery Import&Export Corp.36,Jiangshan RoadBeijing,100008Peoples Republic of China P&G Company 24 Madison Avenue Columbus,OH 43004 U.S.A.14優(yōu)質(zhì)教學Envelop AddressingnThe Blocked FormChina National Machinery Import&Export Corp.36,Jiangshan RoadBeijing,100008Peoples Republic of China P&G Company 24 Madison Avenue Columbus,OH 43004 U.S.A.15優(yōu)質(zhì)教學