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Lesson One Lesson One Business LetterBusiness Letter

1. Review: optional parts of a business

letter2. Preview Chapter 1: Read the letter on page 3 and preview

the standard parts of a business letter

ⅠAssignment-checking

The Structure of Business Letter1

The Layout of Business Letter2

The Envelop of Business Letter33

E-mail and MSN44

ⅡWriting Skills

1. The Structure of Business Letter1. The Structure of Business Letter

standard parts (p7)(1) the letterhead

(2) the inside address

(3) the date

(4) the salutation

(5) the body of the letter

(6) the complimentary close

(7) the signature

optional parts (1) the references

(2) the attention line

(3) the subject line

(4) the enclosure

(5) the carbon copy notation

(6) the reference notation

(7) the postscript note

Seven Basic Parts

(1) 信头 letterhead (2) 封内地址 inside address (3) 日期 date (4) 称呼 salutation(5) 正文 body (6) 结尾敬语 complimentary close (7) 签名 signature

(1) Letterhead or Heading:(1) Letterhead or Heading: 信头信头

① the name of the company② address and postal codes③ telephone number④ fax number⑤ email address⑥ the web address⑦ a trademark or a brief slogan

the writer’s basic information

China National Foodstuffs Imp & Exp Corp.

No.8 Chang’an Street

Beijing 10005, China

Telephone: 86-10-6526-8888

Fax: 86-10-6527-6028

E-mail: carl@cofco.com.cn

(2) Inside Name & Address(2) Inside Name & Address

Content Example

►Name of the firm►Address (road/street)►Name of city or town►Name of province►Name of country

Department/official title The Vice President

The Eagle Press Inc.24 South BankBIRMINGHAMAlabamaU.S.A.

the receiver’s basic information

1) Your AddressThe return address should be written in the top right-hand corner of the letter.

Order: Small – large e.g. Ｘ号 , Ｘ路 , Ｘ区 , Ｘ市 , Ｘ省 , Ｘ国 Chinese, Large – small

e.g. Ｘ国Ｘ省Ｘ市Ｘ区Ｘ路Ｘ号

1 Letterhead (1 Letterhead ( 信头信头 ))

Arrange the following information into letterhead or inside address:

China/Beijing 100021/Beijing Metal/President/ Lin Fang/ East lane 234

President, Lin Fang Beijing Metal East land 234 Beijing 100021,China

Ｘ室　　 Room 　Ｘ Ｘ号　　 No. 　Ｘ Ｘ单元　 Unit 　Ｘ Ｘ号楼　 Building No. Ｘ Ｘ街　　Ｘ　 Street Ｘ路　　Ｘ　 Road Ｘ区　　Ｘ　 District Ｘ县　　Ｘ　 County Ｘ镇　　Ｘ　 Town Ｘ市　　Ｘ　 City Ｘ省　　Ｘ　 Province

Special Tips

MessrsMessrs H. Ronald & Co.

556 East Road

London, England

在写收件人的信内地址时候，当以人名作为行名的商行或者公司名称时，欧美国家在这最前面，通常冠以“ Messrs”(Mr. 的复数 ) 或者” Mmes”(Mrs. 的复数 ).

(3) The Date 日期

美式：在信头和收信人名称地址之间

英式：通常在收信人名称地址之下均可以齐头，也可以靠右

美式：月 -日 - 年英式：日 -月 - 年

2/6/2011（ X ）美式： 2011年 2 月6 日英式： 2011年 6 月2 日

位置 写法

1 Date: month should be in English You can use abbreviation as Aug , Sep,

Oct… ， 2 Date could be in the form of

1 ， 2 ， 3 ， 4…， or 1st， 2nd， 3rd， 4th … ；年份要写全 (year in digit) ，如 2007 年不能写 07 年。

3 Regular format: British - 日、月、年排列， e.g.： 19 Jan 2007,

这是英国写法；American - 月、日、年， e.g.： Jan 18 2007,

Rewrite the following date for standard business letters

6/5/0610-9-068 June 2006 (acceptable)Oct.28, 06 jan.13. 2006

Interstate Products, Inc. 511 Interstate Court Sarasota, FL 34240

USA

Date: April 4, 20-- Shandong Foreign Trade (Holdings) Corporation Limited 51,TAIPING ROAD QINGDAO, 266001 CHINA

Example: American waysExample: American ways

日期

信头

封内地址

Example: English waysExample: English ways

OFFICE SYSTEMS PTY. LTD. 124 Oak Street Tel (61-2)419 3209

Chatswood Fax (61-2)419 4011 England E-mail info@os.com.uk

Aqueous Technologies 291 Caxton Street Sante Fe U.S.A 18 November, 20-- Dear Sir or Madam,

日期

封内地址

收信人地址

Salutation Complimentary Closing

Formal Dear Sir or Madam,

Very truly yours,Yours very truly,

Very sincerely yours,Very cordially yours,

Semi-formal Dear Mr./Mrs./Ms., Sincerely yours,Cordially yours,Yours sincerely,

Informal Dear Lisa, Sincerely,Cordially,

Yours truly,Yours,

(4) Salutation

常见的头衔如下：教授博士医学博士 总统或校长主席或董事长副主席或副董事长 副总统或副校长首相 总理省长或州长 　

ProfessorDoctor (Dr., Ph.D.) Medical Doctor (M.D.) President Chairman Vice ChairmanVice President Prime Minister Premier Governor

市长 参议员 大使 秘书长 一秘 二秘 院长 副院长 系主任 馆长 阁下 神甫

MayorSenator Ambassador Secretary General First SecretarySecond SecretaryDirector, DeanVice Director Dean, Head, Chair Chief Librarian Excellency Father

This is the most important part of a letter. And the following parts of this book will offer detailed advice for making this part as effective as possible. Attention here should be paid to the physical precision of the body. It usually begins one or two lines below the salutation. (bullets)

5 Body of a letter (5 Body of a letter ( 信的正文信的正文 ))

Body

________

________

________

________

________

________ In the body of the letter,

type 2 spaces between sentences.

____

_______________________________

_________________

_______________________________

______________

________

________

________

The complimentary close, like the salutation, is purely a matter of convention and a polite way of ending a letter. Therefore we should carefully select the most appropriate complimentary close to match the character of our communication and salutation. The correct punctuation for the complimentary close is a comma. Notice also that only the first word in a complimentary close is capitalized.

6 Complementary Close (6 Complementary Close ( 信尾敬语信尾敬语 ))

Complimentary Close

Respectfully yours (very formal) Sincerely (typical, less

formal) Very truly yours (polite, neutral) Cordially yours (friendly,

informal)

www.themegallery.com

(7) Signature -Contents(7) Signature -Contents

Handwritten signature1

Typed signature(打印签字 )2

Business title (职务 )33

Sometimes department name44

Information included:

Name of the firmName of the firm

Yours faithfully,

Ciba-Geigy Chemicals Co.

Pam Lotis

Pam Lotis

Inspection coordinator

Yours faithfully,

Pam Lotis

Pam Lotis

Inspection coordinator

For Ciba-Geigy Chemicals Co.

Yours faithfully,

L. Van Linde

L. Van Linde

Manager, QAD Software Co.

结尾敬语

手写签名

打印签名职务

公司名称

Examples ：

Practice Practice

2. Format of a Business Letter2. Format of a Business Letter

平头式平头式 ((Block format)Block format)

混合式混合式 ((Semi-blocked format)Semi-blocked format)

2.1 2.1 Block FormatBlock Format

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

Date Inside Address

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

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

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

Yours Faithfully,

Signature

平头式 (Block format)每一行都是从左边开始取齐 ,成一垂直线。

Example: Example:

2.2 2.2 Semi-blocked formatSemi-blocked format

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

Date Inside Address

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

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

Yours Faithfully,

Signature

混合式(Semi-blocked format)前两种格式的混合体。信的正文部分采用平头式，作者的地址、日期、结尾敬语及签名采用缩行式。

Example:Example:

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

write a letter using the following Chinese information.

格式：齐头式信头：本人名字和地址 (湖北省武汉江夏大道 16 号 邮编：430223 )封内地址：美国纽约市第 50大街 10号 Harper & Row出

版公司 邮编： NY10022写信日期：实际日期信文内容：o 从朋友处看到《成功的商务沟通》一书。o 为提高写作水平欲购一本。o 请出版商尽快告知付款方式o 希望 9月底收到此书

Ⅲ Summary and problem-solving

1. Review:

(1) finish the exercise in your e-mail.

2. Preview:

Preview questions for Chapter 2:

1. What is a cover letter?

2. What Should My Cover Letter Accomplish?

3. Components of the Cover Letter.

4. Find out several key words of the cover letter.

5. Find one of your most favorite cover letters and share with us next class.

ⅣAssignment