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1、Chapter two The Structure and the Format of Business Letters 商务信函的结构与格式 Parts of a Business Letter Essential Parts 必要部分 1. The letterhead 信头 2. The date line 日期 3. The inside name and address 收信人名称地址 4. The salutation 称呼 5. The body of the letter 信文 6. The complimentary close 结尾敬语 7. The signature 落
2、款 Optional Parts 附加部分 8. The attention line 具体收信人 9. The subject line 事由 10. The reference notation 案号 11. The enclosure 附件 12. The carbon copy notation 抄送 13. The postscript 附言 1. Letterhead (信头) As the first and most obvious part of a companys business letter, has two functions: to identify where
3、the letter comes from, and to form ones impression of the writers company. It is printed in the center or on the left margin at the top of the page. Trade Mark(公司商标) Name of the Company (公司名称) Address(地址) P. O. Box(邮政信箱) Phone No./Cell Phone(电话号码) Fax Number(传真号码) E-mail(电子邮件地址) Web site(网址) Year of
4、 Establishment(公司成立年代) Line of Business(行业名称) How to Write an Address 英文地址的写法 Air Environmental Mechanical Equipment Limited 2076 West Main Street Devon, EX14 0RA U.K. 公司 名称 门牌号， 街道 城市，邮编 国家 2. Date (发信日期) When a writer begins his letter writing, he must add the date a few line below the last line o
5、f the letterhead. The date line consists of the month, day and year. American Style: Month Date, Year September 16, 2005 British Style: Date Month, Year 16th September, 2005 3. Inside Address (信内住址) Samples of Inside Address Mr. John P. Mohan (姓名) Chairman （职称） Los os Angeles Area Chamber of Commerc
6、e （公司名） 350 S. Bixel Street （街道） Los Angeles, CA 90017 （城市，邮编） U. S. A. （国家） 4. Salutation (称呼) 位置：必须齐头 写法： 对男士（正规）：Dear Sir, 或Dear Sirs,或 Gentlemen: 对女士（正规）：Dear Madam, 或Dear Mesdames, 对关系密切的商业伙伴：Dear Jack *一般后接逗号，如果用gentlemen则用冒号。 5. Body of the Letter (正文) In the first paragraph, consider a frien
7、dly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and,
8、in some cases, request some type of action. 6. Complimentary Close (结尾敬语) 位置： 齐头式靠左对齐，混合式和改良式偏右，简化式 省略。 . 正规场合下常用： 1. Yours faithfully, 2. Yours truly, 3. Faithfully yours, 4. Truly yours, Seven Additional Parts . (书信的)英文七個附加部份 (8) Reference Number (参考文号) (9) Attention (承办人) (10) Subject (事由) (11) D
9、ictation Initial (发信人及打字员姓名缩写) (12) Enclosure (附件) (13) Carbon Copy (副本抄送) (14) Postscript (附记) 信函格式the Format and Features of Business Letters I The Structure of a Business Letter The indented style(缩行式) The block style (完全平头式) The modified block style(改良平头式) The simplified style （简单式） The indented
10、 style(缩行式) The Full Block Format(齐头式) The modified Block Format(改良齐头式) The simplified style（简单式） 信封格式the Envelopes Addressing 中国地名的翻译规范 用汉语拼音直译; 一个地名只大写第一个字母 例如：“山东青岛” Qingdao, Shandong . Qing Dao, Shan Dong . 常用缩写: Rd. = Road（路/街）, Fl. = Floor（楼）, Ave = Avenue（大道） 写信人在上，收信人在下 根据收信人名称地址的写法分两种格式： 缩格
11、式：收信人名称地址逐行右缩 齐头式：收信人名称地址左端对齐 练习：将下列句子改为积极语气（ Positive Approach） 1.We hope you will not be disappointed with the results. We hope you will be pleased with the results. 2. We cannot process your order until you have paid the balance on your account. We will be glad to process your order once your bal
12、ance has been paid. 3. You cannot visit the plant except on Saturday. You can visit the plant only on Saturday. 4. Do not walk on the grass. Stay away from the grass. 5. Smoking is not permitted anywhere except in the lobby. Smoking is allowed only in the lobby. 6. Your misunderstanding of our January 8 letter caused you to make this mistake. If you had understood our January 8 letter, you have done it correctly.
