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1、Unit 1 The Layout of Business Letters,Technical layout of a business letter,Letterhead(Logo Name and address) Date Reference Inside name and address Attention line Salutation Subject line Body Complimentary close Signature Enclosure Carbon copy notation postscript,Scottish Skyways limited Henry Hall
2、 Edinburgh EH1 7GH Scotland Tel. 44-(0)131-387 9789 Internet: ,20 June 2004Our ref.: CC/PR432Your ref.: BH/13198Ms B Henry68 Henley laneManchesterM30 8FTEnglandDear Ms HenryRe: Complaint about Scottish Skyways flight SO876, 28 May 2004Thank you for your letter of 1 June regarding your recent experie
3、nce with Scottish Skyways.I was very sorry to learn of the problems encountered and would like to apologize for the inconvenience caused. Your complaint hasbeen passed on to our departmental manager. We hope that you will nevertheless continue to travel with Scottish Skyways in the future. I have en
4、closed our latest timetable for your information.Yours sincerely,Paul BloomCustomer Relations Manager cc Caroline Hurd, Departmental Manager, Europeenc.,The Letterhead,Most business firms have their letterheads professionally designed and printed on good quality stationary. Location of letterhead Me
5、ssage that might be included in the letterhead Logo Full legal name of the firm Full correspondence address Telephone , fax, cable numbers Website and E-mail Example,Alcan Alesa Engineering Ltd. Max Hoegger Strasse 6, CH-8048 Zurich, Switzerland Tel: +41-44-435 33 33, Fax: +41-44-432 06 66 Web site:
6、 ; Email: ,Date line,Location of date line: It shall be located at two to six lines below the last line of the letterhead- started at the left margin, centered, of placed so it ends with the right margin. Right format of date: Month, day and year in American English- March 5, 2007 with the month spe
7、lt out. Day, month, and year in British English 5 March 2007 with the month spelt out. Year, month and day in Chinese language- 2007- 03-05,Reference Line,A reference line refers the reader to the number used on the previous correspondence this letter replies to， or the order or invoice number this
8、letter is about. Reference number is easy for filing and is optional.,Inside Name and Address,Inside name and address is receivers name and address. The reason to use the inside address. Location of the inside address: The inside address is placed at about five spaces or two to three normal line bel
9、ow the date line.,Inside Address,The right format of inside address Name and title of addressee: Courtesy title, name, executive or business title, if any, of addressee. Name of organization: Department, company or organization. Address: Street number ( or room number, building), avenue, city, provi
10、nce or state, country, zip code.,Ms. Mary E. Arcas Personnel Director Cyclops Communication Techonolgies 1050 South Sierra Bonita AvenueLos Angeles, CA 90019,Sales Manager ADS Machine Corp. 120 Deeds Rd., Dover Ohio 44628, USA,ADS Machine Corp. 120 Deeds Rd., Dover Ohio 44628, USA Attention: Sales M
11、anager,The Salutation,Location of the salutation The salutation is located one space below the inside address. The different ways of the salutation: Dear Mr. ( or Mrs., Miss) Miller, ( or any other family name)- when the first line of the inside address is the name of an individual. Dear Ms. Wang, (
12、 or any other family name) Dear John, ( or Mary or nickname) When youd address a familiar person that you know well you can use the addressees first name. Dear Manager, ( or Executive, Human Resources Director) When the first line of the inside address is a position within an organization and you ha
13、ve no name of the addressee. Dear Sir or Madam, - When a generalized salutation is needed for an unknown person or group. Dear Sirs or Madams, - When a generalized salutation is needed for a group. Dear James Murphy- When you know addressees full name but do not know the gender of the addressee. Dea
14、r Customer Ladies and Gentlemen: or Gentlemen:,The Complimentary Close,Location of the complimentary close: The complimentary close shall be placed at two lines below the closing paragraph. It shall be chosen carefully to agree in tone and manner with the salutation. Formality of the complimentary c
15、lose: Formal Dear Sir or Madam, Dear Sirs or Madams etc. Yours very truly, Very truly yours, Yours sincerely, Yours cordially, Semi-formal Dear Ms. Smith or Dear Mr. Liu, Dear Ma li Yours sincerely, Sincerely yours, Cordially yours, Yours truly Informal: Dear Sharon, Sincerely, Best regards, Best wi
16、shes, Regards,The Signature,Location of the signature: The signature shall be located between the complimentary close and typed or printed name. Contents of the signature: Handwritten signature Signatorys typed or printed name. Other identification is also preferred, such as the job title, the name of the writers division or department or both, the name of the company for which the writer works etc.,Optional Parts of a Business Letter,
