英文商業(yè)書信

1、Business Letters in EnglishBusiness letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called snail-mail (in contrast to email which is faster). This lesson concentrates on business l

2、etters but also looks at other business correspondence. It includes:? letter? memo? fax? emailWho writes Business Letters?Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business peop

3、le also read letters on a daily basis. Letters are writtefnrom a person/group, known as thesender to a person/group, known in business as threecipient . Here are some examples of senders and recipients:? business ? business? business ? consumer? job applicant ? company? citizen ? government official

4、? employey ? employee? staff member ? staff memberWhy write Business Letters?There are many reasons why you may need to write business letters or other correspondence:to persuadeto informto requestto express thanksto remindto recommendto apologizeto congratulateto reject a proposal or offerto introd

5、uce a person or policyto invite or welcometo follow upto formalize decisionsRead through the follow ing pages to lear n more about the differe nt types of bus in ess letters, and how to write them. You will learn about formatting, planning, and writing letters, as well as how to spot your own errors

6、. These pages are desig ned to help you write bus in ess letters and corresp onden ce, but they will also help you learn to read, and therefore respond to, the letters you receive. You will also find samples that you can use and alter for your own n eeds.Business Letter Vocabulary廠attachmentextra do

7、cume nt or image that is added to an emailblock formatmost com mon bus in ess letter format, sin gle spaced, all paragraphs begi n at the left marginibodythe content of the letter; betwee n the salutatio n and sig naturebulletssmall dark dots used to set off items in an unnu mbered listcertified mai

8、limportant letters that sender pays extra postage for in order to receive a no tice of receiptcohere ntlogical; easy to un dersta ndcon cisegets to the point quicklycon fide ntial, pers onalprivateidiplomacy, diplomaticdem on strati ng con siderati on and kindn essdirect mail, ju nk mailmarket ing l

9、etters addressed to a large audie nee廠double spaceformat where one bla nk line is left betwee n lines of texten closureextra document or image included with a letterformaluses set formatt ing and bus in ess Ian guage, opposite of casualformatthe set up or orga ni zati on of a docume ntheadi nga word

10、 or phrase that in dicates what the text below will be aboutindentextra spaces (usually 5) at the beg inning of a paragraphin formalcasualin side addressrecipie nts maili ng in formatio njustified margi nsstraight and eve n text, always begi ns at the same placeletterheadspecialized paper with a (co

11、mpa ny) logo or n ame prin ted at the toplogosymbol or image that identifies a specific organizationmargina bla nk space that borders the edge of the textmemora ndum(memo)docume nt sent within a compa ny (intern al), prese nted in short formimodified block formatleft justified as block format, but d

12、ate and closing are centeredion arrival no tati onno tice to recipie nt that appears on an env elope (e.g. con fide ntial)postagethe cost of sending a letter through the Post Officeproofreadread through a fini shed docume nt to check for mistakespun ctuati onmarks used with in or after senten ces an

13、d phrases (e.g. periods, commas)reader-frie ndlyeasy to readrecipie ntthe pers on who receives the letterright raggedformat in which text on the right side of the document ends at slightly different points (not justified)isalutati ongreet ing in a letter (e.g. Dear Mr Jon es)sen sitive in formatio n

14、content in a letter that may cause the receiver to feel upsetsemi-block formatparagraphs are inden ted, not left-justifiedsin cerelyterm used before a n ame whe n formally clos ing a lettersin gle spacedformat where no blanks lines are left in-between lines of textspaci ngbla nk area betwee n words

15、or lines of texttonethe feeli ng of the Ian guage (e.g. serious, en thusiastic)tran siti onswords or phrases used to make a letter flow n aturally (e.g.furthermore, on the other han d)Business Letter FormatsThere are certa in sta ndards for formatti ng a bus in ess letter, though some variati ons ar

16、e acceptable (for example betwee n Europea n and North America n bus in ess letters). Here are some basic guideli nes:Use A4 (Europea n) or 8? X 11 inch (North America n) paper or letterheadUse 2.5 cm or 1 inch margins on all four sidesUse a simple font such as Times New Roman or ArialUse 10 to 12 p

17、oi nt fontUse a comma after the salutation (Dear Mr Bond,)Lay out the letter so that it fits the paper appropriatelySin gle space with in paragraphsDouble space betwee n paragraphsDouble space betwee n last sentence and closi ng (Si ncerely. Best wishes)Leave three to fives spaces for a han dwritte

18、n sig naturecc: (mea ning copies to) comes after the typed n ame (if n ecessary)enc: (mea ning en closure) comes n ext (if n ecessary)Fold in three (horiz on tally) before placi ng in the env elopeUse right ragged formatti ng (not justified on right side)Formatt ing Busin ess LettersWicked Wax Co. L

19、td22 Charlton Way Lon do n, SE10 8QYBlock format is the most com mon format used in bus in ess today. With this format, nothing is cen tred. The sen ders address, the recipie nts address, the date and all new paragraphs beg in at the left margi n, like this:? SENDERS ADDRESS? may be prin ted compa n

20、y logo and address5th December, 2006DATE? RECIPIENTS ADDRESSMs. Maggie Jones An gel Cosmetics Inc.110 East 25th Street New York, NY, 10021 USAYour ref: 123? RECIPIENTS REFERENCE (IF ANY)Our ref: abc? SENDERS REFERENCE (IF ANY)Dear Ms. Jon es,? SALUTATIONForthco ming Exhibiti on? SUBJECTFirst paragra

21、ph.Second paragraph.? BODY OF LETTERThird paragraph.Si ncerely,? CLOSINGMorris Howard? SIGNATURE (HAND-WRITTEN)Morris Howard, Preside nt? NAME, TITLE (TYPED)cc: Bria n Waldorf? COPY TOEnc: catalogue? ENCLOSUREThis are other, slightly differe nt ways of formatti ng a bus in ess letter, where for exam

22、ple paragraphs are inden ted or the date is typed on the right hand side. You can see examples of these in the sample letters.Formatt ing En velopes for Bus in ess LettersIt is best to type an env elope for a bus in ess letter. Most word docume nt programs contain an env elope labelli ng function to

23、 help you. All you n eed to do is in dicate the size of en velope you are using and type the correct in formatio n in the appropriate fields, for example:PostagestampSending compa nys n ame and address is sometimes prin ted hereMs. Maggie Jones An gel Cosmetics Inc.110 East 25th Street New YorkNY 10

24、021USAFormatt ing Busin ess MemosMemos are short internal bus in ess letters, sent to other staff within the same compa ny. A memo (or memora ndum) may also be posted somewhere in side a compa ny for all to see. Memos are beco ming less com mon as electr onic mail becomes more com mon. In contrast t

25、o letters, memos do not usually contain salutations or closings, and may be typed or han d-writte n. The text porti on of the memo is gen erally in block format. Memos should in clude From, To, Date, Subject a nd the message itself, like this:Compa ny logo MEMORANDUMFrom: n ame or in itialsTo: n ame

26、 or in itialsDate:Subject: short descripti onMessage starts here.? often? with? bullet? poi ntsFormatt ing Bus in ess EmailWhe n using email in bus in ess, most of the guideli nes for sta ndard formatt ing in bus in ess letters apply. Here are a few differe nces:? Choose a subject line that is simpl

27、e and straightforward. Refrain from using key words that might cause an email to go into ano ther pers ons trash box.? Repeat the subject line in the body of the email, beneath the salutation (as with a letter).? Use the cc address line to copy more tha n one pers on with your corresp ondence.? You

28、can request a receipt for importa nt letters. The system will automatically let you know whe n some one has ope ned your email.? In stead of a sig nature, in clude your typed n ame, and below it in clude your email address, bus in ess n ame and address, phone and fax nu mber, and website if appropri

29、ate.? Remember that people ofte n print out emails, so your own email address and the subject line would be lost if you had not in cluded them in the body of the email.? In ternal electro nic mail may be formatted more like a memo tha n a formal letter.Planning a Business LetterA bus in ess letter i

30、s not a place for chit-chat. Un like bus in ess con versati ons where a certa in amount of small talk is used to break the ice, a bus in ess letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, a

31、sk yourself a few simple questions. Jot dow n your an swers to create an outli ne before you start writi ng.Who am I writing this letter to?Identifying your audienee always comes first. Are you writing to more than one person, to some one you dont know, or to some one you have known for a long time?

32、 This will help you determ ine how formal the letter n eeds to be. You may n eed to in troduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipie nt. This is a good time to con firm the correct spelling of fir

33、st and last names.Why am I writing this letter?The main reason for the letter should be understood from the subject line and first few sen ten ces. You may cover more tha n one thi ng in one bus in ess letter, but there will almost always be a gen eral reas on for the letter. Ide ntify your main goa

34、l and what you hope to accomplish. Review some example reas ons why people write bus in ess letters on the in troductory page of this less on.Are there specific details I n eed to in clude?Gather any dates, addresses, names, prices, times or other information that you may need to include before you

35、write your letter. Double check details rather than relying on your memory.Do I require a resp on se?Many types of bus in ess letter require a resp on se. Others are writte n in resp onse to a letter that has been received. Before you start writing, determine whether or not you require an action or

36、resp onse from the recipie nt. Your request or requireme nt should be very clear. In some cases you may eve n n eed to provide a deadli ne for a resp on se. If you do require a resp on se, how should the recipie nt con tact you? In dicate this in formati on clearly as well. You may want to provide m

37、ore tha n one opti on, such as an email address and a phone nu mber.How can I orga nize my poi nts logically?Think about how you would orga nize your thoughts if you were speak ing rather tha n writing to the recipient. First you would introduce yourself. Second you would state your concern or reaso

38、n for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy. Here is an example outl ine:RECIPIENT? Karen Jacobs on? Acqua intance (met twice before, brie

39、fly)? Title: Preside nt. The Flyi ng Club? Address: 44 Win dermere Drive, Waterloo, On tario L1B 2C5REASON? To in vite a board member to rema in on the board for a sec ond term.? Other members suggested that she has enjo yed this positi on and has bee n thinking about stay ing on.? No other volun te

40、ers have come forward to take over at the end of September.SPECIFIC DETAILS? If she decides to stay on she will n eed to be available for the n ati onal meet ing on 5 November.? Board members who stay for two terms are sometimes asked to take on extra duties, such as tak ing minu tes or host ing soc

41、ial eve nts.RESPONSE? She will n eed to resp ond by 1 September. ? She can con tact me by email or phone.ORGANIZATIONRetur n address of our in stituti onKaren Jacobs ons title and addressSalutatio n: Dear Ms. Jacobs onFirst paragraph: In troduce myself briefly-remi nd Kare n where we met before. Pro

42、vide my reas on for writ in g: I have heard from a nu mber of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for ano ther year.Second paragraph: Expla in what type of commitme nt this positi on will invo Ive this year (once a mo

43、nth meet in gs, n ati onal meeti ng, plus possible extra duties) Third Paragraph: Provide deadli ne for resp onse and how to con tact me.Closing: Express thanks to Karen for volunteering her time this yearWriting a Business LetterThe term business letter makes people nervous. Many people with Englis

44、h as a second language worry that their writing is not advanced enough for business writing. This is not the case. An effective letter in business uses short, simple sentences and straightforward vocabulary. The easier a letter is to read, the better. You will need to use smooth transitions so that

45、your sentences do not appear too choppy.SalutationFirst and foremost, make sure that you spell the recipients name correctly. You should also confirm the gender and proper title. Use Ms. for women and Mr. for men. Use Mrs. if you are 100% sure that a woman is married. Under less formal circumstances

46、, or after a long period of correspondence it may be acceptable to address a person by his or her first name. When you dont know the name of a person and cannot find this information out you may write, To Whom It May Concern. It is standard to use a comma (colon in North America) after the salutatio

47、n. It is also possible to use no punctuation mark at all. Here are some common ways to address the recipient:Dear Mr Powell,Dear Ms Mackenzie, Dear Frederick Hanson: Dear Editor-in-Chief: Dear Valued Customer Dear Sir or Madam: Dear MadamDear Sir, Dear SirsGentlemen:First paragraphIn most types of b

48、usiness letter it is common to use a friendly greeting in the first sentence of the letter. Here are some examples:? I hope you are enjoying a fine summer.? Thank you for your kind letter of January 5th.? I came across an ad for your company inThe Star today.? It was a pleasure meeting you at the co

49、nference this month.? I appreciate your patience in waiting for a response.After your short opening, state the main point of your letter in one or two sentences:? Im writing to enquire about.? Im interested in the job opening posted on your company website.? Wed like to invite you to a members only

50、luncheon on April 5th.Second and third paragraphsUse a few short paragraphs to go into greater detail about your main point. If one paragraph is all you need, dont write an extra paragraph just to make your letter look longer. If you are including sensitive material, such as rejecting an offer or in

51、forming an employee of a layoff period, embed this sentence in the second paragraph rather than opening with it. Here are some common ways to express unpleasant facts:? We regret to inform you.? It is with great sadness that we.? After careful consideration we have decided.Final paragraphYour last p

52、aragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information should also be in this paragraph. Here are some common phrases used when closing a business letter:? I look forward to.? Please respond at your earliest convenience.? I should also remind you

53、 that the next board meeting is on February 5th.? For futher details.? If you require more information.? Thank you for taking this into consideration.? I appreciate any feedback you may have.? Enclosed you will find.? Feel free to contact me by phone or email.ClosingHere are some common ways to clos

54、e a letter. Use a comma between the closing and your handwritten name (or typed in an email). If you do not use a comma or colon in your salutation, leave out the comma after the closing phrase:? Yours truly,? Yours sincerely,? Sincerely,? Sincerely yours? Thank you,? Best wishes? All the best,? Bes

55、t of luck? Warm regards,Writing Tips? Use a conversational tone.? Ask direct questions.? Double-check gender and spelling of names.? Use active voice whenever possible.? Use polite modals (would in favour of will ).? Always refer to yourself as I.? Dont use we unless it is clear exactly who the pron

56、oun refers to.? Rewrite any sentence or request that sounds vague.? Dont forget to include the date. Day-Month-Year is conventional in many countries; however, to avoid confusion, write out the month instead of using numbers (e.g. July 5th, 2007)Proofreading a Business LetterProofread means to read

57、a text carefully to check it for errors and general tone. You should always proofread a business letter before sending it.The most important thing when proofreading any document is to read the text out loud. Print the letter rather than read it on your computer screen. Make notes where your letter sounds awkward. If possible allow one day between writing and sending your letter. You are more likely to spot any typos or other errors with a fresh eye. (If you have to respond to an important email on the same day, write