Business Letter Writing(商務(wù)信函)

1、Business Letter Writing 2Learning ObjectivesuHow to write formal letter uUseful sentences uSpecial Notion uQ & A， Quiz3Letter FormatNormally English letter consists of 6 parts:1. Letter head（信頭）（信頭）: telling the reader the name of the firm and often what it makes or sells2. Inside name & add

2、ress（信內(nèi)名字及地址）（信內(nèi)名字及地址）: give the full name, the title and address of reader3. Salutation（稱(chēng)呼）（稱(chēng)呼）: The greeting of business letter is salutation4. Body（正文）（正文）: The body of the letter is the most important part of any business letter and contains the essential information 5. Complimentary close（結(jié)束語(yǔ)）（

3、結(jié)束語(yǔ)）: The complimentary close ends the letter in a polite way, consequently making a good impression on the reader6. Signature（簽名）（簽名）: Every business letter must be signed by its writer, thus telling the reader who writes the letterLetter HeadInside Name and AddressSalutationBody of letterComplimen

4、tary closeSignatureHow to write formal letter4Letter headKey points:- Letter head includes: Name of the sender / Name of Firm The address of the sender / firm The telephone # (fax, email etc.) of firm The date- The letterhead is usually centered at the top. Note:- Logical order of address: house, bu

5、ilding, street, district, city, state, ZIP, country- Logical order of date: M/D/Y OR D/M/Y John Chen State Insurance Corporation 299 Hightower Boulevard (大道）大道） Syracuse, NY 100258 July 17 2008Inside Name and AddressSalutationBody of letterXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXComplimentary closeSignat

6、ureHow to write formal letter5Inside name & addressKey points: - Inside name & address includes: names of the person and the company to whom the letter is written properly Readers title or position The address of the reader- Place the inside name and address flush with the left margin at lea

7、st four lines below the date line. And the style should be governed by the style of the letterhead. - Logical order of address: House, street(St.), Road (Rd), Avenue (Ave.), Village or Town, County, City, State, ZIP Or Post code, CountryHow to write formal letter6Inside name & addressLetter Head

8、Mr. June Smith Sales ManagerThe successful Business, Inc.One Carrier PlaceFarmington, CT 06032 USASalutationBody of letterXXXXXXXXXXXXXXXXXXXXXXXXComplimentary closeSignature- Ordinary men and women:Mr. （先生）（先生）/ Mrs. （夫人）（夫人）/ Miss （小姐）（小姐）/Ms. （女士、小姐）（女士、小姐）- Men with titles or degrees:Sir John Sm

9、ith (Not Sir J. Smith or Sir Smith)Dr. B. Brian or Dr. Bruce Brian Professor Martin Hastings(Other titles: Colonel 陸軍上校，團(tuán)長(zhǎng)陸軍上校，團(tuán)長(zhǎng); Reverend 牧牧師，教士師，教士 etc.) - Unmarried women: Miss - Married women: Mrs. Elizabeth Tanner - Women whose marital status unknownMs. Merry Lawrence or Omission of the titleT

10、itle to different people:How to write formal letter7The salutationKey points:- When writing to individuals, always use their names if you know them, like Dear Andy, Dear Mrs. Wu; Dear Dr. Smith - The salutation must agree with the inside address- Place the salutation three typing spaces below the la

11、st line of the inside address and type it flush with the left margin Note:- Use Dear Madam or Dear Mesdames to address a woman or a lady- Use Dear sirs or Gentlemen or Ladies and Gentlemen when two or more persons and all personal companies are addressed - If you know readers title, you can write: D

12、ear Prof. Tim Scales, Dear Dr.John Smith - Never use Madam with a womans name - Never write Dear Miss or Dear Mrs.“ And Mr., Ms., Mrs. or Miss must always be followed by a name - Avoid using Sirs alone and Gentlemen in singular formLetter HeadInside Name and AddressDear Mr. Johnson /Dear Mrs. Graf /

13、Dear Prof. LiBody of letterXXXXXXXXXXXXXXXXXXXXXXXXComplimentary closeSignatureHow to write formal letter8Letter BodyKey points:The body of the letter customarily consists of three paragraphs: - A. The first paragraph acts as an introduction or an acknowledgement of the previous correspondence if an

14、y.- B. The middle usually discusses matters or gives information.- C. The last paragraph expresses a hope or refers to the future action either by the writer or the reader . Letter HeadInside Name and AddressDear Sir,Thank you for your letter of June 6 in which you inquire about appropriate letter f

15、ormats for use in your solicitation letter.Although the block style is used for most business communications, I recommend a less common form modified block style as particularly suited to your use. Unlike letter parts in block style, the various parts of a modified block letter are balanced on the p

16、age.The modified block style is explained in the enclosed book, writing effective letter and memos. Please contact me if I can be of further assistance.Complimentary closeSignatureHow to write formal letter9Complimentary closeKey points:- Match the salutation - Always place the complimentary a doubl

17、e space below the body of the letter- Normally use “Yours” to endSamplePerson Addressed Salutation Close Mr. T. Smith Dear Mr. Smith Yours sincerelyDr. A. Smith Dear Dr. Smith Yours sincerelyThe Manager Dear Sir Yours faithfullyThe Secretary Dear Madam Yours faithfullyMs. Smith, Secretary Dear Ms. S

18、mith Yours sincerelyMessrs Smith and Jones Dear Gentlemen or Yours faithfully Sirs Yours truly Close friends My dear friend Yours cordiallyHow to write formal letter10SignatureKey points:- Handwritten signature - Typewritten signature - Put the writers job title, name of the writers department or di

19、vision in the company for which he works immediately following the type-written name - Put the companys name either immediately below the complimentary close or below the typed name and the titles of the writer in all capital letters - Sign your letter customarily a double space below the compliment

20、ary close with the typewritten name underneath Letter HeadInside Name and AddressSalutationBody of letterXXXXXXXXXXXXXXXXXXXXXXXXXXXXXYours Faithfully CARRIER TRANSICOLD CHINA(Written Signature)Harrison WangEngineering Manager ORYours Faithfully (Written Signature)Harrison WangEngineering ManagerCAR

21、RIER TRANSICOLD CHINAHow to write formal letter11Postscript & Enclosure Postscript (附言，后記）附言，后記）: -Abbreviate it as P.S. and type it at the left hand margin immediately below Signature Enclosure（內(nèi)附）（內(nèi)附）:-The enclosure notation simply indicates that other pieces of paper are mailed with the lette

22、r in the same envelope-Abbreviate the enclosure notation as Enc or Encls or Encs (for the plural)- Indicate the number of the enclosures or only list the items being enclosed Letter HeadInside Name and AddressSalutationBody of letterComplimentary closeSignatureP.S. Dont forget to bring my coat back.

23、Encls: 2 invoiceEnc: 1 invitation letterHow to write formal letter12The layout of business letterBlock style （齊頭式）: Place all letter elements flush against the left marginPlace the letter body in the middle of the page Letterhead centeredDate(about 4 lines)Dr. SmithCompany nameAddress(3 typing space

24、s)Dear Dr. SmithXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.(about double lines)Sincerely(also about double lines)SignatureHarrison WANGEngineering ManagerHow to write formal letter13The layout of business letterLetterhead centered DateDr. SmithCompany nameAdd

25、ress Letter SubjectDear Dr. Smith XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.SincerelySignatureHarrison WANGEngineering ManagerP.S. XXXXXEncl：XXXXXModified block style（縮進(jìn)式）:Place the date on the right-hand sideCenter the subject heading over the body of the letter Place the complimentary close, the signature and the typed name either on the right or in the middle of the page Place all other parts against the left margin How to write formal letter14T