unit 4Layout of Business Letters2021/8/21Forms and Essentials of Business Letter-writing 商业信函的格式和组成部分2021/8/22Layout of a Business Letter 商业信函的格式Three major forms1.Indented Form 缩格式2.Blocked Form 齐头式3.Modified Blocked Form 改良齐头式2021/8/23缩格式示例日期靠右具体收信人和事由居中段首缩格结尾敬语和落款偏右2021/8/24齐头式示例除信头外全部左对齐2021/8/25改良齐头式示例案号和日期靠右落款偏右2021/8/26Common forms of BL1. Full blocked (COMMONLY USED )Writers addDate Readers add. Salutation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Complimentary closeSignatureWriters Name (typed)2021/8/27 2.Indented Writers add Date Readers add. Salutation: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Complimentary close, Signature Writers Name (typed) 2021/8/28 Writers addDate Readers add. Salutation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Complimentary closeSignatureWriters Name (typed) Writers add Date Readers add. Salutation: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Complimentary close, Signature Writers Name (typed) 2021/8/29Parts of a Business Letter 信件组成部分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 落款2021/8/210Optional 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2021/8/211 Essential parts:1. Letterhead 2.date 3.Inside Address 4.Salutation 5. Letter Body 6. Complimentary close 7. SignatureOptional parts:8. The attention line 9. The subject line 10. The reference notation 11. The enclosure 12. The carbon copy notation 13. The postscript 2021/8/2121.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: carlcofco.com.cn2.Our Ref. Your Ref. Date: 15th November, 20-3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products 5.We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6.Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S. We require payment by L/C for a total value not exceeding USD50,000.信函组成部分示例2021/8/213组成部分分项示例1. China National Cereals, Oils & Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: carlcofco.com.cn2. Our Ref. Your Ref. Date: 15th November, 20-信头日期2021/8/2143.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products收信人名称和地址具体收信人称呼事由2021/8/2155. We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6. Yours truly, 7. China National Cereals, Oils and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)结尾敬语信文落款2021/8/21610. QS/AN11. Enclosures12. cc our Shanghai Branch Office13. P.S. We require payment by L/C for a total value not exceeding USD50,000.案号附件抄送附言2021/8/217各部分写法1.信头和 3.收信人名称、地址 英语：名称在上，地址在下 地址先小后大 中文：名称在上，地址在下 地址先大后小2021/8/218名称、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名称门牌号街道城市邮编国家2021/8/219中文名称、地址举例湖北大学商学院中国湖北省武汉市学院路11号单位名称地址由大到小2021/8/220中国地址名称用英文写Sinochem Jiangsu Import and Export CorporationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 单位名称门牌号大楼名称街道邮编城市国家2021/8/2212. Date lineusually comes one line below the senders addressWhats wrong?26,June, 1998May. 1st, 05Sept. 12, 042021/8/222日期位置：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，也可以靠右写法：美式：月-日-年英式：日-月-年2021/8/223美式日期举例日期2021/8/224英式日期举例日期2021/8/225日期写法注意事项“月份”最好用文字，如： 1.2nd May, 20- 2.2 May, 20- 3.2 May 20- (Comma can be omitted) 4.September 21st, 20- 5.September 21,20-避免月份用数字，如11/12/20-2021/8/226 Type the date in full, year 1986,2005A) 10 September 2005 or 10th September, 2005 (British style : D/ M/ Y )B) September 10, 2005 or September 10th, 2005 (American style: M/ D/ Y )Give date in figures is a bad taste 12/10/20042021/8/227ReferenceReach the right person or department without delayYour ref: Our ref: Thank you for your letter, reference ALM/PS, of 15th September As heading: Your Ref: ALM/PS2021/8/2288. Attention lineWish to direct to a person of an organization Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention: Mr. Caveor Attention of Purchasing Manageror Att.: Purchasing Manageror For the attention of2021/8/2294. Salutation Dear Mr/Mrs/Miss/Ms WangDear Sir, Dear Madam Dear Sir or MadamDear SirsTo those who may be concernedGentlemen (never used in singular form) Dear Managers,The courtesy title here should be in complete agreement with the one used in the inside address 2021/8/230Courtesy titles used in correspondence are:Mr. - for a manMrs. - for a married womanMiss - for a girl or unmarried woman Ms. - for either a married or unmarried womanDr. - for one who holds a doctors degree Prof. / Professor - for a professorMessrs - the plural form of Mr.(used only for companies or firms whose name includes a personal element) Esq. - for judges, magistrates, barristers in America and for a single person in Britain, following the name and separated from it with a comma, e.g. John Hayling, Esq.2021/8/231 2021/8/232Choose a salutation 2021/8/233 2021/8/234 2021/8/235 2021/8/236 2021/8/237 2021/8/238 2021/8/239 2021/8/240 2021/8/241 2021/8/2429. Subject lineSubject: Your Order No. 3456Your Order No. 3456 Paragraph Headings: at the beginning of each paragraph to show the subject dealing2021/8/243落款结尾敬语手写签名打印签名职务公司名称2021/8/2446.Complimentary ClosePurely a matter of custom and a polite way to bring the letter to a closeMatch with the salutation Formal: Dear Sir -Yours faithfullyInformal: Dear Mr. Leighten- Yours sincerelyYours respectfully Truly yours2021/8/245 a) Yours sincerely, Sincerely yours, Truly Yours, Yours Truly (for the receiver you know by name; an American style) b) Yours faithfully (for an unacquainted receiver; formal British style)c) Yours most cordially or Yours respectfully (for an official letter)d) I have the honor to remain, Sir, Your obedient servant(for a letter to the higher authority)2021/8/2467.The signature (both written and printed )and positionsenders name (signed)Charles Smith (in full for business letters no matter how familiar you are with the receiver)Senders name (printed)Managing Director (position)The International Trade Co. (name of the company)2021/8/247Per Pro.Per procurationem- a Latin phrase代理人签名The partner or the responsible employee authorized is to perform this signature.P. Pro or P.P. or For Sincerely yours Per Pro. Bates and Brown Co. (Signed) Santa Anna2021/8/24811. EnclosuresSomething enclosed to the letter2 Encls or 3 Encls, Encls: 2 Invoices Enc: 1 B/L 1 Photo 1 Certificate 2021/8/24912. Copy notationC.c to Mr. CooperCopies: Mr. Cooper Mr. Newman 2021/8/25013. PostscriptAfterthought- poor planning of the letterLegitimate functions: 1. some executions: add some personal touch, in pen2. One last convincing argument for emphatic inclusionP.S. to see you in the meeting P.S. I understand the special entertainment is great2021/8/251Reply the letter by making out the layout1. Westin Hotel Group 21-10 Raffles Tower Yishun Ring Road Singapore 7608102. 5th October, 20083. Ward Cutlery Ltd. Richmond Street Shefflield United Kingdom4. Dear Sir or Madame5. letter body6. Faithfully yours / Sincerely yours / Respectfully yours / I have the honor to remain, 7. Jane Hatton (signed and printed)2021/8/2521. Westin Hotel Group 21-10 Raffles Tower Yishun Ring Road Singapore 7608102. 5 October 20083. Ward Cutlery Ltd Richmond Street Shefflield United Kingdom4. Dear Sir or 5. . .6. Respectfully yours 7. Jane Hatton (signed) (Jane Hatton) (printed) 2021/8/2531. Westin Hotel Group21-10 Raffles TowerYishun Ring RoadSingapore 7608102. 5 October 20053. Ward Cutlery LtdRichmond StreetShefflield United Kingdom4. Dear Sir 5. . 6. Faithfully yours 7. Jane Hatton (Jane Hatton) 1. Ward Cutlery Ltd Richmond Street Shefflield United Kingdom 2. 10th October, October 3. Westin Hotel Group 21-10 Raffles Tower Yishun Ring Road Singapore 760810 4. Dear Ms Hatton, 5. . .6. Sincerely yours 7. S Holmes (S Holmes) 2021/8/254Envelope Addressing 信封格式2021/8/255邮寄方式Via Air Mail ( By Airmail, or Par Avion) 航空Registered 挂号Parcel Post 邮包Express 快递Samples Post 样品2021/8/256转交最终收信人转交人转交人地址2021/8/257 Return AddressStampDelivery AddressRemarksMailing Directions2021/8/258 Remarks1.Private 2.Confidential1.私人信2.机密信2021/8/259Mailing Directions1.Registered 2.Express3.Ordinary Mail4.Immediate(Urgent)5.Printed Matter6.Sample1.挂号邮件2.快递邮件3.平信4.急件5.印刷品6.样品2021/8/260Exercise:写信方：中国纺织品进出口公司写信方：中国纺织品进出口公司 王总经理王总经理 海淀区大兴干道海淀区大兴干道500号友谊大厦号友谊大厦201室室 100044收信方：收信方：Mr. Charles, sales manager of UCEC Corp. 251 West Hasting street Vancouver B.C. Canada Code number: 130042021/8/261 Mr. Wang, General ManagerChina National Textile Export & Import Corp.Room 201, Youyi MansionNo. 500 Daxing AvenueHaidian DistrictBeijing 100044China2021/8/262 Mr. Charles, sales managerUCEC Corp.251 West Hasting street Vancouver B.C. 13004Canada2021/8/263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2021/8/264缩格式举例收信人名称地址：逐行右缩写信人名称地址2021/8/265齐头式举例写信人名称地址收信人名称地址：左端对齐2021/8/266Layout of E-mails 电子邮件格式2021/8/267外发的邮件收件人被抄送人被暗抄人事由主体部分添加附件处2021/8/268部分资料从网络收集整理而来，供大家参考，感谢您的关注！