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Layout of Business Letter

Layout of Business Letter. Listen to the dialogue. What ’ s the task Li Li is given? Do you know the layout of a business letter? Do you know the principles of business letter writing?. Task:.

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Layout of Business Letter

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  1. Layout of Business Letter

  2. Listen to the dialogue • What’s the task Li Li is given? • Do you know the layout of a business letter? • Do you know the principles of business letter writing?

  3. Task: • Please write a letter for lili who works for Shanghai Starline Import & Export Co., Ltd. (add: 503 Baise Rd. Shanghai ) to Mr. Morris, who works for A.V.S. Trading Co.,Ltd. ( Mijlweg 5a 4131 Vianen The Netherlands)

  4. The standard parts of Business Letter (1)参考编号（Reference Number) 1信头(letterhead) 2日期(date) 3.封内名称和地址 (inside name and address) 4.称呼(salutation) 5.正文(body) 6.结尾敬词(complimentary closing) 7.签名(signature) (2).经办人(attention) (3)事由（标题）(subject) (4)姓名缩写（identification mark/the typist’s initial) (5)附件 (enclosure) (6)副本抄送(cc to XX) (7)附言(postscript)

  5. 1.Letterhead—Sender’s address • 内容：外贸商号的信笺，一般都印有信头，包括发信人的公司名称、地址、联系方式（电话号码、传真号、及E-mail等），有些会将注册商标等一并印在信头上。

  6. 2Date • 打印日期注意事项：A.年份应完全写出，不能用(94)代替(1994)B.月份要写英文名称，不能用数字来代替C.日期可以用序数词也可以用基数词 • 美式June 3,2004, 英式3rd June, 2004

  7. 3.Inside name and AddressReceipient’s name and address 顺序: (1).收信人姓名/职称 ①收信人姓名拼写正确并写上全名,并冠以称呼Mr., Messrs, 如 Mr. Jack Horm, Messrs Jack Horn and Paul Harvey, Esq. For Esquire 置于收信人姓名之,用于阶层人士,且用逗号隔开,前无需再加Mr. 如Jack Horn,Esq.;另还有Mrs., Miss, Ms. ②也可写领导职务,如:Director, Manager, Professor

  8. ③若公司名称中有人名,则在含有人名的公司名称前冠以“Messre”,如Messrs Jackson, Brown & Co., 若公司名称中有the,则不加Messrs (2)公司名称 (3)门牌号和街名 (4)城市名,省名或州名, 后面加上邮政编码 (5)国名

  9. 例： Mr. Thomas R. Witter Executive Director Wholesale supplies Co., Ltd. 892 Market Street Chicago, IL60601 U.S.A.

  10. 4.The Salutation • 位置:封内地址以下2-3行, 并与左边齐头;后用逗号(英国), 冒号(美国) • 这是写信人对受信人的一种称呼 1.Dear sir/Dear sirs, Gentlemen(不能用单数，单数时用Dear sir) 2.Dear Madam, Dear Mesdames（妇女复数） 3.不能确定男女　Dear Sir or Madam 4.具体的人名未知，可写给某头衔Dear Purchasing Agent 5.某一具体的人Dear Mr.xxx

  11. 5.Body of the Letter • 位置: 称呼以下2行,齐头式时, 每段都从左边界起头;混合式时,缩进4-6个字母距离,段落之间用两行分隔. • 写法:(1).开头语opening Sentences. 指正文的第一句话或第一段. 习惯上是用一些套语先将收到对方来信的日期,编号,主题及简单内容加以总综述,使对方对这封信的目的一目了然. (2). 主体Message.陈述收信人的意见,可根据中心思想将信息分成若干段落,一般每段较短. (3)接尾语.Closing Sentences.一般用来结束信中 内容,提示对收信人的要求.如希望收到对方的来函或来电订货,答复或作必要的声明等.

  12. 6.Complimentary Close • 位置:正文的最后一段下隔2-3行.齐头式放在左边,缩行式与日期在同一边.若称呼后有逗号,则后加逗号;若无,可不加. • 结束语是一种客套用语它应与前面的称呼相呼应，后面加逗号。如： Dear Sir(s), Gentlemen (正式):Yours faithfully,or Faithfully yours, Yours very truly Dear Mrxx(半正式): Yours sincerely ,or Sincerely yours, Cordially Yours Dear John(不正式):Truly yours, or Yours truly, Best Regards

  13. 7.The Signature • 结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。 Andrew Smith Andrew Smith Sales Manager ABC Company

  14. Dear Ms HU,Come with us in August on a journey through the history of aviation and be fascinated by the dream of flight - a dream which came true at a tremendous pace during the last century. We're showing you three special aircraft museums where you can marvel at the technological milestones in aviation and space travel.Yours sincerely,Hubert FrachVice President MarketingDeutsche Lufthansa AG

  15. (1).Reference Number • 参考号：为便于存档与查阅，可以为信编写参考号，为避免混淆，最好标明Your ref: Our ref:

  16. (2)Attention Line • 如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention 或Attention of例1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager

  17. (3)Subject Line or Caption Line • 事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。

  18. (4)Enclosure • 如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2 Encls or 3 Encls,或详细列明如下： • Encls: 2 Invoices • Enc: 1 B/L 1 Photo 1 Certificate

  19. (5)The Carbon Copy Notation • 如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CC to xxx” or “CC xxx”

  20. (6)Postscript • 信写完后，如果想起还有要紧的要说，可以在信末加P.S. 引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。

  21. 2.Form of Business Letter • 1) Full Block Form完全平头式：凡是用打字机打上去的每一行字，包括日期、封内地址、事由和结尾礼词。都是从左边的空白边缘打起。

  22. 2)Modified Block Form改良平头式：这种格式，除日期，结尾礼词和签名部分外，其他部分每行开头都与左边空白看齐。

  23. 3)Modified Block Form with Indented Style混合式：封内地址及其他需要分行的部分，采用平头式，而第一段开始一行采用缩行式。两种格式的混合采用所以称之为混合式。

  24. SHANGHAI STARLINE IMP.&EXP. CO., LTD. 503 BAISE ROAD, SHAGNHAI CHINA SEP.6,2011 A.V.S. TRADING CO., LTD. MIJLWEG 5A 4131 PJ VIANEN ,THE NETHERLANDS DEAR MR. MORRIS 5.正文(body) YOURS SINCERELY LILI SHANGHAI STARLINE IMP.& EXP. CO., LTD. The KEY TO TASK

  25. 3. Addressing Envelopes Sender’s Address Stamp Recipient’s name and address Remarks

  26. Remarks:1.Private 私人信2.Confidential　机密信 　3.Registered 挂号邮件4.Express　　　　　快递邮件5.Ordinary Mail　　　平信6.Immediate(Urgent)　急件7.Printed Matter　　　　印刷品8.Sample　　　　　　　样品

  27. Exercises: 1.根据以下信息写出信头 U.S.A./FORD MOTOR COMPANY /DEARBORN, MICHIGAN 48120 /PUBLIC RELATION DEPARTMENT /13350 TOTUNDA STREET 2.重写以下日期 A. 6/5/03 B.10-9-03 C. 8 June 2003 D. Oct. 28, ’03 E. jan 13,2003

  28. 1.根据以下信息写出信头 FORD MOTOR COMPANY 13350 TOTUNDA STREET DEARBORN, MICHIGAN 48120 U.S.A. 2.重写以下日期 June 5,2003 or May 6,2003 October 9,2003 or Sep. 10,2003 8 June, 2003 Oct. 28, 2003 Jan 13, 2003 Key to Exercises:

  29. Home Exercises: 3.用正确的形式写出信头,日期,封内地址,称呼,结束敬语,签名 To: From: Import department Li xiaoming Mr. James King Beijing Textiles Manager Export section Jims Fashion, Inc. Beijing China 712 Redwood Avenue 76 Baise Street England Sales manager

  30. Beijing Textiles 76 Baise Street ,Beijing China January 22,2007 Mr. James King Manager of Import department Jims Fashion, Inc. 712 Redwood Avenue England Dear Mr. James King, Yours sincerely, Li xiaoming Li xiaoming Sales manager Beijing Textiles

  31. Home exercises:

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