湖南大学• 英语写作实训中心 kczx.hnu.cn/ewriting.html Business Letters Lecture One

Contents Formats of business correspondence Parts of a business letter 英语写作实训中心 Contents Formats of business correspondence Parts of a business letter Minutes Electronic mail Online interaction

1. Formats 格式 3 formats Block-style format 齐头式 英语写作实训中心 3 formats Block-style format 齐头式 Modified block-style format 改良齐头式 Semiblock-style/Indented format 半齐头式(缩进式)

modified block-style format block-style/ full block-style format 英语写作实训中心 modified block-style format block-style/ full block-style format semiblock-style format/indented-style format

Some Notes to the Block Form 英语写作实训中心 When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible. Skip another line before the salutation, which should be followed by a colon [:]. Then write the body of your letter, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name.

英语写作实训中心 Hunan University No.2 Lushan S. Road Changsha 410002, P. R. China April 18, 2012 Mrs. Jane Warner President ABC School 000 West Street Chicago, IL 00000 Subject: Block - style letter Dear Mrs. Warner: This is an example of a full block style letter, one of the most frequently used formats for writing business letters in the international world. As you can se e, there are no indentations. All lines are typed against the left hand margin. If you have any questions about the layout, please do not hesitate to call me at 00000000. Sincerely yours, John Smith Vice Principal 英语写作实训中心

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Some Notes to the Indented Form 英语写作实训中心 If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations. Indent the first line of each paragraph one-half inch. Skip lines between paragraphs. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here.

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3 Formats Block style Modified Semi No indentations 英语写作实训中心 Block style Modified Semi No indentations All lines typed against the left-hand margin No indentations All lines typed against the left-hand margin, except: Dateline and complimentary closing typed slightly to the right of the page center Paragraphs indented Five spaces from the left Dateline and complimentary closing typed slightly to the right of the page center

2. Parts 构成 Date Attention line Inside address 英语写作实训中心 Date Attention line Inside address Subject of reference line Salutation Body Complimentary closing Signature line

date 3-4 lines under headings US: April 4, 2012 Eur.: 5 November, 2012 Hunan University No.2 Lushan S. Road Changsha 410002, P. R. China Tel. (000)000000 April 21, 2012 Mrs. Jane Warner President ABC School 000 West Street Chicago, IL 00000 Subject: Semiblock-style letter Dear Mrs. Warner This is an example of a semiblock-style letter, which many companies use. This style gives letters a more balanced appearance. Sincerely, John Smith Vice Principal 英语写作实训中心 date 3-4 lines under headings US: April 4, 2012 Eur.: 5 November, 2012 No numeric format for months

Attention line 注意事项： 2-4 lines under dateline “Personal” Hunan University No.2 Lushan S. Road Changsha 410002, P. R. China Tel. (000)000000 April 21, 2012 Confidential Mrs. Jane Warner President ABC School 000 West Street Chicago, IL 00000 Subject: Semiblock-style letter Dear Mrs. Warner This is an example of a semiblock-style letter, which many companies use. This style gives letters a more balanced appearance. Sincerely, John Smith Vice Principal 英语写作实训中心 Attention line 注意事项： 2-4 lines under dateline “Personal” “confidential”

Inside address 信内地址，信纸左上角的收信人姓名与地址 英语写作实训中心 Inside address 信内地址，信纸左上角的收信人姓名与地址 On the left-hand margin 2 lines below the date Recipient’s name, company, address and post code. Examples

Inside address: Example 英语写作实训中心 Inside address: Example Mr. Kenneth Maxwell 肯尼斯. 麦克斯韦而先生 Corporate Planning Department 公司计划部 XYZ Company, Inc. ＸＹＺ公司 00 Highwood Avenue 乔木林大道00号 Midland Park, MA 00000 马里兰州米德公园，邮编0000

Inside address: Practice 英语写作实训中心 Inside address: Practice 美国阿拉巴马州伯根菲尔德市(Bergenfield, Alabama)xx大学招生办公室，邮编：00000 加拿大安大略省多伦多市(Toronto, Ontario)西12大街000号ABC公司客户服务部部长卡伦.萨瑟兰女士， 邮编000 000

Attention: Admissions Office Bergenfield, AL 00000 USA 英语写作实训中心 XX University Attention: Admissions Office Bergenfield, AL 00000 USA Mrs. Karen Southerland, Director Consumer Services Division ABC Company 00 West 12th Street Toronto, ON 000 000 Canada

Subject or reference line: 主题 英语写作实训中心 Typed under inside address Usually underlined for attention Subject / No. / Date Abbreviations as “Ref.” “Re:” Examples Subject: Holiday Schedule for 2012 Ref.: Your order No. 2338A Re: Insurance Policy No. B444-AZ-35

Salutation: 称呼 : colon used after recipient’s name in business letters 英语写作实训中心 : colon used after recipient’s name in business letters , comma used after recipient’s name in personal letters Examples Dear Madam: Ladies: Dear Ms. Gruber: Dear Mayor Kilpatrick: Dear Sir: Dear Sirs: Gentlemen: Dear Professor Brown: Dear Dr. Faulkner:

Body: 信文主体 Single space between lines Double space between paragraphs 英语写作实训中心 Body: 信文主体 Single space between lines Double space between paragraphs Double space between body of letters and closing

Complimentary closing: 结尾敬语 英语写作实训中心 2 lines below the body Capitalized initial of the first word Formal Less formal personal Yours truly, Respectfully yours, Sincerely, Sincerely yours, Cordially, Regards, Personal regards, Kindest regards,

Signature line: 签名行 Print name: 3-4 lines under closing 英语写作实训中心 Print name: 3-4 lines under closing Signature between print name and closing Title: under print name Examples Sincerely, 真诚的 Joseph L. Cotton Joseph L. Cotton 约瑟夫·考顿 Director, Marketing Services 市场服务总监 Yours truly, 你忠实的 Marion Nicholson Marion Nicholson 玛丽恩·尼克尔森 Secretary to Mr. Leaman 科曼先生的秘书

3. Minutes: 纪要 Third-person Past tense 英语写作实训中心 3. Minutes: 纪要 Third-person Past tense Including: agenda, decision, motion, resolution and etc. Sample minutes

Parts: 纪要的构成 Heading: 抬头信息 Present: 出席 Apology for absence: 缺席 英语写作实训中心 Heading: 抬头信息 Present: 出席 Apology for absence: 缺席 Minutes: 纪要 Report: 报告 Motion: 提议 Resolution: 决议 Next meeting: 下次会议

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4. E-mail: 电邮 Usually less formal Read by more than one recipient 英语写作实训中心 Usually less formal Read by more than one recipient Enclosed files Careful uses of acronyms （慎用首字母缩写） ASAP, FYI BRB, GTG, MSG, TTUL Sample

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Practice Task 1: 至理查德：感谢发给我新的日程安排。除了5月20日的会议外，我可以参加其他所有会议。 英语写作实训中心 Task 1: 至理查德：感谢发给我新的日程安排。除了5月20日的会议外，我可以参加其他所有会议。 Task 2: 至琳达：请你尽快发给我你们Estelle生产线最新的价格单。 Task 3: 至所有部门：杰拉尔德.非希尔将从总经理晋升为负责国际销售的副总裁。他将直接向我汇报，本决定自5月15日起生效。我确信你们会和我一起恭喜非希尔先生获得新职位。 Task 4: 至史蒂夫、抄送至马克思：感谢您邀请我于11月22日周六晚在剑桥自然俱乐部的年会上做一个40分钟的关于南非野生动物的幻灯片演讲。我下周给您打电话讨论相关的细节。

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英语写作实训中心 A General Review

a well-targeted headline to attract the readers’ attention and make them want to read on well-written text to follow on logically from the headline, build a convincing case and prompt a response from the readers clear design that the way an advertisement looks must attract and retain the readers’ interest

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