商务书信写作的基础知识（在线收听） |
BASIC KNOWLEDGE OF BUSINESS LETTER WRITING Ⅰ. Form and Structure of Business Letters 1. Form (1) Full block form 齐头式 Blyco Textile Group B. V. Your ref: C9246 Date: April 24, 1998 Xi'an Textile Import & Export Corp. Dear Sirs, Thank you for your letter of April 18, 1998. We are a company that is - for years already - engaged in importing clothing items from your country, although not from Xi'an. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, In the Full block form, every part of a letter is typed from the left margin. It is convenient to be typed with a typewriter but the layout is not so beautiful. So some businessmen use a modified block form with indented style. (2) Modified block form with indented style 混合式 Blyco Textile Group B. V. Your ref: C9246 Our ref: bwbw Date: April 24, 1998 Dear Sirs, Thank you for your letter of April 18, 1998. We are a company that is - for years already - engaged in importing clothing items from your country, although not from Xi'an. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, In the Modified block form with indented style the sender's address is typed (or printed) in the up-middle part. The receiver's address starts from the left margin. The complimentary close as well as the signature are typed from the middle little towards the right. As the business letters are supposed to be simple and clear, so the Modified block form and Simplified form come out. In the Modified block form all the parts start from the left margin, except the date, complimentary close and signature which are positioned same as that in the Modified block form with indented style. (3) Modified block form 改良式 Blyco Textile Group B. V. Your ref: C9246 Our ref: bwbw Date: April 24, 1998 Xi'an Textile Import & Export Corp. Dear Sirs, Thank you for your letter of April 18, 1998. We are a company that is - for years already - engaged in importing clothing items from your country, although not from Xi'an. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, Simplified form is somewhat like Full block form. But some parts are omitted, such as salutation and complimentary close. (4) Simplified form 简化式 Blyco Textile Group B. V. April 24, 1998 Xi'an Textile Import & Export Corp. Thank you for your letter of April 18, 1998. We are a company that is - for years already - engaged in importing clothing items from your country, although not from Xi'an. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is now in Hong Kong at the moment, will contact you when he returns. J.Kistemaker, Manager The above four forms are popularly used nowadays. Which form a sender likes to choose depends on his or her preference. The main aim of designing a letter is to make the letter not only pleasing to the eye, but also convenient to be typed. 2. Structure (1) Parts of the business letter a. letterhead 信头 The following letter is designed to illustrate the position of each part mentioned above: a. Chiwan Petroleum Supply Base b. Your ref: Our ref: BW/bw 3 May, 1998 c. Messrs. J. Brown & Co. d. Attention: Import Dept. e. Dear Sirs, f. (Oil Tools) g. We thank you for your letter of April 4. In compliance with your request, we are sending you herewith a copy of our latest price list for your reference. All prices are understood to be CIF European Main Ports, subject to our final confirmation. Payment is to be made by irrevocable Letter of Credit available by draft at sight. As there is a heavy demand for the goods, we would suggest that you advise us by telex in case of interest. We are looking forward to your early reply. h. Yours faithfully, i. (Signed) … j. Encl. as stated k. cc. our Branch Offices l. P.S. Your letter of April 22 has just come to hand. As requested, we will airmail you two samples tomorrow. (2) The ways of writing parts a. Letterhead 信头 Letterhead includes the sender's name, postal address, telephone number, telex number, fax number, cable address, and E-mail address, etc. Usually letterhead is printed in the up-center or at the left margin of a letter writing paper. Chiwan Petroleum Supply Base In some countries the letterhead contains other details. For example, in the U.K. the directors' names of a company is given. Directors R. B. North, M. W. Beevers b. Reference and Date 编号和日期 In business communication, when a firm writes to another, each will give a reference. The reference may include a file number, departmental code or the initials of the signer followed by that of the typist of the letter. These are marked "Our ref:" and "Your ref:" to avoid confusion: Your ref: JBD/WM They are typed immediately below the Letterhead. If desired, the reference initials can also be placed at the lower left margin two lines below the name of the signer. 15 August, 1997 Avoid typing dates in figures (e.g. 10/2/1997), since it could easily be confusing. Because English form follows the order of day, month and year while the U.S. practice is to write in the order of month, day and year. So 10/2/1997 could be taken as either October 2 1997 or February 10 1997. c. Inside Name and Address 封内名称及地址 The name and address of the receiver is typed at the left-hand margin about two to four spaces below the date. It appears exactly the same way as on the envelope. e.g. Mr. C. E. Eckersley, Ms. M. C. Mar. Messrs. (abbreviation of Messieurs) is, also a courtesy title, used for partnerships whose firm's name includes a personal element, as in Messrs. Macdonald & Evans. It is not used, where there is no personal element in the name, as Utility Furniture Co. when the name already carries a courtesy title, as Sir William Dobson & Sons, or when the word "The" forms part of the name, as The Grayson Electrical Co. e.g. 1 Messrs. William & Werner d. Attention Line 注意事项 Attention line is used when the writer of a letter addressed to an organization wishes to direct the letter to a specific individual or section of the firm. It generally follows the inside address. e.g. Attention: Mr. Smith Attention: The Sales Manager e. Salutation 称呼 Salutation is the complimentary greeting with which the writer opens his letter. Its form depends on the writer's relationship with the receiver. The customary formal greeting in a business letter is "Dear Sir" or "Dear Madam" used for addressing one person; and "Dear Sirs", "Dear Mesdames", or "Gentlemen" (always should be in plural form and never write "Gentleman") for addressing two or more people. If the receiver is known to the writer personally, a warmer greeting "Dear Mr. Sb." is then preferred. f. Subject Line 事由 Subject line is actually the general idea of a letter. It is inserted between the salutation and the body of the letter either at the left-hand margin for fully-blocked letter form or centrally over the body for other forms. It calls the receiver's attention to the topic of the letter. g. Body of the Letter 信文 This is the main part of the letter. It expresses the writer's idea, opinion, purpose and wishes, etc., so it should be carefully planned. When writing, pay attention to the following: (a) Write simply, clearly, courteously, grammatically, and to the point. Aim at an attractive and pleasing appearance for your letter. Margins especially are important, since they serve to "frame" your letter. h. Complimentary Close 结尾敬语 Complimentary close is merely a polite way of ending a letter. It is in keeping with the salutation. The most commonly used sets of salutation and complimentary close are: Formal: As the salutation and complimentary close are merely a matter of courtesy and don't mean anything to the message, they can be omitted in the simplified form used nowadays. (a) the number of the sheet (in the center of the page) e.g. i. Signature 签署 It is common to type the name of the writer's firm or company immediately below complimentary close. Then the person who dictating the letter should sign his name, by hand and in ink, below it. Since hand-written signatures are illegible, the name of signer is usually typed below the signature, and followed by his job title or position. (a) Yours faithfully, j. Enclosure 附件 If something is enclosed, note it below the Signature. k. The Carbon Copy Notation 抄送 When copies of the letter are sent to others, type c.c. below the signature at the left margin. 1. Postscript 附言 If the writer wishes to add something he forgot to mention or for emphasis, he may add his postscript two spaces below the carbon copy notation: P.S. The samples will be mailed to you tomorrow. Try to avoid using P.S. since it may suggest that the writer failed to plan his letter well before he typed it. (3) Model of a Business Letter TRITON October 17,1997 Mr. Zhao Jun Ref: Provision of Drill Tools Dear Sirs, Please find attached Service Order No. CHI-SO-001 for the above referenced service. Should you have any questions, please do not hesitate to contact us. Sincerely yours, Melvin D. Johnson 3. Addressing Envelopes Business Envelopes ordinarily have the return address printed in the upper left corner. The receiver's name and address should be typed about half way down the envelope. _________________________________________________________ It is important to include the postcode (zipcode in the U.S.A.) in order to facilitate mechanical mail-sorting. |
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