Unit 1 Structure and Style of Business Letter

教学内容： 商务函电的结构 Structure （教学重点）

商务函电各构成部分的内容、作用、位置和注意事项（教学难点）

商务函电的格式 Style 商务函电写作的原则 Golden rules （教

学重点） 商务函电的种类 Classification

Lesson 1 Structure of Business Letter

标准部分 信头 Letter head 写信日期 Date line 封内地址 Inside addr

ess 称呼 Salutation 正文 Body of the lette

r 结尾敬语 Compliment

ary 签名 Signature

特别部分 附件 Enclosure 再启 Postscript 经办人名称 Attention li

ne 事由、标题 Subject line 参考编号 Reference nu

mber 抄送 Carbon copy 姓名字首缩写 Name ini

tials

Introduction to each part Definition, function, location and

attention of each part

1. Letter head Content: Writer’s name, address, fax number, email address and so on Function: To offer essential information of writer Location: At the head of the letter Attention: Usually used together with date line (2) For example:

A Company 36 Tower Street Toronto 4, Canada

May 16,2009

Who can change this style into indented style? A Company 36 Tower Street Toronto 4, Canada May 16,2009

A Company 36 Tower Street

Toronto 4, Canada

May 16,2009

2. Inside address

Content: The receiver’s name and address Function: To offer essential information of the receiver Location: Below the date line for 4-

6 rows

3. Salutation or Greeting

Content: Salutation of the receiver Function: To show respect to/salute

the addressee Location: Below the inside address

for 2-3 rows

Attention:

Dear Sirs, ---Used in England usually Gentlemen:---Used in America and Canada

more单数用 Dear Sir

If the addressee is female单数 Dear Madam or Madam复数 Dear Mesdames

Dear Mr./Mrs. Smith

4. Body of the letter Content: The writer’s expression Function: To show his opinions or ideas Location: Below the salutation for 2-3 rows Structure:

The opening sentences Body The closing sentences

We await your good news. We hope to receive your early reply. We look forward to your soon reply. I’m looking forward to your earliest reply.

5. Complimentary Close Attention: to match the salutation

Sir,--- Yours respectfully, --- Respectfully yours,Dear Sirs,--- Yours faithfully, ---Faithfully yours,Gentlemen:--- Yours (very) truly, ---Truly yours,Dear Mr. Smith,--- Yours sincerely, --- Sincerely yours,

6. The signature

Attention: Usually printed the signer’s name

and position as well

7. Enclosure

Function: To show the sender have attached something with the letter, such as catalogue, price list, B/L, certificate, invoice and so on

Location: left and lower side For example:

Encls.: 2 invoice Enc.: 1 B/L

8. Postscript

Function: To add some sentences Location: At the end of the letter How to use it?

P.S./ PS Don’t forget the signature.

9. Attention line

Function: To show who is the receiver of this letter

Location: Between inside address and salutation

Attention: Usually the receiver is one person as well as one department

For example: Attention: Mr. H.A. Donna, Export Manager Attention of Marketing department

10. Subject or caption

Function: To help the receiver to know the main meaning of this letter and to whom to give this letter

Location: 2-3 rows below the salutation

Attention: Concise and clear For example:

Re: Your order of July 14,2008 - To whom?

Re: Price reduction - To whom ?

11. Reference number

Function: To file the letter, to make the work convenient

Location: Near the date line; On the upside of inside address; In the opening sentences

For example: Our Ref. : 519/57300 We refer to your letter of ref.

519/57300……

12. Carbon copy notation

Function: To show the sender will give this letter to other company as well

For example: C.C.: The bank of ABC C.C.: The ABC Chamber of Commerce &

Industry

13. Name initials

Not necessary Function: To show who write this

letter as well as who type it

Lesson 2 Style of Business Letter

1. 齐头式 Block style Each part, paragraph and line will b

egin from left and block each other. Please see two specimen letters on

page 8-9.

2. 缩进式 Indented style向右缩进 2-3 个字母，日期在信纸的右上

端，签名在中间偏右下方，每一段每一行向右缩进 3-5 个字母

Please see the specimen letter on page 9-10.

3. 混合式 Semi-block style with indented paragraphs 信的正文采用缩进式，除信头、日期和

签名外，其他采用齐头式 注意：函电每部分之间要留出两行的

空间 Please see two specimen letters on

page 10-11.

Lesson 3 Golden rule of Writing Business Letter

You’d better write the business letters according to the following 6C’s rules:

The 6c’s: courtesy , conciseness, clearness, consideration, correctness, completeness

Could you tell me what the meaning of each C is?

Which one is better? Soon & July 5 Peruse & read Beg to state that… & would like to tell you

that… In the event that & if In regard to & about Are writing to you with a view to entering

into & are anxious to One paragraph one topic & one paragraph

several topics Make our company more profitable &

afford you a profit margin

（ 1 ） You claim that we did not enclose all the parts in your order.

We regret any delays in your production caused by missing parts in your order. 前一句直接否定，效果较差 ; 后一句委婉地表达，效果较好

（ 2 ） We are sorry that we can not ship the goods until S

eptember8. We are happy to tell you we may ship the goods aft

er September8. 前一句直接否定，效果较差；后一句委婉地表达，效果较好

（ 3 ） We hope you won’t be dissatisfied with our new p

roducts. We hope you will be satisfied with our new product

s. 前一句否定之否定，效果较差；后一句直接肯定，效果较好

（ 1 ） We allow 2 percent discount for cash payment.

强调自己的行为

You will earn 2 percent discount when you pay cash. 强调对方的利益，效果更好

（ 2 ） We can not offer any refunds because the goo

ds you returned are dirty and unusable. 表达直接，语气有些居高临下

You could obtain refunds if the goods you returned are clean and usable. 强调对方得失，拒绝语气婉转，效果更好

Lesson 4 The classification of Business Letters

Establishment of business relation Enquiry Offer Business negotiations Conclusion of business Sales promotion order and the fulfillment Letter of credit

Shipment Repeat order Insurance Claim Ask for an agent Processing trade Compensation trade Establishing a joint venture

Do you still remember the following words?

Indent Block Salute Await Leading Accept Negotiate Range Balance claim

Some exercises

Please finish exercises on page 16-18.