LetterFormat书信格式.ppt

Unit 2 Letter Format,书信格式,2.1 Letter Appearance,1)typing:single-spaced with double-spacing between paragraphs;clear and dark print;no errors.2)paragraphing:paragraph breaks come at logical points and result in an even appearance.3)white space:centering the body of the letter on the page.An ample margin of white space should surround the message.,2.2 Parts of a Business Letter,1)letterhead 信头(Standard Parts)It includes the essential particulars about the writer.The printed letterhead is usually centered or at the left margin.e.g.Hongxins Department Store 4507 Shanghai Road,Nanjing,Jiangsu 210047,2)date 日期 It should be typed three-line-spacing below the letterhead in full and not abbreviated.There is growing tendency to omit the th,-st,-nd and rd that follow the day.Avoid giving the dates in figures.e.g.8 June,2003 or June 8,2003,3)inside name and address 封内名址 The name and address of the receiver is typed at the left-hand margin at least two lines below the date.It appears exactly the same way as on the envelope.e.g.Ketchum Collection Agency1267 Hollywood BoulevardLos Angeles,California 91404U.S.A.,4)attention line 经办人(Optional Parts)It is used when the writer of a letter addressed to an organization wishes to direct it to a particular official or the special person who is in charge of the business.It is typed two line-spacing above the salutation,underscored and except with the full-blocked style,centered over the body of the letter.e.g.For the attention of Mr.Smith Attention:Mr.Smith Attention The Sales Manager,5)salutation 尊称 It is the polite greeting with which a letter begins.Its form depends upon the writers relationship with the receiver.e.g.“Dear Sir(Madam)”or“Gentlemen”The trend today is towards informality,especially if the receiver is known to the writer personally.e.g.“Dear Mr.Mason”,6)subject line 事由行 It is often inserted between the salutation and the body of a letter to call attention to the topic of the letter.It is also useful as a guide for filing,usually underscored.e.g.Subject:Mr.Gary Daniels,Account#69 112 003,7)body 正文 It contains the actual message of the letter,with the first paragraph referring to any previous correspondence and the last paragraph to future actions or plans.,8)complimentary closing 结束语 It is merely a polite way of ending a letter.It is in keeping with the salutation.e.g.Formal:Dear Sir(s)Yours faithfully Gentlemen Truly yoursLess formal:Dear Mr.Henry Yours sincerely Dear Ms.Smith Yours cordially,9)company signature 公司签章 It should be used when the signer of the letter is written as a spokesperson for the company,not as an individual.It is often omitted from less formal correspondence.,10)signers identification 签名人身份 It includes the signers name and any relevant titles,with four lines below the previous item to allow space for the signature.e.g.Mary Zhang Credit Manager,11)reference initials 姓名首字母 It consists of the signers initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter.e.g.MZ/wg,12)enclosure 附件 If something is enclosed,note it in the letter.e.g.Enclosure:Price List Enclosure 2 photos Encl.As stated Encl.3 copies of Contract,13)carbon copy 抄送 If you distribute copies of the letter to other readers,type c.c.,cc or Cc one or two lines below any enclosure notation.e.g.Cc Mr.Wright cc Robert Keats,President Jim Carter,Marketing Manager Mary Kent,Sales Agent,1)Hongxins Department Store4507 Shanghai Road,Nanjing,Jiangsu 210047 2)June 7,20033)Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles,California 91404 U.S.A.4)ATTENTION:Mr.Terry Roberts5)Gentlemen and Ladies,6)Subject:Mr.Gary Daniels,Account#69 112 0037)We would like to turn over to your services the account of Mr.Gray Daniels,we have enclosed his file for your reference.We are confident that we can reply o Ketchum as we have in the past.Please let us know if there is any further information with which we can furnish you.8)Sincerely yours,9)Hongxins Department Store 10)Mary Zhang Credit Manager11)MZ/wg12)Enclosure As stated13)cc Mr.Norman Hyman,2.3 Letter Styles,1)full-blocked 完全齐头式 All parts begin at the left margin.It is the fastest traditional arrangement style to type.,Hongxins Department Store4507 Shanghai Road,Nanjing,Jiangsu 210047June 7,2003Ketchum Collection Agency1267 Hollywood BoulevardLos Angeles,California 91404U.S.A.ATTENTION:Mr.Terry RobertsGentlemen and Ladies,Subject:Mr.Gary Daniels,Account#69 112 003 We would like to turn over to your services the account of Mr.Gray Daniels,Sincerely yours,Hongxins Department StoreMary ZhangCredit ManagerMZ/wgEnclosurecc Mr.Norman Hyman,2)blocked 齐头式 All parts begin at the left margin,except the dateline,complimentary closing,company signature and writers identification,which start at the horizontal center of the page.,Hongxins Department Store4507 Shanghai Road,Nanjing,Jiangsu 210047 June 7,2003Ketchum Collection Agency1267 Hollywood BoulevardLos Angeles,California 91404U.S.A.ATTENTION:Mr.Terry RobertsGentlemen and Ladies,Subject:Mr.Gary Daniels,Account#69 112 003 We would like to turn over to your services the account of Mr.Gray Daniels,Sincerely yours,Hongxins Department Store Mary Zhang Credit ManagerMZ/wgEnclosurecc Mr.Norman Hyman,3)semi-blocked 半齐头式 It is the same as a blocked letter with one change:the beginning of each paragraph is indented five or ten spaces.,Hongxins Department Store4507 Shanghai Road,Nanjing,Jiangsu 210047 June 7,2003Ketchum Collection Agency1267 Hollywood BoulevardLos Angeles,California 91404U.S.A.ATTENTION:Mr.Terry RobertsGentlemen and Ladies,Subject:Mr.Gary Daniels,Account#69 112 003 We would like to turn over to your services the account of Mr.Gray Daniels,Sincerely yours,Hongxins Department Store Mary Zhang Credit ManagerMZ/wgEnclosurecc Mr.Norman Hyman,4)simplified 简化式a.no salutation or complimentary closingb.an entirely capitalized subject linec.the signers identification is typed in capitalsd.lists are indented five spaces unless numbered or lettered.It is extremely efficient,but also impersonal.So the readers name should be mentioned at least once in the body.,2.4 Punctuation Styles,For open style,no punctuation is used,except in the body.Otherwise,the only letter parts outside of the body to be followed by punctuation marks are the salutation(a comma used)and complimentary closing(a comma used).,2.5 Envelope Addressing,The address on the envelope must be correct,legible,and placed in the appropriate location,in block style,single-spaced,with all lines having a uniform left margin.e.g.(see next page),stampJoseph PenderThe Four Star Company112 W.Sunset BoulevardHollywood,CA 90080U.S.A.Mr.Wang Hui China Nations Light Industial Products Imp.&Exp.Corp.Jiangsu Branch No.1,Bai Xia RoadNanjing,China,