高级英语商务信件格式
商务信件格式
While the horizontal placement of letter parts may vary, the vertical order of these parts is standard. Refer to the model letter as you study the following list of letter parts.
1. Letterhead: This is printed and supplied by your employer (your boss). It is used only for the first page of a letter.
2. Dateline: The date on which the letter is being prepared is typed a few lines
below the letterhead.
3. Inside address: The address of your reader is typed as it will appear on the envelope.
4. 4.Attention line: This is not always required. It should be use when the letter is addressed to a company or organization as a whole, but you want it to be handled by a specific individual at the company or within the organization. It should be underlined or typed in capitals.
5. Salutation: While "Dear Sir," " Dear Madam," "Dear Madam or Sir" "Gentleman and Ladies" are acceptable in cases of extreme formality, you should otherwise use an individual''s name whenever it is known. When the reader''s name is not known, the person''s title is the next best term in a salutation.
6. Subject line: Like the attention line, this is often omitted, but its inclusion is a courtesy to your message, you enable him to decide whether the letter requires immediate attention. It should be underlined or typed in capitals.
7. Body: This is the actual message of your letter.
8. Complimentary closing: This is a polite, formal way to end a letter; standard forms are "Yours truly" or "Truly yours", "Sincerely yours," Respectfully yours," etc. Excessively familiar closings should be avoided, except in special situations. "Best wishes, for example, could be used when the reader is well known to you. Expressions, such as "Fondly", or "Love" should, obviously be reserved for private correspondence.
9. Company signature: Another item often omitted from less formal correspondence, it should be used when the signer of the letter is writing as a spokesperson for the company, not as an individual. Since this information appears in the letterhead, some companies omit it altogether.
10. Signer''s identification: Printed four lines below the previous item to allow space for the signature, this includes the signer''s name and any relevant titles.
11. Reference initials: Consisting of the signer''s initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter, this item serves as a reminder of who prepared the letter.
12. Enclosure reminder: Consisting of the word "enclosure"(or "enc" or "encl") or the word "enclosure" followed by a list of the enclosed items, this is a practical courtesy to prevent your reader from discarding important matter with the envelope.
13. "cc" notation: Also a courtesy, this tells the reader who has been sent a "carbon" copy of the letter.
(This is the letter 1: an example for the above explanation)
Flanagan''s Department Store
(1) 12207 Sunset Strip
Los Angeles, California 91417
(2) June 7, 2000
Ketchum Collection Agency
(3) 1267 Holly wood Boulevard
Los Angeles, California 91401
(4) ATTENTION: MS. TERRY ROBERTS
(5) Gentlemen and Ladies:
(6) Subject: Mr. Gary Daniels, Account # 68 221 300
We would like to turn over of your services the account of Mr. Gary Daniels, 4441
Natick Avenue, Sherman Oakes, California 91328.The balance on Mr. Danials''
account, 9.95, is now 120 days past due; although we have sent him four
statements and five letters, we have been unable to collect his debt.
Mr. Daniels is employed by West Coast Furniture Showrooms, Inc.
(7) He banks at the Natick Avenue, branch of Third National City Bank and has been
our customer for four years. We have enclosed his file for four years. We have enclosed his file for your reference.
We are confident that we can reply on 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) FLANAGAM''S DEPARTMENT
STORE
(10) Martha Fayman
Credit Manager
(11) MF/wg
(12) Enclosure
(13) cc Mr. Norman Hyman
(Letter 2: New pattern)
New Pattern
NORP
NATIONAL ORGANIZATION OF RETIRED PERSONS
Freeport High School, Freeport, Vermont 66622
October 15,2000
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66622
Dear Ms. Stravinsky
Subject: Guest Lecture
The members of the Freeport chapter of the National Organization of Retired Persons would indeed be interested in a lecture on "Proposed Changes in the Financing of Medicare." Therefore, with much appreciation, I accept your offer to address our club.
The NORP meets every Tuesday at 8 p.m. in the auditorium of Freeport High School. The programs for our meetings through November 20 have already been established. However, I will call you in a few days to schedule a date for your lecture for the first Tuesday after the 20th that meets your convenience.
The membership and I look forward to our lecture on a topic so important to us all.
Sincerely yours
NATIONAL ORGANAZATION OF RETIERD PERSONS
Henry Purcell
President
(左对齐)
The new format of the letter 2
NORP
NATIONAL ORGANIZATION OF RETIRED PERSONS
Freeport High School, Freeport, Vermont 66622
October 15,2000
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66622
Dear Ms. Stravinsky
Subject: Guest Lecture
The members of the Freeport chapter of the National Organization of Retired Persons would indeed be interested in a lecture on "Proposed Changes in the Financing of Medicare." Therefore, with much appreciation, I accept your offer to address our club.
The NORP meets every Tuesday at 8 p.m. in the auditorium of Freeport High School. The programs for our meetings through November 20 have already been established. However, I will call you in a few days to schedule a date for your lecture for the first Tuesday after the 20th that meets your convenience.
The membership and I look forward to our lecture on a topic so important to us all.
Sincerely yours
NATIONAL ORGANAZATION OF RETIERD PERSONS
Henry Purcell
President
