国际商务英语 Chapter 1 Basic Knowledge of Business Letter Writing.ppt

Chapter 1 Basic Knowledge of Business Letter Writing Learning Objectives: Understand the structure of a business letter. Know the importance of standardizing the business letter writing. Learn the designing of an elegant letterhead, a standardized inside address and as well as a perfect letter body. Master the correct arrangement of various parts of a letter. Ⅰ. Structure of Business Letters There are 13 parts of the Business Letter as follows： 1. Letterhead 2. Reference and Date 3. Inside Address 4. Attention Line 5. Salutation 6. Subject Line 7. Body (1) Opening or Introduction (2) Details (3) Response or Action (4) Close 8. Complimentary Close 9. Signature 10. Initials 11. Enclosure 12. Carbon Copy 13. Postscript Ⅱ. The Ways of Using the Writing Parts and Their Standardized Designs 1. Letterhead Letterhead includes the sender’s name, postal address, post code, telephone number, fax number, E-mail address, etc. Usually big firms engage experts to design their attractive letter paper, with their well-balanced letterheads, sometimes even with trademarks pre-printed on it in order to strengthen their firms’ impression and enhance their firms’ prestige. The best way is to print the letterhead in the up-center, because the letterhead printed in the up-center will offer a well balanced appearance to others, and using different forms and sizes of both English alphabets and Chinese characters will especially show a very smart and wonderful design of the letterhead. 2. Reference and Date In business correspondence, reference will be given by a firm to another. Reference may include a file number, departmental code, or the initials of the signer, followed by that of the typist of the letter. They are marked as “ Our Ref: *** ”and “ Your Ref:*** ” to avoid confusion. Example (1) Your Ref: JVD/ZH Our Ref: WDC/LF Example (2) Our Ref: SEL/SY Your Ref: No. 145/170 The date should be typed in full and not be abbreviated. The -th,-st,-nd and-rd t