研究生英语Chapter 1 Basics of letter writing.docx

研究生英语Chapter 1 Basics of letter writing.docx

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研究生英语Chapter1Basicsofletterwriting

Chapter1BasicsofLetterWriting

Contents

IngredientsofaLetter

Layout&Addressing

PersonalLetters

BusinessLetters

IngredientsofaLetter

theheading

theinsideaddress

thesalutation

thebody

thecomplimentaryclose

thesignature

Theinsideaddress

thenameandthefulladdressoftheaddressee

putabovethesalutationandontheleftsideofthepage

Theheading

✧thefulladdressofthewriter,thedateofwriting

✧intheupperright-handofthe1stpageorintheleft-handcorner

✧noendpunctuation

TheSalutation

greetingtotheaddressee

bewrittenflushwiththeleftmargin

（Bri.）comma（,）afterthesalutation

（Amr.）colon（:

）

esp.inbusinessletters

Thecomplimentaryclose

sayinggood-byeattheend

beconsistentwiththesalutation

Salutation

Complimentaryclose

Style

DearSirorMadam

Yoursfaithfully,

Formal

DearMr./Mrs./Ms.Brown

Yourssincerely,

Lessformal

DearJack

YoursTruly,

Evenlessformal

DearJohn

Regards,

Informal,tosomeoneyouknowpersonally

DearDaniel

Withkindregards/Kindregards/,

Kindestregards/Warmest,regards/Bestregards,

Informal,tosomeoneyouknow&like

DearestEmily

Withbestwishes/Bestwishes,

Personal,toafriend

Thesignature

belowthecomplimentaryclose

PSafterthesignature---Whensomethingisfoundtobemissinginthebodyoftheletter,youwritealinebelowthesignaturefromtheleftmargin.

P.S.:

I’llbeawayonbusinessfromMay10toMay19.Therefore,Ican

notcallyouonthatweekend.

Sample

32ElizabethRoad2476HackneyHeadingLondonSE232JFUK

October17,2007

EricssonCorp.

17-21HuitongMansion

XinzeStreetInsideAddress

Beijing100086

P.R.China

DearSirorMadam,Salutation

Body

WouldyoupleasesendmedetailsofyourmobilephonesofthelatestfashionwhichwereadvertisedintheSeptembereditionofChinaDaily?

IamparticularlyinterestedintheRomancerange.

ComplimentaryCloseYoursfaithfully,

SignatureM.Miller

Layout

Blocklayout

Heading

InsideAddress

Salutation

Body

ComplimentaryClose

Signature

●Semi-blocklayout1

Heading

InsideAddress

Salutation

Body

ComplimentaryClose

Signature

Semi-blocklayout2

Heading

InsideAddress

Salutation

Body

ComplimentaryClose

Signature

Indentedlayout

Heading

InsideAddress

Salutation

Body

ComplimentaryClose

Signature

Addressing

Writerscontactinfo.ontheupperleft-hand

Addresseescontactinfo.inthecenteroftheenvelope

Florida33402

U.S.A.

IngredientsofaPersonalLetter

theheading

thesalutation

thebody

thecomplimentaryclose

thesignature

Theheading

thefulladdressofthewriterifnecessary

thedateofwriting

TheSalutation

formalorinformal

dependingontheclosenessofrelationshipbetweenthewriter&thereader

TheBody

informal

intimateintone

Thecomplimentaryclose

dependingontheexactrelationshipbetweenthewriter&theaddressee

UsefulExpressionsforaPersonalLetter

1.Howarethingsrecently?

2.Iamveryhappy/gladtoreceiveyourletterof16thApril.

3.Youwillbeverygladtohearthat……

4.IhadbeenlookingforwardtohearingfromyouandyoucanimaginemypleasurewhenIgotyourletter.

5.I’msorryIdidn’ttwriteyouassoonasIgotyourletter,butI'vebeenverybusy.

6.Iamsorrythatithastakenmesolongtoreply…,but...

7.Pleaseforgivemeforhavingdelayedmyanswertoyourletter.

8.Ihopeyoucanforgivemeforputtingoffwritingyouforsomanydays.

9.Ithoughtyouwouldbeinterestedtohearof...

10.Bestregardstoyouandyourfamily.

11.Pleaserememberme/Pleasesayhelloformeto...

12.Pleaseacceptourthanksinadvance.

13.IfthereisanythingIcandoforyou,pleasedonothesitatetoletmeknow.

14.Pleaseacceptmyverybestwishesforacompleteandspeedyrecovery.

15.Mywifejoinsmeinsendingyouourwarmestcongratulations/inconveyingoursinceresympathytomembersofyourfamily.

16.Lookingforwardtoseeing/hearingfromyousoon.

17.Wishyoueverysuccess.

Sample

May8,2006

DearMary，

ThankyouverymuchforthefantasticholidayIspentwithyou.Ireallyappreciateyourtakingtimeofffromworktotakemearoundandshowmesomanyplaces.Youareluckytoliveinsuchaninterestingarea.Ihopethatyouwillbeabletovisitmyhometownsoon.

Thankyouagainforawonderfultime.Let’skeepintouch.

Bestregards,

Matthew

Businessletters

IIntroduction

Letterswrittenforbusinesspurposes.

Peoplewriteletters

togetdesiredjobs,

tobuyandsellgoods,

tomakeandanswerinquiries,

torequestortomakeadjustment,

toinvite,toapologize,

torecommendonepersontoanotherandeventocomplain.

IIIngredientsofaBusinessLetter

theheading

theinsideaddress

thesalutation

thebody

thecomplimentaryclose

thesignature

Businessletters

Notes

1）Theheading:

addressofthewriter,date,etc.

2）Theinsideaddress:

titlesandnamesoftheaddressee.

3）Thesalutation:

formalsocialtitleorprofessionaltitle,e.g.Mr.,Ms.,Dr.,Prof.

p.s.Ifyoudonotknowthegenderoftheaddressee,use“DearSirorDearMadam”or“DearSir/Madam”;

ifyouarewritingfortestimonialsandthingsofthatkind,use“Towhomitmayconcern”;

ifyouwritetoapersonwhoisofthesameprofessionasyou,use“Dearcolleagues”.

4）TheBody:

bepoliteintoneandexactandconciseinwording.Paragraphstendtobeshort.

5）TheComplimentaryclose:

usethecorrectonetoavoidoffendingthereader.

6）TheSignature:

thehandwrittensignatureisplacedbetweenthecomplimentarycloseandthetypednameofthewriter

p.s.theterm“Bydirection”inthesecondlineofthetypedsignaturemeansthatasuperiorisauthorizingthesigner.

IIIOtherIngredients

Subjectline

tellsthereaderwhattheletterisabout,andthussavesintroducingthesubjectinthefirstparagraphandtellsthedispatchertopasstheletterquicklyanddirectlytothepersonconcerned.

Subjectlineisusuallyplacedbetweenthesalutationandthebodyoftheletterwithalineskippedbothaboveandbelowitasindicatedbelow:

DearMr.Miller,

Subject:

MethodofPayment

（bodyoftheletter）

Enclosure:

toremindtheaddresseethatsomeotherfilesordocuments,e.g.,aresume,acheckorareceipt.

abbreviatedas“Encl.”or“Enc.”or“Encs.”,andusuallyplacedatthelefthandmarginbelowthesignature.

e.g.Enc.PricelistofIBMproducts,summer2006

WhatmakesagoodBusinessletter

---5CPrinciples

Clarity:

Ideasareclearlyconveyed.

Arrangeideasaccordingtotheirimportance.Usesimple,directstatementsratherthanlong,involvedsentences.

Conciseness:

Saywhatyouhavetosayinasfewwordsaspossible.

Avoidwordyphrases,stuffyexpressions,andunnecessarydetails.Useplain,naturallanguageandgettothepoint.

Courtesy:

Makethetonefriendlyandpoliteandstressthepointsthatwillinterestthereader.

Correctness:

Besureeverystatementintheletteriscorrectinspelling,punctuationandgrammar.Alsoallthetitles,names,addresses,prices,measurements,etc.shouldbeaccurate.

Completeness:

Thinkcarefullyaboutyourreader’sfamiliaritywithyourtopic.Forgettingevenonenecessaryitemcancreateconfusion.

V.ASampleletter

AsiaPlasticsManufacturing

211Yunfeiansion,Dongguan300233

（800）333-88888

July21,2007

Mr.AndreasLiu

DirectorofOperations

DEFCorporation

203SichuanRoad

Shanghai100081

DearMr.Liu:

SUBJECT:

CHANGEOFCOMPANYNAME

Asournewletterheadindicates,wehaverecentlychangedournameofbusinessfromEastAsiaPlasticsManufacturingtoAsiaPlasticsManufacturing.

Therehavebeennochangeinmanagementandwewillprovidethesameproductsandqualityservicesonwhichwehavebuiltourreputationintheindustry.Wewouldbeappreciatedifyouwouldbringthisannouncementtotheattentionofyourrelevantdepartments.

Thankyouforbeingoneofourvaluedcustomers.Weappreciateyourcooperationinthismatter.

Yourssincerely,

BiaoZhang

President,AsiaPlasticsManufacturing

Writingpractice

WriteanEnglishlettertoanAmericanfriend,whoisstudyinginanAmericanuniversity.Inyourletteryoushareyourstorywithhimandlookforwardtoareplysoon.Youcanmakeupwhateveryoulikeinyourletter.ButitmustcomplywiththeEnglishletterwritingformat.