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

1、研究生英语Chapter 1 Basics of letter writingChapter 1 Basics of Letter WritingContentsIngredients of a LetterLayout & AddressingPersonal LettersBusiness LettersIngredients of a Letterthe headingthe inside addressthe salutationthe bodythe complimentary closethe signatureThe inside addressthe name and the

2、full address of the addressee put above the salutation and on the left side of the pageThe heading the full address of the writer, the date of writing in the upper right-hand of the 1st page or in the left-hand corner no end punctuationThe Salutation greeting to the addresseebe written flush with th

3、e left margin (Bri.) comma (,)after the salutation (Amr.) colon(:) esp. in business lettersThe complimentary closesaying good-bye at the endbe consistent with the salutation SalutationComplimentary closeStyleDear Sir or MadamYours faithfully,FormalDear Mr. /Mrs. /Ms. BrownYours sincerely,Less formal

4、Dear JackYours Truly,Even less formalDear JohnRegards,Informal, to someone you know personallyDear DanielWith kind regards/Kind regards/,Kindest regards/Warmest, regards/ Best regards,Informal, to someone you know & likeDearest EmilyWith best wishes/Best wishes,Personal, to a friendThe signaturebelo

5、w the complimentary closePS after the signature-When something is found to be missing in the body of the letter, you write a line below the signature from the left margin.P.S. : Ill be away on business from May 10 to May 19.Therefore, I can not call you on that weekend.Sample32 Elizabeth Road 2476 H

6、ackney Heading London SE23 2JF UK October 17, 2007 Ericsson Corp.17-21 Huitong MansionXinze Street Inside AddressBeijing 100086P. R. China Dear Sir or Madam, SalutationBody Would you please send me details of your mobile phones of the latest fashion which were advertised in the September edition of

7、China Daily? I am particularly interested in the Romance range. Complimentary Close Yours faithfully, Signature M. Miller Layout Block layoutHeading Inside Address SalutationBodyComplimentary CloseSignature Semi-block layout 1 Heading Inside Address SalutationBodyComplimentary CloseSignature Semi-bl

8、ock layout 2 HeadingInside Address SalutationBody Complimentary Close Signature Indented layoutHeadingInside Address Salutation Body Complimentary CloseSignatureAddressingWriters contact info. on the upper left-hand Addressees contact info. in the center of the envelopeFlorida 33402U.S.A. Ingredient

9、s of a Personal Letterthe headingthe salutationthe bodythe complimentary closethe signatureThe headingthe full address of the writer if necessarythe date of writingThe Salutationformal or informaldepending on the closeness of relationship between the writer & the readerThe Body informal intimate in

10、toneThe complimentary close depending on the exact relationship between the writer & the addresseeUseful Expressions for a Personal Letter1. How are things recently? 2. I am very happy/glad to receive your letter of 16th April.3. You will be very glad to hear that4. I had been looking forward to hea

11、ring from you and you can imagine my pleasure when I got your letter.5. I m sorry I didnt t write you as soon as I got your letter, but Ive been very busy.6. I am sorry that it has taken me so long to reply, but. . . 7. Please forgive me for having delayed my answer to your letter. 8. I hope you can

12、 forgive me for putting off writing you for so many days. 9. I thought you would be interested to hear of. 10. Best regards to you and your family. 11. Please remember me/Please say hello for me to. 12. Please accept our thanks in advance.13. If there is anything I can do for you, please do not hesi

13、tate to let me know. 14. Please accept my very best wishes for a complete and speedy recovery. 15. My wife joins me in sending you our warmest congratulations/in conveying our sincere sympathy to members of your family.16. Looking forward to seeing/hearing from you soon. 17. Wish you every success.S

14、ampleMay 8, 2006 Dear Mary， Thank you very much for the fantastic holiday I spent with you. I really appreciate your taking time off from work to take me around and show me so many places. You are lucky to live in such an interesting area. I hope that you will be able to visit my hometown soon. Than

15、k you again for a wonderful time. Lets keep in touch. Best regards, MatthewBusiness lettersI IntroductionLetters written for business purposes. People write letters to get desired jobs, to buy and sell goods,to make and answer inquiries, to request or to make adjustment, to invite, to apologize, to

16、recommend one person to another and even to complain.II Ingredients of a Business Letterthe heading the inside address the salutation the body the complimentary closethe signatureBusiness lettersNotes1) The heading: address of the writer, date, etc.2) The inside address: titles and names of the addr

17、essee.3) The salutation: formal social title or professional title, e.g. Mr., Ms., Dr., Prof.p.s. If you do not know the gender of the addressee, use “Dear Sir or Dear Madam” or “Dear Sir/Madam”; if you are writing for testimonials and things of that kind, use “To whom it may concern”; if you write

18、to a person who is of the same profession as you, use “Dear colleagues”.4) The Body: be polite in tone and exact and concise in wording. Paragraphs tend to be short. 5) The Complimentary close: use the correct one to avoid offending the reader.6) The Signature: the handwritten signature is placed be

19、tween the complimentary close and the typed name of the writerp.s. the term “By direction” in the second line of the typed signature means that a superior is authorizing the signer.III Other IngredientsSubject linetells the reader what the letter is about , and thus saves introducing the subject in

20、the first paragraph and tells the dispatcher to pass the letter quickly and directly to the person concerned. Subject line is usually placed between the salutation and the body of the letter with a line skipped both above and below it as indicated below:Dear Mr. Miller,Subject: Method of Payment(bod

21、y of the letter)Enclosure: to remind the addressee that some other files or documents, e.g., a resume, a check or a receipt. abbreviated as “Encl.” or “Enc.” or “Encs.”, and usually placed at the left hand margin below the signature.e.g. Enc. Price list of IBM products, summer 2006What makes a good

22、Business letter-5 C PrinciplesClarity: Ideas are clearly conveyed. Arrange ideas according to their importance. Use simple, direct statements rather than long, involved sentences.Conciseness: Say what you have to say in as few words as possible. Avoid wordy phrases, stuffy expressions, and unnecessa

23、ry details. Use plain, natural language and get to the point.Courtesy: Make the tone friendly and polite and stress the points that will interest the reader.Correctness: Be sure every statement in the letter is correct in spelling, punctuation and grammar. Also all the titles, names, addresses, pric

24、es, measurements, etc. should be accurate.Completeness: Think carefully about your readers familiarity with your topic. Forgetting even one necessary item can create confusion.V. A Sample letterAsia Plastics Manufacturing211 Yunfei ansion, Dongguan 300233(800)333-88888 July 21, 2007Mr. Andreas LiuDi

25、rector of OperationsDEF Corporation203 Sichuan RoadShanghai 100081Dear Mr. Liu:SUBJECT: CHANGE OF COMPANY NAMEAs our new letterhead indicates, we have recently changed our name of business from East Asia Plastics Manufacturing to Asia Plastics Manufacturing.There have been no change in management an

26、d we will provide the same products and quality services on which we have built our reputation in the industry. We would be appreciated if you would bring this announcement to the attention of your relevant departments.Thank you for being one of our valued customers. We appreciate your cooperation i

27、n this matter.Yours sincerely,Biao ZhangPresident, Asia Plastics ManufacturingWriting practiceWrite an English letter to an American friend, who is studying in an American university. In your letter you share your story with him and look forward to a reply soon. You can make up whatever you like in your letter. But it must comply with the English letter writing format.