layout of business letter外贸函电.pptVIP

Unit 1 The Layout of Business Letters Technical layout of a business letter Letterhead(Logo Name and address) Date Reference Inside name and address Attention line Salutation Subject line Body Complimentary close Signature Enclosure Carbon copy notation postscript The Letterhead Most business firms have their letterheads professionally designed and printed on good quality stationary. Location of letterhead Message that might be included in the letterhead Logo Full legal name of the firm Full correspondence address Telephone , fax, cable numbers Website and E-mail … Example Date line Location of date line: It shall be located at two to six lines below the last line of the letterhead- started at the left margin, centered, of placed so it ends with the right margin. Right format of date: Month, day and year in American English- March 5, 2007 with the month spelt out. Day, month, and year in British English – 5 March 2007 with the month spelt out. Year, month and day in Chinese language- 2007- 03-05 Reference Line A reference line refers the reader to the number used on the previous correspondence this letter replies to， or the order or invoice number this letter is about. Reference number is easy for filing and is optional. Inside Name and Address Inside name and address is receiver’s name and address. The reason to use the inside address. Location of the inside address: The inside address is placed at about five spaces or two to three normal line below the date line. Inside Address The right format of inside address Name and title of addressee: Courtesy title, name, executive or business title, if any, of addressee. Name of organization: Department, company or organization. Address: Street number ( or room number, building), avenue, city, province or state, country, zip code. The Salutation Location of the salutation The salutation is located one space below the inside address. The different ways of the salutation: Dear Mr. ( or Mr