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The Style Features of Business English Letters

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2021-02-13 14:56
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2021年2月13日发(作者:twist)


The Style Features of Business English


Letters




Introduction


With


the


rapid


development


of


economy,


our


country


takes


part


in


the


international


trade


frequently.


When


doing


international


business,


although


the


telephone,


telegraph,


and


telex


are


very


useful,


business


letters


are


still


the


most


important communication tool in business. A polite letter with appropriate language


can bring business to a company. On the contrary, a poor letter with wrong tone may


bring the company negative impact. Therefore, it



s necessary for us to learn how to


write


business


letters


appropriately,


to


learn


their


language


and


its


style


features,


which will be introduced to you.




Analysis




The Structure of a Business English Letter


The first impression that a business letter makes depends on its appearance. Any


business


letter


should


be


clear,


brief


and


businesslike.


It


should


be


written


on


good


paper


of


the


right


size


and


kind,


often


on


white


paper


of


good


quality


in


standard size (usually A4). Don



t write confused, overlong or letters and try to be


polite, friendly and informal to write concise and purposeful letters


A


business


English


usually


consists


of


seven


principal


parts



letterhead,


date,


inside name


and


address, salutation, body of the text,


complimentary


close and


signature.


However,


depending


on


different


purpose


and


options,


a


business


English


letter


will


also


contain


some


other


elements,


such


as:


reference


No.,


subject line, identification marks, enclosure and carbon copy.



a)



Letterhead


When


writing


business


letters,


you


usually


use


the


company



s


stationery


with


artistically designed and printed letterhead which tells the reader where the letter


comes from and gives readers



impression of your company. A letterhead usually


contains the following information:


?



The icon of the company


?



The name of the company


?



The full address including postcode


?



Telephone number


?



Fax number


?



Email address and internet website



b)



Reference Number






The


reference


number


is


sometimes


used


in


a


business


letter


as


a


useful


indication for filing. It is often placed two lines below the letterhead at the left


margin.






It may include a file number, departmental code or the initials of the signer of the


letter to be followed by the typist



s initials in the following examples:






In an incoming letter: Our ref: 234 JS/mf






In the reply to the incoming letter: Your ref: 234 JS/mf


































Our ref: 123 CT



c)



Dateline


The


dateline


is


used


to


indicate


the


date


when


the


letter


is


written.


Write


the


month in English instead of Arabic numbers to avoid possible misunderstanding


or


confusion


caused


by


different


British


and


American


conventions


in


date


writing.














May 25(


th


), 2010



American form














25(


th


) May, 2010



British form


The


dateline


is


typed


two


lines


below


the


letterhead


or


the


reference


number


either


at


the


left


or


across


the


center


slightly


to


the


right


depending


on


the


different letter styles.



d)



Inside Name and Address


The inside address is the recipient



s address. No matter which format is using, it


should be typed flush with


the left


margin


at


least


two lines below the date.


It


appears exactly the same way as on the envelope.


It is always best to write to a specific individual in the company to which you are


writing. The person



s name should be preceded by the courtesy title



Mr., Mrs.,


Miss or Ms.







e)



Salutation



The salutation is the polite greeting with which the writer begins his letter. The


particular form used depends upon the writer



s relationship with the receiver.






Whatever letter form is used, the salutation always appears on a line by itself at


left margin, conventionally three line-spacing below the inside name and address,


and two line-spacing ahead of the next element of a letter, either subject or body


of the text.



f)



Subject Line


A


subject


line


identifies


the


subject


of


the


letter


and


tells


the


reader


what


the


letter is about. It is also useful as a guide for filing. It comes two lines below the


salutation,


either


beginning


at


the


left


margin


or


in


the


centre,


depending


on


which


style


you


are


using.


The


subject


line


can


begin


with


or


without


the


introductory word, such as



Re



,



Subject


< br>, which is usually followed by a colon.



e.g.


Re: L/C MODIFICATION


Re: Our Contract No. 123


Subject: Order No. 678 of Shirts


Orientation Training Arrangement



g)



Body of the Text


This part is the core of a letter. It conveys the actual message of a letter. It should


begin two lines below the subject or two lines below the salutation if there is no


subject line. For full block and modified block formats, each paragraph begins at


the left margin and one blank line is left between paragraphs. For semi-block, the


first line of each paragraph is indented five spaces and one blank line between


paragraphs is optional.



h)



Complimentary Close


The complimentary close is


a polite way of ending a letter.


It


is


placed two to


four lines below the last line of the body of the text. No matter it is placed at the


left


or


at


the


right


depending


on


the


different


styles,


it


should


be


lined


up


vertically


with


the


dateline.


The


most


commonly


used


sets


of


salutation


and


complimentary close are show as follows:



Salutation


Complimentary Close


Comment


Dear Sir(s):


Yours faithfully,


Formal


Dear Madam:


Faithfully yours,


(British way)


Dear Mesdames:


Dear Sir(s):


Yours truly,


Formal


Dear Madam:


Truly yours,


(American way)


Dear Mesdames:


Dear Mr. Smith:


Yours sincerely,


Informal


Dear John:


Sincerely yours,


(Generally used when


Dear John Smith:


person



s name is used)







i)



Signature


The signature block contains handwritten name and typed name. All letters must


be


signed.


Unsigned


letters


have


no


authority.


It


is


customary


to


leave


enough


space-at least three blank lines- between the complimentary close and the typed


name for signing by hand and in ink after the letter printed out.



j)



Identification Marks


Identification marks are used for administrative purpose in the office where the


letter originated. They are made up of the initials of the signer and those of the


secretary or typist. They are typed two lines below the typed signature and flush


with the left margin. e.g.


JS/mf



JS: mf


Do not use the identification marks if the signer or the writer typed the letter by

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