1. Keep it simple. Don’t write a book. Keep your s brief. ing to apologize or admit guilt can be risky. 2. Keep it clean. Grammatical errors, unintelligible content, misspellings, and typos in your s will turn off your associates, managers, and clients alike. Closely examine your punctuation, formatting, and capitalization as well. 3. Keep it professional. KISS 原則 : Keep It Short and Simple

 Carefully choose the day and time.  Don’t be slow in replying to .  Don’t use to avoid phone conversations.  Double-check files after attaching them. Open them up to make sure you have attached the correct version (or even the correct file).

Chapter 2 How to Format Your Business Letter, Fax, Memo, or

1Letterhead 印有信頭的信紙 2Reference 參考編號 3Date 日期 4Recipient’s address 收件人地址 ( 姓名, 頭銜, 公司, 詳細地址 ) 5Salutation 稱呼 6Heading 標題 7Body 本文 8Complimentar y close 結尾敬辭 9Name of sender and designation 寄件人姓名 / 職稱 1010 Enclosures 附件 11Copies 副本

 Letterhead is a company’s stationary, which has the company’s name and logo printed on it. It looks more professional than plain paper.  展示 IBM/Microsoft 信紙

 A reference number is very useful for keeping track of orders and other correspondence.  例 : Ref. No File number Reference number AR

 Different regions use different formats for writing dates.  其他英語系國家 :  dd/mm/yyyy  例 : 10/3/2012  例 : 10 March 2012  不必加逗點  美國 :  mm/dd/yyyy  例 : 3/10/2012  例 : March 10, 2012 月份用 ” 英文 ” 表示, 不論在那裡都清楚

 順序 : Name of person addressed Title of person addressed Name of organization Address

 Salutation is the greeting you write to the recipient of your letter.  Dear Sir or Madam  open punctuation  Dear Sir or Madam:  Dear Sir or Madam,  Ladies and Gentlemen:  Dear Sir:  Dear Madam:  Dear Mr./Ms./Mrs./Miss Smith: 記得 Mr. Last name 若非指定, 則用 Ms. 較安全  Dear John:

 You may choose to include a subject line as a title to your letter.  例 : Re: Information Technologies Conference Subject: Information Technologies Conference Information Technologies Conference INFORMATION TECHNOLOGIES CONFERENCE

 Body of your letter is the main written part of the letter. It is usually broken into paragraphs.  常用例句 : 第一句 With reference to letter/ /fax of (date) … Thank you for your letter/ /fax/catalogue/… Regarding our meeting on Thursday …  常用例句 : 最後一句 Please don’t hesitate to contact us if you have any questions or concerns. Please let me know if I can be or more assistance. If you need further help, please contact us again. We look forward to our next meeting. We look forward to our working together.

 Closing lines can be formal or more informal.  Use a comma (,) after closing line and only capitalize the first word of the complimentary close. 例 : Yours faithfully, Yours Faithfully Your sincerely, Sincerely yours, Sincerely, Best regards, Regards, Best wishes,

 Write your name and title four spaces under the closing line and use the four spaces to write your signature above it.  簽名處不用畫橫線

 An enclosure is another document you are sending with your business letter.  Enclosure may be things like brochures, order forms, catalogs, reports, and other kinds of documents.  例 : We are enclosing… Enclosed is … Please find enclosed… Enc

 Courtesy copies  Carbon copies  cc: Ted Smith, Catherine Taylor, Jason Yuan  cc: Ted Smith, CFO

 Writing practice

 I am leaving you for good. Multiple Choice.  (1). 我是為了你好才離開你了 ;  (2). 我要永遠地離開你 ;  (3). 我是因為有好理由才離開你.

 for good 是口語中很常、非常、時常聽到的詞, 很簡單, 但不知道意思就會完全搞錯.  for good 或 for good and all: permanently, forever 永 久地  例 : Matt has left for good.  例 : We hope the repair would stop the leak for good.  例 : After arrested for drunken driving, Mr. Johnson quit drinking for good. (drunken driving 酒醉駕車 )  例 : He's leaving for good. Good for you. (Good for you 也很常用喔 !)  例 : A: I'm moving to Europe. B: Really? For good?