11 business letter nominchimeg
DESCRIPTION
JEL310TRANSCRIPT
1.Business letter
1-1 Letter
1-2 Full block letter
1-3 Semi block letter
1-4 Block letter
2. Parts of a Business Letter
1.1 Letter
A letter is a written message from the one person to another person
A business letter is more formal than a personal letter.
- at least one inch on all four edges
- 8.5” * 11” white paper
Good business letter
Be clear, brief and businesslikeDo not write confused, overlong or pointless letterBe polite and friendlyDo not be rude or patronizingWrite concise and purposeful letterDo not try to write in a litrary styleDo not try to impress with your writing
Use block style - do not indent paragraphs. Include address of the person you are writing to at the top of the letter, below your company address. After the address, double space and include date Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Include Mr. for men or Ms for women, unless the recipient has a title such as Dr. State a reference reason for your letter (i.e. "With reference to our telephone conversation..." Give the reason for writing (i.e. "I am writing to you to confirm our order...") Make any request you may have (i.e. "I would be grateful if you could include a brochure..." If there is to be further contact, refer to this contact (i.e. "I look forward to meeting you at...") Close the letter with a thank you (i.e. "Thank you for your prompt help...") Finish the letter with a salutation (i.e. "Yours sincerely,") Include 4 spaces and type your full name and title sign the letter between the salutation and the typed name and title
Four principle
1. Short
2. Simple
3. Strong
4. Sincere
Tips
Keep the letter brief and to the point Do not use shortened verb forms - write them out (i.e. "don't instead of do not") Always keep a copy of correspondence for future reference
Problems:
1. Wordiness2. Sentence fragments3. "Apostrophe’s" for plural nouns4. Subject/verb inconsistency5. Awkward sentences (rude)6. Lack of transitions between
paragraphs7. Wrong words8. Repetition of words or phrases
1-2 Full block letter
1-3 Semi block letter
1-4 Block letter
1. Return Address: Otherwise, type your name, address and optionally, phone number.
2. Reference Line: If you're replying to a letter, refer to it here. For example,
Re: Job # 625-01 Re: Your letter dated 1/1/200x.
3. Special Mailing Notations: Type in all uppercase characters, if appropriate.
SPECIAL DELIVERY CERTIFIED MAIL AIRMAIL
4. On-Arrival Notations: Type in all uppercase characters, if appropriate.
PERSONAL CONFIDENTIAL
5. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter.
6. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this.
7. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
Ladies: Gentlemen: Dear Sir: Dear Sir or Madam: Dear [Full Name]: To Whom it May Concern:
8. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line.
SUBJECT: RESIGNATION LETTER OF REFERENCE JOB INQUIRY
9. Body: Keep it brief and to the point.
10. Complimentary Close: What you type here depends on the tone and degree of formality. For example,
Respectfully yours (very formal) Sincerely (typical, less formal) Very truly yours (polite, neutral) Cordially yours (friendly, informal)
11. Signature Block: Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
John Doe, Manager P. Smith
Director, Technical Support R. T. Jones - Sr. Field Engineer
12. Identification Initials:. 13. Enclosure Notation: Type the singular for only one
enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
Enclosure Enclosures: 3 Enclosures (3)
Tips:
Replace the text in brackets [ ] with the component indicated. Don't type the brackets.
Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages.
If you don't type one of the more formal components, don't leave space for them. For example, if you don't type the Identification Initials (5) and Enclosure Notation (6), type cc: (7) one blank line below the Signature Block (4).
Block FormatErnie English1234 Writing Lab LaneWrite City, IN 12345
March 16, 2001
Dear Mr. English:
The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.
Sincerely,
Lucy Letter123 Winner's RoadNew Employee Town, PA 12345
Modified Block Format March 16, 2001
Ernie English1234 Writing Lab LaneWrite City, IN 12345
Dear Mr. English:
The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time. Sincerely,
Lucy Letter
Semi-Block Format March 16, 2001
Ernie English1234 Writing Lab LaneWrite City, IN 12345
Dear Mr. English:
(Indent) The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.
(Indent) Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.
(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.
Sincerely,
Lucy Letter
Sample Business Letter(Please revise it the way that fit your needs and print it out on your company letterhead.)Date:Consulate General of the People’s Republic of ChinaVisa Office500 Shatto Place, 3rd. FloorLos Angeles, CA 90020Dear Sir/Madam:
This letter is to inform you that John Smith, General Manager of ABC Company is planning to travel to China for one week starting on March 18, 2005. While in China, he will be meeting with XYZ Company in Shanghai (or other city) to explore business and trade opportunities (or sign contract, form partnership and joint-venture project, service equipment, etc.). Our company guarantees expenses for Mr. Smith, including round-trip international airfare. If you have any questions, please feel free to contact us. Thank you for your assistance in granting this business visa for John Smith.Sincerely,
________________ (signature)Name of officialTitlePhone #
Thank you for
your attention