Lecture 1 Introduction to Business Letter Writing

Introduction to

Business Letter Writing

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Section 1 Introduction to Business Letter

Section 2 Layout of Business LetterSection 3 Structure of a Business Letter Section 4 Addressing Envelops Section 5 Good Writing Principles

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to Business Letter【 WHAT】

the Fuction of a Business Letter【 HOW】

Writing an Effective BusinessLetter【 WHAT 】

Requirements to the Writer

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the Fuction of a Business Letter -Starting a business relationship -Conveying business information

-Keeping in touch with customers on a regular basis ......

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Writing an Effective Business Letter

-Good quality paper-Attractive letterhead -Writing techniques -to write in a simple & natural way

SectionIntro.

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Requirements to the Writer -a good command of standard English -knowledge of business theory and practice-knowledge of technicl terms -knowledge of psychology

-skills in salesmanship

Section

21

【Layout

of a Business Letter】

1 2 3 4

【 Full-block

Style】【 Intended

Style】【 Modified

Block

Style】【 Semiblock

Full-block stylePosition: Every line in the full-block style begins at the left margin(Letter head) (Reference Number) (Date) (Inside Address)

(Salutation) (Subject Line) (Body)

(Closing)

Indented styleThe main feature of this style is that each line of the “Inside Name and Address” should be indented 2-3 spaces, and the first line of each paragraph should be indented 3-8 spaces, i.e.

(Letterhead) (Refernece Number) (Date) (Inside Address)2-3 spaces

3-8 spaces

(Salutation)(Body)

(Closing)

Modified block styleIn this style, paragraphs are not indented. The “Date”, “Complementary Close” and “signature” are aligned slightly past the center of the page, e.g.

ExampleMEMPHIS STATE UNIVERSITY MEMPHIS. TENNESSEE 38452 December 18, 2000 Mr. Joe Claiborne Office Manager Swallows Insurance Company 5983 Maplewood Cove Memphis, TN 38117 Dear Mr. Claiborne Thank you for your interest in our products. In reply to your request, we enclose our illustrated catalogue and a pricelist showing details of our products. We look forward to hearing from you.

not indented

aligned slightly past the center of the page

Yours sincerely (Signature) Binford H. Peeples Sales Manager

Semiblock style with indented paragraphsThis style is similar to the modified block style with one exception: the first sentence of each paragraph is indented 3-6 spaces.SEE PAGE 6

Which style do we adopt?There is no precise answer as to the best letter style. Each organization chooses its own style, and its employees should follow it.

Section

3The Body of the Letter

Structure of a Business Letter(Standarded)1Heading

56Complimentary Close

2Date & Ref. NO

3Inside Name and Address

7Signature

4Salutation

(1) Letterhead(信头) (8) Our Ref. No. Your Ref. No.(发文编号) (2) Date(日期) (3) Inside Name & Address(信内名

称和地址) (9) The Attention Line (4) Salutation(称呼) (10) The Subject Line(事由标题) (5) Body of the letter(正文) ……………………………………………………………………… ……………………………………………………………………… ………………………………………… (6) Complimentary Close(结尾敬语) (7) Signature(签名) (13) The Identification Line (12) Carbon Copy(抄送) (11) Enclosure(附件) 2012-7-16 (14) P.S.(附言)

(1) Letterhead (8) Our Ref. No. Your Ref. No. (2) Date(3) Inside Address (9) The Attention Line (4) Salutation (10) The Subject Line (5) Body of the letter ……………………………………………………………… ……………………………………………………………… ………………………………………………………… (6) Complimentary Close (7) Signature

(13) The Identification Line (12) Carbon Copy (11) Enclosure 2012-7-16 P.S. (14)

(1) Letterhead Indicates the writer’s company name & address, telephone number, fax number, email, internet website and the kind of business carried on. Placed centered or at the right or left margin of a letter writing paper

NOTE: BE PREPRINTED NOWADAYS2012-7-16

(1) Letterhead (8) Our Ref. No. Your Ref. No. (2) Date(3) Inside Address (9) The Attention Line (4) Salutation (10) The Subject Line (5) Body of the letter ……………………………………………………………………… ……………………………………………………………………… ………………………………………… (6) Complimentary Close (7) Signature

(13) The Identification Line (12) Carbon Copy (11) Enclosure 2012-7-16 (14) P.S.