Presentation on theme: "Preface Well-written business letters often play an important role besides good quality and reasonable price. So it is of the utmost importance for the."— Presentation transcript:
Preface Well-written business letters often play an important role besides good quality and reasonable price. So it is of the utmost importance for the students who want to be engaged in international trade in future to learn how to keep in touch with firms or merchants abroad by correspondence and how to draft effective business letters.
CHAPTER I Layout of a Business Letter
[Aim] ■ To learn the layout of an English business letter ■ Format of a Business letter [Main & Difficult Points] ■ The principle elements of an English business letter ■ Writing rules for business letters
Content ■ Seven principal elements ■ Seven optional elements ■ Writing rules for business letters ■ Format of a business letter ■ Training in class
Seven Principal Elements Most business letters have seven standard elements: ■ Letterhead ■ Date ■ Inside address ■ Salutation ■ Body ■ Complimentary close ■ Signature
The Letter Head The letterhead includes the essential particulars about the writer ’ s name, postal address, telephone number, fax number,e-mail and website.
The Date The date should be typed in the logical order of day, month and year.For the day, either cardinal numbers or ordinal numbers can be used, it can also be placed after month. e.g. 24 th March, 2005 24 March, 2005 Marth 24th,2005 March 24, 2004
The Inside Address The inside address includes the essential particulars about the receiver’s name, postal address, telephone number, fax number,e-mail and website.
The Salutation The salutation is a greeting with which the writer opens his letter. The particular form used depends upon the writer’s relationship with his correspondent. e.g. Dear Sirs, Gentlemen:
The Body This forms the body of the letter and is the part that really matters. As the main purpose of a business letter is to convey information, besides the contents which is great importance for the whole letter, a writer should take into consideration how to make his ideas understood and accepted in the most proper way by the recipient.
The Complimentary Close The complimentary close is merely a polite way to end a letter. “ Yours faithfully, ” is the standard closure for business letters. “ Yours truly, ” is also being used in business.
The Signature The signature is the signed name or mark of the person writing the letter or that of the firm he represents. Never sign your letters with a rubber stamp.
Seven Optional Elements When appropriate, any of the following optional items can be included. ■ Attention line ■ Subject line ■ File or account number ■ Enclosures ■ Carbon copy notation ■ Mailing notation ■ Postscript.
Attention Line An attention line is considered a part of the inside address and it leads the letter to a particular person or department when the letter is addressed to a company.It is usually between the inside address and the salutation. e.g. Attention: Import Dept. For the attention of Mr. Donnan, Sales manager Attention of Mr. Standard, General Manager.
Subject line The subject line is regarded as a part of the body of a business letter.Usually it is in the upper case or initial capitals/underline and placed between the salutation and the body of a letter to call attention to what content the letter is about. e.g. Dear Ms. Smith, Our Catalogue No.2, Opening Sentence
File or Account Number File or account number can be indicated near the date or above the inside name and address so as to facilitate the writer’s numbering and filing the letters he receives and enable the writer or the recipient to link the reply with the previous correspondence.
Enclosure Enc. Or Encl. is typed two lines spaces after the signature of the address when something is sent along with the letter. An enclosure can be anything in the envelope in addition to the message itself. e.g. Enc.: 1 Price List If the enclosed are more than on, the number should be marked.
Carbon Copy Notation If the copy of the letter is to be sent to a third party, type cc two line-spacings below the signature or immediately below the enclosure at the left-hand margin, followed by the name of the recipient of the copy. e.g. cc: Shanghai branch Office
Mailing Notation The mailing notations are made up of the initials of the person who dictates the letter and of the secretary or typist. The initials are usually typed two line-spacings below the signature against the left-hand margin.
Postscript When you find something forgotten to be included in the letter body before the envelope is to be sealed up,you may state it after the signature in a postscript with a simple signature again. The adding of a P.S. should, however, be avoided as far as possible. e.g. PS: the catalogue was sent to you on July 6th.
Writing Rules for Business Letters Business letters remain a very important form of communication even nowadays. They are written for information exchange and bridge over the desires between buyers and sellers. Generally speaking, the most effective letter should be abide by the following rules: ■ Clearness ■ Conciseness ■ Courtesy
Clearness Keep constantly in mind what you want to say in your letter.Please express yourself clearly and directly in the simplest language. Plain, simple words are more easily understood. A properly paragraphed message is required for the purpose of clarity.
Conciseness Conciseness means complete message but briefest expression with no sacrificing clarity or courtesy. A good business letter should be precise and to the point. Single words are more efficient than phrases.Wordy languages and redundancy require more time and money to type and to read.
Courtesy Courtesy means to show tactfully in your letters the honest friendship, thoughtful appreciation, sincere politeness, considerate understanding and heartfelt respect. Answer letters in good time and write to explain why if you fail to do it promptly.Even if you don ’ t think the recipient is right, you should still respond tactfully and politely. Sometimes it is a help to use you-attitude instead of I-attitude.
Format of a Business letter Full block form and modified block form with indented paragraphs are the two main patterns of layout in current use.
Full Blocked Style It is now the most popular practice of displaying business letters. Its remarkable feature is that all typing lines, including those for the date, inside name and address, salutation, subject heading, each message paragraph and complimentary close, begin at the left-hand margin.
Indented style Modified block form with indented paragraphs indented style is the traditional British practice with the heading usually in the middle and the date on the right-hand side. The complimentary close may be in the center or commence at the center point. The mixed punctuation is often used.
Semi-Indented Style 1.Inside name and address Attention line Start from left margin: Salutation 2.Body: The beginning of each paragraph is intended four or six spaces. 3. Subject line Date 4.Complimentary close Signature Center Close to the right of the center
Envelope When writing English envelop, the address should be accuracy, clear and good appearance. Besides ， the following points should be paid attention: ■ It is opposite to Chinese. On the top of the left, it is a writer’s address and at the bottom of the right, it is a receiver's address. ■ When writing address, it is just written from small address to large one. -- receiver’s name -- the name of the firm or company -- number and street -- name of city, state or county and its postal code -- name of country
Messrs.William & Sons T8 Lancaster House Manchester,England China National Chemicals Imp.& Exp. Corporation Er Li Gou, Xijiao, BEIJING,CHINA. Stamp
China National Chemicals Imp.& Exp. Corporation Er Li Gou, Xijiao BEIJING,CHINA Mr.F.M.Richard 213 Broad Avenue Los Angles,CA.96130 U.S.A Stamp
Training in class ■ Plan the layout according to the following particulars: Sender: China National Import & Export Corporation, Shanghai Branch, China Receiver: Alfred & CO. Sherman Oak, California 91403 U.S.A. Date: Twenty second of March, 2005 Our Reference No.: 351/10578
■ Address envelopes based on the following information both in intended style and in blocked style. Sender: Kenneth, Overseas Trading Co., 153 Market Street, London E.C.3. Receiver: John Simon & Co., 361 1st Cross Street New York, N.Y.,U.S.A.