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11businessletternominchimeg 090924125447-phpapp02 2


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11businessletternominchimeg 090924125447-phpapp02 2

  1. 1. Business letter B.Nominchimeg 2008.03.14
  2. 2. 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
  3. 3. 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
  4. 4. Good business letter Be clear, brief and businesslike Do not write confused, overlong or pointless letter Be polite and friendly Do not be rude or patronizing Write concise and purposeful letter Do not try to write in a litrary style Do not try to impress with your writing
  5. 5. 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
  6. 6. Four principle 1. Short 2. Simple 3. Strong 4. Sincere
  7. 7. 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
  8. 8. Problems: 1. Wordiness 2. Sentence fragments 3. "Apostrophe’s" for plural nouns 4. Subject/verb inconsistency 5. Awkward sentences (rude) 6. Lack of transitions between paragraphs 7. Wrong words 8. Repetition of words or phrases
  9. 9. 1-2 Full block letter
  10. 10. 1-3 Semi block letter
  11. 11. 1-4 Block letter
  12. 12. 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.  1. Special Mailing Notations: Type in all  uppercase characters, if appropriate. SPECIAL DELIVERY  CERTIFIED MAIL  AIRMAIL  1. 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.
  13. 13. 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.
  14. 14. 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)
  15. 15. 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). 
  16. 16. Block Format Ernie English 1234 Writing Lab Lane Write 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 Letter
  17. 17. Modified Block Format                                              March 16, 2001 Ernie English 1234 Writing Lab Lane Write 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
  18. 18. Semi-Block Format March 16, 2001 Ernie English 1234 Writing Lab Lane Write 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
  19. 19. 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 China Visa Office 500 Shatto Place, 3rd. Floor Los Angeles, CA 90020 Dear 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 official Title Phone #
  20. 20. Thank you for your attention