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1、Unit 1,An Overview of Business Writing,1,Objectives,To learn the structure and layout of business letters To learn how to address envelopes To master the writing principles of business letters To learn some useful expressions,2,Structure of Business Letters,1) Letterhead and date A business letter i
2、s usually typed on printed letterhead paper. A printed letterhead generally includes the following information: The name of the writers firm Its address and postcodes Telephone number Telex number Fax number Telegraphic address The printed letterhead is usually artistically designed and printed in t
3、he center or on the left margin at the top of the page.,3,Structure of Business Letters,The date is typed a few lines below the last line of the letterhead. There are different ways of writing the date: September 10, 2009-American form 10 September, 2009-British form As the date is a vital part of a
4、 business letter, it should always be typed in full and not abbreviated so that confusion may not be caused.,4,Structure of Business Letters,2) Reference The reference number is generally used as a useful indication for filing. It is often placed two lines below the letterhead. The reference may inc
5、lude a file number, departmental code or the initials of the signer followed by that of the typist of the letter. These are marked “Our ref:” and “Your ref:” to avoid confusion. Your ref: 123 WG/ZW Our ref: 123 LH/QW,5,Structure of Business Letters,3) Inside Address The name and address of the recei
6、ver is typed at the left-hand margin at the least two lines below the date. It appears exactly the same way as on the envelope in single spacing. 4) Attention Line Attention line is used when the writer of a letter which is sent to an organization wishes to direct the letter to a specific individual
7、 or department of the firm. It is generally placed below the inside address. For example: Attention: The Marketing Manager Attention: Mr. Paul Elsma,6,Structure of Business Letters,5) Salutation The salutation is the polite greeting with which the writer begins or opens his letter. Its particular fo
8、rm depends on the writers relationship with the receiver. “Dear Sir” or “Dear Madam” is used for addressing one person in the formal greeting of a business letter; and “Dear Sirs”, or “Dear Mesdames” is used for addressing two or more people. If you are not sure whether the receiver is a man or a wo
9、man, use the greeting “Dear Sir or Madam”. Salutation is usually typed two spaces below the inside address, and followed by a comma for “Dear Sir(s)”, and a colon for “Gentlemen”.,7,Structure of Business Letters,6) Subject Line Subject line, often inserted between the salutation and the body of the
10、letter, is actually the main idea of a letter. It is placed either at the left-hand margin or in the center, depending on which style you are using. It helps the reader to obtain the gist of the letter, and it is also useful as a guide for filing. It may begin with or without “Re:” or “Subject”. For
11、 example, Re: Your L/C 368 Subject: Sewing Machines Sewing Machines,8,Structure of Business Letters,7) Body of the Letter Body of the letter is the main part of a letter. It expresses the writers desires, opinions, purposes, etc. So it should be carefully planned and paragraphed, with the opening se
12、ntence referring to previous correspondence, the actual message of the letter and the closing sentence referring to your intentions, hopes or expectations concerned with your future actions or plans. When writing, the writer should pay attention to the following: Write simply, clearly, courteously,
13、grammatically and to the point. Paragraph correctly with one topic in each paragraph. Make sure that your typing is accurate and the display artistic, aiming at an attractive and pleasing appearance for your letter.,9,Structure of Business Letters,8) Complimentary Close The complimentary close is me
14、rely a polite way of ending a letter. It is placed two or four lines below the last line of the body of the letter. It should match the salutation. The most commonly used sets of salutation and complimentary close are:,10,Structure of Business Letters,9) Signature All letters must be signed. Since h
15、and-written signatures are illegible, a letter should be signed by hand and in ink, followed by the persons name typed and his job title or position. Never sign a letter with a rubber stamp. It is a sort of discourtesy. 10) Enclosures If such documents as catalogues, price lists, sample books, etc.
16、are sent with a letter, it is necessary to add “Enclosure” or it abbreviation “Enc. ” or “Encl.”, two lines below the signature at the left margin or below the reference initials. Enclosures: 4 samples Encl.: 3 copies of catalogues,11,Structure of Business Letters,11) Carbon copy When copies of the letter are sent to others, type c.c. below any enclosure notation at the left margin. For example, c.c. Guangzhou Branch Office 12) Postscript In a business letter a postsc
