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1、Chapter 5,Creating Business Letters in English,Contents,Introduction Formats of Business Letters Components of Business Letters Envelope Components Guidelines,Introduction,Types of Business Correspondence,Business Letters Fax Emails,Most fundamental,Question:,Why is it essential for a secretary to k
2、now how to write business letters?,of Business Letters,Formats,F o r m a t s,Blocked format,Semi-blocked format,Indented format,Blocked Format,All entries tight against left-hand margin.,Semi-blocked Format,the return address the date the reference line to the right margin,Indented Format,the same l
3、ayout as semi-blocked format but indents the first line of each paragraph by five spaces,blocked format most formal semi-blocked format indented format less formal,Note Also,Serif font Margin Blank lines,A Serif Font,Times New Roman (12 point: Times New Roman (12 point) Or: Georgia (11 point: Georgi
4、a (11 point),Margin,Short letter: 1 inch Long letter: 1 inch Letter with a letterhead: The letterhead determines the top margin on page 1 if any.,Margin,Blank Lines,Between paragraphs, there are One single blank line or More blank lines,Depending on space,Components of Business Letters,Components,Re
5、turn address Date Reference line Inside address Attention line Salutation Subject line,Body Complimentary close Signature block Identification initials Enclosure notation cc,sampeles,Return Address,Skip this if there is a letterhead Otherwise, type: The senders name Address A phone number (optional)
6、 Email address (optional),Date,Reference Line: indicate specific information,e.g. Re: Quotation # SZ2006-BL017 Or: Re: Your letter dated 1/11/2007,Inside Address,Include: Recipients name (skip it if there is “Attention”) Company name Address,Attention Line,Type the name of the person to whom you are
7、 sending the letter.,Skip this if you type the persons name in the “Inside Address”,Salutation,Type this to begin the letter,Dear Sir: Dear Sir or Madam: Dear Full Name: To Whom it May Concern: Ladies: Gentlemen:,Subject Line,EXAMPLE SUBJECT: RESIGNATION LETTER OF REFERENCE JOB INQUIRY,Note: All let
8、ters capitalized Flush left or centered Be concise If you type a reference line, then this is optional,Body,Complimentary Close,Respectfully yours (very formal) Sincerely (typical, less formal) Very truly yours (polite, neutral) Cordially yours (friendly, informal),Signature Block,EXAMPLE: John Doe,
9、 Manager P. Smith Director, Technical Support R. T. JonesSr. Field Engineer,Identification Initials,If typing the letter for someone else, for example: Type for: Oliver J. Anderson Typist: Kathy Huang,OR,Enclosure Notation,Example: Enclosure Enclosures: 3 Enclosures (3),cc,Stands for “carbon copies”
10、 (former times) “courtesy copies” (now) Give copies to the people listed after cc:,blocked format,Sample letter,semi-blocked format,Sample letter,indented format,Sample letter,The second page ,The blocked format The semi-blocked format,blocked format,Semi-blocked format,Envelope Components,not excee
11、ding 1/3 of the height,not exceeding of the length,A margin of 1/4 (6.35 mm) to 1/2 inch (12.7 mm),The recipients name and address should be typed in a rectangular area not exceeding of the length and of the height of the envelope.,Type the special notation so that its right edge lines up with the l
12、eft edge of the recipients address.,Guidelines,To be concise and to the point Sentences are best shorter than Use a tone more formal than normal Use active voice,2 lines each,Avoid slang or idiomatic expressions,Pay attention to your grammar Reread your letter Use paper of good quality,A4: 80 GSM (grams/m2),Guidelines,Chapter 5 Creating Business Letters in English,Thank you!,
