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1、Unit one Business Letter Writing Principles of business letter writing 1）The first principle is clearness 清楚: In order to achieve that you should not convey more than one idea in a sentence. You should not introduce more than one topic in a paragraph. You should not deal with more than one matter in
2、 a letter.,2）The second principle is conciseness 简要: Try to make your message brief and to the point. Avoid using long words and sentences. Use daily expressions to replace jargons. Express yourself in an orderly and logical way. A good business letter should be natural, human and easy to read. Here
3、 are some examples:,Instead of saying: We should be obliged if you could contact Mr Smith at an early date. You say: Please contact Mr Smith soon. Instead of saying: With reference to your Order 319, the goods were dispatched on the 13 of this month. You say: We sent your Order 319 on 13 April.,3) T
4、he third principle is correctness 正确: You have to make sure that both the language and facts are correct. In terms of language, you should make sure that you make no grammatical mistakes. Pay attention to punctuation for it will affect the meaning of the sentence,Our shop, in Canada, was destroyed b
5、y fire. 在加拿大我们的商店被烧毁了。 From this sentence, we know that the writer has only one shop. Our shop in Canada was destroyed by fire. 我们在加拿大的商店被烧毁了。 Here we know that the writer has more than one shop. You should also make sure that there are no typing mistakes. Pay special attention to numbers, such as q
6、uantity, price and so on.,4)The last principle is courtesy礼貌: This is more than politeness. A good business letter should be positive, friendly and sincere. Instead of saying: I am in receipt of your order for 1,000 tons of Black Tea. You say: Thank you for your order for 1,000 tons of Black Tea.,Ad
7、opt “you approach” when you convey a good news. Instead of saying: We shall be able to offer you free customer service for your newly purchased refrigerator for 3 years. You say: You will be pleased to hear that you will soon be able to have a free customer service for your newly purchased refrigera
8、tor for 3 years.,Avoid using “you approach” when conveying bad news. In this situation, you have to handle it tactfully. Instead of saying: Your letter is not clear at all. I cannot understand it. You say: If I understand your letter correctly.,How to learn this course,First, you need to have a good
9、 command of English. Then, pay attention to the special terms in this course. The best way to learn it is to read more and write more. In this way you will have a better understanding of what you have learned and be able to use them. It is a good idea to recite some letters. It will help you a lot w
10、hen you write business letters yourself.,Layout of the business letter,Full-blocked layout style, blocked layout style and semi-blocked layout style are commonly used.,The full-blocked layout style has no indentation. Everything is ranged left. There is no punctuation in the address and after the sa
11、lutation and the complimentary close. Use single space within the paragraph. Use double spaces between paragraphs. If you have quotations or a list of something, you should start a new paragraph, with 5-space indentations on the left. Mark this part out by leaving one line space between this paragra
12、ph and the rest of the letter. This style is widely used today because it is easy to type and therefore efficient.,This is similar to the Full-blocked layout style but the date is placed on the right. The Subject is centered. The complimentary close and the signature start from the middle.,Structure
13、,Letterhead 信头 Date 日期 Inside name and address 封内地址 The salutation 称呼 Subject heading or caption 事由 The body of the letter 正文 Complimentary close 结束语 Signature 签名 Miscellaneous matters 其他事项,The letterhead Companies usually have paper with printed letterhead, which includes the companys name, address
14、, postcode, telephone number, telex number, fax number, email address etc. The printed letterhead is usually centered. Here Id like to remind you that the address in the letterhead is the address of the sender not the recipient. This is important when you have to write the letterhead yourself.,2)The
15、 date (日期) A.The date should be placed two lines below the letterhead. For the full-blocked style, you put it on the left. For the blocked or semi-blocked you put it on the right. B.The date should be typed in full and not abbreviated September , not Sept. October, not Oct.,C.Do not give the dates i
16、n figures for they may cause confusion. For the date, use 1, 2, 3, 4. D.Here are the recommended forms. Stick to one form once you have chosen it. There is no comma between the month and the year in British English. 3 April 2000 (British English.) April 3, 2000 (American English,3) The inside name and address. This is the name and address of the recipient. It is typed at the left-hand margin two lines below the date. Courtesy titles
