...Technical Writing/Business Communications/Letters Professional and Technical Writing/Business Communications/Letters Business Letters Business letters are written messages to a person or group within a professional setting. Business letters are used when the writer would like to be formal and professional. Letters may vary in length depending on the writer's objective, purpose, and message of the letter. The letter can address anyone including, but not limited to: clients and customers, managers, agencies, suppliers, and other business personnel or organizations. It is important to remember that any business letter is a legal document between the interested parties. These documents can be held for up to seven years, so it is important that all information is honest and legitimate. The Difference Between a Business letter and other letters The main thing that differentiates a business letter from other letters is that a business letter is a legal document. The writer can be held liable for anything written in the letter. For example, if it is stated that a project will be completed by a certain date in a business letter, the project legally must be completed by that date. However, if the project can't be completed by that date, another letter can be written stating that the project is behind schedule and why. For this reason, business letters must be written differently than letters used for personal use. A business letter is...
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...Structure of the Textbook: Unit 1 Basic Knowledge of Business Letter Writing Ⅰ. Form and Structure of Business Letters 1. Form 2. Structure 3. Addressing Envelopes Ⅱ. Writing Principles of Business Letter Exercises Unit 2 Establishing Business Relations & Inquiring Credit Reference Ⅰ. Letters for Establishing Business Relations 1. Importer Writes to Exporter 2. Self Introduction by Exporter 3. Exporter Writes to Importer 4. Self Introduction by Manufacturer 5. Manufacturer Writes to Importer 6. Letter Referring to a Bank Reference 7. Reply to the Above Ⅱ. Supplement: Some Useful Sentences on Establishing Business Relations Inquiring Credit Reference Exercises Unit 3 Enquiries and Replies Ⅰ. The Letters of Enquiries and Replies 1. General Enquiry and Reply 2. Specific Enquiry and Reply Ⅱ. Supplement: Some Useful Sentences on Enquiries & Replies Exercises Unit 4 Quotations, Sales Letters, Firm Offers & Counter Offers Ⅰ. Quotations 1. Quotation and Reply 2. Sending a Quotation 3. Buyer Asks for Quotation and Seller Replies Ⅱ. Sales Letters 1. Ordinary Sales--Promotion of DVD Player 2.Trying to Sell with Samples--Promotion of U, S. Dollar Bank Note Checker Ⅲ. Offers 1. Offer of Electronic Calculators 2. Offer of Refrigerators 3. Offer of Personal Computers Ⅳ. Counter Offers 1. Counter-offer on Price of Refrigerator 2. Counter-offer...
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...This business letter is an example of Full Block letter style without letterhead. There are no indented lines, and it is produced on plain stationary without letterhead. Like all completed business letters, this one was centered on the page before it was printed. In other words, the distance from the first line of print to the top edge of the paper is adjusted to equal the distance from the last line to the bottom of the page. The font style is Times New Roman, size 12. The margins are 1.25”. These are default settings and should be used unless instructed otherwise. Entertainment International 1357 Hollywood Blvd. Los Angles, CA 90210 November 11, 2015 Mr. Alberto Cantu Reservations Manager McAllen Civic Center 245 12th Ave. McAllen, TX 78504 Dear Mr. Cantu: This letter is prepared in Full Block style, so all the lines begin at the left margin; there are no indentions. Full Block style is the most streamlined letter format because it eliminates the need to indent paragraphs. Always use a justified left margin for letters and memos. This lets the computer randomly determine the end point of each line and results in a more natural looking document. Do not justify the right margin. When keying in a complimentary closing, only the first word is capitalized. Note how the closing of this letter is typed, for example. Pretend this letter is accompanied by a booklet. Whenever anything is enclosed with a letter, indicate this at the bottom of the letter. Sincerely yours, ...
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...Writing a standard business letter –part 2 The UK format is similar to US full block format, with these key differences for UK letters: * The return address is right-aligned * The date is written as “15th May 2008” not “May 15, 2008” * A comma, not a colon, follows the recipients’ name * The subject (if included) is centred In the UK, a standard business letter looks like this: Just as with the US examples, I’ll break the letter down into the main elements, working from the top to the bottom. Your Address Your address, also known as the “return address”, comes first (leave this off if you’re using letter-headed paper). 123 Old Road Newtown London SW1 3AA Your return address should be right-justified. The Date Directly beneath this, the date on which the letter was written: 15th May 2008 In the UK, the day comes before the month, and it is fine to put “st”, “nd” or “th” after the day’s date, eg. “15th” “1st” or “2nd”. You can position the date on the right or on the left of your letter. Recipent’s name and address Beneath this, you should put the recipient’s name and address, just as it would appear on the envelope. If you’re using a window envelope, make sure it’ll show through when the paper is inserted. The recipient’s name and address should be positioned on the left-hand side. The Greeting After their address, you should leave a line’s space then put “Dear Mr Jones”, “Dear Bob” or “Dear Sir/Madam” as appropriate. Follow this with a comma...
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...Business Letter Format 1. The date, the closing line, and the signature line must line up vertically on the left margin. 2. The sender’s information is first; the receiver’s information is after the date. 3. The date must be spelled out completely. 4. Use “Dear” in the greeting followed by the person’s full name or title and last name and then a colon. 5. Leave enough space between the “Sincerely” and your typed name for your signature. 6. Make sure your signature does not over-lap either the “Sincerely” or your typed name. 7. If you don’t sign a letter, the letter becomes useless—like a check. 8. Any enclosure or processing designations lines are flush left, after two blank lines under the signature. Block Format Without Letterhead With Letterhead Timothy E. Flood Manager, Sales 122 North Avenue Big Money Inc. Chicago, IL 60623 122 North Avenue Chicago, IL 60623 October 17, 2014 October 17, 2014 Jane Yope Jane Yope President President Newman Co. Newman Co. 342 Main 342 Main New Haven, CT 22345 New Haven, CT 22345 Dear Ms. Yope: Dear Jane Yope: I'm just filling space right now to—hopefully—demonstrate I'm just filling space right now to—hopefully—demonstrate how a block format letter...
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...of business letter It is used to communicate ideas in a formal way between people and/or companies on a professional level. Meaning Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. parts Date & Sender's Address * The first line of a business letter should be the date the letter was written or completed. Directly underneath the date is the sender's address. Do not include the sender's name here. Sometimes the sender's address is listed on a letterhead, in which case the address should not be repeated under the date. Recipient's Address * If known, the recipient's address should include the name of the person to whom the letter is directed. You should also include a title (Mr., Mrs., Ms., or Dr.) in front of the name. If you are including the country with the address, capitalize the country name. Salutation * The salutation should be the same as the name written with the recipient's address, followed by a colon. It is fine to only use the first name if you personally know the person and you typically refer to her by her first name. If you do not know the recipient's name, it is fine to use the salutation, "To Whom it May Concern." Body * The body of the letter should be formally written. Use single-spaced lines, except between paragraphs, where a double-spaced line should be inserted. The closing paragraph should summarize what was previously stated throughout the letter. Closing ...
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...209/WI 4 Business Letter Formats Side by Side Comparison of Design Full Block Letterhead Block Letterhead date inside address salutation xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx complementary close signature block inside address salutation date xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx complementary close signature block Modified Block Letterhead date inside address salutation xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx complementary close signature block date AMS Simplified Letterhead inside address SUBJECT ALL CAPS xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx NAME AND TITLE Templates of the four formats are available online at http://emedia.leeward.hawaii.edu/hurley/default.htm. To use, substitute your words for the words in the template The format for each letter follows → Hurley Eng 209/WI Block Letter Format ...
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...SAMPLE Research Proposal Letter (Business Letter Format)-remove before printing Sally Smith 2007 Lake Circle Vestavia Hills, AL 35216 smith1@gmail.com 28 October 2009 Mrs. Jackson Spain Park High School 4700 Jaguar Drive Hoover, AL 35242 mjackson@hoover.k12.al.us Dear Mrs. Jackson: Every year I have the wonderful opportunity to write a research paper for English. (Your person’s name), the person who… (briefly state their scandal), will be the focus of my upcoming paper. *Here is where you need to add two to three sentences of additional information about the person to prove to me that you know their scandal.* I will compare/contrast how Hester Prynne and (your person’s name) were both shunned by scandal. Remember to remove the * and any of my notes! I understand that the research paper is to be my own personal work. I am not permitted to have the same modern individual as anyone else in the class. Plagiarism is the action of using, without due acknowledgement, the thoughts, scholarship, or inventions of another person. I agree to provide enough information in my paper so that the reader can identify and refer to all the sources I have used in writing my research paper. I will turn in photocopies of all sources. I understand that all word-for-word quotations, any summaries, and any borrowed ideas that are paraphrased or mentioned must have cited sources. I understand that plagiarism or turning in another person’s work at Spain Park High School will result...
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...interviews, internships, and lifelong professional relationships. Not only will you stand above your competition, but you will have a better chance of setting a solid foundation for your future career. The Complete Professional Program here at the University of Memphis is designed for dedicated students like you who are interested in making a brighter business career. Not only is the Complete Professional Program a perfect opportunity to get involved with like-minded students here at the college, but it is also designed to help students stand out in the workplace. Many community businesses like FedEx, International Paper, and Northwestern Mutual have partnered with the program to provide students with the necessary training and guidance that is needed to be successful in today’s job market. This academic year, a total of seventy-three students were recognized as graduates of the program. All students were honored at a banquet that hosted an inspiring speaker. Each graduate of the Complete Professional Program was given an autographed book written by the speaker, as well as a certificate, lapel pin, and personalized business cards. Many of the graduates will also claim to have became in contact with their future employer through the internships they obtained by completing the program. Not only is this program completely beneficial to students like you who are ready to optimize their future opportunities, but the steps you need to take to obtain the certificate are simple...
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...1 November 2012 Ms XXX XXX Business Communications Tutor Institute of Studies 456-458 Feather Street XXX 0000 Dear Ms XXX REQUEST FOR INTERVIEW After one inspiring lecture in your class at the Institute of Studies, I came to the conclusion that working beside you was what I would love to do. While reading the Institute’s student bulletin, I was excited to see you were looking for a student to fill the position of *business Idea position* and I’d be delighted to. During the expanse of my father’s career with XXX, I have also helped the business doing administration work, stock take and being a helping hand in the Comms Department. I am all but a year away from completing my Business Diploma at the Institute of Studies and intend to study Commercial Law at the University of XXX. I have volunteered at my Uncle’s Doggy Day Care and babysat my brother on numerous occasions, and by doing these tasks developed a considerable amount of patience. I know that many of my fellow students are applying for the same opportunity to work beside you but I definitely think that I have something spectacular to offer. For the simple fact that I have grown up around logically minded people and have participated many a time in my relative’s business ventures. In spite of my young age, I think that having this firsthand experience would contribute largely to your cause. I hope you consider my application, and look forward to hearing from you and working with such an intelligent...
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...a saying, Business makes the world go round. Money is a very essential material in our daily lives. Practically speaking, all of us can’t live without having money in life. Money is business. It is important for us to know much about the business world, its structures and its essential parts. Companies usually communicate through business letter. It is needed that each member of a certain company should know how to understand at least one business letter, most importantly those inter-office memo, which is also a kind of business letter. Also those people in the company that belongs to HR and executive level are required to know how to prepare or put their ideas as well as their concerns to the company using business letter. It is important to know the parts of the business letter. Basically, the business letter contains heading which includes company or organization letterhead, it identifies the company’s image; it also includes its name, address, landline, and e-mail address, at times, there are also some additional data such as names of the top executives, and slogans. Next is the dateline, it is important to know when a letter was written to both the writer and the reader, it is unwise to assume that you and your reader will remember the exact order of events related to a particular matter, includes the date, month and year. There is some business letter that indicates notation, if the letter is personal or confidential, it may be type in all-capital letters or this notation...
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...Principles of Business Correspondence I. Elements of Business Correspondence Business correspondence should be professional and direct. While the main purpose of the letter is to to get a point across or your request known, you need to try to do this while still cultivating and maintaining a good relationship with the recipient. Most professional correspondence should have a letterhead, date, address and salutation. Additionally, the main elements of your business letter should be as follows: Opening: This is the reason for writing the letter. It should be direct and apparent, It is in this paragraph where you are delivering important news or requesting something. Body: The body of the letter develops the information presented in the opening. This is where you are able to go into a more detailed description of what you are asking from your correspondent. Closing: This is the end of your letter. It should be where you are leading the recipient of your letter toward a specific response or a course of action. This section might include suggestions or statements. Don't forget to finish your letter with a complimentary closing and a signature. II. Qualities of an Effective Business Correspondence In order to achieve desired result in business, we need to correspond with utmost care. This correspondence can be oral as well written but whatsoever it is we must keep few principles in our mind. These principles constitute 7Cs of Business Correspondence. Although these are just...
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...BUSINESS LETTER STYLES Seven letter styles have been established for use in business offices.. 1. Full block-All lines of typing begin on the left hand margin. There are no paragraph indentions. Letters that are typed in the full block style are always single spaced EXAMPLE: 2. MODIFIED BLOCK STYLE In this style the date line , the complimentary close and the signature are aligned with the right margin. All other parts except the letter head, printed matters starts from the left division. Between the parts and paragraphs of the body of the letter double spacing is given whereas there is a single spacing within each part and paragraph EXAMPLE: 3. Semi block- This is like the block style except the paragraph of the letters are indented and complementary close are placed at the right margin EXAMPLE: 4. INDENTED STYLE Oldest form of business letters. This require first line to begin at the margin and the subsequent line to begin five spaces away from the beginning of the previous line. A comma follows each line and a full stop is put after the last line. EXAMPLE: 5. Hanging Indented (Inverted)-The hanging indented style is identical the semi block format except that the first line of each paragraph is typed flush with the left margin and all lines following are indented five spaces. This style is usually seen only in advertising letter, where it’s unique paragraphing catches the eye. EXAMPLE: 6. Memorandum Style Memos are short internal...
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...D4013 INDIVIDUAL ASSIGNMENT INSTRUCTIONS. Please answer each question clearly and completely. *Report format: 1.5 spacing 12-font size Times New Roman – theme font *Please follow the below cover page. DUE: 14 JUNE 2016, TUESDAY Question 1: In this assignment you will write a business letter of complaint about a specific product or service ASSIGNMENT DIRECTIONS: 1) BACKGROUND Both business owners and employees write complaint letters, sometimes called claim letters. Consumers also write complaint letters. It is important to receive fair compensation for damaged goods or poor service. You need to be firm, but fair in your demands. Companies do want to keep your business and generally do whatever they can to satisfy your demands. USE the information below to help you write a letter of complaint. Use Situation A,B or C below for your letter. In your letter, make sure you use standard business letter format, and be sure to include these things: Paragraph 1 Explain why you are writing. Describe the problem/situation. If you are complaining about poor service, try to give a chronology of events Tell what has happened and what you have done so far. In the case of poor service, what did you do at the time and what was the response to your concerns? Include product brand and model number, if necessary. In the case of poor service, try to identify the offending person(s) and their offending actions/statements. Give as much detail as possible about the problem/situation...
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...Chapter One Introdution: Fundamentals of Business Writing I. The major differences between school writing and business writing School writing, typically in the form of essays, is aimed at impressing the audience, i.e. examiners. To score high, student writers have to use fairly complicated vocabulary and sentences in their written work. Business writers, however, mainly aim to communicate information to their colleagues, clients, and other associated parties. They are relatively free to use what language that can get the business done efficiently and effectively. II. Seven steps in the process of wring 1. clarifying your aim 2. identifying your readers 3. making a general plan 4. sketching a synopsis (大纲) 5. drafting your text 6. putting the draft aside 7. revising and editing ★ Writing is a recursive and creative process. The detailed plan is not adhered to in actual writing. Writers frequently come up with ideas that are activated in the process of writing. Writers read the text they have already produced to help generate more ideas. In effect, the writing process is no linear at all but is characterized by recursive ness and creativeness. III. Three principles of business writing 1. Clarity – means setting your message across clearly. (See detailed information on page 4) 2. Consideration – good business writers take their readers’ needs, problems, and reactions to the writing into consideration. And they...
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