Business English Writing 陈 习 东
Lesson One Elements of a Good Business Letter
I. What is a business letter for? • for a specific purpose. • e.g. • sales letter • request letter • response letter • etc.
That means the functions of BL are • To influence reader’s attitudes & actions • To inform • To entertain the readers In all, the functions of BLs are to keep business going smoothly,efficiently, productively.
Principles of a Good BL • Five C’s • Clarity • Conciseness • Courtesy • Completeness • Correctness
What is Clarity • What you say should be clear & easily understood.
What is Conciseness • The words you write should give only the information that is necessary & important, using few words.
What is Courtesy • The way you write should be polite. • You should post your letter on/ in time.
What is Completeness • Your letter should provide all the information & data necessary for what you talk about.
What is Correctness • There should not be any mistake in your letter. Neither language nor data.
The purpose of BL is • To make a favorable impression on their customers; • To work in an efficient way.
II. The layout of a BL A letter should contains: The heading, The inside address, The salutation, The body, The closing, Signature.
Heading • Can be omitted in an informal letter • Should not be omitted in a formal letter • Printed at the top of the stationary • Consisted of the letterhead & date
The Inside Address • The inside (the receiver’s) address is written at the left below the heading, including the name of the receiver, the address, the postal code,etc.
The Salutation • Should be typed at the left below the inside address. They are: • Dear Mr./ Mrs./ Ms./ Miss/ Sir/ Madam, etc. • Dear Mr. +family name • Dear +first name
The body of the letter • Principles: • Write clearly & to the point; • Be sincere, polite & thoughtful; • Use an appropriate tone & style; • Write naturally & avoid jargons; • Make sure you make no grammatical mistakes
Function of the Paragraphs • Paragraph 1: • To review the previous topic • To introduce the topic you’re going to deal with • To make some relationship with the reader you want to
Paragraph 2( or more than one paragraphs) • To provide the information you want to deal with or the reader needs to know---- it is the most important section of the BL. • At the end of this section the writer should give a statement that the reader should take an action or the writer may take.
The End of the Body • Best Wishes • Good Luck • Thank you for your cooperation • We look forward to hearing from you • etc.
The Complementary Closing • It should agree in tone with the salutation. • See page 11.
Signature • It should be in full & intelligible script. • It is followed by the typed name & job title. e.g. • See page 11-12
Special Notations • Kinds of it • Reference initials; • Enclosure notations; • Carbon copy notations; • Mailing & classification notations; • postscripts
III. Addressing The Envelope • At the Left Top: • The Writer’s Information • In the Center: • The Receiver’s Information
VI. Telefax & E-mail • Telefax • E-mail