Escolar Documentos
Profissional Documentos
Cultura Documentos
Business Letters
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Reminder!
Dont forget to register for an e-mail before next week. We will study fax and email in unit 10. www.hotmail.com www.gmail.com www.mail.yahoo.com
letterhead/senders address, dates, receivers address, greeting, body, closing and signature. 2. Optional Parts
references, attention line, subject line, company position, identification initials, carbon copy (CC) and enclosure.
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Receiver Greeting
Body
Closing signature
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Regular Parts
- They are the major parts of business letters. - Most of business letters have these 7 parts - Each part must appear in its correct order.
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Examples
Letterheads Mr. Ronnie Lee Chief Executive Novation Business School 2 Havelock Road #03-15 Apollo Center Singapore 059763
Letterhead
2. Date
- It is below the senders address. - It should be written in full. British Style: 5th January 2007 5 January 2007 January 5, 2007
American Style:
The fifth of January, Two thousand and seven January the fifth, Two thousand and seven
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Examples
Mr. Stephen Williams Roger White Industrial House Sales Manager Sales Department Collin Street
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Examples
British English Dear Mr. Jackson, Dear Miss/Ms./Mrs. Lewis, Dear Sir, Dear Madam, Dear Sirs, Dear Madams, Dear Sir or Madam, American English Dear Mr.Jackson: Dear Miss/Ms./Mrs. Lewis: Gentlemen: Ladies: Ladies and Gentlemen: To Whom it May Concern:
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faithfully
Use Yours
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sincerely
Examples
Salutation Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam, Dear Mr. James, Dear Miss Rosemary, Closing Yours faithfully, Yours truly,
7. Signature
- It is very important for every letter. - In commercial correspondence, the writers name must be typed below the signature. Mrs. for a married woman Mr. for a man Miss. for an unmarried woman Ms. for a woman
Yours sincerely, Winston Wong Winston Wong Chairman
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Optional Parts
They are minor parts of the business letter.
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1. Reference @They are written to indicate - what the letter refers to (Your Ref.) - the letter to refer to what it is replied (Our Ref.) @ They may be either in - figures (Your Ref. 472/10) the number of the number of the letter the department - the letter (Our Ref. WW/CJ) Winston Chitraporn Wong Jaidee
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2. Attention Line
- Used to indicate that the letter should be delivered to a particular person or department. - It is below the inside address. Inside Address Attention: Mr. Paul Franklin
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3. Subject Line
- It is the topic of the letter. - Used to tell the reader what the letter is About. - It is placed between inside address and the salutation. Inside Address Attention: Mr. Paul Franklin Subject: Ordering new products Dear Sir,
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4. Identification Initials
- The initials of the writer and the typist. - They are usually typed at the left margin below the last line of the signature section. - The initials of the writer come first in all capital letters. - The initials of the typist are followed in small letter. Yours sincerely, Winston Wong Winston Wong Chairman WW/cj
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6. Enclosure
- It is used when the writer sends documents such as leaflets, catalogues etc. - Can be written Enc. or Encl. - It is at the bottom of the letter. - If the additional page is stapled or clipped to the letter, use Attachment. Yours sincerely, Winston Wong Winston Wong Chairman Enc.
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6. It is used to greet the receiver. salutation 7. This shows that the writer sends documents with the letter. enclosure 8. It is to show that the letter is sent to the particular person. attention 9. It is the line for the topic of the letter. subject 10. It is the place where the letter will be sent to. inside address
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Letter Layout
left)
(flush
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March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form, all the information is typed flush left, with one-inch margins all around. First provide your address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
J Doe
John Doe Administrative Assistant
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March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
Block form
J Doe
John Doe Administrative Assistant
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15 March 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: Ah, business letter format--there are block formats, and indented formats, and modified block formats .To simplify matters, we're demonstrating the indented format on this page, one of the two most common formats. If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations. Indent the first line of each paragraph one-half inch. Skip lines between paragraphs. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Sincerely, J DOE John Doe
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SemiSemiblock form
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3. Ms. Britney White, the manager Salutation: Dear Ms. White, Complimentary closing: Yours sincerely, 4. A letter addressed to a corporation Salutation: Dear Sirs, Complimentary closing: Yours faithfully, 5. A letter addressed to the Manager Salutation: Dear Sir, Complimentary closing: Yours faithfully,
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Exercise
- Do the writing exercise on page 158-159 in your book and hand me before going home. (20 minutes) Homework: Pair work: - Pick 1 business letter from your Book or anywhere. Then identify the 7 regular parts of the business letter.
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Exercise P.164
1. Your homework should be done by you. 2. A doghouse will be built by my father. 3. Books must be read by the good boys before they go to bed. 4. A phone call could be made by you. 5. Computers can be repaired by that man.
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Cardinal Number
one,
Ordinal Number
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