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Chapter2,VariousBusinessLetters,2.1InvitationLetter,Invitationlettersarewidelyusedinavarietyofactivitiessuchasaconference,aspeech,abusinessceremonyandaformaldiplomaticreceptionbothnationallyandinternationally.1)StructureofaninvitationletterAninvitationlettergenerallyconsistsofthefollowingthreepartsinsequence.Theintroductiongivesthenameoftheinviter,apersonorgroupextendingtheinvitationandtellstheevent.,Themiddlepartdescribestheeventindetail:itsdate,time,andlocation.Ifnecessary,thesignificance,subject,scheduleand/orotherguestsinvitedmaybeincluded.Theendingpartexpressesthehopethattheinvitedguestwouldattendtheevent.Aninvitationletterisusuallywritteninthethirdpersonandtypedonstationerywithletterhead.2)Usefulexpressions(1)Itismypleasuretoinviteyoutoattendthe30th.FoundingAnniversaryofouruniversity.,(2)OnbehalfofMotorolaCooperation,Iampleasedtoinviteyoutovisitourcompanyfor3days,forthepurposeofbetterunderstandingandcooperation,duringNovember21-23,2007.(3)Itisaneventofexceptionalimportance.(4)Awiderangeofissueswillbediscussedatthemeeting.(5)WehopetomeetyouandhaveyouasourguestsinHefei.(6)Iwouldbeglad/delightedifyouwouldattend/cometotheconference.(7)Wewouldbeverypleasedifyoucouldcome.(8)Wehopeyoucancomeandlookforwardtoseeingyoulater.,3)SampleLetters,S3.InvitationtoanopeningceremonyofanewfactoryCitronAutomobilesManufacturing,Hefei23-3ShenlongMansion,232HANYANGstreet,Wuhan430062Tel:027-88858858fax:027-88855668May25,2006Mr.AndersonJones,DirectorFrenchAutoTradeCompany,EastAsianOffice231ZhongshanStreetBeijing100086,DearMr.Jones:OurnewfactoryinHefeiwillbecommencingproductiononJune1andwewouldliketoinviteyoutobepresentattheopeningceremonytomarkthisoccasion.Thisisanimportantmilestoneforourcompany,andistheresultofcontinueddemandforourproductsbothathomeandoverseas.Weinviteallthoseimportantindividualsandtrustthatyouwillpayusthecomplimentsofacceptingtheinvitation.Pleaseconfirmthatyouwillbeabletoattendbyadvisingusofyourtime.wecanarrangeforyoutobemet.,Allarrangementsforyourstay(overnightonJune1)will,ofcourse,bemadebyusatourexpense.Yourssincerely,(handsignature)WilsonWangAdministrativedirector,CitronAutomobilesManufacturing,Wuhan,S4.InvitesomeonetoaddressameetingEnglishDepartmentBeijingUniversity111XueyuanRoadBeijing100080November15,2007Dr.AndreasRodgerDepartmentofEnglishLiteratureBostonUniversity231BrooklynStreet,NY10323USA,DearDr.Rodger:TheEnglishDepartmentofBeijingUniversitywouldliketoextendtoyouaninvitationtobeourguestspeakerattheannualLiteratureSeminarstobeheldatthemeetingroomateightoclock,Saturdaymorning,December21,2009.Asyouknow,thedepartmentisinterestedinthe20thcenturyEnglishliterature.Sinceyouarefamiliarwiththefield,weknowyourviewswillbeextremelyinterestingtous.,Youwillreceivefurtherdetailslater,butwewouldappreciatehavingyouracceptancesoonsowemaycompleteouragenda.Yourssincerely,SamsonZhang,2.2ReplytoInvitationLetter,Whenreceivinganinvitationletter,itisnecessarytogiveapromptreply,eitheracceptanceorrejection,sothattheinvitercanarrangefortheevent.1)Acceptinganinvitation(1)Structureofanacceptingletter.Aletterofacceptancebeginswiththeexpressionofthankstotheinviterfortheinvitationandpleasureatbeingabletoaccept,followedbyrestatementofthedetailsoftheeventsuchasthedate,timeandlocationandendswithpassionateexpectationfortheevent.Itshouldbebriefandmaintainanenthusiastictone.,(2)Usefulexpressions.,(1)ThankyouforyourkindinvitationtoandIwillbeveryhappytoacceptit.(2)Iwanttoexpressmymostsinceregratitudeforyourtakingthisproblemseriouslyandinvitingmetodiscussitwithyou.(3)IwillhappilyjoinyouforbreakfastattheSpringfieldCountryClubtodiscusstheitineraryforourmeetingonTuesday.(4)Iamdelighted/gladthatyouwouldliketomeetwithmetodiscusstheuseofofficespace.,(6)Wearehonoredtoacceptyourkindinvitationto(7)IplantoattendthemeetingyouhaveplannedforJanuary9,at9:00a.m.prompt.(8)Whatacoincidence!IhaveanothermeetinginSpringfieldduringthefirstweekofOctober,sothatwouldbeagreattimeforyoutoshowmethenewdevelopmentsattheSpringfieldsite.(9)Yes,IamfreeonMay4foryouropeningceremony;Ihavealreadymarkeditonmycalendar.,(11)ItwillbeanewexperienceformeandIlookforwardtoit.(12)Ihavemanyexcitingthingstoshowyouaboutourcompany.(13)Iameagertocorporatewithyou.(14)Iamquiteinterestedinfamilyhistoryandwillbehappytoshowyouhowtodevelopourowncharts.(15)Wesincerelyappreciatetheinvitationandlookforwardtothewonderfulopportunitiesthatawaitourcoorporationinthefuture.(16)IamanxioustotraveltoSpringfieldandseethenewdevelopmentsthere.,(3)Sampleletter.,S6.Acceptinganinvitationtoaddressingameeting(replytosampleletterS4in2.1)Dr.AndreasRodgerDepartmentofEnglishLiteratureBostonUniversity231BrooklynStreet,NY10323USANovember26,2007,SamsonZhangEnglishDepartmentBeijingUniversity111XueyuanRoadBeijing100080DearMr.Zhang:ThankyouverymuchfortheinvitationtotheannualLiteratureSeminarwhichwillbeheldatyourmeetingroomateightoclock,Saturdaymorning,December21,2007.,IamverypleasedtosharemylatestviewsontheresearchfutureofEnglishLiteratureattheseminarandalsohopetolistentothevoicesofcolleaguesinthefield.IwillbearrivinginBeijingonDecember19.IlookforwardtomeetingyouinBeijing.Yourssincerely,AndreasRodger,2)Rejectinganinvitation,(1)Structureofarejectionletter.ARejectionletterbeginswithexpressingthanksfortheinvitationandregretforbeingunabletoaccepttheinvitation,followedbytheexplanationofthereasonsforrejectionandendswithgoodwishesorsuggestionsforothertimeoropportunity.(2)Usefulexpressions.(1)IamsorrytotellyouthatIshallnotbeabletocometothemeetingonSaturday,November23.(2)IwillbeawayonbusinessthatdayandshallnotbebackuntilNovember29.,(3)ThankyouforyourkindinvitationtodinneronJuly10,butregretthat,unfortunately,Iamunabletoacceptitowingtoapreviousengagementforthesameevening.(4)IappreciateverymuchyourkindinvitationtoattendingthemeetingonMay13th,butitiswithsincereregretthatIfindIhaveanotherengagementonthatday.(5)ItisourpleasuretojoininthereceptionpartyonSunday.Butunfortunately(6)AlthoughIwouldliketocome,IwillbeinAmericaatthattime.,(7)PerhapsyoumightbefreeonDecember10andwecouldmeetat10a.m.thatday.(8)Wishtheconferenceagreatsuccessandhopethatyouwillsendmeanotherinvitationatsomefuturedate.,(3)Sampleletter.,S7.Rejectinganinvitationtoaddressingameeting(replytosampleletterS4in2.1)Dr.AndreasRodgerDepartmentofEnglishLiteratureBostonUniversity231BrooklynStreet,NY10323U.S.A.November26,2007,SamsonZhangEnglishDepartmentBeijingUniversity111XueyuanRoadBeijing100080DearMr.Zhang:ThankyouverymuchfortheinvitationtotheannualLiteratureSeminalwhichwillbeheldatyourmeetingroomateightoclock,Saturdaymorning,December21,2007.,Unfortunately,IhavetogivelecturestomystudentsatBostonUniversityfromDecember1toJanuary15accordingtotheteachingschedule.Iamreallysorryforbeingunabletoattendtheseminar.Iwishtheseminaragreatsuccess.Yourssincerely,AndreasRodger,2.3InquiryLetter,Aninquiryletterasksthereaderforspecificinformation.Forexample,youmightwritesuchalettertoabusinesstoaskabouttheirproducts,discount,paymentterms,pricesandsoforth.Sinceaninquiryletterrequiresaresponse,itisessentialtomaketheletterspecific,clear,conciseandfriendlysothatthereaderunderstandsiteasilyandprovidestheinformationyouneed.,1)Structureofaninquiryletter,Thecontentofaninquiryletterwilldependonthreethings:howwellyouknowyoursupplier;whetheryoursupplierisathomeorabroad;andthetypeofgoodsyouareinquiryabout-thereisadifferencebetweenaskingIBMaboutthecostofinstallingacomplexcomputerandaskingapublisherhowmuchabookwouldcost.Ifyoudonotknowthesupplieratall,yourlettershouldsoundveryformalandpoliteandgenerallyfollowthefollowingformat.Theintroductoryparagraphintroducesyourselfand,ifappropriate,theinstitutionorfirmyouareworkingfor.Themiddleparagraphsbrieflyexplainwhyyouarewritingandhowyouwillusetherequestedinformation.Thespecificinformationyouneedisthenlisted.The,Requestsmaybephrasedasquestionsorasalistofspecificitemsorinformation.Ineithercase,makeeachitemclearandconcrete.Theconcludingparagraphoffersthereadersomeincentiveforresponding,expressinggratitudeforthereadersattentiontotheletter,oracknowledgingtheinconvenienceoftherequest.Insomecases,youcanalsoindicatefurtherbusiness,orotherproductsyouwouldbeinterestedinifyouthinkyoucouldbesupplied.,2)Usefulexpressions,(1)WeareoneofthemainproducersofinHefei,andweareinterestedinyourproducts.(2)WeweregivenyournamebytheTradePromotionassociationofHefeiProvince.(3)TheBritishEmbassyinBeijingtoldusthatyouwerelookingforagentinChina.(4)WewereimpressedbytheselectionofwashingmachinesthatweredisplayedonyourstandatthisyearsGuangzhouTradeFairs.(5)Pleasequoteusyourlowestpricesforthefollowinggoods.,3)Sampleletters,S8.InquirybasedonanadvertisementforMobilephoneDisccorp251ruedesRaimonF-8600PloitiersCedexTel:(33)999999Fax:(33)102166May12,2006TheSalesDept.R.G.ElectronicsAGHavmart601D-5000Koln1,DearSirs:WearealargemobilephonestoreinthecentreofPoitiersandwouldliketoknowmoreabouttheproductsyouadvertisedinthismonthseditionof“Newspaper”.Couldyoutellusifthephonesareleadingbrandnames,ormadebysmallindependentcompanies,andwhethertheywouldbegoodforusing.Itwouldalsobehelpfulifyoucouldsendussomesamplesandiftheyareofthestandardwerequire,wewillplaceasubstantialorder.Wewouldalsoliketoknowifyouareofferinganytradediscounts.,Thankyou.Yoursfaithfully,P.Gerard,2.4ReplytoInquiryLetter,1)StructureofareplyWhenyoureceiveaninquiry,determinewhetheryouhaveboththeinformationandtheauthoritytorespond.Ifyouhavereceivedaninquirythatyoufeelyoucannotanswer,findoutwhocanandforwardtheinquirytothatperson.Thennotifythewriterthatyouhaveforwardedtheinquiry,asshowninsampleletterS10below.Whenaninquiryisforwarded,thepersonwhorepliesshouldstateinthefirstparagraphoftheresponsewhysomeoneelseisansweringtheoriginalinquiry.,Ifyouaretherightpersoninyourorganizationtorespond,answeraspromptlyasyoucan,andbesuretoanswereveryquestionasked.Thereplymaybestructuredasfollows.Theintroductoryparagraphopenswithappreciationtotheinquirerforhis/herinquiry,acknowledgementofhis/herletterandquotinganyotherreferencesthatappear.Themiddleparagraphsfocusongivingdetailedinformationaboutwhathasbeeninquiredbytheinquirer,forexample,prices,samples,discountsandpaymentterms.Theconcludingparagraphexpressesthanksfortheinquirerswritingtheinquiryletterifyouhavenotdonesointhebeginningoftheletterandencouragefurtherinquiriesorfuturecooperation.,2)Usefulexpressions,(1)InreplytoyourinquiryofJuly7wearesendingbypostthelatestpricelistofourproducts.(2)ManythanksforyourletterofMay16.Asrequestedweencloseourcatalogueandpricelist.(3)IwasverypleasedtoreceiveyourinquiryofJanuary15andencloseourillustratedcatalogueandpricelistgiventhedetailsrequested.(4)Onregularpurchasesofquantitiesofnotlessthan500individualitems,wewouldallowatradediscountof15%.(5)Welookforwardtoreceivingatrialorderfromyousoon.,3)Sampleletters,S9.IndicatingthattheinquiryhasbeenforwardedJaneZhang,directorofPublicInformationChinaPowerCompany231SichuanRoadShanghai210083P.R.ChinaAugust10,2006KateParsonsOhioOfficeEquipmentLtd.111FlyingValley,OH12345USA,DearKate:Thankyouforinquiringabouttheheatingsystemwerecommendforuseinhomesdesignedaccordingtothespecificationsoutlinedinourbrochure“InsulatingforEfficiency”.BecauseIcannotansweryourspecificquestions,IhaveforwardedyourinquirytoMichaelWang,EngineeringAssistantinourDevelopmentGroup.Heshouldbeabletoanswerthequestionsyouhaveraised.Youshouldbehearingfromhimshortly.Yourssincerely,JaneZhang,directorofPublicInformationChinaPowerCompany,S10.Replytosampleinquiryletter,R.G.ElectronicsAGHavmart601D-5000Koln1Tel:(221)2222212Fax:(221)3333333May12,2006P.GerardDiscSA251ruedesRaimonF-8600PloitiersCedex,DearMr.Gerard:ThankyouforyourinquiryofMay12inwhichyouaskedaboutthemobilephoneweadvertisedinthismonthseditionof“Newspaper”.Thephoneshavehighqualitywhichmeanstheywouldbesuitableforanykindsofsituation,whichisanewbrand,youwillcertainlyrecognizeafterusingitandtheirpricesaresocompetitive.Becauseoftheirlowpriceandthesmallprofitmargin,wewillnotbeofferinganytradediscounts.Wearesendingyouaprice-list.,Wehavesent,byseparatepost,samplesoftheadvertisedproduct,andwouldurgeyoutoplaceanorderassoonaspossible.Thankyouforyourinterest.Yourssincerely,R.GellachSalesDirectorEncl.:price-list,2.5RecommendationLetter,Recommendationletters,alsoknownasreferenceletters,areusedtogiveinformationaboutapersontoaprospectiveboss,recommendapersontoagraduateprogram,nominateapersonforanaward,andsoforth.Arecommendationlettereffectivelyhelpsshareapersonsabilities,skills,accomplishments,andpositivepersonaltraitswithdecision-makersandisthereforeanessentialpartofanyapplicationprocess.,1)Structureofarecommendationletter,Therearemainlytwotypesofrecommendationlettersaccordingtothepurposeoftheletter:oneforemploymentandanotherforadmissiontograduatecollege.Thelettermaybestructuredasfollows.Theintroductionpartintroducesyourselfbystatingyourrelationshipwiththecandidate,howyougottoknowandhowlongyouhaveknownhimorher,andwhyyouarewritingtheletter.,Themiddlepartprovidesspecificinformationaboutthecandidatesoutstandingqualities,skills,abilities,accomplishments,orothercharacteristics,especiallythosethatarespecifictothecandidatesfieldofinterestorjobrequest.Alldescriptionsshouldbesubstantiatedbyconcreteexamplesandrelevantanecdotes.,Theendingpartgivesabriefsummaryoftheapplicantsqualificationsandaclearstatementofrecommendationinastrongtone,statingwhytheapplicantshouldbeconsideredoverothers.Youmaylistyourcontactinformationifyouarewillingtoreceivefollow-upcorrespondence.,2)Usefulexpressions,(1)ItgivesmepleasuretorecommendWangLin,oneofmystudents,asacandidateforyourPh.Dprogram.(2)IhavebeenMr.Wangssupervisorformorethantwoyears,andIcanrecommendhimforyourconsideration,confidenceishischaracterandscholarship（学识）measureuptoyouruniversityshighstandards.(3)Mr.Zhou,aboutwhomyouinquiredinyourletterofDecember21,wasadistrictmanagerwithusfromMay1999toJuly2004,whenhelefttopursueotherentrepreneurialventures.,(4)Throughouthisyearswithushehasconsistentlydisplayedaremarkableability,youwillfindheramostefficientandresponsibleperson.(5)Hisabilitytointeractwithcustomersandresolvetheircomplaintinapleasantmannergaveusasignificantadvantage.(6)Ifyourequireanyfurtherinformation,pleasedonothesitatetogetintouchwithmeattheaboveaddress/telephonenumber.(17)Shehadpracticalexperienceinsales.,3)Sampleletters,S11.Recommendationletterforemployment(Printedletterhead)(印有抬头的信笺）November25,2005Mr.RobertoSmithManager,MarketingServicesAlliedIndustriesInc.110RiverbendDrive,Suite1550Stamford,CT06907,DearMr.Smith:ThisisinresponsetoyourrecentrequestforaletterofrecommendationforBelindaMillerwhoworkedformeupuntiltwoyearsago.MillerworkedundermydirectsupervisionatJohnsonTechnologiesforaperiodofsixyearsendinginOctober2003.Duringthatperiod,Ihadthegreatpleasureofseeingherblossomfromajuniormarketingtraineeatthebeginning,intoafullyfunctioningMarketingProgramCoordinator,inherfinaltwoyearswiththecompany.Thatwasthelastpositionsheheldbeforemovingontoabettercareeropportunityelsewhere.,Ms.Millerisahard-workingpersonfromtheoutset,andhowtogetitdonequicklyandeffectively.Sheoftenbroughtprojectsinbelowbudget,andafewwereevencompletedaheadofschedule.,Inclosing,basedonmyexperienceworkingwithher,IcanunreservedlyrecommendBelindaMillertoyouforseniormarketingposition.Ifyouwouldlikefurtherelaborate,pleasefeelfreetocallmeat(416)765-4497.Sincerelyyours,RobertChristensonDirector,MarketingandSales,S12.Recommendationletterforadmissiontoagraduateprogram(printedletterhead)January12,2004Prof.JackBrownDept.ofComputerScienceNewYorkUniversityNY10090USA,DearProf.Brown:ItgivesmegreatpleasureinrecommendingMr.JoeforthegraduateprograminComputerScienceatyourUniversity.Ihaveknownhimforfouryears.Ihavetaughthimtwotheorycourses,“IntroductiontoComputerScience”andSystemProgramming”.,Forhisperformancerecords,hecanbeplacedinthetop10%ofaclassof90studentsinmysubjectandisplacedontheoverallinthetop20%.Heisintelligent,longingtogainmoreknowledge.WithhisdeterminationandhardworkIhavenodoubtthathewillsucceedinallhisefforts.Hisprojecttitled“GHIJKL”conductedatSHWHwasrankedamongthebestprojectscarriedoutinthedepartment.Hehasshownthemotivation,intelligence,preservingnatureandanalyticalaptitudeforgraduatestudyandresearch.Heisextremelycooperativeandpossessesthecapacitytocontributepositivelywhileworkingaspartofateam.,Iamsurehewillmakeanoutstandinggraduatestudent.IrecommendhiminthestrongesttermsforadmissiontotheGraduateProgramatyourUniversitybetterwithfinancialaid.SincerelyJohnSmith,ProfessorDepartmentofComputerScienceOhioUniversity,Exercise,Writinganinquirelettertoaskthethings(productsyouseefromsomeplace)youwanttobuy.,
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