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PracticalWriting:BusinessLetters,FormalLetters,Objectives:Definitionandbasicconceptsofbusinessletter;Typesandlanguagestylesofbusinessletters;Essentialelementsofbusinessletter;Basicwritingprinciples;,WhatisBusinessCorrespondence?,Businessarethemainmeansofwrittencommunicationtoestablishbusinessrelationswiththeoutsideworld.Businesslettersaresentouttoconveytheimageofabusinessorganization,Thus,theymustbepresentedonqualityletterheadpaper,withsuitablelayout,well-structuredmessage.CorrectuseofEnglishandappropriatetone.Atypicalbusinessletterconsistsofsevenpartstheletterhead,thedate,theinsideaddress,thesalutation,thebodyoftheletter,thecomplimentaryclose,andthesignature.,StylesofBusinessLetters,TheIndentedStyleInthisstyle,theinsideaddressandtheparagraphsareindented,andthedateandthecomplimentarycloseareneartheright-handmargin.,StylesofBusinessLetters,TheBlockedStyleInthisstyle,everylineoftheletters,Includingdate,insideaddress,complimentaryclose,andsignature,beingfromtheleftofthepagewithoutleavinganyspace.,ElementsofBusinessletters,TheHeadingTheletterheadoccupiesthetopmostpartofthepaper.Itusuallyconsistsofthename,address,telephonenumberandfaxnumberofacompany.Itcanbetypedoutbutisusuallyprintedonthecompanysstationary.Sometimesitincludesotheritemslikethecompanylogo,website,e-mailaddress,etc.,XianUniversityofScienceandTechnology58YantaRoad,XianTel:0086-29-85583033Fax:0086-29-85583719,TheDate,TheDateconsistsofthedate,themonth,andtheyear,thecommononesareM/D/Y,D/M/Y.Dontuseallfiguresinthewritingofthedate,i.e.5/12/2008,becausenotallEnglish-speakingpeopleagreeaboutthemonthorthedateappearsfirst.,EssentialElementsofBusinessLetters,TheInsideAddressThisistheaddressyouaresendingyourletterto,Whichisplacedbelowthedatelineattheleftmargin.Thisincludestheaddresseescourtesytitle,name,businessorexecutivetitle,andtheactualaddress.Makeitascompleteaspossible.Includetitlesandnamesifyouknowthem.Skiptwolinesaftertheheadingbeforetheinsideaddress.Skipanotherlineaftertheinsideaddressbeforethesalutation.,ElementsofBusinessletters,TheGreetingItnormallybeginswiththewordDearandalwaysincludesthepersonscourtesytitleandlastname.Iftheinsideaddresshasnosuchprofessionas“Doctor”,or“Professor,thetraditionaltitlesareMr.,Mrs.,DearMr.xxx,DearMrs.xxx,DearMiss.xxx,DearMs.xxx,DearDr.xxx,DearProf.xxx,DearSir(s).xxx,Gentlemen,LadiesandGentlemen,TowhomitMayConcern,ElementsofEnglishletters,TheBodyThebodyiswrittenastext.Abusinessletterisneverhandwritten.Dependingontheletterstyleyouchoose,paragraphsmaybeindented.Regardlessofformat,skipalinebetweenparagraphs.Skipalinebetweenthegreetingandthebody.Skipalinebetweenthebodyandtheclose.,TheComplimentarycloze,Thecomplimentaryclozeprovidesthewriterofaletterwithanopportunitytosay“goodbye”attheendofhiswritten“conversation”inthiswayitisthesameasthesalutationsaying“hello)atthebeginningatthemessage.Theyshouldbechosencarefullytoagreeintoneandmannerwiththesalutationusedatthebeginning.DearSirs,Madam-YoursfaithfullyDear(name).-YourssincerelyYourstruly(ratherformal)Yoursrespectfully(themostformal),Signature,Everybusinesslettermustbesigned.Thesignatureindicatestheapprovaloftheresponsibilityforthecontentoftheletter.Typedyourfullnameonthefourthlinebelowandalinewiththecomplimentarycloze/signyournameinthetriplespacebetweenthetwo.Inmostbusinesslettersthetype-writtensignatureandthetitleofthewriterareneededtohelpthereaderdecipherillegiblesignature.Thetyped-writtensignatureandthetitlearetypedbelowthehand-writtensignature,forexample:Yoursfaithfully,(Yoursignature)MaQiangPersonaldirector,
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