I. The Formats of Business Letters/ Emails
Main Features of a Biz letter
Whenwriting a biz letter, we have to bear the following features in mind:
1Purpose: to communicate is the main purpose of biz letter
2 cost: abiz letter is relatively expensive. (why?)
3 record:a biz letter is a kind of record of your biz evidence.
ßTheletter format could be informal and formal. Biz letters generally belong to theformal ones
The mostcommon used formats include:
1 Theblock style (齐头格):
2 Themodified style (混合式):
modified block with indented paragraphs(段落缩头式) and
modified block with blockedparagraphs (段落齐头式)
3 Simplified style(简化式)
II. The Essential Parts of a Biz Letter
A typical biz letter consists ofseven parts:
The letterhead
Position: heading at the top of a letter
Contents:name, address, telephone, fax number of a company.
Theletterhead printed on the company's stationery could include other items:company's logo, website, e-mail address.
The date line
Format:
M/D/Y(USA)
D/M/Y(UK)
Y/M/D(Chinese)
The dateline is just below the letterhead. The date may be written on the left, incentre, or on the right.
The inside address
Theinside address is the receiver's address, identical to the deliveryaddress on the envelope.
Position:beneath the heading, flush at the left.
The salutation
Thesalutation is the greeting to your recipient.
Contents:a personal or professional title, the name of the recipient.
"To Whom It May Concern” , “Dear sirs”, “Ladies”, these forms are out of date.
The body of the letter
The complimentary close
This part is a way to say good-bye toend the letter.ßßThere are 3 kinds of complimentaryclose: formal, semiformal and informal.
Formal Semiformal Informal
Yoursfaithfully Sincerely yours Sincerely
Yours verytruly Cordially yours Cordially
Faithfullyyours Very cordially yours Regards
Take care
Thanks
Love
The signature
The signature generally consists of asymbol, a typed-out name, and a title.ßThe writer should pen-write thesignature personally, or chop the name or letter.
The Optional Parts of a Biz Letter
1 theReturn Address(寄信人地址)
in most cases the return address is printedon the letterhead. It is necessary only when you are using a blank sheet of paper.
2 theAttention Line(主办人\经办人):
If youwant your letter attended by or directed to a specific person or department,add an attention lineßPosition:two lines beneath the inside address or two lines above the salutation
NOTE: inthe inside address, there is no specific recipient.
E.g. Attention: Paul Zhang, Presidentß
Atten: PaulZhang, President
3 theSubject line(事由）or Reline:
The Subject line helps both the sender and the recipient identify the subjectmatter.
The Subject line usually consists of only a few key words on the main matter theletter deals
Position:two lines below or above the salutation
thesame line with the salutation but placed in the middle of the line
Note : the font of the subject line should be capital orunderlined
E.g. Ref: yourorder No.112
Sub: yourorder No.112
4 theTypist's/reference Initials(署名):
It refersto the initials of the writer and the typist.
Example:
JS:MS JS/MS JS-MS
5 the Enclosure Notation(附件)：
when sth else is sent together with theletter, an enclosure notation is to inform the recipient to check.
examples: Enclosure(s):ßEncl(s):
Encl: 1: **********
2: **********
6 Carbon Copy Notation
It is to send a copy of the letter topeople or departments other than the receiver.
CC or cc
E.g. CC: Mr. Paul Zhang
cc: Mr. Paul Zhang
CC: Mr. Paul Zhang
Mrs. Juliet Huang
7 The Postscript Notation(附言）：
Thepostscript notation (shorted as PS) is used to add an afterthought. But inmodern biz writing, it is better not to use it.
E.g. PS: Weneed another broom.
IV Email Format
