Business Letter Writing

Letter writing尽管当今的科技发展已经将我们带进了数字时代，我们的日常生活也越来越离不开电话和互联网等先进的通讯方式，但是我们仍旧经常需要用书信来传达信息、表达情感。

在现代商务领域里，书信同样也是一种不可取代的沟通方式。

比如，当一家公司向另一家公司订购某种商品时，习惯的做法是在正式成交之前用书面的形式加以确认。

另外，在许多情况下，如果你只用口头形式来传达信息就会显得很不正式，也很没有礼貌。

比如，当你想要邀请某人在一个非常重要的场合做演讲时，口头的通知或邀请都会显得你没有诚意。

这时人们往往会想到用书信的形式来邀请对方，这样做就得体多了。

由此可见人类在沟通情感以及进行生意往来时，都是需要书信作桥梁的。

一封信是由信头、日期、编号、收信人情况、称呼、正文、主题、结束语、写信人签名、姓名和职位等几个主要部分构成的。

---请同时参看Unit 2b Arranging a company visit1. Writer’s address or company letterhead: at the top or in the top right-hand corner. The writer’s n ame is not at the top of the letter. 信头: 在信的顶端或右上角，写信人的姓名不留在信头部分。

一封信的信头包括写信人所在公司的名称、地址、邮政编码以及联系方式等。

如果一封信是以个人名义写的，那么写信人可以省略公司名称这一项，只要写上他的住址和联系方式就可以了。

2．Date：on the right. Various forms of the date are possible.日期: 在信纸的右端。

日期的写法可以采取多种形式。

实际上，在很多正式信件中日期的位置是很灵活的。

它既可以出现在写信人地址的下面（信的右端）；也可以出现在收信人地址的上面（信的左端）；还可以出现在收信人地址的下面（信的左端）。

BUSINESS LETTERKeep business letters which you receive in English (for example from a school or company) and try to learn from heir style. Note that there are some differences in style between letters written in American English and British English. For example, the way of writing dates is different (the order is day, month, year in Britain, eg 1/2/2002 or 1 Feb 2002 or 1st February 2002; month, day, year in the US, eg 2/1/2002 or Feb 1 2002 or February 1st 2002), and the way of starting and ending the letter may also be different. You should normally type a business letter, but a letter which is written neatly by hand is also acceptable. Writing the letter by hand may be better to write by hand in some less formal situations, for example if you are applying for a part-time job in a shop or if you want to be an au pair and are writing to the children's parents.At the top of the letter, write your address (using English letters) on the right hand side. You do not need to put your name at the top of this address, because it will already be written at the bottom of the letter (see below). As well as your postal address, you may want to include your telephone or fax number (if you are not in the same country as the person to whom you are writing, you should use the international way of writing this, including the country code). You may also want to include your e-mail address.Write the full name and address of the person to whom you are writing on the top left hand side of the letter.On the right hand side, underneath your own address, write the date on which you wrote the letter. To avoid any possible confusion, it may be better to write the address in full (for example: 1st February 2002).In Britain, when you do not know the name of the person to whom you are writing (or if you know the name but you want to write in a very formal style), you normally start a business letter with the words "Dear Sir". "Sir" is a word for a man, but it is understood that it is just a convention to use this and that the letter may be read by either a man or a woman. You can write "Dear Sir/Madam" instead if you prefer, but it is not common to write "Dear Madam" unless you are certain that the letter will be read by a woman. You should end the letter with "Yours faithfully" ("Faithfully yours" is only used in American English).If you know the person's name (for example, Mr Green), you should normally start a business letter with "Dear Mr Green". If you are writing to a woman who is married (for example, Mrs Green) you should start the letter "Dear Mrs Green". If you are writing to a woman who is not married and refers to herself as Miss Green, you should start the letter "Dear Miss Green". If you are not sure if the woman is married or not, it is more polite to write "Dear Ms Green" (Ms can be an abbreviation for either Mrs or Miss). You should end the letter with "Yours sincerely".Note that you shouldn't add a full stop at the end of abbreviated words if the last letter ofthe abbreviation is the same as the last letter of the full word. For example, you should write Mr Smith (short for Mister) or Dr Smith (short for Doctor), but Prof. Smith (short for Professor) - there is a full stop in the last example because "f" is not the last letter of the word "professor".When you start the letter, you may want to put a special heading to make the subject of the letter clear, especially if your letter is quite long. It is common to start this "Re: " ("re" introduces the subject: it means "about") and then give a one-line summary of the subject (for example: "Re: application for place on Business English course"). You should mention the last letter you have received, including the date written on the letter and the reference number if there is one (for example: "Thank you for your letter of 2nd February, reference MC/0275"). If you are sending some documents with your letter, you should mention this (for example: "Please find enclosed my completed application form", or "Please find attached a copy of my CV"), and you should write "Enc:" and a list of these documents at the bottom of the page (after your signature).It is better to sign the letter personally as well as typing your name underneath. Your signature proves that you wrote the letter, and also makes it a little bit more personal. You can sign using your own language, but do remember to write your name clearly underneath your signature using English letters.If you are writing about business in an e-mail, the style used is often less formal, although you can follow the formal rules above if you wish. For example, it is common to start the message without the word "Dear", or to use the person's first name (if someone writes to you in this way, it is normally alright to reply in the same style). A less formal ending would be just "Yours", or something like "Regards" or "Best wishes". As a signature, it is common just to type your name.。

Unit Five Business Letter WritingText A How to Write a Business LetterNeed to write a polished, professional letter? Most business letters follow an established, easy-to-learn format that you can adapt to any type of content. A business letter should always contain the date, information about the sender and recipient, and a few body paragraphs. Generally,there are four parts in any business letter writing---beginning theletter,composing the body,closing the letter,and finalizing the letter.Follow these steps and modify as necessary to fit your company's standards.Part 1 Beginning the LetterKnow the format.Whatever the content of your letter,there are a few business standards to follow regarding the way it looks.Business letters should be typed and composed in a common font such as Arial or Times New Roman.Employ block paragraphing,i.e.,to starta new paragraph,hit “return”twice and don't use an indent.If you're printing the letter to send,consider printing the letter on company letterhead.This lends it a more professional air and provides your company's logo and contact information.An emailed business letter should also be composed in a common font.Don't usescript or colors other than black and white in a business email.Include information about your company.List your company name and thecompany address,with each part of the address written on a different line.If you'reself-employed or an independent contractor,add your name either in place of thecompany name or above it.If your company has pre-designed letterhead,you can use this instead of typing out your company's name and address.If you're typing out the address,it should appear either right or left justified at the topof the page,depending on you and your company'spreference.Include the date.Writing out the full date is the most professional choice.Forexample,writeeither"April 1,2012”or“1 April 2012.”This should appear left justified a few lines below the sender's address.Add the recipient's information.Write out the recipient's full name,title (ifapplicable),company name, and address in that order,with each piece of information onaseparateline.If necessary,include a reference number.The recipient's information should be left justified a few lines below the date.Choose a salutation.The salutation is an important indicator of respect,and whichone you use will depend on whether you know the person to whom you're writing,howwell you know them and the level of formality in your relationship.Consider the following options:Employ “To Whom It May Concern”only if you don't know whom,specifically,you're addressing. If you do not know the recipient well,“Dear Sir/Madam”is a safe choice.You may also use the recipient's title and last name,e.g.“Dear Dr.Smith”.If you know the recipient well and enjoy an informal relationship with him or her,youmay consider a first-name address,e.g.“Dear Susan”.If you are unsure of the recipient's gender,simply type the whole name,e.g."DearKris Smith”. Don't forget a comma after a salutation or a colon after“To Whom It May Concern”.Part 2 Composing the BodyStrike the right tone.Time is money,as the saying goes,and most business peoplehate to waste time.The tone of your letter,therefore,should be brief and professional.Make your letter a quickread by diving straight into the matter and keeping yourcomments brief in the first paragraph.For instance,you can always start with “I am writing you regarding...”and go from there.Don't concern yourself with flowery transitions,big words,or lengthy,meandering sentences,your intent should be to communicate what needs to be said as quickly andcleanly as possible.To tighten your copy,avoid passive verbs and try not to editorialize.Write clearly and concisely.Let your reader know exactly what you are trying to say.Your reader will only respond quickly if your meaning is crystal clear.In particular,ifthere is some result or action you want taken because of your letter,state what it is.Explain your position in as few words as possible.Be conversational when appropriate.Letters are written by people to people.Avoid from letters if possible---you cannot build a relationship with canned impersonal letters.However,stay away from colloquial language or slang such as “you know,”“I mean”or“wanna”.Keep the tone businesslike,but be friendly and helpful.If you know the recipient well,it's fine to include a friendly linesending good wishes.Use your judgment when determining how much personality to reveal.Something adding a little humor is actually helpful in a business setting,but err on the side of caution before making a joke. Most likely the purpose of your letter is to persuade your reader to do something：change their mind,correct a problem,send money or take action.Makeyour case.Be courteous.Even if you are writing with a complaint or concern,you can be courteous.Consider the recipient's position and offer to do whatever you can,within reason,to be accommodating and helpful.Wrap it up.In the last paragraph,summarize your points and clearly outline eitheryour planned course of action or what you expect from the recipient.Note that the recipientmay contact you with questions or concerns,and say thank you for his or her attention tothe letter/matter at hand. Part 3 Closing the LetterChoose a closing.The closing,like the salutation,is an indicator of respect and formality.“Yours sincerely”or “Sincerely”is generally a safe bet; also consider "Cordially,""Respectfully,"“Regards”and “Yours Truly,"Slightly less formal but still professional closings include “All the best,"“Best wishes,""Warm regards,”and “Thank you,"Use a comma after your closing.Sign the letter.Leave about four lines empty for your signature.Sign the letter after you've printed it,or,if you're sending it via email,scan an imageof your signature and affix it to this part of the letter.Blue or black ink is preferred.Include your typed name and contact information.Beneath your signature,typeyour name,phone number,email address and any other applicable means of contact.Give each piece of information its own line.If necessary,include“Enclosures.”If you've enclosed additional documents for therecipients review,note this a few lines beneath your contact info by noting the number andtype of documents,e.g."Enclosures(2):resume,brochure.”Part 4 Finalizing the LetterEdit the letter.Presentation is a key element of being professional.Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors.Run spell check on your word processor,but also give the letter a thorough read before you send it.Ask yourself whether the letter is clear and concise.Are any paragraphs more than 3-4sentences long?If so,determine whether you can eliminate unnecessary statements.If the letter is extremely important,you might want to have a friend or colleague lookit over.Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed.Post the letter.Send the email or,if you're sending the letter via post,use a businessenvelope.(If available,use one with the company logo printed on it.)Neatly print your return address and the recipient's address.Fold the letter into third parts,such that therecipient will first unfold the top flap,then the bottom flap.Make sure you affix sufficient postage,and send it off.If you think your handwriting is messy and doesn't match your professional persona,type the addresses in your word processor and then run the envelope through your printer.。

Writing a Business LetterA business letter is a letter that is written to conduct some kind of business.The business may be an application for a job, a complaint about a product or service, an inquiry, or a letter requesting some kind of action. It is different from a friendly letter in both its format and content.A business letter should be typed. Use a word processing program and choose a plain font such as Courier or Times New Roman set to size 10 or 12. The left and right margins should be justified, meaning that text is aligned on both the right and left sides of the letter. In a business letter, all margins should be at least 1/2 inch, if not larger, and all text begins at the left margin.The first part of a business letter, the HEADING, is located at the top of the page, starting at the left margin.Type your address here.If you are using business letterhead that already has the address, there is no need to retype this; otherwise, use your full mailing address, as it would appear on the envelope.Do not include your name here, but if writing on behalf of a company, include its name:Vacations R Us, Inc.327 Happytime StreetFunville CA 55333The second part of a business letter is the DATE.Be sure to skip a line and then type the full date as follows.This is an extremely important part of any business letter, as it may be used not only for later reference by you or the receiver, but may also be used for filing purposes.September 15, 2000After the date comes the OPENING of the business letter.The opening consists should consist of the person’s name that you are writing to, his/her title and department name, the name of the company you're writing to, and its mailing address as follows:Mr. Jerry JackrabbitManager, Sales and ServiceCome Bath With Us, Inc.723 Shower AvenueWashville WA 55444Dear Sir/Madam: OR Dear Mr. Jackrabbit:The "Dear …" is the GREETING part of the OPENING.When typing the greeting, if you know the person's family name that you are writing to, then use it; otherwise, simply use "Dear Sir/Madam:"Remember to always use a colon (:) at the end of a business greeting.The next part of a business letter is the BODY of the letter.The first paragraph should clearly state the purpose of the letter:I am writing to make a complaint...I wish to apply for the position of secretary...I am writing to ask...Finish the body of the letter, expanding on the things mentioned in the first paragraph.Remember NOT to indent each paragraph, but DO skip a line between them.Be sure you explain things with enough detail so the reader of your letter can take the action you desire.For example, if you are applying for a job, clearly list the qualities and experience that make you a suitable candidate for the position.If you are writing a letter of complaint, give all the relevant information that has lead you to complaining.Before you end your letter, refer to any attachments that you may be enclosing so that the reader understands why they are there:I have enclosed a copy of my resume, which provides further details of my employment background...I have enclosed a copy of the document in question...Your final paragraph should invite your reader to contact, indicating what action you are seeking.I would welcome a chance to further explain my case at a personal interview...I look forward to your immediate attention to this problem...The final part of a business letter is the CLOSING.Always close a business letter in a professional manner.Use such closings as "Yours sincerely,", "Yours faithfully,", or "Sincerely yours,".Be sure to leave 3 blank lines between the "Sincerely yours," and your types name, because in between those you will write your signature.Also remember that you can type your job title under your typed name.Yours sincerely,Joe BloggsManagerFinally, your business letter should be folded in three by folding the bottom of the page two thirds of the way towards the top, then folding the top of the page downwards. The letter should then be inserted into a business-sized envelope and clearly and neatly addressed.The following is a sample of a real business letter:Jonathan B. RogersHeadingTianjin Foreign Languages High School11 Nankou Lu, Hebei DistrictTianjin 300230PR ChinaDateOctober 16, 2001Mr. ZhangPrincipalTianjin Foreign Languages High SchoolOpening11 Nankou Lu, Hebei DistrictTianjin 300230PR ChinaGreetingDear Mr. Zhang:We have been informed that our apartment building will be torn down soon, and that we will have to move to a new location. We have also heard a rumor that we may possibly be relocated to live at the Tianjin Foreign Language Institute, while a building for the foreign teachers is being built. I am writing you on behalf of my family and myself. I would like to express our desire to continue living here at our school on Nankou Lu in the Chinese teacher's apartment building. We understand that there are currently four apartments available there. We also understand that you are concerned for our safety, but I would like to share with you why we feel that living here in the teacher's building on Nankou Lu is better for us.First, Mrs. Rogers and I have a son, whom we home school. He comes to my office with me every day to do his schoolwork. Thus, there would be three of us to be picked up every day and carted to the school.BodySecond, because of the greater distance between the two schools, and the much longer time needed to travel from home to the school here, we will have to rise up much earlier than we already do. Even now, while living here on campus, we must rise at 6:00am in order to have enough time to take a shower, get dressed, get breakfast, eat it, and be ready to leave for the classroom building next door. Maybe if we live at the Foreign Language Institute, we will have to rise at 5:00am or 5:15am in order to have enough time to get ready and then travel to the school here. I feel that this is too much stress and strain for our son, my wife, and myself.Third, as you may already know, a foreigner's life is not easy in the Chinese society. There are many things that exist that cause the foreigner to feel that he/she is not allowed IN the circle. This gives some foreigners a feeling of great sadness and isolation. There are other foreigners who prefer the separation from Chinese society, opting to try and live here as they would in their motherland; however, Mrs. Rogers and I are not of this kind. We have come to China 'for the love of China', and for no other reason. We love China. We love Chinese people. We love Chinese art, music, dance, and food. We love to make friends with Chinese people, and our desire as human beings is to be IN the circle, not on the OUTSIDE looking in, like the pitiful child that no one wants to play with at recess time. We feel that living so far away from our school, our teacher friends, and our students, will only create a stronger sense of isolation, making fallow ground in which the seeds of loneliness and discouragement can grow. Living here at our school gives us a sense of belonging, a better sense of being IN the circle, and more opportunity to be with friends which we have made, eliminating the opportunity for those undesirable seeds to sprout.BodyAnd finally, we know that our safety is of great concern to you, as it also is to us. We understand that those of you who are over us are responsible for us, and that we should have security while living under your care. An idea that came up was that of placing a locked gate at one of the Chinese teacher's building's stairway entrances, leading to the available apartment, allowing those living behind the door to have a key in order to gain access. Should a security guard be required for us, I would like to let you know that Mrs. Rogers and I are prepared to help cover the cost associated with hiring security, so that we may be able to live here in the Chinese teacher's apartment building at Nankou Lu.Mr. Zhang, again I ask that you would please take our thoughts and feelings into consideration as you make your final decision regarding where we shall live in the near future. Lastly, I want to thank you for taking the time to read this letter.Respectfully yours,ClosingJonathan B. RogersForeign English Teacher。

商务函电英文范文建立业务关系第1篇We are pleased to introduce ourselves to you and hope to have the opportunity to cooperate with you in business development. We take the liberty of writing to you with a view to establishing business relations with you; we wish to introduce to you that we are a state-owned company specializing in light industrial products, and that we are a state-owned company dealing in import and export business. As you are one of the leading importers, we are very pleased to contact you and hope to establish business relations with you and help you with your various requirements.We understand that you are interested in both import business. In this regard, we would like to introduce ourselves and establish a mutually beneficial business relationship between our two companies. As a camera importer, your company enjoys a high reputation, which makes us hope to establish business relationship with you.Therefore, we send you our catalogue and price list. Our products are manufacturers of first-class paper mills in China. Therefore, we are capable of serving your customers with the most reliable quality you suggest.We specialize in the export of Chinese arts and crafts to express our desire to trade with you in this field. Our business is mainly textiles and handicrafts. We have been engaged in this industry for many years.The purpose of this letter is to explore the possibility of developing trade with your company We are willing to establish business relationship with your company on the basis of equality, mutual benefit and exchange. What a person has is what he needs.中文翻译：我们很高兴向贵公司自我介绍，希望能有机会与贵公司在业务拓展方面进行合作。

商务英语书写信格式范文Business English Writing Sample Letter FormatIn the realm of professional communication, the ability to compose effective and well-structured business letters is a crucial skill. Business letters serve as the cornerstone of formal correspondence, conveying information, requests, or proposals in a clear and concise manner. Adhering to a standardized format not only enhances the overall presentation but also ensures that the intended message is effectively delivered.One of the most widely recognized formats for business letters is the block format. This format aligns all the elements of the letter in a symmetrical manner, creating a visually appealing and organized layout. The block format typically includes the following components: the sender's address, the date, the recipient's address, the salutation, the body of the letter, the closing, and the signature.The sender's address is typically placed at the top of the letter, either in the center or aligned to the right. This information should include the name of the individual or the company, the street address, the city, state, and zip code. The date is then positioned below thesender's address, also centered or aligned to the right.The recipient's address follows the date, positioned on the left side of the letter. This information should include the recipient's name, their title (if applicable), the company name, the street address, the city, state, and zip code. The salutation, such as "Dear Mr. Smith," is then written below the recipient's address, with a colon or comma following the salutation.The body of the letter is the heart of the communication, where the main message is conveyed. This section should be well-organized, with clear and concise language that effectively communicates the purpose of the letter. Paragraphs should be spaced appropriately, and the tone should be professional and respectful.The closing of the letter is the final component, positioned on the right side of the page. Common closings include "Sincerely," "Best regards," or "Yours truly," followed by a comma. A few blank lines are then left for the sender's handwritten signature, with the sender's name typed below the signature line.In addition to the standard block format, there are variations that can be employed based on the specific needs of the communication. For instance, the modified block format aligns the sender's address, date, and closing to the right, while the recipient's address and salutationare left-aligned. The semi-block format, on the other hand, indents the paragraphs in the body of the letter, creating a more traditional appearance.Regardless of the specific format chosen, the key to effective business letter writing lies in the adherence to professional standards, the clarity of the message, and the overall presentation. By mastering the art of business letter writing, individuals can effectively convey their ideas, requests, or proposals in a manner that reflects the professionalism and competence of both the sender and the organization they represent.。