商务英语函电课件檀文茹 ISBN9787811349009 PPTunit 3 organization of business letters.pptVIP

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2019-07-03 发布于广东
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商务英语函电课件檀文茹 ISBN9787811349009 PPTunit 3 organization of business letters.ppt

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Organization of business letters To help you to keep to the point of your letter, you can draw up an outline to plan your letter. Follow these steps: Make a list of the topics you want to cover but dont worry about the order. Under each topic, list key words, examples, arguments and facts. Review each topic in your outline for relevance to your aim and audience. Cut out anything thats not relevant to your aim or audience. Sort the information into the best order for your readers. The content of business letters——the opening, the body, and the closing The opening paragraph indicates the purpose and subject of the letter. e.g. We received your report that the FX-100 printer manual was missing from your shipment. Our customer service department is looking into the matter. If you open with a statement of a need or problem, close with a statement of action or solution to the problem. In the example given above, a closing paragraph might state: e.g. We appreciate your patronage and wish to extend every support to our customers. A new manual for your TK880 printer will be shipped to you at our expense by overnight mail. A good opening sentence: Suit the purpose Is business-like Is polite Leads into the main subject matter Is usually short e.g. Thank you for your letter of 8th March 1998, which has been passed to me for my attention. I refer to previous correspondence in respect of the above and note that to date we have not received your cheque for the outstanding arrears. I write with reference to our telephone conversation yesterday regarding the above matter. Body paragraphs of your letter should contain the information the reader needs to take action. They also should continue to motivate the reader. The closing sentence should: Be short Be polite and business-like Leave the reader feeling satisfied – letter is positive Have a purpose – suggests a future contact Refer to the main content – the demonstration e.g. I would again apologize for the delay