Practical Writing Practical Writing :Business Letters :Business LettersFormal LettersFormal LettersObjectives:Objectives: Definition and basic concepts of business letter; Types and language styles of business letters; Essential elements of business letter; Basic writing principles;What is Business Correspondence?What is Business Correspondence?Business are the main means of written communication to establish business relations with the outside world. Business letters are sent out to convey the image of a business organization, Thus, they must be presented on quality letterhead paper, with suitable layout, well- structured message. Correct use of English and appropriate tone. A typical business letter consists of seven parts the letterhead, the date, the inside address, the salutation, the body of the letter, the complimentary close, and the signature. Styles of Business LettersStyles of Business LettersThe Indented StyleThe Indented StyleIn this style, the inside address and the paragraphs are indented, and the date and the complimentary close are near the right-hand margin.Styles of Business LettersStyles of Business LettersThe Blocked StyleThe Blocked Style In this style, every line of the letters, Including date, inside address, complimentary close, and signature, being from the left of the page without leaving any space.Elements of Business lettersElements of Business lettersThe HeadingThe HeadingThe letterhead occupies the top most part of the paper. It usually consists of the name, address, telephone number and fax number of a company. It can be typed out but is usually printed on the companys stationary. Sometimes it includes other items like the company logo, website, e-mail address, etc. Xian University of Science and Technology 58 Yanta Road, Xian Tel:0086-29-85583033 Fax: 0086-29-85583719 http:/www.xust.edu.cnThe DateThe Date consists of the date, the month, and the year, the common ones are M/D/Y, D/M/Y. Dont use all figures in the writing of the date,i.e.5/12/2008, because not all English-speaking people agree about the month or the date appears first. Essential Elements of Business LettersEssential Elements of Business LettersThe Inside AddressThe Inside AddressThis is the address you are sending your letter to, Which is placed below the dateline at the left margin. This includes the addressees courtesy title, name, business or executive title, and the actual address. Make it as complete as possible. Include titles and names if you know them. Skip two lines after the heading before the inside address. Skip another line after the inside address before the salutation. Elements of Business lettersElements of Business lettersThe GreetingThe GreetingIt normally begins with the word “Dear“ and always includes the persons courtesy title and last name. If the inside address has no such profession as “Doctor”, or “Professor“, the traditional titles are Mr., Mrs. Dear Mr. x x x, Dear Mrs. x x x, Dear Miss. x x x, Dear Ms. x x x, Dear Dr. x x x, Dear Prof. x x x, Dear Sir(s). x x x, Gentlemen, Ladies and Gentlemen, To whom it May ConcernElements of English lettersElements of English lettersThe BodyThe BodyThe body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs. Skip a line between the greeting and the body. Skip a line between the body and the close. The Complimentary clozeThe Complimentary cloze The complimentary cloze provides the writer of a letter with an opportunity to say “goodbye” at the end of his written “conversation” in this way it is the same as the salutation saying “hello) at the beginning at the message. They should be chosen carefully to agree in tone and manner with the salutation used at the beginning. Dear Sirs, Madam-Yours faithfully Dear (name).-Yours sincerely Yours truly (rather formal) Yours respectfully (the most formal)SignatureSignature Every business letter must be signed. The signature indicates the approval of the responsibility for the content of the letter. Typed your full name on the fourth line below and aline with the complimentary cloze/ sign your name in the triple space between the two. In most business letters the type-written signature and the title of the writer are needed to help the reader decipher illegible signature. The typed-written signature and the title are typed below the hand-written signature, for example:Yours faithfully,(Your signature)Ma QiangPersonal director