Format And Requirements Of Business Letters

A business letter refers to letters that involve various kinds of affairs and contact with work.

The format and writing requirements of such letters are stricter and should be treated with caution.

1. format of business letters

Business letters are usually composed of seven parts: letter header, addressee's name, address, address, text, ending phrase, signature and others.

In addition, some business letters also have the following items: delivery instructions, recipients or notices, reasons, references and copies.

2. writing requirements for business letters

Letterhead:

The letter is located in the middle of the letter paper, which includes the company name, address, telephone number, fax number, telegraph registration, and the name of the person in charge of the company.

The design of the head should be beautiful and concise.

If the temporary letter is printed, the name and address of the sender shall be placed on the top right-hand corner of the letter paper and on the date.

Official letters are printed on the first page of letterheads or printed on letterheads, and other continuation pages can be made out of blank stationery, with only the page number, the name and date of the addressee.

Date:

The date of a business letter must not be omitted.

The date should be on the right side of the four to six rows below the letter or under the address of the sender.

It is best not to use the word number or the number to represent it in the month.

There are two ways of writing: English is 19 (th) April, 1995; American April 191995.

The British style is first, while the month is behind, while the American is the opposite.

If all numbers are used to indicate dates, it is easy to cause misunderstanding and should be avoided.

The addressee's name and address:

The name and address of the letter should be rewritten and the same as the addressee's name and address on the envelope.

Usually on the left side of the letter paper, below the two or three line of the date, also on the left side of the letter, and about two to four lines at the signature.

How to arrange the name of the recipient should be strictly based on the manners of the receiver, and not be changed without authorization because of politeness and accuracy.

Honorific usage and writing are also certain habits.

For example, Mr.

(Mister) before the male surname.

Messrs. (Messiears) is the plural of English Mr., which is equivalent to Gentlemen, without the name of the company and the company name of the definite article the. It does not use Messrs. in the United Kingdom, such as the company's line number contains the name, it uses Messrs..

For example: Messrs. Lake Ltd & amp; Ltd; Mrs. married woman, then write her husband's surname, Mrs. Judd; Miss is an unmarried woman whose plural number is Misses; Dr. (Doctor) is crowning the name of the doctor; Rev (before) can be added to the article before the name of the clergy.

There are also mayors, cabinet ministers, parliamentarians, ambassadors and judges before using the name of Hon., President, general manager, President and President of the University. Pres is used before the name, and Prof. is used before the professor's name.

The letter address is different from the British and American format.

American style: there was no No. before the door number, and no comma at the back.

English writing is the opposite.

Such as:

Mr. Clark Cooper

No.8, Queen Victoria Street

London, E.C.2

England

Note: E.C.2 means 2 east end of London.

Appellation:

The address in a business letter should be polite.

The official courtesy term commonly used in official documents is Sirs.

Business letters such as company numbers and so on are mostly used in Dear Sirs, and the English people should add commas later. Most Americans use Gentleman to call company numbers, but they are only limited to plural numbers, and then do not use colon, Gentleman and Dear Gentleman at all.

When the addressee is only a professional title without a name, he can not use the singular Sir alone, but add a Dear to the front of Sir, that is, Dear Sir.

You can also write a surname, such as "Dear Sir Lewes:".

Text:

The text is the content and main body of the letter.

Under the title, the two lines begin, and the top is written (unlike the Chinese letter, which needs two spaces).

The text should not be too long, especially the two paragraph of the head and tail.

When typing, ordinary paper occupies 3/4 positions of letter paper, and the appropriate margin should be placed on both sides and letter paper, and the blanks on the bottom should be larger.

The left margin is vertical and neat, and the right is as neat as possible.

Ending phrase:

The ending phrase is equivalent to the word "respectfully" at the end of the Chinese letter.

Usually, write down the one or two lines of the last line of the letter and add commas.

The more common ones are Yours truly, Yours very truly, Truly yours, Very truly yours, Yours faithfully, and Very.

If the addressee is an individual, it can be used as: Yours sincerely, Sincerely yours.

Signature:

To sign is to sign the sender's name.

Because it represents the author, its shape and writing should be fixed.

It is best to use a pen for signature.

Signature must be hard to imitate and clear.

For easy identification, general business letters are often signed below five lines at the end of the closing line, and the names of the sender are typed and typed out.

The format and rules of signature are as follows:

When the signer represents the company or bank name, he should put down all the capitalized unit names at the bottom of the ending phrase and sign again.

In order to facilitate the correct use of appellation, a woman should sign her name (Miss) or (MRS) before typing.

When the person in charge is absent, the signature of by, for or perpro should be added to the signature.

Other matters:

Other matters include: matters needing attention, reasons, references, attachments, postscript and so on.

Note (Attention, abbreviation: Attn), which is used by the sender for a particular person's attention. It means "ask someone to read" or "ask someone to pay attention".

It is usually placed under the name and address of the letter or on the right side of the same line.

The role of Subject is to facilitate the receiver to quickly understand the main content of the letter, which is located above the text to remind the reader.

For reference, in order to clarify responsibilities and facilitate future inspection, write the first letter of the sender and typist's name at the bottom of the letter paper.

There are many ways to arrange it. The initials of the sender should be capitalized and should be placed in front.

The appendix (Enclosure, abbreviated as Encl), under the name of the first name of the sender and typist, should indicate that there are several attachments for the convenience of the addressee.

Such as: Encl.:One check (with a check attached); Encl, a/s (refer to annex as described in the letter, a/s As stated).

Postscript (Postscript abbreviation P. S.).

The "postscript" should be used reasonably and not in general.

If the subject and letter of the accompanying word are separated from the letter, or after the letter is written, it has a new situation and must be notified to the other party.

It usually starts with P.S. and is written on the last line of the letter and at the next line of the attachment.