Basic Business Letter Structure with email points_report points

1、Basic Business Letter StructureThe Start Dear Personnel Director, Dear Sir or Madam: (use if you dont know who you are writing to) To Whom it may concern Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women

2、 unless asked to use Mrs or Miss) Dear Frank: (use if the person is a close business contact or friend) The Reference With reference to your advertisement in the Times, With reference to your letter of 23 rd March, With reference to your phone call today, Thank you for your letter of March 5th . The

3、 Reason for Writing I am writing to inquire about apologize for confirm Requesting Could you possibly? I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately I am afraid that Enclosing Documents I am enclosing Please find enclosed Enclosed you wil

4、l find Closing Remarks Thank you for your help. Please contact us again if we can help in any way/there are any problems/you have any questions. Reference to Future Contact I look forward to .hearing from you soon. meeting you next Tuesday. seeing you next Thursday. The Finish Yours faithfully, (If

5、you dont know the name of the person youre writing to) Yours sincerely, (If you know the name of the person youre writing to) Best wishes, Best regards, (If the person is a close business contact or friend) Important Points for Email Writing Email is much less formal than a written letter. Emails ar

6、e usually short and concise. If you are writing to someone you dont know, a simple Hello is adequate. Using a salutation such as Dear Mr Smith, is pretty formal. When writing to someone you know well, feel free to write as if you are speaking to the person. Use abbreviated verb forms (Hes, Were, Hed

7、, etc.) Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary. It is not necessary to include your email address as the recipient can just reply to the email. (except you require the reply to be sent to a different email box) When

8、 replying, eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email. Important Points for Report Writing A report is divided into five areas: Terms of Reference- This section gives bac

9、kground information on the reason for the report. It usually includes the person requesting the report. Procedure- The procedure provides the exact steps taken and methods used for the report. Findings- The findings point out discoveries made during the course of the report investigation. Conclusion

10、s- The conclusions provide logical conclusions based on the findings. Recommendations- The recommendations state actions that the writer of the report feels need to be taken based on the findings and conclusions. Reports should be concise and factual. Opinions are given in the conclusions section. However, these opinions should be based on facts presented in the findings. Use simple tenses (usually the present simple) t