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BusinessLetterEnglishEditionCourseware目录contentsOverviewofBusinessLettersTheLanguageCharacteristicsofBusinessLettersWritingSkillsforBusinessLettersThepracticalapplicationofbusinesslettersExamplesandAnalysisofBusinessLetters01OverviewofBusinessLettersBusinesslettersareformalletterswrittenforbusinesspurposes,typicallybetweenbusinessesorindividualsinvolvedinbusinesstransactionsorprofessionalrelationshipsDefinitionBusinesslettersarecharacterizedbytheirprofessionaltone,clearstructure,anduseofbusinessappropriatelanguageTheyaretypicallyusedtocommunicateimportantinformation,establishormaintainprofessionalrelationships,andconductbusinesstransactionsFeaturesTheDefinitionandCharacteristicsofBusinessLettersConveyinginformationBusinesslettersareusedtoconveyimportantinformation,suchasmakingrequests,providingupdates,orsharingdecisionsEstablishingrelationshipsWritingbusinessletterscanhelpestablishormaintainprofessionalrelationshipsbetweenbusinessesorindividualsEvidenceBusinessletterscanserveasofficialrecordsorevidenceoftransactionsorcommunications,specificallyincaseswherelegaldocumentationisrequiredThePurposeofWritingBusinessLettersHeadingBodyComplianceCloseSignatureSalutationInsideAddressTheletterheadincludesthesender'scontactinformation,includingthenameofthesender,address,phonenumber,emailaddress,andanylogooridentifyinginformationTheinsideaddressincludesthefullnameandaddressoftherecipientThesaleistheformalmeeting,typicallystartingwith"Dear"followedbytherecipient'snameThebodyoftheletterincludesthemaincontentormessage,typicallydividedintoparagraphsforclarityItshouldbeconsistent,direct,andtothepointThecompliancecloseisaformalwaytoendtheletter,typicallystartingwith"Sincerely"or"Yourssincerely"Thesignatureshouldincludethenameofthesenderandanytitleorpositionheldbythesender,followedbythesender'ssignatureIftheletteristyped,thetypednamecanbeusedinsteadofasignatureTheFormatandStructureofBusinessLetters02TheLanguageCharacteristicsofBusinessLetters

TheuseofprofessionalterminologyUseoftermsthatarespecifictothebusinessfield,suchas"quotation,""invoice,""delivery,"and"paymentterms."Terminologyshouldbepreciseandaccurate,avoidingambiguityandfusionFamiliaritywithcommonbusinessaffiliationsandacronymsisessentialAddresstherecipientwithrelevanttitles,suchas"DearMr./Ms.[Name],"andclosewithapoliticalexpressionofgraduation,suchas"Thankyouforyourattention."Useformallanguagethatisneithertoocasualnortooformal,avoidingcolloquialismsandslangexpressionsShowrespectanddiversityintoneandwordchoice,maintainingaprofessionalreputationorgoingthroughtheletterTheuseofpoliticallanguageAvoidingusingambiguouslanguageorleavingoutimportantdetailsthatcouldleadtomisunderstandingsorfusionUsesimple,clearlanguagethatiseasytounderstand,avoidingcomplexsensesandconvolvedvocabularyEnsurethatallinformationispresentedinalogicalandorganizedmanual,makingiteasyforthereadertofollowtheflowofideasClearandexplicitexpressionAdheretostandardbusinessletterformat,includingpropertysales,body,closing,andsignatureUsepropergrammar,punctation,andspellingthroughthelettertoensureprofessionalismMaintainaformaltonethroughtheletter,avoidingcolloquialismsorcasuallanguagethatmayclarifytheletter'sauthorityorcredibilityFormaltoneandstyle03WritingSkillsforBusinessLettersIdentifythereader'sbackgroundandinterestsItisessentialtounderstandthereader'sprofessionalbackground,businessneeds,andintereststoensurethattheletteristargetedandrelevantGatherinformationbeforewritingConductresearchonthereader'scompanyorindustrytogainabetterunderstandingoftheirneedsandchallengesUseanempiricalapproachPutyourselfinthereader'sshowsandimagehowtheymightreacttothecontentofyourletterAccuratelygrasptheneedsofreaders010203SummarizekeypointsintheintroductionIntroducethemainpointsofyourletterbrieflytogivethereaderasenseofwhat'stocomeUseheadingsandsubheadingsUseheadingsandsubheadingstoorganizeyourcontentandhighlightimportantinformationHighlightkeytakeawaysIncludeyourletterwithasummaryofthekeypointsyouwantthereadertorememberHighlightingkeyinformationBeginwithaclearobjective01Startyourletterwithaclearstatementofyourpurpose,makingiteasyforthereadertounderstandwhatyouhopetoachieveOrganizecontentlogically02Arrangeyourideasinalogicalorder,makingiteasyforthereadertofollowyourargumentorproposalUsetransitionwords03Usetransitionwordstoconnectideasandsenses,makingtheletterflowmorenaturallyReasonablyorganizecontentstructureUsingappropriateexpressionsProofreadyourlettercarefullytoensuretherearenoerrorsingrammarorspellingthatcouldbeunderstoodinyourprofessionalimageCheckforgrammarandspellingerrorsUselanguagethatisappropriateforabusinessletter,avoidingcolloquialismsorcasuallanguageSticktoaformaltoneConsiderthereader'sbackgroundanduselanguagethatiseasyforthemtounderstandTailoryourlanguagetothereader04Thepracticalapplicationofbusinessletters01BusinesslettersareanimportanttoolforeffectivecommunicationandnegotiationinthebusinessworldTheyareusedtoestablishbusinessrelationships,negotiatetermsandconditions,andresolvedisputes02ItisessentialtouseformalandprofessionallanguageinbusinessletterstoreceiveasenseofseverityandcredibilityClearanddecidelanguagehelpstoensurethatthemessageisunderstoodcorrectly03Businesslettersshouldbewellstructured,withaclearintroduction,body,andconclusionTheyshouldalsoincludeanyrelatedattachmentsorreferencestosupportthepointsbeingmadeBusinesscommunicationandnegotiationBusinesslettersareoftenusedtoexplorenewbusinessopportunities,expandmarketshare,andseekoutpotentialpartnersorcollaboratorsItisimportanttoresearchtherecipeoftheletterthoroughlybeforewritingtoidentifytheirinterestsandneedsThiscanhelptotailorthelettertomakeamoreimpactfulpitchorproposalBusinesslettersusedforexpansionandcooperationshouldhighlightthebenefitsofworkingtogether,suchassharedgoals,completestrengths,andpotentialforgrowthBusinessexpansionandcooperationCustomerRelationshipMaintenance010203RegularcommunicationwithcustomersthroughbusinesslettersisessentialformaintainingstrongrelationshipsandbuildingloyaltiesLetterscanbeusedtothankcustomersfortheirbusiness,providefeedbackonproductsorservices,oroffersupportorassistanceTheycanalsobeusedtosharerelevantindustrynewsorupdatesoncompanydevelopmentsItisimportanttopersonalizeletterstocustomerstoshowthattheirbusinessisvaluedandthattheirfeedbackisheardandacteduponappropriatelyBusinessletterscanbeusedforadvertisingandpromotingproductsorservicesTheycanbesenttoexistingorpotentialcustomerstogenerateinterestandsalesLettersusedforadvertisingshouldbecreativeandattentiongrabbing,usingcatchylanguageandgraphicstocapturethereader'sinterestTheyshouldalsoprovideclearinformationabouttheproductorservicebeingpromotedItisessentialtotargettherightaudiencewithadvertisingletterstoensurethatthemessagereachestherightpeopleResearchingthetargetmarketandunderstandingtheirneedsandpreferencesiscrucialforeffectiveadvertisingCommercialAdvertisingandPromotion05ExamplesandAnalysisofBusinessLettersExampleandAnalysisofInvitationLetterInvitationLetter:AninvitationletterisusedtoformallyrequestapersonorgrouptoparticipateinaneventoractivityItshouldbeclear,consistent,andpolitical,providingallthenecessaryinformationabouttheeventandthedesiredresponseExample:"Dear[Name],Ihopethisletterfindsyouwell.Aspartofourcompany'sannualevent,wewouldbehonoredifyoucouldjoinuson[Date]for[EventName].Theeventwilltakeplaceat[Location],andwewouldbedelayedifyoucouldconfirmyourattentionby[Date].Thankyouforconsideringourinvitation.Welookforwardtohearingfrom"Youson.Bestrewards,[YourName]."Analysis:Thisinvitationletteriswellstructured,public,andclearItprovidesallthenecessaryinformationabouttheeventandrequestsaresponsebyaspecificdateItalsoendswithapoliticalclosureExampleandAnalysisofBusinessInquiryLetterBusinessInquiryLetter:AbusinessinquiryletterisusedtorequestinformationorexpressinterestinaproductorserviceItshouldbedirect,political,andspecific,clearlystatingwhatinformationisneededorwhatinterestisb