Fundamentals of Business letter

correctness Letter Business letter Convey B message Build up B relations Represent your firm permanent record written contract Convey message Build up relations Represent yourself correctness

correctness terms, figures,details etc. Spelling & grammar Carton-cartoon Layout & format

Please let me hear from you at your earliest convenience. Subject:   Order No.567 for maple seedlings We are in receipt of your letter concerning the execution of the above order. The expeditious manner in which you executed our high-priority order for maple seedlings which came to our hand this morning is hereby gratefully acknowledged. However on examination, we found some of them seriously damaged. You obviously ignored the shipping instructions accompanying the equipment. With reference to our request for an extension on your draft under the date of march 20, we are glad to know your considering the matter carefully and deciding to allow us an additional 90 days to make payment. Please let me hear from you at your earliest convenience. of 5th July (43 words)

Subject: Order No.567 for maple seedlings We have received your letter of 10th April about the execution of the above order. The maple seedlings arrived this morning , and we can’t thank you enough for this fast service. We are pleased to know that you allow us an additional 90 days to pay your draft dated March 20. However on examination, we found 3 cases seriously damaged out of improper packing. As the shipping instructions with the equipment are very specific on the matter, we wonder if you did not receive them? Please let me hear from you on or before 20th April . (43 words)

To be clear:natural style The expeditious manner in which you executed our high-priority order for maple seedlings which came to our hand this morning is hereby gratefully acknowledged. The maple seedlings arrived this morning , and I can’t thank you enough for this fast service. What matters- Deliver clearly correct message Use simple and easy to understand word and sentence instead. It is not literature but a business letter. Even for literature simple express works:Spring comes and goes without a rose left.

Avoid cliches Enclosed pleased find S/C No.453 in duplicate. In a position to Be in receipt of Dialogue like style preferred We enclose/ are enclosing We are able to We have received Language is developing in and of itself

Well arranged sentences lead to Well arrange you sentences We send you 4 samples yesterday of the goods which you requested in your letter of May 10 by air. - We send you yesterday,by air, 4 samples you requested in your letter of …. 你老有面子了 Well arranged sentences lead to good understanding

-There were too many discrepancies there． - What a quotation! -There were too many discrepancies there． There were many discrepancies there too. What? A quotation? There were，too，many discrepancies there． 你老有创意了

To be concrete - We found three cases damaged out of improper packing. Please let me hear from you at your earliest convenience. - I really need this information by May 16-please. In answer to your letter that you ask for - In answer to your letter of 5 May,2009 …. When it comes to date and number, be careful and definitely

To be courtesy You obviously ignored the shipping instructions accompanying the equipment. - As to requirements of packing, may we refer you to the shipping instructions with the equipment which indicate the matter specifically . Business letters aim at problem-solving, not at creating tense situation

Tips :positive attitude You claim that you did not understand our discount terms. - The terms of sale are described in the letter of … we sent you, and perhaps you overlooked them. I dispute your assertion that the merchandise we sent was inferior. - Please look at the specifications on page 321 of our catalog. You’ll agree that the goods you received match them.

B s ness u i You first, I second U attitude

To be consideration:u attitude If the initial order exceeds 500 pairs , I’ll reduce the previous quotation by 5% . - If you can order over 500 pairs initially, you may earn an extra profit of 5% off the original price.

To be concise With reference to our request for an extension on your draft under the date of march 20th, we are glad to know your considering the matter carefully and deciding to allow us an additional 90 days to make payment. Cut unnecessary words and expressions We are pleased to know that you allow us an additional 90 days to pay your draft dated March 20.(17)

word for phrase Your check in the amount of $350- Your check In the event that - During the course of our research, we learned that - for If Our research reveals that

Avoid repetition In looking at your current catalog, I notice that the emergency couch on page 50 is shown in the illustration in the color of blue. However, in the description provided under the illustration, the colors listed as being available are black, ivory, green and red. Does this mean that the the color of the couch in the illustration is not available at this time? If I could obtain the blue vinyl, which would match our décor, I would place an order in the near future for four at the price of $118.50 each. But I do not wish to order any of the other colors that you list in your description in the catalog.

Concise version … Is the emergency couch on page 50 of your catalog available in blue vinyl illustrated? The colors listed as available do not include blue. If available, I will place an order for four at $118.50 each. Vinyl: adj,乙烯基塑料

One theme per paragraph Your letter should be - Correct Clear Concrete Courteous Considerate Concise Complete One theme per paragraph

How to write a business letter in English? proper layout standard format correct terms careful wording as per 7cs

Setting：you are trying to