ch1ch2ch3讲义.doc

Chapter One The Basic Knowledge of a Business Letter The purpose of a business letter is to establish a relationship between the two parties and do business. It is very essential for the writer to give his/her partner a good and deep impression on all aspects. A slovenly badly setout of a letter might suggest the carelessness of the writer though this may not be the case. Unfortunately the writer will never have a chance to give the receiver another first impression. I. The Structure of a Business Letter 1) Heading 2) Ref. No. 3) Date 4) Inside Address 5) Attention Line 6) Salutation 7) Subject Line 8) Opening sentence Body of the letter ……………………………………………………………………………. Closing sentence 9) Complimentary Close 10) Signature 11) Encl. 12) c.c. 13) P.S. 1) Heading Heading includes the senders name, postal address, telephone number, telex number, fax number, e-mail address, telegraphic address and the telegraphic codes used, if any. It sometimes also includes additional information, such as a listing of branch offices, the line of business, the year of establishment, bankers or capital. Usually it is printed in the center or at the left margin of a letter writing paper. The following is a specimen of the heading: 2) Reference numbers and initials The reference numbers and initials are generally used as a useful indication for filing, including a file number, departmental code or the initials of the signer followed by that of the typist of the letter. They are typed two lines below the heading. If desired, they can also be placed at the lower left margin two lines below the name of the signer. e.g. Our Re