商务信函写作.docx
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商务信函写作.docx
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商务信函写作
Partsofabusinessletter
Date
Thedatelineisusedtoindicatethedatetheletterwaswritten.However,ifyourletteriscompletedoveranumberofdays,usethedateitwasfinishedinthedateline.WhenwritingtocompanieswithintheUnitedStates,usetheAmericandateformat.(TheUnitedStates-basedconventionforformattingadateplacesthemonthbeforetheday.Forexample:
June11,2001.)Writeoutthemonth,dayandyeartwoinchesfromthetopofthepage.Dependingwhichformatyouareusingforyourletter,eitherleftjustifythedateorcenterithorizontally.
Sender’sAddress
Includingtheaddressofthesenderisoptional.Ifyouchoosetoincludeit,placetheaddressonelinebelowthedate.Donotwritethesender’snameortitle,asitisincludedintheletter’sclosing.Includeonlythestreetaddress,cityandzipcode.Anotheroptionistoincludethesender’saddressdirectlyaftertheclosingsignature.
InsideAddress
Theinsideaddressistherecipient’saddress.Itisalwaysbesttowritetoaspecificindividualatthefirmtowhichyouarewriting.Ifyoudonothavetheperson’sname,dosomeresearchbycallingthecompanyorspeakingwithemployeesfromthecompany.IncludeapersonaltitlesuchasMs.,Mrs.,Mr.,orDr.Followawoman’spreferenceinbeingaddressedasMiss,Mrs.,orMs.Ifyouareunsureofawoman’spreferenceinbeingaddressed,useMs.IfthereisapossibilitythatthepersontowhomyouarewritingisaDr.orhassomeothertitle,usethattitle.Usually,peoplewillnotmindbeingaddressedbyahighertitlethantheyactuallypossess.Towritetheaddress,usetheU.S.PostOfficeFormat.Forinternationaladdresses,typethenameofthecountryinall-capitallettersonthelastline.Theinsideaddressbeginsonelinebelowthesender’saddressoroneinchbelowthedate.Itshouldbeleftjustified,nomatterwhichformatyouareusing.
Salutation
Usethesamenameastheinsideaddress,includingthepersonaltitle.Ifyouknowthepersonandtypicallyaddressthembytheirfirstname,itisacceptabletouseonlythefirstnameinthesalutation(i.e.,DearLucy:
).Inallothercases,however,usethepersonaltitleandfullnamefollowedbyacolon.Leaveonelineblankafterthesalutation.
Ifyoudon’tknowareader’sgender,useanonsexistsalutation,suchas"ToWhomitMayConcern."Itisalsoacceptabletousethefullnameinasalutationifyoucannotdeterminegender.Forexample,youmightwriteDearChrisHarmon:
ifyouwereunsureofChris'sgender.
Body
Forblockandmodifiedblockformats,singlespaceandleftjustifyeachparagraphwithinthebodyoftheletter.Leaveablanklinebetweeneachparagraph.Whenwritingabusinessletter,becarefultorememberthatconcisenessisveryimportant.Inthefirstparagraph,considerafriendlyopeningandthenastatementofthemainpoint.Thenextparagraphshouldbeginjustifyingtheimportanceofthemainpoint.Inthenextfewparagraphs,continuejustificationwithbackgroundinformationandsupportingdetails.Theclosingparagraphshouldrestatethepurposeoftheletterand,insomecases,requestsometypeofaction.
Closing
Theclosingbeginsatthesamehorizontalpointasyourdateandonelineafterthelastbodyparagraph.Capitalizethefirstwordonly(i.e.,Thankyou)andleavefourlinesbetweentheclosingandthesender’snameforasignature.Ifacolonfollowsthesalutation,acommashouldfollowtheclosing;otherwise,thereisnopunctuationaftertheclosing.
Enclosures
Ifyouhaveenclosedanydocumentsalongwiththeletter,suchasaresume,youindicatethissimplybytypingEnclosuresonelinebelowtheclosing.Asanoption,youmaylistthenameofeachdocumentyouareincludingintheenvelope.Forinstance,ifyouhaveincludedmanydocumentsandneedtoinsurethattherecipientisawareofeachdocument,itmaybeagoodideatolistthenames.
Typistinitials
Typistinitialsareusedtoindicatethepersonwhotypedtheletter.Ifyoutypedtheletteryourself,omitthetypistinitials.
Anoteaboutformatandfont
Whenwritingbusinessletters,youmustpayspecialattentiontotheformatandfontused.Themostcommonlayoutofabusinessletterisknownasblockformat.Usingthisformat,theentireletterisleftjustifiedandsinglespacedexceptforadoublespacebetweenparagraphs.Anotherwidelyutilizedformatisknownasmodifiedblockformat.Inthistype,thebodyoftheletterisleftjustifiedandsingle-spaced.However,thedateandclosingareinalignmentinthecenterofthepage.Thefinal,andleastused,styleissemi-block.Itismuchlikethemodifiedblockstyleexceptthateachparagraphisindentedinsteadofleftjustified.
IfyourcomputerisequippedwithMicrosoftOffice2000,theLetterWizardcanbeusedtotakemuchoftheguessworkoutofformattingbusinessletters.ToaccesstheLetterWizard,clickontheToolsmenuandthenchooseLetterWizard.TheWizardwillpresentthethreestylesmentionedhereandinputthedate,senderaddressandrecipientaddressintotheselectedformat.LetterWizardshouldonlybeusedifyouhaveabasicunderstandofhowtowriteabusinessletter.Itstemplatesarenotapplicableineverysetting.Therefore,youshouldconsultabusinesswritinghandbookifyouhaveanyquestionsordoubttheaccuracyoftheLetterWizard.
Anotherimportantfactorinthereadabilityofaletteristhechosenfont.ThegenerallyacceptedfontisTimesNewRoman,size12,althoughotherfontssuchasArialmaybeused.Whenchoosingafont,alwaysconsideryouraudience.Ifyouarewritingtoaconservativecompany,youmaywanttouseTimesNewRoman.However,ifyouarewritingtoamoreliberalcompany,youhavealittlemorefreedomwhenchoosingfonts.
Asfaraspunctuationafterthesalutationandclosingisconcerned,thestandardistouseacolonafterthesalutation(neveracomma)andacommaaftertheclosing.Thereisalsoalessacceptedformat,knownasopenpunctuation,inwhichpunctuationisexcludedafterthesalutationandtheclosing.
CoverLetters:
HowtoSellYourself
Yourapplicationletterisoneofyourmostimportantjob-searchdocuments.Aneffectivelettercangetyouaphonecallforaninterview,butapoorlywrittenapplicationletterusuallyspellscontinuedunemployment.Thedifferencecanbeamatterofhowyouhandleafewkeypoints.Thefollowingaresometipstohelpyoudevelopeffectiveapplicationletters.
IndividualizingYourLetter
Giveyourreaderssomeinsightintoyouasanindividual.Intheexamplebelowthewriterchosetodescribeparticularexperiencesandskillsthatcouldnotbegeneralizedtomostotherrecentgraduates.Draftyourlettertoshowhowyourindividualqualitiescancontributetotheorganization.Thisisyourletter,soavoidsimplycopyingtheformandstyleofotherlettersyou'veseen.Instead,strivetomakeyourletterrepresentyourindividualityandyourcapabilities.
AddressingaSpecificPerson
Preferably,thepersonyouwritetoshouldbetheindividualdoingthehiringforthepositionyou'reseeking.Lookforthisperson'snameincompanypublicationsfoundattheUniversityPlacementService,theKrannertBusinessLibrary,ortheReserveDeskintheUndergraduateLibrary.Ifthenameisunavailableintheseplaces,phonetheorganizationandaskfortheperson'snameoratleastthenameofthepersonnelmanager.
CatchingYourReader'sAttention
Yourintroductionshouldgetyourreader'sattention,stimulateinterest,andbeappropriatetothejobyouareseeking.Forexample,youmaywanttobeginwithareferencetoanadvertisementthatpromptedyourapplication.Suchareferencemakesyourreasonforcontactingthecompanyclearandindicatestothemthattheiradvertisinghasbeeneffective.Oryoumaywanttoopenbyreferringtothecompany'sproduct,whichyouwanttopromote.Suchareferenceshowsyourknowledgeofthecompany.Whateveropeningstrategyyouuse,trytobeginwhereyourreaderisandleadquicklytoyourpurposeinwriting.
FirstParagraphTips
Makeyourgoalclear.
∙Ifyou'reansweringanadvertisement,namethepositionstatedintheadandidentifythesource,forexample:
"youradvertisementforagraphicartist,whichappearedintheChicagoSunTimes,May15,1998,..."
∙Ifyou'reprospectingforajob,trytoidentifythejobtitleusedbytheorganization.
∙Ifaspecificpositiontitleisn'tavailableorifyouwishtoapplyforalineofworkthatmaycomeunderseveraltitles,youmaydecidetoadapttheprofessionalobjectivestatedinyourresume.
Additionally,inyourfirstparagraphyoushouldprovideapreviewoftherestofyourletter.Thistellsyourreaderwhattolookforandletshimorherknowimmediatelyhowyourqualificationsfittherequirementsofthejob.Intheexampleletter,thelastsentenceofthefirstparagraphreferstospecificworkexperiencethatisdetailedinthefollowingparagraph.
HighlightingYourQualifications
Organizethemiddleparagraphsintermsofthequalificationsthatbestsuityouforthejobandtheorganization.Thatis,ifyouron-the-jobexperienceisyourstrongestqualification,discussitindetailandshowhowyoucanapplyittotheneedsofthecompany.OrifyouwerepresidentoftheMarketingClubandyouareapplyingforapositioninmarketingorsales,elaborateonthevaluableexperienceyougainedandhowyoucanputittoworkforthem.Ifspecialprojectsyou'vedoneapplydirectlytothejobyouareseeking,explainthemindetail.Bespecific.Usenumbers,namesofequipmentyou'veused,orfeaturesoftheprojectthatmayapplytothejobyouwant.
Onestrongqualification,describedsothatthereadercanpictureyouactivelyinvolvedo
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