1) envelope
(1) envelope type
There are two kinds of envelopes: horizontal envelopes and vertical envelopes. When using a horizontal envelope, write the address of the recipient at the top of the envelope; When using a vertical envelope, write the recipient's address on the right side of the envelope. If the position is reversed, it will lead to delivery errors, and the letter sent by the sender will be delivered back.
(2) the contents of the envelope
(1) recipient address. When using a horizontal envelope, write the address of the recipient first; When using a vertical envelope, write it on the right. This part includes: postal code, province, city (county), city, street, house number, as well as the full name of the unit and the name of the business department. The recipient's address should be detailed, specific, accurate and neat. Be careful not to write only the company name without detailed address, and don't simplify the company name to avoid wrong voting.
② Name of payee. Generally written in the middle position, the word is slightly larger. The name is followed by a title, such as "Comrade" and "Teacher Qi". When contacting a job for the first time, if you don't know the name of the other party, or sometimes in order to avoid delaying the processing of letters due to the transfer (or business trip) of the other party's business personnel, you can also take a specific business department as the recipient, such as the "sales department" of a factory.
③ The address and name of the sender. Write in a horizontal envelope; When using a vertical envelope, write it on the left.
According to the regulations of the postal department, stamps are generally affixed to the upper right corner of horizontal envelopes or the upper left corner of vertical envelopes.
(3) The writing format of foreign envelopes. In order to facilitate delivery, foreign-related business letters should be written in the customary format of foreign countries, and the writing format of foreign envelopes is different from that of domestic ones. For business letters sent to English-speaking countries and regions, the writing formats of envelopes are divided into American and British:
(1) American envelope writing format, generally write the sender's name and address in the upper left corner of the envelope, with the name written above and the address written below; The name and address of the recipient are written in the middle and right position of the envelope, including the title of the recipient (Mr., Ms., manager, etc. ) and the recipient's first name, last name, house number and road name, city name, state name, postal code and country name.
Stamps are usually affixed to the upper right corner of envelopes, and aviation signs are either affixed or written under stamps.
(2) English envelope writing format, generally, the sender's name and address are written in the lower left corner of the envelope, and aviation signs are either affixed or printed on the upper left corner of the envelope; The name and address of the recipient are written in the center of the envelope, and a stamp is attached to the upper right corner of the envelope. Note that when writing names and addresses on envelopes, American customs generally adopt head-to-head style, that is, the left sides of each line are connected together. British writing mostly uses indentation, that is, each line is indented to the right.
(3) For the convenience of delivery, the envelope (in the upper left corner or lower right corner of the envelope) is also marked with relevant delivery items, which are common:
1)；
2) Register (or Reg；; Regd。 );
3) express delivery); Mail;
4) parcel mailing;
5) printed matter;
6) samples;
7) Commercial paper;
8) confidential letter (confidentia1);
9) Pro-Rev, private Rev); Letter;
10) with gifts;
1 1) If it cannot be delivered, please return it to a certain place (1 FIM for delivery, please go to .....); ;
12) Guaranteed return postage (guaranteed);
13) left in the post office (returned by post/forwarded to the postmaster);
14) samples with no commercial value.
2) letters
Letters are also called stationery. It records the specific matters of business and is the core part of business letters. The content of the letter is varied, flexible and has a certain format. It is generally divided into four parts: the beginning, the text, the end and the signature.
3) Accessories
Common attachments of business letters include quotation, product introduction or instruction, order contract, delivery notice, product quality inspection book, etc. Used to confirm various arguments written in the letter or as a confirmation procedure for business dealings.
Writing of business letters
1) Chinese letters
Like ordinary letters, business letters generally consist of five parts: beginning, body, end, signature and date.
(1)
Write the name of the recipient or receiving unit at the beginning. The address is written in separate lines and capital letters, followed by a colon.
(2) Text
The body of the letter is the main part of the letter, which describes the substantive issues of business dealings, usually including:
(1) Greet the recipient;
(2) the reason for writing, how to receive the letter from the other party, thank you, answer the questions mentioned in the letter, and so on;
(3) Business contacts to be made in this letter, such as asking about relevant matters, answering questions raised by the other party, clarifying one's own thoughts or opinions, and making demands on the other party. If you want to ask each other and answer their questions, answer them first and then ask them to show respect;
④ Put forward the hope, ways and requirements for further contact.
(3) End
Finally, I often state my request for a reply in a simple sentence or two. For example, "I am writing to you, just hoping to reply." At the same time, write down words expressing wishes or salutations, such as "Salute" and "Wish you good health". General greetings are written in two lines. "Sincerely yours" and "sincerely yours" can follow the text or be separated from it. Salute and Health turned to top-level writing.
(4) Signature
Signature is the writer's signature, which is usually written in the lower right position of another line (or one or two blank lines) after the end. A business letter sent in the name of a company may be signed by the name of the company or the name of a specific department within the company, or by the name of the writer. Important business letters can also be stamped with official seals to show solemnity.
(5) Date
Date of writing-generally written in the lower right corner of the signature on the next line or the same line. The date of a business letter is very important, so don't leave it out.
2) English letters
Business letters with foreign countries are usually written in English. According to the customary usage of English letters, it consists of eight parts, such as header, date, recipient's name and address, title, body, ending, signature and others.
(1) Look up
Letterhead refers to the name, factory name, address, telephone number, telegram registration, name of the person in charge, etc. Printed or printed on stationery.
(2) Date
The date is usually printed in the lower right corner of the letterhead, or below the sender's name and address. The way the British write dates is day, month and year; American spelling is month, day and year. In order to avoid misunderstanding, the date and year are expressed in numbers and the month is expressed in English. The first letter should be capitalized or abbreviated. For example, Mail, 1998 (American writing); 1, May, 1998 (writing in English).
(3) the name and address of the recipient
It is the same as the recipient's name and address on the envelope, and is generally printed on the left side of the stationery, 2-4 lines below the date position or 2-4 lines below the signature position.
Pay special attention to each other's habits when writing the name of the receiving unit. We should not add or subtract articles before the company name at will, nor should we use complicated writing and abbreviations at will. For example, Company and co. cannot be interchanged, otherwise it will be considered impolite. If the recipient is an individual, you should add a title before the recipient's name, such as Mr. (Mr.), Mrs. (Mrs.), Miss (Miss), Hon (used to address the mayor, minister, ambassador, etc.). )，Pres。 General manager, president, president, etc. ), professor and so on. The location of the recipient is the same as the writing format of the envelope.
(4) Title
In English letters, the same courtesy titles as "Your Excellency" and "Sir" are often used as "Dear Gentlemen". Addressing enterprises, women's organizations in companies often use Ms. and Ms.; There is no specific recipient name. Address the recipient with dear sir.
(5) Text
The status and content of writing are the same as those of China's letters. In English business letters, the letter is written from two lines under the title, one line between lines and two lines between paragraphs. It is advisable to occupy three quarters of the stationery, leaving a certain gap around it. The first word from the left of each line should be connected together, and the first word from the right should not be connected together, but it should be as neat and beautiful as possible.
(6) End
The end of an English business letter is a courtesy of the writer, which means "sincerely". If the recipient is a company, modesty is usually used: yours truly, yours truly, yours faithfully, and so on. If the recipient is an individual, it is often used: yours sincerely, yours sincerely, etc. It should be noted that the politeness at the end must be followed by a comma.
(7) Signature
The signature consists of two parts, one is the signature of the writer, and the other is the printed name of the writer. The signature is written in pen or ballpoint pen five lines below the polite expression at the end. For easy identification, the name should be printed under the signature, and sometimes the title should be printed together. Common job titles are: chairman, president or general manager 1 manager, director, managing director and manager. Department heads, female managers, department heads, section chiefs, etc.
It should be pointed out that if the writer wants to sign on behalf of an enterprise unit or an agent, he should print out the name of the enterprise unit in all capitals at the end, and then sign it to show that the letter is not written in the writer's personal capacity, and the enterprise unit is responsible for all the matters mentioned.
(8) Others
In addition to the above, business letters often encounter the following situations:
(1) When the author draws attention. (Pay attention to the specific person of the other party. He can explain it under the name and address in the letter or add the word agent on the right side of the same line. (abbreviation of attention), or underline.
(2) In order to make the other party understand the theme and purpose of the letter quickly and correctly, the writer often lists the "reasons" in the letter, notes them at the top of the letter, and draws a horizontal line under the theme to remind the other party.
(3) For the convenience of keeping business letters for future reference and distinguishing responsibilities, the first letters of the names of the sender and typist are marked at the lower left of the two lines under the signature.
(4) To explain the attachments attached to the letter, which is convenient for the recipient to check, you can add notes to the names of the sender and typist in the letter.
⑤ If you need to add anything after writing the letter, or attach a short content irrelevant to the theme of the letter, you can add a postscript below the attachment at the end of the letter and use P.S. (abbreviation of postscript) to guide.
Examples of the structure and format of foreign trade correspondence are as follows: date May, 20, 1998, addressee Mach &; . Velsen, address: 340 Water Street, Khaml, New Jersey, addressed to Mr. Jake Johnson.
Charf Man Brothers Co.
Cable address export-representative of HEMPSTS, manufacturer of telephone headset-importer (5 16)292- 1750.
Sauco front street no.393
Telex: 96-7725 hempstead
New york 1 1550 is called Dear Gentlemen.
Thank you for your interest in MEYLAN series stopwatches and timing devices.
News:
We are authorized to inform you that we act as a broad export agent for Meilan Company.
If you are interested in receiving our complete catalogue and price list, please make suggestions.
At the end of the letter, I humbly call it truly yours.
Company name: schrtfmanbros.inc
symbol
Author's name is Michael Seharff Ma.
Writer position manager
Sender and typist ms/am
Attachment. one
Writing requirements of business letters
Business letters are different from literary creation. Literary works should be explicit and implicit, and the business letters should be clear and unambiguous, not implicit and not lyrical. The writing requirements of business letters are:
1) has a prominent theme and a clear point of view.
Business letters are written for a certain business and have obvious purposes. The content of the letter should closely focus on this goal and not involve unimportant things, so as not to dilute the theme; There is no need to write greetings and greetings like private letters. Ask the other person's questions clearly and answer the other person's questions pertinently. Don't answer irrelevant questions or deliberately beat around the bush to avoid the important. In view of the economic responsibilities involved in business letters, the matters discussed must be clearly defined and explained. For example, the specifications, performance, delivery date, price and discount conditions, delivery method, economic responsibility, etc. when replying to the other party's order request. We must explain them clearly one by one to avoid confusion and disputes in the future.
2) Face to face, sincere.
Before writing a letter, put yourself in the other person's shoes: the other person's needs, the other person's situation, interests and difficulties; How to consider each other's needs as much as possible on the premise of mutual benefit, but also consider each other's status, identity, professional knowledge, education level, acceptance ability and so on. So that the other party can correctly understand what is said in the letter.
Sincerity means that the content of the letter should be realistic, not exaggerated or falsified. At the same time, even if the other party's request is unacceptable, it should be explained in a euphemistic tone in order to maintain a good relationship and not damage future business dealings.
3) Seek truth from facts, be courteous and courteous
Business dealings require seeking truth from facts, observing professional ethics, safeguarding the reputation of enterprises and individuals, and not deliberately deceiving each other or setting traps to lure each other into the bait in order to seek illegitimate interests. Politeness is not just saying a few polite words, but respecting each other and being polite. For example, if you receive a letter from the other party, you should reply as soon as possible. It is impolite to delay in replying.
4) Rigorous structure, round head and tail.
Rigorous structure. To do this, you should first organize what you want to write in an orderly way and make an outline or draft to avoid loose structure and disjointed head and tail.
The characteristic of business letters is to come straight to the point. You can go straight to the subject at the beginning of the letter without sticking to the routine. At the end of the letter, you can put forward various hopes, etc.
5) Calm tone and accurate words.
In order to achieve the purpose of business communication, it is very important to pay attention to the tone and tone of the letter. The tone of business letters should be peaceful, equal and consistent, and the tone of orders or disguised threats should not be used, so it is neither supercilious nor supercilious.
Use words accurately, don't use some obscure or ambiguous words. Improper or inaccurate use of words will often lead to misunderstanding and even be used by others, causing economic losses to one party. For example, when asking the other party to supply, don't use the words "large quantity" and "many", but specify the quantity. Similarly, the quotation can't say "reasonable price" or "market price" in general, but should explain the specific price, what currency to use, how to settle the account, and whether there is any extra charge. Try to avoid using words such as "about" and "about". When replying to the other party's letter, you'd better explain the date, content and number of that letter. Generally don't say "letters received" or "letters from last month", because there may be more than one letter.
In addition, the words used in the letter should be standardized and punctuation should be used correctly.
6) concise and clear, pay attention to rhetoric.
The content and form of the letter should be clear and concise. Pay attention to efficiency and save time in business. Avoid using long sentences and unnecessary rhetorical words.
Business letters aim at practicality, not paying attention to rhetoric like literary works, but necessary rhetoric is also indispensable. Inconsistent or logically confused sentences will affect the expression of meaning and the exchange of information.
Finally, we should get into the habit of checking letters at least once before sending them. In addition to checking whether the content is complete and the facts are accurate, we should also check whether there are problems in the sentences and whether the letters can be understood and accepted by the other party. After the inspection is satisfactory, you should sign and send it.