language feature
(A) Oral tone
Every business letter is an emotional exchange between different enterprises or business leaders. People are emotional, so business letters reflect the emotional side more. Business letters should use a special business accent, not people's imagination. Letters make people feel warm and friendly to read, just as simple, natural and humanized as conversations between friends. Whether it is an apology letter, a kind persuasion letter or a purchase letter, it can be expressed through the tone of the letter.
(B) the directness of the content
Enterprises read a lot of letters and documents every day. Business letters don't need flowery words. Therefore, business letters should be concise. Write a letter in simple and clear language, so that it is simple and easy to understand. When it comes to data or specific information, such as time, place, price, article number, etc. We should use precise language to make the content of communication clearer, which is more helpful to speed up the process of business activities.
(3) Sincerity of attitude
Business letters should fully reflect sincerity and politeness. No matter what you say, you should say it sincerely. Pick up the written business letter and read it. Make sure that if the other person is talking to you on the phone at this time, he will definitely feel your naturalness, sincerity and courtesy. The politeness mentioned here is not simply using some polite expressions, but an attitude of considering others and understanding each other's mood and situation.
(4) Single theme
Business letters are purely commercial, and generally require articles to be specialized, single in content, business-oriented, and highlight the main idea.
(5) standard format
The structure of business letters is similar to that of ordinary letters, with title, text and signature. Foreign trade business correspondence must be written in English or the language GJ uses in accordance with international practice, and the grammar and writing format should also conform to each other's language norms and habits.
(6) Equal status
A business letter is an exchange document between two equal legal persons, which embodies the equality and mutual benefit of both parties. Business letters should be written with mutual respect and courtesy.
(7) Time limit requirements
Business letters are formed in every link of business activities, and each letter is a clear expression of the wishes of both parties within a certain period of time. So you must reply in time after receiving the letter from the other party. At present, fast delivery forms such as fax and e-mail are increasingly used to meet the demand of this feature.
Business letters generally consist of three parts: title, body and ending.
(1) letterhead
The letterhead is the beginning of a letter, which consists of the sender's name and address, title, signal, title, recipient's address and unit.
1 sender's name and address
The name and address of the sender generally indicate the name and detailed address of the sender's business unit. It also includes telephone number, telegram registration, special code, telex, fax, website and other business contact information.
2. Title
As a business letter, it is different from ordinary letters. As long as it is not the communication between individuals in the enterprise, business letters can generally have titles. The title is located on the first page of the letter, written in the middle, and its content is to explain the reason. Summarize the main purpose and center of the letter, so that the recipient can have a general understanding of the main content of the letter through the title. Common business letter titles have the following two forms:
(1) is composed of letters with different language names, such as letters asking for printer fees, promotional letters, order letters, claim letters, etc.
(2) Write the word "reason" first, use a colon as a prompt, and then directly mark the contents of the letter, such as "reason: motor vehicle claim".
3-letter number
The number of letters is a number, which can be divided into logarithmic numbers and local numbers. Marking the number on the letterhead of foreign trade business letters can ensure that the letters are easy to manage and consult.
The functional position generally appears at the lower right of the title or at the upper left of the letterhead. There are two common forms: one is to imitate the numbering format of administrative documents and adopt the form of X letter [xxxx] X or (XXXX) X; The second is to adopt the form of direct numbering, such as the number X.
4 appellation
Appellation refers to the address of the recipient or receiving unit, generally refers to the honorific title of the recipient, and is an essential part of business letters. Its position is generally in the lower left of the title or function number, occupying a single line, written in the top box, followed by a colon. There are two titles when writing:
(1) refers to honorifics in general. Add a title and a colon after respect, such as dear sir, dear lady, etc. You can use positions in your honorifics, such as respected office director, respected finance minister and respected sales manager.
(2) the specific title. In other words, honorifics are specially named. Appellation is added to the name. This kind of address is generally used when the writer and the recipient know each other or are very familiar with each other. Because this title can reflect the feelings and intimate relationship between the writer and the recipient. Generally speaking, you can use Mr. or Ms. or your position, such as Shi, the director of the office, Zhang, the finance minister, and Wang, the sales manager.
5. Address and organization of the recipient
The address and unit of the recipient shall indicate the name and detailed address of the recipient's enterprise unit.
(2) Text
The text is the main body of a business letter, which describes the substantive issues of business communication. Writing requires simple content, one article and one thing, concise writing, well-founded and polite writing.
1 greetings
Greetings are also social or polite expressions. The first greeting is essential for a business letter, that is, the sender's polite greeting to the recipient. Generally, it is expressed by one or two respectful words, such as hello, how is business recently, and the benefits are quite high. If this is your first contact, you can use something like this. For example, I have heard a lot about you, and I don't support elegance. If it is a reply, you can express your gratitude by saying "Thank you for your letter".
2 main body
The subject is the core content of the text of a business letter, and it is what the sender wants to explain. The contents of different business letters are different. Generally includes the following two contents:
Explain the reason for sending the letter. Directly and concisely explain the purpose, basis, reasons and other contents of the letter; The reply should quote the main points of the other party's letter to show the pertinence of the reply.
(2) explain the matters to be sent. The main sending agency expresses the central content of the letter, generally stating specific matters in detail according to the reasons for sending the letter, or clarifying its own opinions on the topics or contact matters to be discussed. The tone should be calm, the questions should be clear, the facts should be clear and the expression should be clear. For example, the text of the negotiation letter includes three parts: negotiation reason, negotiation content and willingness requirement; The text of the inquiry letter includes two parts: the reasons for inquiry and the matters to be inquired; The body of the reply consists of two parts: the reason and content of the reply; The text of the commodity quotation letter includes product price, settlement method, delivery date, product specification, available quantity, product packaging, transportation mode, etc.
If the text is simple, logically, it can adopt an integrated structure of sections, and logically, if the text has more content, it can adopt a segmented structure.
Three ending words
After the end of the text, generally use concise language to briefly summarize the subject's narrative, put forward the relevant requirements of this letter, and emphasize the date of sending. If the end of the request letter is a matter of invitation, I hope to help solve it, and I hope that the end of the reply will be generous and wait for good news. The ending depends on the relationship between the sender and the recipient and the content of the letter, and the requirements are appropriate.
(3) the tail of the letter
The tail consists of four parts.
1 greetings
All business letters should carry greetings. Greetings are divided into two parts: the greeting of the giver and the greeting of the receiver:
(1) Please wait and write two spaces after the text. Commonly used are greetings, praises, congratulations, etc.
(2) Good words must be written in another line to show respect for each other. Commonly used greetings include Shang Qi, Jin 'an and prosperous business.
2 signs
Signature refers to the sender's signature or signature and seal. The signature of a business letter can be determined according to the requirements of the enterprise or the opinions of the sender. Some enterprises sign their own names with the seal of the unit name; Some enterprises require the sender to sign directly to show that he is responsible for the contents of the letter. Personal signature must be signed by the sender himself.
3 date
The date is usually the specific time when the letter is sent. Because business letters involve business dealings, be sure to indicate the date of sending. Generally adopt the following three forms:
(1) official document date form. That is, write down the date of sending the letter in lowercase Chinese characters below the letter, such as August 18, xxxx.
② Arabic numerals. That is, write down the date of sending the letter in Arabic numerals under the signature of the letter, such as August 2008 18.
(3) International standard shorthand form. That is, the year, month and day are marked with Arabic numerals under the letter signature, and 0 is added to the single-digit month and day before, for example, August 2008 18.
In either case, the date must be written completely so that it can be filed for future reference. For example, August 8, 2008 cannot be written as August 8, 2008.
4 accessories
Attachments are related materials attached with the letter, such as quotations, invoices, confirmations, documents, etc. If it is necessary to mark the attachment, you can mark the attachment below the letter signature. If there are more than two annexes, they should be marked with Annex I and Annex II respectively.
Fan Wen:
apology letter
Xx Daxing Trading Co., Ltd.:
We have received your letter of XX, XX, XX. We apologize for the damaged interface of 35 Huanghua brand computer desks in the contract for purchasing computer desks on XX, XX, XX. This matter has attracted our great attention and has been investigated.
Upon verification by relevant Shaomen, xxxx Huanghua brand computer desks produced by our factory are all high-quality products when they leave the factory. The interface of some computer desks mentioned in the letter is broken, which is caused by our workers' poor handling when they leave the library. We apologize for your loss again, and ask you to provide the detailed figures and damage degree of the computer desk as soon as possible, as well as the notarial certificate and inspection certificate. Our company will make unconditional compensation according to the actual loss as soon as possible.
In this regard, we will take a warning, find out the problems and shortcomings in our work, and take corrective measures to prevent such incidents from happening.
I hope to get the understanding of responsible companies and continue to maintain good trade relations.
Waiting for reply
Xx Guangming furniture co., ltd.
20xx year x month x day