Ex.8. Writing is a significant aspect of business communication. Study the way business letters are written.
Writing for business purposes requires the adherence to a more rigid structure than is present in personal correspondence. Business writing, whether in the form of a letter, report, proposal, or other document, is bound by certain accepted standards. The presentation of a business document is of utmost importance. Straying from the uniform standards often conveys a lack of professionalism and competence.
Main constituents of a business letter:
· Address of the Writer or return address: you should write your name, address, and designation, contact number, e-mail address. This is written at the left hand side upper corner of the letter.
· Date.
· Name and address of the Addressee.
· Salutation (Dear Mr.Smith, Dear Professor Davis, Dear Sir/Madam (if you do not know the name). As for punctuation, in American English, a colon (:) is used after the name, in British English, a comma (,) is used instead.
· Main body of the letter. This is the main part of the letter, that comprises three small paragraphs. Through the first 2-3 lines, you should be able to introduce the topic of the letter. In the second paragraph, you are expected to describe the purpose of writing the letter. In the third paragraph, you should be able to conclude in one or two lines.
· Conclusion. It is the last part of the letter, where you are supposed to sign off. It contains some greeting or a compliment.
· Valediction (Best regards, kind regards, regards, sincerely yours). The valediction should be followed by a colon or a comma.
· Signature.
· Name of the writer.
· Enclosures or attachments (if there are any).
There are some abbreviations used in business writing:
Re: regarding
pp: (on behalf of) when you sign the letter for another person
Enc(s). documents are enclosed with the letter
cc: copies (the names of the people who receive a copy are included in the letter)
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