| ABC Company 243 Wan Chai Road Wan Chai HONG KONG |
| Tel: 21234567 Fax: 23434567 |
| 13 Jan 2000 |
| Mr. Q Lee Wai Man Company Nathan Road Kowloon |
| Dear Mr. Lee |
| Content |
| Title |
| Yours sincerely FOR ABC COMPANY |
| Jones Ma |
| Jones Ma Sales Manager |
| cc: Mr. Ronald Chan |
| Enclosure 1 |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| INTRODUCTION OF BUSINESS LETTER |
| 1 |
| 2 |
| 11 |
| 10 |
| 9 |
| 8 |
| 7 |
| 5 |
| 4 |
| 3 |
| 1 |
| It is the address of the sender. Most Company put it in the middle top of the letter, making it more tidy. |
| 2 |
| 6 |
| 3 |
| The date of the letter posted. It's usually written on the left hand side. But some may put it on the right hand side. In fact, i prefer the former one because it's more users-friendly. Usually when typing letter, it's more convenient to put the date on the left hand side than to put it on the other side. Moreover, use the format, xx Jan 2000 instead of xx/xx/2000 or xx.xx.2000. |
| Address of the receiver. It's always put on the left hand side. At the top, specific person is stated to receive the letter. Remeber, don't just put " Mr. Lee" because there may be many Mr. Lees in a company. Therefore, you should specify it like this, "Mr. Q Lee". |
| It's called "Salutation". Here, you need not put the full name but the Mr./Ms./Mrs. Surname. |
| 4 |
| If a letter carrying nertral/ good news, the idea should be organized like this: 1. Main idea- the reason why you are writing 2. Details- presenting relavant information 3. Response- Actions recipient and sender take. 4. Close- "one-liner". Finish it with a sentence or two. |
| Letters carrying bad news should be organized like this: 1. Introduction- introduction what you are referring to. 2. Facts, analysis, reasons- Be firm and to present in logical order. 3. Refusal statement- refuse recipient in polite way. Sometimes, suggestions are needed. 4. Close- Keeping contact with a sentence or two is preferable. |
| 5 |
| "Re:xxxxxxxx" is usually used. It's about the topic of the letter. Please note that the topic should be written as short as possible while the main idea can be carried out. |
| 6 |
| It's the closing of the letter. "Yours sincerely" is used when you know the name of the recipient. "Yours faithfully" is used when the sanitation is like "Dear Sir, Miss, etc." |
| 7 |
| The signature of the sender. |
| 8 |
| 9 |
| The full name and the position of the sender in BLOCK LETTER. |
| The following things often appear in business letters. However, they are not necessary. |
| 10 |
| Apart from the letter, If you have other references, you should put down the number of the reference there so tha you and the recipient can check it. |
| 11 |
| It is called " carbon copy", meaning that another copy of this letter will be given to the appointed person(s). |
| 12 |
| Reference no. 2343224 |
| It's sometimes put as the top right hand corner. However, i prefer putting it at the bottom to putting it at the top in order to make it tidy. |
| 12 |