Unit1IntroductiontoBusinessWriting

3504 JACKSON ROAD
BATON ROUGE LA 70803
MR CRADY  E. CROMWELL
3654 PARK ROAD
NORTHERIDGE CA 91324
3) Blocked Style
FLANGAN’S  DEPARTMENT
STORE                                              STAMP
12207 Sunset Strip
Los Angeles, CA 91417
Attention Ms. Terry Roberts
Registered Mail
Ketchum Collection Agency
1367 Hollywood Boulevard
Los Angeles, CA 91401
4. Situational Writing:
假定你是中国上海的刘刚先生，家住上海福州路 248号，请你帮他写一个信封。收信人是 BIOPAINTSOLC
公司的人事部经理Janet Hopper 女士。 该公司的地址是美国纽约百老汇大街 20 号。 在纽约的邮编是 10027。
VI. Learning Guide
1. Always keep a proper margin for you letter to make your letter more effective whatever the form you use
2. When writing the inside address, to use no punctuation (open punctuation) except the full stop after the
abbreviations.
3. Some guidelines should be followed in writing the elements:
1) There are many courtesy titles used in business letters. The general rules for the use of courtesy titles are
as follows.
a. Mr. is used before a man’s name or surname:
Mr. Donald H. Johnson; Mr. Johnson
b. Mrs. is used for a married woman:
Mrs. Johnson
c. Ms. is used for both married and unmarried women:
Ms. Maria Smith, Ms Smith
d. Miss is used for unmarried women:
Miss Smith
e. Messrs., the abbreviation of Messieurs in French as the plural for Mr., is used for companies or firms that
include personal elements in their company names:
Messrs. Jones & Co.
f. Mmes., the abbreviation of Mesdames as the plural for madam, is used before the company organized by
women, but nowrarely seen in business writing.
2) There are several ways to usesalutation.
a. Traditional salutation is “Dear” followed by the reader’s title and last name:
Dear Mr.Henry:
b. If you are fairly well acquainted with your reader, use“Dear” followed by the first name:
Dear Maria:
c. If you do not know the name of the person you are writing to, use a general salutation:
Dear Sir:
Dear Madam:
Dear Technical Director:
d. If you are writing to a group of people, use one of the followingsalutations:
Ladies and Gentlemen:
Gentlemen: (or in Britain: Dear Sirs)
Ladies:
Dear Members of the Restoration Committee:
e. If you write sales letters without individual address, you may say:
Dear Homeowner:
Dear Customer:
and so on.
In cases of extreme formality, “Dear Sir”, “Dear Madam” and “Dear Sirs” or “Gentlemen” are acceptable.
But you should use reader’s name whenever it is known. If the reader’s name is not known, the person’s title is the
next best term in a salutation. Punctuation following a salutation can be either a colon or a comma.
3) Body is the actual message of your letter. The essential requirements and general principles for effective
writing will be discussed below.
Generally, a letter will be three or more paragraphs in length. The first paragraph usually introduces the
subject of the letter, the second discusses the message in detail, and the third concludes it. Two points should be
paid attention to: 1) Write short paragraphs, keeping one topic to one paragraph.2) Write one letter to discuss one
problem.
4) Singer’s identification includes the writer’s signature and the writer’s titles:
Sincerely,
THE SWANSON COMPANY
C.I. Breen President
Sincerely,
Richard A. Constantine
Purchasing Agent
5) Different complimentary closing depends on the different relations between the addresser and the
addressee:
a. Common:  Sincerely,
Yours sincerely,
Very sincerely yours,
b. Formal:   Yours truly,
Very truly yours,
Yours faithfully,
Faithfully yours,
c. More formal:  Respectfully,
Yours respectfully,
Veryrespectfully
6) P. S., the abbreviation for postscript, to introduce a brief message as an afterthought. The postscript is
put under the Enclosure: