EnglishBusinessLetterFormatCoursewareCATALOGUE目錄OverviewofEnglishBusinessLettersWritingvarioustypesofEnglishbusinesslettersWritingSkillsforEnglishBusinessLettersCommonErrorsandAvoidanceMethodsinEnglishBusinessLettersCHAPTER01OverviewofEnglishBusinessLettersDefinition:EnglishBusinessLettersareformalwrittencommunicationsbetweenbusinesses,organizations,orindividuals,writtenintheEnglishlanguage,toconveyofficialinformation,requestactions,orestablishrelationships.Importance:EnglishBusinessLettersareimportantbecausetheyprovideaprofessionalandformalwayofcommunication.Theyhelptobuildtrust,establishcredibility,andpromotegoodrelationshipsbetweenbusinessesandindividuals.Theyarealsoaneffectivewaytoconveyimportantinformation,requestactions,andfollowuponpreviouscommunications.TheDefinitionandImportanceofEnglishBusinessLettersStructureEnglishBusinessLetterstypicallyfollowastandardstructurethatincludesthesender'saddress,date,recipient'saddress,salutation,body,closing,andsignature.Eachpartoftheletterservesaspecificpurposeandshouldbewrittenwithcareandattentiontodetail.FormatTheformatofEnglishBusinessLettersdependsonthepurposeoftheletterandtherelationshipbetweenthesenderandtherecipient.TherearevariousformatssuchasBlockFormat,ModifiedBlockFormat,andIndentedFormat,tonameafew.Itisimportanttochoosetheappropriateformatbasedontheoccasionandthelevelofformalityrequired.TheBasicStructureandFormatofEnglishBusinessLettersClarityEnglishBusinessLettersshouldbewrittenclearlyandconcisely.Thelanguageusedshouldbeeasytounderstand,andthemessageshouldbecommunicatedinastraightforwardmanner.FormalityBusinesslettersshouldmaintainaformaltonethroughout.Theyshouldavoidcontractions,informallanguage,andhumor.AccuracyItisimportanttoensurethatalltheinformationprovidedintheletterisaccurateandup-to-date.Thisincludesdates,names,positions,andotherrelevantdetails.TheWritingPrinciplesofEnglishBusinessLettersPoliteness:EnglishBusinessLettersshouldbepoliteandrespectful.Theyshouldshowappreciationfortherecipient'stimeandattentionandavoidbeingrudeorconfrontational.Inconclusion,masteringtheartofwritingEnglishBusinessLettersiscrucialintoday'sbusinessworld.Itisessentialtounderstandtheimportanceoftheseletters,followthebasicstructureandformat,andadheretotheprinciplesofclarity,formality,accuracy,andpoliteness.TheWritingPrinciplesofEnglishBusinessLettersCHAPTER02WritingvarioustypesofEnglishbusinesslettersIntroduction:Aletterestablishingbusinessrelationshipsiswrittentointroduceacompanyanditsproductsorservicestopotentialclients,partners,orsuppliers.LetterEstablishingBusinessRelationshipsKeyPointsClearlystatethepurposeoftheletterandhowthewriter’scompanycanbenefittherecipient.Provideinformationaboutthecompany’shistory,mission,andvalues.LetterEstablishingBusinessRelationshipsDescribetheproductsorservicesofferedandtheiruniquesellingpoints.Closebyexpressingadesiretoestablishalong-termbusinessrelationshipandinvitingtherecipienttocontactthewriterforfurtherdiscussion.LetterEstablishingBusinessRelationshipsIntroduction:Dailybusinesslettersareroutinecommunicationsusedtomaintainandenhancebusinessrelationships.KeyPointsKeepthetoneprofessional,yetfriendly.Clearlystatethepurposeoftheletterintheopeningparagraph.Provideallnecessarydetailsandinformationinaconciseandorganizedmanner.DailyBusinessLettersIntroduction:Contractrelatedlettersareformalcommunicationsthatdealwiththeterms,conditions,andexecutionofbusinesscontracts.ContractrelatedlettersKeyPointsClearlyreferencethespecificcontractbeingdiscussed.Statethepurposeoftheletter,whetheritistoproposecontractterms,negotiatechanges,orconfirmcontractexecution.ContractrelatedlettersContractrelatedlettersProvidedetailedinformationaboutthecontract,includingrelevantdates,deliverables,andpaymentterms.Closebysummarizingthekeypointsoftheletterandindicatinganynextstepsrequiredforcontractcompletion.Introduction:Acustomerserviceletteriswrittentoaddresscustomercomplaints,inquiries,orfeedback.CustomerServiceLetterKeyPointsAcknowledgethecustomer’sconcernorcomplaintinapromptandempatheticmanner.Clearlystatethestepsbeingtakentoresolvetheissue,includinganyinvestigationorfollow-uprequired.CustomerServiceLetterProvideinformationaboutthecompany’spoliciesorproceduresthatrelatetothecustomer’sconcern.Closebythankingthecustomerforbringingtheissuetothecompany’sattentionandinvitingthemtocontactthewriteriffurtherassistanceisneeded.CustomerServiceLetterCHAPTER03WritingSkillsforEnglishBusinessLettersItisimportanttoeliminateambiguitybychoosingwordsthatarepreciseandunambiguous.Avoidingverbosityandstayingfocusedonthekeymessagehelpstoensurethereaderremainsengagedandunderstandsthemainpointsbeingmade.Usingshort,simplesentencesandparagraphsaidsreadability,asdoesanclearstructurewithalogicalflowofideas.ClearandconcisewritingstyleAdoptingarespectfulandcourteoustoneinbusinesslettershelpstobuildandmaintainpositiverelationshipswithcustomersandcolleagues.Itisimportanttoconsidertheculturalnormsofthereader,aswhatisconsideredpoliteinoneculturemaynotbeinanother.Usingformallanguageandavoidingcontractionsandinformalphrasesaddstotheprofessionalismoftheletter.Politeandprofessionaltoneandwording01Usingcorrectgrammar,spellingandpunctuationisessentialinbusinesswriting,aserrorscandetractfromtheoverallmessageandimpactonthecredibilityofthewriter.02Usingappropriatebusinessterminologyandjargoncanhelptoestablishcredibilityanddemonstratealevelofexpertise,butitisimportanttoensurethereaderwillunderstandtheterminologybeingused.03Itisalsoimportanttobemindfulofthetoneandavoidusingtechnicaltermsthatmightconfuseoralienatethereader.AccuratelyUsingBusinessEnglishandTerminologyCHAPTER04CommonErrorsandAvoidanceMethodsinEnglishBusinessLettersIncorrectverbtenseusage:Usingincorrectverbtensesinbusinessletterscanconveyalackofprofessionalismandattentiontodetail.Itisimportanttoensurethattheverbtensesusedintheletterareconsistentwiththeintendedmessageandreflectaprofessionaltone.CommongrammarandspellingerrorsIncorrectuseofhomophonesHomophonesarewordsthatsoundsimilarbuthavedifferentmeanings.Usingthewronghomophoneinabusinesslettercanchangetheintendedmeaningofthesentenceandcreateconfusion.Itisimportanttodouble-checkthecorrectusageofhomophonestoensureclarityandaccuracy.SpellingerrorsSpellingerrorscanunderminethecredibilityandprofessionalismofthewriter.Itiscrucialtothoroughlycheckthespellingoftheletter,includingpropernouns,toensurethatitiserror-free.CommongrammarandspellingerrorsLackofformality:InEnglishbusinessletters,aformaltoneisgenerallyexpected.Usinganinformaltonecanbeseenasdisrespectfulorunprofessional.Itisimportanttouseappropriategreetings,closings,andlanguagethroughoutthelettertomaintainaformaltone.Culturalmisunderstandings:Differentcultureshavedifferentcommunicationstylesandexpectations.Whatmaybeacceptableinoneculturemaynotbeinanother.Itisimportanttoresearchtheculturalnormsandexpectationsoftherecipient'scultureandadjusttheletteraccordinglytoavoidanyculturalmisunderstandings.010203CulturaldifferencesandetiquetteerrorsIncorrectformatting:Englishbusinessletterstypicallyfollowaspecificformat,includingtheplacementofthedate,recipient'saddress,salutation,body,closing,an