Chapter One Business Letters（商务信函）.docVIP

Chapter One Business Letters（商务信函） 1.1 Introduction Business letter is the most frequently used form of communication. It is very important in the business world. Business executives are supposed to write good business letters as to carry out business routine efficiently. If a businessman is unable to write an effective business letter, it is very difficult to represent himself positively, which may cause some problems in doing business. All business letters have two main functions. One is to ask for and give a reply to an enquiry, offer, order or complaint. The other one is to keep a record of all the important facts for ready reference. An effective business letter will say what the writer wants it to say clearly and simply. It should be precise, straightforward, relevant and action-centered. It should also be written in a friendly, formal style using plain language. Thus, in order to communicate effectively, you should ensure that the letters portray you as approachable, caring, effective and professional. In addition, you should be very familiar with the established layout and practice of business letters. There are three styles of business communication: the full blocked style, the indented style and the semi-blocked style. The fully-blocked style with open punctuation is the most popular method of display for business letters, because it is considered to be businesslike, simple and professional. The business letter can tell readers a lot about the writer and the writer’s company. A business letter that is neat, easy to read, and present a professional image will leave a good impression on the reader. Such a letter helps the writer as much as the reader, and will probably mean an earlier reply. In today’s global market place, the reader’s first impression often comes from the appearance of the documents and the quality of the paper. So you should pay more attention to the paper quality, the paper color, the paper size and margins. Firstly, never use paper tha