(精选)商务英语函电unit 3 organization of business letters课件.pptVIP

UNIT 3 Organization of business letters  To help you to keep to the point of your letter, you can draw up an outline to plan your letter. Follow these steps: Make a list of the topics you want to cover but dont worry about the order. Under each topic, list key words, examples, arguments and facts. Review each topic in your outline for relevance to your aim and audience. Cut out anything thats not relevant to your aim or audience. Sort the information into the best order for your readers. The content of business letters——the opening, the body, and the closing The opening paragraph indicates the purpose and subject of the letter. e.g. We received your report that the FX-100 printer manual was missing from your shipment. Our customer service department is looking into the matter. If you open with a statement of a need or problem, close with a statement of action or solution to the problem. In the example given above, a closing paragraph might state: e.g. We appreciate your patronage and wish to extend every support to our customers. A new manual for your TK880 printer will be shipped to you at our expense by overnight mail. Body paragraphs of your letter should contain the information the reader needs to take action. They also should continue to motivate the reader. The closing sentence should: Be short Be polite and business-like Leave the reader feeling satisfied – letter is positive Have a purpose – suggests a future contact Refer to the main content – the demonstration e.g. I would again apologize for the delay in replying and I trust that this has clarified the points you have raised, however, if you wish to discuss any points I have not clarified, or need any further information, you may wish to telephone or contact me accordingly. I look forward to hearing from you and in the meantime, should you have any queries, please do not hesitate to contact me. I regret that I cannot be of more assistance in this matter, and should you have any further q