Supplementary Notes

(Units 1-2)

I Letter Format

Sample Letter 1

Full Block Business Letter

Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
Tel:
Fax:
Email: kenny@cheese.com

October 23, 2006

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare
Director of Ken's Cheese House

Sample Letter 2

Indented or Semi-Block Business Letter

Sample Letter 3

Modified Block Business Letter

Modified block layout is quite common in business letters. It is traditional and quite popular.

Dixie suggests you have a look at it and you will instantly recognize the format.

II Details of Business letter Format

III Formatting Business Email

1 The format of business email is very similar to that of a business memo. Business email functions as both an internal and an external method of communication; its three main formatting elements are the heading, the body, and a signature block.

Example:

2 Email Heading

● Only one email address should be placed in the TO field.

3 SUBJECT:

● The subject field needs to be precise and brief.

● Capitalize all the key words. The ideal subject is supposed to be within ten words.

E.g.: 1234订单最新信息

● Leaving this field empty is not an option.

● Most email is scrutinized by anti-spamming and anti-virus software before being put into a recipient's inbox. An empty subject line will most often be interpreted as spam.

4 Email Body

● The body of a business email is no different than that of a business letter or memo. The one distinction in formatting is that email programs automatically format the body in single spaced, full block style.

● Short paragraphs are the rule, particularly as online readers often just scan the text.

e.g.: 如果你方同意该订单货品再给1%折扣，我方同意你方提出的新交期。请告之是否同意。

● More than two pages may be delivered as an attachment, a lengthy letter or memo can be printed and read when time permits.

● Generally speaking, business email is sent in plain text rather than HTML.

5 Email Signature Block

● The signature block in a business email does the work of the heading or letterhead found in the format of a business letter, supplying the contact information belonging to the sender.

● This is the last item in an email. It is always located on the left hand margin below the signature line and is often separated from the body with a short line of keyboard characters. For example:

- Equal Sign ==================

- Asterisks ********************

- Minus Sign ------------------------------

- Underscore ____________________

● A signature block should contain all the contact information a recipient might require in order to respond to an email. It should begin with the Senders Name, Title, and Business Organization. A Physical Location, Phone Numbers, Email Address, and Web site should follow. Here is an example:

********************
John Smith
Owner/Managing Editor
The Write Company
Bellvue, CO 80512
Voice: 970.493.84XX
Fax: 970.493.84XX
Email: peter@write-company.com
Web site: http://write-company.com

6 Email Salutations and Complimentary Closes

● Including a salutation and complimentary close in a business email is governed by the same rules as those governing business letters and memos.

● Formal expressions such as Dear Ms. Ortiz and Sincerely yours are suitable for letter style business emails addressed to individuals with whom you are unfamiliar.

● The salutation and complimentary close will be written informally, particularly after the protocols of an initial contact have been observed:

IV Legal tips about business emails

1 Include disclaimers in your email whenever warranted. Here are some pointers:

● Carefully and clearly state the liability for any breach of confidentiality, purposeful or accidental.

● Remind recipients of their responsibility to check for and protect against importing possible viruses.

V Business Netiquette

1 Etiquette today denotes the conventionally accepted rules, or customary norms that govern proper social and professional behavior.

2 The recognized conventions of proper netiquette have evolved more out of commonsense than anything else and are certainly not hard and fast rules with formal penalties for disregarding them.

3 The old saying "the pen is mightier than the sword." It's a saying that cuts both ways. Words can be enormously destructive as well as extraordinarily constructive and so it's up to the wordsmith. Words should be selected with care. Here's a general rule: be nice, be thoughtful, be mindful of your words.

VI Code of the Net

1 Email has reduced the time lag between the sending of a conventional written message and its response, so much so, that the actual written communication it contains often takes on traits similar to that of a spoken conversation.

2 Voice inflections, tone, verbal pauses, and facial expressions, for instance, contribute to a more accurate contextual reading of a spoken conversation, helping participants rapidly perceive each other's meanings and implications. The inability to use or rely on these tools when writing or reading an email message, being problematic, has given rise to a set of techniques intended to sidestep this deficiency. However, these shortcuts often fail, or fall far short of the mark, in business email. Consequently, their use is generally considered rude, or poor business netiquette.

3 All business forms of communication then, including email, should be handled in a professional manner.

4 Netiquette Rules

● Avoid sloppiness, it's unprofessional.

● Capitalize the first letter in the beginning word of a sentence and in all proper nouns.

● Avoid using all uppercase letters in a business email can appear pretty abrasive.

● Use abbreviations and acronyms sparingly.

● Avoid using emoticons, they're too cute for serious business email.

● Answer your email, even if all you have time for is a quick, one line response.

Part Two Establishing Business relations

I Key Elements of Business Relations

Researching potential business agreements; investigate arrangements with suppliers, partners and customers.

● Be thoroughly prepared

● Have a cross cultural awareness of sensitivities and implications of certain

Behaviour

● Effective verbal and non-verbal communication skills.

● Social / professional Networking

● Informal gatherings, get-togethers and social events.

∙

II Networking

It is very important to maintain contacts and good relationships within the business community. Networking can help to extend your influence as a business.

To be good at networking;

● attend informal gatherings

● host and attend seminars

● join social networking sites such as Facebook and Twitter

● Join an industry group

● Join associations

III Business connections

Your business connections includes:

● personal information including name, address, telephone number, fax and email and any personal details - birthday/family/hobbies and interests

● their company name and job title

● the source of the original meeting, venue or person who introduced you

● the arrangement for follow-up - timing/method

● geographical details - the area of country if you are visiting them

● their and your aims and objectives, links and mutual acquaintances.

IV five rules of relationship building

● Empathy

The ability to put yourself in the other person's position and see things from their point of view.

● Courtesy

Engage with someone by being sympathetic.

● Enquiry

Use open questions to elicit information and encourage conversation. I

● Interest

Keep an expression of interest in what you are saying. Be alert to the possibility of throwing in an unusual question or witty response.

● Respect

Never assume that your business contact will have the same views and attitudes that you have.

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