The document provides guidance on writing effective business letters, including formatting styles such as block, modified block, and semi-block. It discusses the key parts of a business letter and tips for writing clearly, concisely, and politely. Examples of different letter formats and a sample business letter are also included.

1. Business letter
B.Nominchimeg
2008.03.14 b_noba88@yahoo.com

2. 1.Business letter
1-1 Letter
1-2 Full block letter
1-3 Semi block letter
1-4 Block letter
2. Parts of a Business Letter

3. 1.1 Letter
A letter is a written message from the
one person to another person
A business letter is more formal
than a personal letter.
- at least one inch on all four edges
- 8.5” * 11” white paper

4. Good business letter
Be clear, brief and businesslike
Do not write confused, overlong or
pointless letter
Be polite and friendly
Do not be rude or patronizing
Write concise and purposeful letter
Do not try to write in a litrary style
Do not try to impress with your
writing

5. Use block style - do not indent paragraphs.
Include address of the person you are writing to at the top
of the letter, below your company address.
After the address, double space and include date
Double space (or as much as you need to put the body of
the letter in the center) and include the salutation. Include
Mr. for men or Ms for women, unless the recipient has a
title such as Dr.
State a reference reason for your letter (i.e. "With
reference to our telephone conversation..."
Give the reason for writing (i.e. "I am writing to you to
confirm our order...")
Make any request you may have (i.e. "I would be grateful
if you could include a brochure..."
If there is to be further contact, refer to this contact (i.e. "I
look forward to meeting you at...")
Close the letter with a thank you (i.e. "Thank you for your
prompt help...")
Finish the letter with a salutation (i.e. "Yours sincerely,")
Include 4 spaces and type your full name and title
sign the letter between the salutation and the typed name
and title

6. Four principle
1. Short
2. Simple
3. Strong
4. Sincere

7. Tips
Keep the letter brief and to the point
Do not use shortened verb forms -
write them out (i.e. "don't instead of
do not")
Always keep a copy of
correspondence for future reference

8. Problems:
1. Wordiness
2. Sentence fragments
3. "Apostrophe’s" for plural nouns
4. Subject/verb inconsistency
5. Awkward sentences (rude)
6. Lack of transitions between
paragraphs
7. Wrong words
8. Repetition of words or phrases

9. 1-2 Full block letter

11. 1-3 Semi block letter

12. 1-4 Block letter

13. 1. Return Address: Otherwise, type your name,
address and optionally, phone number.
2. Reference Line: If you're replying to a letter,
refer to it here. For example,
Re: Job # 625-01
Re: Your letter dated 1/1/200x.
1. Special Mailing Notations: Type in all
uppercase characters, if appropriate.
SPECIAL DELIVERY
CERTIFIED MAIL
AIRMAIL
1. On-Arrival Notations: Type in all uppercase
characters, if appropriate.
PERSONAL
CONFIDENTIAL
5. Inside Address: Type the name and address
of the person and/or company to whom you're
sending the letter.

14. 6. Attention Line: Type the name of the person to whom
you're sending the letter. If you type the person's name in
the Inside Address (6), skip this.
7. Salutation: Type the recipient's name here. Type Mr. or
Ms. [Last Name] to show respect, but don't guess spelling
or gender. Some common salutations are
Ladies:
Gentlemen:
Dear Sir:
Dear Sir or Madam:
Dear [Full Name]:
To Whom it May Concern:
8. Subject Line: Type the gist of your letter in all uppercase
characters, either flush left or centered. Be concise on one
line.
SUBJECT: RESIGNATION
LETTER OF REFERENCE
JOB INQUIRY
9. Body: Keep it brief and to the point.

15. 10. Complimentary Close: What you type here depends on
the tone and degree of formality. For example,
Respectfully yours (very formal)
Sincerely (typical, less formal)
Very truly yours (polite, neutral)
Cordially yours (friendly, informal)
11. Signature Block: Sign your name exactly as you type it
below your signature. Title is optional depending on
relevancy and degree of formality. Examples are
John Doe, Manager
P. Smith
Director, Technical Support
R. T. Jones - Sr. Field Engineer
12. Identification Initials:.
13. Enclosure Notation: Type the singular for only one
enclosure, plural for more. If you don't enclose anything,
skip it. Common styles are below.
Enclosure
Enclosures: 3
Enclosures (3)

16. Tips:
Replace the text in brackets [ ] with the
component indicated. Don't type the
brackets.
Use letterhead only for the first page. Just
use a blank sheet of paper for continuation
pages.
If you don't type one of the more formal
components, don't leave space for them.
For example, if you don't type the
Identification Initials (5) and Enclosure
Notation (6), type cc: (7) one blank line
below the Signature Block (4).

17. Block Format
Ernie English
1234 Writing Lab Lane
Write City, IN 12345
March 16, 2001
Dear Mr. English:
The first paragraph of a typical business letter is used to state the main point of the
letter. Begin with a friendly opening; then quickly transition into the purpose of your
letter. Use a couple of sentences to explain the purpose, but do not go in to detail until
the next paragraph.
Beginning with the second paragraph, state the supporting details to justify your
purpose. These may take the form of background information, statistics or first-hand
accounts. A few short paragraphs within the body of the letter should be enough to
support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If
the purpose of your letter is employment related, consider ending your letter with your
contact information. However, if the purpose is informational, think about closing with
gratitude for the reader's time.
Sincerely,
Lucy Letter

18. Modified Block Format
March 16, 2001
Ernie English
1234 Writing Lab Lane
Write City, IN 12345
Dear Mr. English:
The first paragraph of a typical business letter is used to state the main
point of the letter. Begin with a friendly opening; then quickly transition into
the purpose of your letter. Use a couple of sentences to explain the
purpose, but do not go in to detail until the next paragraph.
Beginning with the second paragraph, state the supporting details to justify
your purpose. These may take the form of background information, statistics
or first-hand accounts. A few short paragraphs within the body of the letter
should be enough to support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is
important. If the purpose of your letter is employment related, consider
ending your letter with your contact information. However, if the purpose is
informational, think about closing with gratitude for the reader's time.
Sincerely,
Lucy Letter

19. Semi-Block Format
March 16, 2001
Ernie English
1234 Writing Lab Lane
Write City, IN 12345
Dear Mr. English:
(Indent) The first paragraph of a typical business letter is used to state the main point
of the letter. Begin with a friendly opening; then quickly transition into the purpose of
your letter. Use a couple of sentences to explain the purpose, but do not go in to detail
until the next paragraph.
(Indent) Beginning with the second paragraph, state the supporting details to justify
your purpose. These may take the form of background information, statistics or first-
hand accounts. A few short paragraphs within the body of the letter should be enough
to support your reasoning.
(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it is
important. If the purpose of your letter is employment related, consider ending your
letter with your contact information. However, if the purpose is informational, think
about closing with gratitude for the reader's time.
Sincerely,
Lucy Letter

23. Sample Business Letter
(Please revise it the way that fit your needs and print it out on your company
letterhead.)
Date:
Consulate General of the People’s Republic of China
Visa Office
500 Shatto Place, 3rd. Floor
Los Angeles, CA 90020
Dear Sir/Madam:
This letter is to inform you that John Smith, General Manager of ABC
Company is planning to travel to China for one week starting on March
18, 2005. While in China, he will be meeting with XYZ Company in
Shanghai (or other city) to explore business and trade opportunities (or
sign contract, form partnership and joint-venture project, service equipment,
etc.).
Our company guarantees expenses for Mr. Smith, including round-trip
international airfare. If you have any questions, please feel free to contact
us. Thank you for your assistance in granting this business visa for John
Smith.
Sincerely,
________________ (signature)
Name of official
Title
Phone #

24. Thank you for
your attention