商务信函写作Word文档下载推荐.docx

商务信函写作Word文档下载推荐.docx

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Includingtheaddressofthesenderisoptional.Ifyouchoosetoincludeit,placetheaddressonelinebelowthedate.Donotwritethesender’snameortitle,asitisincludedintheletter’sclosing.Includeonlythestreetaddress,cityandzipcode.Anotheroptionistoincludethesender’saddressdirectlyaftertheclosingsignature.

InsideAddress

Theinsideaddressistherecipient’saddress.Itisalwaysbesttowritetoaspecificindividualatthefirmtowhichyouarewriting.Ifyoudonothavetheperson’sname,dosomeresearchbycallingthecompanyorspeakingwithemployeesfromthecompany.IncludeapersonaltitlesuchasMs.,Mrs.,Mr.,orDr.Followawoman’spreferenceinbeingaddressedasMiss,Mrs.,orMs.Ifyouareunsureofawoman’spreferenceinbeingaddressed,useMs.IfthereisapossibilitythatthepersontowhomyouarewritingisaDr.orhassomeothertitle,usethattitle.Usually,peoplewillnotmindbeingaddressedbyahighertitlethantheyactuallypossess.Towritetheaddress,usetheU.S.PostOfficeFormat.Forinternationaladdresses,typethenameofthecountryinall-capitallettersonthelastline.Theinsideaddressbeginsonelinebelowthesender’saddressoroneinchbelowthedate.Itshouldbeleftjustified,nomatterwhichformatyouareusing.

Salutation

Usethesamenameastheinsideaddress,includingthepersonaltitle.Ifyouknowthepersonandtypicallyaddressthembytheirfirstname,itisacceptabletouseonlythefirstnameinthesalutation（i.e.,DearLucy:

）.Inallothercases,however,usethepersonaltitleandfullnamefollowedbyacolon.Leaveonelineblankafterthesalutation.

Ifyoudon’tknowareader’sgender,useanonsexistsalutation,suchas"

ToWhomitMayConcern."

Itisalsoacceptabletousethefullnameinasalutationifyoucannotdeterminegender.Forexample,youmightwriteDearChrisHarmon:

ifyouwereunsureofChris'

sgender.

Body

Forblockandmodifiedblockformats,singlespaceandleftjustifyeachparagraphwithinthebodyoftheletter.Leaveablanklinebetweeneachparagraph.Whenwritingabusinessletter,becarefultorememberthatconcisenessisveryimportant.Inthefirstparagraph,considerafriendlyopeningandthenastatementofthemainpoint.Thenextparagraphshouldbeginjustifyingtheimportanceofthemainpoint.Inthenextfewparagraphs,continuejustificationwithbackgroundinformationandsupportingdetails.Theclosingparagraphshouldrestatethepurposeoftheletterand,insomecases,requestsometypeofaction.

Closing

Theclosingbeginsatthesamehorizontalpointasyourdateandonelineafterthelastbodyparagraph.Capitalizethefirstwordonly（i.e.,Thankyou）andleavefourlinesbetweentheclosingandthesender’snameforasignature.Ifacolonfollowsthesalutation,acommashouldfollowtheclosing;

otherwise,thereisnopunctuationaftertheclosing.

Enclosures

Ifyouhaveenclosedanydocumentsalongwiththeletter,suchasaresume,youindicatethissimplybytypingEnclosuresonelinebelowtheclosing.Asanoption,youmaylistthenameofeachdocumentyouareincludingintheenvelope.Forinstance,ifyouhaveincludedmanydocumentsandneedtoinsurethattherecipientisawareofeachdocument,itmaybeagoodideatolistthenames.

Typistinitials

Typistinitialsareusedtoindicatethepersonwhotypedtheletter.Ifyoutypedtheletteryourself,omitthetypistinitials.

Anoteaboutformatandfont

Whenwritingbusinessletters,youmustpayspecialattentiontotheformatandfontused.Themostcommonlayoutofabusinessletterisknownasblockformat.Usingthisformat,theentireletterisleftjustifiedandsinglespacedexceptforadoublespacebetweenparagraphs.Anotherwidelyutilizedformatisknownasmodifiedblockformat.Inthistype,thebodyoftheletterisleftjustifiedandsingle-spaced.However,thedateandclosingareinalignmentinthecenterofthepage.Thefinal,andleastused,styleissemi-block.Itismuchlikethemodifiedblockstyleexceptthateachparagraphisindentedinsteadofleftjustified.

IfyourcomputerisequippedwithMicrosoftOffice2000,theLetterWizardcanbeusedtotakemuchoftheguessworkoutofformattingbusinessletters.ToaccesstheLetterWizard,clickontheToolsmenuandthenchooseLetterWizard.TheWizardwillpresentthethreestylesmentionedhereandinputthedate,senderaddressandrecipientaddressintotheselectedformat.LetterWizardshouldonlybeusedifyouhaveabasicunderstandofhowtowriteabusinessletter.Itstemplatesarenotapplicableineverysetting.Therefore,youshouldconsultabusinesswritinghandbookifyouhaveanyquestionsordoubttheaccuracyoftheLetterWizard.

Anotherimportantfactorinthereadabilityofaletteristhechosenfont.ThegenerallyacceptedfontisTimesNewRoman,size12,althoughotherfontssuchasArialmaybeused.Whenchoosingafont,alwaysconsideryouraudience.Ifyouarewritingtoaconservativecompany,youmaywanttouseTimesNewRoman.However,ifyouarewritingtoamoreliberalcompany,youhavealittlemorefreedomwhenchoosingfonts.

Asfaraspunctuationafterthesalutationandclosingisconcerned,thestandardistouseacolonafterthesalutation（neveracomma）andacommaaftertheclosing.Thereisalsoalessacceptedformat,knownasopenpunctuation,inwhichpunctuationisexcludedafterthesalutationandtheclosing.

CoverLetters:

HowtoSellYourself

Yourapplicationletterisoneofyourmostimportantjob-searchdocuments.Aneffectivelettercangetyouaphonecallforaninterview,butapoorlywrittenapplicationletterusuallyspellscontinuedunemployment.Thedifferencecanbeamatterofhowyouhandleafewkeypoints.Thefollowingaresometipstohelpyoudevelopeffectiveapplicationletters.

IndividualizingYourLetter

Giveyourreaderssomeinsightintoyouasanindividual.Intheexamplebelowthewriterchosetodescribeparticularexperiencesandskillsthatcouldnotbegeneralizedtomostotherrecentgraduates.Draftyourlettertoshowhowyourindividualqualitiescancontributetotheorganization.Thisisyourletter,soavoidsimplycopyingtheformandstyleofotherlettersyou'

veseen.Instead,strivetomakeyourletterrepresentyourindividualityandyourcapabilities.

AddressingaSpecificPerson

Preferably,thepersonyouwritetoshouldbetheindividualdoingthehiringforthepositionyou'

reseeking.Lookforthisperson'

snameincompanypublicationsfoundattheUniversityPlacementService,theKrannertBusinessLibrary,ortheReserveDeskintheUndergraduateLibrary.Ifthenameisunavailableintheseplaces,phonetheorganizationandaskfortheperson'

snameoratleastthenameofthepersonnelmanager.

CatchingYourReader'

sAttention

Yourintroductionshouldgetyourreader'

sattention,stimulateinterest,andbeappropriatetothejobyouareseeking.Forexample,youmaywanttobeginwithareferencetoanadvertisementthatpromptedyourapplication.Suchareferencemakesyourreasonforcontactingthecompanyclearandindicatestothemthattheiradvertisinghasbeeneffective.Oryoumaywanttoopenbyreferringtothecompany'

sproduct,whichyouwanttopromote.Suchareferenceshowsyourknowledgeofthecompany.Whateveropeningstrategyyouuse,trytobeginwhereyourreaderisandleadquicklytoyourpurposeinwriting.

FirstParagraphTips

Makeyourgoalclear.

∙Ifyou'

reansweringanadvertisement,namethepositionstatedintheadandidentifythesource,forexample:

"

youradvertisementforagraphicartist,whichappearedintheChicagoSunTimes,May15,1998,..."

reprospectingforajob,trytoidentifythejobtitleusedbytheorganization.

∙Ifaspecificpositiontitleisn'

tavailableorifyouwishtoapplyforalineofworkthatmaycomeunderseveraltitles,youmaydecidetoadapttheprofessionalobjectivestatedinyourresume.

Additionally,inyourfirstparagraphyoushouldprovideapreviewoftherestofyourletter.Thistellsyourreaderwhattolookforandletshimorherknowimmediatelyhowyourqualificationsfittherequirementsofthejob.Intheexampleletter,thelastsentenceofthefirstparagraphreferstospecificworkexperiencethatisdetailedinthefollowingparagraph.

HighlightingYourQualifications

Organizethemiddleparagraphsintermsofthequalificationsthatbestsuityouforthejobandtheorganization.Thatis,ifyouron-the-jobexperienceisyourstrongestqualification,discussitindetailandshowhowyoucanapplyittotheneedsofthecompany.OrifyouwerepresidentoftheMarketingClubandyouareapplyingforapositioninmarketingorsales,elaborateonthevaluableexperienceyougainedandhowyoucanputittoworkforthem.Ifspecialprojectsyou'

vedoneapplydirectlytothejobyouareseeking,explainthemindetail.Bespecific.Usenumbers,namesofequipmentyou'

veused,orfeaturesoftheprojectthatmayapplytothejobyouwant.

Onestrongqualification,describedsothatthereadercanpictureyouactivelyinvolvedo