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Business letters include all kinds of commercial letters, replies to inquiries, Letters of Credit, invoices, Bills of Lading, Bills of Exchange or drafts, letters of insurance, explanatory letters, orders, letters of packing, letters of shipment, letters of delivery, offers, letters of complaints, replies to those of mentioned above, etc.
A business letter should be as short as possible, intelligible, polite, benevolent, and its language must be simple.
Rules and traditions of correspondence vary in time but some basic principles of a commercial letter remain unchanged.
A private business letter is written by hand, each paragraph begins with an indented line. But if a letter is sent by an organization it is typed on the form of this organization. In this case it is not necessary to use indented lines.
A business letter is usually composed of the following elements: heading, date, address, salutation, text, subscription.
A letter can be typed on the organization’s form. Any form has its letterheads printed typographically. The letterhead bears the name of the organization or the firm, sending this letter, its address, address for telegrams, telephone, telex, fax. If you do not use the form, write your address on the upper right side of the letter. Do not indicate your name here, if will follow your signature. Ukrainian names of foreign trade organizations are not translated into foreign language. They are written with Latin letters. Your telephone number may be written below.
The date is written on the right side above (under your address or under your typographical letterhead of the form).
In Great Britain the date may be indicated as follows: 7th April, 2001 or 7 April 2001. In the USA it is usually written like this: April 7, 2001.
As a rule, before or after the address on the recipient reference is indicated which the sender asks to mention in the reply to the letter. A common reference represents the initials of the person who wrote the letter and those of the typist who typed it. The name and address of the recipient (inside address) is written on the left above.
The salutation is written on the left. If you don’t know the reader’s name the opening salutation is Dear Sir, Dear Sir or Madam, or Dear Sirs. If you know the reader’s name the opening salutation is Dear Ms…, or Dear Mr.…. The text of the letter should be as short, simple and clear as possible.
In the subscription the expression Yours faithfully is usually used if you are not acquainted with the persons or Yours sincerely if you write to a man (woman) whom you know at least by correspondence. In American English more common are the expressions Sincerely yours, Sincerely, Very truly yours.
The signature is affixed by hand above the typed name of the author.
If some material is added to the letter the word Enclosures or the abbreviation Encl is written in left lower corner of the letter.
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