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5
U n i t 1
BUSINESS LETTER PRESENTATION
AND STRUCTURE
A business letter is a formal means of communication between
organizations and their customers, clients and other external parties. The
overall style of a letter depends on the relationship between the parties
concerned.
There are many different types of business letters such as letters of
acknowledgement, adjustment, complaint, enquiry, order, claim, etc.
1.1. BUSINESS LETTER APPEARANCE
Before we begin to discuss business letter content, we must examine
business letter appearance because the physical condition of a letter makes
the first impression on your reader.
The way you write a letter and the
etiquette you employ may have a significant impact on your success or
failure in business.
When you have composed the body of your letter and are ready to
type, keep in mind three things:
1. Typing. Letters should be single-spaced with double-spacing
between paragraphs. Print should be clear and dark. Errors should not be
erased or corrected after printing.
2. Paragraphing. Paragraph breaks should come at logical points in
your message and should also result in an even appearance. A one-line
paragraph followed by an eight-line paragraph will not look balanced.
Paragraphs of approximately the same length will please the eye.
3. White space. In addition to the space created by paragraphing,
leave space by centering your letter on the page. An ample margin of white
space should surround the message, top and bottom as well as both sides.
If a letter is brief, avoid beginning to type too high on the page; if a letter is
long, do not hesitate to use an additional sheet of paper.
Notes:
party – сторона (лицо, учреждение)
content – содержание
appearance – внешний вид
condition – состояние
employ – употреблять, применять
have an impact on – оказывать воздействие
single-spaced – напечатанный через один интервал
double-spacing – двойной интервал
even – равномерный
white space – пустое место на отпечатанном листе
ample margin – достаточное поле
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