BÀI GIẢNG DẠNG VĂN BẢN (SCRIPT)
Môn học: Nghiệp vụ văn phòng
CHAPTER 3: WRITING BUSINESS LETTERS
TOPIC 1: STRUCTURE OF A BUSINESS LETTER
Slide Nội dung
SLIDE 1 Welcome you all to Chapter 3 (WRITING BUSINESS LETTERS)!
SLIDE 2 It is my pleasure to introduce to you the learning outcomes of chapter 3.
Upon the completion of Chapter 3, you will be able to:
1/ structure a business letter
2/ differentiate formality from informality
3/ use appropriate language expressions to communicate effectively via
business letters
And 4/ identify common errors in writing business letters
SLIDE 3 There are two major parts in the business letter: There are 13 essential
components of a business letter as follows.
PART ONE: PART TWO:
1/ Letterhead 6/ Salutation
2/ Writer’s or Return 7/ Subject line or heading
address 8/ Introduction
3/ File references 9/ Body
4/ Date line 10/ Conclusion or “Stating intended action”
5/ Reader’s or Inside 11/ Complimentary close
address and attention 12/ Signature
line 13/ Name, title and position of the writer
SLIDE 4 In terms of The writer’s or return address
Two presentations are acceptable.
SLIDE 5 For file references, depending on the way your company file documents, you
may take a look at the example for your reference.
There are several ways to write the date line. Depending on the cultures of
you and your partner, then you can decide to choose the most appropriate
way. See the example for your reference.
SLIDE 6 The attention line is optional. If the letter is confidential, you need to state the
name of the person in the attention line. If not, you can skip this part.
SLIDE 7 How to prepare the salutation and complimentary close is also important. If
you start your letter with “Dear Sir/ Madam”, you may end with “Yours
faithfully”. This is the most formal way. In addition, you will see people use
“Dear + a name (normally surname)” in the formal context or “Dear + a name
(normally first name)” in the informal context. Then they may end the letter
with Yours sincerely, Best regards or Warm wishes.
In this slide, I also show you how to write a subject line. The subject line
should be written in form of noun phrases and be as short as possible.
Remember to avoid using jargon.
SLIDE 8 There are some important things that you need to keep in mind before writing
a business letter.
I am sorry I wrote you such a long letter; I didn’t have time to write a short
one. (Blaise Pascal)
This statement can be contradictory, but it reflects the truth that it is more
difficult to keep your letter short than write it long. As business people do not
have much time, keep your letter concise and focused.
Before writing, you should:
PLAN
• What has my reader already known about this subject?
• How much information do they need to know?
• How can I present the information in a concise way so that it is easy to
understand?
And then EDIT
• Is there too much or too little detail for my reader?
• Is there any redundant information, e.g. repetition?
• Are there any gaps in the information which will make it difficult for
the reader to understand?
