Headline should include the name of the company; field of activity; address; POB; codes. All of them are arranged in a form established by the boss of the company. The British societies have in their names the words "Limited" or "Co. Ltd.". It means that the responsibilities of the society are limited. The American companies have the word "Incorporated" or for short "Inc.".
The next element that appears on the letter is the date; there are so many different ways of writing it such as: the 3rd of May, 3 May... The American variant looks like: May 3rd, 20.. while the British one is 3rd May 20.. .But for avoiding any interpretation, the date is to be written keeping the following order: Day/Month/Year and this is typed in full. Example: "23 April 2008 ".
The references are groups of capital letters indicating the first letters of the names of the persons who are in charge with the writing and typing of the letters. Example: Reference. AM/BB (i.e. Adams Mary/Brown Betty -the first person has written the letter while the second has typed it). The reference may contain some numbers which are the codes of a department that is in charge with the solving of a problem, such as -523/LO. When a letter exchange begins, the first letter that is sent contains:Our reference. AM/BB
If you get an answer to this letter, then on this one, there is a pair of I references such as: Our reference.
It means that the receiver has its own reference (Our reference. JE/SH) and the addressee's one is mentioned as your reference. AM/BB. The two couples of references indicate the two equivalents from the companies who are in charge with the solving of the problem. They are generally placed on the left side of the paper or in the middle but always on the same level.
The inside address is in fact the addressee's address. It contains the full name of the person (no abbreviations are allowed, the name is written in the same way the person writes it, as you have seen it on the visit card or on another address), institution, street, town, country, if it is the case. The name is accompanied by Mr., Mrs., Miss., Prof., Dr. and function is sometimes placed; in that situation, it occupies the first place and then you avoid Mr. etc. It looks like:
The salutations or greeting formulas are written under the inner address
and depend on who are the persons you are addressing to. It is a matter of custom and a polite way of addressing to a known or unknown person. If you know the recipient's name (you have already mentioned it in the
inside address) then you may begin your letter with Dear Mr. Courtland or Dear Mrs. Jackson
It is better than being too formal by using "Dear Sir" or "Dear Madam". If the letter is addressed to a partnership (e.g. "Holmes and Hatton Co." or "Utility Furniture Co.") or if an attention line has been used, the more formal salutation "Dear Sirs" is used. If your letter is addressed to the head of a department or the head of an organization whose name is not known, then the salutation "Dear Sir" or "Dear Madam" or "Dear Sir/Madam" would be used.
After leaving 4/5 blank lines for a signature, the name of the sender should be shown, either with initial capitals or in upper case as preferred. The writer's designation or department should be shown immediately beneath the name, in the following examples, note that the title "Mr" is never shown when the writer is a man, but "Mrs" or "Miss" must always be added in brackets after a woman's name.
Any commercial transaction begins with an enquiry - i.e. a desire to buy goods (so you request for information); a company is in the market for some sort of goods and looks up the firm's addresses in a trade directory-Prospective suppliers have been recommended to it by other customers with whom you are acquainted or have heard of them from our foreign agencies or from commercial offices or from advertisements in newspapers, reviews, catalogues etc. So you are put in the situation to write for information about the goods you need. There are printed Enquiry Forms which are filled in when you require general or specific information.
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