Bus.+Corre.+Unit+1+and+2

=Unit One =

 1- proof of trade activities  2- future references  3- prevent confusion
 * __ Importance of business correspondence : __**

 1- personal letters ---> when you write letters for a friend or relative it calls a personal letter, its not formal.  2- general business letters --> its formal,ex:enquiry,offer,order.  3-semi-personal--->less formal than the business letter it start with ex:Dear Ali or Mr Arafat  a complimentary close of this type of letters is your sincerely  4-official letters ---> 1- it's usually clear 2- it has a reference 3- the salutation and the complementary close are formal.
 * __ Types of letters: __**

= Unit Tow =

The display of business letters parts and styles **1- header** --> printed heading / the sender address--> include the name of the firm and its complete postal address **2- date**--> its important to stat the date of the letter for the recipient to know how much time has elapsed between your writing the letter and its receipt. --open punctuation ---> 31 dec 2010 <span style="font-family: 'Comic Sans MS',cursive;">--full punctuation ---> 31 st dec ,2010 <span style="font-family: 'Comic Sans MS',cursive;">**3- reference**-->it's needed for filling and classification <span style="font-family: 'Comic Sans MS',cursive;">initials of the sender's name/the initials of the typist/ the name of the department/ file reference number <span style="font-family: 'Comic Sans MS',cursive;">ex: MS/HA/Sales/5468 <span style="font-family: 'Comic Sans MS',cursive;">**4- inside address** -->the receiver address <span style="font-family: 'Comic Sans MS',cursive;">you should write the name of the receiver above the address. <span style="font-family: 'Comic Sans MS',cursive;">when you know the name of the person that you are sending the letter for <span style="font-family: 'Comic Sans MS',cursive;">if he was a man use --> Mr <span style="font-family: 'Comic Sans MS',cursive;">if she was a women use --> Miss or Ms. or Mrs <span style="font-family: 'Comic Sans MS',cursive;">in cas of not knowing his/here name--->you may address your letter to the company directly <span style="font-family: 'Comic Sans MS',cursive;">ex: The Manager, The Director , The Principle <span style="font-family: 'Comic Sans MS',cursive;">if you are writing for a partnership your letter must be addressed Messrs <span style="font-family: 'Comic Sans MS',cursive;">ex: Messrs Smith and Hamilton Co. <span style="font-family: 'Comic Sans MS',cursive;">**5- salutation**-->salutation means greeting <span style="font-family: 'Comic Sans MS',cursive;">we use the family name after Dear Mr. or Dear Mrs <span style="font-family: 'Comic Sans MS',cursive;">if you know the receiver yo should start with Dear Mr ---, Dear Mrs --- <span style="font-family: 'Comic Sans MS',cursive;">if you dont know the receiver you should start with Dear sir, Dear sirs or Dear Madam , Gentlemen ,Sir or Sirs <span style="font-family: 'Comic Sans MS',cursive;">**6- body** ---> <span style="font-family: 'Comic Sans MS',cursive;">sub parts of the body of the business letter :- <span style="color: #0000ff; font-family: 'Comic Sans MS',cursive;">a- reference <span style="font-family: 'Comic Sans MS',cursive;"> --> the first line of the body must include the reference of the letter,referring to a letter you have received an ad. you have seen..etc <span style="color: #0000ff; font-family: 'Comic Sans MS',cursive;">b- purpose <span style="font-family: 'Comic Sans MS',cursive;"> --->you should always state clearly what you want c- information --> d- closing sentence (conclusion)- <span style="font-family: 'Comic Sans MS',cursive;">->round of your business letter with a polite remark. <span style="font-family: 'Comic Sans MS',cursive;">Yours faithfully--->if you start your letter with Dear Sir/Sirs/Madam you must end it with Yours faithfully <span style="font-family: 'Comic Sans MS',cursive;">Your sincerely--> if your letter start with informal salutation ex: Dear Ali it must include with Yours sincerely <span style="font-family: 'Comic Sans MS',cursive;">**9- initials** --->the initials of the person's name who send the letter and the initials of the typist <span style="font-family: 'Comic Sans MS',cursive;">the purpose of the initials--->is to show responsibility for the content of the letter
 * __<span style="font-family: 'Comic Sans MS',cursive;">Main Parts __**
 * <span style="font-family: 'Comic Sans MS',cursive;">7- complementary close **
 * <span style="font-family: 'Comic Sans MS',cursive;">8- signature **

<span style="font-family: 'Comic Sans MS',cursive;">**1- Your reference**--> when you are replaying to a letter it has it own reference <span style="font-family: 'Comic Sans MS',cursive;">you can write your reference under our reference
 * __<span style="font-family: 'Comic Sans MS',cursive;">Secondary Parts __**

<span style="font-family: 'Comic Sans MS',cursive;">**2-Attention Line** ---> the part of the letter which nominates the address <span style="font-family: 'Comic Sans MS',cursive;">typed one line above or below the inside address

<span style="font-family: 'Comic Sans MS',cursive;">**3- subject heading** ---> state the subject of the letter <span style="font-family: 'Comic Sans MS',cursive;">it helps in filling especially if a subject-based filing system is adopted <span style="font-family: 'Comic Sans MS',cursive;">it write below the salutation <span style="font-family: 'Comic Sans MS',cursive;">centered above the body

<span style="font-family: 'Comic Sans MS',cursive;">**5- Routing of carbon copies (cc)**--> each (cc) should contain the name and title of the person it os sent to <span style="font-family: 'Comic Sans MS',cursive;">the orginal copy also known as the blind version does not show to whom the cc are sent <span style="font-family: 'Comic Sans MS',cursive;">it always placed at the button left-hand side of the last page of the letter <span style="font-family: 'Comic Sans MS',cursive;">**6- Postscript (PS)**---> used to emphasize a certain point mentioned in the body of the letter
 * <span style="font-family: 'Comic Sans MS',cursive;">4- enclosures (Encls. or Enc/s) **

<span style="font-family: 'Comic Sans MS',cursive;">a letter that need more than one page --> a continuation sheet or sheets must be used <span style="font-family: 'Comic Sans MS',cursive;">is a plain sheet headed by:- <span style="font-family: 'Comic Sans MS',cursive;">1- the address's name <span style="font-family: 'Comic Sans MS',cursive;">2- the date <span style="font-family: 'Comic Sans MS',cursive;">3- the page number
 * __<span style="font-family: 'Comic Sans MS',cursive;">Continuation sheet __**

__**<span style="font-family: 'Comic Sans MS',cursive;">Styles :- **__ <span style="font-family: 'Comic Sans MS',cursive;">1- the indented style <span style="font-family: 'Comic Sans MS',cursive;">2- semi-indented style <span style="font-family: 'Comic Sans MS',cursive;">3- full-blocked style <span style="font-family: 'Comic Sans MS',cursive;">4- semi-blocked style