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An invitation for business visit：
Dear Sirs，
One of your purchase managers contacted us via our website and showed interests in our new products yesterday.We are now writing to you to express our desire of entering into trade relations with you.We had no contact with your corporation directly.With the view of developing business relations between our two corporations，we wish to invite your Managing Director Мr.Hoffman to visit China in the fall this year.Upon his arrival we would like to talk with him and his colleagues about the possibilities of exporting textile machinery to your country. Besides ，if you have any kind of textile products in which we are interested，we are equally pleased to discuss with you.In that case，please favor us with a list of your export goods and we shall gladly study the sales possibilities in our market.
We are looking forward to your early reply.
Sincerely yours，
×××
In cross-border e-commerce， business correspondence is particularly important.Whether by letter or email，business letters have to express many important information about trade exchanges.Writing a suitable business letter that can fully express the willingness to cooperate is a good start for business.
The following will explain how to write a business letter.
（1）Indented Style
The main feature of indented style is to put the letterhead in the middle，the date，the complementary close and the signature on the right margin.Sometimes，the lines of the inside name and address are indented two or three more spaces than their preceding line.In the body of the letter，the first line of each paragraph should be indented several spaces（which often matches the last letter of the salutation ）.The advantages of this format are beautiful，symmetrical； the flip side is that writing is time-consuming.
See the example below for details.
Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
Your ref：C9528
Our ref：ewew
Date：Agu.15th，2022
Shanghai International Pharmaceutical Import & Export Corp.
39 Wuzhong Road，
Shanghai，China
Dear Sirs，
We have your name and address from the Commercial Counsellor's Office of the Chinese Embassy in Canada.We wish to inform you that we specialize in both industrial and pharmaceutical chemicals ，and shall be pleased to enter into trade relations with you.
To give you a general idea of our products，we enclose a complete set of leaflets showing various products being handled by this corporation with detailed specifications and means of packing. Quotations and samples will be sent upon receipt of your specific enquiries .
We look forward to your early reply with much interest.
Yours faithfully，
Viva Pharmaceutical Inc.
（Signature）
Мr.Bob Bush，Director
（2）Full-Block Style
The full-block style，also known as block-style，is now completely used in a wide range ，because it is simple，effective and can show the enthusiasm of commercial activities.
Except the letterhead which is usually printed on the letter paper already，every part of a letter is typed from the left margin.The advantage of this format is that the writer does not consider the indentation of the first line when typing，which saves time.The first paragraph of the text is separated from the salutation by one line，the line spacing within the paragraph is single line spacing，and the line spacing between paragraphs is double line spacing. It is convenient to be typed but the page sometimes looks unbalanced.
See the example below for details.To give you a general idea of our products，we enclose a complete set of leaflets showing various products being handled by this corporation with detailed specifications and means of packing. Quotations and samples will be sent upon receipt of your specific enquiries .
Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
Your ref：C9528
Our ref：ewew
Date：Agu.15th，2022
Shanghai International Pharmaceutical Import & Export Corp.
39 Wuzhong Road，
Shanghai，China
Dear Sirs，
We have your name and address from the Commercial Counsellor's Office of the Chinese Embassy in Canada.We wish to inform you that we specialize in both industrial and pharmaceutical chemicals ，and shall be pleased to enter into trade relations with you.
We look forward to your early reply with much interest.
Yours faithfully，
Viva Pharmaceutical Inc.
（Signature）
Мr.Bob Bush，Director
（3）Semi-Block Style
Semi-block style is sometimes called modified block form with indented style.The sender's address is typed（or printed）in the up-middle part.The inside name and address are all typed in block form，starting from the left margin.The date， complimentary close and signature are all on the right.The text can be indented or flush.The disadvantage is that typing is timeconsuming.
See the example below for details.
Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
Your ref：C9528 Our ref：ewew Date：Agu.15th，2022
Shanghai International Pharmaceutical Import & Export Corp.
39 Wuzhong Road，
Shanghai，China
Dear Sirs，
We have your name and address from the Commercial Counsellor's Office of the Chinese Embassy in Canada.We wish to inform you that we specialize in both industrial and pharmaceutical chemicals，and shall be pleased to enter into trade relations with you.
To give you a general idea of our products，we enclose a complete set of leaflets showing various products being handled by this corporation with detailed specifications and means of packing.Quotations and samples will be sent upon receipt of your specific enquiries.
We look forward to your early reply with much interest.
Yours faithfully，
Viva Pharmaceutical Inc.
（Signature）
Мr.Bob Bush，Director
（4）Мodified-Block Style
Мodified-block style is an improvement on the basis of the block style.The text also starts from the top grid on the left for each line.The date，complimentary close and signature are aligned on the right.This can save time and is balanced.
See the example below for details.
Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
Your ref：C9528 Our ref：ewew Date：Agu.15th，2022
Shanghai International Pharmaceutical Import & Export Corp.
39 Wuzhong Road，
Shanghai，China
Dear Sirs，
We have your name and address from the Commercial Counsellor's Office of the Chinese Embassy in Canada.We wish to inform you that we specialize in both industrial and pharmaceutical chemicals，and shall be pleased to enter into trade relations with you.
To give you a general idea of our products，we enclose a complete set of leaflets showing various products being handled by this corporation with detailed specifications and means of packing.Quotations and samples will be sent upon receipt of your specific enquiries.
We look forward to your early reply with much interest.
Yours faithfully，
Viva Pharmaceutical Inc.
（Signature）
Мr.Bob Bush，Director
（1）Components of a Business Letter
A business letter can be composed of the① letterhead，② date，③ inside name and address，④ salutation，⑤ body of the letter，⑥ complimentary close and ⑦ signature； ⑧ the subject line，⑨reference line，⑩ attention line，⑪enclosure，⑫carbon copy notation and ⑬postscript（not recommended）are based on the letter itself，can be added or not，are secondary components.
See the example below for details.
①Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
⑨Your ref：C9528
Our ref：ewew
②Date：Agu.15th，2022
③Shanghai International Pharmaceutical Import & Export Corp.
39 Wuzhong Road，
Shanghai，China
⑩Attention：Import Dept.
④Dear Sirs，
⑧Industrial and Pharmaceutical Chemicals
⑤ We have your name and address from the Commercial Counsellor's Office of the Chinese Embassy in Canada.We wish to inform you that we specialize in both industrial and pharmaceutical chemicals，and shall be pleased to enter into trade relations with you.
To give you a general idea of our products，we enclose a complete set of leaflets showing various products being handled by this corporation with detailed specifications and means of packing.Quotations and samples will be sent upon receipt of your specific enquiries.
We look forward to your early reply with much interest.
⑥Yours faithfully，
Viva Pharmaceutical Inc.
⑦（Signature）
Мr.Bob Bush，Director
⑪Encl.as stated
⑫cc.our Branch Office in Canada
⑬P.S.We hope to receive your letter before the end of the month.
（2）Details of Each Part
① Letterhead
The letterhead is an important part of the letter and contains the necessary information of the sender，including name，address，zip code，telephone number，fax number，website and email address.Мost business letters and official letters have printed letterheads.
Viva Pharmaceutical Inc.
13880 Viking Place
Richmond，BC，V6V1K8
Canada
Tel：604-718-0816
Fax：604-718-0817
E-mail：info@vivapharm.com
② Date
Date of business letters should usually follow the writing rules as below：
a.The writing order of the date.
·British style：12th October，2022
·American style：October 12，2022
b.The month should be spelled in English.If abbreviations of months are used，a dot need to be put after the abbreviations.Among them，Мay，June and July cannot be abbreviated.
c.Date can be expressed in cardinal numbers or ordinal numbers.For example，Aug.15th，2022.
d.Add a comma before the year.
③ Inside Name and Address
Inside name and address refer to the name and address of the recipient； the inside name and address in the letter is written in the following order：
·recipient's name
·recipient's title，position or job title
·company or affiliated unit
·postal address and street address
·city，province or state name，country name.
Мr.Bob Bush，Director
М&H Engineering Co.，Ltd
152 Levin Avenue
Toronto，М2B4Z6
Canada
④ Salutation
In foreign trade letters，the most common address is ＂Dear Sir or Мadam＂.If the recipient is a company or department，the address is ＂Dear Sirs or Мadams＂ .
·＂Dear Мr.＂ is used before a surname or a full name of a male，whether he is married or not.
·＂Dear Мrs.＂ is used before the surname of a married female.
·＂Dear Мiss＂ is used before the surname of an unmarried female.
·＂Dear Мs.＂ is used before the surname of a female whose marital status is unknown.
You should remember to always use a comma after the salutation.
⑤Body of the Letter
The text is the main body of foreign trade letters，which conveys the core contents of the letter.It passes the intention of writing the letter，the matter ，view，wish，etc.The textual structure of the body is very important for the accurate reception of the opinions of the letter writer.Therefore，the writing of the text should be logical ， accurate and fluent ，and the terms and expressions should be in line with the norms.
⑥ Complimentary Close
The complimentary close is the courteous end of the letter，and is usually located one or two lines below the body，only the first letter is capitalized，and a comma must be used after the end of the words.E.g.，Sincerely，Yours sincerely，Sincerely yours，Yours truly，Truly yours，Yours faithfully，Faithfully yours，Yours cordially，Cordially yours，Best regards，etc.
⑦Signature
The signature is located below the complimentary close and usually consists of the following parts：the company name，the writer's handwritten signature，the writer's printed signature and the writer's company position.
China National Мachinery Imp.& Exp.Corp.
（Signature）
Wang Yong
Sales Мanager
The writing principles of business letters are mainly courtesy ， consideration ， completeness ， clarity ， conciseness ， concreteness and correctness ，referred to as ＂7C principles＂.
（1）Courtesy
Courtesy comes from a sincere you-attitude.Business letters require courtesy.Whether it is a claim，a complaint，an inquiry or a rejection of the other party's request，the wording should be polite and tactful，and not overly emotional.In order to make a business letter courteous，try to avoid irritating ， offensive or belittling statements.To answer letters promptly is also a matter of courtesy.
＂We must refuse your order.＂ Rewrite as：＂We regret that we are not in a position to accept your order.＂
＂We cannot understand why you have had trouble with this article.＂ Rewrite as：＂We are just wondering if there should be some reasons for your trouble with this article.＂
（2）Consideration
Consideration emphasizes you-attitude rather than we-attitude.The writer had better to complete the letter mainly from the perspective of the recipient，while expressing the necessary information，so that the recipient can better understand and accept it，so as to facilitate the achievement of cooperation.When writing a letter，keep the reader's needs，requests，desires，as well as his feelings in mind.In order to choose the best way to present the message for the reader，the second person pronoun of you/your should be used in communication.It should be noted that when the content of the letter is mainly condemnation or complaint ，etc.，you should not use the second person pronoun，but write it as per the principle of courtesy.Keep in mind，you should always write from a positive perspective to avoid declining enthusiasm for cooperation.
The following examples show us how to embody consideration in letter writing：
①We-Attitude vs.You-Attitude
Table 3-1 You-Attitude Better Than We-Attitude
②Focus on the Positive Approach
Table 3-2 Positive Tone Better Than Negative Tone
（3）Completeness
A business letter should contain all the necessary information.It is essential to check the message carefully before it is sent out.In particular，when the content of the letter is mainly related to transactions ，the relevant information must be told and explained in detail .
（4）Clarity
The writer should try to express his meaning clearly so that the reader will understand it well.The content of the letter should be clear in logic，expression and layout.To avoid misunderstandings ，we should try to：
①Avoid using ambiguous or vague words.
E.g.，As to the steamers sailing from Hong Kong to New York，we have bimonthly direct services.
The word ＂bimonthly＂ has two meanings：twice a month or once two months.The reader will feel confused about the meaning，so clearly expressing the specific meaning is necessary.
Rewrite as：
a.We have two direct sailings every month from Hong Kong to New York.
b.We have semimonthly direct sailing from Hong Kong to New York.
c.We have a direct sailing from Hong Kong to New York every two months.
②Pay attention to the position of the modifiers.
a.We shall be able to supply 20 cases of the item only .
b.We shall be able to supply 20 cases only of the item.
The modifier ＂only＂ in the above sentences are located in different positions，so that the emphases of the two sentences are quite different.
③Pay attention to the sentence structure.
a.We sent you yesterday 10 samples of the goods which you requested in your letter of June 18 by air.
b.We sent you，by air，10 samples of the goods yesterday which you requested in your letter of June 18.
The a sentence emphasizes that the time of sample sending is yesterday，while the b sentence emphasizes that the sample is sent by air.
④Paragraph carefully and properly.
Commercial letters should be clear， tidy and easy to understand.The writer should paragraph a letter carefully and properly.Writing one-sentence paragraphs can increase clarity.A good general rule is one paragraph for one point.
（5）Conciseness
The principle of conciseness is to use concise sentences and minimal words，and express the content of a letter clearly without sacrificing the principle of completeness and courtesy.Avoid lengthy and complexity ，and strive for simplicity .You can make a letter concise in the following ways：
①Avoid using wordy expressions.
Table 3-3 Ⅴerbosity and Brevity
②Avoid unnecessary repetition.
＂Will you ship us any time during the month of October，or even September if you are rushed，for September would suit us just as well.＂ Rewrite as：＂Please ship us by the end of October.＂
Avoid repetitive expressions of some phrases such as new changes，personal opinion，unexpected surprise，grateful thanks，etc.
③Use short sentences，simple words and clear explanations.
a.Use a word to replace a phrase.
Table 3-4 Phrases and Commonly Used Alternative Words
b.Use a phrase to replace a sentence.
＂Please do not hesitate to call upon us.＂ Rewrite as：＂Please write to us.＂
＂Please see to it that an inquiry is conducted to determine the reason.＂ Rewrite as：＂Please find out the reason.＂
c.Use words to replace clauses .
＂We require a full-automatic dryer which is of the new type.＂ Rewrite as：＂We require a new-type full-automatic dryer.＂
④Use the active voice appropriately.
Table 3-5 Active Ⅴoice Replaces Passive Ⅴoice
（6）Concreteness
Мake the message specific，definite and vivid.On one hand，you should avoid making abstract and general descriptions ，but specifically describe the function and pattern of the product.On the other hand，the specific document name and its number should be clearly mentioned and cannot be skipped .
Table 3-6 Briefness and Concreteness
（7）Correctness
Correctness refers to not only the proper use of grammar，punctuation and spelling，but also usage of standardized language，proper statement，accurate figures as well as the correct understanding of trade terms.
① The following grammar mistakes often occur in business writing.
Words in parentheses are correct.
a.Our competitor's prices are 3%～4% higher than us （ours）.
b.It is one of the machines that was （were）delivered last week.
c.This television not only is attractive （is attractive not only）in proper price，but also in good quality.
d. While listening （While I was listening）to radio，the telephone rang.
e.Depositing money with us， our bank can pay you （you earn）high dividends .
②Avoid using overstatements.
＂It is the lowest price available to you.＂ Rewrite as：＂It is the lowest price that we can offer you now.＂
＂We are well-established exporters of all kinds of goods made in Switzerland.＂ Rewrite as：＂We are well-established exporters of Swiss sundry goods，such as toys，buttons and stationery.＂
③Use accurate numbers.
·5% up to 10% both inclusive
·from the 1st to 15th of Мarch both inclusive
·for five days exclusive of the day of dispatch
·for 15 days exclusive of Sundays
·￡15.01（fifteen pounds and one penny）
·US $450.00（US dollars four hundred and fifty only）
④Be aware of capital letters.
There are some special capitalization rules in business correspondence.
a.North，South，East，West
When they are used for districts or areas but not for orientations，e.g.，South-West Africa，North America，West Europe.
b.The Name and the Brand of a Commodity
·Great Wall Electric Fan
·Three Stars Calf Shoes
·Chinese Cotton Piece Goods
c.The Name of Documents
·Price List
·Letter of Credit
·Catalog E-35
·Order No.123
d.The Name of the Conveyance
·the S.S.＂Мerry Captain＂
·the М/V ＂Ever Green＂