Dear Miss Chen,

I am very pleased to inform you that our project signed with Seravia Limited on Sep. 10 is processed smoothly; however, an engineer deficiency must be solved urgently because the project should have an engineer to supervise the technique process. If there is no engineer available in the present engineer group, would you please contact with HR department for an urgent recruitment? I appreciate very much if an engineer will be sent within two weeks so that our project will not be delayed.

Sincerely yours,

XXX

第二篇：formal letter

How to Write a Business Letter

Business letters encompass 1)the styles; 2)the elements; 3)the envelopes; 4)the writing principles. All these aspects are inseparable ingredients of business letter writing.

Styles of Business Letters

There are normally three styles in business letters: the indented, the blocked, and the modified.

1. The Indented Style

In this style, the inside address and the paragraphs are indented, and the date and the complimentary

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This is a combination of the indented and the blocked style. Here, the heading is in the center, the paragraphs are indented, the date and complimentary close are near the right-hand margin.

Elements of Business Letters

Business letters are composed of seven major parts: 1)heading; 2)date; 3)inside address; 4)salutation;

5)body; 6)complimentary close; and 7)signature. However, some other parts may also be includes or omitted if it is necessary. Here is a brief introduction to the different parts of the business letters.

1. Heading

The heading or letterhead refers to the sender’s address, which also includes the telephone number, and the fax number. Nowadays, it may indicate the internet and e-mail information. Generally speaking, this part is often printed on the writing paper of a company.

2. Reference Number

This refers to the coded number created by the sender so that it is easy for him to arrange and keep the files. The reference number is only for the sender’s convenience and is irrelevant to the addressee. For example:

Your Ref. No. TG-7826

Our Ref. No. CQ-3892

Sometimes, the reference number is mentioned in the first paragraph of the body. Let’s take another for example:

“We refer to your letter of September 20,2003,ref. No. AD-31900…”

3. Date

The date is very important in business correspondence and should be clearly stated after the reference number. The months are normally not contracted and the days can be written with cardinal or ordinal numbers.

The British style is the day, the month, and the year in sequence. For example: 18th March, 2010 or 18 March, 2010.

The American style is the month, the day, and the year in sequence. For example: March 18th, 2010 or March 18, 2010.

4. Inside Address

The inside address may include the attention line, which indicates that the letter is expected to be

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passed promptly to the specific person in charge of the program. The usual place of the attention line is between the inside address and the salutation.

5. Salutation

6. Subject Line

The subject line, sometimes called the caption, is the main idea of a letter. It may include or omit the word “Subject,” “About,” or “Re,” and it is often placed in the center and underlined to call the receiver’s attention.

(Inside Address)

(Salutation)

Subject: Purchasing IBM Computers

(Body of the Letter)

7. Body

The body is the most important part of a business letter. It conveys the writer’s message, so it should be carefully planned. In this part, the writer should pay attention to the following rules:

(1) Organize the idea in a good order.

(2) Write in simple, clear, polite, and correct English.

(3) Have a good introductory opening paragraph.

(4) Confine each paragraph to the topic under discussion.

(5) Call for some action in the closing sentences.

8. Complimentary Close

9. Signature

The signature is made of four aspects: the name of the writer’s company below the complimentary close, the signature, the typewritten name, and the writer’s business title or position. All the four aspects should be written on separate lines. The signature is pen-written above the typed name, and never signed with a rubber stamp.

10. Business letters often require the initials of the message director and the typist so that it is easy to identify and arrange the files. The initials appear at the left margin below the signature. The dictator’s initials are capitalized while those of the typists are either capitalized or not. Colons or slashes are used to separate the director and the typist. For example”

JFK:MT JFK:mt JFK/mt

11. Enclosure

An enclosure is anything in the envelope other than the message itself. You need to indicate them if you include documents, catalogues, invoices, price lists, and so on. When more than one item is enclosure, you may indicate the number. For example:

Encl: a/s (as stated)

Encls: 3 invoices

Encl 1: 2 certificates

Encl 2: 4 photos

12. Carbon Copy

13. Postscript

PS: I will meet you at the August Conference.

14. Pagination

If a letter is more than one page and continuation sheets are used, plain paper of the same quality as the letterhead should be used and typed with the following information on the top:

(1) the number of the page (in the center)

(2) the addressee or his company (on the left)

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