برای نامه نگاری تجاری با یک شرکت به زبان انگلیسی نیاز است تا نامه ای با مشخصات درست ارسال گردد.
از جمله این مشخصات می توان به موارد زیر اشاره کرد:
نشانی نویسنده نامه
نشانی گیرنده یا مخاطب نامه
ادای احترام به مخاطب نامه
و در انتهای نامه باید امضا و اعلام پیوست دار بودن نامه و عرض ارادت یا تشکر ذکر گردد.
در زیر نمونه هایی از نامه تجاری آورده شده است.
3519 Front Street
Mount Celebres, CA 65286
October 5, 2004
Ms. Betty Johnson
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months.
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.
Rules for Writing Formal Letters in English
In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.
1) Your Address
The return address should be written in the top right-hand corner of the letشter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.
Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.