Professional Documents
Culture Documents
John Smith
XYZ Bank
Suite 567
We have reviewed your application for credit, and it is our pleasure to inform you that an account has been opened for y
Please feel free to use your account as often as you wish. A descriptive brochure is attached which outlines the terms an
opened.
Should your credit requirements change, or should you have any questions regarding your new account, call this office a
representatives.
When you call, please have your account number available, in order that we might have quick access to your file.
Yours faithfully,
John Smith
XYZ Bank
Suite 567
We acknowledge your application for credit extension, regarding special terms with our company.
Regrettably, your request has been declined as your current financial standing does not meet with our credit requiremen
improve, we encourage you to re-apply if and when you feel your financial position has improved. We recommend you
assess your status.
Until such time as you have reached a limit that is possible for us to negotiate, we are pleased to continue to process ord
As always, your business is welcome and will continue to be handled promptly and professionally. Thank you for choos
Yours faithfully,
BANK ERROR
[DATE, ex. Wednesday, June 11, 1998]
John Smith
XYZ Bank
Suite 567
I request that you check this matter and resolve it as quickly possible.
Your hasty action in resolving this issue will be greatly appreciated and I thank you in advance and look forward
to hearing from you.
Yours sincerely,
XYZ Bank
Suite 567
I would like to request a wire transfer $[AMOUNT] from our account #[ACCOUNT NUMBER] to the
following account:
I would greatly appreciate your executing this request at your earliest convenience.
Sincerely,
John Smith
XYZ Bank
Suite 567
$[AMOUNT] from our account #[ACCOUNT NUMBER] to our account #[ACCOUNT NUMBER]
I would greatly appreciate your executing this request at your earliest convenience.
Sincerely,
John Smith
XYZ Bank
Suite 567
We are interested in investing $[AMOUNT] in term deposits or other similar instruments for a duration of
[DURATION, ex. nine months]. I kindly request, thus, that you forward your current rates on such instruments
to me at:
[ADDRESS, ex.
PowerAccount Industries
Sincerely,
John Smith
XYZ Bank
Suite 567
We hereby request that you temporarily increase the limit on our credit facility to [REQESTED AMOUNT OF
CREDIT LIMIT, ex. $750,000], until [DATE INCREASE REQUIRED UNTIL, ex. September 30, 1998].
[EXPLAIN REASONS FOR TEMPORARY INCREASE, ex. As you are aware, our revenues are seasonal, and
although we are now gearing up for our busiest season, we will not realize these revenues until later in the
quarter. It is for this reason that we require a temporary increase.
Please feel free to call me if you have any questions or comments or if you require any additional information.
We anxiously await your response.
Sincerely,
John Smith
XYZ Bank
Suite 567
[LIST CHECK NUMBER(S), AMOUNT(S), RECIPIENT(S), DATE(S) AND ACCOUNT NUMBER(S), ex.
12423 $1,203.23 ABC Co. 5/3/98 2132342-23423]
I hereby authorize the service charge to be deducted from my [savings / checking] account, #[CHECKING
ACCOUNT NUMBER].
Sincerely,
2. Customer
John Smith
XYZ Inc.
Suite 567
Dear__________,
We welcome you as a new customer to our commercial business. We are quite sure that you will be extremely
satisfied with our line of products and the service we provide to all our customers.
There are a number of ways that you can purchase our product. We will be grateful if you could specify the usual
terms with which you purchase other products. You are invited to purchase our merchandise on our regular open
account terms. Our credit manager will be happy to discuss any aspect of our credit policy with you at your
convenience.
I have enclosed our catalog and price list for you to carefully look through. I believe that you will find our prices
competitive and in keeping with industry trends.
During the year we offer our valued customers frequent discounts as an incentive and as a showing of our
appreciation.
I do hope you will provide us the opportunity to offer you our service you in the near future.
Sincerely,
John Smith
XYZ Inc.
Suite 567
Dear Customer,
You have obtained our 'valued customer' status. This is an honor accorded to a select few.
It means that we recognize the very special needs related to your volume and customization requirements, which
include quick access to design and manufacturing information, estimated delivery times, open-to-buy status, and
dozens of other details that call for fast, accurate answers.
To ensure that you receive the data you need within minutes of your asking, we are assigning you your very own
Customer Service Representative. (CSR name) will monitor your orders, review them with manufacturing, art,
traffic and keep me up-to-date on your activity while I’m out of the office. His/her direct dial number is
(number).
(CSR name) will call you next week to introduce himself/herself. He’s/she’s a bright young man/woman who
has been trained for the last three weeks on every facet of your account. I’m sure he/she’ll do a wonderful job.
Sincerely,
John Smith
XYZ Inc.
Suite 567
Dear Customer,
An after hours spectacular to introduce you to our brand-new line of (our Company Products/Services).
We are celebrating the best buys in the history of (our company), and we want you to preview our amazing new
collection prior to its announcement to the general public.
(DAY)EVENING, (DATE)
AT (LOCATION)
As an invited guest, you'll have first choice of our new selection, plus you'll receive a Valued Customer Bonus:
And don't eat before you come over, because we're putting together a fantastic buffet dinner with all the
trimmings!
This invitation is your ticket to join us for a party, preview, and savings!
Sincerely,
John Smith
XYZ Inc.
Suite 567
Dear _______,
On behalf of our Company, I would like to thank you for your compliments. We pride ourselves on giving our
customers the very best, no matter the magnitude of the occasion.
In response to your kindness, we thought it would be fitting to send you a gift certificate that is but a small token
of our appreciation toward customers such as yourself.
Sincerely,
John Smith
XYZ Inc.
1234 First Street
Suite 567
Dear________,
Just a short note of appreciation for the service and support I have received from you and your employees.
I recently had a problem with some of the merchandise I had ordered and I placed a call to your support number.
Within minutes my call was returned and my query dealt with in a prompt and professional manner.
Your customer service is of exceptional quality and I wish to thank you and your staff for providing such
excellent service.
Sincerely,
NEW REPRESENTATIVE
John Smith
XYZ Inc.
Suite 567
Dear _______,
It is our great pleasure to advise you that a new sales representative will now be representing our firm in your
area.
He has been handling our accounts in various locales for some time and is extremely knowledgeable in this field.
Your new representative is scheduled to visit your office in 10 days time.
If you have any questions or special requests, please do not hesitate to contact him. As I am sure you will agree
after meeting him, he is an asset to any company and we are very proud to have him on our staff.
Sincerely,
XYZ Inc.
Suite 567
Dear _______,
I wish to thank you and your staff for providing such excellent service. It was a pleasure to deal with members of
your staff. The service was impeccable, and the staff was always very well-mannered and helpful. I was truly
impressed with the level of dedication present.
This is not the usual letter that I have the pleasure of sending out, since it is not every day that one comes across
service of such a high standard.
Sincerely,
John Smith
XYZ Inc.
Suite 567
Dear Customer,
We have had the happy experience of receiving one or more orders from you every year for several years. But,
as I study our list of faithful customers, I note that you haven’t bought anything from us for the past two years.
This set me to wondering: Did we goof on a shipment? Was the merchandise you last ordered not exactly what
you wanted? Or is it simply because you haven’t needed anything?
Whatever the reason, we would really like to know, and we hope you will tell me by replying to this letter, which
you can mail in the postage-paid envelope.
In the meantime, I am sending you a flyer describing our special “rock-bottom prices” sale on all (our
product/services). Maybe when you see the bargains offered, you will start buying from us again.
If we can help you in any way, please let us know. We would really like to have you as one of our regular
customers again.
Sincerely,
John Smith
XYZ Inc.
Suite 567
Dear _______
We hereby inform you that effective (date), our company will no longer be offering the service of (type of service). This
management decision taken after focusing all our efforts in the area of (type of service). This restructuring, we believe,
benefit our customers as we continue to direct our expertise in the other areas.
However, we are quite aware of the importance, that our customers should continue to receive good of service, so we ar
pleased to announce that our former employee, (name), will now be offering this service. Since he has already had
considerable experience with this type of service during his involvement with our company, and having built up a super
level of competence, we are extremely confident that we will be referring our service to a very good source.
We encourage you to contact (name) at (phone #) for your service requirements. We are quite confident that you will fin
to be professional in every respect.
It has been our pleasure to serve you over the years and we thank you for all your support. Our company is looking forw
a continued association with you as we provide you with the kind of focused expertise you need.
Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: EXCHANGE ISSUED
RETURN PRODUCT ACKNOWLEDGEMENT: EXCHANGE ISSUED
John Smith
XYZ Inc.
Suite 567
I am happy to exchange your [OLD PRODUCT, ex. Magnaflux compressor, model 452B] (invoice #[INVOICE
NUMBER]) with [NEW PRODUCT, ex. model 542X]. [STATE HOW DIFFERENCE IN PRICE WILL BE
HANDLED, ex. Since the 542X is priced $987.62 less than the 452B, I have credited your account in that
amount.]
Since your satisfaction is our goal, do not hesitate to call me at XXX-XXXX if I can be of any further
assisstance.
Sincerely,
John Smith
XYZ Inc.
Suite 567
I understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered
in an unacceptable condition. I will immediately ship to you a replacement. {STATE INCENTIVE, ex. Since I
am embarrassed by this matter, I will discount the replacement order by 5%. The difference will be credited to
your account}
Call me at XXX-XXXX if I may be of any other assistance.
Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, CREDIT
ISSUED
RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, CREDIT ISSUED
John Smith
XYZ Inc.
Suite 567
I understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered
in an unacceptable condition. I will immediately issue a credit to you in the amount of $[AMOUNT], to be
applied against your next bill.
I am ready to ship to you a replacement immediately and at your request. {STATE INCENTIVE, ex. Since I am
embarrassed by this matter, I will discount the replacement order by 5%} You can reach me at XXX-XXXX.
Sincerely,
RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, NO
RETURN FEE
RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, NO RETURN FEE
[DATE, ex. Wednesday, June 11, 1998]
John Smith
XYZ Inc.
Suite 567
If you are not satisfied, we have not done our job properly. I’m sorry that you are not pleased with [STATE
PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]) and I will immediately process
your return.
Ordinarily, we issue a credit to be used against your next invoice and, levy a [X]% [restocking / return etc.] fee
to cover the costs we incur to restock and repackage the product. Since your satisfaction is our business, I have
waived the restocking fee and enclosed a check for the full amount of your return.
{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I
understand that operating temperature is a key concern for you. May I take this opportunity, Mr. Smith, to
suggest our R3B model? This model will interface with your existing machinery and operate at a far lower
temperature. I will be pleased to discuss the R3B’s features with you at your request.}
Sincerely,
John Smith
XYZ Inc.
Suite 567
If you are not satisfied, we have not done our job properly. I’m sorry that you are not pleased with [STATE
PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]) and I will immediately process
your return in the amount of $[AMOUNT]. This figure includes a [X]% [restocking / return etc.] fee to cover
the costs we incur to restock and repackage the product, and to maintain our competitive prices.
Ordinarily, we issue a credit to be used against your next invoice, but I know you would prefer a check. Your
satisfaction is our business. Enclosed, please find a check in the amount of your return.
{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I
understand that operating temperature is a key concern for you. May I take this opportunity, Mr. Smith, to
suggest our R3B model? This model will interface with your existing machinery and operate at a far lower
temperature. I will be pleased to discuss the R3B’s features with you at your request.}
Sincerely,
3. Sales
a) SPECIAL OFFER
[DATE, ex. Wednesday, June 11, 1998]
John Smith
XYZ Inc.
Suite 567
How often have I had to write over the years advising you of a price increase? Why, you ask, am I so happy?
Read on! This is to advise you that, for a limited period of time, we are reducing prices on certain items in our
catalog.
Take a moment to review the enclosed catalog. I have circled in red ink the items that are temporarily reduced.
What an opportunity! Please take advantage of these low prices. If you wish to order large quantities, or stagger
shipments, you can call me at the above telephone number and we will try to work out mutually acceptable
terms and conditions.
In any event, I suggest you place an order as soon as possible, as these prices are only in effect until (date]). I
look forward to receiving your reply.
Yours sincerely,
XYZ Inc.
Suite 567
The (name of store) has opened a wonderful new store in (location) at (address). The (name of
store) has been satisfying home furnishing needs since (year). Our experience has shown us that when you shop, you wa
selection, quality, availability, and value. Our (name of company) can offer you all this and more!
We have expanded our furnishings of over (number of rooms) room groupings to include (name of grouping). This
collection features (name of few brands), as well as many other famous name brands that complete our (amount of
money) inventory.
As an introductory offer to our new (location) store, we are offering you a ( discount) on ALL
regularly priced merchandise. We also have a "get-acquainted" gift for you. It is (gift) which is absolutely FREE with an
purchase of (amount of money) or more. You have a choice of ( choice) to select from.
To make shopping even more of a convenience, (name of store) invites you to open (type of charge) account today. With
this card you can charge your purchases and not have to be concerned about a down payment or tying up your other
charge cards. And your credit card will be welcomed at any of our stores.
All you have to do is complete the coupon below and submit it to us. Why not do it today!
Sincerely,
c) CATALOG SALES
[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
Suite 567
If you place an order of (Amount for Level 1 Discount),we will take (Percentage)off your entire order.
If you place an order of (Amount for Level 2 Discount),we will take ([Percentage)off your entire order.
If you place an order of (Amount for Level 3 Discount),we will take (Percentage )off your entire order.
BUT - never mind the math! The easiest way to save is to find what you want from the catalog, add the total
amount of your order and then give us a call. We will make sure you get just the right discount.
Our toll-free number is (number) or 800 Number. So call now and save as much as percentage on Level 3
Discount on your order from (Company Name]. Because with this offer, you just can't help but save money!
Sincerely,
P.S. So plan ahead for birthdays, holidays and other special occasions, and save money now on items you need
to buy anyway
John Smith
XYZ Inc.
Suite 567
Our Store is having our Summer Sale, and we want you to be there, for outstanding savings on everything in the
store. Receive a FREE gift everyone will love.
Beginning (date) and Ending (date), Our Store will have huge discounts, up to 70 % on items like these:
(Describe).
And not only will you save, but if you bring in this letter during the Summer Sale, we will also give you a Gift,
absolutely free.
Mark your calendar now for the Summer Sale! Come to the sale early, and don't forget to bring this letter,
because our Free Gift supplies are limited.
Sincerely,
John Smith
XYZ Inc.
Suite 567
I am an expert in the field of technology, and I own and run the product development company, which
specializes in (market/technology).
We have developed a highly innovative product (describe market) sector. Our research indicates that our
technology is unique and will offer significant advantage over all available similar and competing products.
We believe that this new product could fit well within the (prospect organization name) portfolio, given your
market strengths, values and customer base, and so we would like to present our ideas to you and your
appropriate team.
If you'd like to proceed to the next stage we would expect to sign a mutual non-disclosure agreement, and await
your advice on this.
I'll call you soon to see if you wish to progress matters,or please do not hesitate to contact me for any further
information.
Yours sincerely,
[YOUR NAME, ex. Jill Jones]
INTRODUCTORY PRODUCTS
OFFER
[DATE, ex. Wednesday, June 11, 1998]
John Smith
XYZ Inc.
Suite 567
NEW! We've just received a shipment of thousands of new ( Products) and we wish to get them moving!
So we have knocked off the price by (Percentage) which you, the customer, can save by ordering the Products right now
just (price of Products).
We have never offered (Products) before, and we do not know exactly how you will respond to them, so that is why we
offering them at such a low price, for a limited time only..
We will keep this low price for as long as we can, but if the demand is high, we will be forced to raise our prices.
So order yours now, while we are still offering this incredible introductory price--just (price of Products). Call our Toll-
800 Number right now, and give our brand new (name of the Products) a try.
Sincerely,
P.S. Don't forget about our return policy. Return any product to us within 14 days, and we will refund your purchase pric
TELEMARKETING 1
Hi Mr/Ms ----
My name is (name) and I’m calling from (company). How are you today?
Mr/Ms (contact name) I am calling you for a very precise reason. Here at (company) we have developed
(product/service) specifically designed to (describe). I just want to know if you have considered or would
consider acquiring/using (product/service).
Okay, let me just briefly explain to you how our (product/service name) will help you to:
• Benefit 1
• Benefit 2
• Benefit 3
Fantastic! I will have your assigned Sales Representative call you to give you further information on (how to
arrange a meeting/where to buy).
Thank you for you time Mr./Ms (contact name) and have a nice day.
TELEMARKETING 2
Hi Mr/Ms (contact name). My name is (name) and I’m calling from (name of company) How are you today?
Mr/Ms (contact name) I’m calling you for a very precise reason. Here at (company name) we have developed
(product/service) specifically designed to (describe). I just want to know if you have considered or would
consider acquiring/using (product/service).
No other company on the market can offer you so many benefits at such an affordable price.
Thank you for you time Mr./Ms (contact name) and have a nice day.
PRESS
RELEASE
Company Name
Company Slogan
Street Address
email/web address
PRESS RELEASE
Company
Phone:
Fax:
Email: name@company.com .
HEADLINES
Sub-headline here
[NAME OF COMPANY], the maker of [SPECIFY], based in (city, state) has launched a new website,
[ADDRESS] a site aimed at [SPECIFY].
The new website combines a comprehensive listing of [SPECIFY] and a directory of [SPECIFY].
The site will be of tremendous value to entrepreneurs, business professionals and small businesses. “This is a
cutting edge Internet site far superior to anything in the Marketplace,” said [NAME], the President of
[PRODUCT]. “We expect tremendous sales through our convenient, user-friendly website.”
More than [NUMBER] business are looking for that kind of solutions in [COUNTRY]. “With [NAME OF
PRODUCT], many business owners and entrepreneurs will now be able to [SPECIFY],” said [PRESIDENT].
Company] is the owner of the popular [SPECIFY]. Its [PRODUCT/SERVICE] is known for [SPECIFY]. The
company’s mission is to(ITEMISE ]. At present, (name of Company) employs [NUMBER] people in the greater
[CITY] area and has won many local awards for its [PRODUCT/SERVICE].
For further information and latest updates on the company, website address is
ANNOUNCEMENT OF LICENCING
ARRANGEMENT
ANNOUNCEMENT OF LICENCING ARRANGEMENT
XYZ Inc.
Suite 567
We are pleased to announce that we have recently entered into a licensing arrangement with [LICENSOR, ex.
ABC Corp.] pursuant to which we have been granted the exclusive license to manufacture and distribute its
unique automotive skid resistant tires.
[DESCRIBE REASONS WHY THIS WILL BENEFIT YOUR COMPANY AND YOUR CUSTOMERS, ex.
This licensing arrangement will allow us to offer a wider range of tires to our customers and will strengthen our
role as the premier manufacturer and distributor of high end automotive tires].
Sincerely,
PRESS RELEASE: NEW
PARTNER
PRESS RELEASE: NEW PARTNER
[FIRM, ex. Johnson & Brown Consulting] is pleased to announce that it has named [NAME, ex. Jill Smith] as a
new partner.
[BRIEFLY STATE NEW PARTNER’S PROFESSIONAL HISTORY, ex. Mrs. Smith brings with her over fifteen
years of experience in professional financial consulting. She was previously a partner of Green, Smith & Houser
of Toronto and holds an MBA from Harvard University and a CFA designation.]
We welcome [NAME, ex. Jill Smith], and look forward to a prosperous future with [him/her].
PRESS RELEASE: NEW
PRODUCT LINE
PRESS RELEASE: NEW PRODUCT LINE
[BRIEFLY STATE PRODUCT LINE AND ITS CONSUMER FUNCTION IN ONE SENTENCE, ex. The new
PowerStatement(tm) line of accounting software is designed by accountants, for accountants, to provide a level
of control over financial records not found in conventional accounting software.]
[FIRM, ex. SparkLite Software] is proud to introduce its new [PRODUCT LINE, ex. PowerStatement(tm)] line
of accounting software. [STATE TARGET CONSUMER, AND HOW THE PRODUCT MAY BENEFIT
THEM, ex. Designed specifically for use by accountants, the PowerStatement(tm) software line saves time and
simplifies bookkeeping maintenance tasks.]
{STATE HISTORY, ex. By involving accountants in the design and development of the software, the
PowerStatement(tm) line represents an ergonomic leap over conventional accounting software. The advice,
expertise and suggestions of over 4,000 leading accountants were incorporated to tailor the line for use
specifically by professionals.}
[STATE SIGNIFICANT FEATURES, ex. PowerStatement(tm) software provides sensitive control over general,
payable, receivable, inventory and job costing ledgers, allowing accountants to simplify tasks which are
cumbersome and messy with conventional accounting software. Significant time is saved and reports become
easier to read and follow.]
For more information on the [PRODUCT LINE, ex. PowerStatement(tm) line of accounting software], contact
[FIRM, ex. SparkLite Software] at [ADDRESS / TELEPHONE NUMBER, ex. 5244 First Street, Uptown, CA,
94982, 1-800-452-8421.]
PRESS RELEASE: NEW
PRODUCT
PRESS RELEASE: NEW PRODUCT
[BRIEFLY STATE PRODUCT NAME AND ITS CONSUMER FUNCTION IN ONE SENTENCE, ex. The
Magnaflux A3 compressor provides double the throughput at half the price of conventional refrigeration
compressors.]
[FIRM, ex. Compress Industries] is proud to introduce the new [PRODUCT, ex. Magnaflux A3 compressor] as
an addition to its product line. [STATE TARGET CONSUMER, AND HOW THE PRODUCT MAY BENEFIT
THEM, ex. Designed for use in cooling devices such as refrigerators and air conditioners, the A3 offers
manufacturers a significantly cheaper alternative to conventional compressors.] {STATE HISTORY, ex. The
new A3 compressor represents a natural evolution of the A2 compressor, introduced over three years ago, which
quickly became the industry standard because of its exceptional longevity and efficiency.}
[STATE SIGNIFICANT FEATURES, ex. By utilizing lighter and more durable ceramic components, the A3 is
able to provide almost twice the airflow of other compressors in its class. Furthermore, the unconventionally
compact design and consequent reduction in material enables the A3 to be priced 50% cheaper than competing
compressors.]
For more information on the [PRODUCT, ex. Magnaflux A3 compressor], contact [FIRM, ex, Compress
Industries] at [ADDRESS / TELEPHONE NUMBER, ex. 5244 First Street, Uptown, CA, 94982, 1-800-555-
8421.]
PRESS RELEASE: NEW CENTRAL
OFFICE
PRESS RELEASE: NEW CENTRAL OFFICE
[FIRM, ex. WareSoft Industries] has moved its central office from [OLD CITY, ex. Hamilton] to [NEW CITY,
Toronto]. The new address is:
WareSoft Industries
Toronto, Ontario
L4D 4F2
(416) 555-2432]
{STATE REASON FOR MOVE, ex. Due to rapid expansion in the Toronto area, the move was made primarily
to increase proximity to WareSoft’s customer base. Customer support and investor relations will be provided
from this new office.}
5.
6.
e) SPECIAL OFFER
[DATE, ex. Wednesday, June 11, 1998]
John Smith
XYZ Inc.
Suite 567
Take a moment to review the enclosed catalog. I have circled in red ink the items that are temporarily reduced.
What an opportunity! Please take advantage of these low prices. If you wish to order large quantities, or stagger
shipments, you can call me at the above telephone number and we will try to work out mutually acceptable
terms and conditions.
In any event, I suggest you place an order as soon as possible, as these prices are only in effect until (date]). I
look forward to receiving your reply.
Yours sincerely,
8. DG
Cách viết mail tiếng Anh
Monday, 9. February 2009, 03:02
Đây là một trong 4 kỹ năng của tiếng Anh. Bản chất của việc viết email cũng là viết thư. Viết thư có 2 loại văn phong: Trang trọng và Thân mật. Trong giao tiếp thương mại,
các bạn nên dùng văn phong trang trọng. Hình thức trình bày thư cũng có nhiều cách phụ thuộc vào mục đích công việc. Ví dụ: Thư chúc mừng, Thư cảm ơn, Thư phàn nàn,
Thư chào hàng… Mỗi loại thư có mẫu câu riêng. Tuy nhiên, điểm chung cho các loại thư này là từ đầu đến cuối tuyệt đối không viết tắt, trình bày ngắn gọn trực tiếp vào vấn
đề và thể hiện sự tôn trọng người đọc.
1. Khi bạn viết phần lời chào của thư, bạn cần phải dùng từ Dear Sir/Madam/Mr. A/Ms. B/Sir or Madam. Có một số trường hợp bạn sẽ phải viết Dr. X hay Prof. D...
2. Mở đầu thư, bạn nên viết lời cảm ơn và tham chiếu cho bức thư mình đang viết. Ví dụ: “Thank you very much for your call this morning”, hay “With reference to your
advertisement on ....
3. Trong nội dung thư, bạn không nên viết tắt. Ví dụ: bạn nên viết “I do not”, không nên viết “I don’t”.
4. Viết lý do bạn viết bức thư này. Ví dụ: I am writing to you to confirm our order...". Hay viết lời đề nghị mà bạn mong muốn. Ví dụ: "I would be grateful if you could include a
brochure...”. Còn rất nhiều lý do khác nữa để mở đầu một bức thư, bạn có thể tìm hiểu thêm ở một số sách hoặc tham gia khoá học tại MEC Vietnam để biết thêm các cách
viết thư chuẩn đa dạng khác nhau.
5. Văn phong trịnh trọng (formal style) hay dùng câu “I would like..., I would be...” thay cho từ “I want..., I will be...
6. Cuối thư bạn nên viết thêm thông tin nếu cần liên hệ thêm. Ví dụ: “Should you need further information, please feel free to contact...”, “I look forward to meeting you at...”,
Thank you for your prompt help...”
7. Kết thúc bức thư bạn nên sử dụng những lời chào như: “Yours sincerely”, “Your faithfully”
8. Cuối cùng, bạn sẽ viết tên của bạn, chức danh, liên hệ...
9. Một điều không thể quên đó là bạn cần phải lưu lại bức thư mà mình đã gửi đi để tham khảo lại sau này.
Trước hết, phải tuân thủ nguyên tắc trình bày thư đã quen thuộc với hầu hết người nước ngoài, đó là thứ tự và căn chỉnh các đoạn. Để tránh rườm rà, hãy thực hiện căn trái
toàn bộ nội dung, dùng font chữ chân phương, chẳng hạn Times New Roman (13 points). Bên trên cùng, ghi địa chỉ liên lạc và số điện thoại của bạn, sau đó đến ngày viết
thư, rồi tên người nhận.
Nội dung thư được trình bày trong diện tích còn lại của trang A4, nên ngắn gọn, rõ ràng.
Văn phong tiếng Anh có đặc thù là đi vào mục đích chính ngay khi mở đầu nội dung. Vì vậy, bạn nên “đặt tên” thư bằng một dòng in nghiêng, mở đầu bởi từ dẫn Reference,
ví dụ: Re: Salesman post (Dự tuyển vị trí nhân viên bán hàng). Chú ý, câu này sẽ được sắp xếp ngay sau địa chỉ người nhận và trước khi bắt đầu trình bày thư.
Tổ chức nội dung thư có nhiều cách khác nhau và còn tuỳ thuộc vào các yếu tố: kiến thức cá nhân của người viết, yêu cầu của nhà tuyển dụng. Tuy nhiên, để tránh lan man,
chỉ nên gói gọn lại trong 3 đoạn, lần lượt nói về nguyên nhân đăng ký thi tuyển, những hiểu biết về chuyên môn của bạn và một số điểm mạnh cá nhân (thông minh, nhanh
nhẹn, sẵn sàng công tác xa...).
Kết thúc thư, hãy khẳng định với nhà tuyển dụng rằng bạn mong muốn được gặp trực tiếp họ trong một buổi intervew (I am looking forward to an intervew at your office).
Dưới đây là một mẫu khá thông dụng để bạn tham khảo:
ABCD Enterprise
Attn: Human Resources Manager
Re: Salesman post
Dear Sir,
In reply to your advertisement in the Newspaper, I am pleased to enclose my C.V to apply for the Salesman position of your office in HCMC.
From my C.V, you will see that, I graduated from Foreign Trade University with a good bachelor degree. I have a good command of Vietnam economic and social situation,
and I am confident in doing business.
At present, I am working for....
In addition, I am active and enthusiastic. I am willing to learn and do what takes to get a job done well even under pressure or on far mission.
Yours faithfully,
Many people enjoy sending an receiving e-mail, especially if they share a common interest. Writing e-mails to a friend in English allows you as much time as you need to write
the message and look up any words or grammar that you don't know. If you are paying for each minute that you are connected to the internet, you may want to write e-mails
while you are not connected and then connect just to type the message and send it.
E-mails are usually written in a less formal style than letters. It is common to start an e-mail with the name of the person you are writing to, without starting with the word
"Dear". The following are examples of some appropriate ways to start and end an e-mail:
Lưu ý:
Đối với những lá thư gửi đến người cùng trang lứa ví dụ như bạn thân, bạn không cần phải quá khách sáo, có thể lược bỏ Dear. Có thể dùng những từ sau đây, đặc biệt cho
e-mail thăm hỏi hơn là thư tín.
Hello, Chào,
John, John,
Những lỗi thường gặp khi viết lời chào đầu thư:
Dear Ms. Mary White, Hay Dear Mary White, (Mary White thân mến,)
Ta chỉ cần viết Dear Ms. White, hoặc Dear Mary, chứ không cần viết đầy đủ cả họ và tên.
Một số lời chào cuối thư thường được viết như sau :
Yours truly, /Yours sincerely, /Yours, /Sincerely, /Very truly yours, (Kính thư,)
Good-bye for now, (Bây giờ xin chào tạm biệt nhé,)
Lời chào đầu thư và lời chào cuối thư phải phù hợp và thống nhất với nhau và với nội dung bức thư về văn phong, mức độ trang trọng hay thân mật.
Ngoài những bức thư tình ra, nam giới sẽ không viết Love, cho lời chào cuối thư. Nhưng nữ giới có thể dùng lời chào này cho người mà mình có thiện cảm hoặc người thân
thiết. Đối với các thư tín thương mại thường dùng lời chào cuối thư rất lịch sự như : Yours truly, /Yours sincerely, /Yours, / Sincerely, (Kính thư,)
Trong những bức thư gửi bạn bè, lời chào cuối thư như trên nhiều khi không cần thiết. Nếu là e-mail thì có nhiều điều được bỏ bớt. Những ví dụ sau đây được viết khi muốn
lá thư có vẻ thân thiện hơn, mang tính chất riêng tư, cụ thể hơn. Tuy nhiên bên dưới vẫn phải ký tên (nếu là e-mail thì phải đánh máy tên.)
Hoping to hear from you soon. (Hy vọng sớm nhận được tin của bạn.)
Look forward to seeing you next week. (Mong gặp bạn vào tuần sau.)
I have to go to work now. I will write again. (Tôi phải đi làm bây giờ. Tôi sẽ viết lần nữa.)
That’s all I have time to write now. (Bây giờ tôi viết như thế là đủ rồi.)
I’m too sleepy to write any more. (Tôi buồn ngủ quá không thể viết thêm nữa.)
I’d better sign off now. (Tốt hơn tôi nên dừng bút bây giờ. )
-FYI-
Chúc bạn thành công!
Email mẫu
In addition to my experience, I will bring to the position assertiveness and the skills to motivate others to work
cooperatively as a team.
I appreciate the time you took to interview me. I am very interested in working for you and look forward to
hearing from you regarding this position.
Sincerely,
Your Name
Email Address
Address
Phone Number
I saw your job posting for a graphic designer in the ABC site.
In my position as Media Director for XYZ Company, I headed several projects for website design, the company
intranet portal, product brochure design, print and media advertisement as well as newsletters for our customer
subscribers.
I also have extensive experience in both the planning and design of all graphic related projects. I believe I
would be an ideal match for the position advertised. I have attached my resume and below are some sample
websites that I have designed, for your review:
URL
URL
URL
If relevant, I can send additional samples of work for your review. If I can provide you with any further
information on my background and qualifications, please let me know.
I look forward to hearing from you. Thank you for your consideration.
Best Regards,
Your Name
Email Address
Address
URL
Phone Number
Hi Jane,
Thanks,
Robert