Although they may have been trained in English properly in school and have to use this foreign language in their daily work, not all “office workers” can effectively write and present a picture. transaction letter in English.
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The requirements of a transactional letter are simple: properly presented, concise and tight. Although it can be customized according to the purpose, usage situation and personality of each person, to write an effective transaction letter also needs to follow the following rules:
The content should be short, clear and divided into ideas and separate paragraphs for easy understanding. Do not write a letter of more than 1 page, unless the content to be exchanged is particularly long. Present the letter in such a way that the layout might look like this:
In the letter do not abbreviate, unless they are commonly used professional phrases. Some acronyms may also be accepted in business letters, but should be limited:
– asap = as soon as possible
– cc = carbon copy (send a copy of the message to a number of people involved in addition to the main recipient)
– bcc = blind carbon copy (send more copies to an anonymous recipient)
– enc. = enclosure (attached document)
– pp = per procurationem (sign instead)
– pp = postscript (when you want to add more content after writing and signing)
– pto = please turn over (not very formal, write at the bottom of the first page for 2-sided letters)
– rsvp = répondez s”il vous plaît (from French, meaning Please reply/respond)
Presenting a modern letter is usually quite simple, just notice the following layouts (note that modern letter presentation is not indented):
– The receiving address is written to the left, a few lines lower than the sending address. The receiving address usually has details of the recipient’s name, title, and similar information to the sending address.
The date can be written on the right or left of the letter depending on the habits of each person, a few lines below the address. Note, to avoid confusion and also make the letter look more “polite”, the month part needs to be written in words. For example: May 30, 2011 or May 30, 2011.
3. Greeting part:
We use Dear Sir/Madam for people we don’t know the names of.
– We use Dear Mr. X/Ms. Y for those we know by name. Note that we Vietnamese often address by name, but for foreigners, X and Y here are the recipient’s last name. Should use Ms. and Ms. Can be used for married and unmarried people.
4. Message content:
The body of the message can be long or short depending on the case. May include 2, 3 or more paragraphs. Normally, the first paragraph will be the issue, the second paragraph will be more specific about the problem mentioned above, the third paragraph will be the proposal, opinion for that issue.
5. Closing letter:
Closing the letter related to the salutation at the beginning of the letter:
– At the beginning of the letter, we use Dear Sir/Madam (the recipient’s name is unknown), then we will use “Yours faithfully,”.
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– Letterhead uses Dear Mr. X/Ms. Y (know the recipient’s name) then we will use “Yours sincerely,”.
After the conclusion of the letter, we will leave a few lines to sign, right below the signature will be the name of the sender. It is recommended to sign with a pen or a large nib ballpoint pen.
The name is written in full, just below the signature. Title is also written just below the writer’s name.
If in the case of signing on behalf, then in front of the name of the person being signed on behalf of us add pp.
If you have completed the message and want to add something, we add ps. and add that piece of content.
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In case the letter is accompanied by other documents and documents, at the end of the letter we add enc. and list those documents and documents in.