The Electronic letter design. In many companies there is the uniform corporative standard of the electronic letters design, including the structure of letter, rules of the address to client, signature details (name, position, business / office phone, e-mail and reference to company website). In addition, prohibition on use smiley can be prescribed in this standard.
The Structure of business electronic letter:
1. «letterhead» according to corporative style;
2. greeting;
3. contents, purpose of the address;
4. complimentary close;
5. personal signature with contacts;
6. reference to company website;
7. logotype if it is necessary.
The «letterhead» of electronic letter can be slightly simpler. Usually, it contains items such as:
Date:
To: (name and electronic address of letter addressee).
From: (name and electronic address of letter sender).
Subject (letter subject).
Ss: (letter copies).
At electronic letter design it is necessary to fill out fields:
" Subject" - it is obligatory to fill out this field, otherwise the letter can be deleted as spam. Several words, characterizing subjects of the message are written in this field.
" To" - addressee e-mail is written. If it is needed to send the letter with one text to several addressees, their addresses are written through commas.
" Letter importance «if it is required.
The Electronic letter size — the common rule is an electronic letter must be in two times shorter, than written on paper. If it is necessary to send important information, containing large volume, it is better to write the short covering text in electronic letter, but information itself is made out like attachment. If attachment exceeds 200−500 Kb, it is necessary to warn about it the addressee.
The Electronic signature — is specially created file, which is the text signature. Presence of electronic signature in message is the good manner for business correspondence. Additionally, the electronic signature is an low-pressure advertising of the business. It should contain several contacts of sender — phone number, the address of the e-mail, fax, ICQ, Skype. The Main rules of the electronic signature composition:
— an electronic signature should not exceed 5−6 lines.
— a number of symbols in line should be not more than 70.
According to Neticet rules (rules of behaviour in the Internet) it is necessary to answer on electronic letter. The period of answer on e-mail should not exceed two days. If more long period of time is needed for answer, explanation the reasons of the delay is advised.
It is important to remember that electronic letter is not an official document.
So, electronic letters are used today in business very often — every day. They have a lot of advantages — they quicken communication, they are less official, simpler to write. But it is necessary about main rules of electronic letters writing to make them an effective business instrument.
CONCLUSION.
The Business letter plays the greater role in business today. They help to connect, stimulate sale. These aspects condition the features of the business letters — features of the used vocabulary, style, rules of design. The Style of the business letters is characterized by brevity, exact wordings, politeness, official form of address. The Business letter has the well-defined structure — it makes the perception the information easier.
Several types of business letters are distinguished depending on the situations. They differ with features of design, vocabulary etc., but have the common features typical of all type of the business letters.
T he Special type of the business letters is an electronic letter. I t is characterized by less formal style, brevity, but well-defined structure also. T he Electronic letter is not a legal document. T.
heir use allows to accelerate the correspondence and make the contact more mobile. N owadays they are used every day, and their use is increasing. H.
owever, many businessmen do not know the main rules of their writing. So it is important to study their features and improve the style.
REFERENCES.
Введенская Л. А. Деловая переписка / Л. А. Введенская, Л. Г. Павлова, Е. Ю. Кашаева — Ростов-на-Дону, 2005. — с. 31.
Колтунова М. В. Деловое письмо: Что нужно знать составителю / М. В. Колтунова — М., 1999.- 112 с.
Браим И. Н. Этика делового общения / И. Н. Браим. — Минск, 2006. — 458с.
Вечер Л. С. Секреты делового общения. — М., 2006. с.
62.
Этика деловых отношений: Учебник / Под. ред. А. Я. Кибанова, — М., 2005. — 368 с.
Рогожин М. Ю. Деловые документы в примерах и образцах / М. Ю. Рогожин. — М., 2003. — 215 с.
Смирнова М. С. Составление деловых писем на английском языке / М. С. Смирнова. — М., 1962. — 32 с.
Особенности электронных писем (e-mail). — www.study.ru.
Игнатьева Е. С. Деловой этикет. Сетикет — этикет электронной почты или правила написания электронного письма / Е. С. Игнатьева. — www.ignatyeva.ru.
Марголис А. Деловое электронное письмо / А. Марголис. -www.knigge.ru/elektronnoe_pismo.
Игнатьева Е. С. Международный этикет. Особенности делового этикета разных стран / Е. С. Игнатьева. — Ростов-Дону, 2008. — 215 с.
APPENDIX.
Examples of electronic business lettsre.
Example № 1.
Mr. Muhammad Faisal MeerJunior Clerk WECHSPlot No. 608 Block No. 2Sector D-1 Township, Lahore.
Subject: Resignation from Service.
Reference Your application dated 10.
05.2006 regarding resignation from service. Please be informed that you are required to deposit one month`s pay with the Society in lieu of one month`s notice as required vide clause 4 of your appointment letter No. 8 026/12-A/29 dated 26.
05.2006.
You are absent from duty since 10.
05.2005 hence you will not be entitled to get salary for the month of May, 2005.
Secretary.
XXX.
Cc to: Accounts Branch for Information & Master File.
Example № 2.
Hafiz Muhammad Adeen SohailH. No. 50, St. No. 2-A Rehman ParkBlock B Gulshan-e-Ravi, Lahore.
Subject: Resignation.
Reference: This office letter No. PF-479 dated 5.
5.2005.
One month`s pay asked to deposit into security has not so far been deposited by you, please arrange to deposit the same at the earliest so that case resignation can be processed.
XXX.
Admin Officer.
Введенская Л. А. Деловая переписка / Л. А. Введенская, Л. Г. Павлова, Е. Ю. Кашаева — Ростов-на-Дону, 2005. — с. 31.
Колтунова М. В. Деловое письмо: Что нужно знать составителю / М. В. Колтунова — М., 1999.- 112 с.
Браим И. Н. Этика делового общения / И. Н. Браим. — Минск, 2006. — 458с.
Вечер Л. С. Секреты делового общения. — М., 2006. с.
62.
Этика деловых отношений: Учебник / Под. ред. А. Я. Кибанова, — М., 2005. — 368 с.
Рогожин М. Ю. Деловые документы в примерах и образцах / М. Ю. Рогожин. — М., 2003. — 215 с.
Смирнова М. С. Составление деловых писем на английском языке / М. С. Смирнова. — М., 1962. — 32 с.
Особенности электронных писем (e-mail). — www.study.ru.
Игнатьева Е. С. Деловой этикет. Сетикет — этикет электронной почты или правила написания электронного письма / Е. С. Игнатьева. — www.ignatyeva.ru.
Марголис А. Деловое электронное письмо / А. Марголис. -www.knigge.ru/elektronnoe_pismo.
Игнатьева Е. С. Международный этикет. Особенности делового этикета разных стран / Е. С. Игнатьева. — Ростов-Дону, 2008. — 215 с.
