The format and method of the letter of notification

The letter of informing. The letter of intent and the letter of reply are very close. Their main difference is that the reply letter is to answer the question asked by the other party, and the letter of informing is to inform the other party about the situation.
The body of the letter of intent usually includes two contents. One is to inform the original reason. Explain the reason for issuing the letter. The second is to inform the matter. Briefly and concisely describe the specific content of the relevant matter and the problems that should be noted.

The structure and writing of the letter

title

The title of the letter is generally composed of the issuing authority, the cause and the genre, and sometimes it can be composed only of the subject matter and the genre.

text

1. beginning. Write the reason, background and basis of the text.

Generally speaking, the beginning of the letter or explanation is based on the spirit of the relevant instructions of the superior, or a brief description of the actual needs, doubts and difficulties of the region and the unit.

The beginning of the reply refers to the title and text number of the other party's communication. Some of the letters also briefly describe the subject of the letter, which is basically the same as the written method. In turn, some of the reply letters took the main subject with the words "Response to the relevant questions as follows", that is, reply to the opinions.

Example 1:

Notification letter

Dear Sirs:

We will inform you of your letter on March 10th. Therefore, in the letter, we emphasized the importance of our delivery of No. 816, and we will continue to deliver the goods by April 30th.

Although the goods have been shipped, but have not received any information from you, there is no choice but to cancel this order. Because our customers insist on the delivery date, it is helpless and regretful.
Writer

Example 2:

Notification letter

Dear Sirs:

Your export license for the ordered goods has been approved. It is hereby notified that the goods will be completed within eight to ten days. We propose to pay when we see the irrevocable letter of credit issued by the Bank of China of the People's Republic of China.

Upon receipt of your confirmation, the L/C will be issued and the goods will be shipped and the files will be sent out as a bill for the bank.

Sincerely, send a letter

Contact letter example

Example 1:

Contact letter

Dear Sirs:

The amendments to the letter of credit are as follows:

According to the letter of credit we received, the payment is stipulated for 120 days of payment. But what we need is a pay-as-you-go L/C. This requirement has been agreed by you and clearly stated on your order. Therefore, please modify it according to the instructions in the list. The goods will be delivered on the 20th of this month. Please request your amendment as soon as possible.

yours truly

Writer

Example 2:

Contact letter

Dear Sirs:

You are reminded that we will pay attention to the overdue payment on September 16. The company intended to pay off, but due to the local seasonal trade downturn, our customers' payment was extremely slow.

For this reason, the company has temporarily inconvenienced the payment of the total amount of the goods. Today, through the Bank of China, the company is sent by telegram, and you can receive it within one or two days. The company hopes that you can understand our difficulties and give us assistance.
Writer

Request letter example

Example 1:

Request letter

Dear Sirs:

Thank you for your request for a new catalogue of the chrome-nickel steel division. The catalogues you need are sent separately and you are expected to be interested in the listed conditions.

The number of orders and the price are separately stated on the table. At the same time, this watch can also be used as a purchase order. Under normal circumstances, there are many new models displayed on pages 88 to 98. This is a timeline on this year's handbag show. You pay attention.

Since the company has received a large number of orders, it is imperative that it be fully implemented. Therefore, it is recommended that you inform us of the company's product instructions as soon as possible.
Writer

Example 2:

Request letter

Dear Sirs:

Today, the company has mailed a bottle of newly listed sample wine to you to show your respect. I hope that you will try it on the house. If you try, you will agree with what we think is necessary for every housewife to buy food.
This wine is the best blend of liqueur and alcohol. When you drink a few cups, it gives off a mellow and mellow taste that is especially effective for appetite. This kind of fine wine is shipped from Sydney and costs 20 US dollars per shipping.

In the case of a general letter of credit, the trade discount is 20%. A special card-type order form is attached to this letter. Please fill it in and put it into the mailbox for us to handle.
Writer
2. main body. Write items that require negotiation, inquiry, reply, contact, request for approval, or reply to approval and notification.

The letter, or the letter of the letter and the reply are generally single, and can be combined with the reason of the text. If the matter is more complicated, the sub-column is written.

3. Conclusion. Different types of letters are different. If the text is only to inform the other party and does not need to reply to the other party, then the conclusion is often used to "report this letter" and "specially." If you want to reply to the other party, you will use the words "Pan Fu", "Wang Fu", "Please reply". Please submit the letter of approval with the idioms such as “please approve”, “please give great help, hope”, “hope to agree”, and “hope to be XX is Dutch”. The concluding remarks of the reply are often used in the words "repeated here", "requested here", "this complex". Some letters do not write a conclusion.

Five, pay attention to the problem

1. Pay attention to the difference between the letter of approval and the request, request the instructions from the higher authorities with affiliation, and request for approval, and request approval from the competent authority without affiliation. The competent authority replied to the request for approval and used the approval letter.

2. Go straight to the point and go straight to the subject. Regardless of whether you write a letter or reply, don't turn around and avoid empty talk, clichés, and empty talk.

3. A letter and a letter are concise and clear.

4. The language should be well-formed and reflect the features of the letter. Send a letter to use peace, courtesy, and sincere language, respect and humility to the competent authorities, peace with the lower-level units, and friendly to parallel units and units that are not affiliated. Never use blunt, imperative language. In reply, the attitude should be clear, the language should be accurate, and the vagueness and hesitation should be avoided.