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I found the information at one website long time ago, forget which one.
Just read it and feel it is useful and important.
Cite part of them form the article and share it with friends



Business letter:

Reference line: This tells the reader what the letter is for.
Ex. This letter is in reference to yesterday’s conference about marketing ideas.

Reason: Why we are writing State the reason for your letter right at the beginning.
Ex: I am writing today to confirm our order of last week.

Request/ Solution: Not just telling someone news, you are offering a possible solution for your client to work with.
Ex: Since there was a problem in the invoice, I suggest using the import clerk to oversee this.
Closing: this is how you thank the person for their time and finish the letter with the appropriate closing. A well closing will go a long way for a strong business relationship.
Ex: Thank you for your consideration in this issue.

Don not abbreviate such words as Avenue, Boulevard. Road, and Street. Write them out.
Also, write the date in the order month day year. Do not abbreviate the names of the months. Write them out, put a comma between the day and the year.