当前位置:首页 >> 计算机软件及应用 >>

chapter_1_图文

Business Writing

外语教学与研究出版社

1

Functions of Business Writing
1.
2.

To inform To persuade

外语教学与研究出版社

2

To inform
Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations . ? The major purpose of most of these messages is to have the receiver understand a body of information and concentrate on the logical presentation of the content.
?
外语教学与研究出版社 3

To persuade
?

In addition to providing information, a business message must also influence the reader’s attitudes and actions.

外语教学与研究出版社

4

Criteria for Effective Business Writing
?

Courtesy ? Clarity ? Correctness ? Concreteness ? Conciseness ? Completeness

外语教学与研究出版社

5

Courtesy
?

Treating people with respect and friendly human concern. Considering the reader’s desires, problems, circumstances, emotions and probable reactions.

?

?

Being prompt in replying to the opposite part’s letter. The reply should usually be sent on the same day.

外语教学与研究出版社

6

Courtesy
? ?

Using you-viewpoint
Taking a positive tone

?

Being conversational

外语教学与研究出版社

7

Different viewpoint
We / I-viewpoint
1.

You-viewpoint

We are in need of 1. In order to maintain fund, you must remit your excellent credit the payment within 10 rating, please remit days. in 10 days.

2.

We have shipped the 3 dozen desk sets you ordered.

2.

Your 3 dozen desk sets should reach you with this letter.

外语教学与研究出版社

8

Exercise II on page 16
1. We will be pleased to deliver your order by May 16. ? 3. I am please to inform you that I can grant your request for payment of travel expenses. ? 6. we have received your letter of May 16.
?

外语教学与研究出版社

9

Key
1. your order will be delivered by May 16. ? 3. you will be glad to know that your request for payment of travel expenses is granted. ? 6. your letter of May 16 has been received. / Thank you for your letter of May 16.
?

外语教学与研究出版社

10

Taking a positive tone
?

A positive tone builds the reader’s confidence in the writer’s ability to solve problems and strengthens personal and business relationships.

外语教学与研究出版社

11

Example 1
Dear Sirs, we are sorry you have misunderstood us. (×) ? Dears Sirs, we are sorry we didn’t make ourselves clear. (√) ? We cannot understand why you have had trouble with these articles. (×) ? We presume that there must be some reasons for you having trouble with these articles. (√)
?
外语教学与研究出版社 12

Exercise I on page 15
1.Unfortunately, your order cannot be sent until next week. ? 2.To avoid the loss of your credit rating, please remit payment within 10 days. ? 3.Your misunderstanding of our January 8 letter caused you to make this mistake. ? 4.You cannot visit the plant except on Saturday.
?
外语教学与研究出版社 13

Key
Your order can only be sent next week. ? Please remit payment within 10 days so that you can maintain your credit rating. ? If you had understood our January 8 letter, you would have done it correctly. ? You can visit the plant only on Saturday.
?

外语教学与研究出版社

14

Being conversational
The writer has traveled on a piece of paper to talk to the reader with a sense of personal contact. ? Warm and natural language, more interesting, convincing ? Avoid using cold and too formal words.
?

外语教学与研究出版社

15

Correctness
?

Correct grammar, punctuation and spelling are basic requirements for business writing, In addition, correctness means choosing the correct level of language, and using accurate information and data.

外语教学与研究出版社

16

Example 2
Enclosed is the copy of receipt. (×) ? Enclosed is a copy of the receipt. (√) ? I am looking for another sales channels. (× ) ? I am looking for other sales channels. (√ )
?

外语教学与研究出版社

17

Conciseness
Effective writing is concise—each word, sentence, and paragraph counts. Conciseness means to write in the fewest possible words without sacrificing completeness and courtesy. ? Because a wordy message requires more time to write and read, business people put a high premium on conciseness in business messages. Conciseness will give emphasis to your message.
?
外语教学与研究出版社 18

Example 3
?

We do not anticipate any increase in prices in the near future. (Poor) ? We do not expect prices to rise soon. (Better) ? Owing to the fact that your competitor’s price is much lower than yours, we cannot accept your offer. (Poor) ? Because your competitor’s price is much lower than yours, we cannot accept your offer. (Better)
外语教学与研究出版社 19

Exercise IV on page 17
? ? ?

2. We will deliver the goods in the near future. soon 4. I will talk to him with regard to the new policy. about 6. You should study all new innovations in your field.

?

8. Losses caused by the strike exceed the amount
of $450,000.

外语教学与研究出版社

20

Clarity
?

Clarity tells the reader exactly what he or she wants and needs to know, using words and a format that make your writings totally understood with just one reading. ? Short, familiar words and simple, short sentences rather than long, difficult words and complex and long sentences are better for this purpose.

外语教学与研究出版社

21

Example 4
?

They informed Messrs. Smith and Richardson that they would receive an answer in a few days. (Poor) They informed Messrs. Smith and Richardson that the latter would receive an answer in a few days. (Better)

?

外语教学与研究出版社

22

Concreteness
?

Your writing should be vivid, specific and definite rather than vague, general and abstract, especially when you are requiring a response, solving problems, making an offer or acceptance, etc.

外语教学与研究出版社

23

Example
Our apples are excellent. ? Our apples are juicy, crispy and tender. (Concrete) ? Smithton Company is our big buyer. ? Smithton Company did more than one million USD worth of business with us in 2013. (Concrete)
?

外语教学与研究出版社

24

Exercise III on page 16
7. His grade on the aptitude test was very high. ? 8. Here is a product with very little markup. ? 9. Damage from the fire was significant. ? 10. We will need some new equipment soon.
?

外语教学与研究出版社

25

Key
7. His grade on the aptitude test was over 120. ? 8. Here is a product with only 3% markup. ? 9. Damage from the fire was over a million yuan. ? 10. We will need two pieces of new equipment next month.
?
外语教学与研究出版社 26

Completeness
?

Include all the necessary information and data in the message because information and data can help senders get receivers’ responses and achieve desired objectives. An incomplete message may result in increased communication costs, loss of goodwill, sales, and valued customers, cost of returning goods, and wasted time trying to make sense out of the incomplete message.
外语教学与研究出版社 27

?

More criteria and techniques
Singling out your reader ? Building goodwill ? Avoid anger
?

外语教学与研究出版社

28

Approaches to organizing business writing
?

Directness in Good-news and Routine Messages

外语教学与研究出版社

29

Dear Sirs,

Would you kindly send us details of your bathroom fittings which you advertised in Business Week October 12?
Please quote us all the items listed in the enclosed inquiry form, giving your prices CIF Shanghai. Will you also indicate delivery time, your terms of payment and discount details for regular purchases and large orders? We are expecting your quotation. Yours faithfully,

Tom Zhang
外语教学与研究出版社 30

Indirectness in Bad-news messages
?

Back orders 迟交订货,积压的订单

?
? ? ? ?

Substitutions 替代品
Unfillable orders无法满足的订单 Declining invitations

Refusing adjustment of claims 拒赔函
Rejecting job applications
外语教学与研究出版社 31

Indirectness in Writing
Four parts: 1) A buffer; 2) Reasons supporting the negative decision; 3) A clear, diplomatic statement of the negative decision; 4) A helpful, friendly, and positive close.

外语教学与研究出版社

32

Exercise VI on page 17
A letter turning down a job applicant indirect ? A letter from a recent college graduate direct requesting a letter of recommendation ? A letter asking when the next year’s direct automobile show will be held ? A letter to decline an offer of products indirect ? A letter to sell a new product direct
?

外语教学与研究出版社

33

Indirectness in bad news

外语教学与研究出版社

34

?

What is the problem in the first case?
Did the woman get the refund? Why not? How long is the return period? What is the solution in the end?
外语教学与研究出版社 35

?

?

?

Vocabulary
Short-change ? Counter ? Sort out ? Zipper ? Refund ? Replacement ? Out of stock
?
外语教学与研究出版社 36

外语教学与研究出版社

37

Reasons supporting the negative decision
1. The treatment you asked is only allowed to those that have an annual turnover of up to $2bn with us.

外语教学与研究出版社

38

A clear, diplomatic statement of the negative decision
1. For this reason we can only offer the retail price. Compare: (cannot grant the discount as requested) 2. We find it difficult to ship the goods before Christmas. Compare: (can not ship)
外语教学与研究出版社 39

A helpful, friendly, and positive close.
1. Thank you again for your cooperation in this matter. 2. It would be possible for you to obtain a trade discount of 2% if payment is made on a cash basis.

外语教学与研究出版社

40

Negative language
? ?

We cannot understand your negligence.
We will not tolerate this condition.

?

Your careless attitude has caused us a
loss in sales.

?

We have had it!

外语教学与研究出版社

41

Positive language
? ?

We can deliver the goods on July 11.
So that you may have the sofa you want,

will you please check your choice of
fabric on the enclosed card?

外语教学与研究出版社

42

Stale and stiff
Dear Sir, We wish to acknowledge receipt of your credit application dated Feb 17 giving trade and bank references, and we thank you for the same. Please be advised that credit accommodations are herewith extended as per your request and your order has been shipped. Hoping you will give us the opportunity of serving you again in the near future, we remain. Very truly yours,
外语教学与研究出版社 43

Conversational tone
Dear Sir,
Thank you for sending so promptly the trade and bank references we have asked for. I am glad to say that your order has already been shipped on the terms you requested. We hope you will give us the chance to serve you again. Very truly yours,

外语教学与研究出版社

44

外语教学与研究出版社

45

Revise the sentences by using positive language
?

Unfortunately, your cannot sent Your order can onlyorder be sent next be week. until next week. If you had understood our January 8 letter, ? Your misunderstanding of our January 8 you have done it correctly. letter caused you to make mistake. ? Do not walk on the Stay away from thegrass. grass. ? Smoking is allowed not permitted anywhere except only in the lobby. in the lobby. ? For We the regret to being, informwe you that we must deny time can serve you only your request for credit. on a cash basis.
外语教学与研究出版社 46

外语教学与研究出版社

47

Use You-viewpoint
We will be pleased to deliver your order by the 16th. ? I am pleased to inform you that I can grant your request for payment of travel expense. ? We are happy to report approval of your application for membership. ? We have received your letter of May 16.
?
外语教学与研究出版社 48

Your order will be delivered by the 16th. ? You will be glad to know that your request for payment of travel expense is granted. ? You will be happy to get our approval of your application for membership. ? Thank you for your letter of May 16.
?

外语教学与研究出版社

49


相关文章:
chapter_1_图文.ppt
chapter_1 - Business Writing 外语教学与研究出版社
HTML_Chapter1_图文.ppt
HTML_Chapter1_计算机软件及应用_IT/计算机_专业资料 暂无评价|0人阅读|0次下载|举报文档HTML_Chapter1_计算机软件及应用_IT/计算机_专业资料。html简介 ...
中国文化 chapter 1_图文.ppt
中国文化 chapter 1 - A Glimpse of Chinese Culture Chapter 1 An Overview 本章教学的目的 ? ? ? 1. 中国标志的基本...
chapter1 概述_图文.ppt
chapter1 概述 - Java语言程序设计 shelly200607@12
Chapter-1_图文.ppt
Chapter-1 - Quality and Reliability Engi
chapter1-1_图文.ppt
chapter1-1 - Chapter One A General Surve
chapter1-4_图文.ppt
chapter1-4 - 1.2.3 高分子链的构象统计 表征高分子链构象尺寸的
Chapter1+课件_图文.ppt
Chapter1+课件 - Chapter1 Taking Taxis Sect
chapter-1_图文.ppt
chapter-1 - SURVEY OF BRITAIN Teaching p
chapter_1_图文.ppt
chapter_1 - 计算机组成原理 刘春 15623901342 计算机组成
chapter01-1_图文.ppt
chapter01-1 - 《Java程序设计》电子课件 软件学院:宋波 201
Chapter_1_图文.ppt
Chapter 1 Introduction Computer Networking: A Top Down Approach 6th edition Jim Kurose, Keith Ross Addison-Wesley March 2012 Introduction 1-1 Chapter 1: ...
chapter_1_图文.pdf
chapter_1_理学_高等教育_教育专区。地理数学方法课程第一章课件 地理数
Chapter_1_图文.ppt
Chapter_1 - 电路与模拟电子技术(第2版) 第一章... Chapter_1_理学_高等教育_教育专区。电路与模拟电子技术(第2版) 第一章 电路与模拟电子技术第1章 电路的...
Chapter_1_图文.ppt
Chapter_1 - Hydraulic and pneumatic pres
chapter-1_图文.pdf
chapter-1 - Characterization of crystals
chapter_1_图文.ppt
chapter_1 - 外贸函电实训教程 A TRAINING COURSE O
chapter1c_图文.ppt
chapter1c - 第二章 计算机图形系统及硬件基础 ? 图形显示设备
chapter1_3_图文.ppt
chapter1_3 - 1.6 时间序列信号模型 ? 三种时间序列模型 ? 三
国际金融chapter 1_图文.ppt
国际金融chapter 1 - International Finance Keith Pilbeam City University, London Palgrave(2006) 1 T...