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English Business CorrespondenceLesson One Part OneEssential Qualities of a Good Business LetterWriting Principles Courtesy Consideration Completeness Clarity Conciseness Concreteness CorrectnessCourtesy 礼貌Consideration 体谅Completeness 完整Clarity完整Conciseness简洁Concreteness具体Correctness正确Courtesy Courtesy is not merely politeness. It stems from a sincere Your-attitude. In order to make a business letter courteous, try to avoid irritating, offensive, or belittling statements. To answer letters promptly is also a matter of courtesy.irritating: 使人愤怒belittling: 轻视 We have received with many thanks your letter of Oct. 7, and we take the pleasure of sending you out latest catalog. We wish to draw your attention to a special offer which we have made in it. You will particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct. 7.Consideration When writing a letter keep the readers request, needs, desires, as well as his feelings in mind. Consideration should show You-attitude rather than We-attitude, and focus on the positive rather than negative.We-attitudea. We allow 2 percent discount for each paymentb. We wont be able to send you the brochure this month. You-attitudea. You earn 2 percent discount when you pay cash.b. We will send you the brochure next month.Positivea. We feel sure that you will be entirely satisfied.b. Perhaps next time we can send you what you require.Negative a. We do not believe you will have cause for dissatisfaction.b. We regret our inability to serve you at this time.Completeness A business letter should include all the necessary information. It is essential to check the message carefully before it is sent out. Check the letter again and again before sending. After it is sent, you can not take it back.Clarity The writer must try to express his meaning clearly so that the reader will understand it well. The writer should try to Avoid using the words which have different understanding or unclear meaning. Pay attention to the position of the modifiers. Pay attention to the sentence structure Paragraph carefully and properlyAvoid Using the Words Which Have Different Understanding or Unclear MeaningWe have semimonthly direct sailing from Hong Kong to San Francisco We have a direct sailing from Hong Kong to San Francisco twice a month.As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services.We have two direct sailing every month from Hong Kong to San Francisco.Pay Attention to the Sentence StructureWe sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air.We sent you, by air, 5 samples of the goods which you requested in your letter of May 25 yesterday.Paragraph Carefully and Properly Commercial letters should be clear and tidy, easy to understand the content. Writer should paragraph a letter carefully and properly. One paragraph for each point is a good general rule.Conciseness Conciseness is using concise sentence and fewer words, without losing completeness and courtesy, to explain the meaning of a letter clearly. The methods of conciseness: Avoid using wordy expressions Avoid unnecessary repetition Using short sentence, simple words and clear explanations Avoid padded expressions Using subject line flexibly and properlypadded expressions 重复修饰Avoid Using Wordy Expressions Wordy: We wish to acknowledge receipt of your letter . Concise: We appreciate your letter. Wordy: enclosed here please find two copies of . Concise: We enclose two copies of. Will you ship us any time during the month of December, or even November if you are rushed, for November would suit us just as well Please ship us by the end of November.Avoid Unnecessary RepetitionUsing Short Sentence, Simple Words and Clear ExplanationsUse a word to replace a phrase:Use phrase to replace a sentenceUse words to replace clausesEnclosed herewith At this timeDue to the fact thatA draft in the amount of $1,000EnclosedNowBecauseA draft for $1,000Please dont hesitate to call upon usPlease see that an enquiry is conducted to determine the reason.Please write usPlease find out the reasonWe require full-automatic washing machine which is of the new type.We require new-type full automatic washing machine.ConcretenessMake the message specific, define and vivid ST858L 5-band Stereo Radio Cassette Recorder is of full functions. ST858L 5-band Stereo Radio Cassette Recorder delivers superb FM/MW/LW/SW1/SW2/FM Stereo band reception with full auto-stop and automatic quick program search (AQPS )system. We have drawn on you as usual under your L/C We have drawn on you our sight draft No. 854 for the Invoice amount, US $ 560.00, under your L/C No. 246 of the China Bank.CorrectnessCorrectness refer not only to correct usage of grammar, punctuation and spelling, but also standard language, proper statement, accurate figures as well as the correct understanding of commercial jargons.Avoid making grammar mistakes. Avoid using overstatementsUse accurate numbersUse right capital lettersAvoid Using OverstatementsIt is the lowest price available to you.It is the lowest price that we can offer you now.We are well established exporters of all kinds ofgoods made in Sweden.We are well-established exporters of Swedish sundry goods, such as Toys, Buttons and Stationary.Write Accurate Numbers5% up to 10% both inclusiveUp to $ 40 inclusiveOn or after July 10From the 1st to 15th of March both inclusiveFor 5 days exclusive of the day of dispatch 445.00 (Four Hundred and Forty-five Pounds only) 15.01 (Fifteen Pound and One penny)US $ 450.00 (US Dollars Four Hundred and Fifty only) or (Four Hundred and Fifty Dollars U.S Currency)5ft. 10in (five feet ten inches)” pipe (pipe measuring inch)120 sq. ft ( 120 square feet)40c. ft (40 cubic feet)28”30 yds. ( 28 inches in width, 30 yards in length) .Pay Attention to Capital Letters Business correspondence has its special capital letter writing regulations besides the ordinary rules.North, South, East, WestWhen they are used for name of a area but not for orientation, e.g. South-West AfricaNorth AmericaWest EuropeThe name and the brand of a commodity“Great-wall” electric Fan“Three-Star” Golf shoesChinese Cotton Piece GoodsThe name of documents Price ListLetter of CreditCatalog E-35Order No. 123The name of the transportation toolsthe S.S. “Merry Captain”the S.S. “Lucky Prince”the M.V. “Silver River”the M.V. “East Wind”Part TwoThe Main Parts and Layout of a Business LetterBefore writing , you have to1. Prepare an unlined paper （ A4 size) 1. using 1“ margins on all four sides2. using a serif font, such as Times Roman (12 point)Georgia (11 point)3. that a letter should be single spaced4. folding the letter into thirds5. mailing the letter into a No. 10 envelopeserif administrationsan serif administration letterhead/return address of the letters writer reference (optional) date complete name, title, and address of the recipient attention line salutation subject line body of the letter complimentary close signature enclosures (Enc./Encs. / Encl./ Encls. ) carbon copy notation (C.C. / B.C.C.) postscript (P.S.) Letterhead/Return address( Begin at top margin)companys nameaddresspostal codetelephone numberfax numberemail addressweb addr