商务英语教学课件chapter 2 d.ppt

Chapter 2 Diction & Effective Sentences,Learning Objectives To learn how to Choose words precisely. Choose words with appropriate connotations. Choose between active and passive voice. Vary sentence patterns.,Chapter 2 Diction & Effective Sentences,Diction is the choice and use of words. In business writing, use concrete, specific terms whenever possible; use abstractions only when necessary. Example, instead of referring to “a sizable loss”, talk about “a loss of $ 32 million”. Word Choice Use short, familiar words . Occasionally need a long or an unfamiliar word because it is the only,Word that exactly conveys your meaning.,Whenever you can choose between two words that mean the same thing, use the shorter, more common one. Examples: Commence-begin Reside -live Subsequently-later Utilize-use Remittance-check, payment,Compare the following sentences:,A. This letter is a confirmation of the details of our meeting last Tuesday. B.This letter confirms the details of last Tuesdays meeting. A. Preparation of an agenda should be done before a meeting. B. Prepare an agenda before the meeting.,A.It appears the figures are inaccurate.,B. The figures are inaccurate. Avoid using these weak expressions: It was suggested, it seems,it appears, we should consider, we seem to be in favor, it may be that Also avoid using cliches(套话) At your earliest convenience, At an early date,(if you have a date, give it.),Thanking you in advance. Better: Thank you for,Attached/Enclosed please find/You will find/Please find enclosed two copies of our invoice No.456. Better: Attached/Enclosed /Here is/are two copies of our invoice No.456.,Reducing sexual bias in business writing,Nonsexist language treats both sexes neutrally. Using nonsexist language is a good idea for at least three reasons.First, the language we use reflects and reveals our understanding of the world around us. An organization that treats people fairly should use language that treats people fairly. A second reason for using nonsexist language,Is to remove a potential barrier to,The images people create of themselves. The third reason to use nonsexist language ,and perhaps the most important, is that its fairer and friendlier. When you know your readers name but not the gender. You may use the readers full name in the salutation: Dear Chris Crowell, Dear J.C. Meath, When you know neither the readers name nor gender. You have several options:,1. Use the readers position or job title:Loan Officer,2. Use a general group to which your reader belongs: Dear Investor: Dear Admissions Committee: Do not use Dear Sir or Madam:, Dear Gentlepersons:, or To whom it may concern. These terms may be nonsexist, but they are stuffy, and sound silly.,Pronouns,Four ways to eliminate sexist generic pronouns: use plurals,use second-person you, revise the sentence to omit the pronoun,and use pronoun pairs. Example: Each supervisor must certify that the time sheet for his department is correct.,Nonsexist:,1. Supervisors must certify that the time sheets for their departments are correct. 2. You must certify that the time sheet for your department is correct. 3. The supervisor must certify that the time sheet for his or her department is correct. 4. The supervisor must certify that the time sheet for the department is correct.,Effective Sentences,Three Types of Sentences: simple, compound, and complex. The structure of the sentence should match the relationship of the ideas. For example, if you have two ideas of equal importance, they should be expressed as two simple sentences or as one compound sentence, but if one of the ideas is less important than the other, it should be placed in a dependent clause to form a complex sentence.,Effective writing balances all three sentence types,If you use too many simple sentences, your writing sounds childish and cannot properly express the relationship among ideas. If you use too many long, compound sentences, your writing will sound boring. Moreover, a long series of complex sentences is hard to understand.,Example:,Our intent in forwarding the list of priority short-term capital projects in advance of the final report has been to fast track the approval process in anticipation of a review of each capital project to be conducted by government staff with your staff.,Better:,Attached is the list of priority short-term capital projects. We are sending you this information before the final report is released to fast track the approval process. This early release of the information should help your staff be prepared when the anticipated government review occurs.( a long sentence splited into 3 sentences, which is clear to be understood.),The best length of a sentence in business,Is about 15-18 words, which is easy to read. The best business writing should include a variety of sentence length With short and long sentences.,Sentence Style,Keep sentences short Rely on the active voice: Tom played the violin/ The violin was played by Tom. The shipment was lost/ You lost the shipment.,Eliminate unnecessary words /phrases,Avoid obsolete and pompous language Moderate your enthusiasm Break up strung-out sentences Avoid hedging sentences Watch for indefinite pronoun starters Express parallel ideas in parallel form Correct dangling modifiers ( For details : Read the textbook),Keep words together that work together,Emphasize key thoughts Example: In the near future, sales will be hiring two new account managers as we work on improving our customer service. Better: Two new account managers , who will be hired by sales in the near future, will help us improve customer service.(Two new account managers and improve customer service are now the key points.),What should you look for when