《MBA英语写作练习》PPT课件.ppt

,MBA Practical Writing 1. General layout of a letter 2. Writing for practical communication a. Letters of complaints (投诉信) b. Letters of apology (道歉信) c. Letters of application d. Letters of recommendation e. Resignation letters f. Invitation letters g. Thank-you letters h. Others,1. General layout of a letter Six parts of an English letter: the heading (including the date) the inside address the salutation the body the complimentary close the signature,Dept. of Radio Engineering Harbin Institute of Technology Harbin, 150001 P.R.C. 22 April, 1995 Mr. James Allen Executive Secretary to the Chairman Martin & Simmons, Inc. 234 Commonwealth Avenue Boston, MA 23456 U.S.A. Dear Mr. Allen, Yours sincerely, (signature) Wang Xiaobo,2. Writing for practical communication a. Letters of complaints (投诉信) b. Letters of apology (道歉信) c. Letters of application d. Letters of recommendation e. Resignation letters f. Invitation letters g. Thank-you letters h. Others: inquiry, suggestion, and memorandum,A letter of complaint Dear Manager: Much to my regret, I write this to place a complaint against your bad service in your bookstore. Last week I ordered a dozen of books on international politics in your bookstore.You promised me to deliver it to me no late than this Monday .Of course, I have received all of them, but I found there are some problems in book binding, the pages are spreading ,and I cannot use it at all. I called your customer service,but they said it is beyond your obligation. I am crazy about it; I want you give me some explanation.,Since there were such damage to the goods, I decided to file a complaint against the customer service. Would you please let me know whether I should return the books to you for a replacement or if you have an authorized service representative here to which I should take it? I will hold onto them until I hear from you. Sincerely yours, Fanny Chen,A Letter of Complaint Dear Sirs, Your shipment of twelve thousand “Smart” watches was received by our company this morning. However, we wish to make a number of complaints concerning the serious delay in delivery and your failure to carry out our specific instructions with regard to this order. It was stressed from the beginning that the delivery date had to be less than six weeks from the initial order in order to meet our own customers requirements. While we understand that delays in production are occasionally inevitable, we must point out that the major reason why the order was placed with your company was because,we were assured by you of its speed of delivery, and that your existing stocks were sufficiently high to ensure immediate shipment. Late delivery of the goods has caused us to disappoint several of our most valued customers, and is bound to have a negative effect on potential future orders. The second complaint concerns the difference in color between the watches we ordered and those delivered. It was stated clearly in the original order that watches in combinations of green/purple and orange/purple only were required. However, only half the watches in the delivery received are of the colors specified. Our Hong Kong agent assures us that she stressed to you the importance of following our instructions precisely, since we consider there to be only a limited market in this country for watches of other colors at the present time.,Any watches that are not of the specified colors will, of course, be returned to you. We are also somewhat concerned about the rather poor quality of the goods received, since it is apparent that the watches that finally arrived have been produced from interior materials and have been manufactured to a lower standard than those in the sample. We have also found that a number of the watches do not appear to be functioning. Whether the latter problem is due to poor manufacture, damage during transportation or bad batteries is not yet clear, but we should like to point out that we feel this matter to be entirely your responsibility.,As a result of the above problem, therefore, we feel that the most suitable course of action is to return to you unpaid any of the goods considered unsatisfactory, and to subtract any resultant costs from our final settlement We shall also, of course, be forced to reconsider whether any further orders should be placed with your company. We look forward to your prompt reply. Yours sincerely John Smith,Letters of apology An apology letter shows that you are sorry and says that you value your relationship with the other party. Depending on the nature of the letter, it can either be written in the friendly or the business letter format.,Friendly/Personal Apology Letter If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next you should admit your fault and take responsibility for your actions. Next you should volunteer or ask if there is any way that you can help out to resolve the situation. Then you should let the recipient know that you will try to make sure that the situation will not happen again. To close off the letter you should apologize again. When writing a personal apology letter it should come from the heart and be sincere.,Formal/Business Apology Letter If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next you should give an explanation as to what went wrong. Then you should try to rectify the problem. To close off the letter you should apologize again.,Dear Jolene, I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have slipped my mind. How about I treat you to lunch next Wednesday, at the new Italian restaurant Julies at 12:30PM? I have marked this date in my planner so I will not forget about it. Id just like to apologize again for missing the lunch date. Your Friend, Signature,Dear Mr. Bicman: I apologize for the mix-up of order #: 26429782. We have just implemented a new packaging system that still has a few bugs to be worked out, but we did fix your order and sent it out this morning. For your trouble, we have enclosed a $25 gift certificate which can be used at any of our stores. Once again I would like to apologize for the mix-up in your order and any inconveniences this may have caused you. Sincerely, Scott Mahoney (Signature) Customer Service Manager,Letters of application (for a job) 1. Refer to the position applied for and explain the reason for wanting it (tell how you learned about the position through a newspaper advertisement, an agency, or a friend.) 2. Supply information on yourself, including personal background, education, academic qualifications, work experience, additional information about personal skills and specific training. 3. At the end of the letter, ask for an interview at the prospective employers convenience.,Warnings: Dont brag about your qualification though you are supposed to state them clearly. Dont talk about your lack of experience. Dont say you need the job badly. Dont say you are unhappy in our present job. Dont try to flatter prospective employer by stating that you think their company is better than others.,Dear Mr. Jones, I recently learned from the journal of Medical Science that you have openings (职位空缺) for caner researchers. Please consider my qualification and experience when you select applicants for these positions. As you can see from my resume, I have a Ph.D. degree in biology and have worked for more than ten years in the field of cell growth and division. In the course of my research, I have developed a strong interest in the early detection of cancer cells and have published several papers on the subject.,I believe I can be of value to your institute. I am ready to provide you with any other information you may need as well as excellent personal references. Thank you very much for your time and consideration. Sincerely, (signature) Ge Fangyun,Letters of recommendation (for jobs) 1. Explain the relationship between you, the writer, and the person recommended. 2. General comments on the persons abilities, mannerisms and personality. 3. Suggest that the receiver employ the person recommended. Other suggestions: 1. Be positive, enthusiastic and confident in recommending the person. 2. Dont over-exaggerate his or her qualifications.,Dear Ms. Hagerman, It is with great pleasure that I recommend Mary Alice Westerly for the physics position at Thomas Jefferson. Mrs. Westerly taught at Grant Wood High School from 1986 to 1999, during which time I was principal. Her primary teaching responsibilities were physics, chemistry and ninth-grade general science. For the first two, she organized fairs, in which students exhibited their projects and had them judged by a state panel. For the last, a “show-and -tell” Saturday greatly pleased the parents of the students involved.,She was one of the best teachers we have ever had in the area of science, and we were deeply saddened when she and her family moved to Augusta. I can assure you that if I were heading a school in Augusta, and had a teaching position open in science, I would hire her. She is creative, deeply conscientious, professional, and hardworking. I strongly recommend her and am sure you will be more than satisfied with her performance in the classroom. Sincerely yours, (signature) Tom Maxwell Principal,Resignation Letter The first paragraph of your letter should state that you are leaving and when you are leaving. The second paragraph should explain your reason for leaving the company. (This paragraph is optional.) In the third paragraph you can offer to make your resignation go smoothly for the company. For example, you can offer to help train a replacement with the time you still have left. (This paragraph is also optional.) The last paragraph should thank the employer for the opportunity to work for, wish them well and/or express interest in maintaining your professional relationship.,Dear Mr. Jenkins: I am formally notifying you that Ill be tendering my resignation (递交辞呈) from Widgets Unlimited, Inc. My last day will be on November 12, 2004 I never imagined that I would have to leave Widgets Unlimited, but due to the relocation of my wifes work to New York, I have made the decision with my wife to move up to New York as a family. If there is anything that I can do to make this transition easier for the company, let me know and Id be more than willing to help out. I have truly enjoyed my work here and I would like to thank you for the opportunity that you have given me to work here at Widgets Unlimited. Sincerely, Scott Nelson(Signature) Inventory Specialist,Invitation letters The introduction allows the host and sender to introduce themselves, as well as the organization in which they have chosen to represent. A simple background of the individual or company will suffice in this section of the letter. Next, in the body of the letter it is important to outline all of the information about the event. The date and time should be included as well as the theme and purpose for the event. At this point, a date should be mentioned in which guests should provide their reply by, and it may also contain any information regarding special roles played at the event, attire and items required for the guest to bring.,Be sure to mention any specifications about dress code in the invitation letter. Next, in one sentence, the appreciation for the guest to attend the party should be shown. This can be completed with a formal note, stating that you look forward to seeing the individual at the event. Remember, this needs to keep in tone with the rest of the letter. The conclusion should contain the sign off and a line that ties the complete letter together, drawing the end of the invitation, with a salutation and a signature.,Dear Mrs. Coling: My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our school in a weeks time. A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals that will demonstrate the ability of the community to develop employment opportunities for the youth within the community.,At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also be available at the presentation. As one of the prominent figures in the community, we would be honored by your attendance. Please reply by Monday the 26th of February to confirm your attendance to the function. We look forward to seeing you there. Sincerely, Ms. Susan Harris (Signature),Thank-you letter Anytown Press Club 345 Scoop St. Anytown, CA 93449 (555) 555-1212 June 15, 2008 Sam Speaker 123 Main St. Othertown, CA 96097,Dear Mr. Speaker: Id like to personally thank you again for the wonderful address you gave at the Anytown Press