《商务英语写作》PPT课件.ppt

Skills and practice,Business English Writing,Lesson 1,Getting in -choose the possible answers from the lists in each case,1. Communication becomes easy and convenient in the modern business interactions. We can _ to get contact with our business partners.,a. write a letter b. send an e-mail c. make a phone call d. send a telegraph e. send a fax f. send a short message g. write a memo,Getting in -choose the possible answers from the lists in each case,2. If you want to place an order with a supplier, you will _.,a. Make a phone call first, and then write a letter to confirm the order. b. Only need to make a phone call. c. Write a letter or a fax to place the order.,Getting in -choose the possible answers from the lists in each case,3. Is there any necessity to write a letter or a fax to acknowledge the order you received?,a.Yes b. no,Getting in Could you list any reasons for the survival of business letters?,A. it is real - its being in black and white can carry something undoubted or denied so it can carry commitment. B. it is written by someone, so it at least bears his/her signature, which gives off a touch which may make the business not so tough or cold. C. Even in today, there are quite a few regions that Internet hasnt covered or is regarded as something too luxurious. D. it is necessary to keep written document in doing business. E. it could be read at any time as the reader likes.,What Is Business Writing,Generally, the writing which is related to business should all be called business writing.,Business letters concerning establishing relationships, advertisements, fax, brochures, memo, e-mail, business reports, application letter, resume, etc.,Functions of Business Writing,To inform- convey vast amount of information To influence readers attitude and actions To entertain clients,Basic Principles of Business English Writing-6Cs principles,Completeness Conciseness Correctness Clarity Courtesy Consideration,6Cs Principle1: Completeness,Try to answer all questions asked. Whenever you reply to a letter containing one or more questions, try to answer all of them-stated or implied. Provide all the necessary information the reader need. Sometimes you should provide something extra when desirable.,6Cs Principle 2 : Conciseness,Conciseness -communicating an idea in the fewest words without sacrificing completeness and courtesy. 1) keep sentences short please dont hesitate to write to us please write us due to the fact that because during the year of 2003 during 2003 in the city of London London in due course soon for the reason that since; because,6Cs Principle 2 : Conciseness,2) Avoid wordy statements and unnecessary repetition. Eg. 1. I am writing you at this time to enclose in this letter a tentative plan for the forthcoming visit to California by our Director Mr. Nei next August when we might get together to discuss matters of mutual interest. -Here is a tentative plan for Mr. Neis visit to California next August. 2. We hereby wish to let you know that we fully appreciate the confidence you have reposed in our products. -We appreciate your confidence in our products.,6Cs Principle 3 : Clarity,Clarity -being specific, definite, and vivid rather than vague and general. 1. Use specific facts and figures Eg1: We thank you for your remittance. We thank you for your remittance of $650.00 Eg2: We wish to confirm our telegram dispatched yesterday. We confirm our telegram of January 16. Eg3: As requested in your recent letter we have already sent the samples to you. As requested in your letter PH-789 of Feb. 11, we sent you the samples by air parcel on Feb. 18.,6Cs Principle 3 : Clarity,2. Avoid using words or structures that cause ambiguity Eg: We are sending you in the enclosed list five samples of the goods for your market which we think suitable by air freight. As in the enclosed list, we are sending you by air freight five samples of the goods which we think suitable for your market. 3. Be careful of the position of the attributives Eg: In reply to your letter of May 6 and according to information received we believe that the firm referred to is quite a reliable one of this city. According to information received, we believe that the firm referred to in your letter of May 6 is quite a reliable one of this city.,6Cs Principle 3 : Clarity,4. Be attentive to the position of nouns and prons. Eg.1: They informed Messrs. John & Smith that they would receive an answer in a few days. They informed Messrs. John & Smith that the latter would receive an answer in a few days. Eg.2: We are willing to leave this matter to the company the details of which are unknown to us. We are willing to leave the company this matter, the details of which are unknown to us,6Cs Principle 4 : Courtesy,Courtesy-to give the receiver a feeling of importance and satisfaction 1). Prompt and punctual handling of your business communication 2). Be sincere and naturally tactful, thoughtful and appreciative. 3). Avoid using expressions that may irritate your reader,6Cs Principle 4 : Courtesy,Eg.1: Im planning a trip to Europe in October and have to meet you to discuss opening an office in Prague. Im planning a trip to Europe in October and would like to meet you to discuss opening an office in Prague. Eg.2: You obviously made a big mistake by sending us the wrong goods. Thank you for your prompt delivery. However, we found the bicycles are not in the color we ordered.,6Cs Principle 5 : Correctness,Correctness means the writer should: -Choose the correct level of language -Have a good command of both Chinese and English -Use only accurate facts, figures and words,6Cs Principle 5 : Correctness,Choose the correct level of language A. Formal: Top-level government documents and papers, dissertations, international agreements, legal documents and other institutional writings. B. Informal: Business letters, newspaper and magazine articles publication for general use, and letters exchanged between friends and relatives. Informal Expect think (believe) End try get Use,Formal anticipate deem terminate endeavor procure utilize,6Cs Principle 5 : Correctness,Figures and numbers should be correct A. “以上”, “以下”, “以前”, “以后”的表达法 60 打和60 打以上 60 dozen or (and) up (upward,upwards) 2%和2%以上 2% or (and) more 50 罗或50 罗以上的定单 an order for 50 gross or upward 不少于50 罗的定单 an order for not less than 50 gross B. “从到”的表示法 5%到10%(包括5%和10%) 5% up to 10% both inclusive 5%到10%(包括10%) over 5% up to 10% inclusive 不包括3% any excess over 3% any amount over and above 3% a sum exceeding 3% a sum above 3%,6Cs Principle 6 : Consideration,Consideration-you prepare every message with the recipient in mind, trying to put yourself in his place. Use “you” attitude instead of “We” attitude eg. (we attitude) We are happy to have your order for Gentlemen shirts, wh