Business Writing_Week One商务英语写作课件 第一周.ppt

BusinessWriting Week1 Aboutthecourse KeyFeaturesofBusinessWriting BW UniversalityDiversityPracticabilityFeasibility Aboutthecourse KeyFunctionsofBusinessWritingBusinessesneedit Sales Promotion Inquiry Specification Reply Quotation Offer Counter offer Followup Aboutthecourse Businessesneedit Sampling Order L CorOtherPaymentTerms L CAmendment Production Packing Aboutthecourse Businessesneedit Shipment Insurance NegotiationwiththeBank Complaint Claim AgencyAgreement Aboutthecourse ThreefunctionsofBW1 Toinfluencereaders attitudesandactionsE g Salesletters DearSirorMadam Allmenarecreatedequal butallradiosarenot 2 ToinformreadersE g Requestletters Complaints Iamgladtoinform tell thatHaierTV 22is FundamentalsofBW C 1 3 ToestablishrelationshipToentertainreaders Toretaingoodwill E g Thank youlettersweareverygratefulthatyourorderhad MajordifferencesbetweenSWandBWAimTogethigherscores SW Tocommunicateinformation BW FundamentalsofBW C 1 MajordifferencesbetweenSWandBW Cont d RelationshipExaminersvsexaminees SW Demandvssupply BW CriteriaThelevelofknowledgeandlanguage SW Thedegreeofinformationvalue BW TheProcessofWriting ClarifyingaimIdentifyingreadersMakingageneralplanSketchingasynopsisDraftingtextPuttingthedraftasideRevisingandediting PrinciplesofBusinessWriting Thesix Cs principles1 ClarityUsesimple shortwordsandsimplesentencestructure after subsequent large substantialuse utilize during inthecourseof 2 Avoidusingwordswithdifferentmeanings PrinciplesofBusinessWriting Weshalltakeafirmlinewiththefirm Weshalltakeastronglinewiththefirm 3 Puttogetherwordswithcloserelation TheL Cmustreachusnotlaterthan8Octoberforarrangingshipment TheL Cmustreachusforarrangingshipmentnotlaterthan8October Puttogetherwordswithcloserelation TheyboughtabicycleinBeijinginasmallshopwhichcosts 25 00 Theyboughtabicyclefor 25 00inasmallshopinBeijing Hewaswarnednottodrinkwatereveninarestaurantwhichhadnotbeenboiled Hewaswarnednottodrinkwaterwhichhadnotbeenboiledeveninarestaurant PrinciplesofBusinessWriting Useactivevoice Atelexwassentbyusyesterday Wesentyouatelexyesterday Theapplicationwascompletedbythestudent Thestudentcompletedtheapplication Thesalaryincreasewasreceivedbyallemployees Allemployeesreceivedthesalaryincrease PrinciplesofBusinessWriting Useoffacts examples andvisualaids Thesebreaksstopacarwithinashortdistance Thesebreaksstopa2 toncar traveling60milesanhour within240feet Thiscomputerreproducescampaignlettersfast Thiscomputertypes1 000personalized150 wordcampaignlettersinonehour PrinciplesofBusinessWriting 2 ConsiderationEstablishgoodinterpersonalrelationsPutyourselfinthereaders positionPlacethereaderinthecenterofthingsUse You attitude NOT We attitude Iwanttosendmycongratulations Congratulationstoyouonyour PrinciplesofBusinessWriting 2 Consideration Cont d EstablishgoodinterpersonalrelationsWemustreceiveyourreceiptwiththemerchandisebeforewecanprocessyourrefund Pleaseenclosethesalesreceiptwiththemerchandise sothatwecanprocessyourrefundpromptly PrinciplesofBusinessWriting 2 Consideration Cont d Decliningorcomplainingintactfulway ApparentlyyouhaveforgottenwhatIwroteyoutwoweeksago AsmentionedinmyMay8lettertoyou Yourletterisnotclearatall Ican tunderstandit IfIunderstandyourlettercorrectly ReviewLecture1 1 A Wewillforwardoursampleproductsassoonaspossible 1 B Youwillreceiveoursampleproductsin2weeks 2 A Ifyoufailtopasstheexamination youwillnotqualifyforadmission 2 B Youneedtopasstheexaminationtoqualifyforadmission ReviewLecture1 3 A Subsequenttothepassageofthesubjectlegislation itisincumbentuponyoutoadviseyourorganizationtocomplywithit 3 B Afterthelawpasses youmusttellyourpeopletocomplywithit 4 A Adecisionwasreachedtopostponethemeeting 4 B Themanagementdecidedtopostponethemeeting ReviewLecture1 5 A Yourproblemwiththewashingmachinewillbehandledverysoon 5 B Wewillhandleyourwashingmachinewithin12hours 6 A Youwillreceivereactivationandassistanceconsistentwithyourrequirements 6 B Youwillgettheamountofhelpyouneed BusinessWriting Week2 PrinciplesofBusinessWriting 3 ConcisenessShortenwordyexpressionsWehavebeguntoexportourmachinestocountriesabroad Wehavebeguntoexportourmachines Fortheamountof 320youcanbuythemotor For 320youcanbuythemotor PrinciplesofBusinessWriting Shortenwordyexpressions Cont d Youhavewonduetothefactthatyouarrivedearly Youhavewonbecauseyouarrivedearly UsewordstoreplacephrasesorclausesWerequirefurniturewhichisofthenewtype Werequirenew typefurniture PrinciplesofBusinessWriting Foryourinformationweencloseacatalogue Weencloseacatalogue IntheeventthatyouspeaktoMr Moodinregardtoproduction askhimtogiveconsiderationtothedeliveryorder IfyouspeaktoMr Moodaboutproduction askhimtoconsiderthedeliveryorder PrinciplesofBusinessWriting 4 Correctness SeeP2 VerifyingspellingSelectcorrectwordsorphrases Anyonecanlearntotype Anyoneofuscanlearntotype Everyoneispracticingshopping Everyoneofusispracticingshopping PrinciplesofBusinessWriting 4 Correctness Cont d Insertappropriatepunctuation Thedirector saystheboss willhavethesessionrecords Thedirectorsaysthebosswillhavethesessionrecords 4 Theformalityoflanguage in formal Formal Informal AnticipateExpectAscertainFindoutConflagrationFireEndeavorTryInterrogateAskProcureGet 4 Correctness Cont d PrinciplesofBusinessWriting Directapproach Themainideas positivemessageIndirectapproach Themainideas negativemessage 5 Rightapproaches in direct Good newsandRoutinemessage Bad newsmessage PrinciplesofBusinessWriting 5 Completeness P2 UsecompletemodifierTheauditoriumwillseatapproximately1 000people Theauditoriumwillseat986people Ineedtheprintoutassoonaspossible Ineedtheprintoutby3p m today PrinciplesofBusinessWriting Avoidopinionsorgeneralizations Thesebrakescanstopacarwithinashortdistance TheseLGBrakescanstopa2 toncarwithin24feet Ourprinterisfasterthantheleadingcompetitor smodel OurmodelT3printeroperatesataspeedof4 300linesperminute PrinciplesofBusinessWriting 6 CourtesySayThanks Please Sorry Usepositivewordsandexpressioninsteadofnegativeones Theofficeisclosedafter4 Theofficeisopenuntil4Wecannothavethesefiguresforyoubeforenextweek Wewillhavethesefiguresforyounextweek PrinciplesofBusinessWriting 6 Courtesy Cont d Usepositivewordsandexpressioninsteadofnegativeones Cont d Wehavefoundoutthatyourdelinquencywithregardtoyouraccountby 3 Wenoticedthatyouraccountisshortby 3 PrinciplesofBusinessWriting Writenaturallyandsincerely Ihavepleasureinformingyou Iampleasedtotellyou Pleasebegoodenoughtoadviseus Pleasetellus 6 Courtesy Cont d PrinciplesofBusinessWriting Use Youapproach Ithinkyourreportwaswelldone Yourreportwaswelldone WewillacceptbidsuntilJune10 YoumaysubmitabiduntilJune10 6 Courtesy Cont d Reviewthe6Cs principles Rewritethefollowingsentencestoachieve6Cs PaymentoftheiraccountwillbemadebyJohnsonnextweek Johnsonwillpaytheiraccountnextweek Reviewthe6Cs principles Wearereturningallthemerchandisethatisdefective Wearereturningallthedefectivemerchandise Pleasefaxusabouthisarrival Pleasefaxusaboutthetimeanddateofhisarrivaldateandflightnumber Reviewthe6Cs principles YourmisunderstandingofourJuly8lettercausedyoutomakethismistake IfyouhadunderstoodourJuly8letter youhavedoneitcorrectly Weneedthestatementbytheendofnextweek Couldyousendusthestatementbytheendofnextweek Reviewthe6Cs principles Wewillbepleasedtodeliveryourorderby16September Youwillgetyourorderby16September Yourorderwillbedeliveredby16September Thecart aswellasitscontents weregone Thecart aswellasitscontents wasgone BusinessWriting Week3 Mar16 20 2009 Thelayoutofbusinessletters 1 Theheading P5 A Theletterhead includingThenameofthecompany inbigletters Theaddressofthecompany insmallletters ThetelephonenumberThefaxnumberTheInternetaddressThee mailaddressThecompanylogoortrademark Thelayoutofbusinessletters Theletterhead SNOWAIR CONDITIONERCO LTD 6ShengliSouthRoad YongchuanSichuanProvince632160ChinaTel 086814 883888Fax 086814 883887Http E mail snowac YC Thelayoutofbusinessletters B ThedatelineWheretowrite Howtowrite M D Y US January14 2006D M Y UK 14January 2006Y M D CHN 2006 01 14don tuse 1st 2nd 3rd 4th etc don tshortenthespelling Jan Feb Mar etc Howtoread Thelayoutofbusinessletters 2 Theinsideaddress P7 WhatWheree gTheHeadingNameandjobtitleDepartmentAddressCity P C Thecountry Attention Usefullnameof Noincorrectspellingof Usethecourtesytitles P8 Thelayoutofbusinessletters 3 Thesalutation1 What2 Where3 HowDearMr Jones surname farrelationship DearClaire firstname closerelationship DearSirorMadam unknownnameandgender ToWhomItMayConcern don tknowwhoisthereceiver 4 Attentionline P9 when where Thelayoutofbusinessletters 4 ThebodyoftheletterLinespacerequirementThebasicprinciples P10 Threesections1st communication relationship2nd yourbusinessmessages3rd oneortwosimplesentences 5 ThecomplimentaryclosingItmustmatchthatofthesalutation Somevariationsinstyle P11 Formalstyle Informal Semi formalstyle Sincerely Informalstyle Cordially Best regards Yourstruly Takecare Yours Thanks Seeyouin Love Thelayoutofbusinessletters Formal Semi formal Yoursfaithfully Sincerelyyours Yoursverytruly Cordiallyyours Faithfullyyours Verycordiallyyours Verytrulyyours Yourssincerely Verysincerelyyours Verycordiallyyours Yoursrespectfully Respectfullyyours When Howtouse Thelayoutofbusinessletters 6 Thesignature P12 e g Verysincerely ChiefExecutiveOfficer jobtitle KateRogers signatureKateRogers typednameChiefExecutiveOfficer jobtitle Thelayoutofbusinessletters 7 SpecialnotationsReferenceinitialse g TD jb hnTD jb hn ThesignerThewriterThetypist Thelayoutofbusinessletters 2Theenclosurenotation P13 WhyHowEnclosureEnc Encl 3 Where Enclosures ABC Thelayoutofbusinessletters 3Thecarboncopynotation P13 1 Why2 HowCC Mr Henrycc HRDepartment3 Where ThelayoutofBusinessWriting 4 Themailingandclassificationnotation P14 WhyHowWhereE g P14 ThelayoutofBusinessWriting 5 Thepostscript P14 1 Why2 HowP S Wewillholdameeting 3 Where SampleAnalysis See P15 16 Identifydifferentelementsofthesample Ifamodernenterprise isitacompletebusinessletter Canyoumodifythisletter Whichelement s canyoufindareomitted BusinessWriting Week4 March23 27 2009 AddressingtheEnvelope Requirementsinaddressingtheenvelope Correctandlegible Appropriatelocation Singlespace Blockstyle Thestamp Themailclassification Theattention AddressingtheEnvelope Returnaddress stamp Deliveryaddress Attention MC TelefaxandE mail Theboxofatelefax P17 Theimportanceofe mails P19 Efficient Economical Themainpartsofane mail P19 Thedifferencebetweenane mailandabusinessletter P21 Thedate Theaddress TelefaxandE mail Howtowritee mails OnemessageshouldbefitintoonescreenDon tsenddenseandlengthymessagesUseanattachedfilewhensendingalongdocumentCheckitregularlyandresponditASAPCarefullyinusingabbreviations e g FYI TIA IOW etc Guidelinesindesigningbusinessletters Leaveagoodmarginonbothsides 2 5cm andontopandbottom 3 5cm UsequalitypaperforbothyourletterandenvelopeUsealaserprintertoachievethebesteffectEliminatespellingmistakesandusegoodEnglishUselinespace fontsizetoadjustyourpresentations 3 5cm 2 5cm PracticeNOW Exercises1 P22 Exercises3 P23 FL hlCC Mr WangHanwei President Ms ZhangXiao GeneralManager Enc Atentativeschedule P S WewillarrangeyouatourtoYM Salesletter Lesson2 Writingsuggestions Makingthelettersmorepersonal Representingtheofferfromthepointofviewofthebuyer nottheseller Saleslettersshouldbewrittenintheindirectapproach Determiningthecentralsellingpointsandbenefits Makingthereadersrealizethatnotonlytheproductorserviceisgood butitisgoodforthem Salesletter Fouressentialelements Arouseinterest thefirstoropeningsentences AttractandkeepattentionExcitecuriosityStartatrainofthoughtCreatesuspenseUseaquestion aquotationorastatement Continuereading Salesletter 2 CreatedesireHoldattentionBuildinterestClarifytheadvantagesofyourgoodsorserviceTheMick