商务英语教学课件cha.ppt

Chapter6HowtoWriteEffectiveBusinessLetters 1 PlanningToolForLettersReader sNameWhatdoyouknowaboutthereader hisorherbackground Howmanytimeshaveyoualreadydiscussedthistopicwiththereader Never Once MorethanonceWhatdoesthereaderwanttoknow Whatdoyouwantthereadertoknow Whatwillthereader sreactionbetothesepoints Goodnews Mildlyinterested Indifferent BadnewsBasedonthereader sreaction whattypeofletterwillyousend Information Badnews PersuasionWhatdoyouwantthereadertodoafterhe sheisfinishedreading TypeofLetter FormatforInformationLetter sample1 DearMark 1 Thankyoufortheinformationyouprovidedforourhomemarketingcampaignquestionnaire Asalways yourcooperationhashelpedensurethesuccessofthisproject 2 Ihaveenclosedacopyofthefindings Pleasenotethatsomeofthisinformationisextremelysensitiveandshouldbetreatedasconfidential Thesesectionsaremarked Sample1 continued 3 We llbebacktorequestanupdateinJanuary Again Mark thankyouforyourcontinuedparticipation Yourssincerely StructureoftheLetter 1 mainidea 2 details 3 callforaction FormatforBad NewsLetter Sample2 DearMr Brown 1 InresponsetoyourletterofMay3 IcontactedournationalpartsheadquarterstolocatethenecessarypartforyourTCL 188TV 2 ItisABC spolicytoalwaysmaintainalargestockofrepaircomponentsforallourproducts However asweproduceawiderangeofgoods wehavehadtolimitourinventory Westockpartsforaperiodoftenyearsafterthelastmanufacturingdateofaunit Sample2 continued 3 Yourmodelisovertenyearsold WecheckedwithourwarehouseinCalgaryand astheydidnothavethepart askedthemtocontacttheirUSandJapanesecounterparts Weregretwewerenotsuccessfulinlocatingtherequiredpart 4 WetrustyouenjoyedyourlastABCtelevision anditservedyouwell Mr Brown Whenthetimecomestoinvestinanothertelevision IrecommendyouvisityournearestABCstoreattheNorthCommonShoppingCenteronHighway7 Sample2 continued Iamsureyouwillbeimpressedbytheknowledgeandhelpfulnessofthesalespeopleandthewiderangeofourproducts Sincerely StructureoftheLetter 1 naturalopening2 Presentingfacts3 SupportingevidenceandBadnews4 Neutralending Sample3FormatforPersuasionLetter DearMr Therrien 1 Ifacompanyistocontinuetogrowintoday smarketplace itmusthavegreatproducts providegoodservice andlistentoitscustomers 2 WeatKryptonInternationalprideourselvesonthequalityandperformanceofourproductsandourcustomerservice However weareinterestedinhearingyourexperiencewithKrypton Weknowyoupurchasedacordless phonefromaKryptonstorethreemonthsago Now Sample3 continued Thatyouhavehadtimetouseit wewouldliketoknowhowyoufeelaboutthemachine Wouldyourecommendittoyourfriends Howdoyoufeelaboutoursalesstaff Weretheyknowledgeableandhelpful 3 Theattachedquestionnaireasks20simplequestions allrelatedtoourproductsandservice Itshouldtakenomorethantenminutestocomplete Wehaveevenincludedapen yourstokeep tohelpyougetstarted Sample3 continued 4 Bytakingthetimetofillinthissurvey youwillbehelpingustoassistyouinthefuturewithnewandimprovedmerchandiseandservice 5 Pleasereturntheformtousintheattached self addressedenvelop Thankyouforyourcooperation Sincerely StructureoftheLetter 1 beginwithapointthatthereadercanagreewith Sample3 continued 2 Introducetheideaandpresentdetails3 Presentrequest4 Benefitstothereader5 CallforactionHowtoWritetheOpeningandClosingSentencesinYourLetters OpeningLinesshouldbespecificandwithpurpose Thefollowingopeninglinesshouldbeusedonlytojump startyourowncreativeprocesses Thinkaboutwhyyouarewritingandthencomeupwithyourownoriginalopening 1 Wewerepleasedtoreceiveyourorderfor24desklamp 2 Thankyouforsendingusthesamples 3 IenjoyedmeetingyouattheCOMMIXEDexhibitanddiscussingyourfuturecomputerplan 4 Iamsorrytohearyouarenothappywiththeplan 5 HereistheinformationIpromisedyoulastmonth 6 Thebooksyouorderedarebeingshippedtoday Theopeninglinesshouldalsofollowthebasicprinciplesofeffectivebusinesswriting ClosingLines Theclosinglinesshouldcallforaction Youshouldletthereaderknowwhatyouwanthe shetodoafterhe sheisfinishedreading Examples 1 IlookforwardtomeetingwithyouonJune3 2 Totakeadvantageofthisoffer youmustrespondbyJanuary30 3 Tocompletethereport IneedtheinformationbyMay30 4 Thankyouforyourpatience Chooseabetterchoice 1 A WewishtoacknowledgereceiptofyourletterofMay2 B IhavereviewedtheconcernsdiscussedinyourletterofMay2 2 A Thankyouforlettingusknowaboutthissituation B We resorryforanyinconveniencethatourproductmayhavecausedyou 3 A Ifyouhaveanyquestions pleasecallmeat 027 8754 1752 continued 3 A Ifyouhaveanyquestions pleasecallmeat 027 8754 1752 B Ifyouhaveanyquestions pleasedon thesitatetocontactme 4 A ThankyouforyourletterofMay16inwhichyoucomplainedaboutourserviceprogram B AfterreceivingyourletterofMay16 Ireviewedyourconcernswithourservicedepartment Key 1 B2 A3 A4 B Chapter6LetterFormats Letterformatreferstothewayinwhichyoutypeorprintaletter whereyouindentandwhereyouplacecertainkindsofinformation Twoofthemostfrequentlyusedbusinessletterformatsarethefull block blockformatandmodifiedblock semi blockformat Beforeyouchoosealetterformat findoutwhetheryouremployerhasapreference Full BlockFormat Thefull block blockformatistheeasiesttousebecauseallinformationintheletterisflushagainsttheleft handmargin withspacebetweenparagraphs FigureA 1 page103 showsafull blockletteronletterheadstationery speciallyprintedgivingacompany sname businessandfaxandtelephonenumbers Ifyoudon tuseletterhead thewriter saddressisplacedflushwiththeleft handmargin directlyabovethedate ModifiedBlockFormat Themodifiedblockstyle FigureA2 page104 positionsthewriter saddress ifitisnotimprintedonaletterhead date complimentaryclose andthesignatureattheright handsideoftheletter Thedatealignswiththecomplimentaryclose andnotationsofanyenclosureswiththeletterflushbelowthesignature Paragraphsinthemodifiedstylecanbeflushagainsttheleft handmarginorinden