Lesson 1 General Rules of Business Writing.doc

Lesson 1 General Rules of Business Writing (商务英语写作的基本原则)Key to ExercisesPractice 1Check with a partner about what decisions Janet can make according to Sample 1?1. About photocopy paper: change the color to blue, or wait sometime for the green ones.2. About envelops: Its OK if the envelops are not as wide as the old order, or insist on the same size envelops.3. About filing cabinet: Two drawers filing cabinet, or four drawers filing cabinet.Practice 2Abbreviations are commonly used in business writing, for example, ASAP (as soon as possible, 尽快), FOB (Free on Board, 船舷交货价). Choose an appropriate abbreviation from the list to fill in each blank.1. When the goods are ready for shipment, it is the duty of the exporter to see to it that the goods are loaded on board, following which the importer will get from the shipping company a B/L.2. We accept your order and wish to assure you that delivery will be made immediately we receive your L/C.3. We have international sales team to serve international customers. You could contact with our sales REP in your region through phone, fax, email, and MSN.4. We are able to do both CIF and FOB prices.5. We received 250 pieces “Hard discs” on Dec. 07th with a commercial invoice of USD7,147.50, and on Nov. 23rd we paid the PI with USD7,222.50, so there is a balance of USD75. Would you please send us a credit note for this overpayment?6. The PA should provide secretarial and administrative support to the new business Director of the company, managing his diary components and incoming calls, arranging meetings, preparing his agenda and so on.7. Payment shall be made in US dollars by means of a 50% of order amount by TT and payment shall be remitted to the manufacturer not later than forty-five days prior to the expected delivery date of the order.8. In most companies, the MD is the senior executive director, subordinate only to the chairman of the board.Practice 3Rewrite the following sentences to make the idea clearer.1. They bought a bicycle for $25 in a small shop in Beijing.2. We are one of the leading shoe manufacturers based in Shanghai, China, with a workforce of 2,000 people. 3. We confirm the order of two of your CM 120kg stainless anchors at a price of USD135 each including delivery.4. We are enclosing our Sales Confirmation No. BA120, in duplicate, and one copy of which, completed with your signature, is to be returned to us.5. Those who work in these conditions rapidly get ill.6. Marshall Corporation, having branch offices in four states, was founded forty years ago and it now employs nearly 400 people.Practice 4Put () before the sentences that adopt You-attitude in writing._ 1. I negotiated an agreement with Apex Rent-a-Car that gives you a discountof 20%. 2. You now can get a 20% discount when you rent a car from Apex. 3. The 500 red and gray sweatshirts you ordered were shipped today and willreach you early next week._ 4. We shipped your order today._ 5. We provide the latest exercise equipment to all employees in RAC Inc. 6. You have access to the latest exercise equipment as an employee of RACInc. 7. The Model GSK, a similar instrument, is in stock, and you could have it atthe same price as the GSF._ 8. The Model GSK, a similar instrument, is in stock, and we can offer it atthe same price as the GSF._ 9. We will ship the order as soon as it is confirmed. 10. It will be shipped as soon as you confirm this.Practice 5Reorganize the following sentences in the right order to make a complete email. Pay attention to the relationship of the sentences and keep one idea in one paragraph.Dear Ms. Walters,I am writing to discuss with you about your order of our GSF. If I had known your needs before May 20, I could have shipped Model GSF immediately. However, the spring sale drained our stock. The Model GSK, a similar instrument, is in stock, and you could have it at the same price as the GSF. It normally sells for $10,000 or more. It will be shipped as soon as you confirm this.Best regards!RitaPractice 6Read the following email. It is all right in terms of language, but not quite acceptable in business communication. Discuss in groups of 3 to 4 people about how to improve the writing according to the 7Cs “Effective Communication Criteria”.Dear Mr. Leefung,I am writing about our General Managers forthcoming visit to your factory. He will be in Singapore on March 9 and 10. He would like to speak to all members of the Production Department in your factory. Please ask them to cancel all other appointments. Thank you for your arrangements. Sincerely,Mary SimmsPractice 7 Suppose you were in charge of technical resources in your company. You have just received a letter from the Customer Services Manager at JLM Communications, who is installing a new telephone switchboard at your offices. Look at part of the letter below, on which you have already made some handwritten notes. Write a letter to JLMs Customer Services Manager by using the handwritten notes.Dear Sir or Madam:Thank you for your prompt action of installing the new telephone switchboard in our company. However, the system of extension numbers seems rather complicated. Is there any way to simplify it?By the way, what is the name of your technical representative or who we can get in touch with at your main office if we need technical help? We will pay you when the job is finished and hope we can set up good relationship in this cooperation. Practice 8The following is an email written by Linda, a five-year-old girl, to her pal. Maybe she is too young to have a clear idea about writing. So read it and make judgments whether the groups of words are sentences or not. Then mark Y (yes) or N (not) in the brackets after the groups of words.Hi, Tom, ( N )Guess, where am I? ( Y ) You wont believe that I am in Shanghai, China now. ( Y ) I have been here 3 days. ( Y ) Visited Shanghai Expo. ( N ) And took many photos. Oh, Jesus! ( Y ) I was hardly lost. ( Y ) Because there were so many people. ( N ) Thanks God! ( Y ) My mom finally found me. ( Y ) See you next week. ( Y ) I think you will love listening to my stories in Shanghai. ( Y ) With best wishes. ( N )Yours, Linda ( N )Practice 9Improve the paragraph below according to the well-organized sentence principles.When you buy insurance, you enter into a written agreement with the insurance company. This agreem