商务英语写作教案.doc

严谨 规范 求真 铸魂Part 1 Writing When Making Applications (1)1. layout and conventions of letter writingProcedure:I. Leading in：5 minutesSay something about the teaching arrangement of this term and how to study this course. And then ask students to point out the advantages and disadvantages of the following ways of communication and make a conclusion that letter is the basis for communication for business. II. Teaching Contents: 40 minutesa. The main parts of business letters 1) the letterhead 2) the inside address 3) the date 4) the salutation5) the body of the letter6) the complimentary close 7) the signatureb. The optional parts 1) the references 2) the special markings3) the subject line 4) the carbon copy notation5) the enclosure c. Form of a business letter Indented format is the traditional British practice with the heading usually in the middle and the date on the right-hand side. The complimentary close may be in the center or commence at the center point. With every new line two or three spaces are indented. Also each paragraph indents by five or six spaces.Block format is now the most popular practice of displaying business letters.Its remarkable feature is that all typing lines, including those for the date, inside name and address, salutation, subject heading, each message paragraph and complimentary close, begin at the left-hand margin.The semi-blocked format is the mixture of the above two formats. The first line of a paragraph is lined up with the left margin and there is an extra blank line between paragraphs to signal the start of a new paragraph, but the writers address, date, closing and signature information are indented. d. Envelopes addressing The principles of addressing envelopes: accuracy clearness appearance III. Exercises 30 minutes Elements of Business Letters and Their Positions in the Letter: 1)Senders name: China national Light Industrial Products Import & Export Corporation, Dalian Branch2)Senders address:111 Renmin Road, Ningbo,China3)Senders E-mail:Ningbo chinalig. Com. Cn4)Senders telephone number: 0574-881322265)Senders Reference Number: WDF/LNIV. Summary Give a brief summary this class IV. Homework: 淮安信息职业技术学院备课笔记 共32 页 第 32 页Part 1 Writing When Making Applications (2)2. applying for job vacancies1. Teaching task: Job application Letter2. Teaching target and object: (1) Enable the students to write a job application letter with proper contents, format structure and language3. Teaching focus: (1) How to write a letter in order to apply for a job 4. Teaching method: free writing-commentary -discussion-guided writing-commentary -comparison with the samples-summery 5. Teaching procedures:(1) Checking the students assignments: Ask one of the review panels to do the classroom report. . Telling the class how they reviewed the letters after class, what problems they have found and what suggestions they would like to make. Show the class their sample letter with detailed correction.a. The teacher does the classroom report about the assignment.(2) Let students know the teaching tasks , target and teaching focus for this lecture(3 ) The word of the day : apply : v. to make a formal request , the usual pattern of the verb is apply to sb. for sth. E.g. Id like to apply to the publishers for permission to reprint an extract. Its noun form is application, meaning a formal request.(4) The quotation of the day: “Treat other people as you hope they will treat you.” By Aesop(5) Ask the students to write a job application letter in class in any way they think appropriate. and ask one of them to write his or her letter in the computer directly. (6) Broadcast one or two students writings so as to discuss with the class problems in the content, format and language in these writings;(7) Discuss with the class the important points concerning this piece of writing: (After the discussion the students should know that in writing we have to be clear: to write for what a particular purpose, for what a particular reader, and in what form)a) What is the purpose of this writing task?Applying to work in a unit/company of a joint venture (Field which determine the contents.);b) What is the relation between the writer and reader?Writer and reader: a student or a would be employer and an unknown foreign manager (Tenor which decides the distance: maximum; and power between the reader and writer: the reader has a maximum power over the writer, which decides the style: formal);c) What is the mode of writing? Is it to be read or to be spoken? What is the form? What is the language? Written to be read in the form of an English letter.What is the format of an English business letter? Heading inside address salutation reference purpose and information about you and about the job requirements expectation and thanks complimentary close signature d) What are the necessary elements and optional elements in the content?The necessary elements: personal information objective education backgroundworking experiences asking for consideration expressing thanks complimentary close signature(hand signature and printed name of the writer)Optional elements: Age Marital stateYour sexYour family membersHealth stateSkills, interest or hobbies unrelated with the job Your birthplaceYour references Therefore the semantic structure for job application letter is as follows: Heading inside address the writers personal information objective education working experience (skills/strength interests references, etc.) asking for consideration expressing thanks complimentary close signaturee) How are these elements expressed by the grammatical and the language expressions?Tenses: mostly the present, the present perfect and the past tenses used in different paragraphs; Words: we had better use formal words.(8) Show the students some samples and ask them to compare and comment by asking them the five questions mentioned above.Part 2 Secretarial Writing (1)1. minutes of meetingProcedure:I. Leading in：5 minutesAnyone, including you, may be assigned to take the minutes at a meeting. Often someone who is not participating in the meeting will be called upon to be the minute-taker. II. Teaching Contents: 40 minutesBefore a meeting the minute-taker should review the following: The minutes from previous meeting All of the names of the attendees (if possible) The items on the agenda It also helps to create an outline before going to the meeting. An outline should include the following: A title for the meeting The location of the meeting A blank spot to write the time the meeting started and ended The name of the chairperson A list of attendees that can be checked off(or a blank list for attendees to sign) A blank spot for any attendees who arrive late or leave early Sample Minutes Outline:Supervisors MeetingFriday, May 5Room 3Start: _ Finish: _Chair: PierreAttendees:1._2._3._4._5._Late to arrive:_Early to depart:_The minute-taker can use a pen and paper or a laptop computer and does not need to include every word that is spoken. It is necessary to include important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure to know the names of the attendees. If you cannot remember someones name, take a brief note of their seating position and find out their name after the meeting. A minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten.III. Exercises: complete the following minutes MINUTES OF THE DIRECTORS MEETINGHOLIDAY NOTICEDate: _Place: The meeting room of the companyPresent: _1.ReportThe notice of convening this meeting and the managers report on the state of business of the company was read by the secretary.2.ResolutionWith the consent of the meeting, the chairman made a speech and proposed that a gold metal be given to Mr. Zhang as a reward for his industrious and successful service in the past 2 years. Mr. Zhang seconded the motion, which was then put to the meeting and carried unanimously.Signature: _Date: _IV. Summary 12 minutes Give a brief summary this classIV. Homework:Part 2 Secretarial Writing (2)2. memoranda and office memosProcedure:I. Leading in：5 minutesA memo random, or memo for short, is a written document typically used for interoffice communication. As it goes between co-workers and colleagues, it plays an important role in keeping the different parts of a company in touch. It is, in fact, the most common type of writing inside a medium-sized or large company.II. Teaching Contents: 40 minutesAnalysis of the format of the following memoLetter：Memorandum To: Mr. Gary NicholsFrom: Mr. Mustafa Bahari, Senior Sales AccountantDate: 20 July, 2003Subject: Complaint from Deluxe Home Decor , Singapore I have checked my records and I have found that Mr. Gerald is correct in his complaint. I am afraid I was responsible for confusing his invoice with another invoice to Singapore. I must apologize for making this mistake. I suggest that write immediately to him to apologize and tell him to ignore the invoice he has. I shall then make sure that he gets a replacement invoice in the near future.I hope this suggestion is satisfactory.III. Exercises 30 minutesYou are required to fill in a Memorandum according to the following information in Chinese. You should include all points in the following table.备忘录致：弗吉尼亚威尔斯自：约翰坎贝尔事由：电脑亲爱的先生：我想提醒您一下，我们办公室急需一台电脑，以便处理日益增加的与外国公司和企业进行联系的函件。我希望您注意到这个问题，并尽早予以解决。2003年8月12日IV. Summary 12 minutes Give a brief summary this classIV. Homework: Part 2 Secretarial Writing (3)3.business reportsProcedure:I. Leading in：5 minutesReports can be anything from four or five sentences scribbled on a notepad to a dozen paragraphs reporting the results of a laboratory experiment to a twenty-two-volume feasibility study of the development of a supersonic transport. No clear-cut distinction exists between informal and formal reports: Simple problems and situations require only simple reports, perhaps resembling letters and memorandums more than anything else. But the more complex and lengthy the report, the further removed the audience is from the project you are reporting on, and the more valuable the report is as a long-term reference, the greater the need to formalize certain elements of the presentation to save readers time and effort and to prevent confusion.The number and type of formal elements of a report vary with its size and purpose. Short reports that are designed to be read from beginning to end may use some headings. Other reports may add a title page and table of contents. Others that are designed to provide selective access to information may have these elements and an index. Some companies and organizations use a rigid, standardized plan for long reports; others are more flexible. If your organization or agency has an established plan, you should follow it. But remember that no one plan is best for all purposes. The formal elements of long reports being discussed here are purposely general and flexible, so that you can design each report to fit its own subject matter, purpose, and audience.II. Teaching Contents: 40 minutesHere is a list of formal elements. Long reports may have any or all of them. Although companies and organizations do not design their formal elements exactly alike, the differences are usually minor.Prefatory elements Cover Title page Letter of transmittal or preface Table of contents (needed for all except short reports) Lists of figures and tables (needed when the report contains five or more formal graphics) AbstractMain elements Introduction Body (with headings and subheadings) Ending (which may include a summary, conclusions, and recommendations)Supplemental elements (which may include endnotes, lists of references, a glossary, appendixes, and so forth).Prefatory elementsThe prefatory elements initially present the report to a reader before she or he comes to the main elements. Their function is to present the contextual information of the report - its author, audience, date, subject, coverage, and organization - to readers before they begin to read or scan the report. Prefatory pages are numbered in small Roman numerals - iii, iv, v, and so on.III. Exercises 30 minutes Think of the title as a one-phrase summary of the report. It should indicate the subject as briefly and specifically as possible. Avoid unhelpful expressions like A Report on, A Study of , An Investigation. Four to eight words are usually enough. One or two words are often vague; more than ten words work against easy comprehension. Here are some acceptable titles that describe succinctly the purpose and subject of reports:Proposed Changes in the Traffic Pattern of Lockwood MallComparative Merits of Copy Machines on the MarketTooth Transplantation in Pediatric MedicineBattery Eliminators Save Money in the ShopProviding Accounting Support to the Small Business Development Center ClientsSuch key terms as “Proposed Changes”, “Traffic Patterns”, “Lockwood Mall”, “Copy Machines”, “Tooth Transplantation”, “Pediatric Dentistry”, “Battery Eliminators”, “Accounting Support”, and “Small Business Development Center” facilitate indexing and cross-referencing reports in files and databases.IV. Summary 12 minutes Give a brief summary this classIV. Homework: Part 2 Secretarial Writing (4)4. itinerariesProcedure:I. Leading in：5 minutesAn itinerary is a plan of a journey, including the route and the places that will be visited. It may be drawn up for an individual official/businessman or for delegations/missions, usually for making a foreign trip.II. Teaching Contents: 40 minutes在韩期间行程安排Itinerary:Aug. 18th, 2006: arrive KoreaAug. 19th, 2006: registrationAug. 20th, 2006: Council I& Opening ceremony (a.m.)Exhibition and sessions (p.m.)Aug. 21st, 2006: Sessions (a.m.)Sessions (p.m.)Opening Party & Ministers ReceptionAug. 22nd, 2006: Sessions (a.m.)Sessions (p.m.)Cultural EveningAug. 23rd, 2006: Library VisitsAug. 24th, 2006: library visits (a.m.)Council II and Closing or library visits (p.m.)Aug. 25th, 2006: leave from Korea日程安排：2006年8月18日：抵达韩国2006年8月19日：大会注册2006年8月20日：第一次理事会、开幕式（上午） 展会、分会场（下午）2006年8月21日：分会场（上午） 分会场（下午） 开幕晚会或部长接待2006年8月22日：分会场（上午） 分会场（下午） 文艺晚会2006年8月23日：参观图书馆（全天）2006年8月24日：参观图书馆（上午） 第二次理事会、闭幕式或参观图书馆（下午）2005年8月25日：飞离韩国III. Exercises 30 minutesWrite a time schedule according to the information given in Chinese.（1）2006 年 5 月20日，星期一：抵达北京，入住饭店2006 年 5 月21日，星期二：参观清华大学、北京大学2006 年 5 月22日，星期三：上午：美中计算机科学峰会（10：00 a.m. 2:00 p.m.）晚上：北京航空航天大学设晚宴Welcome to Beijing. As requested, we propose the following itinerary for your considerationKeys: Welcome to Beijing. As requested, we propose the following itinerary for your considerationMonday, May 20, 2006Most participants arrive in Beijing and transfer to hotel.Tuesday, May 21,2006Morning: Visiting Tsinghua UniversityThen: Visiting Peking UniversityWednesday, May 22, 2006Morning: The US-China Computer Science Leadership Summit(10:00 a.m. -2:00 p.m.)Evening: Evening banquet hosted by Beijing University of Aeronautics and AstronauticsWould you please confirm by fax so that we can make arrangements accordingly?（2）2007 年1月9日星期二上午经理会议在上海办事处会议室召开。主持人：史密斯先生到会人：比尔先生、李女士、大卫先生、杨先生会议主要内容：1 宣布会议开始后，秘书宣读了史密斯先生就公司经营状况所作的报告；2 与会者讨论了如何在中国拓展业务；3 李女士建议在苏州和常州建立办事处。大卫先生支持此项建议；4 董事长简单陈述了公司2007年的计划。每个办事处今年都分配了400万美元的营业额。会议于上午11点半结束。Keys: A managers meeting was held on Tuesday, January 9,2007 at 10 a.m. at the meeting hall of Shanghai Office.Presiding: Mr. SmithPresent: Mr. Bill, Ms. Lee, Mr. David, Mr. YangThe chief items at the meeting:1. After the meeting was declared open, Mr.Smiths report on the state of the companys business was read by the secretary.2. The attendants discussed how to expand business in China.3. Ms.Lee proposed that two branch offices be established in Suzhou and Changzhou. The motion was seconded by Mr. Davied.4. The chainman made a brief explanation of the 2007s plan of the company. Each branch office was assigned a turnover about $4,000,000 for this year.The meeting closed at 11:30 a.m.III. Summary Give a brief summary this classIV. Homework: Part 2 Secretarial Writing (5)5. business projectProcedure:I. Leading in：5 minutesAll sorts of activities can be treated as projects, as long as they meet the essential qualifications of a project. In this part of the book, we are going to introduce you to the methods and procedures of setting up a project in a business environment, including the framework and contents needed to set up the business project. Students who have had working experience in a company can set up their project on the basis of the field they have been in. Those who have not had working experience can choose a business they are interested in. It is not necessary for the project to be a “real” business, but it should be as realistic as possible. Whatever type of project you choose, the key problems are determining what kind of information you need to make the business a success and then setting up channels to procure that information. Once you have chosen the right projec