商务英语信函地写作原则与技巧(英文版)-毕业论文

1、WORD格式PAGE1 / NUMPAGES15XX科技学院毕业论文论文题目(Topic):ThewritingprinciplesandtechniquesofBusinessEnglishletters作者(Writer):宋国华学号(Number):33班级(Class)09商务英语指导教师(Tutor):吴春蕾2012年6月18日摘要随着全球经济的发展及我国对外贸易的不断扩大，商务英语信函在国际贸易中的地位也越发重要。商务英语信函是国际贸易双方进行书面商务信息沟通的重要手段,其撰写的成功与否对企业的业务有着极其重要的影响。商务英语信函的写作是有规律可循的,即应遵循一定的写作原则和采用一

2、些写作技巧,以使商务信函表意准确,语言流畅,更易于贸易双方的沟通与理解。关键词:商务英语信函；写作原则；写作技巧AbstractWiththedevelopmentoftheglobeeconomicandthecontinuousenlargementofourforeigntrade,businessEnglishlettersbecomeincreasinglyimportantintheinternationaltrade.BusinessEnglishlettersarethemajormeansofwrittencommunicationbetweentwopartiesinthe

3、internationaltrade,andtheirwritingisveryimportanttothebusinessoftheenterprise.Fortunately,somewritingprinciplesandtechniquescanbeused.Inordertomakethebusinesslettersaccurate,verbalfluency,easiercommunicationandunderstandingforthetradingparties,weshouldfollowcertainwritingprinciplesandusesomewritingt

4、echniques.Keywords:BusinessEnglishletters;writingprinciples;writingtechniquesContents中文摘要Abstract1.BasicpartsofaBusinessEnglishletter.12.ThewritingprinciplesofBusinessEnglishletters32.1Conciseness32.2Clarity32.3Completeness.32.4Concreteness.42.5Courtesy42.6Correctness52.7Consideration53.Thewritingte

5、chniquesofBusinessEnglishletters63.1Simplewordsbest63.2Adopttherighttone63.3Notetheuseofjargon.63.4Useactivevoiceratherthanpassivevoice.63.5Varysentencelength73.6Havesuitableparagraphslength73.7Payattentiontofirstandlastimpressions73.8Checkyourletters7Conclusions.8致谢.9参考文献10目录摘要Abstract一、商务英语信函的基本构成

6、1二、商务英语信函的写作原则3(一)简洁原则3(二)清晰原则3(三)完整原则3(四)具体原则4(五)礼貌原则4(六)准确原则5(七)体谅原则5三、商务英语信函的写作技巧6(一)简单的词，效果最好6(二)采用恰当的语气6(三)注意专业术语的使用6(四)多使用主动语态6(五)变换句子的长度7(六)善于规划段落长度7(七)注意第一印象7(八)检查信函7小结8致谢9参考文献10ThewritingprinciplesandtechniquesofBusinessEnglishletters1.BasicpartsofaBusinessEnglishletterMostbusinesslettersha

7、ve7standardparts.Theyare:letterhead,date,insideaddress,salutation,body,complimentaryclose,andsignature.Weappropriate,anyofthefollowingoptionalpartscanbeincluded:attention,subject,enclosure,postscript.1.1LetterheadTheletterheadexpressesafirmspersonalityandisgenerallyprintedonthefirmstationery.Ithelps

8、toformtheimpressionofthewriterfisrm.Stylesvaryconsiderably,buttheyallgivesimilarinformation,usuallycontainingallorsomeofthefollowingelements:thecompanysnameandaddress,postcode,telephonenumber,faxnumber,e-mailaddress,evenwebaddress.Theymaybepositionedinthecenter,orattheleftmarginfortheblockstyle,orfl

9、ushattherightmarginforthestyle.1.2DateBusinesslettersshouldhavethecorrectdatetypedundertheletterhead.Thedateshouldbetypedorwritteninfull,notinabbreviatedformsincethedaterecordswhentheletteriswrittenandmayserveasanimportantreference.Itisusualtoshowthedateintheorderofdate/month/year/(Britishpractice),

10、ormonth/day/year.(Americanpractice).Regardingthedateline,patattentiontothefollowingpoints:A.Yearshouldbetypedinfull.Avoidabbreviation.Forexample,2003cannotbereplacedby03.B.Monthispreferablyspelledoutinletters,toavoidconfusion.Forexample,12/11canbeNovember12orDecember11.C.Dayeithercardinalnumberorord

11、inalnumberscanbeused.Sotherecommendedformsforthedateareasfollowings:October25,2011or25October,2011.1.3InsideaddressTheinsideaddressconsistsofthenameandthecompleteaddressofthereceiver.Weincludetheaddressintheletteralthoughitalreadyappearsontheenvelopebecausetheenvelopeisusuallythrownaway.Thenthelette

12、ritself,whichistobekeptonfile,canindicateforwhomthemassagewasintended.Itisusuallyplacedtwospacesbelowthedateline,alignedwiththeleftmargin.Iftheletterisaddresstoagroup,theinsideaddressincludesonlytheaddressandthegroupname.Ifitistoaperson,useeitheracourtesytitleoraprofessionaltitle.Careshouldbetakento

13、addresstherecipientasexactlyasitappearsontheenvelopeoftheletter.1.4SalutationSalutationisthecomplimentarygreetingwithwhicheveryletterbegins.Salutationcanbefollowedbyacommaoracolon.ColonisformalinAmericanbusinessletters,commainBritish.Besuretosalutetothecorrectaddresseeappearinginyourinsideaddressori

14、ntheattentionline.ThecustomaryformalgreetinginabusinessletterisDearSir(s),De“arMadam(s),DearMs”oranofficaltitlelike“PresidentorDoctor”.Ifthereceiverisknowntothewriterpersonally,alessformalandwarmergreetingisused:“DearMrWhite,DearMsJohn”.1.5BodyBodyisthemostimportantpartofalettersinceitcontainstheact

15、ualmessage.Thebodyoftheletterdeservesspecialattentionnomatterhowbriefitmaybe.Itisadvisabletobearthefollowingprinciplesof“7Cs”inmindwhenwritingthiscorepart.Thencarefulplanningandlogicalarrangementareneededfortheparagraphs.Atypical3-paragraphletterwouldlikethefollowing:Theopeningparagraphintroducesthe

16、letter.Keepthefirstsentenceshortandeasytounderstandandkeeptheopeningparagraphshort,probablynomorethantwoorthreelines.Ashortopeningparagraphiseasiertoread,anditdoesnotintimidatethereader.Themiddleparagraphsupportsthefirstparagraphandprovidesmoreinformation.Here,trytobringinyourinvolvementorwhatservic

17、eorinformationyoucanoffer.Theclosingparagraphisthesummaryoftheletter;itstressestheactionthatyouwanttothereadertotake;itstatesexactlywhatyouwantthereadertodo,anditleavestheimpressionofthecourtesy.Likeanygoodbye,jogthereadersmemorthereissomethingthatyouwantthereadertodo,butkeeptheclosingshortandfriend

18、ly.1.6ComplimentarycloseThecomplimentarycloseissimplyapolitewaytoendaletter.Theexpressionforthecomplimentarycloseshouldmatchthesalutation.Itappearsinthemiddleofthepageandtwolinesbelowtheclosingsentenceforindentedlayoutwhileitstartsattheleft-handmarginforfullyblockedletters.Onlytheinitialletterinthef

19、irstwordofanycomplimentarycloseiscapitalized.1.7SignatureThesignatureisthesignednameorsealofthewriter.Itisgenerallyputtwolinesbelowthecomplimentaryclose.Itshouldbesignedbyhandandinink.Underthehandwrittensignature,thesignersnameandhisorherpositionareusuallyfollowed.2.ThewritingprinciplesofBusinessEng

20、lishlettersBusinessEnglishlettersplayanimportantroleinthedevelopmentofgoodwillandfriendlytraderelationship.Theyshouldbefriendlyandcourteous,easytoreadandeasytounderstand.Inwritingabusinessletter,therearecertainprinciplesforyoutofollow.Called“7Csth”ey,are:conciseness,clarity,completeness,concreteness

21、,courtesy,correctnessandconsideration.2.1ConcisenessConcisenessmeanstowritethefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.AconcisebusinessEnglishlettersavestimeandexpenseforbothsenderandreceiver.Concisenesscontributestoemphasis.Byeliminatingunnecessarywords,youhelpmakeimportantideas

22、standout.Toachieveconciseness,trytoobservethefollowingsuggestions：2.1.1ShortenorOmitWordsorExpressionsAsfewwordsaspossibleshouldbeusedtogivecompleteandclearmeanings.Theexpressionofthelong-windedplaysnoroleinthesentence.Forexampl,e“atthepresenttime”w,ecanusenowtoexpressthesamemeaning.Asisclearlythela

23、tterbetterreflecttheprincipleofconciseness.2.1.2AvoidUnnecessaryRepetitionSometimesrepetitionisnecessaryforemphasis.Butifthesamethingissaidseveraltimeswithoutreason,theBusinessEnglishletterbecomesboring.Forexample,“WillyoushipusanytimeduringthemonthofDecember，orevenNovemberifyouarerushed，forNovember

24、wouldsuitusjustaswell.”Inthissentence,whatthewriterwanttoexpressisthereadercanshipbytheendofNovembershipment,soweputthesentencesintoPleaseshipusbytheendofNovember,thatwillbeabletoclearlyexpressthewritersintention,andnothavetoconstantlyrepeat.2.2ClarityClaritymeansyourpurposeandthewordsarecleartoyour

25、readerssothatthereaderwillnotmisunderstandwhatyouaretryingtoconvey.ClarityisthemostimportantprincipleofEnglishBusinessLetterWriting.Abusinessletteriseffectiveonlywhenitcommunicatesthenecessaryideastoitsreaderswithclarity.Becertainaboutwhatyouwishtosay,expressitinplain,simplewords,andpresentitinwell-

26、constructedsentencesandparagraphs,ifnecessary,intablesorgraphs.Avoidambiguityandexpressionsthatareliabletomisunderstand.Accurate,straight-forward,andsimpleEnglishispreferredinbusinessletters.2.3CompletenessCompletenessmeansyourmessagecontainsallfactsthatthereceiverneedsforthereactionyoudesire,soBusi

27、nessEnglishlettersarecompletewhentheycontainallthenecessaryinformation.Thelettersweresentbeforeauditexpressioninformationintegrityisthemostbasicrequirement.Keepingthefollowingguidelinesinmindwillhelpyouachievecompleteness:2.3.1MakeallpointdetailedEvidencemustbepreciselystated.Thesignificanceofthefac

28、tsinrelationtotheproblemmustbeshown.Thetreatmentofeachsectionofthearticlemustbecompleteorthereadermaymisunderstandthatparticularsections.Theanalysisisabasisfortheconclusions,andtheconclusionsareabasisfortherecommendations.2.3.2AnswerallquestionsaskedIfyouneedtoreplytoaninquirycontainingoneormoreques

29、tions,answerallquestionsclearlystatedandimplied.Ifyouhavenoinformationonaparticularquestion,youmustsaysoclearly,insteadofomittingananswer.Ifyouhaveunfavorableinformationinansweroneormorequestions,handleourreplytactfully.2.4ConcretenessConcretenessmeansbeingspecific,definite,andvividratherthanvaguean

30、dgeneral.Concretenessisalwaysstressed,especiallyforbusinessletterscallingforaspecificreply,suchastradeterms,shipment,packaging,specificationsandcharactersofgoods,figuresanddates.Thefollowingguidelinescanhelpuswriteconcretely:Usespecificfactsandfigures,Putactioninverbs,Preferactivevoicetopassivevoice

31、,Choosevivid,image-buildingwords,Payattentiontowordorder,Puttingmodifiersinrightplace.Forexample,Poor:Pleasesendyourproposaltousassoonaspossible.Better:PleasesendyourproposaltousbeforeOctober10.2.5CourtesyCourtesyisnotmerelypolitenesswithmechanicalinsertionsof“pleasea”nd“thankyouR”at.her,truecourtes

32、yneedstousetactfultoneandrespectfulexpressiontoshowthehonestattitude,andsincerepoliteness.Answerletterspromptly,forpunctualitywillpleaseyourrecipientwhohateswaitingfordaysforareply.Adopttherighttoneinthewriting.Beforeyoubegintowrite,thinkcarefullyaboutthewayinwhichyouwanttoinfluenceyourcustomer,andt

33、henexpressyourselfaccordingly,beingpersuasive,firm,orapologetic.Avoidcourtesyblundersinyourletters.Discrepancyoftenoccursinbusiness,butitshouldbehandledandsettledwithdiplomacyandtactwithoutillwithoneitherside.Nevershowyourangerinabusinessletter.Avoidsuspicion,accusationandtalkingdown.Neveruseirritat

34、ing,offensiveandbelittlingstatements.Forexample,Poor:Wearesorryyouhavemisunderstoodus.Better:Wearesorrywedidnotmakeourselvesunderstoodclearly.2.6CorrectnessThetermcorrectness,inadditiontopropergrammar,punctuationandspelling,alsomeansappropriatetoneandaccuracyofinformation.Usingtherightleveloflanguag

35、ecanhelpconveytherealmessagewithoutcausingoffenceevenifitisaletterofcomplaintorananswertosuchaletter.Forexample,“Ill,were”seemstoocolloquialandnoformal,weshouldchangeitaswill,weare”inbusinessletters.Accurateinformationisofprimaryconcerntobusinesswriterssincebusinesslettersinvolvetherights,theduties,

36、andtheinterestofbothparties.Accuratefiguresandexacttermsareparticularlyimportantastheyarethebasisofallkindofbusinessdocuments.Therefore,weshouldneitheroverstatenorunderstate,becauseoverstatementmightthrowyouinanawkwardpositionwhileunderstatementwouldleadtolessconfidenceandholduptradedevelopment.2.7C

37、onsiderationTheinterrelationshipbetweenthesenderandthereceiverprofoundlyaffectscommunicativeeffectiveness.Considerationmeansthewriterpreparesthewritingwiththereaderinmindandtriestoputyourselfinhisorherplace.Toindicateyouareconsiderate,youcanusethefollowings:2.7.1Focuson“You”Insteadof“I”and“We”Yourre

38、adersareusuallymoreconcernedaboutthemselvesthanaboutyou.Theyaremoreinterestedinyourwritingwhentheyseethepronoun“you”ratherthan“I,we”.Trytogivetheconsiderationtothereceiverswishes,demands,interestanddifficultiesbyadoptingtheirviewpoint.Forexample,Poor:IamhappytotellyouBetter:Youwillbehappytoknow2.7.2

39、Use“Positivesentenc”einsteadof“Negativesentenc”eUsually,negationtendstosoundcriticalofthereaderanddisappointedonthepartofthewriter,whilepositivismsoundsencouragingtobothparties.Itwouldservethefunctionofeffectivecommunicationifwesometimesturnnegativemessagesintopositiveonesparethefollowing:Poor:Wehop

40、eyouwontbedissatisfiedwiththenewrangeofourelectricproducts.Better:Wearesureyouwillbesatisfiedwiththenewrangeofourelectricproducts.3.ThewritingtechniquesofBusinessEnglishlettersBusinesslettersareletterswrittenbetweenonefirmandanothertoconveyandexchangeinformation,news,ideasoropinions.Butabusinesslett

41、eriseffectiveonlyifitreflectsinthemindofthereceiveratrueimageofthethoughtconveyedbythewriter.Weshouldbeskilledinusingsomewritingskillsexceptcertainwritingprinciples.Thefollowingguidelineswillhelpuswriteeffectively:3.1SimplewordsbestMoresimpleandcommonwords,lesslengthyanduncommonwords,inordertoreduce

42、misunderstandings.Andthereaderscanquicklyunderstandthemeaningwhatyouwanttoexpress.Forexample,“never”insteadof“underthenocircumstances”“asyourequested”insteadof“asperyourrequested”“,expedite”“speedup”instead.3.2AdopttherighttoneIfabusinessletteristachieveitspurpose,itstonemustberight.Beforebeginningt

43、owritethinkcarefullyaboutthewayinwhichyouwanttoinfluenceyourreader.Askyourself,“WhatdoIwantthislettertodo?”andthenexpressyourselfaccordingly,beingpersuasive,apologetic,obliging,firmandsoon,dependingontheeffectyouwanttoproduce.Asweallknow,peoplewouldliketohearthatsomethingcouldbedoneandwhattheycouldg

44、et.3.3NotetheuseofjargonThefrequentuseofthejargonandacronymsisamajorfeatureoftheEnglishBusinessLetterWriting.Inordertoavoidresultinginseriouslosses,weshouldbeskilledinusingtheterms.TherearemanyBusinessEnglishterminologies.Forexample,insurancepolicy,premium,letterofcreditorL/C,CIF,FOB,container,billo

45、flading.3.4UseactivevoiceratherthanpassivevoiceGenerally,activevoiceproducesamoreconciseandpowerfulsentencethanpassivevoice.Anactiveconstructionimmediatelyidentifiesthesentencessubjectsoreaderscanquicklyunderstandandvisualizewhoisdoingwhat.Becauseofthisclarity,theactivevoiceisalmostthebestchoiceinco

46、mposingdocumentsthatareintendedprimarilytoexchangeinformation,suchasforeigntradelettersandmemos.Inbusinesswriting,thepassivesentenceisusuallyusedtostatesomethingunpleasantorsomethingthathasbeendoneimproperlybythereadertomakethewritingmoreobjectiveandcourteous.Forexample,Poor:YourletterofJune12wasrec

47、eivedbyustoday.Better:WereceivedyourletterofJune12today.3.5VarysentencelengthShortsentencesleadtoclearmeaningandeasyunderstanding,butoverlongsentencesmayobscuretheintentionwithtoomuchinformationandbeingconfusing.However,aseriesofshortsentencesmayseemboring.Itworksbettertovary.Theaveragesentencelengt

48、hisabout15-18words.Thisisthebestlengththereadertounderstandquicklythemeaning.Therefore,wehadbetteruselongsentencesandshortsentencesinterchangeablysothatwecangiveadeepimpressiononthereaders.3.6HavesuitableparagraphslengthTheopeningparagraphandtheconcludingparagraphlengthshouldnotexceed3-4lines.Ifanop

49、eningparagraphistoolong,itcanmakethereadersfeeltiredanddonotwanttotakethetimetoreadon.Aconcludingparagraphshouldbealsoconcise,clearlyandcompletelyexpresseswhatyoumean.Inaddition,thebodyparagraphshouldbenomorethaneightlines.Inbusinesswriting,itissuitableforparagraphstocontain7-8lines.Ifaparagraphisto

50、olong,itmaymakethemainideaunclearandleadtoaloosestructure.Ifaparagraphistooshort,yourreadermaybeimpressedthatyourtopicisnotadequatelysupported.3.7PayattentiontofirstandlastimpressionsThelettersyousendoutmustcreategoodfirstandlastimpressions.Toachievethis,“putyourselfinyourreadersshoes”andtrytoimageh

51、owhewillfeelaboutwhatyouwrite.Avoidold-fashionedphrases,suchas“Weareinreceiptofyourletter”“Wehaveforachnowledgementyourletter”Althoughtheyaregrammaticallycorrect,theytendtobedull.Avoidthekindofendingintroducedbyaparticiple.Thankingyouinanticipationandsimilarendingsarenolongerusedinmodernletter-writi

52、ng.Theymeannothingandservenousefulpurpose.3.8CheckyourlettersBecarefultocreateagoodimpressionwitheachofyourletters.Beforesigning,checkitfortheaccuracyofitscontentsandtestitsgeneralsuitabilityagainstsuchquestionsasthese.Forexample,a.Isitcorrectlyspeltandproperlypunctuated?b.Doesitcoverallessentialpoi

53、ntsandinformation?c.Doesitsoundnaturalandsincere?d.Doseitadoptthereaderspointofviewandwillbereadilyunderstood?e.Isitsgeneraltonerightandisitlikelytocreatetheimpressionintended?Iftheanswertotheallquestionsisyesthentheletterwilltakethefirststepincreatinggoodwillandyoumaysafelysignandsendit.ConclusionsThenameofthisthesisisTheWritingPrinciplesandTechniquesofBusinessEnglishLetters.Thisthesishaspractice,comprehensivenessandsomeotherfeaturessothatwecanknowmoreaboutTheWritingPrinciplesandTechniquesofBusinessEnglishLetters,andourletterswillbecomem