商务英语课件：Chapter 1 The Basic Principles of Writing

1、Chapter 1 The Basic Principles of Writing Learning ObjectivesTo learn how to understand the five principles.Understand characteristics of business writing.Use 3Cs rules and KISS Principles.Learn how to say “No”.Think critically and solve problems. Chapter 1 The Basic Principles of WritingFive Keys t

2、o Effective WritingEffective business writing meets five basic principles: its clear, complete, and correct; it saves the readers time, and it builds goodwill.1. Is clear. The meaning the reader gets is the meaning the writer intended. The reader doesnt have to guess. 2. Is complete. All of the read

3、ersQuestions are answered. The reader has enough information to evaluate the message and act on it.3. Is correct. All of the information in the message is accurate. The message is free from errors in punctuation,spelling,grammar,word order,and sentence structure.4. Saves the readers time.The style,

4、organization, and visual impact of the message help the reader to read, understand,and act on the information as quickly as possible.(Time is Money)5. Builds goodwill. The message presents a positive image of the writer and his or her organization. It treats the reader as a person,not a number. It c

5、ements a good relationship between the writer and the reader. How to Create Messages that Meet the PrinciplesTo create good messages, use this seven-step process:Before you write,1. Analyze your audience, your purposes,and the situation.2. Use this analysis to organize your information. 3. Use this

6、analysis to design your papersRevise your documents to4. Be friendly and businesslike.5. Emphasize the positive. (The glass is half full, not half empty.) 多说半杯满,避说半杯空6. Use standard English; double-check names and numbers. After your message is delivered,7. Use the response you get to measure your s

7、uccess and to help you plan future messages.Characteristics of Business Writing Business writing characteristically serves six basic functions (1) to provide practical information, (2) to give facts rather than impressions, (3) to provide seeable to clarify and shorten information, (4) to give accur

8、ate measurements, (5) to state responsibilities precisely, and (6) to persuade and offer recommendations. These six functions tell you what kind of writing you will produce after you successfully answer the who? why? what? and how? Just discussed. 3Cs Rules:1.Clear 2.Concise 3.CourteousExamples:A. I

9、n addition, we are also sending you our latest pricelist.B. In addition, we are sending you our latest pricelist.A. In my past experienceB. In my experienceExamples:Compare the following sentences.A. Please send me a price-list for your T-shirt.B. Kindly send me a price-list for your T-shirt.C. I wo

10、uld appreciate it if you could send me a price-list for your T-shirt.D. You are requested to send me a price-list for your T-shirt.E. Would you please send me a price-list for your T-shirt? Comments:A. standard but unfriendlyB. old /out of dateC. too long and meaninglessD. tone of giving orders, unp

11、leasantE. Best expression here How to say “NO”: Compare the following sentences:A1. I cannot attend the party.B1. I would attend the party,but then I would miss my sons graduation.A2. I wish I could accept your invitation.B2. I cant accept your invitation.Comments: B1 ,A2 are better. Use these words : Could, would, might, wish and if to soften your tone when saying “No”.Choose a better choice:A. We will begin shipping on September 2.B. We cannot begin shipping on September 2.(For details, Read the textbook.) “KISS” PrincipleKeep It Short and Simple.Revise