《商务英语写作》课件Lecture 6 Good News Letter

1、Good News Letter Lecture 6Learning ObjectivesEffective LettersGood News LettersThe Request LettersNovice Writing and Comment Teaching FocusRequest Letters Part OneEffective Letters1. Types of Business Correspondences Business correspondences may differ in contents according to different cases of bus

2、iness communication. The most common ones are:1. The Enquiry Letter 7. The Order Letter2. The Acknowledge letter 8. The Application Letter3. The Response Letter 9. The Acceptance Letter4. The Complaint Letter 10. The Congratulation Letter5. The Adjustment Letter 11. The Apology Letter6. The Persuasi

3、ve Letter 12. The Chase-up Letter2. ExerciseDo Exercise II on Page 38Look at the following extracts from different letters. Match each extract a description from the box. 2. Exercise (1) Letter of Apology (2) Letter of Enquiry (3) Letter of Congratulation (4) Cover Letter for an Invoice 发票保险证明 (5) C

4、hase-up Letter threatening legal action if ignored3. Effective Business Correspondences A checklist for an effective business correspondence.(1) Consider the topic to decide what should be included in the letter. (2) Consider the readers to see what language and style you should use, say, formal or

5、informal, common words or technical terminology. (3) Consider the result to choose the best approach with which you convey your ideas to get the best result(4) Planning Carry out researches to collect sufficient information. Form an organized structure to present the information. 3. Effective Busine

6、ss Correspondences A checklist for an effective business correspondence.(5) Draft the letter to write down what you want to say, using a brainstorming list or a mind-map to help. Brainstorming: simply write down words or phrases Mind-mapping: make notes and link them together to form an organized st

7、ructure. (6) Revise the letter paying attention to grammar, spelling and punctuation.(7) Final Check to make sure that names, titles, addresses, dates are correct.(8) Preview the print to see if the layout is perfect Part Two GoodNews LettersI. Directness in Writing about the Good News(1) In busines

8、s communication, writing about the pleasant refers to writing about good news. In other words, it is writing about positive messages. (2) Directness is the key to the writing job. (3) Directness is expressed like direct approach, direct plan, direct strategy or direct pattern. II. Approach for Good

9、News Most business tend to use a direct approach to send positive. (1) A direct approach means that we begin by stating exactly what the letter is about. (2) It is generally followed up by more information , and perhaps some questions which need clarifying. (3) The letter ends with a goodwill messag

10、e of some sort.III. Main Steps to deliver good newsStep 1 State the main idea of the message. Step 2 Provide all the details necessary to support the main message.Step3 Close the letter pleasantly looking to the future. Step 1 Main idea This means putting the main idea about the positive news at the

11、 very beginning, e.g. a “Yes” answer to a request which is always what the reader wants to know first. It is likely to set the reader in a pleasant mood, which in turn makes it easier for the reader to accept the details that follow. Step 2 The details The main section of the letter is to support or

12、 explain the main idea appeared at the beginning. It may be short or long, but it must be clear and complete in whatshould be delivered while avoiding any unnecessary information. Writer should say what needs to be said in as few words as possible. Step 3 Looking to the futureThe pleasant message us

13、ually ends in a pleasant tone with an expression of good will for future relations. e.g. Please let us know if we can be of further help.e.g. We look forward to seeing you soon. Part Three Routine LettersI. The routine LetterThe letter is routine because information exchanges happen daily in busines

14、s. The request letter is the typical example of the routine one. It is usually written in the typical direct order. Besides the information being asked, it also involves getting the reader to respond with an action that satisfies the request. II. Three parts of Request Letter1. Opening (where you cl

15、early state what you ask for)2. Body (where you give details of what you ask for and explain)3. Ending (where you ask for a specific action, be it replying with some information or sending a free sample)Opening Part of a Request Letter1. You should pay attention to your attitude or the tone of your

16、request to make it easier for the reader to accept. You shouldnt make your request sound like an order.2. You should also be specific and brief about the request. That means you need to get to the point quickly. 3. Irrelevant information should be left out.Sentence Structures for the beginning1. We

17、are interested in buying a large quantity of .advertised in the .issue of2. We are delighted/ pleased /happy/ glad to inform/ tell you that we are interested in3. We have considering buying4. We intend to/want to / would like to5. We are in the market for. Body Part of a Request Letter1. You should

18、make necessary explanation or give more details about the request. Some relevant background information can help reader make a favorable decision. 2. It is best to explain the benefits which both sender and reader will get by giving a positive answer. 3. Put yourself in the readers shoes and think a

19、bout what he wants to know before making a decision. 4. You shouldnt ask too many questions in one request letter. If you have to do, ask the most important one and put all questions in a bulleted list. Sentence Structures for the middle section1. We would be grateful if you could send us2. Could yo

20、u please send us. with.?3. We would appreciate it if you could4. We are wondering whether you could5. We would like to know whether you could6. I should appreciate further details about7. In particular, I should like to know if8. We should like you to send us9. Would it be possible for?10. Could you

21、 please send us.?Ending Part of A Request Letter1. You should specify the action to be taken, possibly with time limit. 2. Youd better provide additional help for the reader to make a favorable decision. 3. You ought to close with an expression of appreciation or goodwill. Sentence Structures for th

22、e closing1. You prompt/ early/ positive reply would be greatly/ highly appreciated.2. We are looking forward to your cooperation.3. We will be thankful if you can give us a prompt reply. 4. Thank you in advance for your help. 5. Thank you very much for your cooperation in this matter. 6. I should li

23、ke to express my appreciation for your assistance in this matter.7. Receiving. would be greatly appreciated.8. Even a short visit with you will be truly appreciated.9. Your answers to the above questions will be of great help to us. III. Vocabularyassistancegratitudeappreciationthoughtfuloccasioncon

24、gratulationindebtednesseffortcooperationwishesadvicepleasureopportunityflavorguidanceregardsaccept v.anticipateincreaseimpressexpressconsultextendstrengthenIII. Vocabularyadjectivewarmwarmestbestsuccessfulsincerekindthoughtfuldeeppleasantexcellentdelightfulenjoyablememorablegratefulgenerouscomfortab

25、lefriendlyvaluable Part Four Novice Writing and CommentI. Context of Writing a Request Letter A Bid Question MarkIts no big deal asking questions, since Ive long learned about how to ask questions. When Ms. Shawn gave me a task of writing a request letter, I was not surprised. This time I was suppos

26、ed to ask an Italian company about their new furniture products. She also wanted me to try the sole agency of their products here.I didnt think for long before I produced something like this. II. Novice WritingDear Mr. Smith:We are one of the biggest furniture dealers in SZ. We sell many different b

27、rands of products. Some are domestic, some are foreign. Our company has a long history in this business. And our customers are all over China. We have a good reputation in this business.I would appreciate it very much if you could send me a brochure of your new furnitureproducts. Also, I would like

28、to thank you in advance if you could grant us the sole agency.Thank you. Yours sincerely, Liu Yan liSecretary III. The Comment from the DoctorMs. Liu puts it right that a request letter just asks questions. She adopted the full block style and made a brief introduction to her company in the opening part. However, the biggestprobl