《商务英语写作》课件Lecture 2 Effective Business Writing

1、Lecture 2 Effective Business WritingLearning ObjectivesPrinciples of Business WritingFive Cs Principles of Business WritingPractice 5 Cs in Business WritingPunctuation in Business WritingPart OneThe Principles of Business WritingI. Principles of Effective Business Writing1. Be clear2. Use the right

2、register3. Use we and you4. Use correct titles and namesII. Detailed Principles1. Be clearBe clear means to make sure the reader will get the message you are sending. (1) Be clear in your mind about the purpose of the written document.(2) You need to think about your use of language. A. use simple w

3、ords and phrases. B. use simple paragraphs which focus on one topic or point. C. use pictures, diagrams, lists and examples to clarify what you want to say.II. Detailed Principles2. Use the right registerRegister is about using the right sorts of words or phrases for your audience. You should think

4、about the formality of what you are writing. (1) If you are writing to engineers, you should use _. (2) If you write an E-mail to your friend, you should use_. Technical jargonFriendly toneII. Detailed Principles3. Use we and youTreat the reader as if they were sitting next to you.(1) You can call t

5、hem you rather than the supplier, or the customer, or the receiver. (2) Use I and we when you are writing about yourself or your organization. II. Detailed Principles4. Use correct titles and namesThis is common courtesy, and may appear obvious. But it is very easy to get titles and names wrong. Par

6、t Two Five Cs Principles of Business Writing Five-C Principles of Business WritingTo achieve effective business writing, it is advisable to follow 5Cs ,1. Clarity 清楚/concreteness具体2. Correctness准确3. Conciseness简明4. Completeness完整5. Courteousness礼貌I. Clarity Clarity is achieved by using the right wor

7、d in the right place. This involves organizing short, familiar and conversational words into effective sentences and paragraphs. It is also helpful to use example, illustrations, and other visual aids when necessary. A. Thank you for your letter of 19 April about your visit to London. B. Thank you f

8、or your last letter about your visit to London . A. We thank you for your remittance of $650. B. We thank you for your remittance. A. Please deliver the equipment to our company before next Friday. B. Please deliver the equipment to our company as soon as possible. 2. Correctness Correctness is a st

9、ate free from errors. It refers to correct data, accurate statements and clear opinions. It also means correct spelling , grammar, punctuation and document format. A. If the construction couldnt be finished in time, what should we do? I think we should fine the Party who is responsible for the delay

10、. (Daily expression) B. Any delay of completion of the construction work will impose the responsible Party one percent fine of the total cost per week. (Business writing) 3. Conciseness Conciseness means expressing much in a few words. It is achieved by omitting trite expressions, avoiding unnecessa

11、ry repetition and wordy statements and including only relevant fact. A. Please let us know the results as soon as possible. B. Will you be good enough to let us know the results as soon as possible. A. Your invoice has now been outstanding for 90 days. B. It has come to our attention that your invoi

12、ce has now been outstanding for 90 days. 未付款4. CompletenessCompleteness involves a careful check of who, what, where , when, why and how. A complete message conveys everything the writer has intended to cover and provides sufficient details for the reader to know. A. We have received your order of a

13、 large volume.B. We have received your order of up to US$ 589,700. 5. CourteousnessIn business writing, it means taking readers feelings and point of view into consideration. To be courteous, the writer should avoid expressions that are likely to give offence. We should avoid some words causing the

14、racial, sexual and age discrimination, A. Im planning a trip to Europe in Oct. and would like to meet you to discuss opening an office in Paris. B. Im planning a trip to Europe in Oct. and have to meet you to discuss opening an office in Paris. A. You could obtain a refund if the goods you returned

15、had remained cleans and usable. B. We cant offer you any refunds if the goods you returned were dirty and unusable. Part ThreePractice on Five Cs PrinciplesRemember Useful ExpressionConcisenessClarityCorrectnessCompletenessCourteousnesswordinessplain languagegrammarnecessary informationpoliterepetit

16、ionjargonpunctuationsufficient detailsconsiderateredundancypertinent/ to the pointspellingequalstick to the pointacronym/ abbreviationcorrect level of languageavoid paternalismcapitalizationavoid indignation/scornful angerproofreadaccuracy of factsmechanicsformatPractice I. Which translation is bett

17、er? Why?1. 随函附寄订单一张，请填妥，并附寄支票为荷。A. An another form is enclosed. Please fill it out and attach your check in return.B. We have enclosed an order form. Please first of all fill it out, and then attach your check when you write your reply to us.2. 附寄我公司BA120号销售确认书一式两份，望查收。 请会签并寄回一份给我方。A. We are very gl

18、ad enclosing our Sales Confirmation No. BA120, in duplicate, and we hope sincerely that you could send back us one copy of them completed with your signature on it. B. We are enclosing our Sales Confirmation NO. BA120 in duplicate, and one copy of which, completed with your signature, is to be retur

19、ned to us. PracticeWhich translation is better? Why?3. 如报给我方贵公司的最低CIF价、产品的详细规格说明及装运日期，不胜感激A. It will be highly appreciated if you could quote us your best CIF price, giving a full specification of your product and shipping date. B. It will be highly appreciated if we could get your quotation of the

20、best CIF price, the full specification of your product and shipping date.4.我方确认订购贵公司两套CM120公斤重不锈钢船锚， 单价为135美元，包括运费。A. We confirm the order of two of your CM120kg stainless anchor at a price of US$135 each including delivery. B. We confirm the order of two of your product CM120kg at a price you quote

21、d last time. PracticeWhich translation is better? Why?5. 任何一方都可更换自己指派的代表，但须书面通知对方。A. Either side can replace the representatives it has sent if it can give a written notice to the other side.B. Either side can replace the representatives it has appointed that it submits a written notice to the other

22、 side. 6. 感谢贵方10月15日对我方AC26新型空调机的询盘。A. Thank you for your enquiry dated on Oct. 15 about our new AC26 air-conditioner.B. Thank you for your enquiry under the date of Oct. 15 about our new AC26 air-conditioner.PracticeWhich translation is better? Why?7. 回复可否寄回贵公司新产品目录？A. Would you please send us your

23、 latest catalog in return?B. You should send us your latest catalog in return, OK?8. 此批货物的质量比我方4月份进口的那批要差很多。A. The goods is much inferior in quality to that we imported in April.B. The goods is much worse than the ones we imported last month.PracticeWhich translation is better? Why?9. 希望贵方能改进包装，防止在今

24、后交货中再发生此类麻烦。A. We hope you would improve the packing so as to prevent reoccurrence of such trouble in future deliveries.B. We suggest that you improve the packing so as not to have such trouble in future deliveries.10. 对于贵方损失我方表示遗憾并同意赔偿15,000美元。A. We regret for the loss you have experienced and agre

25、e to compensate your by US$15,000. B. We regret for the loss you have suffered and agree to compensate you by US$15,000. Keys1. A (the principle of Conciseness)2. B (the principle of Conciseness)3. A (the principle of You-attitude)4. A (the principle of Clarity/Concreteness)5. B (the principle of Co

26、rrectness)Keys6. A (the principle of Conciseness)7. A (the principle of Courtesy)8. A (the principle of Correctness)9. A (the principle of Courtesy)10. B (the principle of Correctness)Part FourSome Features of Business Writing-Punctuation Punctuations1. comma(逗号) （1）Comma can separate the coordinate

27、并列 parts in the sentences. e.g. Enclosed you may find a detailed quotation with price, specification and delivery terms. (2) Comma can separate the actual statement from the additional adverbs. e.g. Generally, shipment can be effected within 2 months after receipt of your L/C.(3) Comma is used in nu

28、mber. e.g. $25,376(4) Comma is used to separate the places in business correspondence. e.g. Fax: Westin Hotel Group, 21-10 Raffles Tower, Yishun Ring Road, Singapore 760810 Note: If the places are written in separated lines, we should omit comma.Punctuations2. Period/ full stop(句号)（1）Period is used

29、at the end of the statements or imperial sentences. e.g. We have recommended Fox machines to other companies. (2) Period follows the abbreviated letters. e.g. Oct. A.m. Wed. Note: If the statement is ended with the abbreviated letters, we should omit the period. e.g. I am looking forward to seeing y

30、ou tomorrow afternoon at 3 p.m. Note: If the abbreviated part is used as parentheses , we should use comma to separate the words. e.g. David Stone, Ph.D., is the president of Sun world Group. Punctuations3. Semicolon (分号)（1）Semicolon is used to join two coordinate sentences, which should be relevant in meaning together. e.g. You have sold more goods than any other salesperson; consequently you are appointed as our representative in your area. (2) Semicolon is used to join the adverbs with the main clause. Punctuations4. Apostrophe (省略号)（1）Apostrophe is used to show the