Business Writing Tips 商务英语写作秘诀.pptx

1、Tips for Business Writing,Professor COON,Business Writing Tips,Purpose of business writing is to tell as much as needed for the reader as clearly and as quickly as possible. These tips will enable you to: Reduce the time spent composing your messages. Choose the most appropriate expressions for diff

2、erent situations. Make it easier for readers to understand you. Enhance your image in the eyes of the readers.,Business Writing Tips,Internal correspondence,Business Writing Tips,Memos Similar to letters. Main differences are that memos are INTERNAL and are less formal. Less formality means memos ca

3、n be shorter (ideally one page, but avoid being curt) and even handwritten.,Business Writing Tips,Memos DO Put your most important points first, in logical sequence, especially who it is for, why you are writing and what are the outcomes. Use headings, lists and pictures when possible. Check it care

4、fully afterwards for clarity.,Business Writing Tips,Reports Companies make important decisions on the basis of reports. Ineffective reports result in bad decisions. Report writers are therefore exposed to harsh scrutiny by both bosses and clients. 2 categories of reports: ROUTINE: to inform of progr

5、ess. SPECIAL: to instruct, inform, interpret, or influence.,Business Writing Tips,Special reports need special treatment: Draft subject and headings logically, with the main points first. Data and charts must support conclusion and recommendations. Allow MORE time to revise and edit than actual time

6、 to write it. Read aloud one sentence should not be more than one breath. Sleep in it.,Business Writing Tips,Reports Paragraphs should be numbered. Remember busy managers want summaries FIRST! See presentation on Report Writing.,Business Writing Tips,Meeting Minutes Tips See Trainers form Check in a

7、dvance with chairperson about agenda, format, and degree of detail. Use numbered headings and underlining or BOLD. Identify people responsible for actions and deadlines. Distribute after approval by chairperson.,Business Writing Tips,ORGANIZING FAXES Use a pre-printed format. Attach the fax confirma

8、tion slip Write in bold capitals (poor telephone lines can delete parts of words) Show your fax number to help replies Avoid faxing OUT on dark colored paper - it can take 10 times longer to send,Business Writing Tips,External correspondence,Business Writing Tips,LETTERS IMAGE Your letters represent

9、 your personal and your organizations image to the world outside - set high standards. Keep your image consistent: where House Rules exist, follow them by applying the Seven Cs.,Business Writing Tips,The 7 Cs Always be COURTEOUS CONSISTENT CLEAR CHECKED CORRECT (facts and figures) CONCRETE (be speci

10、fic!) COMPREHENSIVE,Business Writing Tips,LETTERS LAYOUT Use letterhead stationery showing your location details. Give your fax, phone and extension numbers. Set a 2.5 cm margin. Double space between paragraphs. Start all text on the left margin. British: Put Day Month Year (no punctuation) e.g, 13

11、May 1994 Americans put Month Day Year May 13, 2004.,Business Writing Tips,Use their name, title (if known) and full address (always spell-check carefully). Your Reference (for file purposes). Their Reference (from their prior letter). Salutation: Dear Ms. Jones (where less formal). Dear Madam (where

12、 name is unknown). Subject heading: CENTERED IN BLOCK CAPITALS.,Business Writing Tips,Subscription or sign off: Yours sincerely (after named addressee). Best regards (after Dear Sir or Madam). Sign it. Writers name and title. Enclosure reference: Encl(s). Copies to: cc(s).,Business Writing Tips,LETT

13、ERS STRUCTURE Always ensure that your letters follow a logical framework: Beginning : refer to situation and purpose Middle : detail facts supporting purpose Ending : summarize, situation, and next actions.,Business Writing Tips,LETTERS Bad beginnings: Your correspondence dated . is hereby acknowled

14、ged We are in receipt of your letter dated . We hereby acknowledge This letter is written by way of responding to yours dated . We are confirming your letter of Why not simply say - Thank you for your letter dated .,Business Writing Tips,LETTERS GIVING BAD NEWS Courtesy is crucial - consider their f

15、eelings. Avoid starting with no, judging or blaming. When refusing, be clear and say why. Help them with alternatives where possible. End on a co-operative or sympathetic note.,Business Writing Tips,LETTERS Be F-I-N-E when making complaints: Facts: be specific and factual about who, what, why, when,

16、 where Implication: describe the effects of the problem Needs: say what outcome you want End: politely and positively,Business Writing Tips,LETTERS When handling complaints, show CUSTOMER concern: Concern for clients Urgency Specific facts Timetabled actions Options to resolve Mailed confirmation Em

17、pathy for them Respect,Business Writing Tips,LETTERS TO CUSTOMERS EXERCISE: Check your policy and procedures: How quickly should I reply? Is this achieved? When I cannot answer queries quickly am I sending interim acknowledgements? How up to date are my customer correspondence files? How do I check

18、the impression my letter makes? Who handles correspondence in my absence?,Business Writing Tips,PROPOSALS DRAFTING Submit a DRAFT first to check what your reader wants. Test the draft with your inside supporter. If competing with others, submit your draft LAST - then ask how it compares with others.

19、 Submit it IN PERSON to verify acceptability. Give COST OPTIONS, breaking costs down into smaller terms, e.g.: cost per day, NOT per year cost per item, NOT per shipment.,Business Writing Tips,PROPOSALS COVER LETTERS Personalize for each recipient Thank them for any help given Put a deadline on any

20、quotation Confirm next action (NOT we await your reply),Business Writing Tips,PROPOSALS STRUCTURE 1. Covering Letter, outlining benefits. 2. Management Summary, key points proposed. 3. Client Aims and Objectives, company-wide and departmental. 4. Current Methods and Costs, identifying their concerns

21、. 5. Requirements: New conditions, Needs and Priorities.,PROPOSALS STRUCTURE 6. Proposed Improvements and implications. 7. Implementation Plan, with simple steps: how, who, when, where. 8. Suppliers Unique Benefits, as wanted by the client. 9. Cost-benefits and return on Investment, counterbalancing

22、 costs. 10. Appendices, detailing supporting information.,Business Writing Tips,PROPOSALS FORMAT Say you Use headings Create white space Shorten paragraphs Double space lines Insert graphics Put captions on graphics Emphasize with underlining, italics, boldface,Business Writing Tips,Personalize,Busi

23、ness Writing Tips,ADDRESS THE READER There is 1 words which attracts our attention more than any other: OUR NAME! The next most interesting words are closely associated YOU YOUR YOURS Write from the readers perspective Address their needs and wants,Business Writing Tips,PRECISION Exercise Write down

24、 your understanding of these words in NUMERICAL terms: Soon High Fast Long,Business Writing Tips,Now ask your customers or colleagues to do the same and compare results Is “soon” minutes, hours, days? Is “high” centimeters, meters, kilometers? Is “fast” time or speed? Is “long” time or distance? Whe

25、n you say “as soon as possible” to someone, check that you both really know what it means!,Business Writing Tips,STYLE “Be FAB” Convert Features into Advantages and Benefits for the reader. Convert I and We into YOU. Convert nouns into VERBS. And keep it short and simple KISS!,Business Writing Tips,

26、STYLE Exercise: Be FAB & KISS this example Our proficient IT specialists in DTP could facilitate the production of data transference onto hard copy to generate improvements in mail communications.,Business Writing Tips,Improve the previous slide by explaining Jargon FROM “Our proficient IT specialis

27、ts in DTP” TO “our experts in Desk Top Publishing” Shorten long words FROM “facilitate the production of data transference onto hard copy” TO “help in writing” FROM “to generate improvements in mail communications” TO “write better letters”,Business Writing Tips,Example improved “You will write bett

28、er letters with the help of our experts in Desk Top Publishing.”,Business Writing Tips,TONE Remember your ABC: Always Be Courteous Exerciseimprove the examples on the next slide.,Business Writing Tips,To: A. Hunt We are running a training workshop in customer-oriented written communication skills fo

29、r all new employees. Register below for inclusion herein. Dear Sir or Madam Our company trading terms now stipulate a 5% deposit must be transmitted for all orders to be expedited in a maximum of seven days.,Business Writing Tips,TONE Tips Talk about YOU (i.e., the reader) Check their names in advan

30、ce, if possible. Use the ACTIVE, not PASSIVE tense. From Passive: “the goods were ordered by the customer” To Active: “the customer ordered the goods” Passive: “notice is hereby given” Active: “we are advising”,Business Writing Tips,TONE Examples improved Adrian, You are warmly invited to improve yo

31、ur skills in writing to your customers. Please sign your name below. We look forward to seeing you. Dear Mrs. Jones, Your 5% deposit will ensure that, in accordance with with our new terms, you will receive your orders within a week.,Business Writing Tips,TONE Dont write to many negatives it is conf

32、using. Sound POSITIVE From “We cannot supply before May 13” to You can have our products after May 12.” From “a not opportune moment” to “a convenient time” From “you have not yet responded” to “please reply” From “you failed to enclose” to “please send”,Business Writing Tips,From “if” to “when” Fro

33、m “but” to “and” From “could” to “can” Try to end all communications with a “Thank You” and “Please contact me if you have any questions.”,Business Writing Tips,SEXISM It is difficult to recognize sexual bias in our own writing, even when it is obvious to others Using “he” when the gender is unknown

34、 can cause offense. Improve these: Policemen will be available. We must elect a chairman. A doctor likes time with his patients.,Business Writing Tips,Improvements to Sexism: Police will be available. We must elect a chairperson. A doctor likes time with the patient OR Doctors like time with their p

35、atients.,Viable alternative Revert back Past history Forward planning Added bonus Crisis situation 9 am in the morning Previous experience Actual fact Unexpected surprise,Alternative Revert Past Planning Bonus Crisis 9 am Experience Fact Surpise,Avoid too many words,Business Writing Tips,CLARITY Use

36、 K-I-S-S (keep it short and simple) by turning nouns into verbs FROM: “Utilization of the computer in payroll preparation will bring about a reduction in clerical costs.” TO: “Using the computer to prepare payrolls will reduce clerical costs.”,Business Writing Tips,CLARITY can you simplify this? A spot check of randomly selected directories indicated that a number of the directories contained several blank pages. In view of the forgoing, it is suggested that each user review the issue directory and ascertain whether or not the directory is complete. In the event that the dire