大学核心商务英语写作教程Unit2OfficeWriting.ppt

1、,Unit Two Office Writing,大学核心商务英语写作教程,Office writing is a part of a business assistants work. The major role of a business assistant is to help the manager to deal with various office works, so his or her job duties are multifaceted. A business assistant is not only someone who receives calls, sends

2、 faxes, makes copies and files the documents, but someone who should be good at scheduling, organizing and drafting. The basic writing scope in the office work covers minutes, telephone messages, notices and Thank-you letters etc.,After studying this unit, you will be able to:,know something about m

3、inutes,get familiar with telephone messages,learn how to write notices,grasp Thank-you notes,Contents,I. Introduction of Meeting Minutes,Meeting minutes are an account of an official meeting. Most of the time, meeting minutes are a very technical and factual account of what took place at the meeting

4、. The format for meeting minutes can vary from organization to organization. Meeting minutes are taken by a person designated as a secretary. Meeting minutes may differ from other accounts of a meeting.,会议纪要简介,会议纪要是根据会议记录和会议文件以及其他关材料加工整理而成的，会议纪要是反映会议基本情况和精神的纪实性公文，是会议议定事项和重要精神，并要求有关单位执行的一种文体。有的需要下发执行

5、的会议纪要，可以“通知”形式发出。,会议纪要有别于会议记录。二者的主要区别是：第一，性质不同：会议记录是讨论发言的实录，属事务文书。会议纪要只记要点，是法定行政公文。第二，功能不同：会议记录一般不公开，无须传达或传阅，只作资料存档；会议纪要通常要在一定范围内传达或传阅，要求贯彻执行。,What is Public minutes?,Most public meetings and governmental hearings follow prescribed rules. Often speakers words are recorded verbatim, or with only mino

6、r paraphrasing, so that every speakers comments are included. This is generally required at public hearings that are called to address a particular issue, as distinct from other types of public meetings, which may not strictly required verbatim records of all comments made. Companies are generally r

7、equired to keep minutes of the proceedings of : (a) general meetings, (b) meetings of Board of Directors, and (c) meetings of committee of the Board of Directors.,II. How to Write Meeting Minutes?,1. The details of every word spoken arent always important, but who said what is. 2. As the note taker,

8、 its important to always arrive on time. 3. Before the meeting begin (or pre-pare in advance) draw a simple layout of the seating to identify who, by name and title. 4. Begin by completing your Agenda, which contains Who, Where, Date, Time, Topic and importantly who was absent that was scheduled to

9、attend., Top Tips,5. When the business meeting begins, start dictating matters of importance and begin developing a pace. 6. Be sure to document the time(s) if someone arrives late during the meeting, or leaves for a break. 7. Do not try to participate by adding your opinion, it will confuse your no

10、te taking and slow you down. 8. Finally, consider writing in “shorthand” or to abbreviate words to dictate the meeting faster.,III. Standard Meeting Minutes Template,1. Include the name of the group or committee that is holding the meeting. 2. Write the date, time and place of the meeting and the ty

11、pe of meeting that it is. 3. Write the number of members present and their names. 4. Include a statement that the secretary or the chairperson was present.,Follow the steps below to write and distribute meeting minutes:,5. Include a statement that the minutes of the prior meeting were approved, not

12、read or revised. 6. List any reports that were read and approved. 7. Detail the motions that were made at the meeting, and reference whether the motions were carried, defeated or tabled (i.e. postponed). List who made the motions. 8. List and detail any resolutions that were adopted or rejected.,min

13、utes for a project meeting,IV. Meeting Minutes Examples,title,Basic information,Present however, there is no direct line of communication from the writer of the people who read it.,B. The purpose of using notices As one of the most commonly used practical writing, the purpose of writing a notice can

14、 be various, from announcement of a meeting, a match, a lecture, a seminar, to an opening, an office removal, even to caution on the thieves and safety regulations etc.,C. The main kinds of notices The idea of writing a notice is to draw attention to something or some events that would take place. A

15、ll the required information must be given in a simple, concise, attractive manner so that people notice it. A notice conveys information in a comprehensive manner. It is usually advance information about. A happening General instructions An event A function An inauguration A programme It could also

16、be A notice for Lost or Found Public notices regarding.,What are the components of a notice? A notice should tell people the activity, the time, the place, and other details. What are the requirements on the language of a notice used? Separate line, passive voice, positive tone, imperative sentence,

17、 set-expression is more often used in a notice.,Whats the purpose of writing a notice? The purpose of writing notices is to tell people something. It may be what is going to happen, or sometimes, what has already happened. In this task, the purpose is to inform the public a premise change.,II. How t

18、o Write Notices?,Use the rough work space to plan out your notice. Remember it has to be written within the stipulated word limit. 1. First make a note of all the important details. 2. Then write out the notice. Through trial and error bring it to the word limit (no more than 50 words). 3. Improve u

19、pon it till you are satisfied. 4. Make sure your notice has. An attractive, suitable heading The signature and designation The date of issue Other relevant details- time, date, venue, who can participate, what it is about, etc. 5. Finally write out the fair draft.,Tips,The language and tone of notic

20、es,The use of English in notices should be concise, business-like, and polite. Here are some tips: 1. Write in simple English throughout the notice. 2. Make the heading or opening eye-catching and stimulating. 3. Use full sentences for the text of the notice. 4. Avoid long, rambling paragraphs and k

21、eep the notice as brief as possible.,A notice on the school bulletin board,IV. Notices Examples,The time is necessary,A captivating heading is needed to draw attention.,More details,Signature. To show where the notice comes from.,An informal notice,No “NOTICE” as the title. Yet, the main words are i

22、n bold.,Information brief and extremely clear.,IV. Practice,a) Notices refer to something to be pinned on a notice board. b) A notice can convey information in a comprehensive manner. c) Avoid long, rambling paragraphs and keep the notice as brief as possible. d) In order to offer more details, we s

23、hould keep the notices as long as possible.,Decide whether the followings are true or false.,e) Obviously, Lost and Found dont belong to notices. f) Obviously, we cannot use passive voice in notices. g) Sometimes, the notice adopts a phrase-like pattern, with each line telling different information,

24、 such as the occasion, the time and the place etc. h) It is wise to make the heading or opening eye-catching and stimulating, when organizing a notice.,Please tell the differences among “Notice”, “Announcement”, and “Bulletin”.,a. Bulletin做名词表公报， 告示牌: bulletin board Bulletin 主要是指新闻公告 b. Announcement

25、 主要指通告，宣布 c. Notice 主要指通知,Please write a notice according to the information given.北陵公园内部在部分整修，有货车进出，可能会给旅客带来不便，请大家谅解，并且请大家注意安全。,I. Introduction of Thank-you Notes,Thank-you notes are a wonderful way to show someones appreciation. Writing a thank-you note is expected when a gift is received. Make yo

26、ur thank-you note is memorable by personalizing it. The person receiving the note will feel appreciated if you take the time and effort to put some of yourself into the note. Thank-you notes are just as welcome in business as they are anywhere else, but they may need to be a bit more formal to be co

27、nsistent with the corporate atmosphere.,Some basic etiquette for thank-you notes 1. Use a plain thank-you note. 2. Handwrite your notes and your envelopes. Send them via the post office. 3. Mention the gift, as well as an attribute of the gift.,II. How to Write Thank-you Notes?,Some basic etiquette

28、for thank-you notes 4. Talk about what you did or will be doing with the gift. 5. Use an appropriate closing. 6. If appropriate, include a photo of you using the gift. 7. Send your thank-you notes promptly to the gift givers home address.,Thank You to Applicant for Testing,IV. Thank-you Notes Exampl

29、es,Addressing,Body Show your thanks at the beginning of the notes,Closing and signature,Thank You for Support during Illness,Addressing,Body,Closing and signature,IV. Practice,a) A thank-you note should use an appropriate closing. If you are not close to the gift giver, a simple “Thanks Again” will

30、work. b) If you have already thanked someone in person for a birthday, anniversary or holiday gift, you neednt write a thank-you note any more. c) Thank-you notes should be sent somewhere between immediately and two weeks after receiving a gift. If, however, the recipient has been in the hospital, then the thank-you note should be sent as soon as he is capable. d) Thank-you notes neednt use a closing. e) Always remember that it is better to send out a thank-you note late than not to send one at all.,Decide whether the followings are true or false.,Answer questions according to Sample