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1、Letters, faxes and memos,Contents,2.1 Communicating in writing2.2 Letters2.3 Memos,2.1 Communicating in writing,Imagine the picture shows your desk. Identify the different kinds of correspondence. Which of the items would you attend to first? Put them in order of priority.,Letters: snail mail, 1st c
2、lass mail (EMS), air mailEmailFacsimile (Fax)Internal Memorandum (Memo)Post card, Advertisement, Note, etc.,2.2 Letters,2.2.1 Envelope,Ms Gillian JonesPersonnel ManagerJames Brown & Sons44-50 London RoadBrightonBN5 9KLGREAT BRITAIN,Mr James GreenMarketing DirectorGreen Industries Inc.999 Park Avenue
3、Rockford IL 61125USA,Mme Jeanne Thibault Export DepartmentRhone-Moteurs SA130 rue du professeur Nicolas69008 LyonFrance,Mr Masako SaitoPublicity ControllerUnited Products Ltd.13 Kanda Surugadai 2-chomeChiyoda-kuTokyo 101JAPAN,Exercise,Suppose now Mr George James is writing a letter to Ms Alison Free
4、man. Below is the information that you have to put on the envelope, please try to write the envelope and pay attention to the order of the elements.Mr George James/ Alan and James Ltd./ 77-81 London Road/ BL5 9AR/Bristol/ Quality House/ Great Britain/ Managing DirectorMs Alison Freeman/ United Packa
5、ging Inc. / USA/ Green Bay/ Wisconsin/ WI 53405/ Marketing Coordinator/ 11 East Shore Drive,Answer,Mr George JamesManaging DirectorAlan and James Ltd.Quality House77-81 London RoadBristolBL5 9ARGreat Britain,Ms Alison FreemanMarketing CooordinatorUnited Packaging Inc.11 East Shore DriveGreen BayWisc
6、onsinWI 53405USA,Stamp,2.2.2 Layout and style,A business letter contains: 1. company letterhead and logo 2. reference 3. date 4.inside address 5. attention line 6. salutation 7. subject line 8. body plimentary close 10. signature 11.IEC block 12. postscript,Styles,Please let me know if this is conve
7、nient.Looking forward to hearing from you.Best wishes,Yours sincerely,Gillian JohnsMs Gillian JonesPublicity Co-ordinator,Best regards,Harry S. BulstroveExport Sales Managerenc. Catalog and price list,A: Sincerely yours, Sincerely, Best regards and Cordially yours.B: Yours sincerely, Yours faithfull
8、y, Yours truly, Best wishes, & Kind regards,Which of the styles and phrases would you find in American correspondence?,What do the abbreviations mean?,PSp.p.c.c. or ccref.RdStSq.No. (US#)c/oattnPOBeg or e.g.ie or i.e.etc.& Co.plc or p.l.c.LtdCorp.Inc.,postscriptper pro (on behalf of)carbon copyrefer
9、ence (number)RoadStreet or SaintSquarenumbercare offor the attention ofPost Office Boxfor examplethat is / in other wordset cetera / and so onand CompanyPublic Limited CompanyLimitedCorporationIncorporated,Business letter format,1. Full-block format (全齐头式）2. Semi-block format （半齐头式）3. Conventional f
10、ormat （传统式）,2.2.3 Principles of business writing,Golden Rules 1. Give your letter a heading if it will make it easier for the reader to understand your purpose in writing. 2. Decide what you are going to say before you start to write or dictate a letter, because if you dont do this the sentences are
11、 likely to go on and on and on and on until you can think of a good way to finish. In other words you should always plan ahead. 3. Use short sentences. 4. Put each separate idea in a separate paragraph. Number each of the paragraphs if it will help the reader to understand better. 5. Use short words
12、 that everyone can understand. 6. Think about your reader. Your reader must be able to see exactly what you mean: your letter should be_ must be given all the necessary information: your letter should be_ is probably a busy person with no time to waste: your letter should be_ must be written in a si
13、ncere, polite tone: your letter should be_ should not be distracted by mistakes in grammar, punctuation or spelling: your letter should be_,Lets use the Golden Rules,1. At the first look, which letter do you prefer to receive? Why? 2. Read the two letters carefully. Underline the features which you
14、think are most effective and put a wavy line under any parts which you dislike. Refer back to the Golden Rules,Planning a Letter: 7 Steps,Read the “7 Steps of Planning a Letter”, conclude each one with only THREE words. 1. set the aim 2. assemble relevant information 3.arrange key points 4. write an
15、 outline 5. write first draft 6. revise first draft 7. write final version Exercise: P22, section D.,2.3 Memo,Definition: A memo is kind of simple business writing. It can be sent from the superiors to the subordinates or the subordinates to the superiors or between the colleagues.Read the memo on p
16、age 16, think of the following questions: 1.What are the characteristics of a memo? 2. What are the elements of a memo?,Elements:,1. Memo head should be in capital letters. MEMO or MEMORANDUM2. To: receivers name/title/department3. From: senders name/title/department4. Date: should be typed in full5
17、.Subject: the topic of the memo, in initial capitals or all capital letters (using noun phrase/present participle)6. Body: clearly structured message written in short paragraphs, made up ofl Main ideal Secondary detailsl Action requested of the recipient Dont forget to leave one line between each pa
18、ragraph. 7. There is no need to include an inside address, salutation, complimentary close and full signature; nor to include unnecessary closing remarks (e.g. Thank you, Best regards).,Lets see another sample!,MEMO To: All Staff From: Malcolm Egan Program Director Date: 21 February 2004 Subject: Vi
19、sit of Chinese Delegation Staff are advised that this visit will occur on Tuesday 28 February 2004. There will be a presentation to the group by senior staff and a chance for discussion between delegates and among ourselves. Lunch will be provided in the Board Room and staff are invited to attend. W
20、ould you please advise me as to your availability from 11:30 a.m. to 2:30 p.m.? I would like as many staff as possible to attend the discussion session and lunch.,Exercise,P23 Section A Whats wrong with this memo? How can you improve it?,Talking face-to-face VS. Writing?,Communicating with someone face-to-face Advantages & pleasures Disadvantages & difficulties You can see their reactions. You have to think and react quickly.Communicating with someone in writing Advantages & pleasures Disadvantages & difficulties You can take your time.,
