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1、Objectives,Be aware of the basic principles of business writing,Achieve clarity in business writing,Adopt proper you-attitude in business writing,Understand what a sentence is,Objectives,Various e-mails and faxes need to be written to customers, suppliers, distributors, or manufacturers / producers
2、in a company; to win business in the sharp competition, attractive profiles and effective descriptions of products are quite helpful; to learn about the development and problems of the company, a business report is a reliable source; to remind someone of something briefly, a simple memo might be the
3、 best choice. All these activities are concerned with writing. Since no deal would be made without writing, it is necessary to be familiar with the essential elements of effective business writings.Before joining in a company, you need first of all to prepare a good CV or sometimes a proper applicat
4、ion letter. When you get the job at last, writing emails or faxes may become one part of your routine jobs. At the same time, memos, letters, reports and so on are also unavoidable in your working life. This book will lead you to experience all these business writings.,Getting Started,Read the follo
5、wing conversation between a man and a woman. Pay attention to the underlined parts. Suppose you could not make the phone call because of the time difference, send Janet an email instead to explain the situation.,1,M: Hello, this is John in Purchasing. Its about Janet Smiths order of January 25th. Ca
6、n I have a word with her?W: Sorry, John. This is Tom. She wont be in till tomorrow, but you can leave her a message.M: Thanks. Im afraid weve got one or two problems with some of the items she ordered. She asked for twenty packets of green photocopy paper but unfortunately our suppliers have said th
7、at although they can send almost any other color right away, they can only send that one to us on Friday. Can you ask her if shell take another color the blues nice or will she wait?W: OK. Is that all then?M: No, therere a couple of other questions, Im afraid. The new envelops theyve sent us are not
8、 as wide as the old stock; theres not much difference but theyre a little narrower. Could you ask her if thats all right?W: OK. Anything else?M: Oh yes, she asked for another filing cabinet. Can she confirm the size it could be either two or four drawers which does she want? If she could let me know
9、 as soon as possible.,Getting Started,Discuss with a partner if you were the one who answered the phone, how to leave a message for Janet. Then share with another pair to see who used fewer words to transfer the key information.,2,Sample Study,Sample 1,Dear Janet,I am writing to you about your order
10、 of August 25th.You asked for twenty packets of green photocopy paper but unfortunately our suppliers have said that although they can send almost any other color right away, they can only send that one to us on Friday. Would you like to take another color the blues nice or will you wait?In addition
11、, the new envelops theyve sent us are not as wide as the old stock without other differences. Is this all right?By the way, you asked for another filing cabinet. It could be either two or four drawers. Which one do you want?Please let us know your decisions ASAP. Hope we can have a good cooperation!
12、Best wishes.John, Start the correspondence with a clear purpose, and a specific reference Keep accurate by using numbersShow politeness with careful choice of words, such as “would”, “please” Use abbreviations,Sample Study,Sample 1,尊敬的珍妮特，此信是关于八月二十五日的订单。您订购了二十包绿色复印纸，但我们的供应商说他们只能在周五发此货。若其他颜色的复印纸他们可以立
13、刻发货。另一种颜色蓝色可以吗？或者您愿意等待？此外，供应商发来的新信封跟以前的存货宽度不一致，其他均相同。这可以吗？顺便问一下，贵方预订的另一个文件柜可以是两个或四个抽屉。您想要哪一种？请尽快告知我们您的决定。希望我们合作愉快！致良好的祝愿约翰, 信函开头说明目的及具体参考内容 使用具体数字，确保准确性 使用礼貌用语please, would等 使用缩略语,Sample Study,Sample 2,Dear Susan,Sorry for my late response, but I was traveling and also have been busy organizing the
14、business structure of our operations here in China. So far, we are settled and ready to start.I want to introduce to you Iris Zhang. She will be our representative here in China and will follow our current projects.Our partners in Mexico have selected one style of your products and want to start the
15、 business by buying one container on King size of that. Find attached the style image selected. From your side we need you to send us the following information ASAP:1. FOB cost per unit, King size and a full container including night stand (send me the costs separately).,Reply with explanation if Ne
16、cessary Put the points in order of importance if there are more than 2 points in the list,Sample Study,Sample 2,2. Please let me know your payment terms.3. For production lead time, I remember you mentioned 45 days but this will be very long. Is it possible to shorten your lead time? Please check wi
17、th the people at the factory and let me know the best you can do.4. Please let me know the packaging specification. I need to provide this information to the team in Mexico. We want to make sure the product will arrive without damage.Iris will contact you tomorrow. Could you please send her your con
18、tact phone number?Thanks for your patience and look forward to your early reply.Best regards!Giovanni,Sample Study,Sample 2,尊敬的苏珊，抱歉这么久才给您回复！我一直在旅途中而且还忙于组织在中国筹建公司。到目前为止，我们已经筹备完毕，着手开始工作。我想向您介绍一下艾里斯，她是我们公司驻中国代表，将接手我们目前的项目。我们墨西哥的合作伙伴已经选择了贵方的一款产品，并想购买一集装箱该款大号产品。随函附上所选产品的图片。我们希望贵方尽快提供以下信息：1.单位产品、大号产品及整套集
19、装箱，包括床头柜的离岸价格(单独报价)。2.付款方式。3.有关备货时间，记得您提到45天，但这时间有点过长。是否有可能缩短交货时间？请与厂方人员协商并告知我们最终结果。4. 产品包装规格。我方要把该信息提供给墨西哥的合作伙伴，确保该产品到达时完好无损。艾里斯明天将与您联系，能否告知您的联络电话？感谢您的耐心，并期待着您的早日答复。谨此敬意！乔瓦尼, 解释原因 如果内容有两点以上可按重要性排序,Sample Study,Effective Business Communication Criteria 7Cs:,Clarity Apply the KISS formula “Keep it Sh
20、ort and Simple.” Choose short, familiar, conversational words to construct effective sentences and paragraphs.Completeness Answer all the questions asked. Give something extra, when desirable. Check for the five Ws (who, what, when, where and why) and any other essentials.Conciseness Shorten or omit
21、 wordy expressions. Include only relevant statements. Avoid unnecessary repetition and long sentences.Correctness Use the right level of language. Include only accurate facts, words, and figures. Choose nondiscriminatory expressions.,Sample Study,Effective Business Communication Criteria 7Cs:,Concre
22、teness Use specific facts and figures. Put action in your verbs. Choose vivid, image-building words.Consideration Focus on “you” instead of “I” or “we”. Take an interest in the reader; show how the reader will benefit. Emphasize positive, pleasant facts. Avoid negative words.Courtesy Be sincerely ta
23、ctful, thoughtful, and appreciative. Omit expressions that irritate, hurt, or belittle. Apologize good-naturedly. Use words and phrases that set a positive tone. Make the reply easy.,Sample Study,Vocabulary,Sample Study,Useful Expressions,Sample Study,Tips on Writing,Outline what to say before start
24、ing and keep to the point while writing.Keep ABC (Accurate, Brief and Clear) in your mind in business writing.Build goodwill through You- attitude and bias- free language(instead of “businessman”, “salesman”, write “business person” , “sales person”, etc.).Use positive language as more as possible i
25、nstead of negative one. For example, “Please do be on time” should be more acceptable than “Dont be late for the meeting” for the reader.Use “we” instead of “I” to indicate that you are working for your company, not only for yourself.Begin most paragraphs with topic sentence, because it helps reader
26、s to remember points.Use cohesive words to link ideas.Vary sentence length and structure. Use short sentences when subject matter is complicated, and use longer sentences to show how ideas link to each other, or reduce repetition.,Sample Study,Tips on Writing,Use specific words rather than the gener
27、al ones, especially when it is involved with numbers.For instance, instead of “We have several problems to discuss with you”, you could write“We have three main problems to discuss with you”.Use familiar words that most people know.Use passive verbs to emphasize object receiving action, or give cohe
28、rence by repeating word, in previous sentences, or avoid placing blame.Use simple, shorter verbs to carry weight, for instance, use “consider” instead of “take into consideration”, replace “make a decision” with “decide”, etc.Make sure that the information is complete and correct.,Understanding Your
29、 Message,Practice 1,Check with a partner about the problem of Janets order in Sample 1.,No green till Friday, but available with almost any other color,Not as wide as the old stock,Available with two or four drawers, need to choose one of them,Understanding Your Message,Practice 2,Abbreviations are
30、commonly used in business writing, for example, ASAP (as soon as possible, 尽快), FOB (Free on Board, 船舷交货价). Choose appropriate abbreviations from the list to complete the sentences.,CIF (Cost, Insurance and Freight 成本、保险加运费付至的价格)B/L (Bill of Lading 提单) PI (Performa Invoice 形式发票)TT (Telegraphic Trans
31、fer 电汇) PA (Personal Assistant 个人助理)MD (Managing Director 总经理) REP (Representative 销售代表)L/C (Letter of Credit 信用证),1. When the goods are ready for shipment, it is the duty of the exporter to see to it that the goods are loaded on board, following which the importer will get from the shipping company
32、 a _.2. We accept your order and wish to assure you that delivery will be made immediately we receive your _.3. We have international sales team to serve international customers. You could contact with our sales _ in your region through phone, fax or email.4. We are able to do both _ and FOB prices.
33、,B/L,L/C,REP,CIF,Understanding Your Message,Practice 2,Abbreviations are commonly used in business writing, for example, ASAP (as soon as possible, 尽快), FOB (Free on Board, 船舷交货价). Choose appropriate abbreviations from the list to complete the sentences.,5. We received 250 pieces hard discs on Dec.
34、7th with a commercial invoice of USD7,147.50, and on Nov. 23rd we paid the _ with USD7,222.50, so there is a balance of USD75. Would you please send us a credit note for this overpayment?6. The _ should provide secretarial and administrative support to the new business Director of the company, manag
35、ing his diary components and incoming calls, arranging meetings, preparing his agenda and so on.7. Payment shall be made in US dollars by means of a 50% of order amount by _ and payment shall be remitted to the manufacturer not later than forty- five days prior to the expected delivery date of the o
36、rder.8. In most companies, the _ is the senior executive director, subordinate only to the chairman of the board.,PI,PA,TT,MD,CIF (Cost, Insurance and Freight 成本、保险加运费付至的价格)B/L (Bill of Lading 提单) PI (Performa Invoice 形式发票)TT (Telegraphic Transfer 电汇) PA (Personal Assistant 个人助理)MD (Managing Directo
37、r 总经理) REP (Representative 销售代表)L/C (Letter of Credit 信用证),Writing Your Message,ClarityIn business writing, clarity means that one sentence expresses one meaning only in a simple and direct way. Cohesive words must be used if there is more than one idea expressed in the sentence, to link different i
38、deas to show the logical relationship among different ideas. e.g.I am writing to you about your order of August 25th. (Sample 1)(One idea: content of writing)You asked for twenty packets of green photocopy paper but unfortunately our suppliers have said that although they can send almost any other c
39、olor right away, they can only send that one to us on Friday. (Sample 1)(Four ideas logically related: You asked for twenty packets of green photocopy paper; our suppliers said something to us; the suppliers can send us almost any other color right away; the suppliers can only send the green photoco
40、py paper to us on Friday. Cohesive words: but, that, although.),Writing Your Message,Practice 3,1. They bought a bicycle in Beijing in a small shop which costs $25.,2. We are one of the leading shoe manufacturers in China. We are based in Shanghai. There are 2,000 people working for our company.,The
41、y bought a bicycle for $25 in a small shop in Beijing.,Rewrite the following sentences to make each idea clearer.,We are one of the leading shoe manufacturers based in Shanghai, China, with a workforce of 2,000 people.,Writing Your Message,Practice 3,3. We confirm the order of two of your CM 120kg s
42、tainless anchors. The price of it is USD135, including delivery.,4. We are enclosing our Sales Confirmation No. BA120, which is in duplicate. We want you to complete your signature on one copy of them. After you sign, please return it to us.,We confirm the order of two of your CM 120kg stainless anc
43、hors at a price of USD135 each, including delivery.,Rewrite the following sentences to make each idea clearer.,We are enclosing our Sales Confirmation No. BA120, in duplicate, and one copy of which, completed with your signature, is to be returned to us.,Writing Your Message,Practice 3,5. Those who
44、work rapidly get ill in these conditions.,6. Marshall Corporation was founded forty years ago, and it now has branch offices in four states, and it employs nearly 400 people.,Those who work in these conditions rapidly get ill.,Rewrite the following sentences to make each idea clearer.,Marshall Corpo
45、ration, having branch offices in four states, was founded forty years ago and it now employs nearly 400 people.,Writing Your Message,You-attitudeYou-attitude refers to looking at things from the audiences viewpoint and emphasizes what the audience wants to know. In positive situations, use “you” mor
46、e often than “I”, whereas in negative situations, avoid using “you”. Use “we” when it includes the audience. e.g.Lacks You-attitude: By the way, we offer two kinds of filing cabinet: two or four drawers. Which one do you want?Contains You-attitude: By the way, you asked for another filing cabinet. I
47、t could be either two or four drawers. Which one do you want?Lacks You-attitude: I hope you can give us good news.Contains You-attitude: Hope we can have a good cooperation!,Writing Your Message,Practice 4,Put () before the sentences that adopt You-attitude in writing.,1. I negotiated an agreement w
48、ith Apex Rent-a-Car that gives you a discount of 20%.2. You now can get a 20% discount when you rent a car from Apex.3. The 500 red and gray sweatshirts you ordered were shipped today and will reach you early next week.4. We shipped your order today.5. We provide the latest exercise equipment to all
49、 employees in RAC Inc.6. You have access to the latest exercise equipment as an employee of RAC Inc.7. The Model GSK, a similar instrument, is in stock, and you could have it at the same price as the GSF.8. The Model GSK, a similar instrument, is in stock, and we can offer it at the same price as th
50、e GSF.9. We will ship the order as soon as it is confirmed.10. It will be shipped as soon as you confirm this.,_,_,_,_,_,_,_,_,_,_,Integrating Your Message,Practice 5,Reorganize the following sentences in the right order to make a complete email. Pay attention to the relationship of the sentences an
