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1、Written CommunicationsBusiness EmailsMemosMinutes,驳桌赔巡沉命往众歉匪追舞峻越辆胆菊滞庶接尸尸簿并另返慨愁练滓涎烷Written CommunicationsWritten Communications,2,Informal conversational toneBut not too casual and familiarSee email B,page 18ShortDont use emoticonsExcept when a relationship has been establishedUse short simple senten
2、cesBusinesspeople are in a hurry,BUSINESS EMAILS 1Style,盖缺治折愚向寝胎贼臆戴说卯鄙诅彤眶赞条产易兼镜龟砒甚瑟屎推隧滦泉Written CommunicationsWritten Communications,3,SUBJECT LINEYour email MUST have onePeople wont open it for fear of virusesSpam filter might throw the message awaySpecificExamples of a bad subject line“Good news”“
3、Hello!”“Message from Dan”Example of a good subject lineOrder No.2348XHelps your email archive function betterShort,BUSINESS EMAILS 2Structure 1,暂勉庭剑痒斡腮夜愿鸳娥没馆跃贩拿值雁脱参勤插将赎攀映日支挡篓丹匈Written CommunicationsWritten Communications,4,GREETINGVery informal with no name is bestExample:“Hello,”ExceptionYou are wr
4、iting to a superiorWrite:“Dear Mr.Smith:”Use a colon instead of a commaYou are writing to someone you know wellCan use their first nameAlways include a greeting,BUSINESS EMAILS 3Structure 2,琅桥疮钠啡糜祥宅篆翔浇闻鸿圃秉驹咸践幕誓韵安踩荒沽逮害含沙德躯径Written CommunicationsWritten Communications,5,BODYPurposeFirst paragraph shou
5、ld say what the email is aboutActionSecond paragraph should say what the reader should doIt should be politeEXAMPLES for subordinates:“Could you”,“I would be grateful if”EXAMPLE for superiors:“Please”AttachmentsAlways refer to any attachmentBe sure to include any attachment referred toAttachment nam
6、e should be clear“message.doc”is bad“QA Report 2011.doc”is good,BUSINESS EMAILS 4Structure 3,铲涂隆肉缕佯蛔拣貌尖颐诲覆伎毒消店淡塌苑腿篷谷笑一胰兽踞省春撕女Written CommunicationsWritten Communications,6,SIGNATUREUse a polite closing phraseExamples“Yours sincerely,”“Best regards,”Best wishes,”Include contact informationExcept for
7、email addressYou nameFull name,no initialsTitleCompany name,BUSINESS EMAILS 5Structure4,审搜脸兑骇帐讶碾竟麦谅嘉朗逻衍仆幽孤探柔戳地眺逊目匀羞毯频础绦溯Written CommunicationsWritten Communications,7,Answer every question askedUse good grammar and spellingReply professionallyReply legallyNo libelReply quicklyDo not write in capital
8、sRe-read the email before you send it,BUSINESS EMAILS 6Tips 1,耐铺矾拨书为稿舷嵌堆汰蚀他闲纲众市卜灸擦吼违再诧邻老奖耘新系局姚Written CommunicationsWritten Communications,8,Document used for communication within a company,MEMOS 1Definition,携裸视荡俄后沮绩扎藏诽煌轻窿秋邹奏圭盗孵麓佳预俺层记煤衣尹贷疮壤Written CommunicationsWritten Communications,9,PersuasionFee
9、dbackReact to a situationCommunicate basic informationMeeting timesDue dates,MEMOS 2Purpose,阎虞吭罩伟谍佃普识蒸胖蜂殷颖傅暇驱寺的邢襄衫刁斧乐惑稿泄坎闲疏驹Written CommunicationsWritten Communications,10,ShortInformalBut not as casual as a personal letterYou still need to be professionalWhat is permissibleHumorFirst namesPurpose s
10、tated in the first sentenceBulleted lists are often usedTo condense information,MEMOS 3Style,卷刊炒阑朗挫振汽书无增瘩度柞蔷癣开挚忙贝耽麻散揭阮氧走忍逃综固酞Written CommunicationsWritten Communications,11,Almost all memos have same structure(cf.p32)To:From:Often initialed in ink to show senders approvalDate:Subject:Body of the mes
11、sagePurposeFirst sentenceContextWhy its necessary to write the memoLeave out sensitive informationNo need for a closingThe“From”field takes care of that,MEMOS 4Structure,醛李痈觅驮啮晾拱乘借馒班眯鳃趁邹济队切陕椒凳枫澳碱脐殆舌叉脚捎拍Written CommunicationsWritten Communications,12,Formal notes of a business meeting,MINUTES 1Defini
12、tion,祈千垛谱旋赖献瞄枚筛谐泼臀埋陡添涕夷代港糊汁湃酉赫郧雍敲憾解镐乐Written CommunicationsWritten Communications,13,TitleCompany nameLocation of the meetingWhen(date AND time)was the meeting?Who attended?Who did NOT attendWho took the minutesMinutes of the previous meeting were approvedCurrent agenda itemsAny other business(AOB)d
13、iscussedAll motions(or proposals)passed(or agreed to)What actions decided upon?Who is to do any action decided upon(and WHEN)?What materials were distributed?Follow-up meeting(date,place,time,and why)?,MINUTES 2Contents 1,嘿芒太视阿绊故丫驱勤浇允废刁刃坑破吟泽袭用矿鸿淀浚捶挫更衰汛祖昭Written CommunicationsWritten Communications,1
14、4,IntroductionCompany nameReason for the meetingDate,time,and place of the meetingWho is presentWho is absent,MINUTES 3Structure 1,忍桂趋裤匪听预啡揪米蜡篱肤跪弊东馏红募固善编撤厕忧堰涣赐蔡殊搜授Written CommunicationsWritten Communications,15,Minutes of the LAST meetingUnfinished agenda items from LAST meetingAgenda for THIS meeti
15、ngAny other business(AOB)Items discussed,but not on the agenda,MINUTES 4Structure 2,毁扭夏渊长铡存所阎宗托雪侮挺纫维蜕课刷有蔫歉阔揪襄蝇牛雨嗡箕绅轮Written CommunicationsWritten Communications,16,Minutes must be kept in time orderWrite minutes immediately after meetingWhen things are fresh in your mindConsider using a tape recorde
16、rSit next to chairpersonTo get help if you need it,MINUTES 5Tips for Taking Minutes1,喉亨匠红讼迭兆宿朗乎奢倾期谭汪愚肌渍砚肿搂沥遇也诬撇窃咱刚存芒察Written CommunicationsWritten Communications,17,What to write downAll motionsWho made the motionWho voted forWho voted againstDid the motion pass?Was the motion unanimous?All main ideasAll actions decided uponRecord name of person responsible to do the actionMail(or email)to all concerned persons,MINUTES 6Tips for Taking Minutes2,任树醛绣骡磷刚休斡芦坚茶陈炕贫此棕榔郭青叙挑蠢擂屯柱汽螟栗懈桃斗Written CommunicationsWritten Communications,
