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1、示范性高等院校应用型规划教材商务英语写作实务Business English Writing PracticeUnit 1 General Introduction of Business WritingLearning Objectivesknow what the 3 functions of business writing are;know what the 5 key elements of business writing are;know what the 7 principles of business writing areI. Functions of Business W

2、ritingInforming means to convey information to complete daily operations of business.Influencing means if we want a desired response, it is important to influence the readers emotions.Entertaining means our writing can gain the readers active or positive responses.II. Key Elements of Business Writin

3、gThe key elements are: WhoWhatWhenWherewhy or how.III. Principles of Business WritingThe principles are:ClarityConcisenessConcretenessCorrectnessConsiderationCompleteness CourtesyClarity means clearness.Sample 1Hi John,I wanted to write you a quick note about Daniel, whos working in your department.

4、 Hes a great asset, and Id like to talk to you more about him when you have time.Best,SkipSample 2Hi John,I wanted to write you a quick note about Daniel Kedar, whos working in your department. In recent weeks, hes helped the IT department through several pressing deadlines on his own time.Weve got

5、a tough upgrade project due to run over the next three months, and his knowledge and skills would prove invaluable. Could we please have his help with this work?Id appreciate speaking with you about this. When is it best to call you to discuss this further?Best wishes,SkipConciseness means to write

6、in the fewest possible words without sacrificing completeness and courtesy.Sample 1 Hi Matt,I wanted to touch base with you about the e-mail marketing campaign we kind of sketched out last Thursday. I really think that our target market is definitely going to want to see the companys philanthropic e

7、fforts. I think that could make a big impact, and it would stay in their minds longer than a sales pitch.For instance, if we talk about the companys efforts to become sustainable, as well as the charity work were doing in local schools, then the people that we want to attract are going to remember o

8、ur message longer. The impact will just be greater.What do you think?JessicaSample 2Hi Matt,I wanted to quickly discuss the e-mail marketing campaign that we analyzed last Thursday.Our target market will want to know about the companys philanthropic efforts, especially our goals to become sustainabl

9、e and help local schools.This would have a far greater impact, and it would stay in their minds longer than a traditional sales pitch.What do you think?JessicaConcreteness means description should be vivid, specific and definite rather than vague, general and abstract.Sample How much time do you spe

10、nd every day packing your kids lunches?No more!Just take a complete Lunchbox Wizard from your refrigerator each day to give your kids a healthy lunch AND have more time to play or read with them!Correctness means that there is no mistake of grammar, punctuation and spellings.SampleHi Daniel,Thanks s

11、o much for meeting me at lunch today! I enjoyed our conservation, and Im looking forward to moving ahead on our project. Im sure that the two-weak deadline wont be an issue.Thanks again, and Ill speak to you soon!Best,Jack MillerConsideration means writing the message with the receiver in mind.Sampl

12、e Traci,I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, and she wanted to make sure you knew about the department meeting were having this Friday. Well be creating an outline for the new employee handbook.Thanks,JessicaCompleteness means th

13、at our message should include all necessary facts and background information.Sample Hi everyone,I just wanted to send you all a reminder about the meeting were having tomorrow!See you then,ChrisCourtesy means to show our appreciations and respect to the reader.Sample Jeff,I wanted to let you know th

14、at I dont like your team always monopolizes the discussion at our weekly meetings. I have a lot of projects, and I really need time to get my teams progress discussed as well. So far, thanks to your team, I havent been able to do that. Can you make sure they make time for me and my team next week?Th

15、anks,PhilUnit 2Memo WritingLearning Objectivesknow the function of a memo;know basic elements & principles of memo writing;draft and write a onebusiness memo.Section One General IntroductionA memo (memorandum) is a brief written record typically used for communication within an organization, includi

16、ng members of your department, upper management, employees at another company location, etc.The key elements of memos are: who, what, when, where, why, how, etc.I. FormatTo (readers names and job titles)From (your name and job title)Date (complete and current date)Subject (what the memo is about)1.

17、The reason you are writing2. All relevant facts (Main Body)3. A statement of the expected action or outcome(Signature). TipsKeep the 7Cs principles as well as the 5Ws in business writing in your mind.Begin with the information that is most important.Headings help the reader skim for sections of the

18、document.For easy reading, put important points or details into lists rather than paragraphs when possible.Numbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form. Warm-up ExerciseYou are Jack Wang, the Personnel Manager of your company. You w

19、rite a memo to Henry Smith, the Sales Manager of the same company to talk about the applicants for sales post.PointsYou send him some resumes.Ask him to choose whom he wants to interview.You will arrange interviews for him.Sample 1To: Henry Smith, Sales ManagerFrom: Jack Wang, Personnel ManagerDate:

20、 May 14, 2011Subject: Applicants for Sales PostAttached are the resumes and certificates of four applicants who have applied for your department position. Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for

21、the interviews.J.W.Sample 2Nancy is a colleague of Ted Feng. After she received a call from Paul, one of their clients, she writes a memo to Ted Feng to remind him of Pauls arrival.PointsPauls flight No. is JL608.Paul wants to meet Ted Feng at 5:00 p.m. the next day at the airport.Ted Feng is requir

22、ed to drive Paul to Holiday Inn.To: Ted Feng From: NancyDate: Oct. 1st Subject: A DatePaul called you, just when you were out. He will arrive at 5:00 p.m. tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. NancySample 3To: Mary White, Office Mana

23、ger From: Joe Chan, General ManagerDate: June 1, 2011 Subject: Need for New Memo FormatIve noticed we dont seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recogniz

24、able by all staff as the official means of communicating company directives.While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselve

25、s to determine the proper points of memo writing and return the input to me by 12 a.m. on June 2. I will then send out a notice to the entire staff regarding the new memo format.Thank you for your prompt attention to this matter.Joe ChanSample 4To: All Staff From: Mary White, Office ManagerDate: Jun

26、e 2, 2011 Subject: New Memo Format Effective June 1, 2011In order to make interoffice communication easier, please adhere to the following guidelines for writing effective memos:Clearly state the purpose of the memo in the subject line and in the first paragraph;Keep language professional, simple an

27、d polite;Use short sentences;Use bullets if a lot of information is conveyed;Proofread before sending;Address the memo to the person(s) who will take action on the subject and CC thosewho need to know about the action;Attach additional information; dont place it in the body of the memo if possible.P

28、lease put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please dont hesitate to call me.Thank you.Mary WhiteSection Three Situation WritingSituation 1As a sales man, you would like to attend a sales conference in N

29、ew York next month, but your department is trying to reduce expenses.Complete the following memo to your manager, Rose Carpenter.PointsAsking her to allow you to go to the conference.Explaining why you think you should go.Suggesting how you could reduce the cost of the trip.To: Rose Carpenter, the S

30、ales ManagerFrom:Date:Subject:Could you allow me to go to the sales conference in New York next month, please? I am very interesting in sales and _（相信参加这种营销会议不仅会给我个人还会给公司带来益处）. If you agree,_（为了降低费用，我可以和同事一起拼车赴会）.Thanks.(Signature)I believe that both I myself and our company can benefit from attendi

31、ng itI could go by car with my colleague to reduce the costSituation 2Youll have a meeting with Mr. James Lewis, who is your teacher. But you have to cancel it because of an emergency. Complete the following memo.PointsApologize for the cancellation.Explain why this is necessary.Suggest another meet

32、ing when you are free.To: Mr. James LewisFrom:Date:Subject:I do apologize for the cancellation of our meeting this morning because of a very bad stomachache. So I would say we make another date for our meeting. _（本周四、五上午和下周三下午我有空，不知您是否方便见我）？Please give me an answer soon.(Signature)I will be free in

33、the morning of this Thursday & Friday ,the afternoon of this Wednesday. I wonder if it is convenient for you to make an appointment with meSituation 3Analyze the advantages & disadvantages of the memos below.To: All Members of Staff, Northern Branch From: K.J.LDate: December 5, 2004 Subject: Persona

34、l ComputerThe board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for our report:1. what you personally use your PC for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify this;2. what software you u

35、se. Please name the programs;3. how many hours per day you actually spend using it;4. how your PC has not come up to your expectations;5. what unanticipated uses you have found for your PC.Please fax this information directly to me by 5 p.m. on Wednesday, December 7.If you have any queries, please c

36、ontact my assistant, Jane Simmonds, who will be visiting you on Tuesday, December 6.Thank you for your help.ChrisTo: Liz From: ChrisDate: December 5, Subject: The SeminarLiz,I write to you because I will attend a seminar next week. I think its interesting because it is related to our actual job.I th

37、ink that you could be interested and we could travel together. I wait for your answer.Bests regards,ChrisSituation 4In the office where you work, there is a problem with the computers. Write a memo to Bob Hargreaves, the IT engineer in your company.PointsSay which office you work in.Describe what th

38、e wrong is with the computers.Request repairs as soon as possible.Hello BobIn the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program.Can you please come and repair this as soon as possible.RegardsUnit 3Notice WritingLearning

39、Objectivesknow the structure & format of a notice;know the skills of writing a notice;write a business notice more effectively.Section One General IntroductionA notice is a formal written announcement in a place where a lot of people can read it, or in a newspaper or magazine about something that ha

40、s happened or is going to happen.I. FormatHeadingBody (Detailed information about the notice, answering the questions of who, what, when, where, why and how)SignatureDateII. TipsA notice just includes the most important information, without any unnecessary information.A notice should be written brie

41、fly, appropriately and clearly. The date and the signature of the person or the organization that writes the notice can be omitted.Complete sentences need not always be used in all types of notices. Abbreviations and symbols can also be used.Language should be concise, simple, accurate and somewhat

42、formal.III. Warm-up ExerciseYou are Barbara Clark, the Secretary of the General Managers Office. Please write a notice for the companys routine sales meeting. Besides the normal topics, the price adjustment and promotion plan will also be discussed.Points:the time and place for the meeting;the perso

43、n who will attend the meeting;preparation for the price adjustment and promotion plan.Section Two SamplesSample 1NOTICE OF MEETING / MEETING NOTICEThe routine sales meeting will be held in Meeting Room on June 2, Thursday at 9:00 a.m. All the people from Sales and Marketing Department are expected t

44、o be present at the meeting. The price adjustment and promotion plan will also be discussed, and some preparations for that are welcome.Barbara ClarkThe General Managers OfficeMay 25, 2009Sample 2December 20th, 2011We are very pleased to inform you that our company will move to Number 206 at Wuluo R

45、oad, where we shall be in operation from January 1st, 2012 and be pleased to receive our friends. The business hitherto carried on in the name of Blue Sky Hotel Management Co., Ltd. will then be continued under the same name.Yours faithfully,Li JieSample 3Appointment of a New Vice PresidentRoad & Br

46、idge Construction and Development Co., Ltd. is pleased to let you know that effective from March 1, Ms. He Jiajia will be our new Vice President. She will replace Mr. Deng Haiyu, who is retiring next month after 30 years of invaluable contribution to our company.Ms. He will be concurrently serving a

47、s Manager of Business Department. We hope that you will give Ms. He the same loyal support as you did to Mr. Deng during her tenure of office. Your cooperation will be much appreciated.Human Resources DepartmentJanuary 26th, 2012Section Three Situation WritingSituation 1 Read the following Chinese n

48、otice and finish the missing parts in English below.通 知原定于2012 年6 月10 号上午9 点开始的安全和健康培训活动因不可预知因素被迫延期。我们为给大家带来的不便深表歉意。敬请关注新的时间安排。行政办公室2012 年6 月5 日NOTICE_that the heath and safety training event _on June 10, 2012 at 9 a.m. _due to unforeseen circumstances. _caused. _about the new schedule.The Administr

49、ation OfficeJune 5, 2012It is hereby announcedto be heldhas been postponedWe apologize for any inconveniencePlease keep close attention to further noticeSituation 2Complete the following meeting notice by translating the Chinese into English.NOTICE OF MEETING_（我很高兴地通知您）that the 11th Chinese Investme

50、nt and Trade Symposium _（将于2012 年9 月8 日至10 日在厦门国际会展中心举行）. Also, the Investment Forum of Siming District, Xiamen will be held on September 9, 2012. _ （诚邀您参加）both the Symposium and the Forum. _（根据安排）, you will have the chance to participate in the festivities in our city. Also, you will visit the scen

51、ic spots during your stay here. Some of them are historical and cultural heritage that is peculiar to Xiamen. You are sure to find enormous business opportunities in Xiamen._（我将不胜感激）_（尽快通知我们） by fax, telephone or other means whether or not you will be able to attend the Symposium and the Forum _（以便我

52、们做必要安排）.Im pleased to inform youwill be held in Xiamen International Conference and Exposition Center from 8th to 10th in September, 2012You are invited to attendAs has been plannedI should appreciateif you could inform us as soon as possibleso that we can make the necessary arrangements _（如有任何疑问，请尽

53、管联系我们）.In addition, _（我随函附上）a Reply Form and Agenda for the 2012 Investment Forum of Siming District, Xiamen._（期待在厦门与您相见）.Liu XiaodongSecretary, Municipal Government of Siming DistrictPlease feel free to contact us if you have any queries.I have enclosedI am looking forward to meeting you in Xiamen.

54、Situation 3Janet Coyte is a famous consultant from J&C Training Consultancy, based in Oxford. She is going to give your staff a lecture on personal and professional development. You are the HR Manager of your company. Please write a notice in poster form.PointsMention the name of the lecture and whe

55、re Janet Coyte is from;Show the topic of the lecture;Make clear about the time and place of the lecture.LECTUREByJanet Coyte FromJ&C Training Consultancy OnPersonal and Professional Development At the Conference Room on the 10th Floor2:30 p.m. Monday, June 11, 2012Human resources DepartmentMay 25, 2

56、012Situation 4Because of the increase of trade with China, your company decided to build a branch in Shanghai. Write a notice in letter or e-mail form to all of your customers, telling them about the establishment of the branch.PointsSay the new address of the branch and the opening date;Say that al

57、l the orders and inquiries will be sent to the above address;Thank them for the past cooperation and best wishes for the future.Dear Mr. / Ms,Due to the large increase in the volume of our trade with China, we have decided to establish a branch here in Shanghai, which is located at No. 266, Macao Ro

58、ad, Shanghai City. The new branch will open on 1st June, 2012 and from that date all orders and inquiries should be sent to the above address, instead of to our New York office. We take this opportunity to express our thanks for your cooperation in the past. We hope the new arrangements will lead to

59、 even better results. Yours faithfully Situation 5You are a Project Team Leader. You have to cancel the next days project meeting because some of the members of your team have to be on a business travel because of some urgent matter. Write a notice in memo form to your project team.PointsInform them

60、 of the cancellation and giving the reason;State a new date and time for the meeting;Request suggestions for the agenda.To : All Team MembersFrom: Jack SmithDate: April 20th, 2012Subject: Cancellation of the Project MeetingIm sorry to inform you that tomorrows project meeting has been cancelled beca