商务英语写作概述课件

2023/8/171BUSINESSWRITING

商务英语写作

2023/8/51BUSINESSWRITING

商务英语2023/8/172Contents1AnOverviewofBusinessWriting2StructureandStyleofBusinessLetters3Sales-relatedInquiries

andReplies4OrdersandConfirmationLetters5LettersaboutShipment

商务信函的结构与格式商务写作概述

询盘与回复订单与确认函装运函2023/8/52Contents1AnOverview2023/8/1736LettersAboutPaymentandSettlementofAccounts7RoutineClaimsandAdjustment8PersuasiveClaimsandRefusals9SalesLetters

10InvitationandThank-youLetters付款与结帐函日常投诉与理赔

邀请函与感谢信

销售函

说服性索赔与拒绝函2023/8/536LettersAboutPayme2023/8/17411LettersofApologyandCongratulation12NoticeandAnnouncement

13MemosandMinutes

14Preparingresumes15LettersofApplication道歉信与祝贺信通知与通告备忘录与会议记录准备简历申请信2023/8/5411LettersofApology2023/8/17516LettersofRecommendation17Proposals18OrganizingandPreparingReports19Questionnaires20BusinessAgreements意向书商务协议调查问卷推荐信报告2023/8/5516LettersofRecomme2023/8/176BUSINESSWRITING

商务英语写作AnOverviewofBusinessWritingUnit

1商务写作概述2023/8/56BUSINESSWRITING

商务英语2023/8/177Whytoimprovewritingskills？The

abilitytowriteeffectively

isavaluablebusiness

asset.Three

reasons:

1)businessistransactedinwriting;2)writingeffectivelyhelpsincreasecompanysalesandprofit;3)proficiencyinwritinggivesapersonaladvantage

2023/8/57Whytoimprovewritin2023/8/178TasksofthischapterⅠ.FunctionsofBusinessWritingⅡ.CriteriaforEffectiveBusinessWritingⅢ.ModernChangesⅣ.BasicPatternsofWriting

2023/8/58Tasksofthischapter2023/8/179Everybusinessmessageisdesignedtoachieveaspecificbusinessobjective.Itssuccessdependsonwhatitsaysandtowhatextentitinducesafavorableresponsefromthereader.2023/8/59Everybusinessmessag2023/8/1710I.FunctionsofBusinessWritingBusinesswritinghasthreefunctions:ToinformToinfluenceToentertain2023/8/510I.FunctionsofBusi2023/8/1711ToinformMessagestoinformareusedtoconveythevastamountofinformationneededtocompletetheday-to-dayoperationsofthebusiness.e.g.—explaininstructionstoemployees,announcemeetingsandprocedures,acknowledgeorders,acceptcontractsforservices,etc.2023/8/511ToinformMessagesto2023/8/1712Themajorpurposeofmostofthesemessagesistohavethereceiverunderstandabodyofinformationandconcentrateonthelogicalpresentationofthecontent.2023/8/512Themajorpurposeof2023/8/1713ToinfluenceAbusinessmessagemustalsoinfluencethereader’sattitudesandactions.e.g.—letterspromotingaproductorserviceandseekingsupportforideasandworthycausespresentedtosupervisors,stockholders,customers/clients,andothers.2023/8/513ToinfluenceAbusine2023/8/1714ToentertainTosecurethedesiredresponse,itisnecessarytohaveanadequateknowledgeoftheEnglishlanguageandanunderstandingofhumannature.Thewritershouldhaveanacquaintancewiththeparticularinterestand,ifpossible,theemotionsofthereader.2023/8/514ToentertainTosecur2023/8/1715Itseemseasyenough,forexample,toaskpaymentofabill,butitisquitedifficulttosecurepaymentwithoutoffendingthereaderandlosinghisorherfuturepatronage.Nocommunicationiswhollysuccessfulunlessitretainsthereader’sgoodwill.2023/8/515Itseemseasyenough2023/8/1716FunctionsofBusinessWriting(1)Toinform

conveyinformation—explaininstruction,announcemeetingsandprocedures,acknowledgeorders,acceptcontract…(2)Toinfluenceaffectthereader’sattitudesandactions(3)Toentertain

retainthereader’sgoodwill2023/8/516FunctionsofBusines2023/8/1717Criteriafor

EffectiveBusinessWritingSuccessfulbusinessmessage:

(1)thereceiverinterpretsthemessageasthesenderintendedit(2)itachievesthesender’spurposes.2023/8/517Criteriafor

Effect2023/8/1718II.Criteriafor

EffectiveBusinessWriting—6/7CsCourtesy

CorrectnessConcisenessConsiderationClarityConcretenessCompleteness2023/8/518II.Criteriafor

2023/8/1719CourtesyBeingverypolite,eveninaskingtheaddresseetopaybackthedebtsorrefusinghisdemands,yourletterstillshouldbeverymildandtactful.Beingpromptinreplyingtotheoppositepart’sletter.Thereplyshouldusuallybesentonthesameday.Ifitisimpossibleforyoutogiveapromptreplyindetailonthesameday,youshouldwriteashortnottotheclientexplainingwhy.2023/8/519CourtesyBeingverypGoodwillEffects:

friendly,courteousthingsthatmakerelationsbetweenpeopleenjoyable.2023/8/1720GoodwillEffects:friendly,co2023/8/1721Example1DearSirs,wearesorryyouhavemisunderstoodus.(×)DearsSirs,wearesorrywedidn’tmakeourselvesclear.(√)Wecannotunderstandwhyyouhavehadtroublewiththesearticles.(×)Wepresumethattheremustbesomereasonsforyouhavingtroublewiththesearticles.(√)2023/8/521Example1DearSirs,2023/8/1722Iwritetosendmycongratulations.Congratulationstoyouonyourpromotion!Wewon’tbeabletosendyouthebrochurethismonth.Wewillsendyouthebrochurenextmonth.2023/8/522Iwritetosendmyc2023/8/1723Yourletterisnotclearatall.Ican’tunderstandit.IfIunderstandyourlettercorrectly…(tactful)2023/8/523YourletterisnotcUsingyour-viewpoint--atechniqueforbuildinggoodwill--emphasizesthereader’sinterestandconcerns.2023/8/1724Usingyour-viewpoint2023/8/5242023/8/1725

DifferentAttitudes

We/I

attitude

YouattitudeAlargesaleofourproductswillmakeourcompanymoreprofitable.Weareinneedoffundandyoumustpay…Wecannotofferyouanyrefund…Obviouslyyouforgettellingusthecolor…Agoodsaleoftheproductswillbenefityou.Tomaintainyourexcellentcredit,pleaseremit…Youcouldobtainarefundif…Pleaseindicateyourchoiceofcolor…2023/8/525Different2023/8/1726ExamplesofYou-attitudeWe-viewpoint1.Iamhappytoreport2.Wearepleasetohaveyournewaccount3.WemakeWilletrazorinthreeweights—light,medium,andheavy.You-viewpoint1.Youwillhappytoknow…2.Yournewchargeaccountisnowopenforyourconvenience.3.Sothatyoucanchoosetheonerazorthatisjustrightforyourbeard,Willetmakesrazorsforyouinthreeweights—light,medium,andheavy.2023/8/526ExamplesofYou-attiTakingapositivetone2023/8/1727Takingapositivetone2023/8/52023/8/1728ProjectaPositive,

TactfulToneChapter32023/8/528ProjectaPositive,2023/8/1729Projectapositive,tactfultone(1)1.Stateideasusingpositivelanguage

Speakofwhatcanbedoneinsteadofwhatcannotbedone,ofthepleasantinsteadoftheunpleasantPositivewordsmakemessagesmorediplomaticandpromotepositivehumanrelation

Thinkofexamplesofnegativelanguageyouhaveheardthatcouldbeeasilybestatedusingpositivewords.

2023/8/529Projectapositive,2023/8/1730Don’tforgettosubmityourreport…Wecan’tshipyourgoodsuntil…Youneglecttoindicatethespecification…1.Stateideasusingpositivelanguage

Remembertosubmit…Youwillreceiveyourgoods…Pleasesendthecompletespecification…2023/8/530Don’tforgettosubm2023/8/1731Negativeattitude

PositiveattitudeWecannotdeliveryourorderonschedulebecauseoftheearthquake.Nowthatweareshortoffunds,wehavetoputtheproposedprojectaside.

Wewilldeliveryourorderwhentheroadresumestotraffic.Ifwesolvethefinancialproblem,wewillstarttheproject.2023/8/531Negativeattitude 2023/8/17322.AvoidusingsecondpersonwhenstatingnegativeideasYoumadenumerousmistakesonthispage.

Youkeyedaperfectcopy.(preferred)

Thispagecontainnumerousmistakes.(preferred)

2023/8/5322.Avoidusingsecon2023/8/17333.UsepassivevoicetoconveynegativeideasSuburodidnotproofreadthisproposalcarefullySuburocompletedthejobtwomonthsbehindtheschedule

SuburocompletedthejobtwomonthsaheadofthescheduleTheproposalwasnotproofreadcarefullyThejobwascompletedtwomonthsbehindtheschedule

Thejobwascompletedtwomonthsaheadoftheschedule2023/8/5333.Usepassivevoice2023/8/17344.UsethesubjunctivemoodNegativeIcannotaccepttherecommendationIamnotabletoacceptyourinvitationSubjunctiveMoodIwishIcouldaccepttherecommendationIcouldacceptyourinvitationifIweretocancelmymeetingon…

2023/8/5344.Usethesubjuncti2023/8/17355.IncludeapleasantstatementinthesamesentenceYourpersonalratingsforcommunicationabilityweresatisfactory.Yourpersonalratingsforcommunicationabilityweresatisfactory,butyourratefortechnicalcompetencewasexcellent.2023/8/5355.IncludeapleasanBeingconversational2023/8/1736Beingconversational2023/8/53ConversationallanguageDullandstiffPleasebeadvisedthatyourshouldsigntheformbeforethe1st.Kindlyadviseatanearlydate.Iherewithhandyou…Thankingyouinadvance…

ConversationalPleasesigntheformbeforethe1st.Pleaseletmeknowsoon.Hereis…I’llsincerelyappreciate…ConversationallanguageDullan2023/8/1738CorrectnessCorrectgrammar,punctuationandspellingarebasicrequirementsforbusinesswriting,Inaddition,correctnessmeanschoosingthecorrectleveloflanguage,andusingaccurateinformationanddata.2023/8/538CorrectnessCorrectg2023/8/1739Example2Enclosedisthecopyofreceipt.(×)Enclosedisacopyofthereceipt.(√)Iamlookingforanothersaleschannels.(×)Iamlookingforothersaleschannels.(√)2023/8/539Example2Enclosedis2023/8/1740A.withpronouns.Ourcompetitorsweremostsuccessfulthanours.(us)B.withadjectives.Thetwofirst(firsttwo)itemsarenotavailable.2023/8/540A.withpronouns.2023/8/1741C.witharticle.Weareinterestedinsame.(thesame)D.withverbs.Neitheroftheoffersare(is)acceptable.Ablockofflatsare(is)beingbuilt.2023/8/541C.witharticle.2023/8/1742E.withadverbs.Wehadaquite(quitea)successfulmeeting.F.withconjunctions.Henotonlybuilt(builtnotonly)houses,butalsoflats.2023/8/542E.withadverbs.2023/8/1743G.withparticiplesWhilestudyingthereport,thetelephonerang.(insert“Iwas”betweenwhileandstudying)WhileIwasstudyingthereport,thetelephonerang.Specialattentionshouldalsobepaidtonamesofarticle,specifications,quantity,figures,units,etc.2023/8/543G.withparticiples2023/8/1744AvoidSentenceFaultsSeethefollowingexamples:Avoidfragments(不完整的句子).Avoidcommasplices（逗号拼接句）.Avoidrun-onsentences（连写句）.

Eliminatemisplacedelements.Eliminatedanglingmodifiers(垂悬修饰语).

2023/8/544AvoidSentenceFault2023/8/1745AvoidfragmentsAsentencefragmentlackseitherasubject(Actor)orverb(Action).

My

researchreportinbusinesscommunicationtookalongtimetoprepare.Andturnedoutbadly.My

researchreportinbusinesscommunicationtookalongtimetoprepare,butitturnedoutbadly.2023/8/545AvoidfragmentsAsen2023/8/1746AvoidcommasplicesAcommaspliceresultswhentwosentencesareincorrectlyjoinedorsplicedtogetherwithacomma.

Profitsweredownin2005,theBoardblamedtherecession.Profitsweredownin2005.TheBoardblamedtherecession.2023/8/546AvoidcommasplicesA2023/8/1747Avoidrun-onsentencesArun-onsentencejoinstwocompletethoughtswithoutproperpunctuation.

Employeeswanttokeeptheirjobstheywillworkhardforpromotions.Employeeswanttokeeptheirjobs.Theywillworkhardforpromotions.2023/8/547Avoidrun-onsentencEliminatemisplacedelementsWehavetakenthechecktothebank,whichwasunsigned.

Thethree–yearbudgetsarebeingreturnedtothestrategicplanningcommittee,whichhavesomeseriousdefects.Wehavetakenthecheckwhichwasunsignedtothebank.Thethree–yearbudgets,whichhavesomeseriousdefects,arebeingreturnedtothecommittee.EliminatemisplacedelementsWeEliminatedanglingmodifiersTocreatethatbarchart,theinformationmustbekeyedintoaspreadsheet(电子数据表)file.Althoughtiedup,thefeasibilityreporthadtobecompleted.Tocreatethatbarchart,youmustkeytheinformationintoaspreadsheetfile.Althoughshewastiedup,Soniahadtocompletethefeasibilityreport.EliminatedanglingmodifiersTo2023/8/1750ConcisenessEffectivewritingisconcise—eachword,sentence,andparagraphcounts.Concisenessmeanstowriteinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.Concisenesswillgiveemphasistoyourmessage.Timeismoney.2023/8/550ConcisenessEffective2023/8/1751Communicateconcisely1.Eliminateredundancies

Redundancy:aphraseinwhichonewordunnecessarilyrepeatanideacontainedinancompanyingword.e.g.exactly

identical,

past

history,

advance

forward,brief

summary,

honest

truth,hot

water

heater

2023/8/551Communicateconcisel2023/8/1752Communicateconcisely(2)2.Useactivevoicetoreducethenumberofwords3.Includeonlyessentialinformation4.Eliminateclichésthatareoftenwordyandnotnecessarytounderstandthemessage5.Donotrestateideasthataresufficientlyimplied6.Usesuffixesorprefixes7.Usecompoundadjectives

2023/8/552Communicateconcisel2023/8/1753Example3Wedonotanticipateanyincreaseinpricesinthenearfuture.(Poor)Wedonotexpectpricestorisesoon.(Better)Owingtothefactthatyourcompetitor’spriceismuchlowerthanyours,wecannotacceptyouroffer.(Poor)Becauseyourcompetitor’spriceismuchlowerthanyours,wecannotacceptyouroffer.(Better)2023/8/553Example3Wedonota2023/8/1754Shortenwordyexpressions.Wehavebeguntoexportourmachinestocountriesabroad.Wehavebeguntoexportourmachines.2023/8/554Shortenwordyexpres2023/8/1755Usewordstoreplacephrasesorclauses.IntheeventthatyouspeaktoMrWoodinregardtoproduction,askhimtogiveconsiderationtothedeliveryschedule.IfyouspeaktoMrWoodaboutproduction,askhimtoconsiderthedeliveryschedule.2023/8/555Usewordstoreplace2023/8/1756Werequirefurniturewhichisofthenewtype.Werequirenew-typefurniture.2023/8/556Werequirefurniture2023/8/1757ExampleClutteringwordsAtthepresenttimeForthepurposeofForthereasonthatAnaccordancewithInthenearfutureInviewofthefactthatConcisesubstitutionsNowForSince,becauseBySoonSince,because2023/8/557ExampleClutteringw2023/8/1758ExampleClutteringwordsOnthebasisOntheoccasionofWithaviewtoWithregardto,withreferencetoPriortoConcisesubstitutionsByOnToAboutbefore2023/8/558ExampleClutteringw2023/8/1759SurpluswordsTherearefiverulesthatshouldbeobserved.Fiverulesshouldbeobserved.IntheperiodbetweenJuneandAugusttheyfoundtheerror.BetweenJuneandAugusttheyfoundtheerror.2023/8/559SurpluswordsTherea2023/8/1760RepetitionItcameatatimewhenwewerebusy.Itcamewhenwewerebusy.Jewelrydepreciateinvalueslowly.Jewelrydepreciateslowly.Itwillcostasumof$130.Itwillcost$130.2023/8/560RepetitionItcamea2023/8/1761HeaskedaboutacertainpersonbythenameofBillJones.HeaskedaboutapersonbythenameofBillJones.WemetinthecityofColumbusthatyear.WemetinColumbusthatyear.Thecellphonesellsforthepriceof$79.99.Thecellphonesellsfor$79.99.2023/8/561Heaskedaboutacer2023/8/1762Ournewmodelislongerinlengththantheoldone.Ournewmodelislongerthantheoldone.Theconsensusofopinionisthatthetaxisunfair.Theconsensusisthatthetaxisunfair.2023/8/562Ournewmodelislon2023/8/1763ClarityClaritytellsthereaderexactlywhatheorshewantsandneedstoknow,usingwordsandaformatthatmakeyourwritingstotallyunderstoodwithjustonereading.Short,familiarwordsandsimple,shortsentencesratherthanlong,difficultwordsandcomplexandlongsentencesarebetterforthispurpose.Timeismoney.2023/8/563ClarityClaritytells2023/8/1764Example4

Theyhaveadecidedadvantageinregardtofreight.(Poor)Theyhaveadecidedadvantageinregardtofreightcharges(运费).(Better)TheyinformedMessrs.SmithandRichardsonthattheywouldreceiveananswerinafewdays.(Poor)TheyinformedMessrs.SmithandRichardsonthatthelatterwouldreceiveananswerinafewdays.(Better)货运；运费；船货2023/8/564Example4

Theyhave2023/8/1765freight[freit]n.1.goodscarriedbyalargevehicle2.transportinggoodscommerciallyatratescheaperthanexpressrates3.thechargefortransportingsomethingbycommoncarrierwepaythefreightthefreightrateisusuallycheaper2023/8/565freight[freit]n.12023/8/1766Theshipstoppedheretotakeinfreight.这艘船在这里停泊装货。PleasequoteuspricesincludinginsuranceandfreighttoVancouver.请报包括到温哥华的保险和运费的价格。Francederives16%ofrevenuefromairfreight.

法国国家税收的16%来自于航空货运。2023/8/566Theshipstoppedher2023/8/1767ConcretenessYourwritingshouldbevivid,specificanddefiniteratherthanvague,generalandabstract,especiallywhenyouarerequiringaresponse,solvingproblems,makinganofferoracceptance,etc.2023/8/567ConcretenessYourwri2023/8/1768ExampleOurapplesareexcellent.Ourapplesarejuicy,crispyandtender.(Concrete)SmithtonCompanyisourbigbuyer.SmithtonCompanydidmorethanonemillionUSDworthofbusinesswithusin2005.(Concrete)2023/8/568ExampleOurapplesar2023/8/1769Thesebrakescanstopacarwithinashortdistance.TheseGoodsonpowerbrakescanstopa2-toncarwithin24feet.AdecisionhasbeenmadetosetupanofficeinOsaka.TheboardofdirectorsdecodedtosetupanofficeinOsaka.2023/8/569Thesebrakescansto2023/8/1770CompletenessIncludeallthenecessaryinformationanddatainthemessagebecauseinformationanddatacanhelpsendersgetreceivers’responsesandachievedesiredobjectives.Anincompletemessagemayresultin:increasedcommunicationcosts;lossofgoodwill,sales,andvaluedcustomers;costofreturninggoods;wastedtimetryingtomakesenseoutoftheincompletemessage.2023/8/570CompletenessInclude2023/8/1771Example6Supposeyouarewritingalettertoyoursuppliertellinghimthathisgoodswerenotdeliveredontime.Whatkindofinformationshouldyouincludeinyourletter?

2023/8/571Example6Supposeyou2023/8/1772CompletemessageRemindinghimofhispromiseoftimelydelivery.Whatlosseshasthiscausedyou?Askingforcompensationifthereisanyagreementonthat.Expectingnosuchthingwillhappenagain.2023/8/572CompletemessageRemi2023/8/1773III.ModernChangesGoodwillEffects:

friendly,courteousthingsthatmakerelationsbetweenpeopleenjoyable.OtherEffects:

persuasion/emphasis/downplay2023/8/573III.ModernChangesG2023/8/1774Suggestions:1.Conversationalstyle2.Informalstyle3.Avoidtheoldlanguageofbusiness4.You-viewpoint(you-attitude)

*Avoidinsincerity2023/8/574Suggestions:1.Conve2023/8/1775suggestions5.Accentonpositivelanguage6.Singlingoutyourreader7.Usingthereader’snames8.Avoidanger2023/8/575suggestions5.Accent2023/8/1776IV.BasicPatternsofWritingDirectnessinGood-newsandRoutineMessages(deductiveapproach)IndirectnessinBad-newsmessagesandpersuasionorsalesletters(inductiveapproach)演绎法归纳法

直接法间接法2023/8/576IV.BasicPatternso2023/8/1777DirectnessinWritingThreeparts:1）beginwiththemajoridea,2）providesupportingdetailsafterthemainidea3）endwithgoodwill.2023/8/577DirectnessinWritin2023/8/1778

DearMr.Johnson,WillyoudoGeorgeBaryonandmethefavorofprovidinganevaluativereportonhim?Heisanassistantshippingclerkwithyou,whowantstomanageabranchforus.Hehasauthorizedthisinquiry.Howwelldoesheknowpackingandhaulingtechniques?Howdoyoujudgehisadministrativeabilitytorunanofficeofonesecretaryandaworkforceoffive?Whatisyourappraisalofhisabilitytomeetcustomersandgenerallybuildgoodwillwiththecommunity?Asafinalquestion,isthereanythingelseyoucantellmethatmightindicatewhetherMr.Baryonistherightpersonforourjob?Iwillbegratefulforyouranswers.Ofcourse,whateveryoureportwillbeheldincloseconfidence.INQUIRIESABOUTPEOPLE2023/8/578DearMr.Johns

DearMr.Johnson,WillyoudoGeorgeBaryonandmethefavorofprovidinganevaluativereportonhim?Heisanassistantshippingclerkwithyou,whowantstomanageabranchforus.Hehasauthorizedthisinquiry.Howwelldoesheknowpackingandhaulingtechniques?2023/8/17792023/8/579Howdoyoujudgehisadministrativeabilitytorunanofficeofonesecretaryandaworkforceoffive?Whatisyourappraisalofhisabilitytomeetcustomersandgenerallybuildgoodwillwiththecommunity?Asafinalquestion,isthereanythingelseyoucantellmethatmightindicatewhetherMr.Baryonistherightpersonforourjob?2023/8/1780Howdoyoujudgehis

Iwillbegratefulforyouranswers.Ofcourse,whateveryoureportwillbeheldincloseconfidence.Sincerelyyours,

2023/8/1781Iwillbegratefulfo2023/8/1782IndirectnessinWritingGuidelinesforBad-newsMessages

Fourparts:Abuffer;Reasonssupportingthenegativedecision;Aclear,diplomaticstatementofthenegativedecision;Ahelpful,friendly,andpositiveclose.2023/8/582IndirectnessinWrit2023/8/1783CongratulationsonSettingaNewSalesRecordLastMonth!

YourAll-outEffortsAreApparenttoAllofUs.

Asyouknow,forthepastthreeyearswehaveheldourproductpriceconstantsothatwecouldincreaseourshareofthemarket.Becauseofthispricelidandbecauseofyoureffectiveness,wehaveachievedauevengreatermarketsharethanforecast.Butinflationoverthepastthreeyearshasdrivenupourproductcosts.Sowearenolongeroperatingasprofitablyaswemust.Tokeepsalariesinlinewiththeinflationandtomaintain2023/8/583CongratulationsonS2023/8/1784theindustry-standardprofitmarginof3percentofgrosssales,pricesofallourproductswillberaised10percentonthefirstofnextmonth.Togenerateideasthatwillhelpmotivateourcustomerstoacceptthesepriceincreases,themarketingdepartmentandsalesdepartmentwillholdajointmeetingat10:00a.m.nextThursdayinRoom336.Pleaseplantoattendit.Weneedtodevelopsomegoodwaystomin