商务写作理论知识要点

PAGEPAGE5商务英语写作知识要点01IntroductionSchoolWriting:1Intheformofessays,2Todemonstratetheknowledgeandlanguageskills,3AlwaysusecomplicatedstructuresBusinessWriting:1Intheformofletters,2Intendedtocommunicateinformation,3Readersandwritersareindemand-supplyrelationship1.PrinciplesofBusinessWriting:7CClarity清晰Correctness准确Conciseness简洁Courtesy礼貌Concreteness具体Completeness完整Consideration周全2.LogicalOrganization①因果关系(Cause&Effect)②时间顺序(ChronologicalDevelopment)③序列顺序(SequentialDevelopment)④比较(Comparison)⑤一般到特殊(FromGeneraltoSpecific)⑥特殊到一般(FromSpecifictoGeneral)02LayoutofBusinessLetters1.TheEssentialPartsofaBusinessLetter:LetterheadReferenceDatelineInsideAddressSalutationBodyoftheletterComplimentaryCloseSignature2.LetterStyles:FullBlockStyle(齐头式)，IndentedStyle（缩进式）andMixedStyle（交错式）3.Letterheadidentifiesthesenderoftheletter.Itincludes:Company’slogoItsaddressandpostalcodesTelephonenumber,FaxnumberInternetaddress,e-mailaddressTelegraphicandtelexaddressAtrademarkorabriefslogan4.Bodyoftheletteristheactualmessageoftheletter,whichbeginsoneblanklinebelowthesalutation.Itisthemostimportantpartoftheletter,thewrittenspeaker.Principlesofthebody:Clarity,Consideration,Correctness5.Organizationofthebody:OpeningorIntroductionDetailsResponsesorActionClose6.OptionalPartsofthebodyAttentionLineSubjectLineEnclosureCarbonCopyPostscript附言7.LayoutoftheEnvelope:TheIndentedFormandtheBlockedForm8.Openpunctuation:NOfullstopsorcommasareusedintheEssentialPartsofaBusinessLetterunlesstoensurethegrammaticalsense.It’simportanttouseopenpunctuationconsistentlyintheletter（18）03E-mailLayoutofHeadingTo:(emailaddressoftherecipient)From:(emailaddressofthesender—usuallyautomaticallyfilledin)Date:(automaticallyfilledin)Subject(mainideaofthemessage)Cc:(carboncopy–recipientswhomtheauthorwishestoinformofthemessagepublicly)Bcc:(Blindcarboncopy-recipientswhoaresecretlybeinginformedofthemessage)Attachment(thefilesyoudesiretosendalongwiththemessage)2.Body:Salutation+Content+ComplementaryClose+Signature3.PointstoponderwhenwritingWriteameaningfulsubjectline.(主题栏意义明确)Keepthemessagefocusedandreadable.（行文重点突出、排版清楚易读）Avoidattachments.（少发或不发附件）identifyyourselfclearly.（标明身份）Bekind.Don’tflame.（心平气和）Proofread.（仔细较读）Don’tassumeprivacy.（注意保护隐私）Distinguishbetweenformalandinformalsituations.（分清场合和事宜）Respondpromptly.（及时回复）Showrespectandrestrain.（宽容限制）04GoodNews&BadNewsLetters1.商务信函种类：询盘enquiries发盘responsetoenquiries订单函order订单确认函orderacknowledgement确认函confirmingletter拒绝函decliningletter礼节函socialletter建立商务关系的信函（买方或卖方之间）Establishmentofbusinessrelationship2.GeneralstructureofGoodNewsMessagesandNeutralMessages——DirectApproach3.OccasionsofDirectApproachMakingenquiriesorresponsestoenquiresMakingordersororderacknowledgementsConfirmingletterSociallettersDecliningletterEstablishmentofbusinessrelationship4.StructureofGoodNewsLetter:Beginwiththemainpoint(Introduction)Presentnecessaryexplanations(Details)Covertheremainingpartoftheobjective(Action)(询价)Endwithadaptedgoodwill(Close)5.Usefulsentencesforclosingofthegoodnewsletter:Lookingforwardtohearingfromyou.Ihopethisinformationwillhelpyou.Welookforwardtoreceivingconfirmationofthereservation.It’sgreattobeworkingtogetheronceagain.6.IndirectApproachtoBadNewsMessagesDon’ttellthebadnewsatthebeginning.Beginwithsomegoodnewsorneutralinformation.Giveexplanationsbeforereleasingbadnews.LeavespacesbetweenheadingsanddifferentsectionsUsecapitals,bold,italicsorunderlyingUsesub-headingsNameandposition（右下方Date(右下方4.LanguageToneofNotices:Brief;Specific;Eye-catching;Polite5.Usefulexpressions请注意……Pleasenotethat…我们很高兴通知您……Wearepleasedtoinformyou…Wehavepleasureininformingyouthat…我们想通知您……Wewouldliketonotifyyou…我们特此奉告……Wehavethehonortoappriseyouof…我们冒昧奉告……Wetakethelibertyofannouncingtoyouthat…Part2MeetingAgenda6.DifferencebetweenAgenda&Schedule:Anagenda:Topicstobediscussedatameeting;beforethemeetingisheld.Schedule:Worktimetable.agenda是会议的议程，代办事项表。schedule是时间表，进度表。7.BasicComponentsfortheFormalMeetingCalltoorder(宣布开始)Approvaloftheagenda（批准议程）Approvaloftheminutesofthelastmeeting（批准上次会议纪要）Reports（报告）Oldorunfinishedbusiness（旧的或尚未完成的业务）Newbusiness（新业务）Announcements（公告）Adjournment（休会）8.AgendafortheInformalMeetingCalltoorderReportsorannouncementsDiscussionitemsDecisionitemsAdjournmentPart3Minutes9.BasicfactsofMinute:Takenotesonthemeetingthenmakearecord（会议纪要10.Typesofminutes:Verbatimminutes逐字逐句纪录Minutesofresolution决定Minutesofnarration叙述11.StepsoftakingminutesHeading:name,purpose,time,date,place,typeBodyPeopleattending,absentmembersApprovalofpreviousmeeting’sminutes,matterarisingfromthoseminutesArecordoftheprincipalpointsdiscussedanddecisionsmadeTime,date,placeofnextmeetingSignature&date12.LanguageandtoneofminutesPasttenseThirdpersonReportedspeechPassivevoiceFormalwords13.TipsforwritingminutesAboutwritingnumbers:Repeatnumbersinlegalorcommercialwriting.Thebillwillnotexceedonhundred(100)dollars.Beconsistentinnumbersinwriting.Twoapples,sixoranges,and3bananasWriteoutnumbersinthebeginningsentence.6%ofthegroupfailed.Useacombinationoffiguresandwords.Theclubcelebratedthebirthdayof690-year-oldswhowereborninthecity.09BusinessReport1.CategoriesofReportsBycontent:feasibilityreport,laboratoryreport,proposalreportByfunction:informationalreport,analyticalreport,yardstickreports(指标报告)Byprintedform:absencereport,accidentreport,tripreport,pettycashreport现金出纳Byformat:memo,letter,manuscript手稿printedByformality:informalreport,formalreportBylength:shortreport,longreportBytime:preliminary前期progress进程periodic阶段finalreport总结/总结报告2.FormatsofReportsPreprintedformLetterMemoManuscript3.Componentsofaformalreport:Prefatorypart序言CoverTitleFly&TitlePage提头Letterofauthorizationandletterofacceptance授权书和接受函LetterofTransmittal转送函ExecutiveSummary行政总结Tableofcontents目录Listofillustrations说明TextoftheReportIntroduction,body,conclusion,recommendationSupplementarypartsAppendix附录Bibliography参考文献index4.ComponentsofaninformalreportHeading/TitleIntroduction:termsofreference+procedure/proceedingsTermsofreference:ThepurposeofthisreportistoTheobjectiveofthisreportistoTheaimofthisreportistoMr.Xhasaskedmetoreporttoinvestigate…/evaluate…/study…/recommend…/analyze…/givefeedback.../estimate.../assess…Body(Findings)Objective&ImpersonalSpecific&FactualCollectedwithouthumanhelpConclusions:Cannotbemadeotherthanbyhumans;InterpretedfindingsRecommendationsSpecific&constructive:REASON+SUGGESTIONDescribewhatwillhappenifyourrecommendationisfollowedorwhatmighthappenifitisnot.ExecutiveSummary(optional,long,twoparts:①purpose②f,c,r)5.DifferencebetweenInformational&AnalyticalReportInformationalreportsCollectinformation,providedataAnalyticalreportsEmphasisisplacedonanalyzing,drawingconclusions,andproposingrecommendations.Informationalreports[periodicreports,situationalreports(tripreports,progressreports),InvestigativeReport]6.LayoutofInvestigativeReportTitle:Reporton…Introduction(Purpose+Background)Body(ScopeoftheInvestigation+MethodsoftheInvestigation+Findings)Conclusion(Summary)Recommendation(optional)7.FeasibilityreportAuthor'sanalysisAfeasibilityreportanalyzestheavailableinformationtodeterminewhetheraprojectisworthdoingandwhatisthechanceofsuccess.Itconvincesyourreaderswhethertheprojectshouldbecarriedoutandaparticularplanisthebestfordoingitsuccessfully.Italsohelpsreaderstoconsiderthefeasibilityoftheproposalfromdifferentangles.8.FormulaofFeasibilityReportTo:…From:…Date:…Subject:FeasibilityReporton…Introduction:（background,scope）_____(时间)ago,I____(背景介绍)toseewhetherwecould_____(项目名称).Thisreportisto____(此报告的目的)andtomakerecommendationsabout____(与项目有关的活动).Theinformationwasmainlyachievedby_____.(调研方法)Findings:（opportunities,risks）___(对方名称)isalreadyworkingon____(对方已经在做的工作).Theyareverypositiveabout____(对方的态度).Theyproposeanideaof_____(对方提出的合理化建议)Conclusions:The____(方案类型)programisvery____(对项目的简单描述).Thisprojectlooks____(可行与否),anditshowsa____(成功率高还是低)possibilityforsuccess.Recommendations:Thus,weshould____(对后续工作的建议)and____(对后续工作的建议)assoonaspossible,and____(对后续工作的建议)withtheirmanagers.补充analyticalreport：1）findings,conclusions,andrecommendations2)RecommendationReports3)FeasibilityReport4)yardstickreports(指标报告)9.ProposalRecommendationReportsWritearecommendationreporttoseekapprovalwhenjustifyingorrecommendingsomething,suchasinstallinganewcomputersystem,hiringnewemployees,raisingfundsandadoptinganewmethod.10.DifferencebetweenRecommendationReport&FeasibilityReport:1)FR:--Studypossibilityofsuccess.Answer:yes,no,maybe.2)RR:--Stronglyrecommendstheactionsuggested.11.FormulaofProposal(RecommendationReport)Proposalon…Introduction:Ourcompanyhasrecently____(发生了什么事，即写作背景)._____(何人)hasaskedmetowriteareportto_____(写给何人)on_____(何时).Thisreport____(关于何事)andisto____(为了什么，即写作目的)Findings:Afterlookingintoallthecomplaints,_____(指出问题都出现在哪些方面)：______(问题1)______(问题2)……Conclusions:Inaword,thereare____(需要改进的地方)thatareinneedofimproving.Recommendation:Basedonthosefindingsmentionedabove,thefollowing____(解决方法)arefirmlyrecommended:______(方法1)______(方法2)……_______(报告撰写人签名，职务)______________(报告撰写日期)12.UsefulexpressionsforBusinessReportForIntroduction:Thisreportsetsouttoexplainthecompany'srecentsuccessandpublicizeourconsequentplansforexpansion.Thepurposeofthisreportistoimproveefficiency.Theobjectiveofthisreportistosummarizetheachievementswe’vemadeaswellasthesetbackswe’veexperiencedinthepastyear.ForRecommendation:Onthebasisofmyinvestigation,itissuggestedmoststronglythatwechangeourpackagedesign.Itisfeltthatitwouldbebettertoestablishaseparatedepartmentforproductdevelopmentthanexpandthecurrentdutiesofmarketresearch.13.Language&WritingStyleofBusinessReportObjective&ImpersonalSpecific&FactualCoherentReportedspeechUsingGraphicsTypesofgraphics:Atable(detailed,specificinformation)Alinechart(trendsorrelationshipsoftwo)Abarchart(amounts)Apiechart(numbers)Aflowchart(Sequence)14.SupplementalWritingSkillsforReportsWithoutabbreviationsActivetone“我公司不能对订货少于10箱的单位发货。”“Wecannotsupplyinpacksoflessthanten.”(Negative)“Tokeeppackagingcostsdownandtohelpourcustomerssaveonpostage,wesupplyinpacksoftenormore.”(Positive)“Assoonaspossible”Situation:“如果你在要求对方完成一项他们正常职责之外的工作”Wewillappreciateyourtranslatingforusassoonaspossible.Icancomeforaninterviewassoonaspossible.“Iwouldbeabletocomeforaninterviewwhenitisconvenienttoyou.”Passivevoice:tobeobjectiveandstresson“matter”“Ifoundfromtheinterviewthat…”“Thefindingsarebasedoninterviews…”Withoutsubject“Ifounditessentialtotaketheactionimmediately.”“Itisessentialthatactionistakenimmediately.”“Itisfeltthat…”“Itissuggestedthat…”Formalwords&phraseNounphrase“Thestafffeelsdeeplyunhappythatmanagementdoesnotrecognizetheirefforts.”“Akeystaffcomplaintislackofrecognition.”10TechnicalDescription&OperatingInstructionPart1TechnicalDescription1.TechnicalDescriptionThetechnicaldescription(Akindofself-introduction)isaverbalrepresentationofaproductorprocess.Aneffectivedescriptiontransfersamentalimagefromthewriter’smindtothereader’s.Descriptionsofproductsareindispensibletoaproductcatalogueorpurchaseorder.Moreoftentheyarefoundinonesectionofamanualorreport.2.ContentsofdescriptioninbusinessGivingcustomersagoodideaofitsfeaturesShowinghowaproductismadeShowinghowaproductworksShowingwhyaproductisusedSometimesprovidingaframeworkforfurtherdiscussion3.ThreemajortypesofdescriptionsDescriptionofExternalFeaturesIntendedtoidentifythegoodsunderquestionConcerningmerelytheexternalfeaturesofcommodities.CommoninproductcatalogandpurchaseorderUsuallybriefandspecificDescriptionofProcedure(Involvingaprocess,oraprocedure)Appearingsimilartoinstructions,whichalsoinvolveaprocess,asequenceofoperations.Unlikeinstructions,theyaremainlyintendedtogivereadersanunderstandingofthegeneralprocess,ratherthaninstructingthemhowtoworkthroughit.DescriptionofProductGivingdetailedinformationonaproduct,suchasitsappearance,functions,components,etc.Presentingaoverallpictureofaproductandthusareusedasapartofproductfeaturing.4.MethodofDevelopmentWhendoingaprocessdescription,dividetheprocessintodistinctstagesandthenpresentthemstepbystep.Usuallyachronologicalorderisconvenientforthispurpose.Inproductfeaturing,followthesequence:Giveadefinitioninageneralterm→Externaloverview→Descriptionsofthefunctionandpurpose→Detaileddiscussionofcomponents5.LanguageofDescriptionsAnalogy,simileandmetaphors.6.IllustrationsinDescriptionsIllustrationsintheformofphotographs,drawings,anddiagramsareverypowerfulvisualaids.Showingrelationshipmoredramaticallythanwordsalone,andgivingagreatdealofinformationmoreefficiently.Photographshelpreaderstohavearealisticviewoftheobject.Alsovisualistheproportionofeachpartoftheobjectinrelationtootherparts.Part2OperatingInstruction7.OperatingInstructionsTellinganaccountanthowtofilloutanewform.Showingatechnicianhowtosetupandoperateanewpieceofequipment.Instructingasurgeonintheproperuseandcareofanewtool.Operatinginstructionsareassociatedwithconsumerproducts.Operatinginstructionsexplaintousershowtooperateadeviceoruseaproduct.8.DifferencebetweenInstructionsandDescriptionsInstructionsenablethereadertodosomethingwithminimumhesitation;theydonotnecessarilyrequirehimtounderstandtheoperation.Theyexplaintousershowtooperateadeviceoruseaproduct.Descriptionsareverbalrepresentationofaproductorprocess.Theyshowthereadershowaproductismade,howitworksandwhyitisused.Theygivetheconsumersagoodideaofitsfeatures.9.FeaturesofOperatingInstructionsCompleteAccuratePreciseAnymissingorinaccurateinformationmayleadtodisastrousconsequences.10.PointstoConsiderWhenWritingInstructionsUnderstandyourtaskwellInstructionwritersneedtoknowabouthowtheoperationsgo.Agoodunderstandingofeachstageofoperationcanhelpyouavoidgivingconfusingorinaccurateinstructions.Youmayinterviewsomeonewhoisfamiliarwiththeoperations,watchhimperformthetask,andaskquestionsateachstageofoperation.AnalyzeyouraudiencewellThelevelofknowledgeandexperienceofreaderscanconstraintheapproachtoinstructions.Avoidcomplicatedsentencesinwritinginstructions,especiallywhenyoujudgethereadershavelimitedlanguageability.Ausefultipforanalyzingyouraudienceistoputyourselfintheframesofreferenceofyourreaders.ChooseaproperlayoutUselanguageskillfully.11.LayoutofInstructionsHeadingIntroductoryexplanationToolsormaterialsWarningsGeneralbackgroundSequencedinstructionsTrouble-shootingguide12.SequencedInstructionsOnegoodwaytomakeinstructionseasytofollowistodividethemintoshort,simplesteps.Thesestepsshouldbegivenfollowingapropersequenceandtheyshouldnothavegapsandloops.Wheretherearealargenumberofsteps,dividethemintosectionswithasubheadingforeach.UsecontinuousArabicnumbersthroughouttoindicatethecontinuityofthesteps.13.StylesofPresentationListandProse（completepassage）14.LanguageofInstructions①Simpleimperatives（Addressee“you”isoftenleftout）②Modalverbs3)conditionsandaimsofaction4)positivesentences5)negativesentences6)avoidrelativewords7）avoidambiguity8)becarefulwithtechnicalwords9)apracticaltrip（课本194）11Contract（详见课本226至241）1.AChecklistofSomeEssentialClausesinSalesContractsIntroductionPriceDeliveryTermsofpaymentDocumentsClaimsSettlementofdisputesGoverninglawTerminationForceMajeure2.SalesorPurchaseContractinInternationalTradingTitlePreambleNameofcommodityQualityQuantityPricePacking/packageInsuranceShipment&DeliveryIndustrialPropertyRight&PatentPaymentInspectionTrainingConfidentialClauseGuaranteeClaimBreach&RescissionofContractArbitrationForceMajeureApplicableLawsMiscellaneousClauseWitnessClause3.TermsofPaymentB/EBanker’sdraftBanktransferCashinadvanceAdvancedpaymentLetterofCreditIrrevocableLetterofCreditConfirmedcreditDocumentarycollectionOpenaccount4.DocumentsInvoice,transportdocuments,certificateoforiginandinspection,commercialinvoice,etc.B/L,AirWaybill,Mate’sReceipt,CargoReceipt,Freight-Forwarder’sDocuments,PostalReceipt,manuscriptsignatureetc.5.SettlementofDisputes①Litigation;②Arbitration6.PointstoponderinContractWriting酌情使用公文语惯用副词hereafterthereafterthereon\thereuponthereunderHeretohereinabove\hereinbeforehereinafter\hereinbelowthereinbeforethereinafter例：本合同自买方和建造方签署之日生效。ThisContractshallcomeintoforcefromthedateofexecutionhereafterbytheBuyerandtheBuilder.易混淆的词语2.1shippingadvice与shippinginstructions2.2abideby与complywith例:双方都应遵守/双方的一切活动都应遵守合同规定。BothpartiesShallabideby/Alltheactivitiesofbothpartiesshallcomplywiththecontractualstipulations.2.3changeAtoB与changeAintoB例：交货期改为8月并将美元折合成人民币。

BothpartiesagreethatchangethetimeofshipmenttoAugustandchangeUSdollarintoRenminbi.2.4ex与per例：由“维多利亚”轮运走/运来/承运的最后一批货将于10月1日抵达伦敦。Thelastbatchper/ex/byS.S."Victoria"willarriveatLondononOctober(S.S.=Steamship)in与after例：该货于11月10日由“东风”轮运出，41天后抵达鹿特丹港。ThegoodshallbeshippedperM.V."DongFeng"onNovember10andareduetoarriveatRottedamlin140days.(M.V.=motorvessel)2.6on/upon与after例：发票货值须货到付给。Theinvoicevalueistobepaidon/uponarrivalofthegoods.2.7by与before例：卖方须在6月15日前将货交给买方。Thevendorshalldeliverthegoodst