商务英语写作实务课件Unit 1 General Introduction of Business Writing;Unit 2·Memo Writing

示范性高等院校应用型规划教材

商务英语写作实务

BusinessEnglishWritingPracticeUnit1

GeneralIntroductionofBusinessWritingLearningObjectivesknowwhatthe3functionsofbusinesswritingare;knowwhatthe5keyelementsofbusinesswritingare;knowwhatthe7principlesofbusinesswritingareI.FunctionsofBusinessWritingInformingmeanstoconveyinformationtocompletedailyoperationsofbusiness.Influencingmeansifwewantadesiredresponse,itisimportanttoinfluencethereader’semotions.Entertainingmeansourwritingcangainthereaders’activeorpositiveresponses.II.KeyElementsofBusinessWritingThekeyelementsare:WhoWhatWhenWherewhyorhow.III.PrinciplesofBusinessWritingTheprinciplesare:ClarityConcisenessConcretenessCorrectnessConsiderationCompletenessCourtesyClaritymeansclearness.Sample1HiJohn,IwantedtowriteyouaquicknoteaboutDaniel,who’sworkinginyourdepartment.He’sagreatasset,andI’dliketotalktoyoumoreabouthimwhenyouhavetime.Best,SkipSample2HiJohn,IwantedtowriteyouaquicknoteaboutDanielKedar,who’sworkinginyourdepartment.Inrecentweeks,he’shelpedtheITdepartmentthroughseveralpressingdeadlinesonhisowntime.We’vegotatoughupgradeprojectduetorunoverthenextthreemonths,andhisknowledgeandskillswouldproveinvaluable.Couldwepleasehavehishelpwiththiswork?I’dappreciatespeakingwithyouaboutthis.Whenisitbesttocallyoutodiscussthisfurther?Bestwishes,Skip

Concisenessmeanstowriteinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.Sample1

HiMatt,Iwantedtotouchbasewithyouaboutthee-mailmarketingcampaignwekindofsketchedoutlastThursday.Ireallythinkthatourtargetmarketisdefinitelygoingtowanttoseethecompany’sphilanthropicefforts.Ithinkthatcouldmakeabigimpact,anditwouldstayintheirmindslongerthanasalespitch.Forinstance,ifwetalkaboutthecompany’seffortstobecomesustainable,aswellasthecharityworkwe’redoinginlocalschools,thenthepeoplethatwewanttoattractaregoingtorememberourmessagelonger.Theimpactwilljustbegreater.Whatdoyouthink?JessicaSample2HiMatt,Iwantedtoquicklydiscussthee-mailmarketingcampaignthatweanalyzedlastThursday.Ourtargetmarketwillwanttoknowaboutthecompany’sphilanthropicefforts,especiallyourgoalstobecomesustainableandhelplocalschools.Thiswouldhaveafargreaterimpact,anditwouldstayintheirmindslongerthanatraditionalsalespitch.Whatdoyouthink?JessicaConcretenessmeansdescriptionshouldbevivid,specificanddefiniteratherthanvague,generalandabstract.Sample

Howmuchtimedoyouspendeverydaypackingyourkids’lunches?Nomore!JusttakeacompleteLunchboxWizardfromyourrefrigeratoreachdaytogiveyourkidsahealthylunchANDhavemoretimetoplayorreadwiththem!Correctnessmeansthatthereisnomistakeofgrammar,punctuationandspellings.SampleHiDaniel,Thankssomuchformeetingmeatlunchtoday!Ienjoyedourconservation,andI’mlookingforwardtomovingaheadonourproject.I’msurethatthetwo-weakdeadlinewon’tbeanissue.Thanksagain,andI’llspeaktoyousoon!Best,JackMillerConsiderationmeanswritingthemessagewiththereceiverinmind.SampleTraci,Iwantedtowriteyouaquicknoteaboutthereportyoufinishedlastweek.IgaveittoMichelletoproof,andshewantedtomakesureyouknewaboutthedepartmentmeetingwe’rehavingthisFriday.We’llbecreatinganoutlineforthenewemployeehandbook.Thanks,JessicaCompletenessmeansthatourmessageshouldincludeallnecessaryfactsandbackgroundinformation.Sample

Hieveryone,Ijustwantedtosendyouallareminderaboutthemeetingwe’rehavingtomorrow!Seeyouthen,ChrisCourtesymeanstoshowourappreciationsandrespecttothereader.Sample

Jeff,IwantedtoletyouknowthatIdon’tlikeyourteamalwaysmonopolizesthediscussionatourweeklymeetings.Ihavealotofprojects,andIreallyneedtimetogetmyteam’sprogressdiscussedaswell.Sofar,thankstoyourteam,Ihaven’tbeenabletodothat.Canyoumakesuretheymaketimeformeandmyteamnextweek?Thanks,PhilUnit2MemoWritingLearningObjectivesknowthefunctionofamemo;knowbasicelements&principlesofmemowriting;draftandwriteaonebusinessmemo.SectionOne

GeneralIntroductionAmemo(memorandum)isabriefwrittenrecordtypicallyusedforcommunicationwithinanorganization,includingmembersofyourdepartment,uppermanagement,employeesatanothercompanylocation,etc..Thekeyelementsofmemosare:who,what,when,where,why,how,etc..I.FormatTo(readers’namesandjobtitles)From(yournameandjobtitle)Date(completeandcurrentdate)Subject(whatthememoisabout)1.Thereasonyouarewriting2.Allrelevantfacts(MainBody)3.Astatementoftheexpectedactionoroutcome(Signature)Ⅱ.TipsKeepthe7Csprinciplesaswellasthe5Wsinbusinesswritinginyourmind.Beginwiththeinformationthatismostimportant.Headingshelpthereaderskimforsectionsofthedocument.Foreasyreading,putimportantpointsordetailsintolistsratherthanparagraphswhenpossible.Numberedandbulletedlistsmakeinformationeasytoscan.Becarefultomakelistsparallelingrammaticalform.Ⅲ.Warm-upExerciseYouareJackWang,thePersonnelManagerofyourcompany.YouwriteamemotoHenrySmith,theSalesManagerofthesamecompanytotalkabouttheapplicantsforsalespost.PointsYousendhimsomeresumes.Askhimtochoosewhomhewantstointerview.Youwillarrangeinterviewsforhim.Sample1To:HenrySmith,SalesManagerFrom:JackWang,PersonnelManagerDate:May14,2011Subject:ApplicantsforSalesPostAttachedaretheresumesandcertificatesoffourapplicantswhohaveappliedforyourdepartmentposition.Pleaseevaluatetheseapplicantsandthenrecommendpeopleyouwanttointerviewtome.AssoonasIhavethenames,Iwillmakearrangementfortheinterviews.J.W.Sample2NancyisacolleagueofTedFeng.AftershereceivedacallfromPaul,oneoftheirclients,shewritesamemotoTedFengtoremindhimofPaul’sarrival.PointsPaul’sflightNo.isJL608.PaulwantstomeetTedFengat5:00p.m.thenextdayattheairport.TedFengisrequiredtodrivePaultoHolidayInn.To:TedFengFrom:NancyDate:Oct.1stSubject:ADatePaulcalledyou,justwhenyouwereout.Hewillarriveat5:00p.m.tomorrowonflightNo.JL608.YouarerequestedtomeethimattheairportanddrivehimtoHolidayInn.NancySample3To:MaryWhite,OfficeManagerFrom:JoeChan,GeneralManagerDate:June1,2011Subject:NeedforNewMemoFormatI’venoticedwedon’tseemtobeabletocommunicateimportantchanges,requirementsandprogressreportsthroughoutthecompanyaseffectivelyasweshould.Iproposedevelopingoneconsistentmemoformat,recognizablebyallstaffastheofficialmeansofcommunicatingcompanydirectives.WhileIknowthisseemslikeasimplesolution,Ibelieveitwillcutdownonneedlesse-mail,improveuniversalcommunicationandallowthestafftosavenecessaryinformationforlaterreferral.Pleasetalkamongyourselvestodeterminetheproperpointsofmemowritingandreturntheinputtomeby12a.m.onJune2.Iwillthensendoutanoticetotheentirestaffregardingthenewmemoformat.Thankyouforyourpromptattentiontothismatter.JoeChanSample4To:AllStaffFrom:MaryWhite,OfficeManagerDate:June2,2011Subject:NewMemoFormatEffectiveJune1,2011Inordertomakeinterofficecommunicationeasier,pleaseadheretothefollowingguidelinesforwritingeffectivememos:Clearlystatethepurposeofthememointhesubjectlineandinthefirstparagraph;Keeplanguageprofessional,simpleandpolite;Useshortsentences;Usebulletsifalotofinformationisconveyed;Proofreadbeforesending;Addressthememototheperson(s)whowilltakeactiononthesubjectandCCthosewhoneedtoknowabouttheaction;Attachadditionalinformation;don’tplaceitinthebodyofthememoifpossible.Pleaseputthisformatintopracticeimmediately.Weappreciateyourassistanceindevelopingclearcommunications.Ifyouhaveanyquestions,pleasedon’thesitatetocallme.Thankyou.MaryWhiteSectionThree

SituationWritingSituation1Asasalesman,youwouldliketoattendasalesconferenceinNewYorknextmonth,butyourdepartmentistryingtoreduceexpenses.Completethefollowingmemotoyourmanager,RoseCarpenter.PointsAskinghertoallowyoutogototheconference.Explainingwhyyouthinkyoushouldgo.Suggestinghowyoucouldreducethecostofthetrip.To:RoseCarpenter,theSalesManagerFrom:Date:Subject:CouldyouallowmetogotothesalesconferenceinNewYorknextmonth,please?Iamveryinterestinginsalesand_____________________________________________________________（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）.Ifyouagree,______________________________________________（为了降低费用，我可以和同事一起拼车赴会）.Thanks.(Signature)IbelievethatbothImyselfandourcompanycanbenefitfromattendingitIcouldgobycarwithmycolleaguetoreducethecostSituation2You’llhaveameetingwithMr.JamesLewis,whoisyourteacher.Butyouhavetocancelitbecauseofanemergency.Completethefollowingmemo.PointsApologizeforthecancellation.Explainwhythisisnecessary.Suggestanothermeetingwhenyouarefree.To:Mr.JamesLewisFrom:Date:Subject:Idoapologizeforthecancellationofourmeetingthismorningbecauseofaverybadstomachache.SoIwouldsaywemakeanotherdateforourmeeting.__________________________________________________________________________________________________________________________________（本周四、五上午和下周三下午我有空，不知您是否方便见我）？Pleasegivemeananswersoon.(Signature)IwillbefreeinthemorningofthisThursday&Friday,theafternoonofthisWednesday.IwonderifitisconvenientforyoutomakeanappointmentwithmeSituation3Analyzetheadvantages&disadvantagesofthememosbelow.To:AllMembersofStaff,NorthernBranchFrom:K.J.LDate:December5,2004Subject:PersonalComputerTheboardurgentlyrequiresfeedbackonourexperiencewithPCsinNorthernBranch.Ineedtoknow,forourreport:1.whatyoupersonallyuseyourPCforandyourreasonsfordoingthis.Ifyouaredoingworkthatwasformerlydonebyotherstaff,pleasejustifythis;2.whatsoftwareyouuse.Pleasenametheprograms;3