商务英语函电unit3organizationofbusinessletters.ppt

1、UNIT 3 Organization of business letters,To help you to keep to the point of your letter, you can draw up an outline to plan your letter. Follow these steps:,Make a list of the topics you want to cover but dont worry about the order. Under each topic, list key words, examples, arguments and facts. Re

2、view each topic in your outline for relevance to your aim and audience. Cut out anything thats not relevant to your aim or audience. Sort the information into the best order for your readers.,The content of business lettersthe opening, the body, and the closing,The opening paragraph indicates the pu

3、rpose and subject of the letter. e.g. We received your report that the FX-100 printer manual was missing from your shipment. Our customer service department is looking into the matter.,If you open with a statement of a need or problem, close with a statement of action or solution to the problem. In

4、the example given above, a closing paragraph might state: e.g. We appreciate your patronage and wish to extend every support to our customers. A new manual for your TK880 printer will be shipped to you at our expense by overnight mail.,A good opening sentence:,Suit the purpose Is business-like Is po

5、lite Leads into the main subject matter Is usually short,e.g. Thank you for your letter of 8th March 1998, which has been passed to me for my attention. I refer to previous correspondence in respect of the above and note that to date we have not received your cheque for the outstanding arrears. I wr

6、ite with reference to our telephone conversation yesterday regarding the above matter.,Body paragraphs of your letter should contain the information the reader needs to take action. They also should continue to motivate the reader.,The closing sentence should:,Be short Be polite and business-like Le

7、ave the reader feeling satisfied letter is positive Have a purpose suggests a future contact Refer to the main content the demonstration,e.g. I would again apologize for the delay in replying and I trust that this has clarified the points you have raised, however, if you wish to discuss any points I

8、 have not clarified, or need any further information, you may wish to telephone or contact me accordingly. I look forward to hearing from you and in the meantime, should you have any queries, please do not hesitate to contact me. I regret that I cannot be of more assistance in this matter, and shoul

9、d you have any further queries, please do not hesitate to contact me.,Direct pattern of writing,1. Good news letter Pleasant idea Details or explanations Closing thought,2. Routine letter,Big, important idea Details or explanations Closing thought,Indirect pattern of writing,Bad news letter Less imp

10、ortant ideas Details or explanations Bad news (main idea),Exercises,Which opening sentence is better:,We are sorry to hear about your missing order. We have no idea what has happened to your order. c. Why are you wasting our time about your order?,What do you think about this for a special offer? Ye

11、t another special offer is on its way to you. c. I am writing to let you know about our special offer.,a. Do you remember that course you said I could go on? b. I have got a place on that course starts next week! c. I have been offered a place on the course I applied for.,Identify which organization

12、al pattern you would use for the following messages: direct or indirect?,A letter refusing a request by a charitable organization asking your restaurant chain to provide refreshments for a large reception. A memo from the manager denying an employees request for computer access to the Web. Although

13、the employee works closely with the manager on many projects, the employees work does not require Internet access.,An announcement to employees that a fitness specialist has canceled a scheduled lunchtime talk and cannot reschedule. A letter from a bank refusing to fund a companys overseas expansion

14、 plan.,A form letter from an insurance company announcing new policy requirements that many policyholders may resent. If policyholders do not indicate the plan they prefer, they may lose their insurance coverage. A letter from an amusement park refusing the request of a customer who was unhappy with

15、 a substitute concert performer. The last in a series of letters from a collection agency demanding payment of a long-overdue account. The next step will be hiring an attorney.,A letter from a computer company refusing to authorize repair of a customers computer on which the warranty expired six mon

16、ths ago. A memo from an executive refusing a managers plan to economize by purchasing reconditioned computers. The executive and the manager both appreciate efficient, straightforward messages. A letter informing a customer that the majority of the customers recent order will not be available for six weeks.,Review questions,1. What is the most important difference between direct and indirect letters? 2. Name five situations in which the direct pattern should be used for bad news. 3