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1、Business English商务英语商务英语1.3 Writing:Basic Knowledge of Business WritingUnit 1 Company ProfileI.Functions of Business WritingII.Criteria for Effective Business WritingIII.Structure of Business LettersIV.Styles of Business LettersV.Envelope AddressingVI.PracticeContentsContentsI.Functions of Business
2、WritingInform&PersuadeSix CsII.Criteria for Effective Business Writing1)Using You-attitudeA good sale of the products will benefit you.To maintain your excellent credit,please remitYou could obtain a refund ifPlease indicate your choice of colorYou will be happy to know1.Courtesy We-AttitudeA large
3、sale of our products will make our company more profitable.We are in need of fund and you must payWe can not offer you any refundObviously you forget telling us the colorI am happy to reportTreating people with respect and friendly human concern.2)Taking a positive tone We cannot understand why you
4、have had trouble withthese articles.We presume that there must be some reasons for youhaving trouble with these articles.()We wont be able to send you the brochure this month.We will send you the brochure next month.()1.Courtesya.State ideas using positive language You neglect to indicate the specif
5、ication.Please send the complete specification.()b.Avoid using second person when stating negative ideas You made numerous mistakes on this page.This page contain numerous mistakes.()2)Taking a positive tonec.Use passive voice to convey negative ideas Mr.Smith completed the job two months behind the
6、 schedule.The job was completed two months behind the schedule.()d.Use the subjunctive mood I cannot accept the recommendation.I wish I could accept the recommendation.()2)Taking a positive tonee.Include a pleasant statement in the same sentence Your personal ratings for communication ability wereun
7、satisfactory.Your personal ratings for communication ability wereunsatisfactory,but your rate for technical competencewas excellent.()2)Taking a positive tone3)Being conversationalAconversation is held.Such language is warm and natural.1.Courtesygrammarpunctuationspellinginformationdata2.Correctness
8、 Enclosed is the copy of receipt.()Enclosed is a copy of the receipt.()I am looking for another sales channels.()I am looking for other sales channels.()2.Correctness1)with pronounsOur competitors were most successful than ours/us.2)with adjectivesThe two first/first two items are not available.3)wi
9、th articleWe are interested in same/the same.2.Correctness4)with verbsNeither of the offers are/is acceptable.A block of flats are/is being built.5)with adverbsWe had a quite/quite a successful meeting.6)with conjunctionsThe fridge not only is/is not only attractive in proper price,but also in good
10、quality.2.Correctness7)with participles While studying the report,the telephone rang.While I was studying the report,the telephone rang.2.CorrectnessAvoid Faulty Sentences:Fragments 不完整句不完整句 My research report in business communication took a long time to prepare.And turned out badly.()My research r
11、eport in business communication took a long time to prepare,but it turned out badly.()2.CorrectnessAvoid Faulty Sentences:Comma splices 逗号拼接逗号拼接 My research report in business communication took a long time to prepare.And turned out badly.()My research report in business communication took a long ti
12、me to prepare,but it turned out badly.()2.CorrectnessAvoid Faulty Sentences:Run-on sentences 连写句 Employees want to keep their jobs they will work hard for promotions.()Employees want to keep their jobs.They will work hard for promotions.()2.CorrectnessUse capital letters correctly.“Three Stars”calf
13、shoes“Three Stars”Calf Shoes()the S.S.“merry captain”the S.S.“Merry Captain”()2.CorrectnessTo write in the fewest possible words withoutsacrificing completeness and courtesy3.ConcisenessShorten wordy expressions We do not anticipate any increase in prices in the near future.We do not expect prices t
14、o rise soon.()Owing to the fact that your competitors price is much lower than yours,we cannot accept your offer.Because your competitors price is much lower than yours,we cannot accept your offer.()We have begun to export our machines to countries abroad.We have begun to export our machines.()Exerc
15、ise:Use words to replace phrases or clauses.1)In the event that you speak to Mr.Wood in regard to production,ask him to give consideration to the delivery schedule.2)We require furniture which is of the new type.3.ConcisenessKeys:1)If you speak to Mr.Wood about production,ask him to consider the del
16、ivery schedule.2)We require new-type furniture.Use words and a format that make the writings totally understoodAvoid using the ambiguous words.As to the steamers sailing from Shanghai to San Francisco,we have bimonthly direct services.关于从上海到旧金山的轮船，我们每两个月直航一次。关于从上海到旧金山的轮船，我们每月有两次直航。4.ClarityPay atten
17、tion to the position of the modifiers:We shall be able to supply 10 cases of the item only.我们只能供应这样的商品10箱。We shall be able to supply only 10 cases of the item.我们能供应这种商品的只有10箱。4.ClarityParagraph carefully and properly.4.ClarityBe vivid,specific and concrete rather than vague,general and abstract.5.Co
18、ncreteness5.Concreteness Our apples are excellent.Our apples are juicy,crispy and tender.()These brakes can stop a car within a short distance.These Goodson power brakes can stop a 2-ton car within 24 feet.()6.CompletenessAll the necessary information and data should beincluded.An incomplete message
19、 may result in loss ofgoodwill,sales,and valued customers.III.Structure of Business Letters1.Letterhead 信头信头2.Date 日期日期3.Inside Address 封内地址封内地址4.Attention Line 注意事项注意事项5.Salutation 称呼称呼6.Subject Line 事由事由7.Body 正文正文8.Complimentary Close 结尾敬语结尾敬语9.Signature 签名签名10.Reference Initials 打字员姓名缩写打字员姓名缩写11
20、.Enclosure 附件附件12.Carbon Copy Notation 抄送抄送 The name of the company Its address and postal code Telephone number Fax number Company website address E-mail address A trademark or a slogan,etc.1.Letterhead typed below the last line of the letterheadCommon format:Month/Day/Year:June 12,2020 American Da
21、y/Month/Year:20 June,2020 BritishDo not use only figures,i.e.12/6/062.Date Typed single-spaced at the left margin 3.Inside Address China/Beijing 100021/Beijing Metal Corporation/President/Li Fang/East lane/234President Lin FangBeijing Metal Corporation234 East lane,Beijing 100021ChinaTo an organizat
22、ion:to send it directly to a specific individual or department.4.Attention Line ATTENTION:SALES MANAGERAttentionMarketing DirectorAttention of Advertising Managerwritten two lines below the last line of the inside address or the attention line if used5.SalutationVery formal:Dear Sir/Madam,Dear Sir o
23、r MadamFormal:Dear Mr./Mrs./Ms.PottsSemi-formal:Dear George PottsIdentify the subject of the letter6.Subject LineUnderlined:Sale Contract No.123Capitalized:SALE CONTRACT NO.234Re:Late Delivery of Order 123Subject:Order No.123 for Tea-sets7.Body Give the reason of writing the letter in the first para
24、.Give numbers or bullets for paragraphs whichcontain important information.Show your hope or promise of future action or contact in closing para.Typed two lines below the last line of the letter8.Complimentary CloseFormal:Yours faithfully,Yours truly,Faithfully yours,Semi-formal:Sincerely yours,Your
25、s sincerely,Cordially yours,Informal:Love,Best regards,9.SignatureOrganization Name:typed entirely in capitals two linesbelow the complimentary closeAuthor,Title,and Department:three blank lines shouldbe left above the typed name of the author.Yours sincerely,(your signature)Zhao HuiPersonnel Direct
26、orDepartment of Human Recourses The initials of the typist are typed two linesbelow the authors name and title.EM:mefEM/mefEM*mef10.Reference Initials Enclosure:Sale ContractEncl.:PricelistEnclosure(2):Packing listCommodity Inspection Certificate11.EnclosureCC,cc,Cc(Carbon copy)XC(Xerox copy)PC(Phot
27、o copy)12.Copy Notation IV.Styles of Business LettersFull Block StyleLetterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_Modified Block StyleLetterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_Simplified StyleLetterhead_Date
28、_Inside address_Subject Line_Body_Signature_Indented StyleLetterhead_Date_Inside address_Salutation_Subject line_Body_Complimentary close_Signature_V.Envelope Addressing Accuracy Legibility Good appearancethe return address 寄信人地址Block StyleChina National Machinery Import&Export Corp.No.1(W)Fuchengme
29、nwai AvenueBeijing,100037Peoples Republic of ChinaP&G Company1 or 2,Procter&Gamble PlazaCincinnati,OH 45201U.S.A.Stampthe recipients address 收信人地址收信人地址Indented formChina National Machinery Import&Export Corp.No.1(W)Fuchengmenwai AvenueBeijing,100037Peoples Republic of ChinaP&G Company1 or 2,Procter&
30、Gamble PlazaCincinnati,OH 45201U.S.A.stampthe return address 寄信人地址the recipients address 收信人地址收信人地址VI.PracticeThe International Trading CorporationDalian 116025,Liaoning Province93 Green Avenue,China2021/3/5Gold&Silver Company372 West 7th StreetParis 10094Subject:Inquiry about Washing MachinesDear S
31、irs,Attention:Sales DepartmentSome years ago we bought from you a consignment of washing machines in 2 different qualities.Please let us know whether you are still manufacturing washing machines in these qualities and quote your lowest price C.I.F.Dalian.We should require delivery within 4 weeks of placing the order.Yours faithfully,Michel JohnsonSales managerThe International Trading CorporationThank You