商务英语写作1概述ppt课件.ppt

火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去BUSINESS WRITING商务英语写作商务英语写作Course Outline2023/5/141火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Text Book商务英语写作商务英语写作(修订版)BUSINESS ENGLISH WRITING胡英坤 车丽娟 主编外语教学与研究出版社 2013.82023/5/142火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Contents1 An Overview of Business Writing2 Structure and Style of Business Letters3 Sales-related Inquiries and Replies 4 Orders and Confirmation Letters 5 Letters about Shipment 商商商商务务务务信函的结构与格式信函的结构与格式信函的结构与格式信函的结构与格式商商商商务写作概述务写作概述务写作概述务写作概述 询询询询盘盘盘盘与与与与回复回复回复回复订单与确认函订单与确认函订单与确认函订单与确认函 装运函装运函装运函装运函 2023/5/143火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去6 Letters About Payment and Settlement of Accounts 7 Routine Claims and Adjustment8 Persuasive Claims and Refusals 9 Sales Letters 10 Invitation and Thank-you Letters付款与结帐函付款与结帐函付款与结帐函付款与结帐函日常日常日常日常投诉与投诉与投诉与投诉与理理理理赔赔赔赔 邀请函与感谢信邀请函与感谢信邀请函与感谢信邀请函与感谢信 销售函销售函销售函销售函 说服性索赔与拒绝函说服性索赔与拒绝函说服性索赔与拒绝函说服性索赔与拒绝函 2023/5/144火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去11 Letters of Apology and Congratulation12 Notice and Announcement 13 Memos and Minutes 14 Preparing resumes15 Letters of Application道歉信与祝贺信道歉信与祝贺信道歉信与祝贺信道歉信与祝贺信通知与通告通知与通告通知与通告通知与通告备忘录与会议记录备忘录与会议记录备忘录与会议记录备忘录与会议记录准备简历准备简历准备简历准备简历申请信申请信申请信申请信2023/5/145火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去16 Letters of Recommendation17 Proposals18 Organizing and Preparing Reports19 Questionnaires20 Business Agreements意向书意向书意向书意向书商务商务商务商务协议协议协议协议 调查问卷调查问卷调查问卷调查问卷推荐信推荐信推荐信推荐信报告报告报告报告2023/5/146火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去BUSINESS WRITING商务英语写作商务英语写作An Overview of Business WritingUnit 1商商务写作概述务写作概述2023/5/147火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Why to improve writing skills？nThe ability to write effectively is a valuable business asset.nThree reasons:1)business is transacted in writing;2)writing effectively helps increase company sales and profit;3)proficiency in writing gives a personal advantage 2023/5/148火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Tasks of this chapter.Functions of Business Writing.Criteria for Effective Business Writing.Modern Changes.Basic Patterns of Writing 2023/5/149火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nEvery business message is designed to achieve a specific business objective.Its success depends on what it says and to what extent it induces a favorable response from the reader.2023/5/1410火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去I.Functions of Business WritingBusiness writing has three functions:1.To inform2.To influence3.To entertain2023/5/1411火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去To informnMessages to inform are used to convey the vast amount of information needed to complete the day-to-day operations of the business.ne.g.explain instructions to employees,announce meetings and procedures,acknowledge orders,accept contracts for services,etc.2023/5/1412火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nThe major purpose of most of these messages is to have the receiver understand a body of information and concentrate on the logical presentation of the content.2023/5/1413火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去To influencenA business message must also influence the readers attitudes and actions.ne.g.letters promoting a product or service and seeking support for ideas and worthy causes presented to supervisors,stockholders,customers/clients,and others.2023/5/1414火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去To entertainnTo secure the desired response,it is necessary to have an adequate knowledge of the English language and an understanding of human nature.nThe writer should have an acquaintance with the particular interest and,if possible,the emotions of the reader.2023/5/1415火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nIt seems easy enough,for example,to ask payment of a bill,but it is quite difficult to secure payment without offending the reader and losing his or her future patronage.nNo communication is wholly successful unless it retains the readers goodwill.2023/5/1416火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Functions of Business Writing(1)To inform convey informationexplain instruction,announce meetings and procedures,acknowledge orders,accept contract(2)To influence affect the readers attitudes and actions(3)To entertain retain the readers goodwill2023/5/1417火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Criteria for Effective Business WritingnSuccessful business message:(1)the receiver interprets the message as the sender intended it (2)it achieves the senders purposes.2023/5/1418火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去II.Criteria for Effective Business Writing 6/7CsnCourtesy nCorrectnessnConcisenessnConsiderationnClaritynConcretenessnCompleteness2023/5/1419火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去CourtesyBeing very polite,even in asking the addressee to pay back the debts or refusing his demands,your letter still should be very mild and tactful.Being prompt in replying to the opposite parts letter.The reply should usually be sent on the same day.If it is impossible for you to give a prompt reply in detail on the same day,you should write a short not to the client explaining why.2023/5/1420火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nGoodwill Effects:friendly,courteous things that make relations between people enjoyable.2023/5/1421火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Example 1nDear Sirs,we are sorry you have misunderstood us.()nDears Sirs,we are sorry we didnt make ourselves clear.()nWe cannot understand why you have had trouble with these articles.()nWe presume that there must be some reasons for you having trouble with these articles.()2023/5/1422火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nI write to send my congratulations.nCongratulations to you on your promotion!nWe wont be able to send you the brochure this month.nWe will send you the brochure next month.2023/5/1423火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nYour letter is not clear at all.I cant understand it.nIf I understand your letter correctly(tactful)2023/5/1424火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nUsing your-viewpoint -a technique for building goodwill -emphasizes the readers interest and concerns.2023/5/1425火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去 Different Attitudes We/I attitude You attitude1.A large sale of our products will make our company more profitable.2.We are in need of fund and you must pay 3.We can not offer you any refund 4.Obviously you forget telling us the color1.A good sale of the products will benefit you.2.To maintain your excellent credit,please remit3.You could obtain a refund if 4.Please indicate your choice of color2023/5/1426火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Examples of You-attitude nWe-view point 1.I am happy to report 2.We are pleased to have your new account 3.We make Willet razor in three weightslight,medium,and heavy.nYou-view point 1.You will happy to know 2.Your new charge account is now open for your convenience.3.So that you can choose the one razor that is just right for your beard,Willet makes razors for you in three weightslight,medium,and heavy.2023/5/1427火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nTaking a positive tone2023/5/1428火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nProject a Positive,Tactful ToneChapter 32023/5/1429火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Project a positive,tactful tone(1)n1.State ideas using positive language Speak of what can be done instead of what cannot be done,of the pleasant instead of the unpleasant Positive words make messages more diplomatic and promote positive human relation Think of examples of negative language you have heard that could be easily be stated using positive words.2023/5/1430火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nDont forget to submit your report nWe cant ship your goods untilnYou neglect to indicate the specification 1.State ideas using positive language nRemember to submit nYou will receive your goods nPlease send the complete specification 2023/5/1431火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Negative attitude Positive attitude1.We cannot deliver your order on schedule because of the earthquake.2.Now that we are short of funds,we have to put the proposed project aside.1.We will deliver your order when the road resumes to traffic.2.If we solve the financial problem,we will start the project.2023/5/1432火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去2.Avoid using second person when stating negative ideas nYou made numerous mistakes on this page.nYou keyed a perfect copy.(preferred)This page contain numerous mistakes.(preferred)2023/5/1433火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去3.Use passive voice to convey negative ideasnSuburo did not proofread this proposal carefullynSuburo completed the job two months behind the schedule nSuburo completed the job two months ahead of the schedule nThe proposal was not proofread carefully nThe job was completed two months behind the schedule nThe job was completed two months ahead of the schedule2023/5/1434火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去4.Use the subjunctive moodnNegative I cannot accept the recommendation I am not able to accept your invitation nSubjunctive Mood I wish I could accept the recommendation I could accept your invitation if I were to cancel my meeting on 2023/5/1435火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去5.Include a pleasant statement in the same sentencenYour personal ratings for communication ability were not satisfactory.nYour personal ratings for communication ability were satisfactory,but your rate for technical competence was excellent.2023/5/1436火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nBeing conversational 2023/5/1437火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Conversational languageDull and stiff1.Please be advised that your should sign the form before the 1st.2.Kindly advise at an early date.3.I herewith hand you 4.Thanking you in advance Conversational 1.Please sign the form before the 1st.2.Please let me know soon.3.Here is 4.Ill sincerely appreciate火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去CorrectnessnCorrect grammar,punctuation and spelling are basic requirements for business writing,In addition,correctness means choosing the correct level of language,and using accurate information and data.2023/5/1439火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Example 2nEnclosed is the copy of receipt.()nEnclosed is a copy of the receipt.()nI am looking for another sales channels.()nI am looking for other sales channels.()2023/5/1440火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nA.with pronouns.Our competitors were most successful than ours.(us)nB.with adjectives.The two first(first two)items are not available.2023/5/1441火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nC.with article.We are interested in same.(the same)nD.with verbs.Neither of the offers are(is)acceptable.A block of flats are(is)being built.2023/5/1442火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nE.with adverbs.We had a quite(quite a)successful meeting.nF.with conjunctions.He not only built(built not only)houses,but also flats.2023/5/1443火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去nG.with participles While studying the report,the telephone rang.(insert“I was”between while and studying)While I was studying the report,the telephone rang.nSpecial attention should also be paid to names of article,specifications,quantity,figures,units,etc.2023/5/1444火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去2023/5/1445Avoid Sentence FaultsSee the following examples:nAvoid fragments(不完整的句子不完整的句子).nAvoid comma splices（逗号拼接句）（逗号拼接句）.nAvoid run-on sentences（连写句）（连写句）.nEliminate misplaced elements.nEliminate dangling modifiers(垂悬修饰语垂悬修饰语).火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去2023/5/1446Avoid fragmentsnA sentence fragment lacks either a subject(Actor)or verb(Action).nMy research report in business communication took a long time to prepare.And turned out badly.nMy research report in business communication took a long time to prepare,but it turned out badly.火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去2023/5/1447Avoid comma splicesnA comma splice results when two sentences are incorrectly joined or spliced together with a comma.nProfits were down in 2005,the Board blamed the recession.nProfits were down in 2005.The Board blamed the recession.火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去2023/5/1448Avoid run-on sentencesnA run-on sentence joins two complete thoughts without proper punctuation.nEmployees want to keep their jobs they will work hard for promotions.nEmployees want to keep their jobs.They will work hard for promotions.火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Eliminate misplaced elementsnWe have taken the check to the bank,which was unsigned.nThe three year budgets are being returned to the strategic planning committee,which have some serious defects.nWe have taken the check which was unsigned to the bank.nThe three year budgets,which have some serious defects,are being returned to the committee.火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Eliminate dangling modifiers1.To create that bar chart,the information must be keyed into a spreadsheet(电子数据电子数据表表)file.2.Although tied up,the feasibility report had to be completed.1.To create that bar chart,you must key the information into a spreadsheet file.2.Although she was tied up,Sonia had to complete the feasibility report.火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去ConcisenessnEffective writing is conciseeach word,sentence,and paragraph counts.Conciseness means to write in the fewest possible words without sacrificing completeness and courtesy.nConciseness will give emphasis to your message.Time is money.2023/5/1451火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Communicate concisely 1.Eliminate redundancies Redundancy:a phrase in which one word unnecessarily repeat an idea contained in an companying word.e.g.exactly identical,past history,advance forward,brief summary,honest truth,hot water heater 2023/5/1452火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Communicate concisely(2)2.Use active voice to reduce the number of words 3.Include only essential information 4.Eliminate clichs that are often wordy and not necessary to understand the message5.Do not restate ideas that are sufficiently implied 6.Use suffixes or prefixes 7.Use compound adjectives 2023/5/1453火灾袭来时要迅速疏散逃生，不可蜂拥而出或留恋财物，要当机立断，披上浸湿的衣服或裹上湿毛毯、湿被褥勇敢地冲出去Example 3nWe do not anticipate any increase in prices in the near future.(Poor)nWe do not expect prices to rise soon.(Better)nOwing to the fact that your competitors price is much lower than yours,we cannot accept your