实用商务英语写作chapter.ppt

Chapter1OverviewIntheintroductorychapter“GettingStarted”,youlearnedabouttheWritingProcess.Inthischapter,youregoingtolookatthefirststageoftheWritingProcess:Plan.ObjectivesBytheendofthischapter,youllbeabletoplanyourwriting.Youlldothisbydeciding:*whyyouarewriting*howyouwantyourreadertorespond*whatyouwantyourreadertoknow.TheWritingProcess:AQuickReviewDoyourememberthe5stagesoftheprocess?1.Planning:WhyDoItYoubegintheWritingProcessbyplanning.“ifyoufailtoplan,youplantofail.”Soyouneedtoplanyourwriting.andthenwriteaccordingtoyourplan.Ifyouplanwell,yourwritingismorelikelytogettheresultsyouwant.2.Planning:HowtodoitHowcanyouplanyourwriting?Effectivewritersuse3strategies.*WHYareyouwriting?*WHATdoyouwantthereadertodo?*WHATdoesthereaderneedtoknow?These3questionsprovideagoodframeworkforplanning.3.Planning:The3StrategiesEachofthe3planningstrategieshasaname.3.1WritersPurposePLANNINGSTRATEGY#1Todeterminethewriterspurpose,alwaysaskyourselfoneimportantquestion.WhyamIwritingthisletter?activityAcustomer,MrRoman,wrotealetterrequestingthathiscreditcardaccountnotbedebited.Simon,anHSBCcolleaguewhoislearningEnglish,wrotebacktoMrRoman.ReadSimonsletterbelow.WhydoyouthinkSimonwrotethisletter(writerspurpose)?MrRomansletterDearSirorMadamInotedyourchargeonmybillof$220fortheannualfeeofmyMasterCard.PleasenotethatIhaventpickeditupyetsinceIwasabroaduntilafewdaysago.Pleasedonotdebitmyaccount.YoursfaithfullySimonsletter20 September 200XMr Robert Roman13/F 151 Gloucester RdWan ChaiHong KongDear Mr RomanHSBC CREDIT CARD 5411 8001 7633 8766 Thank you for your letter dated 18 September 200X.We would advise that the card fee would be automatically billed to your card account annually despite your renewed card is remained uncollected.However,annual fee can be refunded provided that the card is uncollected within a certain period and is returned to the Card Centre for cancellation.Please therefore pick up your renewed card at your earliest convenience.We are pleased to be of service.Yours sincerely S TSE Simon Tse Customer Service OfficerCard Centre QuestionWhatdoyouthinkSimonspurposewasinwritingtoMrRoman?To thank him for his letterTo explain how annual fees for credit cards are chargedTo offer helpTo ask Mr Roman to collect his credit cardTo inform Mr Roman of his credit card numberAnswerTo explain how annual fees for credit cards are chargedTo ask Mr Roman to collect his credit cardAnalysisDidyoufinditdifficulttoidentifySimonspurposeforwriting?2thingsSimonprobablywantedtodotwothings:toaskMrRomantocollecthiscreditcardandtoexplainhowtheannualfeeforcreditcardsischarged.Whatdoesthisshowabouttheimportanceofstatingthewriterspurpose?Yourreadersneedtoknowwhyyouarewritingtothem.Therefore,youshouldstateyourpurposeforwritingveryclearlyatthebeginning.Youcandothisbywritingasentencewhichbeginswithasetphrasefollowedbyaverb.DiagramWhenyouusethismethodtostateyourpurpose,theverbyouchooseisveryimportant.Why?Becauseithelpsyourreaderunderstandwhyyouarewriting.whichverbscanyouusetostateyourpurpose?Intheboxbeloware12verbs.Youcanuse9ofthemtoindicatewhyyouarewriting.3.2ReadersResponsePLANNING STRATEGY#2:READERS RESPONSETodeterminethereadersresponse,youneedtoaskyourselfanotherimportantquestion.What would I like my reader to do?ActivityLookatSimonslettertoMrRomanagain.WhatdoyouthinkSimonwantedhisreadertodo?Thank him for writingReturn his card to the card centreCollect his credit cardContinue using the serviceUnderstand how annual fees for credit cards are chargedExerciseInhislettertoMrRoman,Simonwasnotveryspecific.HetoldMrRomanwhattodo.Hewrote:Please therefore pick up your renewed card at your earliest convenience.Try to rewrite Simons sentence so that Mr Roman knows exactly what to do.AnswerPlease pick up your new card at our Central branch by 31 May.Remember:whenyoudecidewhatyouwantyourreadertodo,youneedtobeasspecificaspossible.3.3ReadersInformationPLANNING STRATEGY#3:READERS INFORMATIONTodeterminethereadersinformation,alwaysaskyourselfanimportantquestion.What does my reader need to know?How can you decide what your reader needs to know?Theanswerdependson:*whyyouarewritingand*whatyouwantthereadertodo.Inotherwords,thewriters purposeandreadersresponsedeterminethereaders information.Readers responseTodeterminewhatMrRomanneedstoknow,youneedtorefertothewriterspurposeandreadersresponse.So.IfSimonwrote(writerspurpose)*toaskMrRomantocollecthiscardand*toexplainthechargesQuestionandifSimonexpectedMrRoman(readersresponse)*tocollecthiscreditcardand*tounderstandthecharges,whatinformationdoesMrRomanneedtoknow?Readers InformationIFSimon*wantstoexplainthecharges(writerspurpose)*expectsMrRomantounderstandthecharges(readersresponse)THENMrRomanneedstoknow(readersinformation)*WHATthechargesare*WHYthechargesareapplied*WHOtotalktoifhehasquestionsIFSimon*wantstoaskMrRomantocollecthiscreditcard(writerspurpose)*expectsMrRomantocollecthiscreditcard(readersresponse)THENMrRomanneedstoknow(readersinformation)*HOWtocollecthiscreditcard*WHEREtocollecthiscreditcard*WHENtocollecthiscreditcard“5WIH”HeneedstoknowWHO?WHAT?WHY?WHERE?WHEN?and HOW?Youcanusethe“5WIH”questionswhenyouplanthereadersinformation.Ifyoudothis,youwillensurethatyourreaderhasallthenecessaryinformation.SummaryInthischapter,youvelearnedthethreestrategiesusedinplanning.Planningisakeytosuccessinwriting.“Ifyoufailtoplan,youplantofail.”Beforeyoustarttowrite,youhavetoplanwhattowrite.Youthenwriteaccordingtoyourplan.PlanWhenyouplan,youneedtoconsiderthefollowing:*thewriterspurpose*thereadersresponse*thereadersinformation.Inotherwords,youcanhelpyourreaderbystatingveryclearlywhyyouarewritingandhowyouexpectyourreadertorespond.The5W1Hquestions(who,what,why,where,whenandhow)helptoensureyouhaveincludedallthenecessaryinformation.Then,youcanprovidetheinformationyourreaderneedstoknow.SummaryExerciseAnHSBCtrainerrecentlywrotethememobelow.Canyouworkoutwhatthewriterspurpose,readersresponseandreadersinformationwere?memo The HSBC GroupTo:ManagerMongkokOfficeFrom:LanguageTrainingOfficerTNGAPHSubject:WrittenCommunication-StaffOfficers9August200XContentsDavidChengPleasenotethatyournominee,DavidCheng,hasbeenselectedtoattendWrittenCommunicationforStaffOfficers.Thetablebelowprovidesdetailsaboutthecourse.tableDate29AUG200X,30AUG200X&05SEP200XTime9:00am-5:30pmVenueRoom702(7/F)TNGAPH673NathanRoad,MongkokTrainerJohnLauContentsSeeattachedcoursedescriptionThereareseveralthingsyoucandotohelpDavidwiththislearningexperience.Beforethecourse,wouldyoupleasepassthismemotoDavidandaskhimto-Readtheenclosedcoursedescription-Identifyspecificlearninggoalswithyou.Afterthecourse,pleasespeakwithDavidagaintodiscusshowhecantransferwhathelearnedtotheworkplace.IfDavidisunabletoattendthiscourse,pleasecallDorothyHungon2398-4111by22August200X.Thankyou.RMarshRuthMarshTrainingOfficerTNGLanguageTrainingSuggestedAnswerWritersPurpose:Toinformthesupervisorthatamemberofthestaffwasselectedforthecourse.ReadersResponse:-Tobriefthestaffmemberbeforeandaftertheyattendthecourse-Tocallifthestaffmembercannotattendthecourse.ReadersInformation:-Thedetailsofthecourse:date,time,place,etc.AnswerPlanningaletterinvolvesthreedecisions.Youdecide:*Whyyouarewriting(writerspurpose)*Whatyouwantyourreadertodo(readersresponse)*Whatyourreaderneedstoknow(readersinformation).Inthenextchapter,youlllookatthenextstageoftheWritingProcess:Organise.