商务英语写作实务英文版完整版课件全书电子教案.pptx

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1、Unit 1 General Introduction of Business WritingLearning Objectiveslknow what the 3 functions of business writing are;lknow what the 5 key elements of business writing are;lknow what the 7 principles of business writing areI. Functions of Business WritinglInforming means to convey information to comp

2、lete daily operations of business.lInfluencing means if we want a desired response, it is important to influence the readers emotions.lEntertaining means our writing can gain the readers active or positive responses.II. Key Elements of Business WritingThe key elements are: 1.Who2.What3.When4.Where5.

3、why or how.III. Principles of Business WritingThe principles are:lClaritylConcisenesslConcretenesslCorrectnesslConsiderationlCompleteness lCourtesyClarity means clearness.Sample 1Hi John,I wanted to write you a quick note about Daniel, whos working in your department. Hes a great asset, and Id like

4、to talk to you more about him when you have time.Best,SkipSample 2Hi John,I wanted to write you a quick note about Daniel Kedar, whos working in your department. In recent weeks, hes helped the IT department through several pressing deadlines on his own time.Weve got a tough upgrade project due to r

5、un over the next three months, and his knowledge and skills would prove invaluable. Could we please have his help with this work?Id appreciate speaking with you about this. When is it best to call you to discuss this further?Best wishes,SkipConciseness means to write in the fewest possible words wit

6、hout sacrificing completeness and courtesy.Sample 1 Hi Matt,I wanted to touch base with you about the e-mail marketing campaign we kind of sketched out last Thursday. I really think that our target market is definitely going to want to see the companys philanthropic efforts. I think that could make

7、a big impact, and it would stay in their minds longer than a sales pitch.For instance, if we talk about the companys efforts to become sustainable, as well as the charity work were doing in local schools, then the people that we want to attract are going to remember our message longer. The impact wi

8、ll just be greater.What do you think?JessicaSample 2Hi Matt,I wanted to quickly discuss the e-mail marketing campaign that we analyzed last Thursday.Our target market will want to know about the companys philanthropic efforts, especially our goals to become sustainable and help local schools.This wo

9、uld have a far greater impact, and it would stay in their minds longer than a traditional sales pitch.What do you think?JessicaConcreteness means description should be vivid, specific and definite rather than vague, general and abstract.Sample How much time do you spend every day packing your kids l

10、unches?No more!Just take a complete Lunchbox Wizard from your refrigerator each day to give your kids a healthy lunch AND have more time to play or read with them!Correctness means that there is no mistake of grammar, punctuation and spellings.SampleHi Daniel,Thanks so much for meeting me at lunch t

11、oday! I enjoyed our conservation, and Im looking forward to moving ahead on our project. Im sure that the two-weak deadline wont be an issue.Thanks again, and Ill speak to you soon!Best,Jack MillerConsideration means writing the message with the receiver in mind.Sample Traci,I wanted to write you a

12、quick note about the report you finished last week. I gave it to Michelle to proof, and she wanted to make sure you knew about the department meeting were having this Friday. Well be creating an outline for the new employee handbook.Thanks,JessicaCompleteness means that our message should include al

13、l necessary facts and background information.Sample Hi everyone,I just wanted to send you all a reminder about the meeting were having tomorrow!See you then,ChrisCourtesy means to show our appreciations and respect to the reader.Sample Jeff,I wanted to let you know that I dont like your team always

14、monopolizes the discussion at our weekly meetings. I have a lot of projects, and I really need time to get my teams progress discussed as well. So far, thanks to your team, I havent been able to do that. Can you make sure they make time for me and my team next week?Thanks,PhilMemo WritingLearning Ob

15、jectiveslknow the function of a memo;lknow basic elements & principles of memo writing;ldraft and write a one-page business memo.Section One General IntroductionA memo (memorandum) is a brief written record typically used for communication within an organization, including members of your department

16、, upper management, employees at another company location, etc.The key elements of memos are: who, what, when, where, why, how, etc.I. FormatTo (readers names and job titles)From (your name and job title)Date (complete and current date)Subject (what the memo is about)1. The reason you are writing2.

17、All relevant facts (Main Body)3. A statement of the expected action or outcome(Signature). TipslKeep the 7Cs principles as well as the 5Ws in business writing in your mind.lBegin with the information that is most important.lHeadings help the reader skim for sections of the document.lFor easy reading

18、, put important points or details into lists rather than paragraphs when possible.lNumbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form. Warm-up ExerciseYou are Jack Wang, the Personnel Manager of your company. You write a memo to Henry Smi

19、th, the Sales Manager of the same company to talk about the applicants for sales post.PointslYou send him some resumes.lAsk him to choose whom he wants to interview.lYou will arrange interviews for him.Sample 1To: Henry Smith, Sales ManagerFrom: Jack Wang, Personnel ManagerDate: May 14, 2011Subject:

20、 Applicants for Sales PostAttached are the resumes and certificates of four applicants who have applied for your department position. Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews.J.W.Sa

21、mple 2Nancy is a colleague of Ted Feng. After she received a call from Paul, one of their clients, she writes a memo to Ted Feng to remind him of Pauls arrival.PointslPauls flight No. is JL608.lPaul wants to meet Ted Feng at 5:00 p.m. the next day at the airport.lTed Feng is required to drive Paul t

22、o Holiday Inn.To: Ted Feng From: NancyDate: Oct. 1st Subject: A DatePaul called you, just when you were out. He will arrive at 5:00 p.m. tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. NancySample 3To: Mary White, Office Manager From: Joe Chan

23、, General ManagerDate: June 1, 2011 Subject: Need for New Memo FormatIve noticed we dont seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff

24、as the official means of communicating company directives.While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the

25、 proper points of memo writing and return the input to me by 12 a.m. on June 2. I will then send out a notice to the entire staff regarding the new memo format.Thank you for your prompt attention to this matter.Joe ChanSample 4To: All Staff From: Mary White, Office ManagerDate: June 2, 2011 Subject:

26、 New Memo Format Effective June 1, 2011In order to make interoffice communication easier, please adhere to the following guidelines for writing effective memos:lClearly state the purpose of the memo in the subject line and in the first paragraph;lKeep language professional, simple and polite;lUse sh

27、ort sentences;lUse bullets if a lot of information is conveyed;lProofread before sending;lAddress the memo to the person(s) who will take action on the subject and CC thoselwho need to know about the action;lAttach additional information; dont place it in the body of the memo if possible.Please put

28、this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please dont hesitate to call me.Thank you.Mary WhiteSection Three Situation WritingSituation 1As a sales man, you would like to attend a sales conference in New York ne

29、xt month, but your department is trying to reduce expenses.Complete the following memo to your manager, Rose Carpenter.PointslAsking her to allow you to go to the conference.lExplaining why you think you should go.lSuggesting how you could reduce the cost of the trip.To: Rose Carpenter, the Sales Ma

30、nagerFrom:Date:Subject:Could you allow me to go to the sales conference in New York next month, please? I am very interesting in sales and _（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）. If you agree,_（为了降低费用，我可以和同事一起拼车赴会）.Thanks.(Signature)I believe that both I myself and our company can benefit from attending itI

31、could go by car with my colleague to reduce the costSituation 2Youll have a meeting with Mr. James Lewis, who is your teacher. But you have to cancel it because of an emergency. Complete the following memo.PointslApologize for the cancellation.lExplain why this is necessary.lSuggest another meeting

32、when you are free.To: Mr. James LewisFrom:Date:Subject:I do apologize for the cancellation of our meeting this morning because of a very bad stomachache. So I would say we make another date for our meeting. _（本周四、五上午和下周三下午我有空，不知您是否方便见我）？Please give me an answer soon.(Signature)I will be free in the

33、morning of this Thursday & Friday ,the afternoon of this Wednesday. I wonder if it is convenient for you to make an appointment with meSituation 3Analyze the advantages & disadvantages of the memos below.To: All Members of Staff, Northern Branch From: K.J.LDate: December 5, 2004 Subject: Personal Co

34、mputerThe board urgently requires feedback on our experience with PCs in Northern Branch. I need to know, for our report:1. what you personally use your PC for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify this;2. what software you use.

35、Please name the programs;3. how many hours per day you actually spend using it;4. how your PC has not come up to your expectations;5. what unanticipated uses you have found for your PC.Please fax this information directly to me by 5 p.m. on Wednesday, December 7.If you have any queries, please conta

36、ct my assistant, Jane Simmonds, who will be visiting you on Tuesday, December 6.Thank you for your help.ChrisTo: Liz From: ChrisDate: December 5, Subject: The SeminarLiz,I write to you because I will attend a seminar next week. I think its interesting because it is related to our actual job.I think

37、that you could be interested and we could travel together. I wait for your answer.Bests regards,ChrisSituation 4In the office where you work, there is a problem with the computers. Write a memo to Bob Hargreaves, the IT engineer in your company.PointslSay which office you work in.lDescribe what the

38、wrong is with the computers.lRequest repairs as soon as possible.Hello BobIn the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program.Can you please come and repair this as soon as possible.RegardsNotice WritingLearning Objecti

39、veslknow the structure & format of a notice;lknow the skills of writing a notice;lwrite a business notice more effectively.Section One General IntroductionA notice is a formal written announcement in a place where a lot of people can read it, or in a newspaper or magazine about something that has ha

40、ppened or is going to happen.I. FormatHeadingBody (Detailed information about the notice, answering the questions of who, what, when, where, why and how)SignatureDateII. TipslA notice just includes the most important information, without any unnecessary information.lA notice should be written briefl

41、y, appropriately and clearly. The date and the signature of the person or the organization that writes the notice can be omitted.lComplete sentences need not always be used in all types of notices. Abbreviations and symbols can also be used.lLanguage should be concise, simple, accurate and somewhat

42、formal.III. Warm-up ExerciseYou are Barbara Clark, the Secretary of the General Managers Office. Please write a notice for the companys routine sales meeting. Besides the normal topics, the price adjustment and promotion plan will also be discussed.Points:lthe time and place for the meeting;lthe per

43、son who will attend the meeting;lpreparation for the price adjustment and promotion plan.Section Two SamplesSample 1NOTICE OF MEETING / MEETING NOTICEThe routine sales meeting will be held in Meeting Room on June 2, Thursday at 9:00 a.m. All the people from Sales and Marketing Department are expecte

44、d to be present at the meeting. The price adjustment and promotion plan will also be discussed, and some preparations for that are welcome.Barbara ClarkThe General Managers OfficeMay 25, 2009Sample 2December 20th, 2011We are very pleased to inform you that our company will move to Number 206 at Wulu

45、o Road, where we shall be in operation from January 1st, 2012 and be pleased to receive our friends. The business hitherto carried on in the name of Blue Sky Hotel Management Co., Ltd. will then be continued under the same name.Yours faithfully,Li JieSample 3Appointment of a New Vice PresidentRoad &

46、 Bridge Construction and Development Co., Ltd. is pleased to let you know that effective from March 1, Ms. He Jiajia will be our new Vice President. She will replace Mr. Deng Haiyu, who is retiring next month after 30 years of invaluable contribution to our company.Ms. He will be concurrently servin

47、g as Manager of Business Department. We hope that you will give Ms. He the same loyal support as you did to Mr. Deng during her tenure of office. Your cooperation will be much appreciated.Human Resources DepartmentJanuary 26th, 2012Section Three Situation WritingSituation 1 Read the following Chines

48、e notice and finish the missing parts in English below.通 知原定于2012 年6 月10 号上午9 点开始的安全和健康培训活动因不可预知因素被迫延期。我们为给大家带来的不便深表歉意。敬请关注新的时间安排。行政办公室2012 年6 月5 日NOTICE_that the heath and safety training event _on June 10, 2012 at 9 a.m. _due to unforeseen circumstances. _caused. _about the new schedule.The Admini

49、stration OfficeJune 5, 2012It is hereby announcedto be heldhas been postponedWe apologize for any inconveniencePlease keep close attention to further noticeSituation 2Complete the following meeting notice by translating the Chinese into English.NOTICE OF MEETING_（我很高兴地通知您）that the 11th Chinese Inves

50、tment and Trade Symposium _（将于2012 年9 月8 日至10 日在厦门国际会展中心举行）. Also, the Investment Forum of Siming District, Xiamen will be held on September 9, 2012. _ （诚邀您参加）both the Symposium and the Forum. _（根据安排）, you will have the chance to participate in the festivities in our city. Also, you will visit the s