商务英语写作（修订版）第1章ppt课件.pptx

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1、为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能高等学校英语拓展系列教程高等学校英语拓展系列教程主 编：胡英坤 车丽娟外语教学与研究出版社外语教学与研究出版社为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter 1An Overview of Business Writing商务写作概述为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能An Overview of Business WritingCha

2、pter1Every 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.为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1Contents of this chapterI.Functions of Business Writi

3、ngII.Six CsCriteria and Techniques for Effective Business WritingIII.More Criteria and Techniques for Effective Business Writing IV.Approaches to Organizing Business Writing V.Avoid Sentence Faults(additional)An Overview of Business Writing为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapt

4、er1I.Functions of Business WritingBusiness writing has two functions:1.To informAn Overview of Business Writing2.To persuade为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter11.To informAn Overview of Business WritingMessages to inform are used to convey the vast amount of information ne

5、eded to complete the day-to-day operations of the business.The purpose is to have the receiver understand a body of information and concentrate on the logical presentation of the contents.为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingIn addition to pro

6、viding information,some business messages also influence the readers attitudes and actions.2.To persuade为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1II.Six CsCriteria and Techniques for Effective Business WritingAn Overview of Business Writing1.Courtesy2.Correctness3.Conciseness4.C

7、larity5.Concreteness6.Completeness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingBeing courtesy we mean treating people with respect and friendly human concern.Courtesy usually involves three aspects:Using you-viewpoint Taking a positive tone Being conv

8、ersational1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingYou-viewpoint writing emphasizes the readers interest and concerns.It emphasizes“you”and“your”and de-emphasizes“we”and“our”.Using you-viewpoint1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全

9、国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing A large sale of our products will make our company more profitable.A good sale of the products will benefit you.We are in need of fund and you must pay To maintain your excellent credit,please remit We can not offer you any refund You cou

10、ld obtain a refund if Obviously you forget telling us the color Please indicate your choice of colorExamples of using you-viewpoint1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingExamples of using you-viewpointWe-view point 1.I am happy to repo

11、rt 2.We are please to have your new account.3.We make Willet razor in three weightslight,medium,and heavy.You viewpoint 1.You will happy to know2.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

12、you in three weightslight,medium,and heavy.1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingPositive words emphasize the pleasant aspects the goal and tend to put the reader in the right frame of mind.Negative words tend to produce the opposite

13、effect.Taking a positive toneThink of examples of negative language you have heard that could be easily be stated using positive words.1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing We cannot understand why you have had trouble with these art

14、icles.()We presume that there must be some reasons for you having trouble with these articles.()We wont be able to send you the brochure this month.()We will send you the brochure next month.()Your letter is not clear at all.I cant understand it.()If I understand your letter correctly()Examples of t

15、aking a positive tone1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writinga.State ideas using positive languageTaking a positive tone Dont forget to submit your report We cant ship your goods until You neglect to indicate the specification Remember

16、to submit You will receive your goods Please send the complete specification 1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writingb.Avoid using second person when stating negative ideasTaking a positive tone You made numerous mistakes on this page.(

17、)This page contain numerous mistakes.()You keyed a perfect copy.()1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writingc.Use passive voice to convey negative ideasTaking a positive tone Suburo did not proofread this proposal carefully.Suburo complet

18、ed the job two months behind the schedule.Suburo completed the job two months ahead of the schedule.The proposal was not proofread carefully.The job was completed two months behind the schedule.The job was completed two months ahead of the schedule.1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,

19、充分发挥中小学图书室育人功能Chapter1An Overview of Business Writingd.Use the subjunctive moodTaking a positive toneNegative I cannot accept the recommendation.I am not able to accept your invitation.subjunctive mood I wish I could accept the recommendation.I could accept your invitation if I were to cancel my mee

20、ting on1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writinge.Include a pleasant statement in the same sentenceTaking a positive tone Your personal ratings for communication ability were satisfactory.Your personal ratings for communication ability w

21、ere satisfactory,but your rate for technical competence was excellent.1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingIn a good letter a conversation is held.The reader should be made to forget that he/she is reading a letter.Being conversation

22、al It leaves a favorable impression on people.It is also the language we use most and understand best.1.Courtesy为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingCorrect grammar,punctuation and spelling are basic requirements for business writing.Correctne

23、ss means choosing the correct level of language,and using accurate information and data.2.Correctness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing Enclosed is the copy of receipt.()Enclosed is a copy of the receipt.()I am looking for another sales cha

24、nnels.()I am looking for other sales channels.()Examples2.Correctness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing1.with pronounsOur competitors were most successful than ours(us).2.with adjectivesThe two first(first two)items are not available.3.with

25、 articleWe are interested in same(the same).Examples2.Correctness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing4.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 meeti

26、ng.6.with conjunctionsHe not only built(built not only)houses,but also flats.Examples2.Correctness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing7.with participlesWhile studying the report,the telephone rang.(insert“I was”between while and studying)Exam

27、plesSpecial attention should also be paid to names of article,specifications,quantity,figures,units,etc.2.Correctness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingConciseness means to write in the fewest possible words without sacrificing completeness

28、and courtesy.Conciseness will give emphasis to your message.3.Conciseness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing1.Eliminate redundancies Redundancy:a phrase in which one word unnecessarily repeat an idea contained in an companying word,such as e

29、xactly identical,past history,advance forward,brief summary,honest truth,hot water heater.How to communicate concisely?3.Conciseness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing2.Use active voice to reduce the number of words 3.Include only essential

30、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 prefixes7.Use compound adjectives How to communicate concisely?3.Conciseness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Cha

31、pter1An Overview of Business Writing We do not anticipate any increase in prices in the near future.()We do not expect prices to 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

32、 cannot accept your offer.()Examples3.Conciseness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingShorten wordy expressions.We have begun to export our machines to countries abroad.n Exercises3.ConcisenessKey:We have begun to export our machines.为深入学习习近平新

33、时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingUse 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.Conci

34、senessKey:1.If you speak to Mr.Wood about production,ask him to consider the delivery schedule.2.We require new-type furniture.n Exercises为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingBusiness writing should be vivid,specific and concrete rather than v

35、ague,general and abstract,especially when the writer are requiring a response,trying to solve a problem,making an offer or acceptance,etc.4.Clarity为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing They have a decided advantage in regard to freight.()They

36、have a decided advantage in regard to freight charges.()They informed Messrs.Smith and Richardson that they would receive an answer in a few days.()They informed Messrs.Smith and Richardson that the latter would receive an answer in a few days.()Examples4.Clarity为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大

37、会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingClarity tells the reader exactly what the author wants and needs to know,using words and a format that make the writings totally understood.Familiar words and simple sentences rather than difficult words and complex sentences are preferred for

38、 this purpose.4.Clarity为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing Our apples are excellent.()Our apples are juicy,crispy and tender.()Smithton Company is our big buyer.()Smithton Company did more than one million USD worth of business with us in 20

39、05.()Examples5.Concreteness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business Writing These brakes can stop a car within a short distance.()These Goodson power brakes can stop a 2-ton car within 24 feet.()A decision has been made to set up an office in Osaka.()The

40、 board of directors decoded to set up an office in Osaka.()Examples5.Concreteness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingAll the necessary information and data should be included in the message because they can help the sender get the receivers r

41、esponses and achieve desired objective.An incomplete message may result in loss of goodwill,sales,and valued customers,and requires more time in trying to make sense out of it.6.Completeness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingSuppose you are

42、writing a letter to your supplier telling him that his goods were not delivered on time.What kind of information should you include in your letter?6.Completenessn Exercises为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingRemind him of his promise of timel

43、y delivery.Key:Inform him what losses this has caused you.Ask for compensation if there is any agreement on that.Expect no such thing will happen again.6.Completeness为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1III.More Criteria and Techniques for Effective Business Writing An Over

44、view of Business Writing1.Singling out your reader2.Using the readers name3.Building goodwill4.Avoiding anger为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingTo single out your reader in a letter,you should write for his/her particular situation.What you

45、say throughout the letter should make it clear that the reader is getting individual treatment.1.Singling out your reader为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingIt makes the reader feel that his/her identity as an individual is recognized.Use it

46、once or twice in the letter,but no so often.2.Using the readers name为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingOne sure way to build goodwill is to do a little more than you have to do for your reader.In a refusal letter,it will make the reader feel

47、 much more comfortable if you explain and justify your refusal.3.Building goodwill为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingAnger destroys goodwill.Most comments made in anger do not provide needed information.The effect of angry words is to make t

48、he reader angry.As a result,you can neither get the business done,nor maintaining good relationships.4.Avoiding anger为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1IV.Approaches to Organizing Business WritingAn Overview of Business Writing1.Directness in good news and routine message

49、s2.Indirectness in bad news messages3.Indirectness in persuasion为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingGood news or routine messages follow a direct orderthe message begins with the main idea.To present good news or routine messages deductively,

50、begin with the major idea,followed by supporting details,and end with goodwill.1.Directness in good news and routine messages为深入学习习近平新时代中国特色社会主义思想和党的十九大精神,贯彻全国教育大会精神,充分发挥中小学图书室育人功能Chapter1An Overview of Business WritingAn indirect order consists of four parts:A buffer;The reasons supporting the nega