商務(wù)英語(yǔ)寫(xiě)作Chapter1 Basicsof Business writing

BasicsofBusinessWritingContentsPrincipleofBusinessWritingTryItYourselfCheckYourselfPrincipleofBusinessWritingLead-inQuestionsWhatisbusinesscommunication?Canyounamesomewaystocommunicatepeopleinabusinesssetting?Willyouusethesameformalitywhenyou’rewritingatwork?Doyouthinkbusinesswritingplaysanimportantroleinbusinesscommunication?Why?Whatarethefeaturesofbusinesswriting?Businesscommunicationisaprocessofexchanginginformationandideasinabusinesssetting.FormsofBusinessCommunicationparalinguisticintonationrateofdeliverypausestressnonlinguisticeyecontactphysicalappearancefacialexpressionsspaceanddistancegesturepostureFormsofBusinessCommunication

linguistice-mailslettersmemostelephonecallsconversationfaxesnotesvoicemailsreportsproposalsminutesFormsofBusinessCommunicationWebFactorsdeterminingtheWritingFormsImportanceofmessageAmountandspeedoffeedbackrequiredNecessityofapermanentrecordCostofthechannelDegreeofformalityrequiredFormsChoiceDiscussionWhatformisbesttoannouncevacationschedulefor100employees?Whatformisbestforasalesmanagertopromoteanewproducttocustomers?Whatchannelisbestforrespondingtosimilarcustomerinquiries?E-mailormemoLetterWeb,letterortelephoneFormality?

proposals?reports?minutes?letters?faxes?voicemails?e-mails?phonecalls?memos?notes

formal

informal?

Toestablisharelationship?Tocommunicateyourideasprecisely?ToconveyagoodimageofyourorganizationTheimportanceofsuccessfulbusinesswritingThreemajorprinciplesinbusinesswriting?

Clarity?

Consideration?

CorrectnessClarity1)

Wordchoice

---chooseshort,familiarandconversationalwordsinsteadoflong,unfamiliarones.Youmayencounterdifficultiesinterminatingthecontract.Youmaymeetdifficultiesinendingthecontract.LessfamiliarFamiliarEncountermeetExtrapolateProjectObligatoryRequiredterminateEndClarity2)Sentenceandparagraphconstruction

---avoidwordysentencesandlengthyparagraphsIamwritinginordertolistthepotentialissuesinregardtotheRussellaccountinadvanceoftheclient'svisit.IamwritingabouttheRussellaccounttolistpotentialissuesbeforetheclient'svisit.Therearetwoemployeeswhoshouldbepromoted.Twoemployeesshouldbepromoted.Trythis:Clarity3)Useoffacts,examples,andvisualaids

---avoidgeneralandambiguouswordsThiscomputerreproducescampaignlettersfast.Thiscomputertypes1,000personalized150wordscampaignlettersinonehour.Attention:Claritydoesn'tmeantoshortenthesentencebuttooffertheessentialinformationinshortform.Thisreportisgood.Thisreportispersuasive.(ororiginal,comprehensive,detailed)Trythis:Consideration1)

You-attitude,notWe-attitude

---usemore'You','your'insteadof'I','We','us'or'our'WewillshipsoonthegoodsinyourMay4order.YoushouldreceivebyMay8theApexscreensyouorderedonMay4.IneedyouresponseimmediatelysothatIcanmaketheemployeevacationschedulebynextweek.Yourquickresponsemeansyourvacationscheduleswillbereadynextweek.Attention:You-attitudehelpsyourwritingbereadersbenefits.Trythis:Consideration2)

Tactfulwaytoblameyourreaders

---avoidoffendyourreaderswithbluntwordsApparentlyyouhaveforgottenwhatIwroteyoutwoweeksago.AsMentionedinmyMay15lettertoyou,weagreed...Attention:Whenblamingyourreaders,you'dbetterusewe-attitudetotakesomeresponsibilityofyourreaders'fault.Trythis:Consideration3)Postitivelanguage---bemorepleasanttoreadthannegativelanguageYourordercannotbeshippedbyJanuary10.YourorderwillbeshippedbyJanuary20.Wecannotfillyourorderuntilwereceiveanexactmodelnumber.Wecanfillyourorderoncewereceiveanexactmodelnumber.Trythis:Consideration4)HiddenMessages---avoidimplyanegativeandunpleasanttoneinyourwriting.backNegativeLanguage:

Youoverlooked Youstatethat Youfailedto Youclaimthat Youarewrong Youdonotunderstand Yourdelay YouforgottoHiddenmessage:

Youarecareless ButIdon’tbelieveyou Youarecareless It’sprobablyuntrue Iamright Youarenotverybright Youareatfault Youareinefficientand carelessCorrectness1)

Theformalityoflanguage

---chooserelativeformalityfordifferenttypesofwriting.notesmemose-mailsreportsformalinformalCorrectness2)Rightapproaches

---choosedirectorindirectapproachaccordingtodifferentmessagesandreaders.

direct

approach:

(=deductiveapproach)mainideacomesfirstfollowedbydetailsandexplanations.

indirectapproach:

(=inductiveapproach)explanationprecedesmainidea.direct

approachAdvantages:Savesreader’stimeSetsaproperframeofmindPreventsfrustrationAppearsbusinesslikeindirect

approachAdvantages:RespectsfeelingsofaudienceEncouragesafairhearingMinimizesanegativereactionCorrectness2)Rightapproaches

---choosedirectorindirectapproachaccordingtodifferentmessagesandreaders.direct

approachUsefulwhen:ReceiverisreceptiveReceiverrequiresnoeducationabouttopicMessageisroutineindirect

approachUsefulwhen:ReceivermaybeupsetReceivermaybehostileReceivermustbepersuadedoreducatedMessage

is

sensitiveTryitYourselfTask11Abrreviate6Currently2Beverage7Modifications3Utilize8Endeavor(v.)4Terminate9Subsequently5Purchase10ExpenditureShortenDrinkUseEndBuyNowChangesTryLateNextCostPaymentGiveinformalwordstothefollowingformalwords:Task21)1.mammal,2.cat,3.animal

2-3-12)1.plant,2.tulip,3.flower

1-3-23)1.music,2.folksong,3.OhSusanna

1-2-34)1.brickhouse,2.redbrickhouse,3.house

2-3-15)1.clothes,2.shirt,3.whiteshirtwithbuttondowncollar

1-2-3Arrangeeachgroupfromthemostgeneraltothemostspecific:Task31Tall2Professionals3House4Laugh5Animal1.90metertallScientists,doctors,teachers,lawyers,journalists,etc.Mansion,villa,chateau,cottage,bungalow,cabin,hut,shack,shanty,shed,barSmile,grin,beam,giggle,titter,snigger,chuckle,guffaw,chortleMammal,fowlThefollowingwordsarerathergeneralinmeaning.Thinkofwordsthataremorespecific:Task41.Pleaseenclosethesalesreceiptwiththemerchandise,sothatwecanprocessyourrefundpromptly.2.Yourcreditapplicationhasbeenapproved.3.YourorderwillbedeliveredbyUPSintimeforyoursalespromotionJanuary15.4.Becauseyourideascount,pleasecompletetheattachedsurveyregardingworkingconditions.5.YoumaybeginyourvacationMay1.Revisethefollowingsentencesothatitisexpressedinthe“You-attitude”:Task51.Pleasereturnyourcontractstome.2.We’llsendyourorderassoonasweconfirmthesizesyouneed.3.YourpaymentsshouldnowbesenttousinLakewood.4.Weurgeyoutoapprovetheagreementbyvotingyes.5.I'mhappytowelcomeyoutoourstaff.Rewritethefollowingsentenceusingamoreconversationaltone:Task61.YourorderwillbeonitswaytoyouJune1.2.Yournewchargeaccountenablesyoutopurchaseexecutivesuitsatreasonableprices.3.You’llqualifyifyoupasstheexam.4.Myexperienceinanattorney’sofficeandmyrecenttraininginlegalproceduresandcomputerapplicationscanbeassetstoyourorganization.Revisethefollowingsentencestostateideaspositively:CheckYourselfTask11-5:babbd

6-10:acacd

11-15:bddadChoosethebestanswertocompletethestatementsoranswerthequestions:Task2

1.Wewillbeabletoshipyourorderattheendofthemonth. 2.Thepolicyaffectedallvendors,suppliers,andconsultants. 3.Mr.Kinzerscheduledthemeeting 4.1)Weacquirednewcomputers.2)Thiscandidatehasthreeadvantagesovertheothers.Short-AnswerQuestions:Task31.Misuseofformalwordsininformalsituationsorviceversa:

1)–Hi,Rose! --Hi,Jack!Howaboutcomingtomyhometomorrow?Youarewelcome.2)Wearehappytoofferyouadiscountof3percentonthetotalvaluewhenpaymentismadewithin15daysofdelivery.Somewordsaremisusedinthefollowingsentences,correctthemanduseproperwordsinproperplaces:Task32.Misuseofgeneralorspecificwords:

1)IamveryhappybecauseIhavemetanoldfriendwhomIhaven’tseenforyears.Somewordsaremisusedinthefollowingsentences,correctthemanduseproperwordsinproperplaces:3.Misuseofambiguouswords:

1)Headmittedthathewaswrongandtoldittomyfather.Hepointedoutthatmyfatherwaswrong.2)TomaskedMikewhenheshouldcometoMike’shouseTask41.Hewenttothefairtofindapartner.2.Weplantoconsidertheideaatthemeeting…3.Theprojectshouldbefinishedbynextmonth.4.WehavereceivedyourletterofMay24.5.Wemustreducethelaborforceby20percenttocutthecost.6.Weappreciateyouhaveconfidenceinus.7.Thecoursewillbenefithiminhisaccountingwork.8.Thisfirmallowsitsyoungengineerstoassumesomeresponsibility.9.Wouldyoupleasesendyourpaymentassoonaspossible?10.Wearesurethatyou