1.an overview of BW.pptVIP

Business English Writing An Overview of Business Writing 1. Functions of Business Writing To inform To influence To entertain To inform Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations . The 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. To influence In addition to providing information, a business message must also influence the reader’s attitudes and actions. To entertain To secure the desired response, it is necessary to have an adequate knowledge of the English language and an understanding of human nature. The writer should have an acquaintance with the particular interest and, if possible, the emotions of the reader. No communication is wholly successful unless it retains the reader’s goodwill. Courtesy Being 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 part’s 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 note to the client explaining why. Example 1 Dear Sirs, we are sorry you have misunderstood us. (×) Dears Sirs, we are sorry we didn’t make ourselves clear. (√) We cannot understand why you have had trouble with these articles. (×) We presume that there must be some reasons for you having trouble with these articles. (√) Correctness Correct 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. 1) Choose only accurate facts, words and figures. Be clear about the meanings of all the trade terms and jargons you use. 2) Be honest about the things you say. Dont over-say or under-say, be matter-of-fact in atti