商务英语写作Capter 4.pptVIP

Chapter Four Replies Pages 62-77 Contents About Replies Steps and Guidelines of Developing Replies in Direct Way Sample Analysis Useful Sentence Patterns Exercises About Replies The main purpose of a reply is to convey the necessary information and courtesy. A personal, carefully worded reply can reap both goodwill and profits. Inquiries and requests are among the most common in business, and so are replies. Direct order is preferred, as your primary goal is to tell your readers what they want to know. The information should be prompt, direct and accurate. Steps of Developing Replies in Direct Way The Direct Plan Generally Follows These Steps Express thanks for receiving the inquiry. Supply all the information concerning the matter, and refer both to enclosures and to samples, catalogues and other items being sent by separate post. Provide additional information, such as market quotation and market ability of the goods concerned, in order to attract the prospects. Finish the letter with hope by encouraging customers to place orders but not force them to (end with goodwill words and courtesy). Notes: If what the inquirer has asked for is not available, but there is an alternative, offer it to him or her. It is very impolite not to give answers to the inquirer or to criticize the product he or she originally asked for. For replying to a routine request, the following guidelines are very helpful Show thanks or sincere interest in the request and the person. Answer or state that you are complying with the request. Present the most important information in a positive way. Focus on the reader’s benefits associated with the information. Provide additional helpful information and tell the reader what actions you will take for him or her. End the letter with confidence and courtesy. Sample Analysis Instructions The following two letters are written according to the writing principles mentioned above. Now read the