商务英语11.ppt

BUSINESS WRITING Overview Functions of Business Writing To inform To influence To entertain To inform To convey the vast amount of information needed to complete the day-to-day operations of the business. To have the receiver understand a body of information and concentrate on the logical presentation of the content. To influence To influence the reader’s attitudes and actions. To entertain To have an adequate knowledge of the English language and an understanding of human nature. To have an acquaintance with the particular interest and, if possible, the emotions of the reader. To retain the reader’s goodwill. Criteria for Effective Business Writing—6Cs Courtesy Correctness Conciseness Clarity Concreteness Completeness Courtesy By courtesy we mean treating people with respect and friendly human concern. Effective writers visualize the reader before starting to write. They consider the reader’s desires, problems, circumstances, emotions and probable reactions to their request. Courtesy—How? 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. Example 2 Enclosed is the copy of receipt. Avoid Sentence Faults See the following exam