外贸业务操作2.ppt

Chapter 2 Business Writing and Envelope Addressing Learning Objectives: Understand the language characteristics of business writing. Master the styles of business letters. Get familiar with the letter body writing. Learn the ways of designing the envelope addressing. Ⅰ. The Language Characteristics of Business Writing In order to write out perfect business letters attention must be paid to the following language characteristics : 1. Courtesy and consideration Try to avoid irritating and offensive statements. To answer a letter promptly is also a kind of courtesy. It is discourteous to keep your correspondent waiting for an answer. If you cannot deal promptly with a letter seeking information, write and explain to your customer why and tell him when you will write or deal with the matter. Courtesy consists of not only using polite phrases and sentences, but also of showing consideration for your correspondent. This quality enables you to refuse to perform a favor without killing the friendly relations between you two, and to refuse a customer’s request for discount without creating detriment to the future business. It is necessary to plan the best way for presenting your message, your request, your desire, and etc. 2. Clarity and conciseness The sender must express the meaning clearly by using the simplest sentences and fewest words so that the receiver will understand it well. Short sentence is simpler to write and easier to understand. But a succession of short sentences will result in jerky effect and providing a mixture of sentences of different lengths will be preferable. 3. Completeness and concreteness All the necessary information should be included in a business letter. Try your best not to use any postscripts in a business letter. Your message should be made complete and concrete in the letter body. 4. Preciseness and correctness In business correspondence, it is necessary to use expressions with precise meanings. For example, when you acknowledge a lette