经贸英语Chapter1AnOverviewofBusiness__Writing.docVIP

Chapter 1 An Overview of Business Writing Reasons to write effectively: 1. A great deal of business is transacted in writing. 2. Effective business writers can use their skill to help increase their company’s sales and profits by promoting good relations with customers, employees, and the general public. 3. Proficiency in writing gives the man or woman in business a personal advantage over less capable writers and contributes substantially to his/her self-confidence---a necessary quality for business success. Functions of Business Writing Inform Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations of the business----explain instructions to employees, announce meetings and procedures, acknowledge orders, accept contracts for services, etc. Persuade Some business messages must also influence the reader’s attitudes and actions Entertain 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. Criteria of Effective of Business Writing Courtesy By courtesy we mean treating people with respect and friendly human concern. Effective writers consider the reader’s desires, problems, circumstances, emotions and probable reactions to their request. Correctness Correct grammar, punctuation and spelling correct level of language and using accurate information and data. Conciseness Conciseness means to write in the fewest possible words without sacrificing completeness and courtesy. Clarity Short familiar words and simple short sentences rather than long difficult words and complex long sentences are better for this purpose. Concreteness vivid, specific and definite not vague, general and abstract Completeness including all the necessary information and data in the message An incomplete message may result in increased communication costs