商务英语写作的原则.ppt
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1、 外语教学与研究出版社外语教学与研究出版社 1BUSINESS WRITING 大家好 外语教学与研究出版社外语教学与研究出版社 2Chapter 1 An Overview of Business Writing商务写作概述商务写作概述大家好 外语教学与研究出版社外语教学与研究出版社 3Lead-in QuestionslWhat is business communication?lCan you name some ways to communicate people in a business setting?Business communication is a process of
2、 exchanging information and ideas in a business setting.大家好 外语教学与研究出版社外语教学与研究出版社 4nonlinguisticeye contactphysical appearancefacial expressionsspace and distancegesturepostureForms of Business Communication大家好 外语教学与研究出版社外语教学与研究出版社 5 linguisticlinguistice-mailse-mailsletterslettersmemosmemostelephone
3、 callstelephone callsconversationconversationfaxesfaxesnotesnotesvoice mailsvoice mailsreportsreportsproposalsproposalsminutesminutesForms of Business CommunicationWebWeb大家好 外语教学与研究出版社外语教学与研究出版社 6Why Business Writing?l The ability to write effectively is a valuable business asset.l1)a great deal of
4、business is transacted in writing,which is involved in every part of business.l2)effective business writers can use their skill to help increase their companys sales and profits by promoting good relations.l3)proficiency in writing gives a personal advantage over less capable writers and contributes
5、 substantially to his/her self-confidence-a necessary quality for business success.大家好 外语教学与研究出版社外语教学与研究出版社 7Functions of Business WritinglTo informlTo influence/persuadelTo entertain大家好 外语教学与研究出版社外语教学与研究出版社 8To informlMessages to inform are used to convey the vast amount of information needed to co
6、mplete 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.大家好 外语教学与研究出版社外语教学与研究出版社 9To influence/persuadel In addition to providing information,a business message mu
7、st also influence the readers attitudes and actions.大家好 外语教学与研究出版社外语教学与研究出版社 10To entertainl 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 a
8、nd,if possible,the emotions of the reader.No communication is wholly successful unless it retains the readers goodwill.大家好 外语教学与研究出版社外语教学与研究出版社 11l Business people cant afford paying a personal visit each time they want to transact business in various parts of the world,instead,they make phone calls
9、,write letters,send faxes,or e-mails.l Writing is important for understanding and formal confirmation and as a source for later reference.l In order to achieve good communication,we should consider the following“six Cs principles”.lCourtesy,Correctness,Conciseness,Clarity,Concreteness,CompletenessCr
10、iteria for Effective Business Writing大家好 外语教学与研究出版社外语教学与研究出版社 12lCourtesy lCorrectnesslConcisenesslClaritylConcretenesslCompletenessSix Cs Principles(6C原则)大家好 外语教学与研究出版社外语教学与研究出版社 131.Courtesy(礼貌)l Special attention should be devoted to assuring the courtesy of business communication.It means treati
11、ng people with respect and friendly human concern.l It is a positive value,not neutral(中立的)or negative.The tone must convey positive goodwill,positive warmth,and positive interest in the reader.l The courteous writer should be sincere and tactful,thoughtful and appreciative,and answer letters prompt
12、ly.大家好 外语教学与研究出版社外语教学与研究出版社 14Courtesyv 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.v Being prompt in replying to the opposite parts letter.The reply should usually be sent on the same day.If it is imp
13、ossible for you to give a prompt reply in detail on the same day,you should write a short note to the client explaining why.大家好 外语教学与研究出版社外语教学与研究出版社 15Example 1lDear Sirs,we are sorry you have misunderstood us.lDears Sirs,we are sorry we didnt make ourselves clear.lWe cannot understand why you have
14、had trouble with these articles.lWe presume that there must be some reasons for you having trouble with these articles.大家好 外语教学与研究出版社外语教学与研究出版社 16CourtesylThe following are ways to make your writing be courteous:l1)use proper expressionslThanks,when others do favor for youlPlease,when you ask for so
15、mething from otherslSorry,when you cannot satisfy others request大家好 外语教学与研究出版社外语教学与研究出版社 17Courtesyl2)use positive words and expressions instead of negative words and expressionslCompare:lThe office is closed after 4.lThe office is open until 4.lWe cannot have these figures for you before next week.
16、lWe will have these figures for you next week.(NG)(NG)大家好 外语教学与研究出版社外语教学与研究出版社 18Courtesyl3)write naturally and sincerelylCompare:lPlease be good enough to advise us.lPlease tell us.lI had hoped that a favorable consideration on your request could be possible.lI am sorry we cannot approve your reque
17、st.(NG)(NG)大家好 外语教学与研究出版社外语教学与研究出版社 19Courtesyl4)use“you approach”(reader-oriented)lCompare:lWe will accept bids until June 10.lYou may submit a bid(投标)until June 10.l(reader-oriented)lPlease accept our apologies for the delay.lWe hope you have not been seriously inconvenienced by the delay.l(reader
18、-oriented)大家好 外语教学与研究出版社外语教学与研究出版社 20The ways to get Courtesyl1)use proper expressionsl2)use positive words and expressions instead of negative words and expressionsl3)write naturally and sincerelyl4)use“you approach”(reader-oriented)大家好 外语教学与研究出版社外语教学与研究出版社 21Correctness (正确)(正确)lCorrect grammar,pu
19、nctuation and spelling are basic requirements for business writing,In addition,correctness means choosing the correct level of language,and using accurate information and data.大家好 外语教学与研究出版社外语教学与研究出版社 22 How to get correctness?l1)choose the right form for different kinds of writingl2)verify(核实)spell
20、ingl3)select correct words or phrasesl4)insert appropriate punctuationl5)the right forml6)accurate reliable figures大家好 外语教学与研究出版社外语教学与研究出版社 23 Choose relative formality for different types of writing.proposals 意向书 reports 报告 minutes 会议记录 letters 书信 faxes 传真 voice mails 语音邮件 e-mails 电邮 phone calls 电话
21、 memos 备忘录 notes 摘记,笔记 formal informal大家好 外语教学与研究出版社外语教学与研究出版社 24CorrectnesslCompare:lAnyone can learn to type.lAny one of us can learn to type.l“The Navy,”says Captain Michel Stern,“will have more missile carriers.”lThe Navy says Captain Michel Stern will have more missile carriers.导弹运载器 大家好 外语教学与研
22、究出版社外语教学与研究出版社 25Examples:lEnclosed is the copy of receipt.Enclosed is a copy of the receipt.l a copy of the receipt 收据副本收据副本/复印件复印件lI am looking for another sales channels.lI am looking for other sales channels.l sales channels 销售渠道销售渠道()()()()大家好 外语教学与研究出版社外语教学与研究出版社 26Conciseness(简洁)(简洁)l Effecti
23、ve writing is conciseeach word,sentence,and paragraph counts.Conciseness means to write in the fewest possible words without sacrificing completeness and courtesy.Because a wordy message requires more time to write and read,business people put a high premium on conciseness in business messages.Conci
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