商務(wù)英語教學(xué)cha(1)

1、整理課件Chapter 5 Fax, E-mail and MemonFaxes: When you send a fax, be sure to include a fax cover sheet like this:n FAX COVER SHEETnDate: October 18,2009nPLEASE DELIVER THE FOLLOWING PAGE(S) TO:nNAME: Jack Tonyn COMPANY/DEPARTMENT:Marketing Dept. nFAX NUMBER: +(86) 27-8754-8040 整理課件THIS FAX IS BEING SEN

2、 BY:nNAME/DEPARTMENT: Tom Smith,Design Dept.nNUMBER OF PAGES: 3 INCLUDING COVER SHEETnTIME SENT: 10:30 AM x PM -. n IF YOU DO NOT RECEIVE ALL PAGES CLEARLY, PLEASE CALL(915)355-8960 整理課件Fax GuidelinesnWhen you send a fax, observe the following guidelines.n1. Be careful about sending anything longer

3、than three to four pages. You can tie up the recipients phone line. Call before you fax to see whether the recipient will allow you to fax a longer document or would prefer that you send it another way.整理課件2. Make sure your fax is clear,butnAlways include your phone and fax numbers in case the recip

4、ient needs to verify your message or has questions about it.n3. Avoid writing any comments in the margins or at the very top or bottom of a fax. Your notes might be cut off or blurred in transmission.整理課件4. It may be permissible to send a fax to a company nAfter business hours, do not risk sending o

5、ne after hours to a customers home unless theyve agreed or requested it.nE-MailnGuidelines for Using E-MailnUsing e-mail technology does not mean you can forget about preparing and organizing your messages carefully with your readers needs in mind. Below are several guidelines for writing effective

6、e-mail.整理課件Formatn1. Do not send messages in all capital letters. This is the equivalent of shouting at your readers. Moreover , your message will be harder to read.It will not look like professional correspondence.n2. Always include a return mail address as part of the signature, saving your reader

7、 the trouble of looking it up.n3. Use clear and specific descriptions for your subject line. Avoid vague one-word subjects 整理課件Such as “Software” or “Conference.” nBetter: “Advantages of New Software” or “Conference Is Set.” One e-mail included only the word “Bill” for a subject line, which left rea

8、ders wondering if the e-mail was about a person , an unpaid account, or a notice just sent.n4. Keep your subject line short.Use these words:Urgent: ,FYI(For your information only.no reply required),RE:(I am responding to your question.)nSubject:FYI: Your car lights on 整理課件(Cont.)nRemember that the a

9、verage screen has only 80 characters to work with, and most e-mailers use 60-80 percent of that for displaying the name and address of the sender, and the time and the date of the message.n5. Find out how much information your reader needs. Dont waste his or her time with chatter. Readers of e-mail

10、want only relevant, usable information, not “hype.”整理課件6.Tell your readers what you would like them to donSuch as sending additional data; responding in writing. Maybe you do not need a respond at all. If so, tell them.n7. When responding to a request, dont just repeat an e-mail message or question

11、from a sender and give a curt one- or two-word reply. Courtesy dictates that you reply with a message of your own, not simply tack a comment to the original message and send both back.n8. Let the sender know you received 整理課件E-mail message even if you cannot answer it until later. n9. Answer e-mail

12、the same day it arrives, whenever possible. Your readers expect a much quicker reply to e-mail than for conventional mail.n10. Respect the cultural communication traditions of your readers. E-mails coming from other parts of the world is likely to use different symbols with other meanings.整理課件Writin

13、g memosnBasic Parts of Memosn1. Heading: TO, From, Date, and Subject (or Re)n2. Bodyn3. Salutation and Closing: Memos do not require a salutation or a signature; however, many writers prefer to add both to make a memo seem more personal. 整理課件Sample: Standard Memo without letterhead. nMEMOnTo: All RN

14、snFROM: Margaret Wojak, Director of NursesnDate: August 18, 2009 nSubject: RN identity PatchesnEffective September.1, 2009, all RNs will be asked to wear an identity整理課件Cont.npatch in addition to any other means of identification (name badge, cap).nYou should sew your patch on the upper right arm of

15、 lab coats or uniformsnso that staff and patients can easily identify you as an, RN.整理課件Cont.nYou may obtain an authorized Memorial Hospital identity patch for two dollars at the Health Uniform Shop directly across the street from the hospital on Ames Street.nPlease write me at my e-mail address mwo

16、jak memorial. com or call me at EEE Extension 3106 if you have any questions.整理課件Four Common Memo Mistakesn1. The telegram writern2. The scrawlern3. The windbagn4. The tease整理課件The Telegram WriternSome business writers, who otherwise speak and write well, show an odd problem when they write memos. T

17、hey leave out major portions of sentencessometimes even the subject itself:整理課件Example Memo nTo:Sandra PhillipsnFrom: Natalie FortiesnDate: April 22, 2009nSubject: National Association of Realtors convention整理課件Cont.nAttended the seminar on exchanges. Discussed ways to trade our New Haven building f

18、or an industrial site. Met Jerry Hausing of Dynaflite Corp. Mentioned being interested in such a trade. Eager to talk more about this. 整理課件Comments:nWhat does this telegram form of writing communicate? Who attended? Who discussed? Most crucially, who showed interest in the tradeHausing or Forties? W

19、ho is eager to talk more? Writers who use this clipped telegram type of memo only complicate and confuse their messages, which slows the readers ability to understand and respond to the memo. 整理課件The ScrawlernBecause memos offer such an easy-to-use, casual format, some writers fall into making mista

20、kes in spelling, grammar, style, and even handwriting. Such informal language may be easy to write, but it destroys the credibility of the message and the writer. 整理課件Cont.nReaders assume that glaring little mistakes (“desines” for designs, “modles”for models) indicate underlying big mistakes in jud

21、gment and, possibly, limited intelligence. 整理課件The WindbagnJust as the word memo is short for memorandum, the messages in memos should be brief and to the point. nConsider this first paragraph from an eight-paragraph memo, which was intended to announce that brochures from a local trade fair were av

22、ailable from the memo writer:整理課件Example :nIm writing this memo upon my return from St. Louis where, as you know, I represented the company in my role as Midwest sales supervisor at a trade show aptly named “Farm Expo98.” I saw many new techniques and products demonstrated at the trade show, all of

23、which I plan to summarize at an upcoming seminar, which I will conduct for interested parties within the company. 整理課件Comments:nClearly, this writer is going to bore the readers long before they could find out about the brochures. 整理課件The TeasenSome memo writers consciously or unconsciously irritate

24、 their readers by hinting at information that they should tell fully:nRegarding that matter at lunch, I want to give you the green light, provided you clear it with the appropriate people. 整理課件Comments:nWriters who hint at unstated but necessary information in this way are trying to sound intimate with their readers. They mistakenly think that the false sense of