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UnitI
IntroductionaboutBusinessWritingBusinessEnglishCorrespondenceUnit1ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
TeachingFocus2.TeachingMethods3.TeachingProcedures
5.TeachingObjectives1.BusinessEnglishCorrespondenceTeachingEnvironment4.ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
TeachingObjectivesBusinessEnglishCorrespondenceBylearningthisunit,studentsaresupposedtobeableto:KnowthemaincharacteristicsandtypesofbusinesslettersMastertheelementsandtheirlayoutinbusinesslettersUnderstandtheessentialqualitiesandwritingprinciplesLearnhowtowriteabusinessletterincorrectformat
ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
1Formatofbusinessletters2Provideopportunitiesforeveryonetobeinvolved.3SpecialexpressionsandlayoutofthelanguageBusinessEnglishCorrespondenceTeachingFocusForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Task-based
TeamworkClassworkProcess-oriented,performance-scored,learnbydoingcooperativelyandinteractively,multi-mediapresentationForm6teamsof3-4studentseach,dividetasksbasedonthe12units/topicareas,searchforrelatedinformationStudents’presentation,discussion,questionsandanswers,commentsontheteamworkTeacher’sinstruction,guidance,lead-indiscussion
BusinessEnglishCorrespondenceTeachingMethodsForeignLanguageDepartment,HubeiVocationalTechnicalCollege
TeachingEnvironmentBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
PresentationPracticeLearningGuideSummaryV.AssignmentBusinessEnglishCorrespondenceTeachingProceduresForeignLanguageDepartment,HubeiVocationalTechnicalCollege
PresentationintroductionTypeLayoutAnalysis7CprinciplesBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
IntroductionDefinitionBusinesslettersisabridgetocontactwithyourbusinesspartner.Everyletteryouwriteisactuallyasalesletter.FunctionAgoodbusinesslettercanwinnewpartners,promotetherelationshipbetweenyouandyourclients,eliminatethemutualmisunderstandingandlessenthedifferences.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
ThetypeofbusinessletterHerewewillintroduce13typesofbusinessletterswhicharemostcommonlyusedinbusinesscommunicationasfollows:
Lettersofcreditandstatusenquiries
Lettersofpayment
Lettersofrequest/inquiries
Lettersofpacking
Lettersofquotation/offer
LettersofrequestsforreferenceLettersofshipment
Lettersofpaymentdemands
Lettersofcomplaint/claims/settlement
Lettersofinsurance
Lettersofcounteroffer
Lettersofrequestsforreference
Lettersofestablishingbusinessrelations
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Layoutofabusinessletter
18elementsarecontainedinabusinessletterasfollows:
Letterhead(printed)信頭ReferenceNumber編號(hào)Date日期InsideAddress信內(nèi)地址AttentionLine注意線Salutation尊稱SubjectLine標(biāo)題Body正文
OpeningSentence開(kāi)頭語(yǔ)Mainbody主旨段落ClosingSentence
結(jié)尾語(yǔ)ComplimentaryClose客套結(jié)尾語(yǔ)Signature簽名(手簽)Signature(printed)簽名(打印)IdentificationMark署名人身份EnclosureNotation附件注明Postscript附筆CarbonCopyNotation副本注明BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
ASampleBusinessLetter
BusinessEnglishCorrespondenceRESEARCHASSOCLATES,INC.457PlainsHighwaysNorthPlatte,Nebraska6901U.S.A.
September11,1993Ref:12-5-56AShanghaiCustomsCollege45FenYangRoadShanghai200031P.R.OFCHINAAttention:Mr.WuBao-kangGentlemen:
Subject.TheElementsofaBusinessLetterHeadingDatelineReferenceNumberInsideAddressAttentionLineSalutationSubjectLineForeignLanguageDepartment,HubeiVocationalTechnicalCollege
ASampleBusinessLetter
BusinessEnglishCorrespondence
Youarereadingalettercontainingallthepartsofabusinessletter.Theattentionlinefollowstheinsideaddress.Becauseitisreallyapartoftheaddress,itshouldalsobepacedontheenvelope.Thesubjectlinefollowsthesalutation.Itisconsideredpartofthebodyoftheletter.
Sincerely,
RESEARCHASSOCIATES,INC
(Signature)(Ms.)SherryZhang
PresidentSZ/awEncl.CC:BobWood.P.S.Thepostscriptshouldneverbeusedasanafterthought.Itmaybeused,however,toemphasizeortopersonalize.
BodyComplimentaryCloseCompanySignatureSigner’sIdentificationIdentificationMarkReferenceInitialsEnclosureCCNotationPostscript
ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
AnalysisofSentenceStructures
Themainpurposeofbusinesslettersistocommunicatethemutualrequirementsandfindamoreeffectivewaytounderstandthedifferencesbothincultureandlanguage.Herearesomeanalysisexamplesweshouldpayattentiontoinsentencestructures
UneditedSentencesAbstruseExpressionsNon-personalizedExpressions“You”approachNegativeExpressionsBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Compare(1)OriginalEditedWithreferencetoyourrequestforanextensiononyournoteunderdateofwilling
toallowyouanadditionalninetydaystomakepaymentonyournote.WearepleasedtoallowyouanadditionalninetydaystopayyournotedatedMarch20.Note:Theunderlinedwordsareredundancies,nonsense,addingnowarmthorfriendlinessbuttocluttermessage.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
UneditedEditedYourcheckfor$360Rememberthat…
Mettodiscuss…Ourresearchrevealedthat…Makingasalarystudy
Yourcheckintheamountof$360Keepinmindthefactthat…Heldameetingtodiscuss…Duringthecourseofourresearch,welearnedthat…Engagedinmakingasalarystudy…BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Compare(2)AbstruseExpression
NaturalStyle
Thecontractenclosedherewithrequiresyoursignaturebeforeitcanbeexecutedandshouldbedirectedtotheundersigned
Pleasesignthecontractenclosedsignaturebeforeitandreturnittome.
Note:Writeinaconventionalway.Usesimple,familiarwordsnotthebig,fancyorshowywordstokeeplanguagelivelyandsimple.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
SomewhatShowyConventionalsee,understandknowthatpaymentsconfirm,makesurefirstfinalcomprehendbecognizantofdisbursements
corroborateinitial
ultimateBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Compare(3)Sir:PleasedreturntheMerlincompactcopierthatyouclaimarrivedinadamagedcondition.Allshippingchargeswillbepaidbyus.Thedamagedcopierisbeingreplacedbyanotherone.Verytrulyyours,Gentlemen:ThisafternoonIsentyouareplacementoftheMarlincopierbyUPS,andyoushouldhaveitbythetimeyoureceivethisletter.I’msorrythefirstshipmentwasdamaged.Oneofourrepresentativeswilldropbyinadayortwotopickupthefirstcopieryoureceive.Thanksforyourpatience.Yoursverysincerely,
Non-personalizedPersonalizedNote:Inroutinebusinesswriting,treatyourrecipientasalivehumanbeing,notas“towhomitmayconcern”(coldintone).Formthefrom-me-to-youpersonaltouch..Writeinacivilized,thoughtfulandfriendlyattitude.
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Compare(4)
Icertainlyenjoyedyourpresentationattheworkshop.Ifounditveryprovocativeandvaluable.I’mdelightedtolearnaboutyourpromotiontoproductmanager.Congratulations!
Yourpresentationattheworkshopwasveryenjoyable,provocative,andvaluable.Youaretobecongratulatedonyourpromotiontoproductmanager.“You”approachNaturalNote:Inbusinessletters,the“youapproach”iscommonlyemployed,showingacondescendingattitude.ThepronounIismorepersonalandshouldbeusednaturally.
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
I’msorrythatthequalityofpaperintheformswesuppliedyouwasnotuptoyourexpectations
Pleaselookatthespecificationsonpage321ofourcatalogue.Ithinkyou’llagreethattheshirtsyoureceivedmatchthem.Yourcomplaintaboutthequalityofpaperusedintheformswesuppliedyouisregrettable.Idisputeyourassertionthatthemerchandisewesentisinferior.NegativeBetterCompare(5)Note:Emphasizingthepositiveinyourletterhelpstobuildafavorableimageforyouandyourcompany.Thepositiveexpressionconveyswarmth,friendliness,enthusiasmandtact.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
The7CPrinciplesofbusinesswritingclearnessConcisenessCourtesyConsiderationCorrectnessConscientiousnessComprehensiveness
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
II.PracticeI.ASampleLetterAnalysis
II.Identifythestyleofabusinessletter
III.Learntowriteaddressingenvelops
IV.SituationalWriting
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
ASampleLetterAnalysisLabelsPtyLtd.Canterbury8633,NewZealandTel:04-4721388E-mail:Labels@.nzNovember10,2003Mr.J.TurnerProductionManagerABCBottlesPtyLtd
KirraRoad
Ashtown1128DearMr.Turner,
LatedeliveriesofstocksThankyouforyourletterofOctober31aboutlatedeliveriesofourlabels.WehavehadaseriesofindustrialdisputesatourCanterburyfactorywhichhavegreatlydelayedproductionofourlabels.Therehavealsobeentransportproblemswhichhavenotbeenovercome.Isentaletterofexplanationtoyourstoremanager,Mr.Tomkin,buthehasapparentlynotpassediton.Weapologizeforhavingdisputedyournormalproductionandwouldbegratefulforachancetomakewhatarrangementswecantoreducethedelays.Yoursfaithfully,___________R.G.ColeManagerBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
LETTERHEADJune14,1992ABCCo.Ltd.442WestThirdStreetGloversville,NY12078ATTENTION;MSMARLACHENLadiesandGentlemen:Subject:UprightPianos_______________________________________________________________________________
Sincerelyyours,RichardWood,SalesManagerAWB:t1CC:WilliamJohnBusinessEnglishCorrespondenceDiscussionLETTERHEADJuly4,1994MR.TonyWood,ManagerInternationalInvestment,Inc.3117AvenueESeattle,Washington20103U.S.ADearMr.Wood:_____________________________________________________________________
Sincerely,ABBCOMPANYHenrySmith,ManagerForeignLanguageDepartment,HubeiVocationalTechnicalCollege
LETTERHEADOurRef:SZ11207YourRef:WBK156October10,1903Thomas&Co.LTD77LewisstSpringvaleAUSTRALIA3171DearMadam:□□□□_____________________________________________________________________________
□□□□__________________________________________________Trulyyours
BlakeWhichPurchasingDirectorWH/bmEncl.a/sCC>Mr.HenryWoodP.S.Ourspecialdiscountis3%for100setsBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
LearntowriteaddressingenvelopsTheMunsonCompanyMs.MaryD.Karp,President2121OldhamRoadClkeveland,Ohio44103U.S.A.Commonlayoutofaddressesonenvelopes:1.Nameoftheaddressee2.NumberandStreet3.City,State,andZipcode4.CountryBlockedStyle(sender’saddressonthebackoftheenvelope)BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
BusinessEnglishCorrespondence2.BlockStyleRecommendedbytheU.S.PostofficeJOSEPHELANGLEYSTAMP3504JACKSONROADBATONROUGELA70803
MRCRADYE.CROMWELL
3654PARKROADNORTHERIDGECA91324ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
FLANGAN’SDEPARTMENTSTORESTAMP12207SunsetStripLosAngeles,CA91417AttentionMs.TerryRobertsRegisteredMailKetchumCollectionAgency1367HollywoodBoulevardLosAngeles,CA914013.BlockedStyleBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
SituationalWriting:假定你是中國(guó)上海的劉剛先生,家住上海福州路248號(hào),請(qǐng)你幫他寫(xiě)一個(gè)信封。收信人是BIOPAINTSOLC公司的人事部經(jīng)理JanetHopper女士。該公司的地址是美國(guó)紐約百老匯大街20號(hào)。在紐約的郵編是10027。BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
III.LearningGuideAlwayskeepapropermarginforyoulettertomakeyourlettermoreeffectivewhatevertheformyouuseWhenwritingtheinsideaddress,tousenopunctuation(openpunctuation)exceptthefullstopaftertheabbreviations.Someguidelinesshouldbefollowedinwritingtheelements.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
1)Therearemanycourtesytitlesusedinbusinessletters.Thegeneralrulesfortheuseofcourtesytitlesareasfollows.Mr.isusedbeforeaman’snameorsurname:
Mr.DonaldH.Johnson;Mr.JohnsonMrs.isusedforamarriedwoman:Mrs.JohnsonMs.isusedforbothmarriedandunmarriedwomen:
Ms.MariaSmith,MsSmithMissisusedforunmarriedwomen:MissSmithMessrs.,theabbreviationofMessieursinFrenchasthepluralforMr.,isusedforcompaniesorfirmsthatincludepersonalelementsintheircompanynames:Messrs.Jones&Co.Mmes.,theabbreviationofMesdamesasthepluralformadam,isusedbeforethecompanyorganizedbywomen,butnowrarelyseeninbusinesswriting.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
2)Thereareseveralwaystousesalutation.Traditionalsalutationis“Dear”followedbythereader’stitleandlastname
Ifyouarefairlywellacquaintedwithyourreader,use“Dear”followedbythefirstname:
Ifyoudonotknowthenameofthepersonyouarewritingto,useageneralsalutation:
DearMr,HenryDearMariaDearSirDearMadamDearTechnicalDirectorBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
Ifyouarewritingtoagroupofpeople,useoneofthefollowingsalutation
Ifyouwritesalesletterswithoutindividualaddress,youmaysay
LadiesandGentlemen:Gentlemen:(orinBritain:DearSirs)Ladies:DearMembersoftheRestorationCommittee
DearHomeowner:DearCustomer:andsoonNote:Incasesofextremeformality,“DearSir”,“DearMadam”and“DearSirs”or“Gentlemen”areacceptable.Butyoushouldusereader’snamewheneveritisknown.Ifthereader’snameisnotknown,theperson’stitleisthenextbestterminasalutation.Punctuationfollowingasalutationcanbeeitheracolonoracomma.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
3)Bodyistheactualmessageofyourletter.Theessentialrequirementsandgeneralprinciplesforeffectivewritingwillbediscussedbelow:Generally,aletterwillbethreeormoreparagraphsinlength.Thefirstparagraphusuallyintroducesthesubjectoftheletter,theseconddiscussesthemessageindetail,andthethirdconcludesit.Twopointsshouldbepaidattentionto:1)Writeshortparagraphs,keepingonetopictooneparagraph.2)Writeonelettertodiscussoneproblem.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
4)Singer’sidentificationincludesthewriter’ssignatureandthewriter’stitles:Sincerely,THESWANSONCOMPANY
C.I.BreenPresidentSincerely,
RichardA.ConstantinePurchasingAgentBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
5)Differentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresserandtheaddressee
CommonSincerely,Yourssincerely,Verysincerelyyours,MoreFormalRespectfully,Yoursrespectfully,Veryrespectfully,FormalYourstruly,Verytrulyyours,Yoursfaithfully,Faithfullyyours,BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
6)P.S,theabbreviationforpostscript,tointroduceabriefmessageasanafterthought.ThepostscriptisputundertheEnclosure:LSY/awEnc.TwoP.S.I’mexpectingyourphonecallnextweek.Butitisbettertoplanyourlettercarefullyandnottousepostscriptatall.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
IV.SummaryTheessentialqualitiesofbusinessletters
Writingtips
BusinessEnglishCorrespondenceInthisunit,wehavediscussedbusinesslettersaboutthemeaning,types,formatandthewritingstyle.Throughthesampleanalysiswecansumupthefollowing
ForeignLanguageDepartment,HubeiVocationalTechnicalCollege
TheessentialqualitiesofbusinesslettersEffectiveforpurposeSincere,friendlyandpoliteintonePersonalincharacterSimple,naturalandattractiveinlanguagePlaininstyleClear,concreteanddirectincontentCorrectandcompleteinformatandlayoutBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
WritingtipsWhenwritingtheinsideaddress,tousenopunctuation(openpunctuation)exceptthefullstopaftertheabbreviations.
Usecorrectletterform.
Alwayskeepapropermarginforyoulettertomakeyourlettermoreeffectivewhatevertheformyouuse
Don’twastewordsEmphasizethepositive
Personalizeyourletters
Keepthelanguagelivelyandsimple
BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
V.Assignments
1.Readandmemorizethefollowingphrasesandsentencesasstimulatedwritinga)openingsentences1.Wearepleasedtoinformyouthat…2.Wewishtoinformyouthat/of…3.Wewouldliketoinformyouthat/of4.Weareverysorrytotellyouthat…5.Wearesorrytoknowthat/of6.Wearesorrytoknowthat…7.Weregrettoinformyouthat/of…8.Weregretnotbeingableto…9.Toourregret,wecannot…10.Wearepleasedtolearnfromyourletterthat…BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege
b)clos
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