商務(wù)寫作理論知識(shí)要點(diǎn)

PAGEPAGE5商務(wù)英語寫作知識(shí)要點(diǎn)01IntroductionSchoolWriting:1Intheformofessays,2Todemonstratetheknowledgeandlanguageskills,3AlwaysusecomplicatedstructuresBusinessWriting:1Intheformofletters,2Intendedtocommunicateinformation,3Readersandwritersareindemand-supplyrelationship1.PrinciplesofBusinessWriting:7CClarity清晰Correctness準(zhǔn)確Conciseness簡(jiǎn)潔Courtesy禮貌Concreteness具體Completeness完整Consideration周全2.LogicalOrganization①因果關(guān)系(Cause&Effect)②時(shí)間順序(ChronologicalDevelopment)③序列順序(SequentialDevelopment)④比較(Comparison)⑤一般到特殊(FromGeneraltoSpecific)⑥特殊到一般(FromSpecifictoGeneral)02LayoutofBusinessLetters1.TheEssentialPartsofaBusinessLetter:LetterheadReferenceDatelineInsideAddressSalutationBodyoftheletterComplimentaryCloseSignature2.LetterStyles:FullBlockStyle(齊頭式)，IndentedStyle（縮進(jìn)式）andMixedStyle（交錯(cuò)式）3.Letterheadidentifiesthesenderoftheletter.Itincludes:Company’slogoItsaddressandpostalcodesTelephonenumber,FaxnumberInternetaddress,e-mailaddressTelegraphicandtelexaddressAtrademarkorabriefslogan4.Bodyoftheletteristheactualmessageoftheletter,whichbeginsoneblanklinebelowthesalutation.Itisthemostimportantpartoftheletter,thewrittenspeaker.Principlesofthebody:Clarity,Consideration,Correctness5.Organizationofthebody:OpeningorIntroductionDetailsResponsesorActionClose6.OptionalPartsofthebodyAttentionLineSubjectLineEnclosureCarbonCopyPostscript附言7.LayoutoftheEnvelope:TheIndentedFormandtheBlockedForm8.Openpunctuation:NOfullstopsorcommasareusedintheEssentialPartsofaBusinessLetterunlesstoensurethegrammaticalsense.It’simportanttouseopenpunctuationconsistentlyintheletter（18）03E-mailLayoutofHeadingTo:(emailaddressoftherecipient)From:(emailaddressofthesender—usuallyautomaticallyfilledin)Date:(automaticallyfilledin)Subject(mainideaofthemessage)Cc:(carboncopy–recipientswhomtheauthorwishestoinformofthemessagepublicly)Bcc:(Blindcarboncopy-recipientswhoaresecretlybeinginformedofthemessage)Attachment(thefilesyoudesiretosendalongwiththemessage)2.Body:Salutation+Content+ComplementaryClose+Signature3.PointstoponderwhenwritingWriteameaningfulsubjectline.(主題欄意義明確)Keepthemessagefocusedandreadable.（行文重點(diǎn)突出、排版清楚易讀）Avoidattachments.（少發(fā)或不發(fā)附件）identifyyourselfclearly.（標(biāo)明身份）Bekind.Don’tflame.（心平氣和）Proofread.（仔細(xì)較讀）Don’tassumeprivacy.（注意保護(hù)隱私）Distinguishbetweenformalandinformalsituations.（分清場(chǎng)合和事宜）Respondpromptly.（及時(shí)回復(fù)）Showrespectandrestrain.（寬容限制）04GoodNews&BadNewsLetters1.商務(wù)信函種類：詢盤enquiries發(fā)盤responsetoenquiries訂單函order訂單確認(rèn)函orderacknowledgement確認(rèn)函confirmingletter拒絕函decliningletter禮節(jié)函socialletter建立商務(wù)關(guān)系的信函（買方或賣方之間）Establishmentofbusinessrelationship2.GeneralstructureofGoodNewsMessagesandNeutralMessages——DirectApproach3.OccasionsofDirectApproachMakingenquiriesorresponsestoenquiresMakingordersororderacknowledgementsConfirmingletterSociallettersDecliningletterEstablishmentofbusinessrelationship4.StructureofGoodNewsLetter:Beginwiththemainpoint(Introduction)Presentnecessaryexplanations(Details)Covertheremainingpartoftheobjective(Action)(詢價(jià))Endwithadaptedgoodwill(Close)5.Usefulsentencesforclosingofthegoodnewsletter:Lookingforwardtohearingfromyou.Ihopethisinformationwillhelpyou.Welookforwardtoreceivingconfirmationofthereservation.It’sgreattobeworkingtogetheronceagain.6.IndirectApproachtoBadNewsMessagesDon’ttellthebadnewsatthebeginning.Beginwithsomegoodnewsorneutralinformation.Giveexplanationsbeforereleasingbadnews.LeavespacesbetweenheadingsanddifferentsectionsUsecapitals,bold,italicsorunderlyingUsesub-headingsNameandposition（右下方Date(右下方4.LanguageToneofNotices:Brief;Specific;Eye-catching;Polite5.Usefulexpressions請(qǐng)注意……Pleasenotethat…我們很高興通知您……Wearepleasedtoinformyou…Wehavepleasureininformingyouthat…我們想通知您……Wewouldliketonotifyyou…我們特此奉告……Wehavethehonortoappriseyouof…我們冒昧奉告……Wetakethelibertyofannouncingtoyouthat…Part2MeetingAgenda6.DifferencebetweenAgenda&Schedule:Anagenda:Topicstobediscussedatameeting;beforethemeetingisheld.Schedule:Worktimetable.agenda是會(huì)議的議程，代辦事項(xiàng)表。schedule是時(shí)間表，進(jìn)度表。7.BasicComponentsfortheFormalMeetingCalltoorder(宣布開始)Approvaloftheagenda（批準(zhǔn)議程）Approvaloftheminutesofthelastmeeting（批準(zhǔn)上次會(huì)議紀(jì)要）Reports（報(bào)告）Oldorunfinishedbusiness（舊的或尚未完成的業(yè)務(wù)）Newbusiness（新業(yè)務(wù)）Announcements（公告）Adjournment（休會(huì)）8.AgendafortheInformalMeetingCalltoorderReportsorannouncementsDiscussionitemsDecisionitemsAdjournmentPart3Minutes9.BasicfactsofMinute:Takenotesonthemeetingthenmakearecord（會(huì)議紀(jì)要10.Typesofminutes:Verbatimminutes逐字逐句紀(jì)錄Minutesofresolution決定Minutesofnarration敘述11.StepsoftakingminutesHeading:name,purpose,time,date,place,typeBodyPeopleattending,absentmembersApprovalofpreviousmeeting’sminutes,matterarisingfromthoseminutesArecordoftheprincipalpointsdiscussedanddecisionsmadeTime,date,placeofnextmeetingSignature&date12.LanguageandtoneofminutesPasttenseThirdpersonReportedspeechPassivevoiceFormalwords13.TipsforwritingminutesAboutwritingnumbers:Repeatnumbersinlegalorcommercialwriting.Thebillwillnotexceedonhundred(100)dollars.Beconsistentinnumbersinwriting.Twoapples,sixoranges,and3bananasWriteoutnumbersinthebeginningsentence.6%ofthegroupfailed.Useacombinationoffiguresandwords.Theclubcelebratedthebirthdayof690-year-oldswhowereborninthecity.09BusinessReport1.CategoriesofReportsBycontent:feasibilityreport,laboratoryreport,proposalreportByfunction:informationalreport,analyticalreport,yardstickreports(指標(biāo)報(bào)告)Byprintedform:absencereport,accidentreport,tripreport,pettycashreport現(xiàn)金出納Byformat:memo,letter,manuscript手稿printedByformality:informalreport,formalreportBylength:shortreport,longreportBytime:preliminary前期progress進(jìn)程periodic階段finalreport總結(jié)/總結(jié)報(bào)告2.FormatsofReportsPreprintedformLetterMemoManuscript3.Componentsofaformalreport:Prefatorypart序言CoverTitleFly&TitlePage提頭Letterofauthorizationandletterofacceptance授權(quán)書和接受函LetterofTransmittal轉(zhuǎn)送函ExecutiveSummary行政總結(jié)Tableofcontents目錄Listofillustrations說明TextoftheReportIntroduction,body,conclusion,recommendationSupplementarypartsAppendix附錄Bibliography參考文獻(xiàn)index4.ComponentsofaninformalreportHeading/TitleIntroduction:termsofreference+procedure/proceedingsTermsofreference:ThepurposeofthisreportistoTheobjectiveofthisreportistoTheaimofthisreportistoMr.Xhasaskedmetoreporttoinvestigate…/evaluate…/study…/recommend…/analyze…/givefeedback.../estimate.../assess…Body(Findings)Objective&ImpersonalSpecific&FactualCollectedwithouthumanhelpConclusions:Cannotbemadeotherthanbyhumans;InterpretedfindingsRecommendationsSpecific&constructive:REASON+SUGGESTIONDescribewhatwillhappenifyourrecommendationisfollowedorwhatmighthappenifitisnot.ExecutiveSummary(optional,long,twoparts:①purpose②f,c,r)5.DifferencebetweenInformational&AnalyticalReportInformationalreportsCollectinformation,providedataAnalyticalreportsEmphasisisplacedonanalyzing,drawingconclusions,andproposingrecommendations.Informationalreports[periodicreports,situationalreports(tripreports,progressreports),InvestigativeReport]6.LayoutofInvestigativeReportTitle:Reporton…Introduction(Purpose+Background)Body(ScopeoftheInvestigation+MethodsoftheInvestigation+Findings)Conclusion(Summary)Recommendation(optional)7.FeasibilityreportAuthor'sanalysisAfeasibilityreportanalyzestheavailableinformationtodeterminewhetheraprojectisworthdoingandwhatisthechanceofsuccess.Itconvincesyourreaderswhethertheprojectshouldbecarriedoutandaparticularplanisthebestfordoingitsuccessfully.Italsohelpsreaderstoconsiderthefeasibilityoftheproposalfromdifferentangles.8.FormulaofFeasibilityReportTo:…From:…Date:…Subject:FeasibilityReporton…Introduction:（background,scope）_____(時(shí)間)ago,I____(背景介紹)toseewhetherwecould_____(項(xiàng)目名稱).Thisreportisto____(此報(bào)告的目的)andtomakerecommendationsabout____(與項(xiàng)目有關(guān)的活動(dòng)).Theinformationwasmainlyachievedby_____.(調(diào)研方法)Findings:（opportunities,risks）___(對(duì)方名稱)isalreadyworkingon____(對(duì)方已經(jīng)在做的工作).Theyareverypositiveabout____(對(duì)方的態(tài)度).Theyproposeanideaof_____(對(duì)方提出的合理化建議)Conclusions:The____(方案類型)programisvery____(對(duì)項(xiàng)目的簡(jiǎn)單描述).Thisprojectlooks____(可行與否),anditshowsa____(成功率高還是低)possibilityforsuccess.Recommendations:Thus,weshould____(對(duì)后續(xù)工作的建議)and____(對(duì)后續(xù)工作的建議)assoonaspossible,and____(對(duì)后續(xù)工作的建議)withtheirmanagers.補(bǔ)充analyticalreport：1）findings,conclusions,andrecommendations2)RecommendationReports3)FeasibilityReport4)yardstickreports(指標(biāo)報(bào)告)9.ProposalRecommendationReportsWritearecommendationreporttoseekapprovalwhenjustifyingorrecommendingsomething,suchasinstallinganewcomputersystem,hiringnewemployees,raisingfundsandadoptinganewmethod.10.DifferencebetweenRecommendationReport&FeasibilityReport:1)FR:--Studypossibilityofsuccess.Answer:yes,no,maybe.2)RR:--Stronglyrecommendstheactionsuggested.11.FormulaofProposal(RecommendationReport)Proposalon…Introduction:Ourcompanyhasrecently____(發(fā)生了什么事，即寫作背景)._____(何人)hasaskedmetowriteareportto_____(寫給何人)on_____(何時(shí)).Thisreport____(關(guān)于何事)andisto____(為了什么，即寫作目的)Findings:Afterlookingintoallthecomplaints,_____(指出問題都出現(xiàn)在哪些方面)：______(問題1)______(問題2)……Conclusions:Inaword,thereare____(需要改進(jìn)的地方)thatareinneedofimproving.Recommendation:Basedonthosefindingsmentionedabove,thefollowing____(解決方法)arefirmlyrecommended:______(方法1)______(方法2)……_______(報(bào)告撰寫人簽名，職務(wù))______________(報(bào)告撰寫日期)12.UsefulexpressionsforBusinessReportForIntroduction:Thisreportsetsouttoexplainthecompany'srecentsuccessandpublicizeourconsequentplansforexpansion.Thepurposeofthisreportistoimproveefficiency.Theobjectiveofthisreportistosummarizetheachievementswe’vemadeaswellasthesetbackswe’veexperiencedinthepastyear.ForRecommendation:Onthebasisofmyinvestigation,itissuggestedmoststronglythatwechangeourpackagedesign.Itisfeltthatitwouldbebettertoestablishaseparatedepartmentforproductdevelopmentthanexpandthecurrentdutiesofmarketresearch.13.Language&WritingStyleofBusinessReportObjective&ImpersonalSpecific&FactualCoherentReportedspeechUsingGraphicsTypesofgraphics:Atable(detailed,specificinformation)Alinechart(trendsorrelationshipsoftwo)Abarchart(amounts)Apiechart(numbers)Aflowchart(Sequence)14.SupplementalWritingSkillsforReportsWithoutabbreviationsActivetone“我公司不能對(duì)訂貨少于10箱的單位發(fā)貨?！薄癢ecannotsupplyinpacksoflessthanten.”(Negative)“Tokeeppackagingcostsdownandtohelpourcustomerssaveonpostage,wesupplyinpacksoftenormore.”(Positive)“Assoonaspossible”Situation:“如果你在要求對(duì)方完成一項(xiàng)他們正常職責(zé)之外的工作”Wewillappreciateyourtranslatingforusassoonaspossible.Icancomeforaninterviewassoonaspossible.“Iwouldbeabletocomeforaninterviewwhenitisconvenienttoyou.”Passivevoice:tobeobjectiveandstresson“matter”“Ifoundfromtheinterviewthat…”“Thefindingsarebasedoninterviews…”Withoutsubject“Ifounditessentialtotaketheactionimmediately.”“Itisessentialthatactionistakenimmediately.”“Itisfeltthat…”“Itissuggestedthat…”Formalwords&phraseNounphrase“Thestafffeelsdeeplyunhappythatmanagementdoesnotrecognizetheirefforts.”“Akeystaffcomplaintislackofrecognition.”10TechnicalDescription&OperatingInstructionPart1TechnicalDescription1.TechnicalDescriptionThetechnicaldescription(Akindofself-introduction)isaverbalrepresentationofaproductorprocess.Aneffectivedescriptiontransfersamentalimagefromthewriter’smindtothereader’s.Descriptionsofproductsareindispensibletoaproductcatalogueorpurchaseorder.Moreoftentheyarefoundinonesectionofamanualorreport.2.ContentsofdescriptioninbusinessGivingcustomersagoodideaofitsfeaturesShowinghowaproductismadeShowinghowaproductworksShowingwhyaproductisusedSometimesprovidingaframeworkforfurtherdiscussion3.ThreemajortypesofdescriptionsDescriptionofExternalFeaturesIntendedtoidentifythegoodsunderquestionConcerningmerelytheexternalfeaturesofcommodities.CommoninproductcatalogandpurchaseorderUsuallybriefandspecificDescriptionofProcedure(Involvingaprocess,oraprocedure)Appearingsimilartoinstructions,whichalsoinvolveaprocess,asequenceofoperations.Unlikeinstructions,theyaremainlyintendedtogivereadersanunderstandingofthegeneralprocess,ratherthaninstructingthemhowtoworkthroughit.DescriptionofProductGivingdetailedinformationonaproduct,suchasitsappearance,functions,components,etc.Presentingaoverallpictureofaproductandthusareusedasapartofproductfeaturing.4.MethodofDevelopmentWhendoingaprocessdescription,dividetheprocessintodistinctstagesandthenpresentthemstepbystep.Usuallyachronologicalorderisconvenientforthispurpose.Inproductfeaturing,followthesequence:Giveadefinitioninageneralterm→Externaloverview→Descriptionsofthefunctionandpurpose→Detaileddiscussionofcomponents5.LanguageofDescriptionsAnalogy,simileandmetaphors.6.IllustrationsinDescriptionsIllustrationsintheformofphotographs,drawings,anddiagramsareverypowerfulvisualaids.Showingrelationshipmoredramaticallythanwordsalone,andgivingagreatdealofinformationmoreefficiently.Photographshelpreaderstohavearealisticviewoftheobject.Alsovisualistheproportionofeachpartoftheobjectinrelationtootherparts.Part2OperatingInstruction7.OperatingInstructionsTellinganaccountanthowtofilloutanewform.Showingatechnicianhowtosetupandoperateanewpieceofequipment.Instructingasurgeonintheproperuseandcareofanewtool.Operatinginstructionsareassociatedwithconsumerproducts.Operatinginstructionsexplaintousershowtooperateadeviceoruseaproduct.8.DifferencebetweenInstructionsandDescriptionsInstructionsenablethereadertodosomethingwithminimumhesitation;theydonotnecessarilyrequirehimtounderstandtheoperation.Theyexplaintousershowtooperateadeviceoruseaproduct.Descriptionsareverbalrepresentationofaproductorprocess.Theyshowthereadershowaproductismade,howitworksandwhyitisused.Theygivetheconsumersagoodideaofitsfeatures.9.FeaturesofOperatingInstructionsCompleteAccuratePreciseAnymissingorinaccurateinformationmayleadtodisastrousconsequences.10.PointstoConsiderWhenWritingInstructionsUnderstandyourtaskwellInstructionwritersneedtoknowabouthowtheoperationsgo.Agoodunderstandingofeachstageofoperationcanhelpyouavoidgivingconfusingorinaccurateinstructions.Youmayinterviewsomeonewhoisfamiliarwiththeoperations,watchhimperformthetask,andaskquestionsateachstageofoperation.AnalyzeyouraudiencewellThelevelofknowledgeandexperienceofreaderscanconstraintheapproachtoinstructions.Avoidcomplicatedsentencesinwritinginstructions,especiallywhenyoujudgethereadershavelimitedlanguageability.Ausefultipforanalyzingyouraudienceistoputyourselfintheframesofreferenceofyourreaders.ChooseaproperlayoutUselanguageskillfully.11.LayoutofInstructionsHeadingIntroductoryexplanationToolsormaterialsWarningsGeneralbackgroundSequencedinstructionsTrouble-shootingguide12.SequencedInstructionsOnegoodwaytomakeinstructionseasytofollowistodividethemintoshort,simplesteps.Thesestepsshouldbegivenfollowingapropersequenceandtheyshouldnothavegapsandloops.Wheretherearealargenumberofsteps,dividethemintosectionswithasubheadingforeach.UsecontinuousArabicnumbersthroughouttoindicatethecontinuityofthesteps.13.StylesofPresentationListandProse（completepassage）14.LanguageofInstructions①Simpleimperatives（Addressee“you”isoftenleftout）②Modalverbs3)conditionsandaimsofaction4)positivesentences5)negativesentences6)avoidrelativewords7）avoidambiguity8)becarefulwithtechnicalwords9)apracticaltrip（課本194）11Contract（詳見課本226至241）1.AChecklistofSomeEssentialClausesinSalesContractsIntroductionPriceDeliveryTermsofpaymentDocumentsClaimsSettlementofdisputesGoverninglawTerminationForceMajeure2.SalesorPurchaseContractinInternationalTradingTitlePreambleNameofcommodityQualityQuantityPricePacking/packageInsuranceShipment&DeliveryIndustrialPropertyRight&PatentPaymentInspectionTrainingConfidentialClauseGuaranteeClaimBreach&RescissionofContractArbitrationForceMajeureApplicableLawsMiscellaneousClauseWitnessClause3.TermsofPaymentB/EBanker’sdraftBanktransferCashinadvanceAdvancedpaymentLetterofCreditIrrevocableLetterofCreditConfirmedcreditDocumentarycollectionOpenaccount4.DocumentsInvoice,transportdocuments,certificateoforiginandinspection,commercialinvoice,etc.B/L,AirWaybill,Mate’sReceipt,CargoReceipt,Freight-Forwarder’sDocuments,PostalReceipt,manuscriptsignatureetc.5.SettlementofDisputes①Litigation;②Arbitration6.PointstoponderinContractWriting酌情使用公文語慣用副詞hereafterthereafterthereon\thereuponthereunderHeretohereinabove\hereinbeforehereinafter\hereinbelowthereinbeforethereinafter例：本合同自買方和建造方簽署之日生效。ThisContractshallcomeintoforcefromthedateofexecutionhereafterbytheBuyerandtheBuilder.易混淆的詞語2.1shippingadvice與shippinginstructions2.2abideby與complywith例:雙方都應(yīng)遵守/雙方的一切活動(dòng)都應(yīng)遵守合同規(guī)定。BothpartiesShallabideby/Alltheactivitiesofbothpartiesshallcomplywiththecontractualstipulations.2.3changeAtoB與changeAintoB例：交貨期改為8月并將美元折合成人民幣。

BothpartiesagreethatchangethetimeofshipmenttoAugustandchangeUSdollarintoRenminbi.2.4ex與per例：由“維多利亞”輪運(yùn)走/運(yùn)來/承運(yùn)的最后一批貨將于10月1日抵達(dá)倫敦。Thelastbatchper/ex/byS.S."Victoria"willarriveatLondononOctober(S.S.=Steamship)in與after例：該貨于11月10日由“東風(fēng)”輪運(yùn)出，41天后抵達(dá)鹿特丹港。ThegoodshallbeshippedperM.V."DongFeng"onNovember10andareduetoarriveatRottedamlin140days.(M.V.=motorvessel)2.6on/upon與after例：發(fā)票貨值須貨到付給。Theinvoicevalueistobepaidon/uponarrivalofthegoods.2.7by與before例：賣方須在6月15日前將貨交給買方。Thevendorshalldeliverthegoodst