英語寫作商務信函BUSINESSLETTER課件

BusinessLetterCoursewareforEnglishWritingBIGDATAEMPOWERSTOCREATEANEWERA目錄CONTENTSIntroductiontoBusinessLettersTheLanguageCharacteristicsofBusinessLettersWritingSkillsforBusinessLettersExampleAnalysisofBusinessLetters目錄CONTENTSEtiquetteandCulturalDifferencesinBusinessLettersCommonerrorsandcorrectionmethodsinbusinesslettersBIGDATAEMPOWERSTOCREATEANEWERA01IntroductiontoBusinessLettersSummarywordsDefinitionandimportanceDetaileddescriptionBusinesslettersrefertoformallettersusedinthebusinessenvironmenttoestablishbusinessrelationships,communicatebusinessinformation,conducttransactions,etc.Businesslettersplayanimportantroleinbusinesscommunication,promotingbusinessdevelopment,maintainingcustomerrelationships,andenhancingcorporateimage.TheDefinitionandImportanceofBusinessLettersSummarywords:TypeandpurposeDetaileddescription:Therearevarioustypesofbusinessletters,includinginvitationletters,thank-youletters,confirmationletters,inquiryletters,quotationletters,orderletters,deliverynotificationletters,etc.Eachtypeofletterhasaspecificpurpose,suchasinvitingcustomerstoparticipateinevents,thankingcustomersfortheirsupport,confirmingtransactiondetails,inquiringaboutproductprices,providingproductquotes,confirmingorderinformation,andnotifyingshipments.TypesandusesofbusinesslettersTheFormatandStructureofBusinessLettersSummarywords:formatandstructureDetaileddescription:Businesslettersusuallyadoptaformalformat,includingtheletterhead,date,recipientaddress,title,maintext,concludingremarks,signature,andattachments.Theletterheadshouldincludethesender'snameandaddress;Thedateshouldbeinfullform,suchas"July19,2023";Therecipient'saddressshouldincludetherecipient'snameandaddress;Theformaladdressshouldbeused,suchas"DearSir/Madam";Themaintextshouldexpressinformationclearlyandavoidusingabbreviationsorslang;Theconcludinghonorificshouldexpressrespect,suchas"Bestregardstothebusiness";Thesignatureshouldbepersonallysignedbythesender;Theattachmentshouldincludetherequireddocumentsorinformation.BIGDATAEMPOWERSTOCREATEANEWERA02TheLanguageCharacteristicsofBusinessLetters

FormallanguageandaccurateexpressionUseformalandprofessionallanguagetomaintainaprofessionaltoneAvoidusingcolloquiallanguageorcasualexpressionsUseprecisionandaccuratelanguagetoensureclarityandavoidmisunderstandingsUsethethirdpersonperspectivetomaintainaformaltoneanddistanceSticktothepointandavoidexcessivewordinessorredundancyUseclearandconsistentlanguagetocommunicateideaseffectivelyUseprofessionalvocabularyandjargontodemonstrateknowledgeandexpertiseConcisewordingandstrongprofessionalismUsepoliticallanguagetomaintainapositivetoneandshowrespectUseappropriatemeetingsandclosurestoaccommodateaformaltoneUseclearandsimplelanguagetocommunicateideasclearlyandavoidfusionPoletoneandclearexpressionUsestandardEnglishlanguagetomaintainaprofessionaltoneandavoidanypotentialmisunderstandingsAvoidingusingargumentsthatmaynotbeunderstoodbythereaderAvoidusingslangorcolloquiallanguagethatmaynotbeappropriateinabusinesscontextAvoidingusingabrasionsorslangBIGDATAEMPOWERSTOCREATEANEWERA03WritingSkillsforBusinessLettersEnsurethattheletterhasaclearandspecificpurpose,suchasmakinganoffer,requestinginformation,orclosingadealUnderstandthereader'sbackgroundandneedstodetailthelettertotheirinterestsandexpectationsClarifythewritingpurposeandtargetaudienceTargetaudienceWritingpurposeIdentifythemostimportantinformationtocommunicateandpresentitinaconsensusandclearmanagerKeypointsRemoveanyunnecessaryinformationthatmayfuseordistractthereaderAvoidanceHighlightingkeypoints,conditionandclearFlowofideasArrangetheletterinalogicalorder,witheachparagraphbuildinguponthepreviousoneUseheadingsandsubheadingsOrganizethecontentusingheadingsandsubheadingstomakeiteasierforthereadertofollowClearlogicandorganizationUseaccuratelanguageandavoidanypossiblemisunderstandingsorambiguitiesAccuracyTailorthelanguagetothereader'sbackgroundandmaintainaprofessionaltonethroughtheletterAppropriatenessPayattentiontotheaccuracyandappropriatenessoflanguageexpressionBIGDATAEMPOWERSTOCREATEANEWERA04ExampleAnalysisofBusinessLettersInvitationThisletterisusedtoformallyinviteanotherpartytoparticipateinameeting,usuallyfordiscussionornegotiationofbusinessmattersItshouldclearlystatethepurposeofthemeeting,date,time,andlocation,aswellasanyrelevantinformationthattheinviteeshouldbeawareofbeforeattentionInvitationtoattendameetingThisletterisusedtoinviteanotherpartytoattendabusinessrelatedevent,suchasaconference,tradeshow,orbanquetItshouldprovideacleardescriptionoftheevent,date,time,andlocation,andanyrelevantinformationthattheinvitationneedstoknowbeforeacceptingtheinvitationInvitationtoaneventAcceptanceofaninvitationThisletterisusedtoformallyacceptaninvitationtoattendameetingoreventItshouldexpressgraduationfortheinvitationandconfirmtheacceptanceoftheinvitation,includinganyadditionalinformationthatmayberequiredbythevisitorDeclineofaninvitationThisletterisusedtodeclineaninvitationtoattendameetingoreventItshouldexpressregressionforbeingunabletoattendandprovideareasonfortherecession,ifapplicableReplytoInvitationLetterGeneralinquiryaboutproductsorservicesThisletterisusedtoinquireaboutproductsorservicesthatarebeingconsideredforpurchaseoruseItshouldclearlystatetheinquirytopicandanyspecificinformationthatisneededtounderstandtheproductorservicebetter要點一要點二RequestforquotaorproposalThisletterisusedtorequestaquotaorproposalfromanotherpartyregisteringaspecificbusinessmatterorprojectItshouldclearlystatethescopeofthematterorprojectandanyrelevantinformationthatisneededtopreparearesponsivequotationorproposalInquiryLetterThisletterisusedtorespondtoageneralinquiryaboutproductsorservicesItshouldprovideanyrequestedinformationandmayalsoincludeadditionalinformationthatmaybehelpfultotheinquirerResponsetoageneralinquiryThisletterisusedtoprovideaquotationorproposalinresponsetoarequestfromanotherpartyItshouldclearlystatethetermsandconditionsofthequotationorproposalandanyadditionalinformationthatmaybeneededbytherequesterbeforemakingadecisionQuotationorproposalresponseReplytoInquiryLetterVSThisletterisusedduringbusinessnegotiationtomakeanofferorcounterofferonaspecificmatterorprojectItshouldclearlystatethetermsoftheofferorcounterofferandanyrelevantinformationthatsupportsthepositionbeingtakenAgreementreachedThisletterisusedtoconfirmanagreementreachedduringbusinessnegotiationItshouldclearlystatethetermsandconditionsoftheagreementandanyadditionalinformationthatmaybeneededbybothpartiestofinalizetheagreementOfferandcounterofferBusinessNegotiationLetterBIGDATAEMPOWERSTOCREATEANEWERA05EtiquetteandCulturalDifferencesinBusinessLettersUseformalandrelevantlanguagewhenaddressingtherecipient,suchas"DearSir/Madam"or"ToWhomItMayConcern"Usetherecipient'sfullnameifyouknowit,ortheirtitleandlastnameifnotAvoidusingnicknamesorfamilylanguagethatmaybeinappropriateorunsatisfactoryTheuseofaddressandpatrioticlanguageExpressgraduationwhenappropriate,suchasconsideringtherecipientfortheirtimeorassistanceUseformalandsinglelanguagewhenexpressinggrammar,suchas"Werecommendyourhelp"or"Thankyouforyourattention"Apologizeifyouhavemadeamistakeorcausedinconvenience,andexpressregistryandwillingnesstomakeamendsExpressionofGratitudeandApologyRespectlocalbusinesscustomsandpracticestoavoidmisunderstandingsorofferinglocalcultureUseappropriatelanguageandtonetocommunicateeffectivelywithinternationalbusinesspartnersBeawareofculturaldifferencesinbusinessetiquette,suchasmeetings,sales,andclosingNotesonBusinessEtiquetteandCulturalDifferencesBIGDATAEMPOWERSTOCREATEANEWERA06CommonerrorsandcorrectionmethodsinbusinesslettersSummaryInappropriatewordingorinaccurateexpressionDetaileddescriptionWhenwritingbusinessletters,usinginappropriatevocabularyorexpressionsmaycausemisunderstandingsorleaveanegativeimpressiononreaders.Forexample,usingoverlycolloquialorcasualwording,orusinginaccurateterminologyorjargon.InappropriatewordingorinaccurateexpressionCorrectivemethods+Ensuretheuseofformalandprofessionallanguage.+Avoidusingslangorcolloquialexpressions.+Searchforprofessionalterminologyandexpressionsrelatedtotheindustry.01020304InappropriatewordingorinaccurateexpressionSummarywordsgrammarorspellingerrorsDetaileddescriptionGrammarandspellingerrorsarecommonwritingproblemsthatmayreducethereadabilityandprofessionalismofthe