1、essential qualities of business writingTo enable Ss to become aware of functions&essential qualities of business writingTo do exercises by using functions&essential qualities of business writing,Effective Business Writing Criteria,Completeness,Concreteness,Clarity,Conciseness,Correctness,Courtesy,6C
2、s,2.Poor in your letter you claimed that ten teases were damaged in shipment3.Poor-You obviously made a mistake by sending us the wrong goods 4.Poor-We now grant you permission,vs.,Courtesy Discourtesy,Use polite wordsBe equalUse trustful wordsAvoid indignationNever behave like a bossPositive,Inform
3、al or rude Be superiorUse implicit words Accuse readersUsedemanding tonesNegative,Compare the following:,This letter is to inform you of an important change in our policy concerning insuranceWeve received your letter claiming that ten tea-sets were damaged during shipment.,Since you are our regular
4、customer,we are writing to let you know about our important policy change in insurance.Weve noticed in your letter that a damage to 10 tea-sets in shipment was found.,Compare the following:,You obviously made a mistake by sending me the wrong goods.We are pleased to grant you permissionWhat you make
5、 is the most suitable one to our requirement.,Thank you for your prompt delivery.However,the goods reached us were not the ones we ordered.We are pleased to offer you a favor We find both the price and quality of your products satisfactory.,Positives,vsNegatives,Confident:We are sure you will be sat
6、isfied Direct:Please submit your application Cooperate:We agree with on part but Encouraging:A large size of order will help reduce the cost of production.,Disappointed:We hope you wont be dissatisfiedIndirect:Please do not be late in submittingDecisive:We can not comply withCritical:Because of the
7、size of your order is too small,our profitability is low.,We/I attitude,You attitude,A large sale ofour products will make our company more profitable.We are in need of fund and you must pay We can not offer you any refundObviously you forget telling us the color,A good sale of theproducts will bene
8、fit youTo maintain your excellent credit,please remitYou could obtain a refund if Please indicate your choice of color,Correctness,Correctgrammar,punctuationand spellingarebasicrequirementsfor businesswriting,Inaddition,correctnessmeanschoosingthe correctleveloflanguage,andusing accurateinformationa
9、nddata.,Conventional,vsBusiness Jargon,Improve Aware Read PaySend it back TryWe/the company FinallyThen Receive This month,Ameliorate Cognizant Peruse RemunerateReturn same to office EndeavorThe subject company In the final analysis In that time frameIn receipt of instant,Complicated/generalvs Simpl
10、e/concrete,Interrogate Subsequent to With regard to InstituteBe kind enough Under date of SoonA large volume Contact you,Ask After About Start Please On May 15An order up to$354 Call/write/fax/visit,The following paragraph contains too many words for the message:,The first main prevention method tha
11、t can help our company eliminateemployee theft is to perform pre-employment screening of all applicantsfor positions with our company.This can be a major aid to our company.Which screening technique used in the hiring process is a very importantdecision because it will either decrease the amount of
12、theft or even Increase it if we are not careful in hiring.We need to hireapplicants forpositions who have the proper work skills required for the positions andfor being successful in the jobs,and applicants who have job-relatedvalues in areas such as integrity,service,and safety to ensure that there
13、 is,The same message is conveyed in this single,short sentence:,The first method of eliminating employee theft,in our company is to screen applicants so we hire candidates who have the required work skills,as well as integrity,service orientation,and concern for safety.,Clarity,Claritytellsthereader
14、exactlywhatheorshewantsandneedstoknow,usingwordsandaformatthatmake yourwritingstotallyunderstoodwith justonereading.Short,familiarwords andsimple,shortsentencesrather than long,difficultwordsandcomplex,longsentencesarebetterforthis purpose.,Compare the followings:,They have a decided advantage in re
15、gard to freight.They informed Messrs.Smith and Richardson that they would receive an answer in a few days.,They have a decided advantage in regard to freight chargesMessrs.Smith and Richardson have been informed that they would receive an answer in a few days.,Concreteness,Yourwritingshouldbevivid,s
16、pecificanddefiniteratherthan vague,generalandabstract,especiallywhenyouarerequiringa response,solvingproblems,making anofferoracceptance,etc.,Examples,Our apples are excellent.Our apples are juicy,crispy and tender.（Concrete）Smithton Company is our big buyer.Smithton Company did more than one millio
17、n USD worth of business with us in 2004.（Concrete）,Completeness,Allnecessaryinformationanddatainthe messageshouldbeincludedbecausetheyhelp getreceiversresponsesandachievedesiredobjectives.Anincompletemessagemayresult inincreasedcommunicationcosts,lossof goodwill,sales,andvaluedcustomers,costof retur
18、ninggoods,andwastedtimetryingto makesenseoutoftheincompletemessage.,Think about it!,Suppose you are writing a letter to your supplier telling him that hisgoods were not delivered on time.What kind of information should you include in your letter?,Necessary information,Reminding him of his promise of
19、 timely delivery.What losses has this caused youAsking for compensation if there is any agreement on that.Expecting no such thing will happen again.,Revise the following,It is imperative that you reply at onceOur products are not defectiveWrite to us and tell us how much you enjoy the goodsIt would
20、increase our cost if you refuse to modify the plan,The goods which were ordered by you last month are going to be shipped sometime next week.They will have many fine features which you are sure toenjoy.If you find anything unsatisfactory,do not hesitate to inform us.,Structural Parts and Styles of B
21、usiness Letters,Objectives:To give a brief introduction to structural parts and styles of business lettersTo enable Ss to become aware of structural parts and styles of business lettersTo do exercises to familiarize the structural parts and styles of business letters,1.Structural Parts of Business L
22、etters,A business letter has eight structural parts:（a）the heading（letter-head）,（b）the date,（c）the inside address,（d）the salutation,（e）the body of the letter,（f）the complimentary close,（g）the signature（handwritten and then typed）,and（h）any added notations.,1.1.Heading（信头）,Sample:Golden Trading Compa
23、ny Ltd.34 Northern Avenue,New York,U.S.A.Tel:1234567Telex:2345667GBCFax:4455666,1.2.Date,There are different ways of writing the date.The following two are recommended.,September 15,199415 September 1994（Note the Omission of the comma）,1.2.Date,Sample:SKYVIEW ENTERPRISES7111 Terrazo Place Sarasota,F
24、l 33031（813）598 1026January 20,1995,1.3.The Inside Address（封内地址）,Examples of the inside address:（1）To an individual in a companyMr.George F.Moore Advertising Manager Price&Patterson 234 Seventh AvenueNew York 5,New York U.S.A.,1.3.The Inside Address（封内地址）,Examples of the inside address:（2）To an anon
25、ymous official in the companySales ManagerOffice Systems Pty Ltd 124 Oak Street ChatswoodNSW 2067Australia,1.3.The Inside Address（封内地址）,Examples of the inside address:（3）To a companyMessrs,Kato&Co.,Ltd 2 Nichome,Ginza Nishi Chuo-ku,Tokyo,1.4.The SalutationHere are some ways to write the salutation.,
26、Dear Sirs/Gentlemen Dear SirDear Madam Dear Mr Smith Dear Mrs Smith Dear Miss Smith Dear Ms Smith Dear John,to a company to a man if you do not know his name to a woman if you do not know her to a man to a married woman to an unmarried woman to a married or unmarried woman to a friend or someone you
27、 know well,1.5.The Body,The body of the letter is the message that the writer has to convey to the recipient.,1.6.The Closing,Notice the following chart,which gives the appropriate complimentary close to use with various salutations.,1.7.Signature,The signature is the signed name or mark of the pers
28、on who writes the letter or the firm which he or she represents.It is written in ink immediately below the complimentary close.To sign with a rubber stamp is a form of discourtesy.,1.8.Notations（记号,注释）,1.8.1.Reference Numbers（文号）,Sample:INTERCITY BANK Plc58 Jalan Thamrin Jakarta Indonesia Telephone
29、375018 Telex 6756,Your ref:Our ref:PL/fh/246,Mr.S Basuki Jakarta Furnishings 7 Jalan Arjuna Jakarta,12 January 1987Dear Mr Basuki Office furnitureWe are expanding our offices in Jakarta and we will need extra desks,lights,chairs and filing cabinets.Please send us your catalogue with your prices,size
30、s and colors for these items.Yours sincerely（Signature）PP.Mr Peter Long Manager,The Attention LineThe Subject LineIdentification InitialsEnclosureCarbon Copy“Per Pro”SignaturePostscript（附言）Sample:,Hillside,P.S.to see you at the Annual Sales Meeting at the Plaza on January 10.,P.S.I understand the sp
31、ecial entertainment is great.,2.Formats or Styles of Business Letters,Full Block Style（完全平头式）Block Style（平头式）Modified Block Style（改良平头式）Semi-indented Style or Semi-block Style with Indented Paragraphs（混合式）,Exercise,1.Please Correct the many mistakes in the following letter and separate the message i
32、nto two paragraphs.,Exercise,ELECTRICAL APPLIANCES CO.P.O.Box 3259 XXXX,XXX22th January 199.The ManagerMessrs.Clarke&.Smith Co.Ltd.68 High StreetLondon EC 4 EnglandDear SirWe thank your letter of 17th January,asking us details and prices of our electric heaters.We are pleasure in enclosing our latest price list and catalogue,together with Model X-4s details.Please do not reluctant to write when you require further information,which shall always have our best attention.,Yours faithfully,Electrical Appliances Co.Ltd.Manager,Answer,Unit 2Ap
