大学商务英语写作-busines writing整理

20XX年复习资料

大 学 复 习 资 料

专 业： 班 级： 科目老师： 日 期：

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商务英语写作

Chapter 1

一． The ability to write effectively is a valuable business

asset. (3reasons)

1) Business is transacted in writing;

2) Writing effectively helps increase company sales and profit;

3) Proficiency in writing gives a personal advantage

二. Business writing has three functions:

1) To inform: convey information—explain instruction, announce meetings and procedures, acknowledge orders, accept contract…

2) To influence: affect the reader’s attitudes and actions

3) To entertain: retain the reader’s goodwill

三. Criteria for Effective Business Writing— 6/7Cs Principles 1) Courtesy

Dear Sirs, we are sorry you have misunderstood us. (×)

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---Dears Sirs, we are sorry we didn’t make ourselves clear. (√)

We cannot understand why you have had trouble with these articles. (×)

---We presume that there must be some reasons for you having trouble with these articles. (√) I write to send my congratulations. (×)

---Congratulations to you on your promotion! (√)

We won’t be able to send you the brochure this month. (×) ---We will send you the brochure next month. (√)

Your letter is not clear at all. I can’t understand it. (×) ---If I understand your letter correctly… (tactful) (√)

❖ Using your-viewpoint

--a technique for building goodwill

--emphasizes the reader’s interest and concerns.

例子：

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1．A large sale of our products will make our company more profitable.

---A good sale of the products will benefit you. 2. We are in need of fund and you must pay … ---To maintain your excellent credit, please remit… 3. We can not offer you any refund… ---You could obtain a refund if …

4. Obviously you forget telling us the color…

---Please indicate your choice of color…

5. I am happy to report

---You will happy to know …

6. We are please to have your new account

---Your new charge account is now open for your convenience .

7. We make Willet razor in three weights--light, medium, and

heavy.

---So that you can choose the one razor that is just right for your beard, Willet makes razors for you in three weights—light, medium, and heavy.

❖ Taking a positive tone

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---Speak of what can be done instead of what cannot be done, of the pleasant instead of the unpleasant

---Positive words make messages more diplomatic and promote positive human relation

例子1：---- State ideas using positive language

1.

Don’t forget to submit your report …

--- Remember to submit …

2.

We can’t ship your goods until…

---You will receive your goods …

3.

You neglect to indicate the specification …

---Please send the complete specification …

4.

We cannot deliver your order on schedule because of

the earthquake.

---We will deliver your order when the road resumes to traffic.

5.

We cannot deliver your order on schedule because of

the earthquake.

---If we solve the financial problem, we will start the project.

例子2：---- Avoid using second person when stating negative ideas

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1. You made numerous mistakes on this page.

--- This page contain numerous mistakes. ( preferred) 例子3：---- Use passive voice to convey negative ideas

1.

Suburo did not proofread this proposal carefully

--- The proposal was not proofread carefully

2.

Suburo completed the job two months behind the

schedule

--- The job was completed two months behind the schedule

3.

Suburo completed the job two months ahead of the

schedule

--- The job was completed two months ahead of the schedule

例子4：---- Use the subjunctive mood

1. I cannot accept the recommendation

--- I wish I could accept the recommendation

2. I am not able to accept your invitation

--- I could accept your invitation if I were to cancel my meeting on …

例子5：---- Include a pleasant statement in the same sentence

1. Your personal ratings for communication ability were

satisfactory.

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--- Your personal ratings for communication ability were satisfactory, but your rate for technical competence was excellent.

❖ Being conversational

1. Please be advised that your should sign the form before

the 1st.

--- Please sign the form before the 1.

2. Kindly advise at an early date.

st

--- Please let me know soon.

3. I herewith hand you …

--- Here is …

4. Thanking you in advance …

--- I’ll sincerely appreciate 2) Correctness

3) Conciseness简洁-- write in the fewest possible words without sacrificing completeness and courtesy. 例子：Cluttering words------Concise substitutions

At the present time---Now, For the purpose of---For,

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For the reason that ---Since/because, An accordance with---By

In view of the fact that--- Since/because, In the near future---Soon,

On the basis---By, On the occasion of---On, With a view to---To

With regard to, with reference to---About, Prior to---Before

4) Consideration 5) Clarity

6) Concreteness-- writing should be vivid, specific and definite rather than vague, general and abstract

❖ 例子：general----specific

 Our apples are excellent.

Our apples are juicy, crispy and tender. (Concrete)

 Smithton Company is our big buyer.

Smithton Company did more than one million USD worth of business with us in 20XXXX. (Concrete)

 These brakes can stop a car within a short distance.

These Goodson power brakes can stop a 2-ton car within 24 feet.

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 A decision has been made to set up an office in

Osaka.

The board of directors decoded to set up an office in Osaka. 7) Completeness

四．Basic Patterns of Writing

 Directness in Good-news and Routine Messages

(deductive approach演绎法)-----direct approach 1）begin with the major idea,

2）provide supporting details after the main idea 3）end with goodwill.

 Indirectness in Bad-news messages and persuasion or

sales letters. (inductive approach归纳法) ------indirect approach 1）A buffer;

2）Reasons supporting the negative decision; 3）A clear, diplomatic statement of the negative decision;

4）A helpful, friendly, and positive close.

Suggestion:

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1. Conversational style 2. Informal style 3. Avoid the old language of business 4. You-viewpoint (you-attitude) * Avoid insincerity

5. Accent on positive language 6. Singling out your reader 7. Using the reader’s names 8. Avoid anger Project a Positive, Tactful Tone:

1. State ideas using positive language 2. Avoid using second person when stating negative ideas 3. Use passive voice to convey negative ideas

4. Use the subjunctive mood 5. Include a pleasant statement in the same sentence.

第一章课后习题

一、negative 改成 positive

1. Unfortunately, your order can not be sent until next week. Your order can only be sent next week.

2. To avoid the loss of your credit rating, please remit payment within 20XXXX days.

Please remit payment within 20XXXX days so that you can maintain your credit rating.

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3. Your misunderstanding of our January 8 letter caused you to make this mistake.

If you had understood our January 8 letter, you would have done it correctly.

4. You cannot visit the plant except on Saturday. You can visit the plant only on Saturday.

5. Our material won’t do the job unless it is reinforced. Our material will do the job only when it is reinforced. 6. Your negligence in this matter caused the damage to the equipment.

If you had taken proper care of the equipment, it would have been in good condition.

7. We regret to inform you that we cannot permit you to use our clubhouse for your meeting on Saturday, as the Boys Corp asked for it first. We can, however, let you use our conference room, but it seats only 60.

Although the Boys Corp has reserved the clubhouse for Saturday, we can instead offer you our conference room, which seats 60.

8. We regret to inform you that we must deny your request for credit.

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For the time being, we can serve you only on a cash basis.

二、we-viewpoint 改成 you-viewpoint

1. We will be pleased to deliver your order by May20XXXX. Your order will be delivered by May20XXXX.

2. We have worked for 20XX years to develop the best model car for our customers.

Our customers will find the best model car which we have spent 20XX years to build.

3. I am pleased to inform you that i can grant your request for payment of travel expense.

You will be glad to know that your request for payment of travel expenses is granted.

4. We are happy to report approval of your application for membership.

You will be happy to get our approval of your application for membership.

5. We can permit you to attend classes during company time only when the course is related to your work assignment.

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You can attend classes during company time if the course is related to your work assignment.

6. We have received your letter of May20XXXX. Thank you for your letter of May20XXXX.

7. We have been quite tolerant of your past-due account and must now demand payment.

If you are to continue to enjoy the benefits of credit buying, you must clear your account now.

8. We have shipped the Dove desk set your ordered on May3. The Dove desk set you ordered on May 3 has already been shipped and should reach you soon.

9. Our rich experience in the publishing business has enabled us to provide the best service possible.

Customers will be provided with the best service owing to our rich experience in the publishing business.

20XXXX. We can sell at discount prices, but we cannot permit returns of merchandise.

Though returns of merchandise are impermissible, you can buy at discount prices.

三、general 改成 specific

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1. We have found that young men are best for this work. Re: people aged 25-30 2. She makes good grade. Re: A

3. John lost a fortune in Las Vegas. Re: over $4,000

4. If we do not receive the goods soon, we will cancel the order.

Re: by this Friday.

5. Last year’s profit was substantial. Re: profit last years was about a million. 6. Some years ago she made good money.

Re: Ten years ago she made thousands of dollars a month. 7. His grade on the aptitude test was very high. Re: over 20XXXX0.

8. Here is a product with very little mark-up. Re: only 3% mark-up.

9. Damage from the fire was significant. Re: over a million yuan.

20XXXX. We will need some new equipment soon.

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Re: two pieces of/ next month.

四、Cluttering 改成 concise简洁

1. In view of the fact that we financed the experiment, we were entitled to some profits.

Since we financed the experiment, we were entitled to some profits.

2. We will deliver the goods in the near future. We will deliver the goods soon.

3. Mr. Watts outlined his development plans on the occasion of his acceptance of the presidency.

Mr. Watts outlined his development plans at his acceptance of the presidency.

4. I will talk to him with regard to the new policy. I will talk to him about the new policy. 5. The candidates who had the most money won. The candidates with the most money won.

6. You should study all new innovations in your field. You should study all innovations in your field.

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7. In accordance with the plan, the company sold all the machines.

By the plan, the company sold all the machines.

8. Losses caused by the strike exceed the amount of $450,000. Losses caused by the strike exceed $450,000.

9. Mr. Wilson replaced the old antiquated machinery with the new machinery.

Mr. Wilson replaced the antiquated machinery with a new one. 20XXXX. There are many obligations that we must meet. We must meet many obligations.

五、Be conversational

1. I hereby acknowledge receipt of your July 7 letter. I have received your July 7 letter.

2. Anticipating your reply by return mail, I remain. I hope to get your reply.

3. We take pleasure in advising that Contract No.20XXXX is hereby canceled.

We’d like to inform you that Contract No.20XXXX is hereby canceled.

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4. I shall appreciate the pleasure of your reply. Please reply.

5. This is to advise that henceforth all invoices will be submitted in duplicate.

Please submit all invoices in duplicate from now on. 6. You are hereby advised to endorse the proposal and return same to the undersigned.

Would you endorse subject proposal and return it to the undersigned?

7. In replying to your esteemed favor of July 7, I submit under separate cover the report you requested.

I sent under separate cover the report you requested in your letter of July.

8. Replying to your letter of August 3 we would state that we deem it a great pleasure to accept your kind offer to serve on the committee.

Your kind offer to serve on the committee is highly appreciated.

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Chapter 2

一 、Twelve elements of business letters :

1. Letterhead 信头 2. Date 日期

地址从小到大

3. Inside Address封内地址 4. Attention Line 指明收信人 5. Salutation 称呼

称呼后面加冒号是正式 ，逗

号是非正式

 Dear Sir without

specific reference, formal

 Dear Sirs without

specific reference, formal

 Gentlemen without

specific reference, formal

 Ladies and Gentlemen without specific

reference, formal

 Dear Mr. Ahrendsen male, never use Mister

instead of Mr.

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 Dear Mrs. Ahrendsen married women

 Dear Miss Ahrendsen unmarried women, girls  Dear Ms. Ahrendsen female, marital status

unknown

 Dear Messrs. Ahrendsen two or more male

addressees share

ii

the same surname; before ii partnership or company,

e.g Messrs. James Smith & Co., Ltd.

 Dear Mmes. Ahrendsen addressing two or more

ladies under

ii the same surname

 Dear Dr. Ahrendsen professional title

to show business courtesy

 Dear Professor Ahrendsen Prof. is also used

sometimes.

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 Dear Sales Agent When the

individual’s name is ii unknown, use the Person’s professional title.

6. Subject Line 事由/主题行 7. Body 信文

8. Complimentary close 结尾礼词

Formal: (Very truly yours) Yours faithfully, Yours truly, Faithfully yours, Semi formal: Sincerely yours, Yours sincerely, Cordially yours,

Informal: Sincerely, Best regards,

9. Signature签名

10. Reference Initials打字员姓名缩写

EM: mef； EM/mef; EM* mef

11. Enclosure (or Attachment) 附件

(Enclosure/Attachment) or (Encl./At.). (Enclosure: Copy of Invoice 6320XXXX)

12. Copy Notation抄送

notations like CC, cc, Cc, (all mean carbon copy).

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notation XC (xerox copy), PC (photo copy), or C (copy).

二、 Styles of Business Letters 1. Block Style齐头式

信头居中，其余部分都左对齐

2. Modified Block Style改良齐头式

信头居中，日期 敬辞，签名三项右对齐，其余部分左对齐

3. Simplified Style简化式

信头居中，各项左对齐

SUBJECT LINE 全部大写，没有salutation（称呼） SIGNARURE 全部大写，没有结尾敬辞

4. Indented Style 缩进式

每段首行锁紧4-5空格， 日期，结尾敬辞，签名 右对齐

三、 Punctuation Styles 标点  mixed punctuation

-- a colon after the salutation -- a comma after the complimentary close Dear Mr. Emerson: ...

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Sincerely,

 open punctuation

-- no colon after the salutation

-- no comma after the complimentary close Dear Mr. Emerson ... Sincerely

Chapter 3

一、Sales-related inquires

1.Conception: In international trade, inquiries are usually made by the buyers to get information about the goods to be ordered.

2.Generally a detailed inquiry includes:

1. the name and descriptions of commodity; 2. quality or specifications;

3. quantity; 4. terms of price (FOB, CFR, CIF, etc.) 5. terms of payment (by L/C, D/P, etc. ) 6. time of shipment; 7.packing method;

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3.The general plan for sales-related inquiries

①Begin directly with the objective, indicating a general inquiry about products or services.

②Include specific requests or questions about the products or services.

③If a number of questions are involved, list the questions by numbers or bullets, or leave space between them. ④End with goodwill words adapted to each particular situation. 二、Replies

1.Principles for sales-related replies:

Answer Promptly. Reply Courteously. Respond Completely. Provide Additional Information. Follow up the Answer. 2.The general plan for sales-related replies

①Begin by courteously indicating that you are answering his/her inquiries about products or services, identifying the correspondence being answered (incidentally or in a subject line).

②Express interest in the inquiry.

③If possible, answer all requests and questions, preferably in the order posed.

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④Include any necessary details that the reader may need to know.

⑤Use the opportunity to promote other products or services when appropriate.

⑥Express goodwill or take an optimistic look into the future.

Chapter 4

1. 订单 Conception :An order in trade is defined as “ a request by a customer for a company to supply goods or service”. It is the result of an offer or a counter-offer with a positive acceptance.

2. 确认函 Conception :When a company receives an order letter or order form, it often responds with a confirmation letter.

Sample 样品CIF 到岸价=Cost+ Insurance+Freight CFR 成本加运费=Cost + Freight

FOB 离岸价=free on board import license 进口许可证letter of credit 信用证

reference numbers 参考号，序列号，编号effect shipment 装货

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Chapter 5

1. Definition：Shipment is an important branch of international business.

2. 新的运输方式: combined transport， road-sea-rail journey

Consignor 发货人 Carrier 承运人 Consignee 收货人 Bill of Lading 提单

3. Shipping letters usually have four purposes:

a.urging shipment b. sending shipping instructions c. amending shipping clauses d. giving shipping advice. 4.Terms

date of shipment 装船日期；发料日期 partial shipment 分批装运，部分装运

time of shipment /time of deliver交货时间；交货期；装运时间

shipment date 装船日期；装运期 port of shipment 装货/出发/起运港 effect shipment 交货

shipment quantity 够装运的数量 prompt shipment 即期装船

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late shipment 延迟装运；前批装船货物

advice of shipment /shipping advice 装船/装运/船运通知 advance shipment 提前装船 shipment value 进出口货物金额 immediate shipment 立即装船

received for shipment 储运；收货候装；待装船 actual shipment 实际装运/载货量 Chapter 6

1. Four Payment methods：

a. open account 往来账户; b. prepaid 预付; c. documentary collection跟单托收-- Documents Against Payment (D/P)付款交单 , Document Against Acceptance (D/A)承兑付款 d. letters of credit ( L/C).信用证

2. Letters of payment and settlement of accounts usually adopt the following pattern of writing:

① In the opening paragraph, state directly and clearly which letter you are referring to.

② In the middle part, mention the method of payment your company usually adopts, thins about payment documents or accounts due, mistake or misunderstanding in the accounts and suggestions to solve the problem.

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③In th closing part, express your hope that the method of payment will be acceptable to your business partner. 3.Samples include:

① Accepting D/P payment ② Amending L/C 修改信用证 ③Payment of consignment ④ Settlement of accounts 结账

Chapter 7

1. complaints and claims situations are bad-news situations.

When the news is bad, a letter in the indirect order is usually appropriate.

2. Claim letters can be divided into two groups: routine

claims (possibly because of guarantees, warranties, or other contractual conditions)and persuasive

claims.(changing people’s attitude or influencing their actions )

Routine Claims and Adjustments Begin Directly

Chapter 8

1. When an immediate remedy is doubtful, persuasion is necessary. Unlike

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routine claim letters, persuasive claims do not begin by asking for an adjustment.

① begin the claim letter with a compliment 称赞, and follow it with the statement of the problem or a brief review of actions you have taken to solve the problem（非直接）

3. Refusal : Refusal of a request is definitely a bad news

message; therefore, an indirect order is preferred.

① Begin with words that indicate to which problem you are

making a response. You should use some buffers before telling the bad news

Chapter 9

1. AIDA plan : Attention / curiosity, Interest , Desire and

Action

2. Tips for writing of sales letters

① Don’t exaggerate(言过其实) ② Don’t belittle （贬低）

③Don’t ballyhoo(大吹大擂) ④Don’t speak ill of your competitor

Chapter 20XXXX main points:

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1.The RSVP notation means “Please let us know if you plan to attend.”

2. “Regrets only”, it will require a reply only if the invited guest cannot attend.

Chapter 11

1. Letters of apology:

① begin with an apology and reveal the purpose of the letter

1. Letters of congratulation:

① begin with the reason for writing. You should present congratulations at the first part of the letter.

Chapter 20XXXX

1.Notice & Announcement will draw attention to:

a new opening ceremony, a change in policy , a celebration , an appointment , a move

① state the matter in the first line or in the first paragraph. (directly)

2.Letters of resignation 辞职信

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a. Intention to leave and time b. Reason c. Personal feeling or comment

Chapter 20XXXX main points: 1.What is a memo?

The term “memo” (short for memorandum) is a simple and efficient message that is used to remind people of or draw people’s attention to certain matters. (describe the standard format of internal communication.) 2.Functions of a memo:

A memo may communicate information, announce policies, instruct employees, make request, or offer advice. (Memos are rarely sent to other organizations.) 3.Memo usually consists of the following parts

① Memo（or Memorandum）--It is the word written at the top center of the paper

② To—It is followed by the name of the receiver ③From-- It is followed by the name of the sender ④Date—It is usually written in “M, D, Y” form. 月份不要缩写

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⑤Subject—It is the topic of the memo. It must be brief and clear.

⑥Body—It is the message itself and often written brief Good memo body : Use a conversational tone; Be brief; Have a single topic.

4. Minutes: refer to a summarized or condensed record of what has taken place in a meeting. It is a written record to be kept for future reference.

It may record the past activities, new decisions and policies and describe the decision-making process. 5.Minutes usually adhere to the following principles； ① Start with the time, date, and place of the meeting. ②Clearly state who attended the meeting and who was absent. ③Describe what happened at the meeting in detail Should: Be concise and clear, Make a complete record, Describe what happened briefly, Be specific, Be objective, Better to use formal words and the passive voice

Chapter 20XXXX

1.The standard information found in a winning resume includes:

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① Identification ② Objective ③ Summary of achievements

④ Qualifications ⑤ Personal information ⑥Reference 2. Resumes are usually divided into three types: chronological resume时间顺序型简历；functional resume功能型简历；

and a combination of the two. Objective:

1.Prepare for employment by considering relevant

information about your self as it relates to job requirement 2.Identify career opportunities using traditional and electronic methods

3.Prepare a persuasive resume that reflects the most effective organizational pattern

4.Adapt the resume for alternate presentation and delivery options

5.Utilize employment tools other than the resume that can enhance employability

6.Write an application message that effectively introduces an accompanying print or electronic resume

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Chapter 20XXXX 1.

What is a Report?

A report is an account of an event / events, or a subject giving information to a specific reader or group of readers, usually in response to a request or enquires for information. 2.

Structure of Formal Report

 Prefatory parts

① Half-title page书名页前的简名页 （只写report 题目） ② Title page ：扉页；书名页 (包括：报告标题 作者信息 读

者信息 日期)

③Authorization 授权信，委托信

Transmittal letter or memo 递交信，说明信（日期 读者 作者

标题/ 主题）

④ Table of contents 目录 ⑤ List of figures 图表

⑥ Executive summary or abstract执行摘要/概要

 Text of report

①Introduction：

Background; Problem or purpose; Significance; Scope; Organization ②Body ③Conclusions

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④Recommendations

 Supplementary parts

①Appendix

②Bibliography or references

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