1. To inform Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations of the business. The purpose is to have the receiver understand a body of information and concentrate on the logical presentation of the contents. 1 Chapter An Overview of Business Writing 1. Courtesy Being courtesy we mean treating people with respect and friendly human concern. Courtesy usually involves three aspects: ✓ Using you-viewpoint ✓ Taking a positive tone ✓ Being conversational We-view point You viewpoint 1. I am happy to report… 1. You will happy to know… 2. We are please to have 2. Your new charge account is now your new account. 1 Chapter An Overview of Business Writing Contents of this chapter I. Functions of Business Writing II. Six C’s—Criteria and Techniques for Effective Business Writing 1 Chapter An Overview of Business Writing 1. Courtesy Examples of using you-viewpoint — A large sale of our products will make our company more profitable. — A good sale of the products will benefit you. — We are in need of fund and you must pay… — To maintain your excellent credit, please remit… — We can not offer you any refund… — You could obtain a refund if… — Obviously you forget telling us the color… — Please indicate your choice of color… 1 Chapter An Overview of Business Writing 2. To persuade In addition to providing information, some business messages also influence the reader’s attitudes and actions. 来自百度文库 Exercise II on page 16 • 11..WYeouwr iollrdbeer pwliellabseedetloivedreeldivbeyr Myoauyr1o6.rder by May 16. • 33.. IYoaumwpilllebaeseglatod itnofkonromwytohuattyhoautrIrceaqnuegsrtafnort ypoauyrmreenqtuoef sttrafvoerl pexapyemnesenstios fgrtarnatveedl.expenses. Examples of taking a positive tone — 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. (√) — 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… (√) 1 Chapter An Overview of Business Writing II. Six C’s—Criteria and Techniques for Effective Business Writing 1. Courtesy 2. Correctness 3. Conciseness 4. Clarity 5. Concreteness 6. Completeness — The job was completed two months behind the schedule. — The job was completed two months ahead of the schedule. 1 Chapter An Overview of Business Writing III. More Criteria and Techniques for Effective Business Writing IV. Approaches to Organizing Business Writing V. Avoid Sentence Faults (additional) 1 Chapter beard, Willet makes razors for you in three weights—light, medium, and heavy. 1 Chapter An Overview of Business Writing 1. Courtesy Taking a positive tone Positive words emphasize the pleasant aspects the goal and tend to put the reader in the right frame of mind. Negative words tend to produce the opposite effect. 1 Chapter An Overview of Business Writing 1. Courtesy Taking a positive tone a. State ideas using positive language — Don’t forget to submit your report… — We can’t ship your goods until… 1. Courtesy Taking a positive tone d. Use the subjunctive mood 1 Chapter An Overview of Business Writing 1. Courtesy Using you-viewpoint You-viewpoint writing emphasizes the reader’s interest and concerns. It emphasizes “you” and “your” and de-emphasizes “we” and “our”. open for your convenience. 3. We make Willet razor 3. So that you can choose the one in three weights—light, razor that is just right for your medium, and heavy. 高等学校英语拓展系列教程 主 编:胡英坤 车丽娟 外语教学与研究出版社 Chapter 1 An Overview of Business Writing 商务写作概述 1 Chapter An Overview of Business Writing Every business message is designed to achieve a specific business objective. Its success depends on what it says and to what extent it induces a favorable response from the reader. 1. Courtesy Taking a positive tone b. Avoid using second person when stating negative ideas — You made numerous mistakes on this page. (×) — This page contain numerous mistakes. (√) — You keyed a perfect copy. (√) 1 Chapter An Overview of Business Writing 1. Courtesy Taking a positive tone c. Use passive voice to convey negative ideas — Suburo did not proofread this proposal carefully. An Overview of Business Writing I. Functions of Business Writing Business writing has two functions: 1. To inform 2. To persuade 1 Chapter An Overview of Business Writing — Suburo completed the job two months behind the schedule. — Suburo completed the job two months ahead of the schedule. — The proposal was not proofread carefully. Think of examples of negative language you have heard that could be easily be stated using positive words. 1 Chapter An Overview of Business Writing 1. Courtesy • 66..wYoeuhr alevteterreocfeMivaeyd1y6ohuars lbeetetenrreocfeMiveady.16. 12 1 Chapter An Overview of Business Writing 1. Courtesy Examples of using you-viewpoint — You neglect to indicate the specification… — Remember to submit… — You will receive your goods… — Please send the complete specification… 1 Chapter An Overview of Business Writing