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UNIT 2 Principles of Business Letters
1. KISS-keep it simple and short
2.Use short words
accomplish
do
application
use
approximately
about
finalize
finish
soon
with reference to
aFra Baidu bibliotekout
furnish(information, etc.) give; send
inconvenience
trouble
pertaining to
of;about; concerning
please find enclosed
Enclosed is/are;
demonstrate
show
objective
goal, aim
subsequently
later, since
obligation
duty
utilize
use
visualize
see
as to whether
whether
by means of
by
at an early date
Hoping to hear from you in the near future, best wishes.
At your earliest convenience will you please return Communication for Managers to the company library?
12.Avoid using jargons, slang, idioms, buzz-words, or cliches
e.g. Idioms
Rewrite the following sentences:
The owner insisted that the color of the car be green. This irritated the dealer.
Original: We trust this is satisfactory, but should you have any further questions please do not hesitate to contact us.
Redraft: We hope you are happy with this arrangement but if you have any questions, please contact us.
Original: Further to your recent communication. Please find enclosed the requested quotation…
Redraft: Thank you for contacting us. I enclose the quotation you asked for…
3. Why are short sentences preferred in business communication? How can sentences be shortened?
4. When can jargons be used?
You failed to obey the detailed instructions we provided with your glider kit.
We assume that you will not find fault with your Grass-All mower.
Please do not neglect to watch for unintentional errors when reviewing the manuscript.
The problem cannot be solved without the aid of top management. With the aid of top management, the problem can be solved.
10. Ask direct questions
11. Avoid overused business letter phrases
We pay 5% interest on … You earn 5% interest on…
9. Be positive
You can’t park in Lot H until May 1. You may park in Lot H starting May 1.
You won’t be sorry that… You will be happy that…
Review questions
1. Discuss the differences between concrete and abstract words. Which should you use in your business messages?
2. Explain what must be done to assure that sentences are grammatically correct.
XX product has won first prize in four national contests within the past three years.
7. Be courteous
8. Write in you-attitude
Our warranty becomes effective only when we receive an owner’s registration. Your warranty begins working for you as soon as you return your owner’s registration.
I am(I'm) enclosing
prior to
before
4. Use verbs instead of noun phrases
conduct a discussion of create a reduction in give consideration to engage in the preparation of make an assumption of make a discovery of
The company has no reason to doubt that our relationship will be free from unnecessary hassles and disappointments.
As per your request, here is the summary of the Marketing Research article you wanted.
discuss reduce consider prepare assume discover
5. Be specific
E.g. 1. Sales skyrocketed this month.
Sales increased 10 percent this month. 2. Our product has won several prizes.
