business english writing
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Business English Writing. 陈 习 东. Lesson One. Elements of a Good Business Letter. I. What is a business letter for?. for a specific purpose. e.g. sales letter request letter response letter etc. That means the functions of BL are. To influence reader’s attitudes & actions - PowerPoint PPT PresentationTRANSCRIPT
Business English Business English WritingWriting
陈 习 东
Lesson OneLesson One
Elements of a Good Business Letter
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I. What is a business letter I. What is a business letter for?for? for a specific purpose. e.g. sales letter request letter response letter etc.
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That means the functions of BL That means the functions of BL are are
1. To influence reader’s attitudes & actions
2. To inform
3. To entertain the readers
In all, the functions of BLs are to keep business going smoothly,efficiently, productively.
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Principles of a Good BLPrinciples of a Good BL
Five C’s
1. Clarity
2. Conciseness
3. Courtesy
4. Completeness
5. Correctness
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What is ClarityWhat is Clarity
What you say should be clear & easily understood.
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What is ConcisenessWhat is Conciseness
The words you write should give only the information that is necessary & important, using few words.
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What is CourtesyWhat is Courtesy
The way you write should be polite. You should post your letter on/ in time.
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What is CompletenessWhat is Completeness
Your letter should provide all the information & data necessary for what you talk about.
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What is CorrectnessWhat is Correctness
There should not be any mistake in your letter. Neither language nor data.
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The purpose of BL isThe purpose of BL is
To make a favorable impression on their customers;
To work in an efficient way.
II. The layout of a BLII. The layout of a BL
A letter should contains:
1. The heading,
2. The inside address,
3. The salutation,
4. The body,
5. The closing,
6. Signature.
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Heading Heading
1. Can be omitted in an informal letter
2. Should not be omitted in a formal letter Printed at the top of the stationary Consisted of the letterhead & date
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The Inside AddressThe Inside Address
The inside (the receiver’s) address is written at the left below the heading, including the name of the receiver, the address, the postal code,etc.
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The SalutationThe Salutation
Should be typed at the left below the inside address. They are:
Dear Mr./ Mrs./ Ms./ Miss/ Sir/ Madam, etc.
Dear Mr. +family nameDear +first name
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The body of the letterThe body of the letter
Principles:
1. Write clearly & to the point;
2. Be sincere, polite & thoughtful;
3. Use an appropriate tone & style;
4. Write naturally & avoid jargons;
5. Make sure you make no grammatical mistakes
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Function of the Paragraphs Function of the Paragraphs
Paragraph 1:To review the previous topicTo introduce the topic you’re going to deal
withTo make some relationship with the reader
you want to
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Paragraph 2( or more than one paragraphs)To provide the information you want to deal
with or the reader needs to know---- it is the most important section of the BL.
At the end of this section the writer should give a statement that the reader should take an action or the writer may take.
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The End of the BodyThe End of the Body
Best WishesGood LuckThank you for your cooperationWe look forward to hearing from youetc.
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The Complementary ClosingThe Complementary Closing
It should agree in tone with the salutation.See page 11.
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Signature Signature
It should be in full & intelligible script.It is followed by the typed name & job title.
e.g.See page 11-12
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Special NotationsSpecial Notations
Kinds of it
1. Reference initials;
2. Enclosure notations;
3. Carbon copy notations;
4. Mailing & classification notations;
5. postscripts
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The Reference InitialsThe Reference Initials
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The Enclosure NotationThe Enclosure Notation
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The Carbon Copy NotationThe Carbon Copy Notation
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The Mailing & Classification The Mailing & Classification NotationNotation
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The PostscriptThe Postscript
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III. Addressing The EnvelopeIII. Addressing The Envelope
1. At the Left Top: The Writer’s Information
2. In the Center: The Receiver’s Information
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VI. Telefax & E-mailVI. Telefax & E-mail
1. Telefax
2. E-mail