business english writing...

Business English Writing

商务英语写作商务英语写作

Business English Writing

商务英语写作商务英语写作

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目录Unit 1 Notices ----------------------------------------------------Unit 2 Posters -----------------------------------------------------Unit 3 Minutes ---------------------------------------------------Unit 4 Memos ----------------------------------------------------Unit 5 Business Reports ----------------------------------------Unit 6 Business Presentations --------------------------------Unit 6 Business Presentations --------------------------------Unit 7 Commercial Advertisements---------------------------Unit 8 Business Cards---------------------------------------------Unit 9 Business Greetings ---------------------------------------Unit 10 Emails -----------------------------------------------------Unit 11 Business Letter Styles -----------------------------------

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---------------------------------------------------- 48---------------------------------------- 72

-------------------------------- 101-------------------------------- 101--------------------------- 122

--------------------------------------------- 131--------------------------------------- 153

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Unit 12 Business Invitation and Responses to Invitation -------------------------------------------------------------

Unit 13 Business Procedure ------------------------------------Unit 14 Business Documents -----------------------------------Unit 15 Contracts --------------------------------------------------Unit 16 CV or Resume --------------------------------------------Unit 16 CV or Resume --------------------------------------------Unit 17 Job Application Letter ----------------------------------Unit 18 Personal Statement -------------------------------------Unit 19 Terms in Business Writing -----------------------------Unit 20 Sentences in Business Writing------------------------

Unit 12 Business Invitation and Responses to Invitation -------------------------------------------------------------212

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--------------------------------------------------289--------------------------------------------308--------------------------------------------308

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-----------------------------369------------------------373

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Unit 1 NoticesUnit 1 Notices

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Contents

Introduction

The Key Elements of Notices

Part One

Part Two

Sample NoticesPart Three

Top TipsPart Four

Introduction

The Key Elements of Notices

Sample Notices

Top Tips

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Introduction

Notices at office have different styles from letters. It is not quite formal writing compared with notices used in law or contract.

A notice conveys information in a comprehensive A notice conveys information in a comprehensive manner.

All the required information must be given in a simple, concise and attractive way so that people notice them.

Notices at office have different styles from letters. It is not quite formal writing compared with notices used in

A notice conveys information in a comprehensive

Part One

A notice conveys information in a comprehensive

All the required information must be given in a simple, concise and attractive way so that people notice them.

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The use of notice• to publicize information

• to announce meetings, football matches, lectures, the openings of new supermarkets, office removals, the openings of new supermarkets, office removals, instructions and regulations in workshops

• to reach a comparatively large number of audiences

The use of notice

to announce meetings, football matches, lectures, the openings of new supermarkets, office removals, the openings of new supermarkets, office removals, instructions and regulations in workshops

to reach a comparatively large number of audiences

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Four Elements of A Notice

• the time when the event will happen• the people who will be welcomed, invited or required• the location where the event takes place • the location where the event takes place • the main content of the event

of A Notice:

when the event will happenwho will be welcomed, invited or requiredwhere the event takes place

Part Two

where the event takes place

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Notice

Notice

the locationthe time the peoplethe main contentthe location

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Examples

Layout 1 Notice for Lounge Change 地点变化通知

How to write different forms of notices

Notices

Layout 2 Notice for Holiday Leave 放假通知

Layout 3 Notice for Quitting a job 辞职

地点变化通知

How to write different forms of

放假通知

辞职通知

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Notice for Lounge Change

Room B219 which once as our lounge will be changed into Associate Dean’s office. The lock of B219 will be changed too.

where

Notice SampleLayout 1 Notice for Lounge Change

too.Light refreshments in B219 will be moved to the administrative office. Professors and teaching assistants who need them will always be welcomed to get and enjoy.

STL Administrative OfficePeking university School of Transnational Law

2008-11-30

Notice for Lounge Change

Room B219 which once as our lounge will be changed into Associate Dean’s office. The lock of B219 will be changed

Main content

Notice for Lounge Change 地点变化通知

Light refreshments in B219 will be moved to the administrative office. Professors and teaching assistants who need them will always be welcomed to get and enjoy.

Peking university School of Transnational Lawwhen

who

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Notice for Holiday Leave

Please kindly note that the ChineseSweden including the Visa Section

Notice SampleLayout 2 Notice for Holiday Leave

Sweden including the Visa Sectionfrom April 10 to April 13, 2012 for Easter

Chinese Embassy March 11

time

Leave

Chinese Embassy inSection will be closed

main content

Notice for Holiday Leave 放假通知

Section will be closedEaster holiday.

Chinese Embassy in Sweden11, 2012

reason

who

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Dear Wendy,Thank you for opportunity to work at I have learned a lot during my time here. I truly appreciate your guidance and friendship during my time employed.However ,the time has come for me to move on. This letter is to formally announce my resignation from

Good points about job, what you have learned

reason for leaving

Layout 3 Notice for Quitting a Job

letter is to formally announce my resignation from Valendar Trust. My last day will be two weeks from today.Please let me know what I can do to make my final time here a productive experience.Regards,Sullivan

Thank you for opportunity to work at Valendar Trust. I have learned a lot during my time here. I truly appreciate your guidance and friendship during my time employed.However ,the time has come for me to move on. This letter is to formally announce my resignation from

Good points about job, what you have learned

Notice for Quitting a Job 辞职通知

letter is to formally announce my resignation from Trust. My last day will be two weeks from today.

Please let me know what I can do to make my final time

date

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Top Tips

1. Usually a notice should have a suitable heading, such as Notice for …

2. The body should include four elements: time, people, venue and the main content.venue and the main content.

3. The language use should be concise and clearcomplete and pleasing to eyes.

1. Usually a notice should have a suitable heading,

2. The body should include four elements: time, people,

3. The language use should be concise and clear，

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• Concise: in the fewest possible words.• Clear: make sure it cannot be misunderstood.

Use plain and simple words in correct sentence structure.

• Complete: make sure you have not left out anything • Complete: make sure you have not left out anything important.

• Pleasing to eyes: improve upon it till you are satisfied that it is an attractive notice that no one will fail to notice.

Concise: in the fewest possible words.Clear: make sure it cannot be misunderstood. Use plain and simple words in correct sentence

Complete: make sure you have not left out anything Complete: make sure you have not left out anything

Pleasing to eyes: improve upon it till you are satisfied that it is an attractive notice that no one will

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Unit 2 PostersUnit 2 Posters

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A poster is any piece of printed paper designed to be attached to a wall or vertical surface. Typically posters include both textual and graphic elements, although a poster may be either wholly graphical or wholly textual. Posters are designed to be both eye

How to Write PostersIntroduction

Posters are designed to be both eyeconvey information. Posters may be used for many purposes, and they are a frequent tool of advertisers, propagandists, protestors and other groups trying to communicate a message in politics, commerce, arts, education etc.

A poster is any piece of printed paper designed to be attached to a wall or vertical surface. Typically posters include both textual and graphic elements, although a poster may be either wholly graphical or wholly textual. Posters are designed to be both eye-catching and

How to Write PostersPart One

Posters are designed to be both eye-catching and convey information. Posters may be used for many purposes, and they are a frequent tool of advertisers, propagandists, protestors and other groups trying to communicate a message in politics, commerce, arts,

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In this section, we will get to know

posters and the format of the posters

How to Write Posters

Introduction

posters and the format of the posters

purpose.

know the types of

posters for business

How to Write PostersPart One

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posters for business

Many business posters are used for advertising products. Posters continue to be used for this purpose, with posters advertising films, music (both concerts and recorded albums), comic books, events and travel

Business Posters

recorded albums), comic books, events and travel destinations being particularly notable examples. They have been widely used in commerce.

Many business posters are used for advertising products. Posters continue to be used for this purpose, with posters advertising films, music (both concerts and recorded albums), comic books, events and travel

Part Two

recorded albums), comic books, events and travel destinations being particularly notable examples. They have been widely used in commerce.

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Layout 3 Costume/Clothing Posters

Layout 1 ZAP Saturday Warehouse Sale Posters

Layout 2 Sale Posters

Business Posters

Layout 5 Educational Posters

Layout 4 Propaganda and Political Posters

Costume/Clothing Posters

ZAP Saturday Warehouse Sale Posters

Propaganda and Political Posters

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Layout 1 ZAP Saturday Warehouse Sale Poster

Readable

Concise

Business Posters

Concise

Well organized

Legible

Layout 1 ZAP Saturday Warehouse Sale Poster

Part Two

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Layout 2 Sale Posters 销售海报

Readable

Concise

Business Posters

Well organized

Legible

Part Two

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Layout 3 Costume/Clothing Posters

Samuel & Kevin advertisement

Business Posters

advertisement poster

Part Two

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Posters for propaganda and political purpose are

very important weapons in the wars or elections or

events. A recent example of an influential political

Business Posters

events. A recent example of an influential political

poster is Shepard Fairey’s Barack Obama “HOPE”

poster.

Part Two

Posters for propaganda and political purpose are

very important weapons in the wars or elections or

events. A recent example of an influential political events. A recent example of an influential political

Shepard Fairey’s Barack Obama “HOPE”

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The most widely distributed version of Shepard Fairey’s Obama poster, featuring the


Business Posters

Obama poster, featuring the word “hope.” Other versions used the words “change” and “progress.”

The most widely distributed version of Shepard Fairey’s Obama poster, featuring the


Obama poster, featuring the word “hope.” Other versions used the words “change” and

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Layout 5 Educational Posters

Educational Posters are used in academic to promote and explain research work. They are typically shown during conferences, either as a complement to a talk or scientific paper, or as a

Business Posters

complement to a talk or scientific paper, or as a publication. They are of lesser importance than actual articles, but they can be a good introduction to a new piece of research before the paper is published.

Educational Posters are used in academic to promote and explain research work. They are typically shown during conferences, either as a complement to a talk or scientific paper, or as a complement to a talk or scientific paper, or as a publication. They are of lesser importance than actual articles, but they can be a good introduction to a new piece of research before

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Business Posters

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Readable 易读的

Readability is a measure of how easily the ideas flow from one item to the next. Text that has lots of grammatical problems, complex or passive sentence

Business Posters

grammatical problems, complex or passive sentence structures, and misspellings is “hard to read.”

Readability is a measure of how easily the ideas flow from one item to the next. Text that has lots of grammatical problems, complex or passive sentence grammatical problems, complex or passive sentence structures, and misspellings is “hard to read.”

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Business Posters

Legible 易懂的

If a text is legible, it can be deciphered. For example, an old book may not be legible if the paper has corroded or the lettering has faded. A paper has corroded or the lettering has faded. A common error in poster presentations is use of fonts that are too small to be read from 6away, a typical distance for reading a poster.

If a text is legible, it can be deciphered. For example, an old book may not be legible if the paper has corroded or the lettering has faded. A paper has corroded or the lettering has faded. A common error in poster presentations is use of fonts that are too small to be read from 6-10 feet away, a typical distance for reading a poster.

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Business Posters

Well organized 合理的

Spatial organization makes the difference between reaching 95% rather than just 5% of your audience: time spent hunting for the next idea or audience: time spent hunting for the next idea or piece of data is time taken away from thinking about the science.

Spatial organization makes the difference between reaching 95% rather than just 5% of your audience: time spent hunting for the next idea or audience: time spent hunting for the next idea or piece of data is time taken away from thinking

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Business Posters

Concise 简洁的

Studies show that you have only 11 seconds to grab and retain your audience’s attention so make the punch line prominent and brief. Most of your audience is going to absorb only the punch line(audience is going to absorb only the punch line(语). Those who are directly involved in related research will seek you out anyway and chat with you at length so you can afford leaving out all the details.

Studies show that you have only 11 seconds to grab and retain your audience’s attention so make the punch line prominent and brief. Most of your audience is going to absorb only the punch line(妙audience is going to absorb only the punch line(妙

). Those who are directly involved in related research will seek you out anyway and chat with you at length so you can afford leaving out all the

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Business Posters

Concise 简洁的


Readable 可读懂的

Legible 易懂的


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＊Use PowerPoint to create your posters.＊Use a template for posters.＊The size of the poster should be “42” wide * “42” tall.

＊Include less text, More graphs, charts and images.

Top Tips

images.＊Use color sparingly.＊Sigh up for a 20 min poster printing session.＊The most important thing to keep in mind is to

KEEP YOUR POSTER FILE SIZE SMAL.＊Most important: Feel free to print your poster

elsewhere, but you’ll be on your own.

Use PowerPoint to create your posters.

The size of the poster should be “42” wide *

Include less text, More graphs, charts and

Sigh up for a 20 min poster printing session.The most important thing to keep in mind is to KEEP YOUR POSTER FILE SIZE SMAL.Most important: Feel free to print your poster elsewhere, but you’ll be on your own.

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Unit 3 MinutesUnit 3 Minutes

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Introduction

How to take meeting minutesKnowing how to take meeting minutes accurately and communicate them quickly is an invaluable business communication skill. Many hours are lost trying to remember who agreed to do what when trying to remember who agreed to do what when badly written or worse, non-existent meeting minutes are taken. The lesson allows you to learn how to take meeting minutes effectively.

How to take meeting minutesKnowing how to take meeting minutes accurately and communicate them quickly is an invaluable business communication skill. Many hours are lost trying to remember who agreed to do what when trying to remember who agreed to do what when

existent meeting minutes are taken. The lesson allows you to learn how to take meeting minutes effectively.

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IntroductionMeeting minutes normally include these elements as standard：1.会议名称 Name of the Meeting2.会议日期、时间、地点 Date, Time, Venue/Location3.会议性质 Type of Meeting4.主持人、出席人、缺席人 Meeting Called 4.主持人、出席人、缺席人 Meeting Called By/Chairperson, Attendees, Apologies from the meeting (Approval of minutes of minutes from last meeting, Agenda Items/Open Issues, Discussion, Conclusions, Action Items, etc.)

Meeting minutes normally include these elements as

Date, Time, Venue/Location

Meeting Called Meeting Called By/Chairperson, Attendees, Apologies from the meeting (Approval of minutes of minutes from last meeting,

cussion, Conclusions,

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Introduction

5.下次会议日期及主要议程 Next Meeting Date, Time, Location, Agenda.6.休会时间 Adjournment and Date7.会议记录人签名 Signature of Note Taker

Next Meeting Date, Time,

Signature of Note Taker

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[Company/Department Name]Meeting Minutes

1.Call to order 宣布会议开始[Name of Meeting Facilitator] called to order the regular

Layout 1 Template of Formal Meeting Minutes

[Name of Meeting Facilitator] called to order the regular meeting of the [Organization/Committee Name] at [time of meeting] on [date of meeting] in [location of meeting].

2.Roll call 宣布参加会议人员[Name of Organization Secretary] conducted a roll call. The following persons were present:[List of Attendees]

[Company/Department Name]

[Date]

[Name of Meeting Facilitator] called to order the regular


[Name of Meeting Facilitator] called to order the regular meeting of the [Organization/Committee Name] at [time of meeting] on [date of meeting] in [location of meeting].

[Name of Organization Secretary] conducted a roll call. The following persons were present:[List of Attendees]

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3.Approval of minutes from last meeting [Name of Organization Secretary] read the minutes from the last meeting. The minutes were approved as read.


4.Open issuesa)[Open issue/summary of discussion]b)[Open issue/summary of discussion]c)[Open issue/summary of discussion]

3.Approval of minutes from last meeting 上次通过的决议[Name of Organization Secretary] read the minutes from the last meeting. The minutes were approved as


a)[Open issue/summary of discussion]b)[Open issue/summary of discussion]c)[Open issue/summary of discussion]

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5.New businessa) [New business/summary of discussion]b) [New business/summary of discussion]c) [New business/summary of discussion]


6.Adjournment 宣布会议结束[Name of Meeting Facilitator] adjourned the meeting at [time meeting ended].

a) [New business/summary of discussion]b) [New business/summary of discussion]c) [New business/summary of discussion]


[Name of Meeting Facilitator] adjourned the meeting

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Layout 2 Template of Informal meeting minutes

Team MeetingMeeting called by: Type of meeting:Facilitator: Note Taker:Timekeeper:Attendees:

Please read:Please bring:

MinutesAgenda item: Presenter:Discussion:

Conclusions:

Action items Person responsible

Layout 2 Template of Informal meeting minutes[Date][Time]

[Location]Type of meeting:Note Taker:

Person responsible Deadline

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Top Tips

1.The Role of the Minute TakerTraditionally secretaries sat quietly taking notes, but chances are you will be expected to take part in the meeting and take notes. It is often best if the meeting owner, facilitator, and note taker are three different owner, facilitator, and note taker are three different people.

Traditionally secretaries sat quietly taking notes, but chances are you will be expected to take part in the meeting and take notes. It is often best if the meeting owner, facilitator, and note taker are three different owner, facilitator, and note taker are three different

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Top Tips

2.Choose Your Weapon Wisely!There are plenty of gadgets (新方法take better notes, for example you can type directly onto a laptop, use a voice recorder or even get hold of a white-board that print what’s even get hold of a white-board that print what’s written on it. But beware: even the shiniest, fastest laptop is worthless when the battery lifespan is shorter than the meeting.Always take a backup pen and paper!

新方法) to help you take better notes, for example you can type directly onto a laptop, use a voice recorder or

board that print what’s board that print what’s written on it. But beware: even the shiniest, fastest laptop is worthless when the battery life-

Always take a backup pen and paper!

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Top Tips

3.Standard Meeting Minute Template

Meeting minutes normally include these elements•Time, date and venue.Attendees and apologies from absentees.•Attendees and apologies from absentees.•Key outcomes from the meeting made, actions agreed and open issues.

3.Standard Meeting Minute Template(模版/表格)

Meeting minutes normally include these elements

Attendees and apologies from absentees.Attendees and apologies from absentees.Key outcomes from the meeting – decisions

made, actions agreed and open issues.

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Top Tips

4. Who, What, When

Remember who said what by making a named seat plan at the start of the meeting when introductions are made, and referring to it as necessary.

Remember who said what by making a named seat plan at the start of the meeting when introductions are made, and referring to it as

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Top Tips

5.Use agenda (会议议程)

A good meeting will have a pre-pared agenda, and all attendees will be clear about the meeting objective (会议目的) and expected outcomes. objective (会议目的) and expected outcomes. Use the agenda to structure your notebe prepared to clarify points as the meeting progresses.

pared agenda, and all attendees will be clear about the meeting

and expected outcomes. and expected outcomes. Use the agenda to structure your note-taking, and be prepared to clarify points as the meeting

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Top Tips

6. Aim to record key themes not verbatim 句的) comments.

You don’t need to write down every comment or remark. Note only the key points that are being remark. Note only the key points that are being made and who said them.

6. Aim to record key themes not verbatim (逐字逐

You don’t need to write down every comment or remark. Note only the key points that are being remark. Note only the key points that are being

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Unit 4 MemosUnit 4 Memos

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Introduction

A Memo (short for memorandum) is a document typically used for communication within a company.

Memos can be as formal as a business letter and used to present a report. However, the heading and overall to present a report. However, the heading and overall tone make a memo different from a business letter.

Memos are generally sent to co-workers and colleagues, you do not have to include a formal salutation or closing remark.

A Memo (short for memorandum) is a document typically used for communication within a company.

Memos can be as formal as a business letter and used to present a report. However, the heading and overall to present a report. However, the heading and overall tone make a memo different from a business letter.

workers and colleagues, you do not have to include a formal salutation or closing

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Introduction

Memos are written by everyone from junior executives and engineers to CEOs. Hence, it is essential to master this basic communication form.

In this section, you will learn the general format of In this section, you will learn the general format of memos and how to write memos within the company.

Memos are written by everyone from junior executives and engineers to CEOs. Hence, it is essential to master

In this section, you will learn the general format of In this section, you will learn the general format of memos and how to write memos within the company.

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Introduction

备忘录

Memo is a kind of clear, concise, effective convey of information. convey of information. Memo is a kind of clear, concise, effective

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Introduction

指令式备忘录（Directive Memo）陈述你想要读者或者一起工作的人采用某种政策或程序。此类备忘录的开头应用一个简单明了的句子来陈

1. 指令式备忘录（Directive Memo）

陈述你想要读者或者一起工作的人采用某种政策或程序。此类备忘录的开头应用一个简单明了的句子来陈述备忘录的目的。

陈述你想要读者或者一起工作的人采用某种政策或程此类备忘录的开头应用一个简单明了的句子来陈

陈述你想要读者或者一起工作的人采用某种政策或程此类备忘录的开头应用一个简单明了的句子来陈

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Introduction

答复式备忘录（Response Memo）此类备忘录就是给读着提供说明其目的的信息有四个部分：目的陈述，总结，讨论和行动方案

2.答复式备忘录（Response Memo）

此类备忘录就是给读着提供说明其目的的信息有四个部分：目的陈述，总结，讨论和行动方案此类备忘录就是给读着提供说明其目的的信息。通常

讨论和行动方案。此类备忘录就是给读着提供说明其目的的信息。通常

讨论和行动方案。

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Introduction

出差报告式备忘录（Trip Memo）此类备忘录通常是雇员出差回来之后呈递给上级的有以下几个部分：目的陈述，总结，讨论和行动方案

3.出差报告式备忘录（Trip Memo）

此类备忘录通常是雇员出差回来之后呈递给上级的有以下几个部分：目的陈述，总结，讨论和行动方案此类备忘录通常是雇员出差回来之后呈递给上级的。

讨论和行动方案。此类备忘录通常是雇员出差回来之后呈递给上级的。

讨论和行动方案。

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Introduction

研究或实验室报告式备忘录（Field/Lab Memo此类备忘录用于检查报告和程序报告，总结、所研究的问题、采用的方法、得出的结果

4.研究或实验室报告式备忘录（Field/Lab Memo

此类备忘录用于检查报告和程序报告，总结、所研究的问题、采用的方法、得出的结果论和建议。

Field/Lab Memo），内容包括目的、得出的结果、结

Field/Lab Memo）

，内容包括目的、得出的结果、结

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Introduction

通常为以下格式：To：（读者的姓名和职务）From：（作者的姓名和职务）

1.标题部分

To：（读者的姓名和职务）From：（作者的姓名和职务）Date：（当前的准确日期）Subject：（备忘录所陈述和强调的内容备忘录所陈述和强调的内容）

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Introduction

＊备忘录的目的一般在开始部分能够被找到三部分陈述：背景和所研究的问题，工作以及备忘录的目的。

2.开始部分

三部分陈述：背景和所研究的问题，工作以及备忘录的目的。＊背景是指与所要解决问题有关的事件景；＊描述为帮助解决问题所做的工作；＊陈述写此备忘录的目的和接下来备忘录的写作内容

备忘录的目的一般在开始部分能够被找到，并且分，特定的任务或，特定的任务或

背景是指与所要解决问题有关的事件、情况或者背

陈述写此备忘录的目的和接下来备忘录的写作内容。

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Introduction

这一部分为重要的建议提供简要的论述当即理解备忘录的要点。这一部分还包括研究所运用的方法和原始资料，但是切记叙述要简明扼要

3.总结部分

当即理解备忘录的要点。这一部分还包括研究所运用的方法和原始资料，但是切记叙述要简明扼要

这一部分为重要的建议提供简要的论述，有助于读者这一部分还包括研究所运用

但是切记叙述要简明扼要。这一部分还包括研究所运用

但是切记叙述要简明扼要。

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Introduction

这一部分应包括支持你的观点的所有细节

＊从最重要的内容开始。这就是说先从重要的调查结

4.讨论部分

＊从最重要的内容开始。这就是说先从重要的调查结果或建议开始写起。＊从一般的论述开始，然后过渡到具体的观点的事实依据。

这一部分应包括支持你的观点的所有细节

这就是说先从重要的调查结这就是说先从重要的调查结

然后过渡到具体的、支持你的

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Introduction

在读者浏览了全部信息之后，要用一个客气的结尾来陈述你想要读者采取什么样的行动，读者将从所要采取的行动中获得什么样的好处，以及如何使行动方案

5.结尾部分

陈述你想要读者采取什么样的行动，读者将从所要采取的行动中获得什么样的好处，以及如何使行动方案更容易实施。

要用一个客气的结尾来读者将从所要采

以及如何使行动方案读者将从所要采

以及如何使行动方案

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Introduction

为你的调查结果提供必要的证明或者详细的信息备忘录的后面附上一览表、图表、目录等等

6.必须的附件

备忘录的后面附上一览表、图表、目录等等为你的调查结果提供必要的证明或者详细的信息。在

目录等等。目录等等。

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A Directive Memo

To: Design Team # 362From: W.B.WorkingDate: May 27, 2007Subject: Project Schedule

Layout 1 A Directive Memo

Subject: Project ScheduleAs a result of yesterday’s meeting, I suggestproject schedule listed below. Remember, weProposal by noon on July 2.

suggest we follow thewe must submit a

62

A Directive Memo

ScheduleTask Completion DateDivide research into groupsand compile information June 6

Layout 2 A Directive Memo

and compile information June 6Review designs from Kate and Bill June 11Write Proposal June 23Review ProposalSubmit Proposal for Printing

Task Completion Date

and compile information June 6and compile information June 6Review designs from Kate and Bill June 11Write Proposal June 23

June 26 June 27

63

A Directive Memo

A directive memo states a policy or procedure you want the reader or co-worker to follow. The length of the memo depends on how much space is required to properly explain the procedure. The body of the memo is a clear, concise

Top Tips

the procedure. The body of the memo is a clear, concise sentence that states the purpose of the memo.

A directive memo states a policy or procedure you want the worker to follow. The length of the memo

depends on how much space is required to properly explain the procedure. The body of the memo is a clear, concise the procedure. The body of the memo is a clear, concise sentence that states the purpose of the memo.

64

A Response MemoTo: Design Team # 362From: W.B.WorkingDate: May 27, 2007Subject: Project SchedulePurpose: This memo responds to your

Layout 2 A Response Memo

Purpose: This memo responds to yourmeeting be moved from 9 am to 10 am.Summary: This request is satisfactory as longmanagement.Discussion: Management usually has no problemtime changes in meetings, as long as meetingby noon to Cathy.Action: I have asked Cathy if she thinks thisshe said no, so all we need to do now is get approval

A Response Memo

request that the weeklyrequest that the weekly

long as it is approved by

problem with the individualmeeting minutes are turned in

this would be a problem andapproval from Steve.

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A Response Memo

The purpose of this memo is to provide the audience with desired information. It usually has four parts:ØPurpose statement

Top Tips

ØPurpose statementØSummaryØDiscussionØAction

The purpose of this memo is to provide the audience with desired information. It usually has four parts:

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MemorandumTo: Design Team # 362From: W.B.WorkingDate: May 27, 2007Subject: Project SchedulePurpose: This memo presents my impression of the meeting last

Layout 3 Memorandum

Purpose: This memo presents my impression of the meeting last week.Summary: In general, I felt that the meeting went well and much progress was made.Discussion: Barb and Jeff were able to make progress on the graphics and should have them finished next week.Kyle and Sandy are on Chapter 2 of the user manual.Recommendation: Kyle will meet with Jeff to see how they want the graphics into the text.

: This memo presents my impression of the meeting last : This memo presents my impression of the meeting last

: In general, I felt that the meeting went well and much

: Barb and Jeff were able to make progress on the graphics and should have them finished next week.Kyle and Sandy are on Chapter 2 of the user manual.

: Kyle will meet with Jeff to see how they want

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Memorandum

Trip report memo is usually sent to a supervisor after an employee returns from a business venture. The structure is listed below:＊ Purpose statement

Top Tips

＊ Purpose statement＊ Summary＊ Discussion＊ Action

Trip report memo is usually sent to a supervisor after an employee returns from a business venture. The structure is

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MemorandumTo: Design Team # 362From: W.B.WorkingDate: June 27, 2008Subject: Project Schedule

Purpose: This memo presents my impression of the meeting last week.

Layout 4 A Field/Lab Memo

Purpose: This memo presents my impression of the meeting last week.Summary: In general, I felt that the meeting went well and much

progress was made.Discussion: Barb and Jeff were able to make progress on the graphics

and should have them finished next week.Kyle and Sandy are on Chapter 2 of the user manual.

Recommendation: Kyle will meet with Jeff to see how they want the graphics into the text.

This memo presents my impression of the meeting last week.This memo presents my impression of the meeting last week.In general, I felt that the meeting went well and much

Barb and Jeff were able to make progress on the graphics

Kyle and Sandy are on Chapter 2 of the user manual.Kyle will meet with Jeff to see how they want the

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Top Tips

＊ Begin by stating the purpose of your memo.＊ Get Personal. Use words like I, you, and we. It’s a lot

more human to say, “I would like you to do this.” To get action, write in the active, not the passive, voice.

＊ Be conversational. Write the way you talk. “Use contractions,” You probably say “I’m happy.”contractions,” You probably say “I’m happy.”

＊ Keep paragraphs short.＊ Use headings to make your major points.＊ Use an objective writing style.＊ Close with a call to action. Many memos don’t close

with anything, leaving the reader hanging. If you want a response by Friday at 3 pm, say so.

Begin by stating the purpose of your memo.Get Personal. Use words like I, you, and we. It’s a lot more human to say, “I would like you to do this.” To get action, write in the active, not the passive, voice.Be conversational. Write the way you talk. “Use contractions,” You probably say “I’m happy.”contractions,” You probably say “I’m happy.”

Use headings to make your major points.

Many memos don’t close with anything, leaving the reader hanging. If you want a response by Friday at 3 pm, say so.

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As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse forthe sentences to be chatty or impolite.

Language Style and Tone in Business

the sentences to be chatty or impolite.

As memos are meant for internal communication, the language can be made more relaxed than in business letters. However, that is no excuse forthe sentences to be chatty or impolite.

Language Style and Tone in Business

the sentences to be chatty or impolite.

71

Unit 5 Business ReportsUnit 5 Business Reports

72

Introduction

A written business report is a document that conveys information to a reader who will use the information to make a decision. Business reports can be classified as:

Business Reports

make a decision. Business reports can be classified as: short informal report, short formal report, and extended formal report.In this section, you will grasp the framework of these three reports, find out differences between them, and learn their linguistic characteristics and style features.

A written business report is a document that conveys information to a reader who will use the information to make a decision. Business reports can be classified as:

Business Reports

make a decision. Business reports can be classified as: short informal report, short formal report, and extended

In this section, you will grasp the framework of these three reports, find out differences between them, and learn their linguistic characteristics and style features.

73

The strength of a business report depends on its order and content. A good business report must be accurate (correct and complete facts),

Sentences in Business Reports

be accurate (correct and complete facts), (understandable), concise（necessary details)convenient ( easy to present).

The strength of a business report depends on its order and content. A good business report must

(correct and complete facts), clear

Sentences in Business Reports

(correct and complete facts), clear necessary details)

74

Layout 1

1. Just use simple and concise language to get your point across and you will have more success.

2. Use the third person instead of using ‘I’, ‘you’ or ‘me’ in a formal report.For example

Sentences in Reports

in a formal report.For exampleThe personnel committee requested a report on…

Just use simple and concise language to get your point across and you will have more success.

Use the third person instead of using ‘I’, ‘you’ or ‘me’


The personnel committee requested a report on…

75

Layout 1

3. Use the parallel structure(排比结构within lists to enable reader to read more efficiently.

For exampleCurrently the company lacks a plan for the future,


Currently the company lacks a plan for the future, needs a mission statement, rewardsindividual production, adjusts too slowly to market forces.

排比结构), particularly within lists to enable reader to read more efficiently.

a plan for the future,


a plan for the future, rewards merit only for

too slowly to market

76

4. Apply appropriate tense Bear in mind that Information about the report should use the present tense, but informationabout what happened should be in the past tense.

For example:

Layout 1

past tense


For example:At the monthly staff meeting on Friday, 20 March 2009, you requested the information about staff satisfaction with the new microwave oven. The aim of this report is to present this information, and makes suggestions about how to improve the situation.

past tense

mind that Information about the content of the use the present tense, but information

should be in the past tense.

past tense


At the monthly staff meeting on Friday, 20 March 2009, you requested the information about staff satisfaction

new microwave oven. The aim of this report is to present this information, and makes suggestions about how to improve the situation.

present tense

past tense

77

Layout 1

5. A writer builds goodwill for himself or herself by usinga tone that is polite and sincere.

For exampleYou didn't read the instructions carefully, thus your


You didn't read the instructions carefully, thus your system has been shut down.

The system may be automatically shut down if any installation errors occur.

5. A writer builds goodwill for himself or herself by using

You didn't read the instructions carefully, thus your

impolite


You didn't read the instructions carefully, thus your

automatically shut down if any

polite

78

Layout 1

6. Use the imperative voice beginning with a verb, for recommendations in informal reports instead of using “should or must”.

For example


For exampleBalance work with the lives of employees.

6. Use the imperative voice beginning with a verb, for recommendations in informal reports instead of using


Balance work with the lives of employees.

79

Layout 1

7. Your findings should be based on opinions, objective but not subjective. The style of writing should be factual and objective.

For examplefact


For examplePilgrims sailed on the ship "Mayflower”. Everyone had an enjoyable voyage.

fact

opinion

based on facts but not , objective but not subjective. The style of

writing should be factual and objective.


Pilgrims sailed on the ship "Mayflower”. Everyone

80

Layout 18. Different types of writing require different levels of

formality. The main differences between formal andinformal reports are in tone, structure, and length. Informal language:a)Use of active voiceb)Use of personal pronouns, eg. I, you, we


b)Use of personal pronouns, eg. I, you, wec)Verbs that show feelings, eg. I think, we feel, I am pleased.Formal language:a)Use of passive voice b)Few personal pronouns c)Neutral verbs are used, ie non-emotive verbs

8. Different types of writing require different levels of The main differences between formal and

informal reports are in tone, structure, and length.

. I, you, we


. I, you, we. I think, we feel, I am

emotive verbs 81

Introduction

A Short Formal Report is for internal use in companies.

A Short Formal Report

A Short Formal Report is for internal use in

Report

82

Layout 2 A Short Formal Report

A Short Formal Report is for internal use in companies.The structure of a Short Formal Report is as follows:• Title Page • Introduction• Procedure• Procedure• Findings• Conclusions• Recommendations• Appendices


A Short Formal Report is for internal use in companies.The structure of a Short Formal Report is as follows:

83

To Mrs. K Pearson, Office ManagerFrom Christine Fellows, Personal Assistant Ref CF/AB Date 12 August 2000

Like a memorandum


• TitleCustomer reactions to the services provided at K & K leisure centre

To Mrs. K Pearson, Office ManagerFrom Christine Fellows, Personal Assistant

Like a memorandum


Customer reactions to the services provided at K & K

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• IntroductionThis report was requested by Dumfries Council and was to be submitted by 24 February. The aim of this report is to outline customer reactions given about service

past tense


service• Procedure

This report draws on results based on a market survey carried recently. A representative selection of 1250 customers were asked for feedback on service provision.

present tense

This report was requested by Dumfries Council and February. The aim of this

report is to outline customer reactions given about

past tense


This report draws on results based on a market survey carried recently. A representative selection of

feedback on service

present tense

85

• FindingsThere were four main areas of concern:1. About the parking facilities, 700 customers

responded positively, whereas 550 negatively.2. Regarding the ticket cost, slightly more than a quarter

customers (350) were satisfied, in contrast to the Factual and objective


customers (350) were satisfied, in contrast to the 900 who were dissatisfied.

3. The third issue asked, the booking service, had an equal division of opinions: almost 50% in each side.

4. Looking at the attitude of staff, more than three quarters (950) of people were totally satisfied with it.

Factual and objective

There were four main areas of concern:About the parking facilities, 700 customers responded positively, whereas 550 negatively.Regarding the ticket cost, slightly more than a quarter customers (350) were satisfied, in contrast to the Factual and objective


customers (350) were satisfied, in contrast to the

3. The third issue asked, the booking service, had an equal division of opinions: almost 50% in each side.

4. Looking at the attitude of staff, more than three quarters (950) of people were totally satisfied with it.

Factual and objective

86

• ConclusionsThe situation should change in order to please a wider range of users.• RecommendationsImprovements are required in the field of


Improvements are required in the field ofcosts, booking service and parking facilities.• AppendicesAppendix 1: Sample Survey FormAppendix 2: Results of Statistical Analysis

The situation should change in order to please a

Improvements are required in the field of ticket


Improvements are required in the field of ticket costs, booking service and parking facilities.

Appendix 2: Results of Statistical Analysis

87

Introduction

Informal Reports are used for internal use, particularly within departments and fordealing with routine issues. Memorandum format is

An Informal Report

dealing with routine issues. Memorandum format is often used for these reports.

Informal Reports are used for internal use, particularly within departments and fordealing with routine issues. Memorandum format is

port

dealing with routine issues. Memorandum format is

88

Layout 3 An Informal Report

The structure for an Informal Report is as follows:

• Introduction• Procedure• Findings• Findings• Conclusions• Recommendations

An Informal Report

The structure for an Informal Report is as follows:

89

Layout 3

• IntroductionMarisa, CEO, has required this report to evaluate customer satisfaction about service provision at MAGIC leisure centre. • ProcedureA representative selection of 1250 customers

Present perfect tense

Past tense

An Informal Report

A representative selection of 1250 customers were interviewed concerning problems encountered with the services of Magic Leisure Centre.• Findings1- 72% customers are against the Ticket Cost 2- 56% customers are satisfied with the Parking3- 52% customers are content with the service4- 76% customers are satisfied with the attitude

of the staff

Marisa, CEO, has required this report to evaluate customer satisfaction about service provision at

A representative selection of 1250 customers

Present perfect tense

Past tense

An Informal Report

A representative selection of 1250 customers were interviewed concerning problems encountered with the services of Magic Leisure Centre.

72% customers are against the Ticket Cost 56% customers are satisfied with the Parking52% customers are content with the service76% customers are satisfied with the attitude

90

Layout 3 An Informal Report• Conclusions1- Customers are satisfied with the staff2- Ticket cost needs to be reduced3- Booking service needs improvement 4- Parking services should be implemented4- Parking services should be implemented• Recommendations1- Pay Bonus to staff for positive accomplishment 2-Reduce ticket cost by 20% 3-Supply more services like coffee and refreshment

vending machine in Car Park

An Informal Report

Customers are satisfied with the staff

Booking service needs improvement Parking services should be implemented

Simple structure

Parking services should be implemented

Pay Bonus to staff for positive accomplishment

and refreshment

91

Introduction

Extended Formal Reports

Companies and governments use extended formal reports when reports are going to be seen by the public.seen by the public.

Extended Formal Reports

Companies and governments use extended formal reports when reports are going to be

92

The formal tone is required by extended formal reports. you can enhance your formality by

A. Omitting first- and second-person pronouns

For exampleWhen I asked Smith how much he wanted for the

Layout 4 An Extended Formal Report

When I asked Smith how much he wanted for theproperty, he said that he'd consider selling for $500,000.

Smith confirmed that he would consider selling the property for $500,000.

The formal tone is required by extended formal reports.

person pronouns

When I asked Smith how much he wanted for the

An Extended Formal Report

When I asked Smith how much he wanted for theproperty, he said that he'd consider selling for

Smith confirmed that he would consider selling the property

93

B. Increasing the number of compound, complex sentences

For exampleI concluded that Compound A (which you suggested) worked better than Compound B.


worked better than Compound B.

Compound A proved superior to Compound B.

B. Increasing the number of compound, complex

I concluded that Compound A (which you suggested)


Compound A proved superior to Compound B.

94

C. Reducing the use of passive voice and awkward circumlocutions (婉转曲折的陈述) to avoid firstsecond-person pronouns.

It was concluded that. . . I concluded that. . . Or The data suggest that…

The writer is therefore herewith transmitting the


The writer is therefore herewith transmitting the attached samples to the reader for her inspection.

For these reasons, I'm sending you the attached samples for your inspection.Or The attached samples require inspection because. . .

C. Reducing the use of passive voice and awkward ) to avoid first- and

It was concluded that. . . I concluded that. . . Or The data suggest that…

The writer is therefore herewith transmitting the


The writer is therefore herewith transmitting the attached samples to the reader for her inspection.

For these reasons, I'm sending you the attached

The attached samples require inspection because. . .

95

I. Pre-factory elementsA. Title page

A Report on .....An Investigation into... An Analysis of ...A Comparison of ... and ...

B. Letter or memo of transmittalC. Table of contents


C. Table of contentsD. List of figures or tables (if needed) E. Executive summary (also called abstract, synopsis)

This report contains…The design addresses. ..The details of the design are provided …I concluded that. . . The data suggest that. . . The recommendations are that …should be…


E. Executive summary (also called abstract, synopsis)

The details of the design are provided …

The recommendations are that …should be… 96

II. Main elements• Background (introduction) (用sample插入链接内容

1. Authorization (who asked you to do the project)2. Subject and purpose of report3. Scope of study (how much does it cover)4. Source(s) of information (especially first hand

sources such as surveys, interviews)


sources such as surveys, interviews)5. Other parts (as needed)

• Findings (data or information collected and the analysis of that data -- graphics also appear in this section)In general, the findings indicate that...The major finding of the investigation is that...In addition, ...Surprisingly, ..., which is an unexpected consequence of

插入链接内容10)1. Authorization (who asked you to do the project)

3. Scope of study (how much does it cover)4. Source(s) of information (especially first hand




(data or information collected and the analysis graphics also appear in this section)

In general, the findings indicate that...The major finding of the investigation is that...

Surprisingly, ..., which is an unexpected consequence of97


• Supplemental elements1. Summary (if needed)2. Conclusions (if needed)The main conclusion that can be drawn isTherefore that...Therefore that...

• RecommendationsIn the light of these conclusions, I recommend that …should be…In addition, a …could …


The main conclusion that can be drawn is…

In the light of these conclusions, I recommend

98

Layout 4 An Extended Formal ReportIII. Supplemental elementsA. Glossary (as needed - sometimes included with

prefactory parts or before the report introduction)B. Appendix (as needed - a blank copy of mailing,

questionnaire, or telephone list)C. Works cited (also called Bibliography C. Works cited (also called Bibliography

From the format above, we can see that besides necessary parts of business report, title, introduction, findings, conclusion, appendix and recommendation, an extended formal report also includes title page, letter or memo of transmittal（传送，传达）, summary / abstract, contents, glossary（词汇表）, and Bibliography


sometimes included with prefactory parts or before the report introduction)

a blank copy of mailing,

C. Works cited (also called Bibliography – as needed)C. Works cited (also called Bibliography – as needed)

From the format above, we can see that besides necessary parts of business report, title, introduction, findings, conclusion, appendix and recommendation, an extended formal report also includes title page, letter or memo of

, summary / abstract, contents, , and Bibliography（目录）.

99


Top tips• Simple and concise language makes an efficient

business report.• Parallel sentence patterns make your report

ordered and powerful.ordered and powerful.• Information about the content of the report should

use the present tense, but information about what happened should be in the past tense

• Business report should be objective and factual.• Try to use imperative voice in recommendation

and polite tone in all parts.


Simple and concise language makes an efficient

Parallel sentence patterns make your report

Information about the content of the report should use the present tense, but information about what happened should be in the past tense.Business report should be objective and factual.Try to use imperative voice in recommendation

100

Unit 6 Business PresentationsBusiness Presentations

Unit 6 Business PresentationsBusiness Presentations

101

IntroductionBusiness presentation writing is different from school presentation. In a business presentation, a presenter has clients, customers, suppliers or cointernational company as his / her audience. This requires a presentation to be appropriate in business tone. tone.

In this section, you will learn 1.The structure of business presentation and its unique characteristics in business environment.

2 How to make effective presentations.

Business presentation writing is different from school presentation. In a business presentation, a presenter has clients, customers, suppliers or co-workers in international company as his / her audience. This requires a presentation to be appropriate in business

1.The structure of business presentation and its unique characteristics in business environment.

2 How to make effective presentations.

102

The structure of business presentation introduction, the body, the short conclusion

Short IntroductionGood morning, ladies and gentlemen /Welcome to Microsoft.

Welcome your audience

Welcome to Microsoft.

Hello everyone. The purpose of my presentation is to…

Introduce your subject

he structure of business presentation is the short short conclusion.

Good morning, ladies and gentlemen /

Welcome your audience

Hello everyone. The purpose of my presentation is to…

Introduce your subject

103

To start with I'll describe the progress made this year. Then I'll mention some of the problems we've encountered and how we overcame them. After that I'll consider the possibilities for further growth next year. Finally, I'll summarize my presentation (before concluding with some recommendations). concluding with some recommendations).

Do feel free to interrupt me if you have any questions. I plan to keep some time for questions after the presentation.

To start with I'll describe the progress made this year. Then I'll mention some of the problems we've encountered and how we overcame them. After that I'll consider the possibilities for further growth next year. Finally, I'll summarize my presentation (before concluding with some recommendations). concluding with some recommendations).

Do feel free to interrupt me if you have any questions. I plan to keep some time for questions after the

Outline the structure of presentation

Explain rules for questions

104

BodyI'd like to illustrate this by showing you...I'd like to expand on this aspect/problem/point…I'd like to digress here for a moment and just mention that ... Present the subject itself

Short ConclusionI would like to recap the main points of my presentation. I would now like to sum up the main points, which were… That brings to the end of my presentation, thank you for your attention.

Summarize presentation

Thank your audience

this by showing you...this aspect/problem/point…

here for a moment and just mention Present the subject itself

the main points of my presentation. the main points, which

were… That brings to the end of my presentation, thank

Summarize presentation

Thank your audience 105

Sometimes there are Q & A(Question and Answer).Invitation to the questions:

Now I'd like to invite any questions you may haveNow I'd like to invite any questions you may haveI'm sorry but I don't have that information to hand. Can I get back to you about that ?

Sometimes there are Q & A(Question and Invitation to the questions:

any questions you may have.any questions you may have.I'm sorry but I don't have that information to hand.

Invite and handle questions

106

Effective and Persuasive Presentations

1.Start and finish with a bang(成功地quote, tell a story, or ask a question to get the audience interested.A strong open question will get the audience more involved than a general statement. Moreover, it will involved than a general statement. Moreover, it will make the presentation more interactive.For example: How many people here have a home computer?Today I'm going to tell you about the Internet.

Effective and Persuasive

成功地）: use a famous quote, tell a story, or ask a question to get the audience

A strong open question will get the audience more involved than a general statement. Moreover, it will involved than a general statement. Moreover, it will make the presentation more interactive.For example: How many people here have a home

Today I'm going to tell you about the Internet.

107

2. Use ‘signpost’ at different stagespresentations.

To make your next point, say “I’d like to point if there are no further questions.”


To change to a completely different topic, “Let’s our plans for next year. ”

different stages when we are giving

To make your next point, say “I’d like to move on to the next point if there are no further questions.”


To change to a completely different topic, “Let’s turn now to

108

To give more details about a topic, “I’d like to more on this problem we have had in Chicago.

To repeat the main points of what you have said, “I’d like to quickly recap the main points of my “I’d like to quickly recap the main points of my presentation. ”

To summarize your presentation, “I’d like to by leaving you with this thought . ”

To give more details about a topic, “I’d like to expandon this problem we have had in Chicago. ”

To repeat the main points of what you have said, the main points of my the main points of my

To summarize your presentation, “I’d like to conclude

109

3. Simple language and short sentences your point across. Avoid using long sentences, impressive words and long paragraphs.


Simple language and short sentences will get Avoid using long sentences,

impressive words and long paragraphs.

Effective and Persuasive

110

4. Write in appropriate business toneIn writing business messages, you should match tone to purpose. Your purpose in writing is to persuade them to agree with you. Try to create a friendly and sincere tone so that your readers will understand that you


tone so that your readers will understand that you sincerely wish to be of service.

a. Unfortunately, we got a better offer. b. We were pleased to receive your offer, but…

4. Write in appropriate business toneIn writing business messages, you should match tone to purpose. Your purpose in writing is to persuade them to agree with you. Try to create a friendly and sincere tone so that your readers will understand that you


tone so that your readers will understand that you

a. Unfortunately, we got a better offer. b. We were pleased to receive your offer, but…

111

5. Dealing with questionsQuestions at the end of the presentation are of four main kinds:1) you can answer on the spot


1) you can answer on the spot 2) that require further information you don't have

with you 3) you wish to avoid 4) aggressive questions.

Questions at the end of the presentation are of


2) that require further information you don't have

112

The first kind is no problem and you will deal with them as efficiently as you can. For the second kind, you should acknowledge the question as useful/important/interesting and offer to send the information on, or provide another source of information, if the questioner on, or provide another source of information, if the questioner gives you an address after the presentation.

For questions you wish to avoid and aggressive questionsshould find some formulae for politely declining to answer.

is no problem and you will deal with them as

, you should acknowledge the question as useful/important/interesting and offer to send the information on, or provide another source of information, if the questioner on, or provide another source of information, if the questioner gives you an address after the presentation.

For questions you wish to avoid and aggressive questions, you should find some formulae for politely declining to answer.

113

6.Pronouns (and other reference words) must have a clear noun that they represent.

It is best to avoid using many of these words asits, whose, that, which, they, this, those, each, etc.


its, whose, that, which, they, this, those, each, etc.Try using the noun, or a synonym for the noun.

For exampleour company, the firm, the business, etc.

6.Pronouns (and other reference words) must have a

It is best to avoid using many of these words asits, whose, that, which, they, this, those, each, etc.


its, whose, that, which, they, this, those, each, etc.Try using the noun, or a synonym for the noun.

our company, the firm, the business, etc.

114

7. Use body language, visual aids showing graphic, charts, and figures to make effective and interactive presentations.The variety to your presentation to make the presentation interesting.


presentation interesting.

1) To use of gestures for emphasis of important points2) To make eye contact with the audience3) To keep visual aids simple, clear easy to understand

7. Use body language, visual aids showing graphic, charts, and figures to make effective and interactive

The variety to your presentation to make the


1) To use of gestures for emphasis of important points2) To make eye contact with the audience3) To keep visual aids simple, clear easy to understand

115

8. Be positive!

Audiences need positive messages. Try to focus on the positive.1) State what to do—not what to avoid.

e.g. Always process orders within two days. √Never take more than two days to process an order.

2) Say what you can do—not what you can’t do.


2) Say what you can do—not what you can’t do.e.g. We can meet first thing Monday morning. √

We can’t meet now. It has to wait until Monday morning. 3) Use neutral rather than blaming language.

e.g. Let me clarify what I meant. √You misunderstood what I said. ×

4) Use words that create a positive feeling. e.g. At this company, we value natural resources. √

At this company, we don't waste natural resources.

Audiences need positive messages. Try to focus on the positive.

e.g. Always process orders within two days. √Never take more than two days to process an order. ×

not what you can’t do.


not what you can’t do.e.g. We can meet first thing Monday morning. √

We can’t meet now. It has to wait until Monday morning. ×

e.g. At this company, we value natural resources. √At this company, we don't waste natural resources. ×

116

9. Ways to make sentence formal

1) Use 'There' as a subjecte.g. 'There is a serious risk of...'

2)Use 'It' as a subject


2)Use 'It' as a subjecte.g. 'It is impossible to...'

3)Use 'One' as a subjecte.g. 'One may ask whether...' ('One' is a formal

version of 'You' [plural] in general) 4)Use the passive voice

e.g. 'Many things can be done in order to...'


e.g. 'One may ask whether...' ('One' is a formal version of 'You' [plural] in general)

e.g. 'Many things can be done in order to...'

117

IntroductionGood morning, ladies and gentlemen. My name is Mary Green and I'm a consultant with the Insight Corporation. I have ten year's experience in the field of X and the purpose of my talk today is giving you the results of our recent research into Y.

My presentation today will take about fifteen minutes My presentation today will take about fifteen minutes and falls into three stages. First I will remind you briefly of the background to the research. Next I will spend about eight minutes outlining the results and I will conclude by talking for two or three minutes about the implications of these findings. There will be another ten minutes available at the end of my talk for you to ask questions.

Good morning, ladies and gentlemen. My name is Mary Green and I'm a consultant with the Insight Corporation. I have ten year's experience in the field of X and the purpose of my talk today is giving you the results of our

My presentation today will take about fifteen minutes My presentation today will take about fifteen minutes and falls into three stages. First I will remind you briefly of the background to the research. Next I will spend about eight minutes outlining the results and I will conclude by talking for two or three minutes about the implications of these findings. There will be another ten minutes available at the end of my talk for you to ask

118

Body

That concludes the background information...and, as you can see, there are two main points to bear in mind: the effects of early research on current practices and the gaps in our knowledge that were identified.identified.Now I want to turn to the results of our recent research.

That concludes the background information...and, as you can see, there are two main points to bear in mind: the effects of early research on current practices and the gaps in our knowledge that were

Now I want to turn to the results of our recent research.

119

Conclusion

We've discussed many points today. Let me quickly summarize the principal points.

Or I'd like to quickly go over the main points of today's topic.topic.

Or Before we end, let me briefly recap what we have discussed here today.

We've discussed many points today. Let me quickly

Or I'd like to quickly go over the main points of today's

Or Before we end, let me briefly recap what we have

120

Top tips

Presentation: Introduction + Body + Conclusion (+ Q&A)

First you welcome your audience, introduce your subject, outline the structure of your presentation, then you present the subject itself. After that, conclude your presentation with a summary. In the end, don’t forget to thank your audience and invite questions.audience and invite questions.

Language Skills＊ Use clear, concise, brief and courteous language. ＊ Use positive writing style＊ Use verbs and adjectives to describe your figures＊ Make an exciting start and strong ending＊ Make your presentation logically

Presentation: Introduction + Body + Conclusion (+ Q&A)

First you welcome your audience, introduce your subject, outline the structure of your presentation, then you present

conclude your presentation t forget to thank your

Use clear, concise, brief and courteous language.

Use verbs and adjectives to describe your figuresMake an exciting start and strong ending

121

Unit 7 Commercial Advertisements

Unit 7 Commercial Advertisements

122

Advertisement is a writing of persuasion. The writing usually persuades you to buy some product or go to an interesting place. So to make the writing more

Commercial Advertisements

an interesting place. So to make the writing more persuasive, appealing to certain audience are the main purposes.

Advertisement is a writing of persuasion. The writing usually persuades you to buy some product or go to an interesting place. So to make the writing more


an interesting place. So to make the writing more persuasive, appealing to certain audience are the

123

Advertising is done in a lot of different ways. Print Advertising -- Newspapers, Magazines, Brochures (广告)手册， Filers(广告Outdoor Advertising – Billboards


Outdoor Advertising – BillboardsKiosks（报摊），Tradeshows（贸易展Events; Broadcast advertising --Television, Radio and the Internet; Covert Advertising -- Advertising in Movies

Advertising is done in a lot of different ways. Newspapers, Magazines,

广告)传单；（广告牌），


（广告牌），贸易展）and

Television, Radio and

Advertising in Movies

124

Commercials, or Adverts are advertisements between television shows. They are usually for products, normally around 30 seconds long. Internet/online advertisementsAre advertisements on a website. They are often still images or flash animations. images or flash animations. Print advertisementsPrint advertisement as Newspaper or magazine are ones that require more words to introduce products or services.

are advertisements between television shows. They are usually for products, normally around 30 seconds long.

Are advertisements on a website. They are often still

Print advertisement as Newspaper or magazine are ones that require more words to introduce products or

125

Commercial advertising media can also include wall paintings, web banners, shopping carts, web popskywriting, bus stop benches, town criers, sides of buses banners attached to or sides of airplanes(“logo jets”), inflight advertisements on seatback tray tables or overhead storage bins, taxicab doors, roof mount, subway platforms


storage bins, taxicab doors, roof mount, subway platforms and trains, stickers on apples in supermarkets, the opening section of streaming audio and video, posters, and the backs of event tickets and supermarket receipts. Any place an “identified” sponsor pays to deliver their message through a medium is advertising.

Commercial advertising media can also include wall paintings, web banners, shopping carts, web pop-ups, skywriting, bus stop benches, town criers, sides of buses banners attached to or sides of airplanes(“logo jets”), in-flight advertisements on seatback tray tables or overhead storage bins, taxicab doors, roof mount, subway platforms


storage bins, taxicab doors, roof mount, subway platforms and trains, stickers on apples in supermarkets, the opening section of streaming audio and video, posters, and the backs of event tickets and supermarket receipts. Any place an “identified” sponsor pays to deliver their message through a medium is advertising.

126

The TV commercials is generally considered the most effective mass-market advertising format, as is reflected by the high prices TV networks charge for commercial airtime during popular TV events.

The TV commercials is generally considered the market advertising format, as

is reflected by the high prices TV networks charge for commercial airtime during popular TV events.

127

Internet Advertisements is a kind of new way.

Emails, but sometimes spam without spam without permission

Internet Advertisements is a kind of new way.

Emails, but sometimes spam without spam without

128

Covert advertising is when a product or brand is embedded in entertainment and media. For example, in a film, the main character can use an item or other of a definite brand, as a cellan item or other of a definite brand, as a cellphone with the Nokia logo clearly or his watch engraved with the Bulgari logo. Another example of advertising in film, where main character played mentions his Converse shoes several times.

Covert advertising is when a product or brand is embedded in entertainment and media. For example, in a film, the main character can use an item or other of a definite brand, as a cell-an item or other of a definite brand, as a cell-phone with the Nokia logo clearly or his watch engraved with the Bulgari logo. Another example of advertising in film, where main character played mentions his Converse shoes

129

There are two types of infomercials, described as long form and short form. Long form infomercials have a time length of 30 minutes. Short form infomercials are 30 seconds to 2 minutes long. Infomercials are also known as direct response television (DRTV) known as direct response television (DRTV) commercials or direct response marketing.

There are two types of infomercials, described as long form and short form. Long form infomercials have a time length of 30 minutes. Short form infomercials are 30 seconds to 2 minutes long. Infomercials are also known as direct response television (DRTV) known as direct response television (DRTV) commercials or direct response marketing.

130

Unit 8Business CardsBusiness Cardsusiness Cardsusiness Cards

131

Business cards are cards bearing business information about a company or individual. They are shared during formal introductions as a convenience and a memory aid. A business card typically includes the giver's name,

Business Cards

Introduction

aid. A business card typically includes the giver's name, company affiliation (usually with a logo) and contact information such as street addresses, telephone number(s), fax number, e-mail and website.

Business cards are cards bearing business information about a company or individual. They are shared during formal introductions as a convenience and a memory aid. A business card typically includes the giver's name, aid. A business card typically includes the giver's name, company affiliation (usually with a logo) and contact information such as street addresses, telephone

mail and website.

132

As a student you share many of the same attributes of someone in the business world. You may meet people in the course of a day whom you do not know and who do not know

Business Cards

Introduction

You may meet people in the course of a day whom you do not know and who do not know you.

As a student you share many of the same attributes of someone in the business world. You may meet people in the course of a day whom you do not know and who do not know

133

You may meet people in the course of a day whom you do not know and who do not know

It is not always possible to spend a great deal of time talking with and getting to know the people you meet. Even when you do have time to talk, people are not always going to remember

Introduction

Business Cards

you meet. Even when you do have time to talk, people are not always going to remember everything they learned about you.

It is not always possible to spend a great deal of time talking with and getting to know the people you meet. Even when you do have time to talk, people are not always going to remember

134

you meet. Even when you do have time to talk, people are not always going to remember everything they learned about you.

When business people meet they exchange business cards. These small pieces of cards usually contain a person's name, the name of their business, and a title or description of the

Introduction

Business Cards

usually contain a person's name, the name of their business, and a title or description of the work they do, and a way to contact the person, such as a phone number or address.

When business people meet they exchange business cards. These small pieces of cards usually contain a person's name, the name of their business, and a title or description of the

135

usually contain a person's name, the name of their business, and a title or description of the work they do, and a way to contact the person, such as a phone number or address.

Business Cards

How many elements does your business card design have?

logo

Layout 1

name of organization

logo

address

How many elements does your business card

name of individual

136

individual

title

phone number

Business Cards

Layout 2

137

Business Cards

Layout 3

138

Not every type of business card has to have the name of the individual but it's a nice personalized touch. In a large organization it can be beneficial to the recipient to have the name of a specific person to contact.

Business Cards

1.Name of Individual

have the name of a specific person to contact.

Not every type of business card has to have the name of the individual but it's a nice personalized touch. In a large organization it can be beneficial to the recipient to have the name of a specific person to contact.

1.Name of Individual

have the name of a specific person to contact.

139

A business card always has a business or organization name on it. The name of the business or organization is usually the most prominent text element of a business card.

Business Cards

2.Name of Business or Organization

card.

A business card always has a business or organization name on it. The name of the business or organization is usually the most prominent text element of a business

.Name of Business or Organization

140

A physical address or a mailing address of a business card. If the company does business exclusively online or by mail, the physical address might not be a key element to include. If both a physical and a

Business Cards

3.Address

not be a key element to include. If both a physical and a mailing address are included, it may be desirable to label each one.

address or a mailing address is a typical part of a business card. If the company does business

physical address might not be a key element to include. If both a physical and a not be a key element to include. If both a physical and a mailing address are included, it may be desirable to

141

Multiple numbers are typically listed in order of fax, cell phone but you can omit any numbers that are not the preferred method of phone contact. Don't forget the area or country codes. Using parentheses(hyphens（连字号）, periods（句号

Business Cards

4.Phone Number(s)

area or country codes. Using parentheses(hyphens（连字号）, periods（句号or other characters to separate numbers in a phone number are generally a matter of preference and custom but be consistent in whatever method is chosen.

Multiple numbers are typically listed in order of fax, cell phone but you can omit any numbers that are not the preferred method of phone contact. Don't forget the area or country codes. Using parentheses(括号),

句号）, spaces（空格）,

4.Phone Number(s)

area or country codes. Using parentheses(括号), 句号）, spaces（空格）,

or other characters to separate numbers in a phone number are generally a matter of preference and custom but be consistent in whatever method is chosen.

142

Email address is an important element for businesses but other businesses or organizations might omit this form of contact unless it is one of their preferred methods of contact.

Business Cards

5.Email Address

preferred methods of contact.

mail address is an important element for web-based businesses but other businesses or organizations might omit this form of contact unless it is one of their

5.Email Address

143

Web addresses can be listed with or without the http:// preceding the URL. As with email addresses, it is an essential element for web-based businesses.

Business Cards

6.Web Page Address

Web addresses can be listed with or without the http:// preceding the URL. As with email addresses, it is an

based businesses.

6.Web Page Address

144

Not a required element, some entrepreneurs or sole proprietors might include "President" or "CEO" or some other title to give the appearance of a larger organization.

Business Cards

7.Job Title of Individual

organization.

Not a required element, some entrepreneurs or sole proprietors might include "President" or "CEO" or some other title to give the appearance of a larger

7.Job Title of Individual

145

A logo used consistently on business cards and other print / electronic materials helps to establish a company's identity.

Business Cards

8.Logo （标识）

A logo used consistently on business cards and other print / electronic materials helps to establish a

）

146

Small companies without a logo may choose to use generic （普通的） or stock images or custom illustrations that help reinforce what the company does. Small graphic embellishments or boxes might

Business Cards

9.Graphic Image(s)

does. Small graphic embellishments or boxes might be used to separate blocks of information.

Small companies without a logo may choose to use or stock images or custom

illustrations that help reinforce what the company does. Small graphic embellishments or boxes might

9.Graphic Image(s)

does. Small graphic embellishments or boxes might be used to separate blocks of information.

147

A long list will usually clutter up（弄糟business card but when using two-sided business cards a bullet list of services offered or main product lines can extend the usefulness of the business card.

Business Cards

10.List of Services or Products

extend the usefulness of the business card.

弄糟）a standard size sided business cards

a bullet list of services offered or main product lines can extend the usefulness of the business card.

10.List of Services or Products

extend the usefulness of the business card.

148

1.First, decide what you want your business card to tell others.

2.Describe yourself. After deciding on what aspect you want to focus, make a list or write a description.

Business Cards

Top Tips

2.Describe yourself. After deciding on what aspect you want to focus, make a list or write a description.

3.Decide if you want a "serious" or formal card or something more light-hearted or informal.

1.First, decide what you want your business card to tell

2.Describe yourself. After deciding on what aspect you want to focus, make a list or write a description. 2.Describe yourself. After deciding on what aspect you want to focus, make a list or write a description.

3.Decide if you want a "serious" or formal card or hearted or informal.

149

4.Use the Business Card Checklist,components of your business card. To put everything you want on this small card you may need to come up with different ways to say the same thing. Look for shorter words in place of longa single word in place of two or three different ones.

Business Cards

Top Tips

thing. Look for shorter words in place of longa single word in place of two or three different ones. Experiment with abbreviations.

5.Look at sample business cards you have collected. Identify those that have a style you might like to imitate or borrow.

the Business Card Checklist, and list the major components of your business card. To put everything you want on this small card you may need to come up with different ways to say the same thing. Look for shorter words in place of longer ones. Use a single word in place of two or three different ones. thing. Look for shorter words in place of longer ones. Use a single word in place of two or three different ones.

5.Look at sample business cards you have collected. Identify those that have a style you might like to imitate or

150

6.Sketch out some rough ideas of how you want your business card to look — including any graphics you think you want to include.

Business Cards

Top Tips

7.Using the page layout or business card available to you, transfer your rough sketches to the computer. You may have templates that will provide you with even more ideas.

8.Print your final design on business card.

6.Sketch out some rough ideas of how you want your including any graphics you

7.Using the page layout or business card available to you, transfer your rough sketches to the computer. You may have templates that will provide you with even more

8.Print your final design on business card.

151

"The business card... is kind of an extension of yourself. It's a little bit of giving yourself to someone else."

Business CardsTop Tips

— Ken Erdman, founder of the Business Card Museum, Erenheim, PA

"The business card... is kind of an extension of yourself. It's a little bit of giving yourself to someone else."

Ken Erdman, founder of the Business Card

152

Unit 9Business GreetingsBusiness Greetingsusiness Greetingsusiness Greetings

153

Business greeting can enhance your current business relationships, attract new customers, and remind old clients that you exist or show appreciation to those who have faithfully supported you during the year. It yields

Business Greetings

Introduction

have faithfully supported you during the year. It yields much to establishing and maintaining business contacts.

Business greeting can enhance your current business relationships, attract new customers, and remind old clients that you exist or show appreciation to those who have faithfully supported you during the year. It yields have faithfully supported you during the year. It yields much to establishing and maintaining business contacts.

154

It is an essential and important part of business promotion. But it is not easy to send a proper business greeting. Thus, in this section, we will get to know:

Introduction

Business Greetings

business greeting. Thus, in this section, we will get to know:

●appropriate business holiday greetings●business greetings format: titlewriting and image selection.

It is an essential and important part of business promotion. But it is not easy to send a proper business greeting. Thus, in this section, we will get

155

business greeting. Thus, in this section, we will get

greetingswriting, message

Holiday greetings for business is generally sent through a holiday greeting card engraved in a thank-you letter. Besides a warm tone, a holiday greeting suitable for business is to send a

Introduction

Business Greetings

thank-you letter. Besides a warm tone, a holiday greeting suitable for business is to send a message that is right for your reader.

Holiday greetings for business is generally sent through a holiday greeting card engraved in a

you letter. Besides a warm tone, a holiday greeting suitable for business is to send a

156

you letter. Besides a warm tone, a holiday greeting suitable for business is to send a message that is right for your reader.

To our shareholders:We want to extend to each and everyone of you our warmest wishes for the coming holiday season.

Layout 1 Holiday Greetings

Send message of greetings according to the type of relationship: clients, subordinates (

Business Greetings

warmest wishes for the coming holiday season. We are enclosing the financial results for the fourth quarter and year to date period ending on December 20 and hope that this "good news" will add to your holiday spirits. May your Christmas season be filled with happiness and joy, followed by a most wonderful New Year.

type of relationship: clients, subordinates (属), or advertising partners etc.Avoid passive (indirect) verbs in

message content, use active voice instead.

We want to extend to each and everyone of you our warmest wishes for the coming holiday season.


Send message of greetings according to the type of relationship: clients, subordinates (下

157

warmest wishes for the coming holiday season. We are enclosing the financial results for the fourth quarter and year to date period ending on December 20 and hope that this "good news" will add to your

May your Christmas season be filled with happiness and joy, followed by a most wonderful New Year.

type of relationship: clients, subordinates (下), or advertising partners etc.

message content, use active voice

For example:


Business Greetings

wordy, cold

Rather than "Your creativity is appreciated," say, "I appreciate your creativity."


158

Rather than "Your creativity is appreciated," say, "I appreciate your creativity."

The greeting message should focus on common intention and avoid religious element.If you don't know whether your reader celebrates Christmas, use "Happy Holidays" or “Wherever you


Business Greetings

If you don't know whether your reader celebrates Christmas, use "Happy Holidays" or “Wherever you are and whatever you celebrate in the coming weeks, I hope your holidays are filled with peace, prosperity, and love”. It will also strengthen business relationships.

The greeting message should focus on common intention and avoid religious element.If you don't know whether your reader celebrates Christmas, use "Happy Holidays" or “Wherever you


159

If you don't know whether your reader celebrates Christmas, use "Happy Holidays" or “Wherever you are and whatever you celebrate in the coming weeks, I hope your holidays are filled with peace, prosperity, and love”. It will also strengthen business

For business colleagues, a simpler greeting, such as Best Wishes in the New Year or Season’s Greetingsmay work better. Such messages are especially appropriate and safe


Business Greetings

Such messages are especially appropriate and safe for audiences who may not celebrate the holidays in the same way you do.

For business colleagues, a simpler greeting, such as Best Wishes in the New Year or Season’s Greetings

Such messages are especially appropriate and safe


160

Such messages are especially appropriate and safe for audiences who may not celebrate the holidays in

1.Send message of greetings according to the type of relationship.


Business Greetings

2.Avoid passive (indirect) verbs in message content, use active voice instead.

3.The greeting message should focus on common intention and avoid religious elements.

1.Send message of greetings according to the type of


161

2.Avoid passive (indirect) verbs in message content,

3.The greeting message should focus on common intention and avoid religious elements.

Mr. David Jones,It was with great pleasure that I read of your promotion to the position of manager with Valender Trust.

Layout 2 Greetings on PromotionPersonalize your message and addressing.Never address “Dear” or “Dear Patron”,Mrs. David Jones”

Mr. and Mrs. David Jones---formalAlice and David Jones---informal

Select images expressing a universal themeUnless the business is specially affiliated with a An outdoor winter scene

Business Greetings

Trust. I am sure your firm has made a very wise choice and that you will excel in your new role as a manager. Please accept my congratulation on your promotion and my very best wishes for your continuing success.

Alice and David Jones---informalDavid and Alice Jones---informal

Unless the business is specially affiliated with a specific religious faith, choose an image that all people can relate to.

An outdoor winter sceneCityscapesInternational flags (to customer in other countries)SnowflakesSnowmenWinter birds

Express yourself in down-to-earth, everyday language. People prefer this conversational, simple style in their greeting cards.

Use warm and polite tone to express your appreciation.

It was with great pleasure that I read of your promotion to the position of manager with Valender

Layout 2 Greetings on PromotionPersonalize your message and addressing.

Patron”, but “Mr. and

formalSelect images expressing a universal themeUnless the business is specially affiliated with a An outdoor winter scene

162

I am sure your firm has made a very wise choice and that you will excel in your new role as a manager. Please accept my congratulation on your promotion and my very best wishes for your continuing success.

Unless the business is specially affiliated with a specific religious faith, choose an image that all

An outdoor winter scene

International flags (to customer in other countries)

earth, everyday language. People prefer this conversational, simple


Personalize your message and addressing.

Select images expressing a universal theme

Layout 2 Greetings on Promotion

Business Greetings

Express yourself in down-to-earth, everyday language. People prefer this conversational, simple style in their greeting cards.


Personalize your message and addressing.

Select images expressing a universal theme.

Layout 2 Greetings on Promotion

163

earth, everyday language. People prefer this conversational, simple

Use warm and polite tone to express your

Now let’s look at some holiday greeting messages appropriate for business, may it be helpful to you.

Layout 3 Greeting Messages

Business Greetings

active voice

At this joyous time of year, we are grateful for our work with you. We wish you abundance, happiness, and peace in a new year filled with hope. Happy holidays!

s look at some holiday greeting messages appropriate for business, may it be helpful to you.


164

At this joyous time of year, we are grateful for our abundance, happiness,

and peace in a new year filled with hope. Happy

simple and brief language

It has been a pleasure to work with you this year. Thanks for the party celebrating my performance


Business Greetings

warm and sincere tone

Thanks for the party celebrating my performancewish you the best of holidays and a happy new year!

It has been a pleasure to work with you this year. Thanks for the party celebrating my performance. We


165

Thanks for the party celebrating my performance. We wish you the best of holidays and a happy new year!

As gifts are given and received this holiday season, I think of the gift of knowing you. Thank you


Business Greetings

think of the gift of knowing you. Thank you pleasure of working with you. Happy holidays!

universal greeting themes

gifts are given and received this holiday season, I think of the gift of knowing you. Thank you for the


166

think of the gift of knowing you. Thank you for the Happy holidays!

universal greeting themes

Happy holidays! I hope you have a holiday that fills your heart with joy!


Business Greetings

common intention

that fills your heart with joy!I hope you have a holiday


167

Besides these holiday or business greetings, anniversary greetings are also sent to maintain business contacts. Following is an example of

Layout 4 Anniversary Greetings

Business Greetings

business contacts. Following is an example of anniversary greeting to employee. Try to find its characteristics and compare it with a holiday greeting writing.

Besides these holiday or business greetings, anniversary greetings are also sent to maintain business contacts. Following is an example of


168

business contacts. Following is an example of anniversary greeting to employee. Try to find its characteristics and compare it with a holiday

Congratulations to Employee on 5

Mr. John Smith


Business Greetings

active voice

Mr. John SmithMarch 8th will mark your fifth anniversary as a member of IBM. We would like to take this opportunity to thank you for these past five years of fine workmanship and company loyalty.

sincere tone

to Employee on 5-Year Anniversary


169

your fifth anniversary as a member take this opportunity to thank

you for these past five years of fine workmanship and

We know that the growth and success of our company is largely dependent on having strong and capable staff members, such as yourself, and recognize the contribution you make in helping us


Business Greetings

recognize the contribution you make in helping us maintain the position we enjoy in the industry.We are hoping that you will remain with us for many years to come and would like to offer our congratulations on this anniversary.

Signature by the addresser

We know that the growth and success of our company is largely dependent on having strong and capable staff members, such as yourself, and recognize the contribution you make in helping us


170

recognize the contribution you make in helping us maintain the position we enjoy in the industry.We are hoping that you will remain with us for many years to come and would like to offer our congratulations on this anniversary.

※To thank but not sell, avoid business in greeting message※Select image that is universal and implies no religious or commercial elements

Top Tips

Business Greetings

religious or commercial elements※Addressing appropriately no matter in the envelope or in the card※Holiday greeting message should be concise, simple, brief in language※Avoid passive voice, use active voice, present tense※Sincere, polite, friendly and warm tone※Generally informal writing style

※To thank but not sell, avoid business in greeting

※Select image that is universal and implies no

171

※Addressing appropriately no matter in the envelope

※Holiday greeting message should be concise, simple,

※Avoid passive voice, use active voice, present tense※Sincere, polite, friendly and warm tone

Unit 10 EmailsUnit 10 Emails

172

Introduction

Business English WritingPeople have been writing business letters for a very long time so the style of writing them has developed slowly. Writing e-mails is relatively new. developed slowly. Writing e-mails is relatively new. However, their use as a form of business correspondence is increasing at great speed. They are also written and sent much faster too.

Business English Writing-EmailPeople have been writing business letters for a very long time so the style of writing them has

mails is relatively new. mails is relatively new. However, their use as a form of business correspondence is increasing at great speed. They are also written and sent much faster too.

173

Introduction

Header-Structured into fields such as summary,

Body-The message itself as unstructured text; sometimes containing a signature block at the end.

From: The e-mail address, and optionally the name of the sender.

To: The e-mail address(es), and optionally name(s) of the message’s recipient(s)

Cc: Carbon copy

fields such as summary, sender, receiver, and other information about the e-mail

The message itself as unstructured text; sometimes containing a signature block at

mail address, and optionally the name of

sender, receiver, and other

174

Dear Mr. HarrisonIt was a great pleasure to meet you last week during the conference, and I trust that you have recovered fully from the you had. I enjoyed both the conference and the introduction to Liverpool’s nightlife.

I was writing to thank you for the suggestions you made for my presentation, and for providing me with the publicity material. These

Layout 1 Formal Email

Dear+sb正式的礼貌用语

presentation, and for providing me with the publicity material. These will be very useful indeed and I am sure the sale of the new encyclopedia will increase as a result.

If you come to Delhi please do not hesitate to contact me. to have the opportunity to be your guide.

Yours sincerely, Mary McCartneySales Department

写信的目的

敬称并写明工作单位

to meet you last week during the recovered fully from the cold

you had. I enjoyed both the conference and the introduction to

the suggestions you made for my presentation, and for providing me with the publicity material. These presentation, and for providing me with the publicity material. These will be very useful indeed and I am sure the sale of the new

do not hesitate to contact me. I’d love

175

Dear PaulIt was very nice meeting you last week during the conference - I hope you’re feeling better! conference and the introduction to Liverpool’s nightlife.

Many thanks also for the suggestions you made for my presentation, and for the publicity material.

Layout 2 Neutral Email

It was a great pleasure

常用词汇Dear Mr.Harrisonpresentation, and for the publicity material. really useful-I am sure the sale of the new encyclopedias will increase as a result.

If you come to Delhi please let me know. I’d love to have the chance of being your guide.

Best wishesMary

Dear Mr.HarrisonIt was a great pleasure to meet you last week during the conference,and I trust that you have recovered fully from the cold you had.I enjoyed both the conference and the introduction to Liverpool’s nightlife.

简称

last week during the feeling better! I enjoy both the

conference and the introduction to Liverpool’s nightlife.

Many thanks also for the suggestions you made for my presentation, and for the publicity material. These will be

常用词汇 Formal Email

presentation, and for the publicity material. These will be I am sure the sale of the new encyclopedias

If you come to Delhi please let me know. I’d love to have the

to meet you last week during the recovered fully from the

enjoyed both the conference and the introduction

176

Layout 3 Informal Email

称谓简单，昵称称谓简单，昵称

简洁，语言和缩写，口语体

语言和缩写

177


178


179

Top Tips

Email Text: Language Feature

Be concise（简洁）

Be courteous（礼貌）Be courteous（礼貌）

Be clear（清楚）

Exact professional terms（专业术语

Email Text: Language Feature 语言特征

专业术语）

180

Top Tips

Email Text: Structure 文体结构特征

Use formal, informal or neutral tones based on the relationship between writer and recipient

Exact and specific details are neededExact and specific details are needed

Sentences are complete and regular

Use statements to express Euphemism

Use inverted sentences（倒装句）

Passive voice sentences（被动句）

文体结构特征

Use formal, informal or neutral tones based on the relationship between writer and recipient（收信人）

Exact and specific details are neededExact and specific details are needed

Sentences are complete and regular

Use statements to express Euphemism（委婉语）

）

）are appreciated

181

Top Tips常用委婉语句

We should be glad to have your immediate shipping instructions.We should be obliged if you would send us by air a copy of the packing list for the shipment to be dispatched by sea.dispatched by sea.We should appreciate it if you could send us the shipping instructions immediately.It would be appreciated if you could send us your shipping instructions.We should be grateful/pleased if you would give us further details of Chinese leather shoes.

have your immediate shipping

if you would send us by air a copy of the packing list for the shipment to be

it if you could send us the

if you could send us your

if you would give us further details of Chinese leather shoes.

182

Top Tips常用的倒装句

1.Enclosed please find a full range of cataloguescovering the textile accessories inquired in your letter of…

2.Should there be any breakage, please do not hesitate to let us know.hesitate to let us know.

3.Should you require the insurance to be covered we would be glad to comply.

4.Full information as to prices, quality, quantity available and other relative particulars be appreciated.

5.Attached is a list of those coming with their details.

a full range of cataloguescovering the textile accessories inquired in

, please do not

the insurance to be covered we would be glad to comply.

as to prices, quality, quantity available and other relative particulars would

of those coming with their 183

RememberBusiness English Writing

Formal Email

Informal Email

Neutral Email

Language Feature

Structure

Business English Writing-Email

184

Unit 11 Business Letter Styles Unit 11 Business Letter Styles

185

The lesson allows you to develop someknowledge of writing business letters.kinds of business correspondence cana list. Here are a couple of ideas to start• letter• notes

Introduction

• notes• fax• email• email attachment (EA)• memo• reports• in-house forms• minutes of a meeting

some of your existing. How many different

can you think of? Makestart with:

186

How you set out your letter is important. This is a layout of a letter but the different parts of the letter have been replaced with boxes. You have to decide what should go in each box. Choose from the list below.

Introduction

from the list below.

How you set out your letter is important. This is a layout of a letter but the different parts of the letter have been replaced with boxes. You have to decide what should go in each box. Choose

187

Introduction

188

Introduction

189

Use standard business expressions (I am enquiring if it would be possible…)Are written to people the writer does not know Do not have a personal tone

Introduction

Do not have a personal tone

Use standard business expressions (I am enquiring if it would be possible…)Are written to people the writer does not know

190

Can be written to your boss, work colleagues and external clientsCan be written to people the writer knows a littleCan have a personal tone

Introduction

Can have a personal tone

Can be written to your boss, work colleagues

Can be written to people the writer knows a little

191

can be written to friends and work colleagues you know wellhave a personal tone are written in a conversational style

Introduction

are written in a conversational styledo not always have complete sentences

can be written to friends and work colleagues

are written in a conversational styleare written in a conversational styledo not always have complete sentences

192

Introduction

193

Business LettersLayout 1 Format of letter

1. Receiver’s name and address（收件人姓名地址）

2. Company logo（公司标识

4. Greeting/Salutation4. Greeting/Salutation(Dear…)（称呼）

5. Subject（主题）

Layout 1 Format of letter

2. Company logo公司标识）

3. Date（日期）

194


6. Main body of text（正文）

7. Opening sentence (reason for writing)

8. Closing sentence(request for action)


7. Opening sentence (reason for writing)（开始句）

8. Closing sentence(request for action)（结束语）195


8. Closing sentence(request for action)

9. Signature（签字）

10. Sender’s name and title（发信人及身份）

11. Indication of an attachment（附件）


8. Closing sentence(request for action)（结束语）

196


1. Receiver’s name and address

7. Opening sentence

5. Subject heading

8. Closing sentence

11. Indication of an attachment

6. Main body of text

7. Opening sentence

Layout 1 Format of letter2. Company logo

4. Greeting/Salutation

3. Date

9. Signature

10. Sender’s name and title

197


Salutation

Dear Mr. BrownDear Ms. WhiteDear Sir

SalutationDear SirDear MadamDear Sir or Madam


Dear Mr. BrownDear Ms. White

Dear Sir or Madam

198


• We are writing to inform you that…to conform…to request…to enquire about…

Startingto enquire about…

• I am contacting you for the following reason.• I recently read/heard about…and would like to know…


We are writing to inform you that…to conform…to request…to enquire about…to enquire about…

I am contacting you for the

I recently read/heard about…and would like to know…

199


• Having seen your advertisement in … , I would like to• I would be interested in (obtaining/receiving) …

Starting(obtaining/receiving) …• I received your address from …and would like to …

• I am writing to tell you about …


Having seen your advertisement in

I would be interested in (obtaining/receiving) …(obtaining/receiving) …

I received your address from …and would like to …I am writing to tell you about …

200


Referring to

• Thank you for your letter of March 15…• Thank you for contacting us.• In reply to your request…Referring to

previous contact • In reply to your request…• Thank you for your letter regarding…• With reference to our telephone conversation yesterday…


Thank you for your letter of

Thank you for contacting us.In reply to your request…In reply to your request…Thank you for your letter

With reference to our telephone conversation yesterday…

201


Referring to

• Further to our meeting last week…• It was a pleasure meeting you in London last month.Referring to

previous contact London last month.• I enjoyed having lunch with you last week in Tokyo.• I would just like to confirm the main points we discussed on Tuesday…


Further to our meeting last

It was a pleasure meeting you in London last month.London last month.

I enjoyed having lunch with you last week in Tokyo.

I would just like to confirm the main points we discussed on

202


Making a

• We would appreciate it if you would…• I would be grateful if you could…Making a

request• I would be grateful if you could…• Could you please send me…• Could you possibly tell us/let us have…


We would appreciate it if you

I would be grateful if you could…I would be grateful if you could…Could you please send me…Could you possibly tell us/let us

203


SalutationStartingReferring to previous contactMaking a request

OrdersPricesReferring to paymentEnclosing documentsMaking a request

Offering helpGiving good newsGiving bad newsComplainingApologizing

Enclosing documentsClosing remarksReferring to future businessReferring to future contactEnding


Orders

Referring to paymentEnclosing documentsEnclosing documentsClosing remarksReferring to future businessReferring to future contactEnding

204

Business LettersFor example

Mr. Jones TanXYZ companyLorong NapierSingapore123456

Salutation(Dear…) (称呼)Subject

Opening sentence (reason for

Receiver’s name and address (件人姓名地址

123456

Dear Mr. Tan, 6 June 2009 Economy ConferenceAs a valued member of Dalian University of Technology, I have pleasure in inviting you to a conference on economic crisis to be held at Conference Center Hotel on Thursday and Friday, 9 and 10 July 2009.

(Dear…) (称呼)Subject heading (主题)

(reason for writing)(

Company logo (公司标识)

Date (日期)Opening sentence (reason for

Receiver’s name and address (收件人姓名地址)

Dear Mr. Tan, 6 June 2009

As a valued member of Dalian University of Technology, I have pleasure in inviting you to a conference on economic crisis to be held at Conference Center Hotel on Thursday and

(reason for writing)(开始句)

205

Business LettersFor exampleHighlight of the conference include:

Situations at presentPotential crisesPossible solutions

This seminar is presented by a distinguished panel of Main body of

text (正文)This seminar is presented by a distinguished panel of professional speakers who will be able to give you expert advice. I have enclosed a detailed outline of the topics that will be covered, which I am sure you will not want to miss.

If you would like to join us please complete and return the enclosed registration form to me by 30th June.

礼貌委婉语气

text (正文)This seminar is presented by a distinguished panel of This seminar is presented by a distinguished panel of professional speakers who will be able to give you expert advice. I have enclosed a detailed outline of the topics that will be covered, which I am sure you will not want to miss.

If you would like to join us please complete and return the enclosed registration form to me by 30th June.

206

Business LettersFor exampleAttached is the registration form.倒装句I look forward to seeing you at the event.

Closing sentence (request for action)

Sender’s name and title(发信人及身份

Yours sincerely（签字）Tina WangConference secretaryEnc

Sender’s name and title(发信人及身份

Indication of an attachment(附件)

倒装句I look forward to seeing you at the event.

Closing sentence (request for action)

(结束语)

Sender’s name and 发信人及身份)

Sender’s name and 发信人及身份)

207

Business Letters

Hi Jen, I’m writing this letter because I really need your help. You’re the only person who knows me well enough to give me a reference for a course I want to do.I saw an advert in a paper recently offering a free I saw an advert in a paper recently offering a free journalism course to successful applicants. I sent in an article I wrote for the student newspapeone about legalizing drugs? Anyway, they really liked it, but as there are only five places they want a reference as well. I haven’t given them your name yet, as I expect this would be the first reference you’ve been asked to give. it OK if I send them your phone number?

this letter because I really need your help. You’re the only person who knows me well enough to give me a reference for a course I want to do.

in a paper recently offering a free in a paper recently offering a free journalism course to successful applicants. I sent in an article I wrote for the student newspaper, you know, the

, they really liked it, but as there are only five places they want a reference as well. I haven’t given them your name yet, as I expect this would be the first reference you’ve been asked to give. Is

I send them your phone number?208

Business Letters

I think they want to phone so they can have a proper conversation with you and really check me out.

I know it’s been a while but if you could do it it’d really help me out. I’ve got a newI know it’s been a while but if you could do it it’d really help me out. I’ve got a newphone number, 09957 234 563, so you can get me on that, and my address is still the same. Hope to hear from you soon.

Regards,Patrick

I think they want to phone so they can have a proper conversation with you and really check me out.

I know it’s been a while but if you could do it it’d really I know it’s been a while but if you could do it it’d really

phone number, 09957 234 563, so you can get me on that, and my address is still the same.

209

Business Letters

Dear Sir/Madam,I am writing to ask about the services you offer at the Palace Hotel as I am coming to Nanjing for a few days on company business.（写信目的）company business.（写信目的）（委婉用语）I would be most grateful if you could send me information about the followingpRoom ratespRestaurantspGym facilities and swimming poolpAccepted credit cards or methods of payment

about the services you offer at the Palace Hotel as I am coming to Nanjing for a few days on

send me information

Accepted credit cards or methods of payment210

Business Letters

I would also like to know what is the latest time for checking-out.（委婉用语）Many thanks and I look forward to hearing from you.Many thanks and I look forward to hearing from you.

Yours faithfully,Leonard Hewson

what is the latest time for

Many thanks and I look forward to hearing from you.Many thanks and I look forward to hearing from you.

211

Unit 12 Business Invitation and Responses to Invitation

Unit 12 Business Invitation and Responses to Invitation

212

IntroductionWhen hosting a great event or celebrating a milestone achievement, companies often send invitations to other companies or organizations. The success of the event depends on how many invitees attend.

A business invitation letter can be written for the following purposes:

★ To invite for a business anniversary ★ To invite for a job related party or retreat

When hosting a great event or celebrating a milestone achievement, companies often send invitations to other companies or organizations. The success of the event depends on how many invitees

A business invitation letter can be written for the

To invite for a business anniversary To invite for a job related party or retreat

213

Business Invitation and Responses to Invitation

★ To announce a special meeting ★ To invite the spokesperson for a conference or

seminar ★ To invite to a business social event ★To invite a prospective customer to a sales ★To invite a prospective customer to a sales

appointment, presentation or demonstration


To invite the spokesperson for a conference or

To invite to a business social event To invite a prospective customer to a sales To invite a prospective customer to a sales appointment, presentation or demonstration

214


A well-written response letter can be used for the following purposes:

• To accept an invitation to a corporate or social function. • To decline or accept a job offer, promotion, salary hike

or increase in fringe benefits. • To accept or decline a plea or application for extra

training. training. • To respond to a sales rejection. • To reply to an inquiry related to products or services. • To accept or decline a resignation (• To reply to an order or subscription.


response letter can be used for the

To accept an invitation to a corporate or social function. To decline or accept a job offer, promotion, salary hike

To accept or decline a plea or application for extra

To reply to an inquiry related to products or services. To accept or decline a resignation (辞职,辞呈). To reply to an order or subscription.

215


In this section, you will learn how to write 1) a professional, attractive, and effective business invitation2) a polite, effective and objective response letter to business invitation.business invitation.


In this section, you will learn how to write 1) a professional, attractive, and effective business

response letter to

216

Layout 1 Business Invitation Structure

A business invitation letter serves the purpose of inviting a guest to a party, an event or a celebration while conveying more information than a traditional invitation card. It serves two purposes: 1) to invite the individual to the event 1) to invite the individual to the event 2) to ensure that the person receiving the letter is going to attend. The tone of invitation is generally polite and semi-formal.


A business invitation letter serves the purpose of inviting a guest to a party, an event or a celebration while conveying more information than a traditional invitation card. It serves two purposes: 1) to invite the individual to the event 1) to invite the individual to the event 2) to ensure that the person receiving the letter is

tone of invitation is generally

217


22 Yew Street, Cambridge, OntarioTel: 416

Dear Valued Customer,

heading

salutation

Dear Valued Customer,Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza(盛典) this Saturday.

company

date


PJ Party 22 Yew Street, Cambridge, Ontario

Tel: 416-223-8900April 7th, 2009

Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring

) this Saturday.

218


Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon.In addition, please accept the enclosed $10 gift

time

In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.

Body: Information about the event


Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked

80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon.In addition, please accept the enclosed $10 gift

offer an incentive

In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.

Body: Information about the event

219


We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door.

Sincerely,Linda LaneStore Manager

Complimentary close

signatureStore [email protected]

*All sales are final. No exchanges.Enclosure: Gift Certificate #345 (not redeemable for cash)


We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door.

Enclosure: Gift Certificate #345 (not redeemable for cash)enclosure

220

mailto:[email protected]

Layout 1 Business Invitation StructureLockwood Middle School

307 Main StreetLockwood, NJ 51686

December 17, 2008Mrs. Jody ColingPresidentLockwood Health Association

heading

Inside addressLockwood Health Association23 Main StreetLockwood, NJ

Dear Mrs. Coling,My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our school in a week’s time.

salutation

when

Layout 1 Business Invitation StructureLockwood Middle School

307 Main StreetLockwood, NJ 51686

December 17, 2008

Inside address

My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our school in a

salutation

221

Layout 1 Business Invitation StructureA significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals will demonstrate the ability of the community to develop employment ability of the community to develop employment opportunities for the youth within the community.At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also be available at the presentation.Body:Information about the event

Layout 1 Business Invitation StructureA significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals will demonstrate the ability of the community to develop employment

what

where

ability of the community to develop employment opportunities for the youth within the community.At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also

who

222

Layout 1 Business Invitation StructureAs one of the prominent figures in the community, we would be honored by your attendance. Please reply by Monday the 26th of February to confirm your attendance to the function.We look forward to seeing you there.

RSVP

Close and thank youSincerely, Ms. Susan Harris

Close and thank you

Layout 1 Business Invitation StructureAs one of the prominent figures in the community, we would be honored by your attendance. Please reply by Monday the 26th of February to confirm your attendance to the function.We look forward to seeing you there.

why

Close and thank youClose and thank you

223

Layout 2 Business Invitation Language and Writing Style22 Yew Street, Cambridge, Ontario

Tel: 416April 7th, 2009

Dear Valued Customer,Our records show that you have been a customer of short, briefOur records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza(盛典) this Saturday.Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding

short, brief

present tense

Layout 2 Business Invitation Language and PJ Party

22 Yew Street, Cambridge, OntarioTel: 416-223-8900

April 7th, 2009

Our records show that you have been a customer of Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring

by invitation only. All of our stock, including pajamas and bedding will

future tense

224

Layout 2 Business Invitation Language and Writing Style

be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence(at noon.In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door. formal tonePlease bring this invitation with you and present it at the door.

Sincerely,Linda LaneStore [email protected]*All sales are final. No exchanges.Enclosure: Gift Certificate #345 (not redeemable for cash)

formal tone

Layout 2 Business Invitation Language and

80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence(开始，着手)

In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at Please bring this invitation with you and present it at

*All sales are final. No exchanges.Enclosure: Gift Certificate #345 (not redeemable for

225

mailto:[email protected]


Lockwood Middle School

Lockwood, NJ 51686 December 17, 2008

Mrs. Jody ColingPresidentPresidentLockwood Health Association23 Main StreetLockwood, NJ Dear Mrs. Coling, My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our school in a week's time.


Lockwood Middle School307 Main Street

Lockwood, NJ 51686 December 17, 2008

My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our

brief, plain

226


A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals will demonstrate the ability of the community to develop employment opportunities of the community to develop employment opportunities for the youth within the community. At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments

future tense


A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic

to attend a presentation that will be held within the media room of the school where a variety of proposals will demonstrate the ability of the community to develop employment opportunities

passive voice

of the community to develop employment opportunities for the youth within the community.

several students receiving awards which will recognize them within the community from the Mayor. Refreshments will

227


also be available at the presentation.As one of the prominent figures in the community, we would be honored by your attendance. Monday the 26th of February to confirm your attendance to the function.

formal tone

We look forward to seeing you there.

Sincerely, Ms. Susan Harris


available at the presentation.As one of the prominent figures in the community, we

by your attendance. Please reply by Monday the 26th of February to confirm your attendance

seeing you there.

228

Layout 3 Structure and Writing Style of Responses to Invitation

It is more helpful to look at these tips:If you decide to accept an invitation, you must write a letter to show your interest. At the beginning of a response letter you should thank the sender for the invitation. Then you should show your willingness to invitation. Then you should show your willingness to accept it. Here are two examples:


It is more helpful to look at these tips:If you decide to accept an invitation, you must write a letter to show your interest. At the beginning of a response letter you should thank the sender for the invitation. Then you should show your willingness to invitation. Then you should show your willingness to

229


Far East Trading Co.Date: May 9, 2009

To: Mr.Miller Thank you very much for the invitation to the lecture given

thank the sender for the

invitation

show Thank you very much for the invitation to the lecture given by Dr. Thomas Wilson.I am very interested in the topic on development of business in the field of Mail Order House in recent years and will be pleased to attend.Yours sincerely,Harvey Wilson President

show willingness to

attend

polite, formal tone


very much for the invitation to the lecture given very much for the invitation to the lecture given

in the topic on development of business in the field of Mail Order House in recent years

polite, formal tone

230


Date: May 25, 2009

Dear Mr. Miller,I was very pleased to receive your invitation to speak at

willingness to attend

I was very pleased to receive your invitation to speak at the closing banquet of the American Association of Travel Agents. I am appearing in Atlanta on September 29, and, as I recall, the airline flight from Atlanta to Myrtle Beach is about one hour. So no problems there!

colloquial terms


to receive your invitation to speak at to receive your invitation to speak at the closing banquet of the American Association of Travel Agents. I am appearing in Atlanta on September 29, and, as I recall, the airline flight from Atlanta to Myrtle

So no problems there!

colloquial terms 231


I have spoken at least twice to regional meetings of the AATA, so I feel that they are old friends. I have a fairly good idea of the talk you want; closing banquets are my specialty! However, I will want more details from you so that I will be sure to be ready for your audience. It's on that I will be sure to be ready for your audience. It's on my mind to label my speech "Who Said Getting There Is Half A Fun?" -- a gentle spoof of the travel industry with emphasis on travel agents. All in fun, of course.


I have spoken at least twice to regional meetings of the AATA, so I feel that they are old friends. I have a fairly good idea of the talk you want; closing banquets are my specialty! However, I will want more details from you so that I will be sure to be ready for your audience. It's on that I will be sure to be ready for your audience. It's on my mind to label my speech "Who Said Getting There Is

a gentle spoof of the travel industry with All in fun, of course.

polite, casual, friendly tone 232


My fee is $ 2,000 for such an appearance, Mr. Miller. I pay all of my expenses, including travel and hotel. Let me know, please, whether this is satisfactory so that I may complete my plans.that I may complete my plans.Very sincerely yours, Raymond Durward


My fee is $ 2,000 for such an appearance, Mr. Miller. I pay all of my expenses, including travel and hotel. Let me know, please, whether this is satisfactory so

233


In case you cannot accept an invitation for some reason, you should still write a response letter to show your regret. The tone of the response letter should be polite and sincere.


In case you cannot accept an invitation for some reason, you should still write a response letter to show your regret. The tone of the response letter

234


Declining a Business Invitation (1):Date: June 6, 2000 Dear Mr. Dashwood,Thank you very much for the invitation to a dinner party at Nilton Hotel on September 10.I would be delighted to accept, but as I have already made arrangements to attend another important meeting

polite

appreciation

made arrangements to attend another important meeting that cannot be cancelled, I unfortunatelyattend the dinner party.I will extend my cordial greetings to Mr. Thomas Wilson. Yours sincerely,Kuang-Jen Liu President

reason of unable to attend


very much for the invitation to a dinner party at

to accept, but as I have already made arrangements to attend another important meeting made arrangements to attend another important meeting

unfortunately will not be able to

I will extend my cordial greetings to Mr. Thomas Wilson. show regret

235


Declining a Business Invitation (1):I will extend my cordial greetings to Mr. Thomas Wilson. Yours sincerely,Kuang-Jen Liu President


I will extend my cordial greetings to Mr. Thomas Wilson.

formal, polite writing style

236


Declining a Business Invitation of a Friend (2):Date: August 8, 2000Dear Castino,How I wish I could be on your panel at the AADA convention in Washington on September 4 ~ 6. Everything you said in your letter is just right except the date. I simply cannot get away, since

appreciation

Everything you said in your letter is just right except the date. I simply cannot get away, sincePress in Hammond to oversee the printing of a massive mailing that has Number 1 priority here. The pressure is on from all the top people in the organization.I wonder if you know Professor Glenn Lane at the University of Nebraska. A dynamic young man, Lane is a true specialist in direct mail — I often bend his


Declining a Business Invitation of a Friend (2):

I could be on your panel at the AADA convention in Washington on September 4 ~ 6. Everything you said in your letter is just right except the

since I will be at Riverside

reason of unable to attendEverything you said in your letter is just right except the

since I will be at Riverside Press in Hammond to oversee the printing of a massive mailing that has Number 1 priority here. The pressure is on from all the top people in the organization.I wonder if you know Professor Glenn Lane at the University of Nebraska. A dynamic young man, Lane is a

I often bend his 237


Declining a Business Invitation of a Friend (2):ear for advice, and he always comes up with a good answer. I have not, of course, spoken to Glenn, but you may wish to invite him to be on your program, mentioning that I recommended him. He can be reached by telephone at number 4577.

casual writing style

personal telephone at number 4577.Have a good conference, Castino. I'm miss it.Yours, Thomas

personal recommendation


Declining a Business Invitation of a Friend (2):ear for advice, and he always comes up with a good

, spoken to Glenn, but you may wish to invite him to be on your program, mentioning

him. He can be reached by

casual writing style

personal Have a good conference, Castino. I'm awfully sorry to

personal recommendation

show regret

238


Top tips※ Make sure you have logical sequencing and organization in business invitation: short introductionbody-close and thank you.※ Make sure you have logical sequencing and organization in response to business invitation: appreciation - reason of unable to attend appreciation - reason of unable to attend ※ Appropriate use of tenses: The present tense conveys information about the event and the future tense ensures the guest is going to attend.※ Use passive voice to increase formality.※ KISS (Keep It Short and Simple).※ Formal writing style, friendly and polite tone.


※ Make sure you have logical sequencing and organization in business invitation: short introduction-

Make sure you have logical sequencing and organization in response to business invitation:

reason of unable to attend - show regret.reason of unable to attend - show regret.Appropriate use of tenses: The present tense conveys

information about the event and the future tense ensures

Use passive voice to increase formality.KISS (Keep It Short and Simple).Formal writing style, friendly and polite tone.

239

Unit 13 Business ProcedureUnit 13 Business Procedure

240

Business Practice is a complicated process from establishing business relationship to finish transaction. During this process, you will experience getting to know your business partner, understanding your partner’s needs, negotiating, improving business skills,

Business PracticeIntroduction

partner’s needs, negotiating, improving business skills, and business rules etc. That is a large field so we couldn’t cover all of it, just focus on the small part of it. In this section, you will be able to know the general process of business, and get to know the language expressions in business context.

Business Practice is a complicated process from establishing business relationship to finish transaction. During this process, you will experience getting to know your business partner, understanding your partner’s needs, negotiating, improving business skills, partner’s needs, negotiating, improving business skills, and business rules etc. That is a large field so we couldn’t cover all of it, just focus on the small part of it. In this section, you will be able to know the general process of business, and get to know the language

241

建立业务关系，实际上就是确定贸易对象对象选择得合适与否，决定着贸易的成败况下，双方通过各自的介绍或第三者的介绍

1. Establishing Business Relations

Brief Introduction

况下，双方通过各自的介绍或第三者的介绍对方的资金信用、经营能力和业务范围等重要条件然后再进行实质性的业务商讨。贸易双方只有在相互了解、彼此信赖的基础上，才能进行积极地合作使双方贸易活动得以顺利地开展。

实际上就是确定贸易对象。贸易决定着贸易的成败。在一般情

双方通过各自的介绍或第三者的介绍，先摸清

1. Establishing Business Relations 建立商务关系

Brief Introduction

双方通过各自的介绍或第三者的介绍，先摸清经营能力和业务范围等重要条件，

贸易双方只有在相互才能进行积极地合作，并

242

Dear Sirs, We have come to know your name and address from the Bank of China, New York bank and writing you with the hope of establishing business relations.We specialize in the export of Chinese textile, enjoyed great popularity. We enclose a copy of catalogue for your reference. Please contact us by return if any item is of

Layout 11. Establishing Business Relations

your reference. Please contact us by return if any item is of interest to you. For our financial and business standing, Bank of China, Changsha Branch. Your early reply will be appreciated.

Yours faithfully,John LiuSales Manager

We have come to know your name and address from the Bank of China, New York bank and writing you with the hope of

We specialize in the export of Chinese textile, which have enjoyed great popularity. We enclose a copy of catalogue for your reference. Please contact us by return if any item is of

1. Establishing Business Relations 建立商务关系

your reference. Please contact us by return if any item is of interest to you. For our financial and business standing, please refer to the

243

对外贸易中的商品单价通常由四个部分组成计量单位、单位价格、计价货币和价格术语易中使用的价格术语很多，其中以 F.O.B

2. Price 价格

Brief Introduction

易中使用的价格术语很多，其中以 F.O.BC.F.R三种价格术语最为常用。对于这三种价格术语国际上有多种解释，现将这三种价格术语扼要解释如下：

对外贸易中的商品单价通常由四个部分组成，即计价货币和价格术语。国际贸

F.O.B、C.I.F、及

Brief Introduction

F.O.B、C.I.F、及对于这三种价格术语，

现将这三种价格术语扼要解释如

244

1.F.O.B 该价格叫装运港船上交货价，货”。F.O.B是 Free On Board的缩写格术语时要在其后注明装运港名称

2.C.I.F 该价格叫成本加保险费、运费价

2. Price 价格

Brief Introduction

2.C.I.F 该价格叫成本加保险费、运费价Insurance Freight的缩写。采用这种价格术语的时候，应在C.I.F后注明目的港名称。

3.C.F.R该价格叫成本加运费价。 C.F.RFreight的缩写。采用这种价格术语时C.F.R后注明目的港名称。

，简称“船上交的缩写。采用这一价

格术语时要在其后注明装运港名称。运费价。C.I.F是Cost

Brief Introduction

运费价。C.I.F是Cost 采用这种价格术语的时。

C.F.R是Cost and 采用这种价格术语时，也应在

245

还盘也叫还价。接盘人在收到一项报盘后会对其中的某些内容不能完全同意，的要求。这种口头或书面的要求一经提出盘即刻失效，于是交易在还盘的基础上重新开始

3. Counter offer 还盘

Brief Introduction

盘即刻失效，于是交易在还盘的基础上重新开始还盘的内容不单是指价格。对支付条件

等主要条件提出不同的建议，也都属于还盘性质笔交易的成立，有时要经历多次还盘和反还盘的过程

接盘人在收到一项报盘后，往往，于是会提出不同

这种口头或书面的要求一经提出，原来的报于是交易在还盘的基础上重新开始。

Brief Introduction

于是交易在还盘的基础上重新开始。对支付条件、装运期

也都属于还盘性质。一有时要经历多次还盘和反还盘的过程。

246

佣金一般是中间商因介绍交易或代买商品而获取的报酬。作为中间商因其有一定的贸易渠道过其开展交易已是国际贸易中的一种普遍做法

佣金一般来说分为：明佣和暗佣

4. Discount and Commission 折扣和佣金

Brief Introduction

佣金一般来说分为：明佣和暗佣同中已明确确定下来的佣金。暗佣是指在合同中没有表明，而由双方另行约定。佣金数额的计算一般按发票金额总值，即C.I.F.价格或C.F.R.价格乘以佣金率而得但金额较大的也有按F.O.B.净价计佣的

佣金一般是中间商因介绍交易或代买商品而获取作为中间商因其有一定的贸易渠道，所以通

过其开展交易已是国际贸易中的一种普遍做法。明佣和暗佣。明佣是指在合

折扣和佣金

Brief Introduction

明佣和暗佣。明佣是指在合暗佣是指在合同中没有

佣金数额的计算一般按发价格乘以佣金率而得。

净价计佣的。

247

佣金一般是中间商因介绍交易或代买商品而获取的报酬。作为中间商因其有一定的贸易渠道过其开展交易已是国际贸易中的一种普遍做法

佣金一般来说分为：明佣和暗佣


Brief Introduction

佣金一般来说分为：明佣和暗佣同中已明确确定下来的佣金。暗佣是指在合同中没有表明，而由双方另行约定。佣金数额的计算一般按发票金额总值，即C.I.F.价格或C.F.R.价格乘以佣金率而得但金额较大的也有按F.O.B.净价计佣的

佣金一般是中间商因介绍交易或代买商品而获取作为中间商因其有一定的贸易渠道，所以通

过其开展交易已是国际贸易中的一种普遍做法。明佣和暗佣。明佣是指在合

折扣和佣金

Brief Introduction

明佣和暗佣。明佣是指在合暗佣是指在合同中没有

佣金数额的计算一般按发价格乘以佣金率而得。

净价计佣的。

248


Brief Introduction

折扣是指卖方按照商品的原价给买方以一定比率的价格减让。折扣包括数量折扣、季节性折扣额外折扣等。具体折扣数额或者比例的多少体情况而定。当买卖双方确定了折扣比例后体情况而定。当买卖双方确定了折扣比例后合同中明确地表示出来。

折扣和佣金

Brief Introduction

折扣是指卖方按照商品的原价给买方以一定比率的季节性折扣、特别折扣、

具体折扣数额或者比例的多少，应根据具当买卖双方确定了折扣比例后，可在买卖当买卖双方确定了折扣比例后，可在买卖

249

代理是国际贸易中采用的贸易方式之一就是由进出口公司给予代理商，在特定地区和一定期限内，享有代销指定商品的权利。双方属于一种委托和被委托的代销关系，而不是买卖关系。

5. Business Representation 代理

Brief Introduction

委托的代销关系，而不是买卖关系。代理商品，并享有收取佣金的权利。委托不一，代理可分为独家代理、一般代理和总代理

独家代理指委托人在一定时期，人推销指定商品的专营权，委托人向代理人支付佣金负担经营风险，一般不再向该地区其他商人销售该种商

代理是国际贸易中采用的贸易方式之一。所谓代理在特定地区和一定期限双方属于一种委托和被。代理商应积极推销

代理

Brief Introduction

。代理商应积极推销。由于对代理权限的一般代理和总代理。，特定地区给予代理

委托人向代理人支付佣金，一般不再向该地区其他商人销售该种商

250


Brief Introduction

品。即使直接销售，也要按协议规定给独家代理应得的佣金，这种佣金叫做隐佣（Sleeping Commission独家代理则代表委托人与买主洽谈交易名义或由委托人自己同买主签订合同名义或由委托人自己同买主签订合同

一般代理是指不享有对某种商品的专营权权利、义务和独家代理一样。在同一地区委托人可以选定一家或几家客户作为一般代理商据销售商品的金额支付佣金。委托人可以直接与其他买主成交，无须另给代理商佣金。

代理

Brief Introduction

也要按协议规定给独家代理应得的Sleeping Commission）。

独家代理则代表委托人与买主洽谈交易，并以委托人的名义或由委托人自己同买主签订合同。名义或由委托人自己同买主签订合同。

一般代理是指不享有对某种商品的专营权，但其他在同一地区，同一时期内，

委托人可以选定一家或几家客户作为一般代理商，并根委托人可以直接与其他买

251


Brief Introduction

总代理是指代理商在指定地区内不仅有权独家代销指定商品，而且还有权代表委托人办理一些其他非商品性的事务。

代理

Brief Introduction

总代理是指代理商在指定地区内不仅有权独家代销而且还有权代表委托人办理一些其他非商品

252

在国际贸易中，货物从卖方到达买方长途的运输、装卸和存储等过程。在此过程中常会遇到许多风险。为了保障货物遭受损失时能得到一定的补偿，买方或卖方应在货物装船后向保险公司投保

6. Insurance 保险

Brief Introduction

定的补偿，买方或卖方应在货物装船后向保险公司投保货物运输险。对外贸易的运输保险是指（出口人或进口人）对一批或若干批货物向保险人按一定金额投保一定的险别，并交纳保险费如果所保货物在运输过程中发生约定范围内的损失按照所出具的保险单的规定给予被保险人经济上的补偿

货物从卖方到达买方，通常要经过在此过程中，货物常

为了保障货物遭受损失时能得到一买方或卖方应在货物装船后向保险公司投保

Brief Introduction

买方或卖方应在货物装船后向保险公司投保对外贸易的运输保险是指：被保险人

对一批或若干批货物向保险人按一并交纳保险费；保险人承保后，

如果所保货物在运输过程中发生约定范围内的损失，应按照所出具的保险单的规定给予被保险人经济上的补偿。

253

6. Insurance 保险

Brief Introduction

投保时，通常选择平安险（F.P.A.）,水渍险W.P.A. ）或一切险（A.R.）三种基本险别中的一种后，加保其他必要的特殊附加险别。

Brief Introduction

水渍险（W.A.或三种基本险别中的一种，然

。

254

在进出口贸易中，洽谈交易程序一般按询盘-签订合同这五个环节来进行的。接受是达成交易和订立合同必不可少的环节承诺。它是指受盘人在发盘有效期内完全同意发盘的全部内容愿意订立合同的一种表示。

7.Acceptance 接受

Brief Introduction

愿意订立合同的一种表示。一项有效的接受一般必须具备以下条件：一、它必须是受盘人对一项实盘的完全同意二、必须是发盘所规定的受盘人表示同意才有效三、必须是受盘人在发盘有效期内或合理时间内表示同意才有效四、接受应由受盘人作出声明或其他行为方式表示示传达给发盘人后才开始有效。

洽谈交易程序一般按询盘--发盘--还盘--接受-

接受是达成交易和订立合同必不可少的环节。接受在法律上叫做它是指受盘人在发盘有效期内完全同意发盘的全部内容，

Brief Introduction

它必须是受盘人对一项实盘的完全同意。必须是发盘所规定的受盘人表示同意才有效。必须是受盘人在发盘有效期内或合理时间内表示同意才有效。接受应由受盘人作出声明或其他行为方式表示，并且这种表

255

目前，国际贸易中常用的付款方式有：汇付（Remittance）、托收（Collection )（Letter of Credit）三种方式。大金额交易时主要是用到信用证，小买卖当然是用托收和汇付来完成

8.Terms of Payment 支付条款

Brief Introduction

到信用证，小买卖当然是用托收和汇付来完成作为国际结算中的一个重要组成部分

的支付一般是利用汇票这种支付凭据通过银行进行的票中的跟单汇票（Documentary Draft最常用的一种支付工具。汇票按付款时间的不同期汇票和远期汇票两种。

国际贸易中常用的付款方式( payment terms)Collection )、信用证

大金额交易时主要是用小买卖当然是用托收和汇付来完成。

Brief Introduction

小买卖当然是用托收和汇付来完成。作为国际结算中的一个重要组成部分，对外贸易货款

的支付一般是利用汇票这种支付凭据通过银行进行的。汇Documentary Draft）是对外贸易中

汇票按付款时间的不同，分为即

256

1. Purchase Order NumberThe number assigned to the purchase order. (Used for departmental record keeping.)

2. Supplier Name and AddressThe complete name and address of the individual or

Layout 2 Sample of Purchase Order (

The complete name and address of the individual or company which supplied the merchandise.

3. Ship ToReceiving Department address, i.e., UAB Receiving, Hospital Receiving, Maintenance, etc.

The number assigned to the purchase order. (Used for

The complete name and address of the individual or

Layout 2 Sample of Purchase Order (订单)

The complete name and address of the individual or company which supplied the merchandise.

Receiving Department address, i.e., UAB Receiving, Hospital Receiving, Maintenance, etc.

257

4. Deliver ToName and location of the individual who requested the ordered goods.

5. DateThe date the purchase order was originated.


The date the purchase order was originated.6. Payment Terms

Payment terms defined by Purchasing Department.7. Ship Via

Shipping instructions entered by Purchasing Department.

Name and location of the individual who requested

The date the purchase order was originated.


The date the purchase order was originated.

Payment terms defined by Purchasing Department.

Shipping instructions entered by Purchasing

258

8. F.O.B.Shipping terms defined by Purchasing Department.

9. Freight TermsFreight terms defined by Purchasing Department.

10. P. O. Line No.


10. P. O. Line No.The sequential line number which corresponds with the line on the requisition (i.e., the first item would be line 1, the second would be line 2, etc.).

11. QuantityThe quantity of the item being purchased.

Shipping terms defined by Purchasing Department.

Freight terms defined by Purchasing Department.


The sequential line number which corresponds with the line on the requisition (i.e., the first item would be line 1, the second would be line 2, etc.).

The quantity of the item being purchased.

259

12. UOPUnit of Purchase. The packaging of the item to be purchased (i.e., each, box, package, dozen, etc.).

13. Unit PriceThe unit price of the item ordered.


The unit price of the item ordered.14. Extended Price

The total of the quantity of the item multiplied by its unit price.

15. DescriptionThe complete description, in detail, of the item ordered.

Unit of Purchase. The packaging of the item to be purchased (i.e., each, box, package, dozen, etc.).

The unit price of the item ordered.


The unit price of the item ordered.

The total of the quantity of the item multiplied by its

The complete description, in detail, of the item

260

16. TotalThe total amount of all items on the purchase order.

17. For Questions Concerning This Purchase Order, Contact:The buyer's name and telephone number to contact


The buyer's name and telephone number to contact for questions concerning this purchase order

The total amount of all items on the purchase order.17. For Questions Concerning This Purchase Order,

The buyer's name and telephone number to contact


The buyer's name and telephone number to contact for questions concerning this purchase order

261

1. It is a must to master specific terms and expressions because business English (English for Specific Purposes--ESP) is different from general English.

2. Be familiar with the business process.

Top Tips

2. Be familiar with the business process.3. Be well prepared in the introduction of your

business, or negotiation or meeting with your business partners.

4. Know the business cultural shocks or etiquette when you have business partners from a different country.

It is a must to master specific terms and expressions because business English (English for

ESP) is different from general

Be familiar with the business process.Be familiar with the business process.Be well prepared in the introduction of your business, or negotiation or meeting with your

Know the business cultural shocks or etiquette when you have business partners from a different

262

5. Be accurate before sending email or negotiation concerning numbers or money or conditions of contracts.

6. Master skills concerning negotiations.

Top Tips

Be accurate before sending email or negotiation concerning numbers or money or conditions of

Master skills concerning negotiations.

263

Unit 14 Business DocumentsBusiness Documents

264

It is important for us students to get to know some bills of lading, invoices, quotation, insurance policy(险单), letter of credit, order form, packing list, shipping advice or waybills etc. in business situations. So in this section, we will get to know some of them and learn

Introduction

section, we will get to know some of them and learn some basic words in this part.

It is important for us students to get to know some bills of lading, invoices, quotation, insurance policy(保

), letter of credit, order form, packing list, shipping advice or waybills etc. in business situations. So in this section, we will get to know some of them and learn section, we will get to know some of them and learn

265

ABC Office Suppliers Pty Ltd

123 Burke Street, Melbourne 3000, Vic, Australia

Layout 1 Quotation

123 Burke Street, Melbourne 3000, Vic, AustraliaTel: 03-1234-8765, Fax: 03-1234

ABC Office Suppliers Pty Ltd

123 Burke Street, Melbourne 3000, Vic, Australia123 Burke Street, Melbourne 3000, Vic, Australia1234-8766

266

QUOTATION

Sample Customer Quotation No. QT10000

Layout 1 Quotation

Sample Customer Quotation No. QT10000456 Collins StreetMelbourne 3000 Date 17/03/2008Vic, Australia Our Ref.

Terms Cash On Delivery

QUOTATION Tax RegNo:M1-28475869-98

Sample Customer Quotation No. QT10000Sample Customer Quotation No. QT10000

Melbourne 3000 Date 17/03/2008Vic, Australia Our Ref.

Cust Ref.

Terms Cash On Delivery

267

S/NoProduct ID

Description Qty

1 P1001 Photocopying Paper

(80 gram recycled)

12 reams

2 P76253 Arch Files (2”) 24 Ea

Layout 1 Quotation

2 P76253 Arch Files (2”) 24 Ea

3 P358756 USB Drive 4GB 5 pcs

Remarks

VALIDITY: 60 days from the date of thisquotePlease feel free to contact us if youhave any questions about our quote.

Unit Price Amount

$5.00 $60.00

$2.70 $64.80$2.70 $64.80

$69.00 $345.00

Sub Total $469.80

Tax $18.79

Total $488.59

268

Once you’ve sold the product or provided the service, it’s invoice time. An invoice not only shows the customer or client how much money is due but provides tax information. Both you and your

Layout 2 Invoice

provides tax information. Both you and your customers need to be able to track how much GST (GST stands for Goods and Services Tax) and/or PST (The Provincial Sales Tax) is paid or owed, for instance. Because invoices are such an important part of your business records, it’s important to get them right.

Once you’ve sold the product or provided the service, it’s invoice time. An invoice not only shows the customer or client how much money is due but provides tax information. Both you and your provides tax information. Both you and your customers need to be able to track how much GST (GST stands for Goods and Services Tax) and/or PST (The Provincial Sales Tax) is paid or owed, for instance. Because invoices are such an important part of your business records, it’s important to get

269

Commercial Invoice

Shipper: 发货人 Air waybill Number:

(航运货单号

Layout 2

Company Name: 公司名称

Address: 地址

Contact Person: 联系人

Phone/Fax: 电话/传真

Commercial Invoice

Air waybill Number:

航运货单号)

1234567890

270

Layout 2

Consignee: 收货人

Company Name: 公司名称

Address: 收货人地址（号、楼、

City: 城市

State/Country: 国家 Total Weight:

Contact Person: 联系人

Phone/Fax: 电话/传真

、街、区等）

Total Weight: 总毛重

271

Layout 2

FullDescriptionOf Goods

Harmonizedcode

No. of Items Quantity

货物描述海关商品

编码

海关商品

编码

数量

编码编码

（选填）（选填）

Total

Quantity Unit Value(USD)

Total Value(USD)

单价总价

Total Invoice Value: 总价值

272

Layout 2

Reason for Export：出口理由I declare that the information is true and correct to the best of my knowledge. And that the goods are of China origin.China origin.I (name) 托运人姓名 certify that the contents of this shipment are as stated above.Authorized Signature: 签名认可（盖公司章Date：日期

I declare that the information is true and correct to the best of my knowledge. And that the goods are of

certify that the contents of this

盖公司章）

273

Layout 2

There are certain pieces of information that have to be on your invoices. Your invoice must include:* your business name* the date of the invoice* your business number* your business number* the purchaser’s name* a brief description of the goods or services performed* the total amount paid or payable* the terms of payment

There are certain pieces of information that have to be on your invoices. Your invoice must include:

* a brief description of the goods or services

* the total amount paid or payable

274

Layout 2

* an indication of items subject to GST at 6% or PST at 14%, or that the items are exempt, and either the total amount of GST/PST charged, or a statement that the GST/PST is included and the total rate of tax.

* if applicable, an indication of items subject to * if applicable, an indication of items subject to PST (also known as RST) at the provincial rate, or that the items are exempt, and either the total amount of PST charged, or a statement that the PST is included and the total rate of tax.

* an indication of items subject to GST at 6% or PST at 14%, or that the items are exempt, and either the total amount of GST/PST charged, or a statement that the GST/PST is included and the total rate of tax.

* if applicable, an indication of items subject to * if applicable, an indication of items subject to PST (also known as RST) at the provincial rate, or that the items are exempt, and either the total amount of PST charged, or a statement that the PST is included and the total rate of tax.

275

Layout 3 Air Waybill

航运货单是承托运双方缔结的运输合同收据，但它不具有物权凭证的性质，以提货。收货人提货凭航空公司发出的通知单以提货。收货人提货凭航空公司发出的通知单运单正本1式3份，分3种不同颜色：绿色的承运人留存，粉红色的随货同行收货人。副本至少六份，有需要还可增加份数发给代理人，目的港，第一二三承运人和用作提货收据。副本除提货收据为黄色，其余均为白色

航运货单是承托运双方缔结的运输合同，也是货物，不能转让也不凭

收货人提货凭航空公司发出的通知单。航空收货人提货凭航空公司发出的通知单。航空：蓝色的交托运人，

粉红色的随货同行，在目的地交有需要还可增加份数，分别第一二三承运人和用作提货收

其余均为白色。

276

Layout 3

Air Waybill (AWB) or air consignment note refers to a receipt issued by an international courier company for goods and an evidence of the contract of carriage, but it is not a document of title to the of carriage, but it is not a document of title to the goods. Hence, the AWB is non-negotiable.

The AWB has a tracking number which can be used to check the status of delivery, and current position of the shipment. The number consists of a three digits airline prefix issued by IATA (会) and a 8 digit number.

Air Waybill (AWB) or air consignment note refers to a receipt issued by an international courier company for goods and an evidence of the contract of carriage, but it is not a document of title to the of carriage, but it is not a document of title to the

negotiable.The AWB has a tracking number which can be

used to check the status of delivery, and current position of the shipment. The number consists of a three digits airline prefix issued by IATA (国际航运协

277

Layout 3

The goods in the air consignment are consigned directly to the party (the consignee) named in the letter of credit (L/C).

For air consignment to certain destinations, it is For air consignment to certain destinations, it is possible to arrange payment on a COD (cash on delivery) basis and consign the goods directly to the importer. The goods are released to the importer only after the importer makes the payment and compiles with the instructions in the AWB.

The goods in the air consignment are consigned directly to the party (the consignee) named in the

For air consignment to certain destinations, it is For air consignment to certain destinations, it is possible to arrange payment on a COD (cash on delivery) basis and consign the goods directly to the importer. The goods are released to the importer only after the importer makes the payment and compiles

278

Layout 3

In air freight, the exporter (the consignor) often engages a freight forwarder or consolidator to handle the forwarding of goods. The consignor provides a Shipper’s Letter of Instructions which authorizes the Shipper’s Letter of Instructions which authorizes the forwarding agent to sign certain documents (e.g. the AWB) on behalf of the consignor.

In air freight, the exporter (the consignor) often engages a freight forwarder or consolidator to handle the forwarding of goods. The consignor provides a Shipper’s Letter of Instructions which authorizes the Shipper’s Letter of Instructions which authorizes the forwarding agent to sign certain documents (e.g. the

279

Layout 3

The AWB must indicate that the goods have been accepted for carriage, and it must be signed or authenticated by the carrier or the named agent for or on behalf of the carrier. The signature or on behalf of the carrier. The signature or authentication of the carrier must be identified as carrier, and in the case of agent signing of authenticating, the name and the capacity of the carrier on whose behalf the agent signs or authenticates must be indicated.

The AWB must indicate that the goods have been accepted for carriage, and it must be signed or authenticated by the carrier or the named agent for or on behalf of the carrier. The signature or on behalf of the carrier. The signature or authentication of the carrier must be identified as carrier, and in the case of agent signing of authenticating, the name and the capacity of the carrier on whose behalf the agent signs or

280

Layout 3

International AWBs that contain consolidated cargo are called master air waybills (MAWB). MAWBs have additional papers called house air waybills (HAWB). Each HAWB contains information of each individual shipment (consignee, contents, etc.) within the consolidation. International AWBs that are of each individual shipment (consignee, contents, etc.) within the consolidation. International AWBs that are not consolidated (only one shipment in one bill) are called simple AWBs. A house air waybill can also be created by a freight forwarder. When the shipment is booked, the airline issues a MAWB to the forwarder, who in turn issues his own house air waybill to the customer.

International AWBs that contain consolidated cargo are called master air waybills (MAWB). MAWBs have additional papers called house air waybills (HAWB). Each HAWB contains information of each individual shipment (consignee, contents, etc.) within the consolidation. International AWBs that are of each individual shipment (consignee, contents, etc.) within the consolidation. International AWBs that are not consolidated (only one shipment in one bill) are called simple AWBs. A house air waybill can also be created by a freight forwarder. When the shipment is booked, the airline issues a MAWB to the forwarder, who in turn issues his own house air waybill to the

281

Layout 3 Sample of Air Waybill

Shipper’s name and address(发货人姓名和地址)MATSUDA TELEVISION SYSTEMS CO.LOT5, PRESIAN TENKU APUAN SITE 400SHA ALAMSELNG DE MALAYSIA

NOT NEGOTIABLEAir WaybillIssued byCo., Ltd.

Consignee’s name and address(收货人姓名和地址)MATSUDA QINGDAO CO.,LTD.NO.128 WUHAN ROADQINGDAOCHINA

It is agreeddescribedapparentconditioncarriage SUBJECT

Layout 3 Sample of Air Waybill

NEGOTIABLEWaybill

Beijing Kinte World Express

agreed that the goodsdescribed herein are accepted in

good order andcondition (except as noted) for

SUBJECT TO THE

282

Layout 3Issuing Carrier’s Agent Name and City（货运代理姓名和城市）Beijing Kinte World Express co., Ltd.

CONDITIONS OF CONTRACT ON THE REVERSE HEREOF, ALL GOODS MAY BE CARRIED BY ANY OTHER MEANS. INCLUDING ROAD OR ANY OTHER CARRIER UNLESS SPECIFIC CONTRARY INSTRUCTIONS ARE GIVEN HEREON BY THE SHIPPER. THE SHIPPER’S ATTENTION IS DRAWN TO THE NOTICE CONCERNING CARIER’S LIMITATION OF CONCERNING CARIER’S LIMITATION OF LIABILITY.Shipping may increase such limitation of liability by declaring a higher value of carriage and paying a supplemental charge if required.

Agents IATA Code（国际航空运输协会代理码）

Account No.（账号）

CONDITIONS OF CONTRACT ON THE REVERSE HEREOF, ALL GOODS MAY BE CARRIED BY ANY OTHER MEANS. INCLUDING ROAD OR ANY OTHER CARRIER UNLESS SPECIFIC CONTRARY INSTRUCTIONS ARE GIVEN HEREON BY THE SHIPPER. THE SHIPPER’S ATTENTION IS DRAWN TO THE NOTICE CONCERNING CARIER’S LIMITATION OF CONCERNING CARIER’S LIMITATION OF LIABILITY.Shipping may increase such limitation of liability by declaring a higher value of carriage and paying a supplemental charge if required.

283

Layout 3

Airport of Departure (Add. Of First Carrier) and Requested Routing(空运始发地和要求的路线)K.LUMPUR, MALAYSIA

toQao

By first carrierKE

to by to by Currency USD(货币形式)

) and Requested Accounting Information FREIGHT COLLECT

Declared Value for Carriage NVD(运输申报)

Declared Value for Customs NVD(海关申报)

284

Airport of Destination(目的地) QINGDAO,CHINA

Flight/DateKE855/17 JUN 航班日期

Amount of Insurance保险金

INSURANCE insurance and such insurance is requested in accordance with the conditions thereof indicate amount to be insured in figures in box marked

Layout 3

日期 in figures in box marked “Amount of Insurance”

Handling Information “NOTIFY PARTY-SAME AS CONSIGNEE”

No. of Pieces

Gross Weight

Rate Class

Chargeable Weight

Rate/Charge

INSURANCE – If carrier offers insurance and such insurance is requested in accordance with the conditions thereof indicate amount to be insured in figures in box marked in figures in box marked “Amount of Insurance”

SAME AS CONSIGNEE”

Rate/Charge

Total Nature and Quantity of Goods

285

Layout 3

52 510.00 211 ASARRANGED

Prepaid Weight charge Collect AS ARRANGED

Valuation Charge

Tax

ARRANGEDTV-PARTS(货品及数量)

Other Charges

286

Layout 3

Total Other Charges Due Agent Shipper certifies that the particulars on the face hereof are correct and that insofar as part of the consignment contains dangerous goods, such part is properly described by name and is in proper condition for carriage by air

Total Other Charges Due Carrier

condition for carriage by air according to the applicable Dangerous Goods Regulations.------------------------------------------------------------------Signature of Shipper or his agent

Shipper certifies that the particulars on the face hereof are correct and that insofar as part of the consignment contains dangerous goods, such part is properly described by name and is in proper condition for carriage by air condition for carriage by air according to the applicable Dangerous Goods Regulations.------------------------------------------------------------------Signature of Shipper or his agent

287

Layout 3

Total Prepaid Total Collect AS ARRANGED

JUN.10,1999 QINGDAOKEWQAOExecuted on ___at ___Signature of issuingCarrier or as Agent

Currency Conversion Rates

CC Charges in des. Currency

For Carrier’s Use Only at Destination

Charges at Destination

Total Collect Charges

JUN.10,1999 QINGDAOKEWQAOExecuted on ___at ___Signature of issuingCarrier or as Agent

Total Collect Charges

AIR WAYBILL NUMBER KEW-51000788

288

Unit 15Contracts Contracts

289

The lesson allows you to develop some of your existing knowledge of format of contracts and of writing business contracts.A business contract no matter who you are working with will save you in times of trouble and allows both parties to know exactly what is involved and expected of them. By

Introduction

know exactly what is involved and expected of them. By writing out a contract and having both parties sign the contract you are protecting both parties involved. There are many reasons you want a contract when doing any kinds of business like, buying a home, working when you own your own business, sales and many more.

The lesson allows you to develop some of your existing knowledge of format of contracts and of writing business

A business contract no matter who you are working with will save you in times of trouble and allows both parties to know exactly what is involved and expected of them. By know exactly what is involved and expected of them. By writing out a contract and having both parties sign the contract you are protecting both parties involved. There are many reasons you want a contract when doing any kinds of business like, buying a home, working when you own your own business, sales and many more.

290

合同编号： Contract No.: 签订地点： Signed at: 签订日期： Date: 买方： The Buyers卖方： The Sellers

Sales Contract Format

卖方： The Sellers

Contract No.: Signed at: Date: The Buyers：The Sellers：The Sellers：

291

双方同意按下列条款由买方购进、卖方售出下列商品The Buyers agree to buy and the Sellers agree to sell the following goods on terms and conditions as set forth below：

(1)商品名称、规格及包装(1)Name of Commodity ,Specifications and Packing

Introduction

(1)商品名称、规格及包装(1)Name of Commodity ,Specifications and Packing (2)数量(2)Quantity (3)单价(3)Unit Price (4)总值(4)Total Value

卖方售出下列商品：The Buyers agree to buy and the Sellers agree to sell the following goods on terms and conditions as set forth

(1)Name of Commodity ,Specifications and Packing (1)Name of Commodity ,Specifications and Packing

292

（装运数量允许有____%的增减）（Shipment Quantity _______ % more or less allowed

（5）装运期限：收到可以转船及分批装运之信用证天内装出。（5）Time of Shipment：Within ________ days after

Introduction

（5）Time of Shipment：Within ________ days after receipt of L/C, allowing transhipment and partial shipment.

（6）装运口岸：（6）Port of loading：

（7）目的口岸：（7）Port of Destination：

Shipment Quantity _______ % more or less allowed）

收到可以转船及分批装运之信用证 ___

Within ________ days after Within ________ days after receipt of L/C, allowing transhipment and partial shipment.

293

（8）保险；由____方负责，按本合同总值险(全险和战争险)。（8）Insurance：To be covered by the ___ for 110% of the invoice value against _______ (all risks and war risks).

（9）付款：凭保兑的、不可撤销的、

Introduction

（9）付款：凭保兑的、不可撤销的、即期有电报套汇条款/见票/出票____天期付款信用证证以_____为受益人并允许分批装运和转船在______前开到卖方，信用证的有效期应为上述装船期后第15天，在中国______到期，否则卖方有权取消本售货合约不另行通知，并保留因此而发生的一切损失的索赔权

按本合同总值110%投保_____

To be covered by the ___ for 110% of the invoice value against _______ (all risks and war risks).

、可转让的、可分割的、可转让的、可分割的天期付款信用证，信用

为受益人并允许分批装运和转船。该信用证必须信用证的有效期应为上述装船期后第

否则卖方有权取消本售货合约，并保留因此而发生的一切损失的索赔权。

294

（9）Terms of Payment：By confirmed, irrevocable, transferable and divisible letter of credit in favor of _____payable at sight with TT reimbursement clause/___days’/sight/date allowing partial shipment and transshipment. The covering Letter of Credit must reach the Sellers before _____and is to remain valid in

Introduction

the Sellers before _____and is to remain valid in _____.China until the 15th day after the aforesaid time of shipment, failing which the Sellers reserve the right to cancel this Sales Contract without further notice and to claim from the Buyers for losses resulting therefrom.

By confirmed, irrevocable, transferable and divisible letter of credit in favor of _____payable at sight with TT reimbursement clause/___days’/sight/date allowing partial shipment and transshipment. The covering Letter of Credit must reach the Sellers before _____and is to remain valid in the Sellers before _____and is to remain valid in _____.China until the 15th day after the aforesaid time of shipment, failing which the Sellers reserve the right to cancel this Sales Contract without further notice and to claim from the Buyers for losses resulting therefrom.

295

（10）商品检验：以中国________所签发的品质/包装/卫生检验合格证书作为卖方的交货依据（10）Inspection：The Inspection Certificate of Quality / Quantity / Weight / Packing / Sanitation issued by _______ of China shall be regarded as evidence of the Sellers’ delivery.

Introduction

delivery.

（11）装运唛头：（11）Shipping Marks：

所签发的品质/数量/重量卫生检验合格证书作为卖方的交货依据。

The Inspection Certificate of Quality / Quantity / Weight / Packing / Sanitation issued by _______ of China shall be regarded as evidence of the Sellers’

296

其他条款：OTHER TERMS：

1. 异议与索赔：品质异议须于货到目的口岸之日起提出，数量异议须于货到目的口岸之日起均须提供经卖方同意的公证行的检验证明

Introduction

均须提供经卖方同意的公证行的检验证明方者，卖方于收到异议20天内答复买方并提出处理意见买方有权凭中国商检出具的检验证书或有关文件向卖方索赔换货或赔款。

品质异议须于货到目的口岸之日起30天内数量异议须于货到目的口岸之日起15天内提出，但

均须提供经卖方同意的公证行的检验证明。如责任属于卖均须提供经卖方同意的公证行的检验证明。如责任属于卖天内答复买方并提出处理意见。

买方有权凭中国商检出具的检验证书或有关文件向卖方索

297

1. Discrepancy & Claim：In case of quality discrepancy, claim should be lodged by the Buyers within 30 days after the arrival of the goods at the port of destination, while for quantity discrepancy, claim should be lodged by the Buyers within 15 days after the arrival of the goods at the port of destination. In all cases, claims must be accompanied by Survey Reports of Recognized Public Surveyors agreed to by the Sellers. Should the responsibility of the

Introduction

Surveyors agreed to by the Sellers. Should the responsibility of the subject under claim be found to rest on the part of the Sellers, the Sellers shall, within 20 days after receipt of the claim, send their reply to the Buyers together with suggestion for settlement. The Buyers shall have the right on the strength of the inspection certificate issued by the C.C.I.C and the relative documents to claim for compensation to the Sellers

In case of quality discrepancy, claim should be lodged by the Buyers within 30 days after the arrival of the goods at the port of destination, while for quantity discrepancy, claim should be lodged by the Buyers within 15 days after the arrival of the goods at the port of destination. In all cases, claims must be accompanied by Survey Reports of Recognized Public Surveyors agreed to by the Sellers. Should the responsibility of the Surveyors agreed to by the Sellers. Should the responsibility of the subject under claim be found to rest on the part of the Sellers, the Sellers shall, within 20 days after receipt of the claim, send their reply to the Buyers together with suggestion for settlement. The Buyers shall have the right on the strength of the inspection certificate issued by the C.C.I.C and the relative documents to claim

298

2.数量：信用证内应明确规定卖方有权可多装或少装所注明的百分数，并按实际装运数量议付。（本售货合约金额增加相应的百分数。）2. Quantity: The covering Letter of Credit shall stipulate the Sellers’s option of shipping the indicated percentage more or less than the quantity hereby contracted and be

Introduction

more or less than the quantity hereby contracted and be negotiated for the amount covering the value of quantity actually shipped. (The Buyers are requested to establish the L/C in amount with the indicated percentage over the total value of the order as per this Sales Contract.)

信用证内应明确规定卖方有权可多装或少装所注。（信用证之金额按

。）2. Quantity: The covering Letter of Credit shall stipulate the Sellers’s option of shipping the indicated percentage more or less than the quantity hereby contracted and be more or less than the quantity hereby contracted and be negotiated for the amount covering the value of quantity actually shipped. (The Buyers are requested to establish the L/C in amount with the indicated percentage over the total value of the order as per this Sales Contract.)

299

3. 信用证：信用证内容须严格符合本售货合约的规定修改信用证的费用由买方负担，卖方并不负因修改信用证而延误装运的责任，并保留因此而发生的一切损失的索赔权3. L/C: The contents of the covering Letter of Credit shall be in strict conformity with the stipulations of the Sales Contract. In case of any variation there of necessitating amendment of

Introduction

In case of any variation there of necessitating amendment of the L/C, the Buyers shall bear the expenses for effecting the amendment. The Sellers shall not be held responsible for possible delay of shipment resulting from awaiting the amendment of the L/C and reserve the right to claim from the Buyers for the losses resulting therefrom.

信用证内容须严格符合本售货合约的规定，否则卖方并不负因修改信用证而延

并保留因此而发生的一切损失的索赔权。3. L/C: The contents of the covering Letter of Credit shall be in strict conformity with the stipulations of the Sales Contract. In case of any variation there of necessitating amendment of In case of any variation there of necessitating amendment of the L/C, the Buyers shall bear the expenses for effecting the amendment. The Sellers shall not be held responsible for possible delay of shipment resulting from awaiting the amendment of the L/C and reserve the right to claim from the Buyers for the losses resulting therefrom.

300

4.保险：除经约定保险归买方投保者外保险公司投保。如买方需增加保险额及可于装船前提出，经卖方同意后代为投保负担。4. Insurance: Except in cases where the insurance is covered by the Buyers as arranged, insurance is to be

Introduction

covered by the Buyers as arranged, insurance is to be covered by the Sellers with a Chinese insurance company. If insurance for additional amount and /or for other insurance terms is required by the Buyers, prior notice to this effect must reach the Sellers before shipment and is subject to the Sellers’ agreement, and the extra insurance premium shall be for the Buyers’ account.

除经约定保险归买方投保者外，由卖方向中国的如买方需增加保险额及/或需加保其他险，经卖方同意后代为投保，其费用由买方

4. Insurance: Except in cases where the insurance is covered by the Buyers as arranged, insurance is to be covered by the Buyers as arranged, insurance is to be covered by the Sellers with a Chinese insurance company. If insurance for additional amount and /or for other insurance terms is required by the Buyers, prior notice to this effect must reach the Sellers before shipment and is subject to the Sellers’ agreement, and the extra insurance premium shall be for the Buyers’ account.

301

5. 不可抗力：因人力不可抗拒事故使卖方不能在本售货合

约规定期限内交货或不能交货，卖方不负责任

必须立即以电报通知买方。如果买方提出要求

挂号函向买方提供由中国国际贸易促进委员会或有关机构

Introduction

挂号函向买方提供由中国国际贸易促进委员会或有关机构

出具的证明，证明事故的存在。买方不能领到进口许可证

不能被认为系属人力不可抗拒范围。

因人力不可抗拒事故使卖方不能在本售货合

卖方不负责任，但是卖方

如果买方提出要求，卖方应以

挂号函向买方提供由中国国际贸易促进委员会或有关机构挂号函向买方提供由中国国际贸易促进委员会或有关机构

买方不能领到进口许可证，

302

5. Force Majeure:The Sellers shall not be held responsible if they fail, owing to Force Majeure cause or causes, to make delivery within the time stipulated in this Sales Contract or cannot deliver the goods. However, the Sellers shall inform immediately the Buyers by cable. The Sellers

Introduction

inform immediately the Buyers by cable. The Sellers shall deliver to the Buyers by registered letter, if it is requested by the Buyers, a certificate issued by the China Council for the Promotion of International Trade or by any competent authorities, attesting the existence of the said cause or causes. The Buyers’ failure to obtain the relative Import License is not to be treated as Force Majeure.

The Sellers shall not be held responsible if they fail, owing to Force Majeure cause or causes, to make delivery within the time stipulated in this Sales Contract or cannot deliver the goods. However, the Sellers shall inform immediately the Buyers by cable. The Sellers inform immediately the Buyers by cable. The Sellers shall deliver to the Buyers by registered letter, if it is requested by the Buyers, a certificate issued by the China Council for the Promotion of International Trade or by any competent authorities, attesting the existence of the said cause or causes. The Buyers’ failure to obtain the relative Import License is not to be treated as

303

6. 仲裁：凡因执行本合约或有关本合约所发生的一切争执双方应以友好方式协商解决；如果协商不能解决国际经济贸易仲裁委员会，根据该会的仲裁规则进行仲裁裁裁决是终局的，对双方都有约束力。仲裁费用由败诉方承担6. Arbitration：All disputes arising in connection with this Sales Contract or the execution thereof shall be settled by way of amicable negotiation. In case no settlement can be

Introduction

Sales Contract or the execution thereof shall be settled by way of amicable negotiation. In case no settlement can be reached, the case at issue shall then be submitted for arbitration to the China International Economic and Trade Arbitration Commission in accordance with the provisions of the said Commission. The award by the said Commission shall be deemed as final and binding upon both parties. The Arbitration fee shall be borne by the losing parties

凡因执行本合约或有关本合约所发生的一切争执，如果协商不能解决，应提交中国根据该会的仲裁规则进行仲裁。仲

仲裁费用由败诉方承担。All disputes arising in connection with this

Sales Contract or the execution thereof shall be settled by way of amicable negotiation. In case no settlement can be Sales Contract or the execution thereof shall be settled by way of amicable negotiation. In case no settlement can be reached, the case at issue shall then be submitted for arbitration to the China International Economic and Trade Arbitration Commission in accordance with the provisions of the said Commission. The award by the said Commission shall be deemed as final and binding upon both parties. The Arbitration fee shall be borne by the losing parties

304

7. 附加条款（本合同其他条款如与本附加条款有抵触时以本附加条款为准。）：

7. Supplementary Condition(s) (Should the articles stipulated in this Contract be in conflict with the following supplementary condition(s), the supplementary condition(s)should be taken as valid

Introduction

supplementary condition(s)should be taken as valid and binding.)

卖方（Sellers): 买方（Buyers

本合同其他条款如与本附加条款有抵触时，

7. Supplementary Condition(s) (Should the articles stipulated in this Contract be in conflict with the following supplementary condition(s), the supplementary condition(s)should be taken as valid supplementary condition(s)should be taken as valid

Buyers）：

305

The template has the name of the borrower and the lender, among other things it contains the date the money is to be paid to the individual.

I Owe You Note

The template has the name of the borrower and the lender, among other things it contains the date the money is to be paid to the individual.

306

I OWE YOU NOTE ref 001I _______, hereby declare that I owe _____________

the amount of _____________________, borrowed on ______________ to be paid in full by _______________.

Full name ____________ Signature ____________Lender’s name ______________________ Signature

Introduction

Lender’s name ______________________ Signature _____________ Witnessed by ________________ Signature _______________.

I OWE YOU NOTE ref 001I _______, hereby declare that I owe _____________

the amount of _____________________, borrowed on ______________ to be paid in full by _______________.

Full name ____________ Signature ____________Lender’s name ______________________ Signature Lender’s name ______________________ Signature _____________ Witnessed by ________________

307

Unit 16 CV or ResumeCV or Resume

308

CV stands for Curriculum Vitae—a Latin expression meaning “life story” ( In American English it is called a resume). It summarizes your education, achievements and job history for prospective employers and so it

How to write CV or ResumeIntroduction

resume). It summarizes your education, achievements and job history for prospective employers and so it should be carefully prepared. A CV is usually sent with a covering letter.

a Latin expression meaning “life story” ( In American English it is called a resume). It summarizes your education, achievements and job history for prospective employers and so it

How to write CV or Resume

resume). It summarizes your education, achievements and job history for prospective employers and so it should be carefully prepared. A CV is usually sent with

309

Your contact informationNameAddressTelephoneCell phone

Layout 1 Curriculum Vitae Format

Cell phoneEmailPersonal informationDate of BirthPlace of BirthCitizenship/NationalityVisa status


310

Gender/SexOptional Personal InformationMarital StatusSpouse's Name


Spouse's NameChildrenEmployment History/Work ExperienceList in chronological order, include position details and datesWork History


Employment History/Work ExperienceList in chronological order, include position details

311

Academic positionsResearch and Training

Education


Include dates, majors, and details of degrees, training and certification

High schoolUniversityGraduate SchoolPost-Doctoral Training


Include dates, majors, and details of degrees,

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Professional QualificationsCertifications and AccreditationsComputer SkillsAwards


AwardsPublicationsBooksProfessional MembershipsInterests/Hobbies


313

With CVs, first impressions are everything. some vacancies, employers receive an enormous number of applications, so it is important that your CV stands out from the crowd. Firstly, it should look good -- well presented with a clear layout and a lot of white space so the information can be located easily.

Layout 2 Advice from a Recruitment Consultant

space so the information can be located easily. Secondly, you should select your points carefullythat your CV is concise and relevantone page if you can. Use the spell check in your computer. Use the appropriate phrases, perhaps, from the job advertisement to express your achievements and abilities.

To sum up then, the key words are clarity and impact. A good CV can go a long way to that important interview.

With CVs, first impressions are everything. For some vacancies, employers receive an enormous

, so it is important that your CV it should look good -

with a clear layout and a lot of white so the information can be located easily.

Layout 2 Advice from a Recruitment Consultant

so the information can be located easily. you should select your points carefully, so

your CV is concise and relevant. Try to keep it in one page if you can. Use the spell check in your computer. Use the appropriate phrases, perhaps, from the job advertisement to express your achievements

the key words are clarity and . A good CV can go a long way to get you all

314

• Select a Resume Template

• Use the Resume Wizard

• Enter Your Contact Information

Layout 3 Make a Resume in Word

• Enter Your Contact Information

• Select Headings for Your Resume

• Customize or Remove Resume Headings

• Fill in Your Information

Layout 3 Make a Resume in Word

Select Headings for Your Resume

Customize or Remove Resume Headings

315

1. Generally start with work history unless you have none, then start with educational background.

2. Start with present or most recent experience (job or education) and work back.

Top Tips

education) and work back.

3. Don't write in the third person but don't overuse "I".

4. Include dates.

5. Keep personal data to the minimum.

1. Generally start with work history unless you have none, then start with educational background.

2. Start with present or most recent experience (job or

3. Don't write in the third person but don't overuse "I".

5. Keep personal data to the minimum.

316

6. Do not include your age. 7. If hobbies or leisure activities enhance your image,

consider using them. If they can be directly tied into your job objective, do use them.

Top Tips

your job objective, do use them. 8. Do not include personal references directly in the

resume. 9. Do not tell why you left previous jobs (that

discussion, if pertinent, is best covered in the job interview).

7. If hobbies or leisure activities enhance your image, consider using them. If they can be directly tied into

8. Do not include personal references directly in the

9. Do not tell why you left previous jobs (that discussion, if pertinent, is best covered in the job

317

10. Do not discuss salary in the resume. 11. Be honest. 12. Brief is best. Try to keep your resume to one page

Top Tips

12. Brief is best. Try to keep your resume to one page (front only) and not too crowded.

13. Leave adequate margins (space around the edges).

14. With very few exceptions, stick with one more than two —highly readable fonts.

10. Do not discuss salary in the resume.

12. Brief is best. Try to keep your resume to one page 12. Brief is best. Try to keep your resume to one page (front only) and not too crowded.

13. Leave adequate margins (space around the

14. With very few exceptions, stick with one — no highly readable fonts.

318

15. Proofread! Proofread! Proofread! 16. Make the resume pleasing to look at but don't let it

become so elaborate that its appearance overshadows the content.

Top Tips

overshadows the content.

15. Proofread! Proofread! Proofread! 16. Make the resume pleasing to look at but don't let it

become so elaborate that its appearance

319

Unit 17Job Application LetterJob Application LetterJob Application LetterJob Application Letter

320

Knowing how to write a job application letter is often of great importance in getting a job because the purpose of the letter of application that goes with your resume is to introduce yourself briefly and try to make the

Job Application Letter

Introduction

to introduce yourself briefly and try to make the employer interested in you.

Knowing how to write a job application letter is often of great importance in getting a job because the purpose of the letter of application that goes with your resume is to introduce yourself briefly and try to make the to introduce yourself briefly and try to make the

321

You should keep in mind that the personnel managers (or HR managers) have literally hundreds of such letters to read. What you need is to get his attention immediately –

Introduction


hundreds of such letters to read. What you need is to get his attention immediately –around the bush.(旁敲侧击)

You should keep in mind that the personnel managers (or HR managers) have literally hundreds of such letters to read. What you need is

don’t beat

322

hundreds of such letters to read. What you need is don’t beat

Content

As to how to write formal business letters, please refer to Business English Writing

Layout 1 Letter Content


As to how to write formal business letters, please refer to Business English Writinglist of points you should include:

As to how to write formal business letters, please refer to Business English Writing—Letters. Here is a


323

As to how to write formal business letters, please refer to Business English Writing—Letters. Here is a

1. Briefly introduce yourself;2. State what position you are applying for;3. State when and where you found out about the job;4. Explain why you are interested in this type of work,



4. Explain why you are interested in this type of work, demonstrating an understanding of what it is likely to involve.

2. State what position you are applying for;3. State when and where you found out about the job;4. Explain why you are interested in this type of work,

Letter Content

4. Explain why you are interested in this type of work, demonstrating an understanding of what it is likely to

324

5. Explain why you are interested in working for this particular organization. Demonstrate enthusiasm and evidence of research into such aspects as their successes, involvements, values or clients.



aspects as their successes, involvements, values or clients.6. Highlight（强调）how you are suitable for this position. Provide evidence of your key strengths by referring to experiences on your CV. Aim for your key strengths to reflect the requirements of the employer and position.7. Refer the reader to your resume.

Explain why you are interested in working for this particular organization. Demonstrate enthusiasm and evidence of research into such aspects as their successes, involvements,

Letter Content

325

aspects as their successes, involvements,

how you are suitable for this position. Provide evidence of your key strengths by referring to experiences on your CV. Aim for your key strengths to reflect the requirements of the employer and position.

Refer the reader to your resume.

8. Take the opportunity, if necessary, to explain any anomalies in your experiences such as a gap or anywhere you do not match the selection criteria.



criteria. 9. Say you can provide more information if necessary 10. Indicate availability for interview.11. Express thanks. 12. Refer to future contact.

Take the opportunity, if necessary, to explain any anomalies in your experiences such as a gap or anywhere you do not match the selection

Letter Content

326

Say you can provide more information if

Indicate availability for interview.

Look at the following tips for writing covering letters. For each one, judge if it's True or False.1.The letter should be as friendly and informal as possible.

Layout 2 Top Tips


possible. (F) (Clue: The letter will have more authority if it has a formal tone.)2.You should avoid slang （俚语用的） language. (T) (Clue: slang and idiomatic language might make employers think you aren’t taking the job seriously.)

Look at the following tips for writing covering letters. , judge if it's True or False.

1.The letter should be as friendly and informal as

Layout 2 Top Tips

327

(F) (Clue: The letter will have more authority if it has

俚语）and idiomatic （惯

(T) (Clue: slang and idiomatic language might make t taking the job seriously.)

3.Your sentences should be long and complex. (F) (Clue: Shorter, simple sentences are easier to read and will help keep people interested.)4.It is fine to use the contracted forms (e.g. I

Layout 2 Top Tips


4.It is fine to use the contracted forms (e.g. I(F) (Clue: You should avoid contractions as they make the letter seem too informal.) 5.Emotive words (wonderful, great, terrible) should be avoided. (T) (Clue: Employers probably wonseriously if you use over-dramatic words.)

3.Your sentences should be long and complex. (F) (Clue: Shorter, simple sentences are easier to read and will help keep people interested.)4.It is fine to use the contracted forms (e.g. I’m, It’s).

Layout 2 Top Tips

328

4.It is fine to use the contracted forms (e.g. I’m, It’s). (F) (Clue: You should avoid contractions as they make the letter seem too informal.) 5.Emotive words (wonderful, great, terrible) should

(T) (Clue: Employers probably won’t take you so dramatic words.)

6.Sign your name at the bottom, in addition to typing it.(T)

Layout 2 Top Tips


(T)7.Proofread very carefully for sentence correctness and spelling mistakes. (T)

6.Sign your name at the bottom, in addition to typing

Layout 2 Top Tips

329

7.Proofread very carefully for sentence correctness

There are many possible forms for cover/covering letters. There is no such thing as a "set model". The only rule is(1) A professional business layout and formal writing

Layout 2 Top Tips


(1) A professional business layout and formal writing style is important (2) Get to the point as quickly as possible(3) Pack as much relevant information in half to preferably, less than one page if possible(4) Don't bore your reader with irrelevant information.

There are many possible forms for cover/covering letters. There is no such thing as a "set model". The

(1) A professional business layout and formal writing

Layout 2 Top Tips

330

(1) A professional business layout and formal writing

(2) Get to the point as quickly as possibleinformation in half to

preferably, less than one page if possible(4) Don't bore your reader with irrelevant information.

Unit 18 Personal StatementUnit 18 Personal Statement

331

There are two kinds of personal statement: one used to apply for a job, the other used to apply higher education. In business English writing course, we focus on personal statement used in a job application.

It is crucial that you put together a well

Introduction

It is crucial that you put together a wellpersonal/supporting statement for each job position applied for. The purpose of a personal statement is to get and win an interview.

There are two kinds of personal statement: one used to apply for a job, the other used to apply higher education. In business English writing course, we focus on personal statement used in a job application.

It is crucial that you put together a well-thought-out It is crucial that you put together a well-thought-out personal/supporting statement for each job position applied for. The purpose of a personal statement is to

332

In this section, you will learn

☆ the format of a personal statement

☆ the linguistic and stylistic feature of a personal statement

Introduction

statement

☆ how to write a professional, objective, and appealing personal statement

the format of a personal statement

the linguistic and stylistic feature of a personal

how to write a professional, objective, and

333

(beginning of a personal statement)I am fascinated with dentistry because I love to network and build computers. If I spoke these words aloud, many people would scratch their heads and appear confused. At first glance, this statement appears absurd. On a

Layout 1 Framework of a personal statement

At first glance, this statement appears absurd. On a closer look, however, it makes perfect sense. When I work on computers, I must operate within a tiny space inside a computer cache, taking extreme care to avoid damaging the delicate equipment. As a dentist, I will also perform my duties within the smallest of spaces, using tiny instruments on fragile surfaces.

(beginning of a personal statement)I am fascinated with dentistry because I love to network and build computers. If I spoke these words aloud, many people would scratch their heads and appear confused. At first glance, this statement appears absurd. On a


At first glance, this statement appears absurd. On a closer look, however, it makes perfect sense. When I work on computers, I must operate within a tiny space inside a computer cache, taking extreme care to avoid damaging the delicate equipment. As a dentist, I will also perform my duties within the smallest of spaces, using

334

1. Begin with a lead, also called a hook. (Introduction)A lead is usually a brief anecdote, a question, a startling statistic or quote, or a gripping description of a scene. The lead has a very important job: hooking the reader. Put your most interesting tidbit(珍闻)For example:


For example:

2. Tell the thesis of your personal statement. (Summary)The thesis can be a one-sentence summary or road map of your personal statement. It typically follows the lead and introduces the body, the longest section of your paper.

1. Begin with a lead, also called a hook. (Introduction)A lead is usually a brief anecdote, a question, a startling statistic or quote, or a gripping description of a scene. The lead has a very important job: hooking the reader.

)at the beginning.


2. Tell the thesis of your personal statement. (Summary)sentence summary or road map

of your personal statement. It typically follows the lead and introduces the body, the longest section of your

335

3. The body provides evidence to support your thesis. In writing the body, avoid generalities and platitudes(演讲八股). Write about specific experiences and give concrete examples from your life. Specifics can distinguish you from other applicants who superficially may be very similar to you. It has a


superficially may be very similar to you. It has a number of advantages:

3. The body provides evidence to support your thesis. In writing the body, avoid generalities and

. Write about specific experiences and give concrete examples from your life. Specifics can distinguish you from other applicants who superficially may be very similar to you. It has a


superficially may be very similar to you. It has a

336

"By combining these disciplines into a dual degree program, I can pursue my professional goal of doing education and military policy work for the government and perhaps teaching at university level. My experience as a Homeless Specialist has not only


experience as a Homeless Specialist has not only equipped me with an intellectual foundation for my future studies but has also supplied me with my career plans.

"By combining these disciplines into a dual degree program, I can pursue my professional goal of doing education and military policy work for the government and perhaps teaching at university level. My experience as a Homeless Specialist has not only


experience as a Homeless Specialist has not only equipped me with an intellectual foundation for my future studies but has also supplied me with my career

337

After gaining knowledge of both psychology and political techniques at the highly regarded Manchester University, I plan to work for social services to use my knowledge of human behavior to aid members of the public.


public. My efforts paid off. At the end of the year, our team performed well and I ended up winning an 'Outstanding Student Award.' More important than the award, however, was the realization that I had found my future career-in a courtroom. This time, however, the cases will be real. "

After gaining knowledge of both psychology and political techniques at the highly regarded Manchester University, I plan to work for social services to use my knowledge of human behavior to aid members of the


My efforts paid off. At the end of the year, our team performed well and I ended up winning an 'Outstanding Student Award.' More important than the award, however, was the realization that I had found

in a courtroom. This time, however,

338

4. Conclusion ties up the essay by briefly referring back to the lead, restating the thesis, and if relevant, mentioning some long term goals.You should round off the personal statement with an attention-grabbing sentence. You may find it


an attention-grabbing sentence. You may find it helpful to reflect on your main accomplishments and experience.

4. Conclusion ties up the essay by briefly referring back to the lead, restating the thesis, and if relevant, mentioning some long term goals.You should round off the personal statement with

grabbing sentence. You may find it


grabbing sentence. You may find it helpful to reflect on your main accomplishments

339

5. Keep it brief, succinct(简洁), do more with less. Compare:

1) During my sophomore and junior years, there was significant development of my maturity and markedly improved self-discipline towards

Layout 2 Language and writing style

markedly improved self-discipline towards schoolwork.

2) During my sophomore and junior years, I matured and my self-discipline improved tremendously.

, do more with less.

1) During my sophomore and junior years, there was significant development of my maturity and

discipline towards


wordy

discipline towards

2) During my sophomore and junior years, I matured discipline improved tremendously.

succinct

340

6. Avoid using the same word repeatedly.To achieve this, you can make use of synonyms to vary your writing.Do not repeatedly start sentences with “I.”


If you use too many “I”, your language will sound stunted and unsophisticated, and you will appear extremely conceited(自负的)

6. Avoid using the same word repeatedly.To achieve this, you can make use of synonyms

Do not repeatedly start sentences with “I.”


If you use too many “I”, your language will sound stunted and unsophisticated, and you will appear

341

Not: I started playing piano when I was eight years old. I worked hard to learn difficult pieces. I learned about the effort needed to improve myself. I began to love music.


conceited

smooth

But: I started playing piano at the age of eight. From the beginning, I worked hard to learn difficult pieces, and this struggle taught me the effort needed for self-improvement. work with the piano nourished my love for music.

smooth

I started playing piano when I was eight years old. I worked hard to learn difficult pieces. I learned about the effort needed to improve myself. I began to love music.


conceited

I started playing piano at the age of eight. , I worked hard to learn this struggle taught me

improvement. My work with the piano nourished my love for

342

7. Avoid qualifiers such as rather, quite, somewhat, probably, possibly, etc.

You might improve your writing somewhat if you sometimes try to follow this suggestion.


The example contains nonsense. Deleting unnecessary qualifiers will strengthen your writing 1000%. Equivocating(说模棱两可的话)reveals a lack of confidence.

7. Avoid qualifiers such as rather, quite, somewhat,

You might improve your writing somewhat if you sometimes try to follow this suggestion.


The example contains nonsense. Deleting unnecessary qualifiers will strengthen your

说模棱两可的

343

8. Use active voice rather than passive voice.

In sentences written in active voice, the subject performs the action expressed in the verb; the subject acts.


In sentences written in passive voice, the subjectreceives the action expressed in the verb; the subject is acted upon.

8. Use active voice rather than passive voice.

In sentences written in active voice, the subject the action expressed in the verb; the


In sentences written in passive voice, the subjectthe action expressed in the verb; the

344

Compare:1) The application was sent by the student.

2)The student sent the application.

3) The bandleader selected me to be the


more concise

3) The bandleader selected me to be the tuba player. (Active)

4) I was selected to be the tuba player by the band leader. (Passive)

1) The application was sent by the student.

2)The student sent the application.



more wordy

more concise

more concise


4) I was selected to be the tuba player by

less clear

345

9. Use transitions between paragraphs to smooth your writing.

Transitions tie one paragraph to the next. A transition can be a word, like later, furthermore, additionally, or moreover; a phrase like After this


additionally, or moreover; a phrase like After this incident...; or an entire sentence. Here are some useful phrases:

If you are adding additional facts or information:

9. Use transitions between paragraphs to smooth

Transitions tie one paragraph to the next. A transition can be a word, like later, furthermore, additionally, or moreover; a phrase like After this


additionally, or moreover; a phrase like After this incident...; or an entire sentence. Here are some

If you are adding additional facts or information:

346

as well, and, additionally, furthermore, also, too, in addition, another, besides, moreover

If you are trying to indicate the order of a sequence of events:


If you are trying to indicate the order of a sequence of events:

first of all, meanwhile, followed by, then, next, before, after, last, finally, one month later, one year later, etc.

as well, and, additionally, furthermore, also, too, in addition, another, besides, moreover

If you are trying to indicate the order of a


If you are trying to indicate the order of a

first of all, meanwhile, followed by, then, next, before, after, last, finally, one month later, one

347

If you are trying to list things in order of importance:

first, second etc., next, last, finally, more importantly, more significantly, above all, primarily


primarily

If you are trying to connect one idea to a fact or illustration:

for example, for instance, to illustrate, this can be seen

If you are trying to list things in order of

first, second etc., next, last, finally, more importantly, more significantly, above all,


If you are trying to connect one idea to a fact or

for example, for instance, to illustrate, this can be

348

To indicate an effect or result:

as a result, thus, consequently, eventually, therefore,

To indicate that one idea is the opposite of another:


To indicate that one idea is the opposite of another:

nonetheless, however, yet, but, though, on the other hand, although, even though, in contrast, unlike, differing from, on the contrary, instead, whereas, nevertheless, despite, regardless of

as a result, thus, consequently, eventually,

To indicate that one idea is the opposite of


To indicate that one idea is the opposite of

nonetheless, however, yet, but, though, on the other hand, although, even though, in contrast, unlike, differing from, on the contrary, instead, whereas, nevertheless, despite, regardless of

349

10. Avoid clichés.

A cliché is “a trite(平庸的,陈腐的)expression,” or “something that has become overly familiar or commonplace.” Clichés make your writing appear lazy, your ideas ordinary, and


your writing appear lazy, your ideas ordinary, and your experiences typical.

Arm yourself with the list below and eradicate these and other clichés from your writing.

), phrase or expression,” or “something that has become overly familiar or commonplace.” Clichés make your writing appear lazy, your ideas ordinary, and


your writing appear lazy, your ideas ordinary, and

Arm yourself with the list below and eradicate these and other clichés from your writing.

350

11. Vary your sentence structure.

It's boring to see subject, verb, object all the time. Mix simple, complex, and compound sentences.

A simple sentence, also called an independent clause, contains a subject and a verb, and it


A simple sentence, also called an independent clause, contains a subject and a verb, and it expresses a complete thought. For example:

Some students like to study in the mornings.

It's boring to see subject, verb, object all the time. Mix simple, complex, and compound sentences.

A simple sentence, also called an independent clause, contains a subject and a verb, and it


A simple sentence, also called an independent clause, contains a subject and a verb, and it expresses a complete thought. For example:

Some students like to study in the mornings.

351

A compound sentence contains two independent clauses joined by a coordinator. The coordinators are as follows: and, but, or. For example:He likes reading, but he doesn’t like this book.


He likes reading, but he doesn’t like this book.

A complex sentence has an independent clause joined by one or more dependent clauses.

For example:

The thief ran away when he saw the policeman.

contains two independent clauses joined by a coordinator. The coordinators are as follows: and, but, or.




has an independent clause joined by one or more dependent clauses.

The thief ran away when he saw the policeman.

352

For example1:

Last week, I had to make a crucial decision about


my future, and I knew that I needed some help. I

called Mom. simple

Last week, I had to make a crucial decision about


compound

my future, and I knew that I needed some help. I

353

12. Make it succinct, objective, informative and professional in tone

13. Make your personal statement creative, original and appealing.

Try to tell the reader something that no other


Try to tell the reader something that no other applicant will be able to say

14. Make sure your personal statement is specific.

12. Make it succinct, objective, informative and

13. Make your personal statement creative, original




14. Make sure your personal statement is specific.

354


NOT: In the first project I managed, I learned many valuable lessons about the importance of teamwork.

YES: In the first project I managed, I made an YES: In the first project I managed, I made an effort to incorporate all my colleagues as equal members of a team, soliciting their feedback and deferring to their expertise as needed.


In the first project I managed, I learned many valuable lessons about the importance of

In the first project I managed, I made an In the first project I managed, I made an effort to incorporate all my colleagues as equal members of a team, soliciting their feedback and deferring to their expertise as needed.

355

Layout 3 Sample analysis

This sample is a vivid, concise personal

statement with readability and originality.statement with readability and originality.

This sample is a vivid, concise personal

statement with readability and originality.statement with readability and originality.

356


I am fascinated with dentistry because I love to

network and build computers.network and build computers.

I am fascinated with dentistry because I love to

357


If I spoke these words aloud, many people

would scratch their heads and appear

confused. At first glance, this statement confused. At first glance, this statement

appears absurd. On a closer look, however, it

makes perfect sense.

If I spoke these words aloud, many people

would scratch their heads and appear

confused. At first glance, this statement confused. At first glance, this statement

appears absurd. On a closer look, however, it

Not too many “I”

358


When I work on computers, I must operate

within a tiny space inside a computer cache,

taking extreme care to avoid damaging the

delicate equipment. As a dentist, I will also delicate equipment. As a dentist, I will also

perform my duties within the smallest of

spaces, using tiny instruments on fragile

surfaces.

When I work on computers, I must operate

within a tiny space inside a computer cache,

taking extreme care to avoid damaging the

delicate equipment. As a dentist, I will also delicate equipment. As a dentist, I will also

perform my duties within the smallest of

spaces, using tiny instruments on fragile

359


Of course, there is a crucial distinction between building a computer and providing dental care. While both fields allow me to employ my manual skills, only one has the significant interpersonal component that I seek in a career. interpersonal component that I seek in a career. While I am grateful to the computer technician who corrects glitches in my operating system, I have far more gratitude to the orthodontist who straightened my teeth as a child.

ere is a crucial distinction between building a computer and providing dental care. While both fields allow me to employ my manual skills, only one has the significant interpersonal component that I seek in a career. interpersonal component that I seek in a career.

I am grateful to the computer technician who corrects glitches in my operating system, I have far more gratitude to the orthodontist who straightened my teeth as a child.

transitions

360


To glimpse the daily duties of a dentist, I spent this summer actively acquiring work experience in several branches of dentistry. For one month, I shadowed two dentists in general practice, both offering NHS and private treatment. I learnt to make dentures by working with my orthodontist make dentures by working with my orthodontist for two weeks and spent several days observing activity at Orpington's Oral and Maxillofacial department. I also attended dental lectures in a Medisix course held at Nottingham

glimpse the daily duties of a dentist, I spent this summer actively acquiring work experience in several branches of dentistry. For one month, I

two dentists in general practice, both offering NHS and private treatment. I learnt to make dentures by working with my orthodontist make dentures by working with my orthodontist for two weeks and spent several days observing activity at Orpington's Oral and Maxillofacial department. I also attended dental lectures in a

University.

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These experiences further convinced me that dentistry is the profession that correctly combines my mechanical aptitude with my desire for interpersonal interaction. each dentist, I concluded that a common thread of skills united them all, regardless of each dentist, I concluded that a common thread of skills united them all, regardless of their speciality: each dentist worked well on a team, exercised strong leadership skills and possessed the ability to communicate clearly and precisely.

further convinced me that dentistry is the profession that correctly combines my mechanical aptitude with my desire for interpersonal interaction. Observing

that a common thread of skills united them all, regardless of

that a common thread of skills united them all, regardless of their speciality: each dentist worked well on a team, exercised strong leadership skills and possessed the ability to communicate clearly

Bodysupportingyour thesis

objective

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Through my volunteer activities, I have learned to connect with people from a variety of ages and social backgrounds. Volunteering at a primary school, I used a soothing tone and simple vocabulary to put children at ease. working at a home for disabled adults, I learned working at a home for disabled adults, I learned to gauge the emotional state of each resident and tailor my conversational style and content appropriately. For example, I discovered that thorough explanations often quelled the anxiety of those who appeared nervous about a medical or personal situation.

Through my volunteer activities, I have learned to connect with people from a variety of ages and social backgrounds. Volunteering at a primary school, I used a soothing tone and simple vocabulary to put children at ease. While working at a home for disabled adults, I learned working at a home for disabled adults, I learned to gauge the emotional state of each resident and tailor my conversational style and content

For example, I discovered that thorough explanations often quelled the anxiety of those who appeared nervous about a medical

specific

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Having attained three gold certificates in the National Mathematics Challenge, I have the academic mettle to handle this demanding job. I also possess the flexible mind required to adapt to new advances in the field. Whether earning a to new advances in the field. Whether earning a bronze medal in a national competition as a brown belt in karate or playing cricket for my sports team, I have readily embraced and excelled at new challenges.

Having attained three gold certificates in the National Mathematics Challenge, I have the academic mettle to handle this demanding job. I also possess the flexible mind required to adapt to new advances in the field. Whether earning a to new advances in the field. Whether earning a bronze medal in a national competition as a brown belt in karate or playing cricket for my sports team, I have readily embraced and

varied sentenceConclusion

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I embrace the opportunity to put my

communication, academic and mechanical skills

to use as I work to maintain the oral health of my to use as I work to maintain the oral health of my

patients.

I embrace the opportunity to put my

communication, academic and mechanical skills

to use as I work to maintain the oral health of my to use as I work to maintain the oral health of my

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Top Tips

※ Logical and clear structure helps you catch

the reader’s attention.

※ Use transitions between paragraphs to ※ Use transitions between paragraphs to

smooth your writing.

※ Make use of synonyms; avoid using the same

word repeatedly.

※ Logical and clear structure helps you catch

※ Use transitions between paragraphs to ※ Use transitions between paragraphs to

※ Make use of synonyms; avoid using the same

366

Top Tips

※ Avoid clichés.

※ Do not repeatedly start sentences with “I”.

※ Use active voice rather than passive voice.※ Use active voice rather than passive voice.

※ Vary your sentence structure.

※ Do not repeatedly start sentences with “I”.

※ Use active voice rather than passive voice.※ Use active voice rather than passive voice.

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Top Tips

※ Do not summarize your resume.

※ Keep the language succinct(简洁

※ Make your writing succinct, objective, ※ Make your writing succinct, objective,

informative and professional in tone.

※ Do not summarize your resume.

简洁).

※ Make your writing succinct, objective, ※ Make your writing succinct, objective,

informative and professional in tone.

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Unit 19 Terms in Business Writing Terms in Business Writing

Unit 19 Terms in Business Writing Terms in Business Writing

369

Vocabulary used in business situations is different from everyday English vocabulary. It is a basic step to get to know and master the business vocabulary. This section

Business English Vocabulary

Introduction

section• provides examples of English being used by people

in business situations. • offers a ‘window on the world of business English’,

opening up the classroom to other ideas and opinions.

• provide more practice in some business situations.

Vocabulary used in business situations is different from everyday English vocabulary. It is a basic step to get to know and master the business vocabulary. This

provides examples of English being used by people

offers a ‘window on the world of business English’, opening up the classroom to other ideas and

provide more practice in some business situations.370

1. Abbreviation in Foreign Tradedocument termspayment termsprice and delivery terms


price and delivery termscurrency, packing and weight termsshipment termsother terms

2. Financial Terms3. Security Terms

currency, packing and weight terms

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4. Sales5. Meeting6. Money and Finance7. Negotiation


7. Negotiation8. Miscellaneous

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Unit 20 Sentences in Business Writing Sentences in Business Writing

373

Business sentence writing is much different from academic writing. It follows rules like complete, concise, clear, correct, and concrete. But it is easier said than done.

Sentences in Business Writing

done.

In this section, you will go further in details so that you are able to write business style sentences and learn some basic skills in business writing.

Business sentence writing is much different from academic writing. It follows rules like complete, concise, clear, correct, and concrete. But it is easier said than


In this section, you will go further in details so that you are able to write business style sentences and learn some

374

Clarity: Apply the KISS formula—“Keep it Short and Simple.”


Apply the KISS formula—“Keep it Short and Simple.”Choose short, familiar, conversational words.Construct effective sentences and paragraphs.Achieve appropriate readability--and listenabilityAvoid unfamiliar words, abbreviations, slang or jargon.

“Keep it Short and Simple.”


“Keep it Short and Simple.”Choose short, familiar, conversational words.Construct effective sentences and paragraphs.

listenability.Avoid unfamiliar words, abbreviations, slang or jargon.

375

Completeness: Answer all questions asked.


Answer all questions asked.Give something extra, when desirable.Check for the five Ws and any other essentials.


Give something extra, when desirable.Check for the five Ws and any other essentials.

376

Conciseness: Shorten or omit wordy expressions.


Shorten or omit wordy expressions.Include only relevant statements.Avoid unnecessary repetition, long sentences, relative pronouns, abstract subjects, and passive verbs.


Avoid unnecessary repetition, long sentences, relative pronouns, abstract subjects, and passive verbs.

377

Correctness: Use the right level of language.


Use the right level of language.Include only accurate facts, words, and figures.Maintain acceptable writing mechanics.Choose nondiscriminatory expressions.Apply all other pertinent C qualities.


Include only accurate facts, words, and figures.Maintain acceptable writing mechanics.Choose nondiscriminatory expressions.

378

Concreteness: Use specific facts and figures.


Use specific facts and figures.Put action in your verbs.Choose vivid, image-building words.Avoid relative words, indefinite phrases, and abstract words.


Avoid relative words, indefinite phrases, and abstract

379

Consideration: Focus on "you" instead of "I" and "we."


Focus on "you" instead of "I" and "we."Take an interest in the reader, show how the reader will benefit.Emphasize positive, pleasant facts.Apply integrity and ethics.Avoid negative words.

Focus on "you" instead of "I" and "we."


Focus on "you" instead of "I" and "we."Take an interest in the reader, show how the reader will

380

Courtesy: Be sincerely tactful, thoughtful, and appreciative.


Be sincerely tactful, thoughtful, and appreciative.Omit expressions that irritate, hurt, or belittle.Apologize good-naturedly.Use words and phrases that set a positive tone. Make the reply easy.

Be sincerely tactful, thoughtful, and appreciative.


Be sincerely tactful, thoughtful, and appreciative.Omit expressions that irritate, hurt, or belittle.

Use words and phrases that set a positive tone.

381


1. Clarity2. Completeness2. Completeness3. Conciseness4. Correctness5. Concreteness6. Consideration7. Courtesy


382


Once you have mastered the basics of correct usage in written English, you will want to express yourself in increasingly complex ways. One of the best ways to increasingly complex ways. One of the best ways to improve your writing style is to use sentence connectors. Sentence connectors are used to express relationships between ideas and to combine sentences. Using similar sentences to show how the same idea can be expressed in a variety of manners.


Once you have mastered the basics of correct usage in written English, you will want to express yourself in increasingly complex ways. One of the best ways to increasingly complex ways. One of the best ways to improve your writing style is to use sentence connectors. Sentence connectors are used to express relationships between ideas and to combine sentences. Using similar sentences to show how the same idea can be expressed in a variety of manners.

383


1) Food and drink prices in New York are very high.2) Renting an apartment in New York is very expensive.

Using a sentence connector:

Food and drink prices in New York are very high; furthermore, renting an apartment is very expensive.


Food and drink prices in New York are very high.2) Renting an apartment in New York is very expensive.

Food and drink prices in New York are very high; furthermore, renting an apartment is very expensive.

384


1) Life in New York is very expensive. 2) Life in New York can be extremely exciting.


Despite the fact that life in New York is very expensive,it can be extremely exciting.


Life in New York is very expensive. 2) Life in New York can be extremely exciting.

Despite the fact that life in New York is very expensive,

385


1) Life in New York is very expensive. 2) Many people would love to live in New York.


Many people would love to live in New York; consequently, life in New York is very expensive.


Life in New York is very expensive. 2) Many people would love to live in New York.

Many people would love to live in New York; consequently, life in New York is very expensive.

386


The term, "style," in this guide to business writing refers to the shape, voice, and force of sentences. writing style differs significantly from academic writing writing style differs significantly from academic writing style.Consider these stylistic variables in the following sentences from a textbook about academic writing.


The term, "style," in this guide to business writing refers to the shape, voice, and force of sentences. Business writing style differs significantly from academic writing writing style differs significantly from academic writing

these stylistic variables in the following sentences from a textbook about academic writing.

387


“As a third-year college student majoring in history who has already acquired a bit over ten thousand dollars in student loan debt, I find McPherson and Schapiro’s student loan debt, I find McPherson and Schapiro’s rejection of Clinton’s national service plan to be short sighted and insensitive to the experiences of many college students who are struggling to put themselves through school only to face enormous financial burdens upon graduation."


year college student majoring in history who has already acquired a bit over ten thousand dollars in student loan debt, I find McPherson and Schapiro’s student loan debt, I find McPherson and Schapiro’s rejection of Clinton’s national service plan to be short sighted and insensitive to the experiences of many college students who are struggling to put themselves through school only to face enormous financial burdens

388


1. Long Sentence Length (50 words) should be shorter.2. Complex Sentence Structure (1 main clause + at least one subordinate clause) should be changed to simpler sentence structure.sentence structure.3. Point of View[( Self-reference, first person singular ("I") ) should be changed to the point of view of company4. Social Reference: Yes. (The writer refers to other voices, McPherson’s and Schapiro’s, on the same subject and formulates a thesis/position in relation to these voices.)


1. Long Sentence Length (50 words) should be shorter.2. Complex Sentence Structure (1 main clause + at least one subordinate clause) should be changed to simpler

reference, first person singular ("I") ) should be changed to the point of view of company4. Social Reference: Yes. (The writer refers to other

and Schapiro’s, on the same subject and formulates a thesis/position in relation to

389


The above sentence does satisfy the requirements for a "good" academic sentence. Still, you will never read a sentence like the one above in a business document. Business readers do not want to know what is going on Business readers do not want to know what is going on inside a writer's mind. Instead, they want writers to propose plans or recommend actions that will benefit the company, and to do so as concisely as possible.


The above sentence does satisfy the requirements for a "good" academic sentence. Still, you will never read a sentence like the one above in a business document. Business readers do not want to know what is going on Business readers do not want to know what is going on inside a writer's mind. Instead, they want writers to propose plans or recommend actions that will benefit the company, and to do so as concisely as possible.

390

To develop an effective business writing style:•Use shorter sentences. •Use simpler sentence structures. •Use active voice.


•Use active voice. •Write from the point of view of the company. •Write more univocally. (The voice of the company is always already a social voice). •Identify the agents of actions unless there is a good reason for hiding agency. •Avoid nominalizing verbs. (changing verbs into nouns, i.e. "decide" into "decision.“)

To develop an effective business writing style:


Write from the point of view of the company. Write more univocally. (The voice of the company is always

Identify the agents of actions unless there is a good reason for

Avoid nominalizing verbs. (changing verbs into nouns, i.e.

391

To develop an effective business writing style:•Recommend action rather than refer to individual mental states. •Avoid qualifiers that weaken recommendations or express doubt. •Avoid self reference and references to individual states of mind.


•Avoid self reference and references to individual states of mind.

To develop an effective business writing style:Recommend action rather than refer to individual mental states. Avoid qualifiers that weaken recommendations or express doubt. Avoid self reference and references to individual states of mind.


Avoid self reference and references to individual states of mind.

392