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1、Unit 2 The General Principles of Business Writing,The Standard phrases in business letters,Starting a letter Thank you for your letter of 28 January, in which you enquired about our . I am writing to you about . With reference to our telephone call this morning, I would like to confirm We are a . an
2、d would like some more information about Good news We are pleased to inform you that your order No. . for . has been dispatched We are pleased to announce that our prices have been cut by 10 per cent It is my pleasure to invite you to our conference on 21 April at Bad news We regret to inform you th
3、at the goods have been delayed owing toI am sorry to inform you that we are unable to offer you the positionI am afraid that we are unable to grant you the 10 percent discount requested.,The Standard phrases in business letters,Requests Could you please inform us whether you can deliver these items
4、within seven days? I would be grateful if you could send me I would appreciate it if you could . I would appreciate your sending. Enclosures Please find enclosed/attached a copy of the above- mentioned documents I am enclosing our latest catalogue. Apologies Please accept our apologies for any incon
5、venience this has caused you I am very sorry about the delay caused byThis mistake was the result of Concluding If you have any further questions, please do not hesitate to contact usThank you in advance for your helpI look forward to hearing from you. (Action ending),Style in business letters,State
6、 the main business, purpose, or subject matter right away. Let the reader know from the very first what your letter is about. If you are responding to a letter, identify that letter by its subject and date in the first paragraph or sentence. Dear Mr. Stout, I am writing in response to your September
7、 1, 2004 letter in which you describe problems that youve had with one of our chainsaws. I regret that youve suffered this inconvenience and expense andDear Ms. Cohen, I have just received your August 4 2004 letter in which you list names and other sources from which I can get additional information
8、 on the manufacture and use of plastic bottles in the soft-drink industry ,Style in business letters,Keep the paragraphs of most business letters short. Provide topic indicators at the beginning of paragraphs. In the first sentence of any body paragraph of a business letter, try to locate a word or
9、phrase that indicates the topic of that paragraph. If a paragraph discusses your problems with a personal computer, work the word “problems“ or the phrase “problems with my personal computer“ into the first sentence. Doing this gives recipients a clear sense of the content and purpose of each paragr
10、aph.,Courtesy,Courtesy is not merely using the words “please” and “thank you.” Rather, true courtesy needs to use tactful tone and respective expressions. Be sincerely tactful, thoughtful and appreciative You speak too fast and unclear. I cannot fully understand what you asked? Can you repeat it ple
11、ase? My understanding of what you asked is ( express what you understood). Please correct me if my understanding is wrong. I dont understand why you fail to answer my fax dated March 3, 2007. You might not receive my fax dated March 3, 2007 and now I send it to you again.,Courtesy,Use Expressions th
12、at show respect Avoid using irritating expressions: You are ignorant of the fact that; You claim that; you forgot that; you leave us no choice; you overlooked to; you should know; you surely dont expect; you must; we dont agree you; why dont you ,Courtesy,Choose Non-discriminatory Words and Expressi
13、ons,Completeness,Completeness means your message contains all facts the receiver needs for the reaction you desire Provide all necessary information.Five Ws Who, What, When, Where, Why Answer all questions asked. Give something extra when desirable.,Conciseness,Try to avoid wordiness Wordy: I wish t
14、o express my heartfelt gratitude to you for your kind cooperation. Concise: Thank you for your cooperation. Wordy: We wish to acknowledge receipt of your letter of May 2 with the check for $200 enclosed and wish to thank you for the same. Concise: We appreciate your letter of May 2 and the check for
15、 $200 you sent with it. Wordy: Please be advised that we have received your invoice No.248. Concise: We have received your invoice No.248. Wordy: In compliance with your request, we immediately contacted ABC Co. Ltd, and now wish to inform you of the result as follows Concise: As requested we immedi
16、ately contacted ABC Co. Ltd., with the following result.,Try to avoid out-of-date commercial jargons,Consideration,Focus on “You” in positive Situations,Focus on the recipients needs, purposes, or interests instead of our own. Be “you“-oriented. Avoid a self-centered focusing on your own concerns ra
17、ther than those of the recipient. Even if you must talk about yourself in a business letter a great deal, do so in a way that relates your concerns to those of the recipient. We attitude: We allow a 5% discount for cash payment. You attitude: You can earn a 5% discount for cash payment. We attitude: We are pleased to announce that You attitude: You will be pleased to know that,
