Unit 1 Overview of Business English Writing,Tasks,1. Writing Principles 2. Writing Features 3. Writing Process 4. Exercises,Writing Principles,1. Consideration 2. Completeness 3. Correctness 4. Concreteness 5. Conciseness 6. Clarity 7. Courtesy,1. Consideration,Give consideration to the business partners varied wishes, demand, interest and difficulties. Emphasize the “You ”attitude rather than the “ I ” or “ We ” attitude.,Compare the following sentences:,2. Completeness,A business letter should contain all the necessary information and data. One may use 5 Ws to check Who, What, When, Where, and Why.,Compare the following sentences:,3. Correctness,Correctness means proper expressions with correct grammar, punctuation and spelling, as well as appropriate tone.,Compare the following sentences:,4. Concreteness,A letter should be specific and definite rather than vague, abstract and general.,Compare the following sentences:,5. Conciseness,Conciseness means the message is expressed with brevity without sacrificing clarity or courtesy. Avoid wordy language and redundancy, or repetition.,Compare the following sentences:,6. Clarity,We should first identify what we want to express and then express the idea in plain, simple words and formats.,Compare the following sentences:,7. Courtesy,Courtesy means to show in your letters the honest friendship, thoughtful appreciation, sincere politeness, considerate understanding and heartfelt respect.,Compare the following sentences:,Writing Features,Academic writing vs. business writing Plain writing style Euphemistic writing tone,Academic writing vs. business writing,Academic writing : a. colorful words b. complicated structures Business writing : a. no fancy words b. no complicated expressions c. is intended to communicate information,Academic writing (example): complex structure,Business writing (example): no complicated expressions,Plain writing style,Simple and familiar words Short and simple sentences Concise paragraphs, one paragraph with one topic,Compare :,simple: ease, improve, expect complex: alleviate, ameliorate, anticipate,Euphemistic writing tone,Be courteous and sincere Avoid anger and offense Be indirect in sending unfavorable news Be non-discriminatory in language,Compare:,non-discriminatory : chairperson, To Whom it May Concern discriminatory: chairman, Dear Gentlemen,polite: The system may automatically shut down if any installation errors occur. impolite: You didnt read the instructions carefully, so your system has shut down.,Writing Process,clarify the writing purpose identify the readers select the writing style draft the text revise the draft,Draft the text,a. determine the argument b. sketch a synopsis (/outline) c. write the draft,Exercises,1. Fill in the blanks with suitable transitional words 1) Our Accounts Receivable Department has written to you three times; ___________, we have had no response to our letter.,however,Exercises,2) The bill of lading did not match the order; ____________, the shipment was refused. 3) Our department is currently understaffed(人手不 够的);____________, we are behind on our production schedule.,consequently,thus,2. Rewrite the following sentences in a simple and more concrete way 1) The man got what he wanted with the assistance of the salesgirl. Key: The man got what he wanted with the help of the salesgirl. 2) The girl bought some food in a supermarket, which cost her 28 yuan. Key: The girl bought some food for 28 yuan in a supermarket.,Exercises,3) It is my opinion that youd better go there by train. Key: I think that youd better go there by train. 4) I completed a training program which was designed specially for that company. Key: I completed a training program designed specially for that company.,Exercises,3. Decide whether the direct or indirect order is preferable in each of the following situations, and give brief reasons.,a. A letter turning down a job applicant b. A letter from a recent college graduate requesting a letter of recommendation from a former instructor c. A letter asking when the next years automobile show will be held in the local place d. A letter to decline an offer of products,Exercises,Key: Using direct order: b, c Reason: when delivering good or neutral messages, generally use the direct order. Using indirect order: a, d Reason: when delivering bad messages, generally use the indirect order.,Exercises,Key to Exercises of Unit 1 ( Textbook),. Answer the following questions. (略) . Rewrite the following sentences from “We-attitude” into “You-attitude”. 1. Your order will be delivered by July 10. 2. You will be glad to know that your request for payment by D/P is allowed. 3. You can become a member of our club. 4. Our customers will find the best model of this product which we have worked for 15 years to develop. 5. You can buy at discount price though returns of commodities are not permitted.,. Rewrite the following sentences t。