International Business Correspondence,Unit One,Business Letter Writing,Part One: Aims and Requirements:,To learn about the functions of the business letter and its importance in business activities;To learn about the writing principles of business letters;To study the layout of business letters, including the letter styles and the structure of the business letter, which is most important in this unit.,Part Two: Study of Business Letter-Writing,I. IntroductionII. The Principles of Business Letter- writingIII. The Layout of Business Letters,I. Introduction 1. Why is letter-writing so important nowadays? Because at present many business messages are sent by way of fax or e-mail instead of traditional post, and the language and style used in the fax/e-mail message are almost the same as those used in the letter by post, letter-writing is again regarded as quite important in our international trade communicating.,Part Two: Study of Business Letter-Writing,I. Introduction,2. The functions of a business letter:1) To ask for or to convey information;2) To deal with matters concerning negotiation of business;3)To confirm cables, telexes, telephones or face-to-face talks,especially important ones.,3.What should a business letter be like? It should be business-like. 1) Dont use the language in literature; 2) Dont use the language in private letters. Why? The business letter plays a very important role in a transaction; it is written in order to achieve a specific purpose and often gives rise to the legal obligations of the writer.,I. Introduction,I. Introduction,4.What does an effective business letter require? 1) Good English 2) Good knowledge of international trade business,II. The Principles of Business Letter- writingThe seven Cs :ConsiderationCourtesyClarityConcisenessConcretenessCorrectnessCompleteness,Part Two: Study of Business Letter-Writing,II. The Principles of Business Letter-writing,1. Consideration (体谅) It means：Take the “You-attitude” instead of “I/We-attitude”;Emphasize the positive rather than the negative approach;Get to the point immediately.,1. Consideration (体谅),Look at the following sentences and think about whether or not they are good sentences:It is regretted that the goods cannot be sent today.We are pleased to inform you that the goods will be sent tomorrow.I write to send my congratulations.Congratulations to you on your success!,1. Consideration (体谅),We do not permit outside groups to use our equipment except on a cash rental basis.You are welcome to rent our equipment.,II. The Principles of Business Letter-writing,2. Courtesy (客气)This principle means: Follow the guidelines talked under consideration.Be sincere, tactful, thoughtful and appreciative.Avoid irritating, offensive or belittling expressions.If an apology is necessary, make it courteously and sincerely.Be prompt in answering letters.,2. Courtesy (客气),Look at the following sentences and think about whether or not they are well written:You are requested to remit the amount by 10 August.Please remit the amount by August 10.We must tell you that we cant accept your price.Unfortunately, we cannot accept your price.Your letter is not clear at all. I cant understand it.If I understand your letter correctly (tactful),II. The Principles of Business Letter-writing,3. Clarity (清楚)First, be quite clear about what you want to say; Then say it in plain, simple language appropriate to the understanding level of your reader. Good, straight-forward, simple English is what is needed for business letters.,3. Clarity (清楚),Guidelines for observing this writing principle:Choose short, familiar and conversational instead of long, complicated and roundabout words or phrases.Construct effective sentences.Organize your ideas into a logical order.,3. Clarity (清楚),Look at the following sentences. Are they good sentences?I hope you will be in a position to make a decision within a short time.I hope you can decide soon.The contract enclosed herewith requires your signature before it can be executed and should be directed to the undersigned.Please sign the contract enclosed and return it to me.,3. Clarity (清楚),Those who work rapidly get ill in these conditions.Those who work in these conditions rapidly get ill.,II. The Principles of Business Letter-writing,4. Conciseness (简洁)Conciseness means saying what you have to say in the fewest possible words without sacrificing clarity, courtesy, completeness and good English.,4. Conciseness (简洁),To achieve conciseness, try to observe the following suggestions:Omit stereotyped phrases and commercialese.Avoid unnecessary repetition and wordy statements.Include only relevant facts.Confine each paragraph to one idea.,4. Conciseness (简洁),Examples:We take the liberty to approach you with the request that you would be kind enough to introduce to us some importers of stationery in your country.Please introduce to us some importers of stationery in your country.,