商 务 英 语 写 作 知 识 要 点 01 IntroductionSchool Writing: 1 In the form of essays, 2 To demonstrate the knowledge and language skills,3 Always use complicated structures Business Writing:1 In the form of letters,2 Intended to communicate information,3 Readers and writers are in demand-supply relationship1. Principles of Business Writing: 7CClarity 清晰Correctness准确 Conciseness简洁 Courtesy 礼貌Concreteness具体 Completeness完整 Consideration周全2. Logical Organization 14因果关系(Cause & Effect)时间顺序(Chronological Development)序列顺序(Sequential Development)比较(Comparison)一般到特殊(From General to Specific)特殊到一般(From Specific to General) 02 Layout of Business Letters1. The Essential Parts of a Business Letter:1) Letter head2) Reference 3) Date line4) Inside Address5) Salutation6) Body of the letter7) Complimentary Close8) Signature2. Letter Styles: Full Block Style(齐头式) ，Indented Style（缩进式） and Mixed Style（交错式）3. Letter head identifies the sender of the letter. It includes:1) Companys logo2) Its address and postal codes3) Telephone number, Fax number4) Internet address, e-mail address5) Telegraphic and telex address6) A trademark or a brief slogan4. Body of the letter is the actual message of the letter, which begins one blank line below the salutation. It is the most important part of the letter, the written speaker.Principles of the body: Clarity, Consideration, Correctness5. Organization of the body:1) Opening or Introduction 2) Details3) Responses or Action4) Close6. Optional Parts of the body1) Attention Line2) Subject Line3) Enclosure4) Carbon Copy 5) Postscript附言7. Layout of the Envelope: The Indented Form and the Blocked Form8. Open punctuation: NO full stops or commas are used in the Essential Parts of a Business Letter unless to ensure the grammatical sense. Its important to use open punctuation consistently in the letter（18） 03 E-mail1. Layout of Heading1) To: (email address of the recipient )2) From: (email address of the senderusually automatically filled in)3) Date: (automatically filled in)4) Subject (main idea of the message)5) Cc: (carbon copy recipients whom the author wishes to inform of the message publicly)6) Bcc: (Blind carbon copy- recipients who are secretly being informed of the message)7) Attachment (the files you desire to send along with the message)2. Body: Salutation + Content + Complementary Close + Signature3. Points to ponder when writing1) Write a meaningful subject line.(主题栏意义明确)2) Keep the message focused and readable.（行文重点突出、排版清楚易读）3) Avoid attachments.（少发或不发附件）4) identify yourself clearly.（标明身份）5) Be kind. Dont flame.（心平气和）6) Proof read.（仔细较读）7) Dont assume privacy.（注意保护隐私）8) Distinguish between formal and informal situations.（分清场合和事宜）9) Respond promptly.（及时回复）10) Show respect and restrain.（宽容限制） 04 Good News & Bad News Letters1. 商务信函种类：1) 询 盘 enquiries2) 发 盘 response to enquiries3) 订 单 函 order4) 订单确认函 order acknowledgement5) 确 认 函 confirming letter6) 拒 绝 函 declining letter7) 礼 节 函 social letter8) 建立商务关系的信函（买方或卖方之间）Establishment of business relationship2. General structure of Good News Messages and Neutral MessagesDirect Approach3. Occasions of Direct Approach1) Making enquiries or responses to enquires2) Making orders or order acknowledgements3) Confirming letter4) Social letters5) Declining letter6) Establishment of business relationship4. Structure of Good News Letter:1) Begin with the main point (Introduction)2) Present necessary explanations (Details)3) Cover the remaining part of the objective (Action)(询价)4) End with adapted goodwill (Close)5. Useful sentences for closing of the good news letter:1) Looking forward to hearing from you.2) I hope this information will help you.3) We look forward to receiving confirmation of the reservation.4) Its great to be working together once again.6. Indirect Approach to Bad News Messages1) Dont tell the bad news at the beginning.2) Begin with some good news or neutral information.3) Give explanations before releasing bad news.7. General Structure of Bad-news Messages:1) Begin with a buffer缓冲 (introduction)2) Explain why the refusal has to be made (details)3) State the refusal (action)4) Close positively (close)8. State the Refusals1) Make the refusal clear without misunderstanding.2) Offer some constructive and feasible suggestions.9. Close of Bad News Letter:1) Polite2) Positive3) Confident4) Do not remind your readers of the negative message.5) Do not apologize for your refusal10. Ways to buffer: 1) Showing positive attitude, appreciation2) Showing sympathy and care3) Demonstrating understanding11. Useful sentences for explaining why the refusal has to be made (Present objective, reasonable and con