An Overview of Business Writing .ppt

1、An Overview of Business Writing FunctionsEffective sentencesSix Cs principles(for whole composition)GrammarModern changesFUNCTIONS:Inform:to convey the information wayswaysPersuade:to influence readers attitudes and actions to accept writers ideas,services or products.Entertain:to retain the readers

2、 goodwill.The Customer is King!EFFECTIVE SENTENCES1.Unity 2.Coherence3.Conciseness4.Emphasis5.VarietyUnity:to express a single complete thought.句子意思表达不完整e.g.Tom graduated.Tom graduated from Tingsua University.中心不明确He walked along the street and then suddenly realized he was lost.As he walked along t

3、he street he suddenly realized he was lost.主谓不一致Every teacher and student were invited to go to the party.Every teacher and student was invited to go to the party.Coherence:to have a clear and reasonable connection between parts.平行结构平行结构A man is judged not only by what he says but also by his deeds.

4、A man is judged not only by what he says but also by what he dose.代词与先行词一致代词与先行词一致She told my sister she was wrong.My sister was told that she was wrong.“Im wrong,”she said to my sister.悬垂结构Looking out of the window,the grass stretched as far as the eye can reach.Looking out of the window,he/she/I/w

5、e can see the grass stretched as far as the eye can reach.Outside the window,the grass stretched as far as the eye can reach.Conciseness:to have necessary words.The fewer words are used,the better.e.g.It was small in size.It was small.In my opinion,I think your plan is excellent.I think your plan is

6、 excellent.Emphasis:to indicate an important idea or opinion.e.g.The light shines through the blue sky where white clouds flow and some birds are flying across.It is a sunny day.How wonderful!1）句尾强调（End Emphasis）e.g.He has achieved success,I believe.He has,I believe,achieved success.2）倒装语序（Inverted

7、Order）e.g.I did not believe what she said for a moment.3）重复（Repetition）有意重复主要信息也可达到强调的目的。e.g.that government of the people,by the people,and for the people,shall not perish from the earth.Not for a moment did I believe what she said.1We last received a payment from you six months ago.4Six months hav

8、e passed since your last payment.2We have not received a payment from you for six months.5Six months have gone by since you last paid us.3 You last paid us six months ago.6You have not paid us for six months.It has been six months since we last received a payment from you.Variety:to be rich in sente

9、nce patterns.e.g.Some people insist that only today and tomorrow matter.But how much poorer we would be if we really lived by that rule!So much of what we do today is frivolous and futile and soon forgotten.So much of what we hope to do tomorrow never happens.1）I have never dreamed about it.2）She wa

10、s so angry that she could not speak.3）He will be back,Im sure.4)There are a teacher and many students in our classroom5）We are going to visit John,and he is our English friend.6）Every early morning,she gets up to do exercises at sunrise7)There are several things which are interesting here.8)Wang Lan

11、 is not only clever but also she is helpful.9)Entering the room,Mary stood up and said,“Good morning,Sir.”PRACTICE:5）We are going to visit John,and he is our English friend.-We are going to visit John who is our English friend.6）Every early morning,she gets up to do exercises at sunrise.-She gets up

12、 to do exercises at sunrise.7)There are several things which are interesting here.-Several things are interesting here.9)Entering the room,Mary stood up and said,“Good morning,Sir.”-Entering the room,the manager saw that Mary stood up and said,“Good morning,Sir.”8)Wang Lan is not only clever but als

13、o is a charming girl.-Wang Lan is not only clever but also helpful.6 CS PRINCIPLE1.Courtesy :to treat people with respect and friendly human concern.2.Correctness:to use right grammar,punctuation,spelling,and to use good and accurate words and sentences to convey information.3.Conciseness:to give em

14、phasis to the message.4.Clarity:to write familiar words and simple sentences.5.Concreteness:to be vivid,specific and definite.6.Completeness:to include all the necessary information and data.GRAMMARwish的用法的用法1）用于wish后面的宾语从句，表示不可能实现的愿望。I wish I had the money1.表示与现在事实相反的一种愿望,动词用过去式。（be的过去式为 were）2.表示与

15、过去事实相反的愿望，动词用过去完成式。（had+过去分词）3.表将来不大可能实现的愿望动词,would/should+动词原形(would/could+动词原形)I wish it would rain tomorrow.我希望和你一样高。I wish I were as tall as you.他希望他没讲那样的话。He wished he hadnt said that.我希望明天下雨就好了*wishful thinking 是“一厢情愿的想法”hope+for n.hope to do sth.hope+that-clause wish to do表达法。wish sb./sth.to

16、do I wish to see the manager.I wish the manager to be informed at once.1）wish+宾+to+动词原形表示命令，hope无此用法 I wish you to go.2）hope后不能直接跟名词作宾语，可跟for+名词，表示可实现的“希望”，wish虽也跟for+名词，但表示难实现的“愿望”。We wish you a happy New Year Differences:I hope for success.我希望成功。I wish for a car.我很想得到小汽车 3)wish可跟双宾语 4）hope和wish可跟t

17、hat从句，但hope+that表示希望 wish+that表示“愿望”，且从句动词用虚拟语气 I hope you shall be better soon.I wish I were ten years younger.Worry worried adj.worry for nothing 1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 1.be worri

18、ed,concerned,anxious,troubled,or uneasy;1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 1.be worried,concerned,anxious,troubled,or unea

19、sy;I worry about my job 1.be worried,concerned,anxious,troubled,or uneasy;I worry about my job 2.disturb the peace of mind of3.bitevt.vi.Vt.worry about my jobdont worryWolves worry the sheep.I cannot sleep-my daughters health is worrying me.MODERN CHANGESGOODWILL EFFECTSCONVERSATIONAL STYLEYOU-VIEWP

20、OINTPOSITIVE LANGUAGEUSING THE READERS NAMEConversational style Formal FormalInformalInformal approximately approximately inquire inquire ascertain ascertain obtain obtain assist assist participate participate construct construct purchase purchase contribute contribute sufficient sufficient difficul

21、t difficult utilize utilize AboutAboutAskAskfind outfind outreceivereceivehelphelpsharesharebuildbuildbuybuygivegiveenoughenoughhardharduseuse我们在撰写正式的商务英语写作时，应尽量使用正规的语言；而当起草非正式的商务便条、商务便函及商务书信时，可使用较通俗的口语。请比较下面两组例词：Avoiding old language in the near futurein the near future it has come to my attention

22、it has come to my attention at your earliest possible convenience at your earliest possible convenience avail yourself of this opportunity avail yourself of this opportunity don t hesitate don t hesitate take the liberty to take the liberty to due to the fact that due to the fact that thanking you i

23、n advance thanking you in advance enclosed herein enclosed herein with kindest regards with kindest regards一些常见的陈词滥调：一些常见的陈词滥调：商业书信的写作必须力求“自然”，不能满篇都是过时的商业行话。例子：We should be obliged if youcould contact our Mrs Xiao at an early date.Please contact Mrs Xiao soon.We beg to inform you that we are herewit

24、h canceling our order for the same.I am afraid we arecanceling our order for theabove goods.Assuring you of our best attention at all times,and awaiting the favour of your early response.I look forward to hearingfrom you soon.YOU-ATTITUDEWe shall be able to install Cable TV shortly.You will be pleas

25、ed to hear that you will soon be able to receive Cable TV.I am afraid we cannot deliver at the weekend.You can have your goods delivered any weekday.I regret to inform you that we cannot refund your deposit unless you return the goods within a week.I am pleased to inform you that you will be able to

26、 receive a full refund of deposit if you return the goods within a week.Positive language I am in receipt of your order for 250 pairs of Niky Conga sports shoes.Thank you for your recent order for 250 pairs of Niky Conga sports shoes.You failed to send your order to us before the new prices were int

27、roduced.Unfortunately,we did not receive your order before the new prices were introduced.We cannot devote much time to your visit as the March Sales figures are being compiled and we are very busy.We shall devote as much time to your visit as our hectic schedule will permit.It is not our fault if y

28、ou do not check whether the goods are satisfactory on delivery.I am afraid customers are expected to check that goods are satisfactory on delivery.Problems of this type are common with the lower model.Next time you will have to buy the more advanced model.Problems of this type are far less common wi

29、th our more advanced model.We do not have the time to send our Sales Representative to see you.He is busy dealing with larger accounts than yours.We shall be happy to send our Sales Representative to visit you as soon as his heavy schedule permits.I am in receipt of the upgraded software you sent to replace the software we bought in February.Thank you very much for sending me the updated software which supersedes that which we bought in February.