Contents
Functions
of Business Correspondence Essential Principles of Business Correspondence Structure and Lay-out of Business Letters Lay-out of Faxes and E-mails
Essential Principles/Qualities
Courtesy
Consideration Completeness
Correctness
7Cs
Conciseness
Clarity
Concreteness
Essential Principles/Qualities
1.

Clarity
Essential Principles/Qualities


2.Conciseness: Conciseness does not necessarily mean short, although short sentences and paragraphs can be sometimes taken as a landmark for it. To achieve conciseness, one should: (1) Only include relevant information related to the subject: We have come to know the name of your corporation and have the pleasure of writing this letter to you in the hope of establishing business relations with you. We write to you, hoping to establish business relations with you. (better)
Essential Principles/Qualities
Words
purchase utilize commence sufficient dispatch endeavor terminate

We should use
buy use begin enough send try end
Essential Principles/Qualities

(3) One point in each paragraph: I have arranged for a repeat order to be sent to you today, and I hope this meets your requirement. Once again, please accept my apologies for the inconvenience caused. I have arranged for a repeat order to be sent to you today, and I hope this meets your requirement. Once again, please accept my apologies for the inconvenience caused. (better)
Introduction




A daily practice in business-related organizations; An intangible bridge connecting one party with another in different countries; In international trade, how to write effective correspondence is the first consideration for every businessman, as the relevant parties are separated by boundaries or vast oceans. Unlike faceto-face talk, business correspondence writing requires writers to use “silent” language to convey their emotions, intentions, decisions, requirements, etc. In business writing communications, you cannot afford to be misunderstood or misinterpreted. (unlike face to face negotiation) Good English---free from grammatical mistakes and any slightest possibility of being misunderstood, and use proper tone.
Essential Principles/Qualities
3. Courtesy and Consideration (1) Promptness Promptness refers to timely reply to the correspondence received. Efficiency is considered one of the decisive factors pertaining to effective communication. No one likes waiting for days before getting the reply to his correspondence. What is worse, failure to response to a message will cause loss of business opportunity for both writer and recipient.
Essential Principles/Qualities
(2) Avoid outdated wordy expressions:
Through the courtesy of Mr. Freemen, we are given to
understand that you are one of the leading importers of electric goods in your area. We learn from Mr. Freemen that you are one of the leading importers of electric goods in your area. (better) Will you please be so kind as to furnish us with details, as exact as possible, as to the credit which may be safely allowed to the firm. Please let us know how much credit may be safely allowed to the firm. (better)
English for International Business Communication
Unit One Business Correspondence Writing
Process of Writing
① Clarifying your aim ② Identifying your readers ③ Making a general plan ④ Sketching a synopsis ⑤ Drafting your text ⑥ Putting the draft aside ⑦ Revising and editing

Essential Principles/Qualities
Phrases We

should use
Байду номын сангаас
a draft in the amount of $500 at the present time in view of the fact that for the purpose of with regard to at a later date in the event that I should be glad if you would

a draft for $500 now because for about later if please
Essential Principles/Qualities

Sentences: I should be grateful if you would be good enough to advise us of the date of your arrival. Please let me know the date of your arrival.(better) We are in receipt of your letter of 12 June. Thank you for your letter of 12 June. (better) We would like to ask you to extend the L/C to August 31st. Please extend the L/C to August 31st. (better) 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. （better)