facial expressions
space and distance
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Forms of Business Communication
reports
e-mails
voice mails
letters
Web
conversation
linguistic faxes
memos
notes
Conciseness Completeness
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1. Courtesy （礼貌）
Special attention should be devoted to assuring the courtesy of business communication. It means treating people with respect and friendly human concern.
on your request could be possible. (NG) I am sorry we cannot approve your
request.
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Courtesy
4) use “you approach” (reader-oriented) Compare:
request
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Courtesy
2) use positive words and expressions instead of negative words and expressions
Compare: The office is closed after 4. (NG) The office is open until 4. We cannot have these figures for you
BUSINESS WRITING
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Chapter 1 An Overview of Business Writing
商务写作概述
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Lead-in Questions
What is business communication?
Business communication is a process of exchanging information and ideas in a business setting.
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Functions of Business Writing
1. To inform 2. To influence/persuade 3. To entertain
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To inform
Messages to inform are used to convey the vast amount of information needed to complete the day-to-day operations . The major purpose of most of these messages is to have the receiver understand a body of information and concentrate on the logical presentation of the content.
Writing is important for understanding and formal confirmation and as a source for later reference.
In order to achieve good communication, we should consider the following “six C’s principles”.
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To influence/persuade In addition to providing information, a business message must also influence the reader’s attitudes and actions.
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Courtesy, Correctness, Conciseness, Clarity, Concreteness, Completeness
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Six C’s Principles （6C原则）
Courtesy
Clarity
Correctness Concreteness
1) use proper expressions Thanks, when others do favor for you Please, when you ask for something
from others Sorry, when you cannot satisfy others’
It is a positive value, not neutral (中立的） or negative. The tone must convey positive goodwill, positive warmth, and positive interest in the reader.
❖ Being prompt in replying to the opposite part’s letter. The reply should usually be sent on the same day. If it is impossible for you to give a prompt reply in detail on the same day, you should write a short note to the client explaining why.
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Criteria for Effective Business Writing
Business people can’t afford paying a personal visit each time they want to transact business in various parts of the world, instead, they make phone calls, write letters, send faxes, or e-mails.
We presume that there must be some reasons for you having trouble with these articles.
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Courtesy
The following are ways to make your writing be courteous:
We will accept bids until June 10. You may submit a bid(投标）until June 10. (reader-oriented) Please accept our apologies for the delay. We hope you have not been seriously
2) effective business writers can use their skill to help increase their company’s sales and profits by promoting good relations.
3) proficiency in writing gives a personal advantage over less capable writers and contributes substantially to his/her selfconfidence---- a necessary quality for business success.
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Example 1
Dear Sirs, we are sorry you have misunderstood us.
Dears Sirs, we are sorry we didn’t make ourselves clear.
We cannot understand why you have had trouble with these articles.
proposals
minutes telephone calls
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Why Business Writing?
The ability to write effectively is a valuable business asset.
1) a great deal of business is transacted in writing, which is involved in every part of business.
Can you name some ways to communicate people in a business setting?

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Forms of Business Communication
eye contact
physical appearance
gesture
nonlinguistic posture
To entertain
To secure the desired response, it is necessary to have an adequate knowledge of the English language and an understanding of human nature. The writer should have an acquaintance with the particular interest and, if possible, the emotions of the reader. No communication is wholly successful unless it retains the reader’s goodwill.