Unit1IntroductiontoBusinessWriting

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Enc. Two
P. S. I’m expecting your phone call next week.
But it is better to plan your letter carefully and not to use postscript at all.
III. Summary
In this unit, we have discussed business letters about the meaning, types, format and the writing style.
Through the sample analysis we can sum up the following:
1. The essential qualities of business letters:
·effective for purpose
·personal in character
·plain in style
·sincere, friendly and polite in tone
·simple, natural and attractive in language
·clear, concrete and direct in content
·correct and complete in format and layout
2. Writing tips:
1). Always keep a proper margin for you letter to make your letter more effective whatever the form you use
2.) When writing the inside address, to use no punctuation (open punctuation) except the full stop after the
abbreviations.
3.) Don’t waste words.
4.) Keep the language lively and simple
5.) Personalize your letters
6.) Emphasize the positive.
7). Use correct letter form.
IV. Assignments
1. Readand memorize the following phrases and sentences as stimulated writing:
1) Opening sentences
(1) We are pleased to inform you that…
(2) We wish to inform you that/ of…
(3) We would like to inform you that/ of
(4) We are very sorry to tell you that…
(5) We are sorry to know that/ of
(6) We are sorry to knowthat…
(7) We regret to inform you that/ of…
(8) We regret not being able to…
(9) To our regret, we cannot…
(10) We are pleased to learn from your letter that…
2) Closing sentences
(1) We are looking forward to your early reply.
(2) Please let us have your prompt reply.
(3) We look forward to hearing from you.
(4) Please let us have your reply upon receipt of this letter.
(5) We hope to receive your answer by fax.
(6) I hope to hear from you by telex.
(7) We trust our request will meet your prompt attention.
(8) We hope that you will be able to assist us in this matter.
(9) Thank you for your consideration.
(10) We hope that this will be satisfactory to you in every respect.
3) Titles
(1) Chairman of theBoard (of Directors)
(2) President (General Manager)
(3) Managing Director
(4) Deputy or Vice President
(5) Standing (Executive) Director
(6) Director
(7) (Standing) Auditor
(8) Export Manager
(9) Import Manager
(10) Finance (Accounting) Manager
(11) Administration (General Affairs) Manager
(12) Personnel (Labor) Manager
(13) Sales Manager
(14) Sub + Manager (Asst. Manager)
(15) Department Manager
(16) Head of a Department
(17) Production Manager
(18) Acting Manager
(19) Section Chief
(20) Company Secretary
(21) Chief Clerk
(22) Clerk
(23) Representative
2. Evaluate and edit the following letter selection:
In looking at your current catalog, I notice that the emergency couch on page 50 (No.273-1960) is
shown in the illustration in the color of blue. However, in the description provided under the illustration, the
color listed as being available are black, ivory, green, and red. Does this mean that the color of the couch in
the illustration is not available at this time?
If I could obtain the blue vinyl, which would match our decor, I would place an order in the near future
for four at the price of $118.5 each. But I do not wish to order any of the other colors that you list in your
description in the catalog.
Very cordially yours,
V. Reference Books:
1. Business EnglishWriting Course 范红 王朝晖 廖国强
清华大学出版社 2000 年 12 月出版
2. 1. Business English Writing Course 范红 王朝晖 廖国强 ,清华大学出版社 2000年 12 月出版
2 THE McGRAW-HILL HANDBOOK OF BUSINESS LETTERS ROY W.POE SECOND EDITION
McGraw-Hill Book Company 1988
3.《国际商贸英语文函写作》 吴宝康 华东理工大学出版社 1995年出版
Keys for Reference
IV. Assignment-2
Is this emergency couch on page 50 of your catalog available in the blue vinyl illustrated? The colors listed
as available do not include blue.
If the blue vinyl couch is available, I will place an order for four.
Very cordially yours,