汇丰银行商务写作教程(7)

LETTER TO MR PERRY: PLANNING
What should you do first? You should plan what to write!
Do you remember the 3 strategies you use when planning to write?
The 3 strategies in planning are
WHY are you writing to Mr Perry? (ie the Writer’s Purpose)
WHAT do you want Mr Perry to do? (ie the Reader’s Response)
WHAT does Mr Perry need to know? (ie the Reader’s Information).

LETTER TO MR PERRY: PLANNING
How did you do? Here is a suggested plan:
Suggested Answer
Writer’s Purpose
- To explain the situation (why the cheque was not accepted)
- To propose / suggest a solution
Reader’s Response
- To understand why the cheque was not accepted
- To accept our suggestion
Reader’s Information
- The name on the cheque needs to match the name on the account card
- The writer of the cheque needs to issue another cheque with the correct name
Remember to always keep your plan with you as your guide. This will ensure that you get the results you want from your writing.

LETTER TO MR PERRY: ORGANISING
Now that you’ve completed your plan, you need to organise it.
Do you remember the five sections of a letter?
To help you recall these sections:
Salutation
Opening (Background & Purpose)
Facts (Reader’s Information)
Action (Reader’s Response)
Remarks
LETTER TO MR PERRY: ORGANISING
How did you do?
Suggested Outline
Salutation:
Dear Mr Perry
Opening:
refer to "Quick Deposit" cheque
apologise that cheque cannot be accepted
writing to explain situation and suggest solution
Facts:
explain that name was misspelled
explain that name on cheque needs to match name on account card
Action:
ask the writer of the cheque to issue another one
Remarks:
hope information is useful
Now that you have completed your outline, you’re ready to move on to the next stage in the Writing Process.