Business Writing (Week 1-5)

BusinessWritingWeek1(01Sept,2010)AboutthecourseKeyFeaturesofBusinessWriting(BW)UniversalityDiversityPracticabilityFeasibilityAboutthecourseKeyFunctionsofBusinessWritingBusinessesneedit!!!Sales/Promotion;Inquiry/Specification;Reply/Quotation;Offer/Counter-offer;Followup;AboutthecourseBusinessesneedit!!!Sampling;Order;L/CorOtherPaymentTerms;L/CAmendment;Production;PackingAboutthecourseBusinessesneedit!!!Shipment;Insurance;NegotiationwiththeBank;Complaint/Claim;AgencyAgreement.AboutthecourseThreefunctionsofBW1)Toinfluencereaders’attitudesandactionsE.g.Salesletters:DearSirorMadam,Allmenarecreatedequal,butallradiosarenot!2)ToinformreadersE.g.Requestletters/Complaints:Iamgladtoinform(tell)thatHaierTV-22is…FundamentalsofBW(C.1)3)Toestablishrelationshipa)Toentertainreaders;b)Toretaingoodwill;E.g.Thank-youlettersweareverygratefulthatyourorderhad…MajordifferencesbetweenSWandBWAim1)Togethigherscores(SW)2)Tocommunicateinformation(BW)FundamentalsofBW(C.1)MajordifferencesbetweenSWandBW(Cont’d)Relationship1)Examinersvsexaminees(SW)2)Demandvssupply(BW)Criteria1)Thelevelofknowledgeandlanguage(SW)2)Thedegreeofinformationvalue(BW)TheProcessofWriting1)Clarifyingaim2)Identifyingreaders3)Makingageneralplan4)Sketchingasynopsis5)Draftingtext6)Puttingthedraftaside7)RevisingandeditingPrinciplesofBusinessWritingThesix“Cs”principles1.Clarity1)Usesimple,shortwordsandsimplesentencestructure:after/subsequent;large/substantialuse/utilize;during/inthecourseof;2)Avoidusingwordswithdifferentmeanings:PrinciplesofBusinessWritinga)Weshalltakeafirmlinewiththefirm.b)Weshalltakeastronglinewiththefirm.3)Puttogetherwordswithcloserelation:a)TheL/Cmustreachusnotlaterthan8Octoberforarrangingshipment.b)TheL/Cmustreachusforarrangingshipmentnotlaterthan8October.3)Puttogetherwordswithcloserelation:c)TheyboughtabicycleinBeijinginasmallshopwhichcosts$25.00.d)Theyboughtabicyclefor$25.00inasmallshopinBeijing.e)Hewaswarnednottodrinkwatereveninarestaurantwhichhadnotbeenboiled.f)Hewaswarnednottodrinkwaterwhichhadnotbeenboiledeveninarestaurant.PrinciplesofBusinessWriting4)Useactivevoice:a)Atelexwassentbyusyesterday.b)Wesentyouatelexyesterday.c)Theapplicationwascompletedbythestudent.d)Thestudentcompletedtheapplication.e)Thesalaryincreasewasreceivedbyallemployees.f)Allemployeesreceivedthesalaryincrease.PrinciplesofBusinessWriting5)Useoffacts,examples,andvisualaids:a)Thesebreaksstopacarwithinashortdistance.b)Thesebreaksstopa2-toncar,traveling60milesanhour,within240feet.c)Thiscomputerreproducescampaignlettersfast.d)Thiscomputertypes1,000personalized150-wordcampaignlettersinonehour.PrinciplesofBusinessWriting2.Consideration1)EstablishgoodinterpersonalrelationsPutyourselfinthereaders’positionPlacethereaderinthecenterofthingsUse‘You-attitude’NOT‘We-attitude’a)Iwanttosendmycongratulations…b)Congratulationstoyouonyour…PrinciplesofBusinessWriting2.Consideration(Cont’d)1)Establishgoodinterpersonalrelationsc)Wemustreceiveyourreceiptwiththemerchandisebeforewecanprocessyourrefund.d)Pleaseenclosethesalesreceiptwiththemerchandise,sothatwecanprocessyourrefundpromptly.PrinciplesofBusinessWriting2.Consideration(Cont’d)2)Decliningorcomplainingintactfulway:a)ApparentlyyouhaveforgottenwhatIwroteyoutwoweeksago.b)AsmentionedinmyMay8lettertoyou…c)Yourletterisnotclearatall.Ican’tunderstandit.d)IfIunderstandyourlettercorrectly…ReviewLecture11.A.Wewillforwardoursampleproductsassoonaspossible.1.B.Youwillreceiveoursampleproductsin2weeks.2.A.Ifyoufailtopasstheexamination,youwillnotqualifyforadmission.2.B.Youneedtopasstheexaminationtoqualifyforadmission.ReviewLecture13.A.Subsequenttothepassageofthesubjectlegislation,itisincumbentuponyoutoadviseyourorganizationtocomplywithit.3.B.Afterthelawpasses,youmusttellyourpeopletocomplywithit.4.A.Adecisionwasreachedtopostponethemeeting.4.B.Themanagementdecidedtopostponethemeeting.ReviewLecture15.A.Yourproblemwiththewashingmachinewillbehandledverysoon.5.B.Wewillhandleyourwashingmachinewithin12hours.6.A.Youwillreceivereactivationandassistanceconsistentwithyourrequirements.6.B.Youwillgettheamountofhelpyouneed.BusinessWritingWeek2(08Sept,2010)PrinciplesofBusinessWriting3.Conciseness1)Shortenwordyexpressionsa)Wehavebeguntoexportourmachinestocountriesabroad.b)Wehavebeguntoexportourmachines.c)Fortheamountof$320youcanbuythemotor.d)For$320youcanbuythemotor.PrinciplesofBusinessWriting1)Shortenwordyexpressions(Cont’d)e)Youhavewonduetothefactthatyouarrivedearly.f)Youhavewonbecauseyouarrivedearly.2)Usewordstoreplacephrasesorclausesa)Werequirefurniturewhichisofthenewtype.b)Werequirenew-typefurniture.PrinciplesofBusinessWritingc)Foryourinformationweencloseacatalogue.d)Weencloseacatalogue.e)IntheeventthatyouspeaktoMr.Moodinregardtoproduction,askhimtogiveconsiderationtothedeliveryorder.f)IfyouspeaktoMr.Moodaboutproduction,askhimtoconsiderthedeliveryorder.PrinciplesofBusinessWriting4.Correctness(SeeP2)1)Verifyingspelling2)Selectcorrectwordsorphrases:a)Anyonecanlearntotype.b)Anyoneofuscanlearntotype.c)Everyoneispracticingshopping.d)Everyo