商务写作 Business writing

toinformtopersuadetoentertainFunctionsofbusinesswritingEverybusinessmessageisdesignedtoachieveaspecificbusinessobjective.Itssuccessdependsonwhatitsaysandtowhatextentitinducesafavorableresponsefromthereader.Messagestoinformareusedtoconveythevastamountofinformationneededtocompletetheday-to-dayoperationsofthebusiness.Inadditiontoprovidinginformation,somebusinessmessagesmustalsoinfluencethereader'sattitudesandactions.Tosecurethedesiredresponse,itisnecessarytohaveanadequateknowledgeoftheEnglishlanguageandanunderstandingofhumannature.Thewritershouldhaveanacquaintancewiththeparticularinterestand,ifpossible,theemotionsofthereader.CriteriaforEffectiveBusinessWritingAbusinessmessageisconsideredsuccessfulwhen(1)thereceiverinterpretsthemessageasthesenderintendeditand(2)itachievesthesender'spurposes.---sixC'sprinciples:Courtesy,Correctness,Conciseness,Clarity,Concreteness,Completeness.1.Courtesy(礼貌)Bycourtesywemeantreatingpeoplewithrespectandfriendlyhumanconcern.Effectivewritersvisualizethereaderbeforestartingtowrite.Theyconsiderthereader'sdesires,problems,circumstances,emotionsandprobablereactionstotheirrequest.2.Correctness(正确)Correctgrammar,punctuationandspellingarebasicrequirementsforbusinesswriting.Inaddition,correctnessmeanschoosingthecorrectleveloflanguageandusingaccurateinformationanddata.3.Conciseness(简洁)Effectivewritingisconcise—eachword,sentence,andparagraphcounts.Concisenessmeanstowriteinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.Concisenesswillgiveemphasistothemessage.4.Clarity(清楚)Claritytellsthereaderexactlywhatheorshewantsandneedstoknow,usingwordsandaformatthatmakeyourwritingstotallyunderstoodwithjustonereading.5.Concreteness(具体)Businesswritingshouldbevivid,specificanddefiniteratherthanvague,generalandabstract,especiallywhenthewriterisrequiringaresponse,solvingproblems,makinganofferoracceptance,etc.6.Completeness(完整)Includeallthenecessaryinformationanddatainthemessagebecauseinformationanddatacanhelpsendersgetreceivers'responsesandachievedesiredobjectives.Achievingthedesiredeffectsisamatterofwritingskillandofunderstandinghowpeoplerespondtowords.Itinvolveskeepingcertainattitudesinmindandusingcertainwritingtechniquestoworkthemintoyourletters.1.ConversationalStyleAletter—agoodletter—reflectsthepersonalityofthewriterandalsoshouldbepleasingtothereader.Peoplewhowritewithasenseofpersonalcontacthaveabetterchancetomakewhattheysayinterestingandconvincing.Suchlanguageiswarmandnatural.Thefollowingaresomehelpfulsuggestions:2.ResistingTendencytoBeFormalThereisamisconceptionthatbigwordsanddifficultwordsarepreferredinbusinessletters,buttheresultofsuchwordsisacoldandunnaturalstyle—onethatdoesnotproducethegoodwilleffectyouwantyourletterstohave.3.AvoidingtheOldLanguageofBusinessGoodwriterstakecaretoavoidstaleexpressions.SeeSample14.You-viewpointYou-viewpointistofocusinterestonthereader.Itisatechniqueforpersuasionandforinfluencingpeoplefavorably.Inabroadsense,you-viewpointwritingemphasizesthereader'sinterestandconcerns.Itemphasizesyouandyourandde-emphasizesweandour.5.AccentonPositiveLanguagePeopleenjoyandreactfavorablytopositivemessages.Positivewordsemphasizethepleasantaspectsofthegoalandtendtoputthereaderintherightframeofmind.Theyalsocreatethegoodwillatmosphere.Negativewordsmaystirupyourreader'sresistancetoyourgoals.6.SinglingOutYourReaderTosingleoutyourreaderinaletter,youshouldwriteforhisorherparticularsituation.Whatyousaythroughoutthelettershouldmakeitclearthatthereaderisgettingindividualtreatment.7.UsingtheReader'sNamesUsingthereader'snameinthelettertextisanotherwaytoshowthatthereaderisbeinggivenspecialtreatment.Itmakesthereaderfeelthathis/heridentityasindividualisrecognized.8.AvoidingAngerTheeffectofangrywordsistomakethereaderangry.Withbothwriterandreaderangry,thetwoarenotlikelytogettogetheronwhatevertheletterisabout.BasicPatternsofBusinessWriting1.DirectnessinGood-newsandRoutineMessages2.IndirectnessinBad-newsmessages3.IndirectnessinPersuasionSample1-1DearSir:WewishtoacknowledgereceiptofyourcreditapplicationdatedFebruary17givingtradeandbankreferences,andwethankyouforthesame.Pleasebeadvisedthatcreditaccommodationsareherewithextendedasperyourrequestandyourorderhasbeenshipped.Hopingyouwillgiveustheopportunityofservingyouagaininthenearfuture,weremainVerytrulyyours,DearSirs:Thankyouforsendingsopromptlythetradeandbankreferenceswehaveaskedfor.Iamgladtosaythatyourorderhasalreadybeenshippedonthetermsyourequested.Wehopeyouwillgiveusthechancetoserveyouagain.Verytrulyyours,Sample1-1例1-1中的第一封信语气显得生硬,语言也有些老套,例如acknowledgereceiptofyourcreditapplication…,Pleasebeadvised…,Hoping…weremain等,读起来难懂,而且没有亲切感.而第二封信比较口语化,一读便懂,更有效地传达了信息.Wehavereceivedyourrequestforpermissiontouseourcomputersduringthenextsessionforsummerschool.Wearepleasedtoinformyouthatyoumayuseall15ofthelaptopcomputersyourequested.WouldyoupleasecomeinandfilloutthenecessarypaperworkanytimebeforeApril?Sample1-2Goodnews,Jessica!All15ofthelaptopcomputersyourequestedwillbeavailabletouseduringthenextsessionofsummerschool.Pleasecomebyth