朝陽科技大學 管理學院 行銷與流通學系 Business English 商用英文 Presented by Dr. Kenny Huang, 黃兆鴻 Tuesday (18:20 to 20:45) Sep. 23rd, 2014

Communication is the most important matter in business world Communication is the most important matter in business world. Without communication between/among business partners, there would probably be no deal at all. Today, doing business worldwide is already a must trend to obtain big profits, and also for the economic benefits of the country and the company. In the international business, for the convenience of correspondence, English is still a very popular language both in speaking and writing.

Especially, all formal documents, such as quotation, price list, Letter of Credit, Contract, are almost in English. Therefore, the aim of this book is to illustrate how to write proper English letters in various situations when dealing international trade in Taiwan.

I. Introduction The contents of this book cover the entire process of international trade, and also include other related and necessary business writings. The chapters of this book are so arranged in order to present the specifi c issue(s) at every stage of international trade. The first part of this book regards the general concepts of international trading and writing skills of business letter (chapter 1 and 2). The second part is on the initiation of establishing business relationship, which includes four chapters (chapter 3, 4, 5, and 6). The third part concerns the procedures of making trade deals (chapter 7, 8, 9, and 10), and the fourth part covers general business correspondence (chapter 11, 12, 13, and 14). It is suggested that readers may base on their own interests to fi nd available or useful chapters to study directly.

II. How to write a business letter 1. Preparation before writing Step 1 Collect relevant information regarding the letter that you are going to write, including: 1. The purpose(s) of writing this letter. 2. Issue(s) or report(s) that need to be clarifi ed. 3. Condition(s), statement(s) or terms to be mentioned. 4. Document(s) or literature which must be attached. 5. Any responses, explanation or excuses that needed to be illustrated.

2. Composing a business letter Step 2 Organize the information. Put the relevant information and/or literature handy, and arrange in order from the most important to the least important. 2. Composing a business letter Step 1 According to the information you have just sorted, jot down the main points you need to state in this letter. Divide the main points into several paragraphs according to the relationships between/among them. Then, number the paragraphs in order from the most important to the least important.

3. After nishing the letter Step 3 Get ready to start writing. Firstly, type the date, reference number, and salutation (addressed to the concerned person). As for the body of the letter, start with an opening paragraph followed by those just fi nished paragraphs in Step 2, and end with some closing sentences. Lastly, don’t forget to type your name and title. 3. After nishing the letter Recheck the entire letter, and ask yourself: 1. Are all of the basic parts of a letter included? Such as date, address (e-mail or website or post-address), reference number and, if any, attached files or documents. 2. Are all of the discussed issues conveyed well? 3. Is grammar correct? And are the sentence structures well organized?

4. Is the letter courteous and clear enough? 5. Are all of the attached documents in order? If your answers to the previous questions are all positive, and there is nothing else you would like to add, you may then sign your name and send or e-mail the letter now.