Business Writing Principle Unit One BUSINESS ENGLISH WRITING

1. 信头 2. 日期 3. 封内地址 4. 称呼 5. 正文 6. 结尾敬语 7. 签名 Five C’s principle: Sample Letter

Clarity Use simple words; Avoid using words with different meanings; Use active voice Compare: 1 Payment of their accounts will be made by Johnsons next week ． Johnsons will pay their accounts next week ． 2 In the course of this week, the report should be finished. During this week, we should finish the report.

Conciseness Shorten wordy expressions; Use words to replace phrases and clauses ; Compare: 1. For your information we enclose a catalogue We enclose a catalogue We enclose a catalogue 2. In the event that you speak to Mr. Jones, ask him to take the price into consideration If you speak to Mr. Jones, ask him to consider the price. If you speak to Mr. Jones, ask him to consider the price.

Correctness Verifying spelling; Select words or phrases; Insert correct punctuation Compare: 1. Mr Smith is doing a good job here. 1. Mr Smith is doing a good job here. Mr Smith, the manager from your corporation, is doing a good job here. Mr Smith, the manager from your corporation, is doing a good job here. 2. Professor Wang said Doctor Li would come back soon on June Professor Wang said Doctor Li would come back soon on June 16. “Doctor Li would come back soon.” Professor Wang said on June 16. “Doctor Li would come back soon.” Professor Wang said on June 16.

Concreteness Use concrete modifiers; Avoid generalizations Compare 1. Please hand in the report as soon as you can. 1. Please hand in the report as soon as you can. Please hand in the report before 5 pm. Please hand in the report before 5 pm. 2. These brakes can stop a car within a short distance. 2. These brakes can stop a car within a short distance. These brakes can stop a 2-ton car within 24 feet. These brakes can stop a 2-ton car within 24 feet.

Courtesy Use positive words instead of negative words; Use positive words instead of negative words; Use “you” approach Use “you” approachCompare: 1. You have to send this order before January You have to send this order before January 10. Is it possible to send this order so that it reaches us by January 10? Is it possible to send this order so that it reaches us by January 10? 2. If it is not for the larger orders we receive from a number four regular customers ， we could not have quoted for supplies even at that price. I would appreciate it if you could give me your best quotations for 65 ， 000 pieces. 2. If it is not for the larger orders we receive from a number four regular customers ， we could not have quoted for supplies even at that price. I would appreciate it if you could give me your best quotations for 65 ， 000 pieces.

Organization Introduction Subject line Getting to the point immediately Body Add needed details Closing A summary of the letter Maintain goodwill

Sample Letter From: To: Date: July,13,2010 Subject: Establish business relation Dear Sir, Being specialized in the trade of cloths and relative goods, we express our desire to trade with you in this line. On the basis of equality, mutual benefit and the exchange of needed goods. We are glad to invite you to visit our company. Please inform us of your itinerary so as to facilitate our arrangements in advance. Please feel free to ask any question if there is anything you are particularly interested in. Looking forward to your reply. Faithfully,