大学英语专业，函电，课件

Communicating in International Business Fundamentals of Writing English Business Letters Learning Objectives ☆Knowledge objectives A. To be familiar with the formats and the structures of English business letters B. To be familiar with the envelope formats of English business letters. C. To be familiar with the basic principles for English business letter writing. ☆Ability objectives: A. To write letters with the correct formats and structures of English business letters B. To write envelopes of English business letters correctly. What is communication? · Communication is sum of all things, one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding. Important characteristics of communication A. communication is a two way process. B. communication always happens between or among two or more parties-sender and receiver. C. communication involves an exchange of facts,ideas, feelings or thoughts. D. communication uses verbal ways like words spoken or written, or non-verbal ways like gestures, postures,etc. E. communication needs a mutuality of understanding between sender and receiver. Purposes of communication · A. Initiating action a. Expressing needs and requirements b. Persuading and motivating others · B. Imparting information a. Creating awareness b. Creating understanding c. Persuading others d. Influencing others · C. Establishing relation Establishing, acknowledging and maintaining relations with other people, is a vital function of communication. The type of communication · Verbal Communication Verbal communication includes sounds, words, language and speaking. · Non-Verbal Communication Non-verbal communication involves physical ways of communication, like, tone of the voice, touch, smile and body motion. · Written communication written communication is writing the words which you want to communicate. · Visual communication Visual communication is visual display of information, like, topography, photography, signs, symbols and designs. Television and video clips are the electronic form of visual communication. Written Communication Business writing · Business writing is nonfiction writing about a business related subject, addressed to a particular audience to achieve a particular purpose. · A good business letter should be clear, accurate and effective. Principles of Good Business Letter Writing Consideration： A. Try to put yourself into your reader’s place B. Emphasize the You attitude rather than I or We. C. Emphasize the pleasant,positive facts Example： I write to send my congratulations. Congratulations to you on your promotion! We won’t be able to send you the brochure this month. We will send you the brochure next month. We are shipping your order of September 21 this afternoon. The goods you ordered will be shipped this afternoon and should reach you by September 28. Conciseness Expressing much in few words; clear and succinct. This is to notify you that at a later date we may be able to submit the report. We may be able to submit the report later. Last but not least, Troy collected together as much as support material as possible to avoid getting burned in cash losses or bottom-line profits. Finally, Troy collected as much support material as possible to avoid losing cash or profits. Courtesy Courtesy is not mere politeness. It stems from a sincere You-attitude. The courteous writer should be sincere and tactful, thoughtful and appreciative. Example: Your letter is not clear at all. I can’t understand it. If I understand your letter correctly… Clarity The writer must try to express himself clearly, so that the reader will understand. To achieve this, he should keep in mind the purpose of his letter and use appropriate words in correct sentence structures to convey his meaning. Example: The L/C must reach us for arranging shipment not later than 8 October. The L/C must reach us not later than 8 October for arranging shipment. We have begun to export our machines to countries abroad. We have begun to export our machines. In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule. If you speak to Mr. Wood about production, ask him to consider the delivery schedule. Correctness As applied to a business message ,correctness means appropriate and grammatically correct language, factual information and accurate reliable figures. Completeness A business communication should include all the necessary information. It is essential to check the message carefully before it is sent out. Understanding the Three-Step writing Process Planning: Analyze: Study your purpose, lay out your writing schedule, and then profile your audience. Investigate: Gather information through formal or informal research methods. Adapt: Choose the right channel and medium; then establish a good relationship with your audience Writing: Organize: Define your main idea, limit the scope ,group your points, and choose the direct or indirect approach. Compose: Control your style through level of formality and conversational tone. Choose your words carefully so that you can create effective sentences and paragraphs. Completing: · Revise: Evaluate content and review readability, editing and rewriting for conciseness and clarity. · Produce: Use effective design elements and suitable delivery methods. · Proofread: Review for errors in layout, spelling, and mechanics. The Structure and Layout of Business Letters The letterhead · The name of the sender · The address of the sender · The telephone number (fax number, e-mail address, etc.) of the firm · The firm’s number at the commercial register · The emblem or trade mark of the firm · The date