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1、Types of Business Communications e-mail messages, memos, letters, reports, phone calls, meetings and conversations.E-mail MessagenBecause of its speed and informality, e-mail is ideal for routine communication between coworkers. For instance, an e-mail message is usually the best means of announcing
2、 a new policy, introducing a recent hire, informing colleagues of a meeting time, and reminding an employee of an approaching deadline.nE-mail messages are also useful for day-to-day or extremely timely exchanges with people outside the company. Because of their low cost, they often are preferred fo
3、r communicating with overseas contacts.LettersnThe letter is now used primarily for formal correspondence with clients, customers, and others outside the company, particularly people you have not met.nMaterial concerning confidential mattersnCall for official signaturesnFormal correspondence with cl
4、ientsPhone Calls, Conversations and MeetingsnThe main advantage of a phone conversation is that it allows both parties to respond to each other immediately.nFace-to-face meetings are usually the safest way of communicating confidential information. Meetings are also useful when a quick group decisio
5、n is needed on a particular problem or issue. FaxnSending a hard copy quicklynProviding customer supportUnit 1 Business Letter WritinguEssentials of Business Letter-writing -3Cs or 7CsuLayout of Business Letters - To master the structure of a business letter; Study the layout of a business English l
6、etter and address the envelope. Essentials of Business Letter-writing3Cs:1. Clearness: Meaning: Make sure that what you write is so clear that it cant be misunderstood.Requirements:(1) Avoid using the words and sentences equivocal(模棱两可的) in meaning(2) Notice the position of the modifier(修饰语), for di
7、fferent position if the same word has different implication.(3) Pay attention to the object of the pronoun and the relations between the relative pronoun and the antecedent. (4) Pay attention to the rationality in logic, the variety in sentence structure, the compact in plot and coherence in meaning
8、s.(5) Note the logicality of the full text.Examples: As to the streamer sailing from Shanghai to Los Angels, we have bimonthly direct services.-a. We have a direct sailing from Shanghai to Los Angeles every two months.-b. We have a direct sailing from Shanghai to Los Angeles semimonthly.-c. We have
9、two direct sailings every month from Shanghai to Los Angeles. Analysis: “bimonthly”- An equivocal (模棱两可) word, for it has two meanings: once every two months or twice every month.We can supply 50 tons of the item only. ( only this item)We can only supply 50 tons of the item. ( only 50 tons)The L/ C
10、must reach us not later than September 1st for arranging shipment. (信用证不得迟于9月1日到达我方) The L/ C must reach us for arranging shipment not later than September 1st.(信用证必须到达我方以利于我方不迟于9月1日的装船) 2. Conciseness: Meaning: Express what you said in a short and pithy(精练的) way. Requirements:(1) Make a long story
11、short and try to avoid wordiness(2) Avoid using the general and out-of-date commercial jargon and try to express your idea in modern English A. Avoid the unusual words and try to use everyday expressions B. Avoid the out-of-date commercial jargons and try to use modern English(3) Avoid unnecessary r
12、epeat(4) Control the number of the words, and build effective sentences and paragraphs avoid wordinessnenclosed herewith- here enclosednin accordance with your request/ in compliance with your request - as you requestnin regard to- regardingnIt should be pointed out that - please notice that out-of-
13、date commercial jargonnacknowledge receipt of- I received n Attached hereto- attached, here, enclosedn Enclosed please find- please find something enclosedn At your earliest convenience- as soon as you can unnecessary repeatWe have begun to export our machines to the foreign countries.- We have begu
14、n to export our machines. Analysis: the word “export” means “selling the machines to foreign countries”. However, we can say, we have begun to export our machines to Japan/ USA/ Germany ( some specific country)去除陈词滥调nWe have acknowledged receipt of your letter of May10th. We have received your lette
15、r of May 10th.nEnclosed herewith please find two copies of our latest price list for your reference. We enclose two copies of our latest price list for your reference。nPlease do not hesitate to write to us. Please write to us.3. Courtesy: Meaning: Polite while not humble (卑下的)Requirements: (1) Chang
16、e the commanding tone into requesting tone-change the imperative sentence into general question with the word “will” or “would” at the beginning(2) Use the past subjective form- should, could, would, might(3) Use mitigation and avoid overemphasizing your own opinion or irritating your partner(4) Passive voice should be used accordingly(5) Try to avoid using the words with forcing tone or arousing unpleasantness(6) Use the words or expressions with the meaning of joy, thanks and regret(7) Dont us
