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单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,2021/6/26,#,单击此处编辑母版标题样式,Lesson 1,General Introduction to Business Writing,Objectives,Get to know the basic parts and format of letters and emails;,Use proper salutation and complimentary close;,Adopt four-point plan to structure the body of business letters/emails;,Identify five basic sentence patterns.,Objectives,A business letter is a formal document often sent from one company to another or from a company to its clients,employees,and stakeholders.Business letters are used for professional correspondence between individuals,as well.Although email has taken over as the most common form of correspondence,printed out business letters are still used for important correspondence.,Email is one of the most common business communication tools in recent years.Uses of email in business include communicating with coworkers and customers,scheduling meetings,dispatching automated notifications and sharing newsletters with customers old and new.Its important to format your email as professionally as you would any other business letter.,Getting Started,Have you ever received or written any email in English?How many parts does an email include?,1,Can you tell the differences between letters and emails?,2,Sample Study,Sample 1,256 Huanghe Road,Huanggu District,Shenyang,LN 1100344,September 11,20182,Taylor,Inc.,2 Linggong Road,Ganjingzi District,Dalian,LN 1160242,Dear Ms.Jones:2,Contact information of the writer,Date,Contact information of the recipient,Salutation,Note:2 or 4 means,to press Enter 2 or 4 times.,Sample Study,Sample 1,I just read an article in the Daily News about Taylors new computer center in Development Zone.I would like to,apply,for a,position,as an,entry-level,programmer at the center.2,I understand that Taylor produces both in-house and customer,documentation,.My,technical,writing skills,as described in the,enclosed,rsum,are well,suited,to your company.I am a recent,graduate of Dalian University of Technology with a,Masters,Degree,in Computer Science.In addition to having taken a broad,range of courses,I served as a computer,consultant,at the,colleges computer center where I helped train users to work,with new systems.2,Indicate the purpose at the beginning of the letter,Provide more information and specific details,Sample Study,Sample 1,I will be happy to meet with you at your,convenience,and discuss how my education and experience match your needs.You can reach me at my home address,at 155-5555-8888,or at ch.wang.2,Thank you for your time and consideration.2,Sincerely yours,4,CH Wang,Wang Changhai4,Enclosure,State the actions to take,Close the letter positively,Complimentary close,Handwritten Signature,Typed name of the writer,Indicate the document enclosed,Sample Study,Sample 1,黄河路,256,号,皇姑区,辽宁沈阳，,110034,4,2018,年,9,月,11,日,2,泰勒股份有限公司,凌工路,2,号,甘井子区,辽宁大连，,116024,2,亲爱的琼斯女士，,2,我刚在每日新闻上读到一篇关于泰勒在开发区的新电脑中心的文章。我想申请该中心一个初级程序员的职位。,2,据我所知，泰勒既负责制作内部文档，也负责客户文档。如所附简历中所述，我的专业写作能力非常适合贵公司。我是大连理工大学计算机科学硕士研究生。除了学习广泛的课程，我还在学院的计算机中心担任计算机顾问，帮助培训用户使用新系统。,2,作者地址,日期,收信人地址,称呼,在信的开头注明目的,提供更多信息和具体细节,注：,2,或,4,表示按回车键,2,次或,4,次,Sample Study,Sample 1,我很愿意在您方便的时候与您见面，讨论我的教育和经历如何与您的需求匹配。你可以通过我家的地址联系我，电话是,155-5555-8888,，或者邮件,ch.wang,。,2,感谢您花时间阅读此信和考虑此事。,2,您真诚的,4,CH Wang,王长海,4,附件,说明要采取的行动,积极的结尾,结尾敬语,手写签名,打印的名字,注明所附文件,Sample Study,Sample 2,Send,Recipient of the email,Other people who receive the email,too,To.,To.,To.,Cc.,Subject:,a.donnell,Martin Smith,Your Job Promotion,Sample Study,Sample 2,Dear Mr.ODonnell:2,Congratulations on your,promotion,to Assistant Director of Marketing Communications.2,For the period of time you have been working at ABC,Inc.,you have,distinguished,yourself as a responsible and,competent,worker.Your,initiatives,have brought our company significant,profits,.2,Salutation,The purpose of the email,Provide relevant details,Sample Study,Sample 2,Considering the,aforementioned,facts,together with your other,achievements and qualities,the management has made the decision to promote you to Assistant Director of Marketing Communications.Your,appointment,will,take,effect,on February 16.The,annual,salary for the position will be$47,000.You will be paid on a monthly basis.2,You will report to Martin Smith,Director,Marketing Communications.He is extremely pleased with your work in,previous,positions you have held and is looking forward to working with you.2,State the action to take,Sample Study,Sample 2,Congratulations on your promotion.2,Best regards,2,Jack Scott,Director,Human Resources,Add closing remark,Complimentary close,Typed name and the job,title,Sample Study,Sample 2,收件人：安德鲁,欧唐纳,抄送人：马丁,史密斯,主题：职位晋升,亲爱的欧唐纳先生,:,祝贺你晋升为营销传播总监助理。,在,ABC,股份有限公司工作的这段时间里，你以负责任和有能力而著称。你的倡议给我们公司带来了可观的利润。,考虑到上述事实，加上你的其他成就和素质，管理层决定做出,此决定。你的任命将于,2,月,16,日生效。这个职位的年薪是,47,000,美元，按月支付。,你将向营销传播总监马丁,史密斯汇报工作。他对你以前的工作非常满意，并期待着和你一起工作。,收件人,抄送人,主题,称呼,电子邮件目的,提供相关信息,陈述采取的行动,Sample Study,Sample 2,祝贺晋升。,诚挚的问候,杰克,斯科特,人力资源总监,结束语,结尾敬语,打印的名字和头衔,Sample Study,Vocabulary,apply vi.,to make a formal request for sth such as a job,a place at college,university,etc.,申请,position n.C,(formal)a job,职位，职务,entry-level,(of a job,工作,)at the lowest level in a company,（公司中）最初级的,documentation n.U,the documents that are required for sth,or that give evidence or proof,of sth,必备资料；证明文件,technical adj.,connecting with the practical use of machinery,methods,etc.in,science and industry,技术的；技能的；工艺的,enclose vt.,to put sth in the same envelop,package,etc.as sth else,附入；随函（或,包裹等）附上,suited adj.,right or good for sb/sth,合适；适宜,Masters Degree,a second university degree,硕士学位,consultant n.C,a person who knows a lot about a particular subject and is employed to,give advice about it to other people,顾问,convenience n.U,the quality of being useful,easy or suitable for sb,方便；便利,Sample Study,Vocabulary,enclosure n.C,something that is placed in an envelop with a letter,（信中）附件,CC,(carbon copy)used in business letters and emails to show that a copy,is being sent to another person,抄送,promotion n.C,U,a move to a more important job or rank in a company or an,organization,提拔；晋升,distinguish vt.,to recognize the differences between two people or things,区别；辨别,competent adj.,having enough skill or knowledge to do sth well or to the necessary,standard,有能力的；足以胜任的,initiative n.C,a new plan for dealing with a particular problem or for achieving a,particular purpose,倡议；新方案,profit n.C,U,the money you make in business or by selling things,especially after,paying the costs involved,利润；赢利,aforementioned adj.,(formal)mentioned before,in an earlier sentence,前面提到的；上述的,appointment n.C,U,the act of choosing a person for a job or position of responsibility;the,fact of being chosen for a job,etc.,任命,Sample Study,Vocabulary,take effect,to start to produce the results that are intended,见效；开始起作用,annual adj.,happening or done once every year,每年的；一年一次的,previous,happening or existing before the event or object that you are talking,about,先前的；以往的,Sample Study,Useful Expressions,1,I would like to apply for a position as an entry-level programmer at the center.,2,My technical writing skills,as described in the enclosed rsum,are well suited to your company.,3,I will be happy to meet with you at your convenience and discuss.,4,You can reach me at.,5,Congratulations on your promotion to.,Sample Study,Tips on Writing,The basic parts in a business letter include:,Writers contact information:,If you are writing on letterhead that includes your contact information,you do not need to include it at the start of the letter.The writers contact information includes:,Writers full name,Writers job title,Business name,Street address,City,state,and zip code,Dateline:,Usually four lines beneath the letterhead,flush left or right.The dateline contains the month(fully spelled out),day,and year.,Sample Study,Tips on Writing,Recipients contact information:,Two lines below the dateline,flush left.The recipients contact information is composed of:,Recipients courtesy title and full name,Recipients job title,Business name,Street address,City,state,and zip code,Salutation:,Two lines below the last line of the recipients address.,Body:,Starts two lines below the greeting.The body of the letter contains whatever you have to say.,Sample Study,Tips on Writing,Complimentary close:,Two lines below the last line of the body of the letter,flush left or centered.,Signature:,Typed your name two lines below your complimentary close in emails and four lines below the complimentary close with your hand-written signature in the middle.,Select a professional letterhead design for your small business.Your business letter is a representation of your company,so you want it to look distinctive and immediately communicate“high quality”.,Use a standard business letter format and template.The most widely used format for business letters is block style,where the text of the entire letter is justified left.The text is single spaced,except for double spaces between paragraphs.,Sample Study,Tips on Writing,The traditional font size for a professional letter is 12.The font should be Times New Roman or Arial.,Write your business letter with a clear purpose,appropriate style and tone.,Use the appropriate subject line in emails to summarize why youre emailing so that your message will not get deleted without opening.,Organize the email like a typical business letter,with spaces between paragraphs and with no typos or grammatical errors.,Keep your email brief and to the point.Avoid overly complicated or long sentences.,Sample Study,Tips on Writing,Its important to create an email signature and to include your signature with every message you send.Include your full name,your email address,and your phone number in your email signature.,Before sending a business letter or email,check for any errors or typos.Make absolutely sure that you have spelled the persons name correctly and double-check that you have attached all the files mentioned in your email before hitting the“send”button.,1.How many parts does each sample have?,2.Is there any difference between the two samples in terms of the format and layout?,Understanding Your Message,Practice 1,Answer the following questions according to the information given in the samples.,Sample 1 has 8 parts:contact information of the writer,date,contact information of the recipient,salutation,body of the letter,complimentary close,signature,enclosure,Sample 2 has 7 parts:recipient of the email,other people who receive the email,subject,salutation,body of the email,complimentary close,signature,Sample 1 is a letter.Both the writers and recipients contact information are given at the beginning.Sample 2 is an email.The recipients contact information is just an email address,and there is a“subject”at the beginning.There is no handwritten signature in Sample 2.,3.What are the purposes of the two samples?,4.Whats the relationship between the writer and recipient in the two samples?,Understanding Your Message,Practice 1,Answer the following questions according to the information given in the samples.,Sample 1:To apply for a position.,Sample 2:To convey congratulations on the promotion.,Sample 1:Candidate and Human Resources staff/director,Sample 2:Human Resources director and Employee,Understanding Your Message,Practice 2,Complete the sentences with the words or expressions given,changing the form where necessary.,promotion take effect apply position suit,distinguish initiative competent previous appointment,1.Theres not a lot that _ her from the other candidates.,2.The candidates are interested in the job with good prospects for _.,3.New traffic laws _ since July 1,including a ban on texting while driving.,4.These employees were _ and experienced.,5.Do you have any _ experience of this type of work?,distinguishes,promotion,have taken effect,competent,previous,Understanding Your Message,Practice 2,Complete the sentences with the words or expressions given,changing the form where necessary.,promotion take effect apply position suit,distinguish initiative competent previous appointment,6.The Belt and Road _ gives full play to the dominant role of enterprises in market-oriented operations.,7.She _ for a job with the local newspaper last week.,8.I will have an interview for a _advertised in China Daily at the university this weekend.,9.Barron recently received a(n)_ as vice chairman.,10.This is a job that would _ someone with a lot of experience abroad.,Initiative,applied,position,appointment,suit,Writing Your Message,Salutation and Complimentary Close,In a business letter,it is the standard to salute a person with the same name form you use in person.The choice of the right salutation depends on whether you know the person you are writing to and how formal your relationship is.Follow the salutation with a colon(:)or comma(,).Using a colon is the more formal option.,Writing Your Message,Very Formal(for official business letters),To Whom It May Concern,used only when you do not know to whom you must address the letter,for example,when writing to recommend someone,Dear Sir/Madam,when writing to a position without having a named contact,Dear Mr.Smith,when you have a named male contact,Dear Ms.Smith,when you have a named female contact,instead of the old-fashioned Mrs.,Dear Dr.Smith,when writing to a named doctor,Dear Prof.Smith,when writing to a named professor,Dear Tom Smith,use the full name when you are unsure of the recipients gender,Writing Your Message,Less Formal but Still Professional(business letters),Dear colleagues,when writing to a group of people,Dear Mary,when writing to a named female,Dear John,when writing to a named male,Hello guys,when writing to a group of people you know very well,Hi,when writing to one or more people you know very well,Informal(personal letters),Writing Your Message,The complimentary close,also known as a complimentary closing,must match the,salutation and the overall tone of the letter.This sign-off phrase shows your respect and,appreciation for the person who is considering the request in your letter or email.Always,remember to follow up the close with a comma(,).,Sincerely yours,Respectfully yours,when youve started with Dear Sir/Madam or To Whom It May,Concern,Sincerely,when youve started with Dear+name,Very Formal,Writing Your Message,Less Formal but Still Professional,Kind regards,Warm regards,Regards,not too formal but business-like,Best wishes,even less formal,Best,Hugs,Cheers,used when writing to friends and colleagues you feel close to,Informal,Salutation:,Complimentary Close:,Writing Your Message,Practice 3,1.You are a recent graduate.Now you write an application letter for the position of marketing assistant,but you dont know who the Human Resources Director is.,Salutation:,Complimentary Close:,2.You are a recent graduate.Now you write an application letter for the position of marketing assistant,and you have got the name of Human Resources Director from the job advertisement,Bailey Ellwood.,Dear Sir/Madam,Write the appropriate salutation,and complimentary close based on the following situations.,Dear Bail
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