文秘英语Unit5BusinessCorrespondence.docx
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文秘英语Unit5BusinessCorrespondence.docx
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文秘英语Unit5BusinessCorrespondence
文秘英语Unit5BusinessCorrespondence
BusinessCorrespondence
SessionOneSpeaking
ZhangHongworkshardinRainbowGroupandnowsheisquitefamiliarwithmostoftheroutineofficework,suchasofficeautomation,filemanagement,businessreception,andsoon.Butsheisnotsureaboutbusinesscorrespondencehandling.Sheknowsitisanessentialskillforagoodsecretarytohandlebusinessletterswell,sosheneedsmorepractice.Belowaresomecorewords,phrasesandsentencesaboutbusinesscorrespondence.
ActivityOneCoreWordsandPhrases
ZhangHonghasstudiedacoursenamedBusinessWritingincollege,andshehassomebasicwritingknowledgeaboutbusinesscorrespondence.Theonlythingforhertodoistohavesomemorepracticeintheuseofherknowledgeobtainedatschool.Belowaresomekeywordsofbusinesscorrespondence.DiscussthemwithyourpartnerorallyandmatchtheEnglishwordswiththeircorrespondingChineseterms.
1.enquiryletter
2.quotationletter
3.facsimile
4.complaintletter
5.claimletter
6.collectionletter
7.acknowledgementletter
8.electronicmail
9.contract
10.invitationletter
11.orderletter
12.introductionletter
电子邮件
订购函
投诉函
报价函
询价函
催收函
确认函
邀请函
合同
索赔信
介绍函
ActivityTwoCoreSentences
ZhangHongandhercolleagueLindaaretalkingabouthandlingbusinesscorrespondence.Belowaresomecoresentencesextractedfromtheirconversation.Readthemaloudandtrytomemorizethem.
1.Mr.BlacktoldustowriteaquotationlettertoMr.White.
2.WhatshallwedowiththecomplaintletterfromABCCompany?
3.Welookforwardtoreceivingyourearlyreply.
4.Thisisanurgentletterwhichshouldbesentbyregisteredexpressairmail.
5.Doyouhavetheemailaddressesofallthestaffinourcompany?
1.布莱克先生让我们给怀特先生写一封报价函。
2.我们如何处理ABC公司的投诉信?
3.盼您早日回信。
4.这是一封急件,需用航空挂号快递寄出。
5.你有我们公司全体职员的电子邮件地址吗?
SessionTwoListening
Thissessionistoprovideyouwithsomelisteningactivitiesregardingsecretarialpractice.Therearetwoactivitiesinthissession:
fiveshortdialoguesinoneactivityandonepassageintheother.
ActivityOneShortDialogues
Thisactivityistocheckyourabilitytounderstandfiveshortdialogues.Aftereachdialogue,thereisarecordedquestion.Boththedialoguesandquestionswillbespokentwice.Whenyouhearaquestion,youshoulddecideonthecorrectanswerfromthefourchoicesmarkedA),B),C),andD)giveninthecoursebook,andthenchoosethecorrectanswer.Beforeyoulistentothedialogues,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.
1.Howmanycopiesoftheinvitationletterareneeded?
A.350.B.250.
C.315.D.215.
2.Whatistheman’semailaddress?
A.lynnhncs@gmail.B.lynhncs@email.
C.lynhnncs@email.D.lynhnscn@gmail.
3.Wheredidtheconversationprobablytakeplace?
A.Inaworkshop.B.Inanoffice.
C.Inadininghall.D.Inabank.
4.Doesthemanhavetimetogototheceremony?
A.No,becausehehasnothingtodotomorrowmorning.
B.Yes,becausehehasnothingtodotomorrowmorning.
C.Yes,becausehehastocheckhisschedule.
D.No,becausehehastocheckhisschedule.
5.WhichoneisNOTNECESSARYforatypicalbusinessletter?
A.Theheading.B.Thesalutation.
C.Theenclosure.D.Thecomplimentaryclose.
ActivityTwoAShortPassage
Inthisactivity,youwillheararecordedpassage.Thepassageisprintedbelow,butwithsomewordsorphrasesmissing.Thepassagewillbereadthreetimes.Forthefirstreading,youshouldtrytogetthemainideaofthepassage.Duringthesecondreading,youarerequiredtoputthemissingwordsinthenumberedblanksaccordingtowhatyouhaveheard.Thethirdreadingisforyoutocheckyouranswer.Beforeyoulistentothepassage,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.
SessionThreeReading
ActivityOnePrinciplesofBusinessCorrespondence
Writingbusinesscorrespondencediffersinsomewaysfromwritingcommonarticles.Weshalldiscussthreemajorprinciplesinbusinesscorrespondencewriting.Wecallthemthe3Cprinciples,whichareclarity,concisenessandcourtesy.
Clarity:
Itmeansexpressingyourmessageclearly.Youshouldchooseshort,familiarwordsinsteadoflong,unfamiliarwords,asyoucannotexpectthereadertolookinthedictionaryfromtimetotimewhilereadingyourletter.
Conciseness:
Thisprinciplemeansthatyoushoulduseasfewwordsaspossibletoexpressyourmessage.Youmayuseabbreviationsandsimplesentencepatternstoachievethisgoal.You’dbetterusewordstoreplacephrasesandclauses.
Courtesy:
Courtesydoesn’tsimplymeanthatyoushouldwritepolitely.Skillfulbusinesswriterswilltakethereaders’thoughts,feelings,andpointsofviewintoconsiderationwhenwritingbusinessletters.Forexample,suchwordsasplease,thankyou,etc.appearinbusinesslettersfrequently.
Belowaresomeexamplesforyoutocompare.Pickoutthebetterwritingsaccordingtothe3Cprinciples,andgiveyourreasons.
ActivityTwoABriefIntroductiontoBusinessCorrespondence
Tillnow,you’vegotthebasicrequirementswhenwritingbusinesscorrespondence.Then,howtowriteatypicalbusinessletterwillbeyourconcern.There’sapassageforyoutomakeabriefintroductiontobusinesscorrespondence.Trytoanswerthefollowingquestionsafteryoufinishthefirstreading.
Questionsonthepassage:
1.Whatisbusinesscorrespondence?
2.Howmanypartsareessentialforabusinessletter?
Whatarethey?
3.WhatdoestheP.S.meaninabusinessletter?
ABriefIntroductiontoBusinessCorrespondence
Communicationthroughlettersisknownascorrespondence.Wecommunicateourfeelingsorthoughtstoourfriendsandrelativesthroughletters,whichiscalledpersonalcorrespondence.Businessmenalsoexchangeideasandinformationbywritingletterstotheircustomers,suppliersandothers,whichmaybecalledbusinesscorrespondence.
TheEssentialPartsofaBusinessLetter
Inordertoensurethequalityofbusinessletters,weshouldpayattentiontoeachpartoftheletter.Theessentialpartsofabusinessletterareasfollows:
1.TheHeading
Itusuallyincludesyourorganization’sname,address,telephonenumber,faxnumberandthetrademark.Inaddition,youcanprovidetheemailaddressandwebsite.
2.TheDateLine
Thedatelinediffersfromcountrytocountry.ThecommononesareM/D/Y(typicalAmerican),D/M/Y(typicalBritish).Themonthisusuallywritteninlettersbecausefiguresmaycreateconfusion.
3.TheInsideAddress
Theinsideaddressisthenameandaddressofthepersonorthecompanytowhomtheletteristobesent.
4.TheSalutation
Thesalutationisthegreetingtoyourrecipient.Itisusuallyfollowedbyacomma(,).Thesalutationvariesaccordingtothewriter-recipientrelationsandtheformalityleveloftheletter.Thefollowingaresomecommonsalutations:
DearSir/Madam:
Forofficialandformalcorrespondence
DearMr.XXX:
Formen
DearMrs.XXX:
Formarriedwomen
DearMissXXX:
Forunmarriedwomenandgirls
DearMs.XXX:
Forwomen,maritalstatusunknown
(Dear)firstnameonly:
Forclosefriends
5.TheWritingBody
Thisisthemainpartoftheletter.Thispartcarriesthemessageyouwanttosend.The3Cprinciplesshouldbeappliedhere.
6.TheComplimentaryClose
Thispartislikesayinggoodbyetotherecipient.Likethesalutation,thecomplimentaryclosehassomevariations.Itmatchesthesalutation.Belowaresomeexamples:
DearSir/Madam,Yoursfaithfully,
DearMr.Dickens,Yourssincerely,
DearJohn,Sincerely,
7.TheSignature
Itincludesthreeparts:
thehandwrittennameofthewriter,thetypednameofthewriter,andthetitleofthewriter.
SomeOptionalPartsofaBusinessLetter
Yousometimesmayneedmorepartstobeincludedinabusinessletter.Thefollowingaresomeoptionalpartsofabusinessletter:
1.TheSubjectLine
Thesubjectlinehelpstherecipientknowthesubjectquickly.Itshouldbewrittenverybriefly,anditisusuallynotacompletesentencebutaphrase.Ifyouwanttoprovideasubjectline,itusuallycomesbeforethewritingbody.
2.TheEnclosure
Whensomethingelseissenttogetherwiththeletter,youaddtheenclosuretotellthereaderwhatisenclosed.
3.ThePostscript
Thepostscript(oftenshortenedtoP.S.)isusedtoaddsomethingthatisnotincludedinthewritingbody.
Knowingtheabovepoints,youwillbeabletowriteaneffectivebusinessletter.
correspondence
通信
essential必要的
trademark商标
confusion混淆
recipient收件人
salutation致意
marital婚姻的
variation变化
optional
可任意选择的
enclosure附件
enclose随件附上
postscript附言
Ifyoufeelitdifficulttounderstandthepassage,readthefollowingnotes,andtrytowatchthevideotutorialswherethetutorwillgiveyouadetailedexplanationofthewholepassage.ThevideotutorialscanbeaccessedontheInternetat:
//hnrtu.
Notes
1.Communicationthroughlettersisknownascorrespondence.
通过信件进行的交流被称为通信。
句中短语beknownas意为“被称为……;以……著称”。
注意它与短语beknownfor和beknownto三者在用法和意义上的区别,beknownfor指“因…而闻名”,beknownto指“为……所知”。
试比较以下三句话:
YaoMingisknownasabasketballplayer.姚明被称为篮球运动员。
YaoMingisknownforplayingbasketball.姚明因打篮球而闻名。
ThebasketballplayerYaoMingisknowntoeveryChinese.篮球运动员姚明为每个中国人所知。
2.Theinsideaddressisthenameandaddressofthepersonorthecompanytowhomtheletteristobesent.
信内地址是收信人或收信公司的名称和地址。
句中,towhomtheletteristobesent是修饰thepersonorthecompany的定语从句,其中介词to被置于关系代词whom之前,现在关系代词不能用who或者that,一样也不能省略。
3.Ifyouwanttoprovideasubjectline,itusuallycomesbeforethewritingbody.
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