HSBC Writing CourseWriting for Results.docx

HSBC Writing CourseWriting for Results.docx

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HSBCWritingCourseWritingforResults

汇丰银行商务写作教程

这是汇丰银行内部培训员工用的写作课程。

它把写作分为五步：

计划、组织、草稿、修改和编辑。

分成8章讲解。

讲解的时候举具体的例子做示范，对提高商务写作能力很有帮助。

今天我们先来了解一下教程的体系和学习计划。

HSBCWritingCourse--"WritingforResults"

Chapter1Planyourwriting

Chapter2Organizeyourwriting

Chapter3Draftandreviseyourwritingtomakeitcomplete

Chapter4Reviseyourwritingtomakeitcohesive

Chapter5Reviseyourwritingtomakeitclearandconcise

Chapter6Reviseyourwritingtomakeitcourteous

Chapter7Structuredifficultletters

Chapter8Edityourwriting

Introduction

Welcometo"WritingforResults",acoursethatcanhelpyouenhanceyourEnglishwritingskills.

HSBChasdesignedthiscourseforitsstaffintheAsiaPacificregion.HSBCstaffstudythiscoursetoimprovethee-mails,memos,faxesandletterstheywriteatwork.

Ifyou'veneverwrittenbusinessdocumentsbefore,you'llfindthiscourseextremelyuseful.Evenifyou'refamiliarwithbusinesswriting,thiscoursecanstillhelpyou.

"WritingforResults"willhelpyouwriteinamodernstyle.Bytheendofthiscourseyou'llbeabletowritebusinessdocumentsthatare:

betterorganized,morecompleted,clearerandmoreconcise,morecourteous,morecorrect.

ThemostimportantfeatureoftheWritingProcessisitsfivestages:

plan--organize--draft--revise--edit

GoodwritersfollowthefivestagesoftheWritingProcessto

--meettheirreaders'expectations

--gettheresultstheywant.

开始写作之前要有个计划，这样在写作的时候才会知道自己要写什么、写作的目的是什么，才能更好的考虑用什么样的写作方式。

Chapter1Plan

Objectives:

Bytheendofthischapter,you'llbeabletoplanyourwriting.You'lldothisbydeciding:

--whyyouarewriting

--howyouwantyourreadertorespond

--whatyouwantyourreadertoknow

Whydoyouplan?

Whatisthevalueofplanning?

Thinkaboutthis...

Haveyoueversatatyourdesknotknowinghowtobegin?

Veryoften,youmayfindwritingdifficultbecauseyoustartwritingrightaway.Inotherwords,youoverlooktheimportanceofplanningbeforeyouwrite.Unfortunately,"ifyoufailtoplan,youplantofail."Soyouneedtoplanyourwriting...andthenwriteaccordingtoyourplan.Ifyouplanwell,yourwritingismorelikelytogettheresultsyouwant.

Howcanyouplanyourwriting?

Effectivewritersuse3strategies.

WHYareyouwriting?

WHATdoyouwantthereadertodo?

WHATdoesthereaderneedtoknow?

These3questionsprovideagoodframeworkforplanning.Let’slookatthemonebyone.

Whyareyouwriting?

Thebusinessworldisfullofbusypeople.Theydon'twanttowastetimereadingmeaninglessletters,memos,faxesande-mails.Theydon'twanttoguesswhyyou'rewritingtothem.That'swhyit'sveryimportantforyoutostateyourpurposeforwritingveryclearlyatthebeginning.

Lookatthefollowingletter:

20September200X

MrRobertRoman

13/F151GloucesterRd

WanChai

HongKong

DearMrRoman

HSBCCREDITCARD5411800176338766

Thankyouforyourletterdated18September200X.

Wewouldadvisethatthecardfeewouldbeautomaticallybilledtoyourcardaccountannuallydespiteyourrenewedcardisremaineduncollected.However,annualfeecanberefundedprovidedthatthecardisuncollectedwithinacertainperiodandisreturnedtotheCardCentreforcancellation.

Pleasethereforepickupyourrenewedcardatyourearliestconvenience.

Wearepleasedtobeofservice.

Yourssincerely

STSE

SimonTse

CustomerServiceOfficer

CardCentre

Simon'sletterisnotaseffectiveasitcouldbe.It'sactuallyquitedifficulttoidentifyhispurpose.Youmayhavehadtoguess.

Simonprobablywantedtodotwothings:

--toaskMrRomantocollecthiscreditcardand

--toexplainhowtheannualfeeforcreditcardsischarged.

So,youneedtoidentifyyourpurposeforwriting.Yourreadersneedtoknowwhyyouarewritingtothem.Therefore,youshouldstateyourpurposeforwritingveryclearlyatthebeginning.Youcandothisbywritingasentencewhichbeginswithasetphrasefollowedbyaverb.Forexample,

I’mwritingto/Iwouldliketo…explain/request…

Whenyouusethismethodtostateyourpurpose,theverbyouchooseisveryimportant.Why?

Becauseithelpsyourreaderunderstandwhyyouarewriting.

Herearesomeoftheverbsyoucanuse:

announce,complain,confirm,explain,inform,notify,propose,requestandsuggest.

WHATdoyouwantthereadertodo?

Afteryoudecidewhyyouarewriting,youneedtodetermineyourreader'sresponse.

Yourreadersneedtoknowexactlywhatyouwantthemtodo.Therefore,youshouldbeveryspecificwhendeterminingyourreader'sresponse.Comparethefollowingtwosentences:

1.Pleasethereforepickupyourrenewedcardatyourearliestconvenience.

2.PleasepickupyournewcardatourCentralbranchby31May.

Sentence2ismorespecificthansentence1.

Remember:

whenyoudecidewhatyouwantyourreadertodo,youneedtobeasspecificaspossible.

WHATdoesthereaderneedtoknow?

Sofar,you'velearnedhowtodetermineyourpurposeforwritingandyourreader'sresponse.Buthowcanyoudeterminewhatyourreaderneedstoknow?

Theanswerdependson:

--whyyouarewritingand

--whatyouwantthereadertodo.

Lookattheletteragain:

20September200X

MrRobertRoman

13/F151GloucesterRd

WanChai

HongKong

DearMrRoman

HSBCCREDITCARD5411800176338766

Thankyouforyourletterdated18September200X.

Wewouldadvisethatthecardfeewouldbeautomaticallybilledtoyourcardaccountannuallydespiteyourrenewedcardisremaineduncollected.However,annualfeecanberefundedprovidedthatthecardisuncollectedwithinacertainperiodandisreturnedtotheCardCentreforcancellation.

Pleasethereforepickupyourrenewedcardatyourearliestconvenience.

Wearepleasedtobeofservice.

Yourssincerely

STSE

SimonTse

CustomerServiceOfficer

CardCentre

IFSimon

--wantstoexplainthecharges（writer'spurpose）

--expectsMrRomantounderstandthecharges（reader'sresponse）

THENMrRomanneedstoknow（reader'sinformation）

--WHATthechargesare

--WHYthechargesareapplied

--WHOtotalktoifhehasquestions

IFSimon

--wantstoaskMrRomantocollecthiscreditcard（writer'spurpose）

--expectsMrRomantocollecthiscreditcard（reader'sresponse）

THENMrRomanneedstoknow（reader'sinformation）

--HOWtocollecthiscreditcard

--WHEREtocollecthiscreditcard

--WHENtocollecthiscreditcard

HeneedstoknowWHO?

WHAT?

WHY?

WHERE?

WHEN?

andHOW?

SomeprofessionalwriterscallthesethefiveW'sandtheoneH.Youcanusethe"5WIH"questionswhenyouplanthereader'sinformation.Ifyoudothis,youwillensurethatyourreaderhasallthenecessaryinformation.

Summary

Inthischapter,you'velearnedthethreestrategiesusedinplanning.Planningisakeytosuccessinwriting."Ifyoufailtoplan,youplantofail."

Beforeyoustarttowrite,youhavetoplanwhattowrite.Youthenwriteaccordingtoyourplan.Whenyouplan,youneedtoconsiderthefollowing:

--thewriter'spurpose

--thereader'sresponse

--thereader'sinformation.

Inotherwords,youcanhelpyourreaderbystatingveryclearlywhyyouarewritingandhowyouexpectyourreadertorespond.The5W1Hquestions（who,what,why,where,whenandhow）helptoensureyouhaveincludedallthenecessaryinformation.

Then,youcanprovidetheinformationyourreaderneedstoknow.

WelcometoChapter2.

InChapter1youlearnedhowtoplanabusinessletter.

Inthischapter,you'regoingtolookatthesecondstageoftheWritingProcess:

Plan　toOrganize

Organize

ThiscourseisbasedontheWritingProcess,astep-by-stepprocedureforproducingeffectivecorrespondence.Therefore,HSBCrecommendsthatyoustudyeachchapterofthiscourseinorder,beginningwiththeintroductorychapter"GettingStarted".

Objectives

Bytheendofthischapteryou'llbeabletoorganizeyourwriting.

You'lldothisby

preparingaclearoutline

arrangingthecontentstofittheoutline.

Planning:

AQuickReview

InChapter1,youlearnedabouttheplanningstageoftheWritingProcess.

Beforeyoucanorganizeyourwriting,it'simportantthatyouhaveplanned.Doyourememberthethreethingsyouneedtoplanbeforebeginningtowrite?

StrategiesDescription

Writer'spurposeWhyyouarewriting

Reader'sresponseHowyouwantthereadertorespond

Reader'sinformationWhatyouwantthereadertoknow

Organizing:

WhyDoIt

Awell-organizedletter,memo,faxore-mailiseasytoreadandunderstand.

Ifyouorganizethecontentsofyourcorrespondencewell,youaremorelikelytogettheresultsyouwant.

So,organizingisjustasimportantasplanning.

Infact,thesecondstageoftheWritingProcessiscloselyrelatedtothefirst.

Intheorganizingstage,youarrangewhatyou'veplannedtowrite.Inotherwords,youmakeanoutline.

Organizing:

HowToDoIt

Howdoyouorganizewhatyouhaveplanned?

Doyouneedtouseadifferentoutlineforeveryletter,memo,faxande-mailthatyouwrite?

Notatall!

Forsomespecialsituations,you'llneedspecialoutlines.You'lllookatthoseinChapter7.However,formostofyourwrittencorrespondence,youcanfollowastandardoutline.You'lllearnthatoutlineinthischapter.

Butbeforeyoulearnhowtoorganisethecontentsofyourcorrespondence,youshouldlookatthevarioustypesofcorrespondenceyoumayhavetowrite.

Organising:

TypesofCorrespondence

Howmanytypesofcorrespondencedoyouneedtowrite?

Basically,two:

internalcorrespondence（themessagesyouwritetocolleagues）

externalcorrespondence（themessagesyouwritetocustomers）.

However,whenyouwritetocolleaguesorcustomers,youcanuseavarietyofdocuments.

Doyouknowwhichtypesofdocume