1. Principles of Business Letter Writing

2. Assist help Assist help Terminate end Terminate end Remittance payment Remittance payment Purchase buy Purchase buy Utilize use Utilize use Enclosed please find… I am enclosing… Enclosed please find… I am enclosing… We have got your letter of 12 October. Thank you for your letter of 12 October. We have got your letter of 12 October. Thank you for your letter of 12 October.

3. Completeness( 完整） Completeness( 完整） Concreteness( 具体） Concreteness( 具体） Clearness( 清楚 ) Clearness( 清楚 ) Conciseness( 简洁 ) Conciseness( 简洁 ) Courtesy( 得体, 礼貌周到 ) Courtesy( 得体, 礼貌周到 ) Principles for business letter writing

4. Completeness （完整） Contains all necessary information Contains all necessary information

5. Concreteness 具体 Concreteness 具体 Choose specific one rather than general one, and pay attention to writing the exact facts, figures, details, explanations and examples. Choose specific one rather than general one, and pay attention to writing the exact facts, figures, details, explanations and examples. e.g. general specific soon May 15 a large volume an order up to US$567,890.00 US$567,890.00 our time Beijing time somebody Ms. Brown your port Liverpool

6. Clearness 清楚 - choose the right words 1. Choose short simple one rather than long complicated one 1. Choose short simple one rather than long complicated one e.g. complicated simple purchase purchase with regard to with regard to assist assist be kind enough be kind enough under date of under date of buy about help please on

7. Conciseness 简洁 Wordy: It is encouraging and inspiring to note that sales which are reported right now have increased this month. Wordy: It is encouraging and inspiring to note that sales which are reported right now have increased this month. Concise: Sales have increased this month; the figures are encouraging. Concise: Sales have increased this month; the figures are encouraging. Wordy: In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule. Wordy: In the event that you speak to Mr. Wood in regard to production, ask him to give consideration to the delivery schedule. Concise: If you speak to Mr. Wood about production, ask him to consider the delivery schedule. Concise: If you speak to Mr. Wood about production, ask him to consider the delivery schedule.

8. courtesy 得体, 礼貌周到 1. be polite: don’t forget to say the words like: please, thank you, I would appreciate, it would be kind of you, I would like to… 2. be equal to each other: poor: this letter is to inform you of an important change in our policy concerning insurance. Good: since you are our regular customer, we are writing to let you know about our important policy change in insurance.

9. courtesy 得体, 礼貌周到 3. Avoid mistrust Poor: we have received your letter in which you claimed that ten tea sets were damaged in shipment. Poor: we have received your letter in which you claimed that ten tea sets were damaged in shipment. Good: we have noticed in your letter that a damage to ten tea sets in shipment was found. Good: we have noticed in your letter that a damage to ten tea sets in shipment was found. 4. Avoid indignation Poor: you obviously made a mistake by sending me the wrong goods. Poor: you obviously made a mistake by sending me the wrong goods. Good: thank you for your prompt delivery. However, the goods reaches us were not the ones we ordered. Good: thank you for your prompt delivery. However, the goods reaches us were not the ones we ordered.

10. courtesy 得体, 礼貌周到 5. Avoid paternalism: poor: we are pleased to grant you permission. poor: we are pleased to grant you permission. Good: we are pleased to offer you a favor by doing… Good: we are pleased to offer you a favor by doing…

11. Improve the following sentences: 1. Our products are not defective. The products we supply are of fine quality. 2.We are sorry that we can not ship the goods until May 8. We will be able to ship the goods starting from May 8. Exercises

12. 3. We allow you a discount of 2% for cash payments. You will earn a discount of 2% for cash payments. 4.You must complete the enclosed form if you need a correct shipment. For a correct shipment, please complete the enclosed form as requested.

13. HOME EXERCISES: Improve the following sentences 1. Mr. Smith wrote Mr. Wang that he had received his order. 2. we have duly received your order, for which please accept our thanks.

14. 3. we have ordered the goods, and they will be received by us in two weeks. 4. we hope to receive your catalogue by return mail. Thanking you in advance. 5. your letter of recent date to hand and contents noted with thanks. We shall appreciate a line from you at an earliest date.

15. Answer 1. Mr. Smith wrote to Mr. Wang that he had received Mr. Wang’s order. 2. thank you for your order No. 123 dated May 15. 3. We have ordered the goods and will receive them in two weeks.

16. 4. We shall appreciate it if you will send us your catalogue by return mail. 5. We thank you for your letter of May 15. Looking forward to your early reply.