Introduction Unit 1

Tips for you!! Command of English, spoken or written, ranks at the top of business. … If a man knows the language well, he can find out about all else William Feather Writing, when properly managed, is but a different name for conversation Laurence Sterne A letter shows the man it is written to as well as the man it is written by Lord Chesterfield

Business letters are one of the most important and constantly used means of communication. Its main function is to inform or remind the counterpart or the public of a certain thing and also ask them to act according to the request in the letters. It’s important to learn the set pattern so as to be more flexible in future writing.

By the end of this unit, you should be able to … Writing. Language points Text Analysis Assignment Questions & Answers Pre-reading Activities Studying Aim

Part Ⅰ Pre-reading Activities (Questions & Answers) (Questions & Answers) 1. How do we contact foreign customers? We contact them: through call; by fax; by letters / s; and talk with them face to face.

2. What is the difference between general letters and business letters? 1)Business letters are more formal and concise; 2)Business letters are mainly written to business persons; 3)The content is different. The content of business letters are specific, which are stating a certain thing referring to business transactions.

3. How to write a good business letter? A good business letter should: 1)has essential qualities C’s and 3 S’s; 2)has complete layout; 3)be followed a clear logic; 4)be with strategies in order to reach the aim of writing.

Part Ⅱ Studying Aim By the end of this unit, you should be able to: 1. Know basic elements of good business letters (7C’s and 3S’s), and the layout of letters; 2. Write a general letter to your friends or the relatives. 3. Master key language points.

After your reading the introduction, please answer the following questions: 1.What are 7C’s? — They are clearness, courtesy, conciseness, correctness, completeness, concreteness, and consideration. Part Ⅲ Text Analysis Part Ⅲ Text Analysis Introduction Introduction Step1: Basic elements of business letters

2. How to do clearness in business letters? We must express ourselves clearly so that the reader will understand. A clear letter should include: 1)Clear purpose of writing; 2) Clear main idea; 3) Clear requirements or expectation; 4) Clear logic.

3. How to do courtesy? Courtesy means a sincere “You” attitude. We should be sincere, tactful and thoughtful. 4. How to do conciseness? Conciseness means writing in the fewest possible words. You should write the brief letters.

Correctness means appropriate and grammatically correct language, factual information and accurate reliable figures, including correct: 1)grammar, 2)spelling, 3)punctuation, 4)style and format. 5. What is correctness?

6. How to do completeness? You should write a complete letter, including complete layout, and all the necessary details and information. 7.What is concreteness? It means your letters must be specific, definite and vivid.

8. What is consideration? How to do it? It emphasizes the “ You ” attitude. You should put yourselves into the reader ’ s shoes, consider what he need and what he want.

9. What are 3S’s? 1)Soon: You should give a reply to the message received in the shortest time; 2) Strategy: It means opportunity and method of work, which will help fulfill business negotiations and achieve good result; 3) Security: You should pay careful attention to all matters in order to make business smooth at any time.

10. What are contents of writing? 1) Letterhead 2) Date 3) Inside name and address 4) Salutation 5) Caption 6) Message 7) Complimentary close 8) Signature

Now please notice the following details: 1)Letterhead: It refers to the writer ’ s name and address. The writing of the address should be stressed, as it is totally different from Chinese order. 2)Date: the date of writing, say, March 4, )Inside name and address: It refers to the receiver ’ s name and address. 4)Salutation: “ Dear ” is used to express respect, say, “ Dear Mr. Perton ”

5) Caption: the subject of letter, say: Re: Establishing business relations 6) Message: the part that the writer expresses his ideas or requirements, including opening, body and closing. 7) Complimentary close: It mainly show respect. eg: Yours faithfully / Yours sincerely, ※ We keep them in pace with the salutation.

8) Signature: the writer must sign his name by hand and in ink, under the complimentary close with title under it. eg: Yours sincerely, Mitsubishi Corporation (signature) Mr. Jack White Sales Manager 9) Enclosure: some documents, say, catalogue, price list, order, can be enclosed in the letter. eg: encl.: Sales Contract

9. Format 1)Blocked style: The outstanding feature of blocked style is commencement of all typing lines, including those fore the date, the inside address, salutation, and complimentary close, at the left- margin with no indentation in the letter.

2) Indented style: The beginning of each paragraph is indented 4 to 6 spaces. And the date, the complimentary close and the signature are to the right of center.

3) style: We usually use the following form to send on the internet web as below: To:__________ From:_______ Subject: ________ Attach Files Type in the letter

2. courtesy: polite, thoughtful and tactful eg: They didn’t even have the courtesy to apologize. 1. clearness : clarity eg: the clearness of vision the clearness of the atmosphere Step2: Details of Introduction Language points

3. consideration: the state which is considerate eg: He showed no consideration for his wife. 5. correctness: the state which is correct eg: She has no doubt about the correctness of her own estimate. 6. completeness: the state which is complete eg: The expert is astonished at the completeness of the antique. 4. conciseness: the state which is concise or brief eg: The conciseness makes the article attractive.

7. strategy: the effective method of work eg: With careful strategy he managed to push the proposal through 8. security: the state which is secure eg: Two guards look after the security of the property.

Part Ⅳ Assignment 1. Supplementary reading: Dear Sirs, The Chamber of Commerce of China has conveyed to us your desire to establish business relations with foreign trade corporations. A copy of your letter to that effect has been passed on to us.

We are pleased to inform you that the commodities you are interested in fall within the scope of our business activities. The enclosed catalogue will give you some general idea of our lines. For your information, we are leading manufacturers and exporters of Electronic Toys and Stationery in this country. Therefore, we have advantages over other export corporations.

We look forward to your detailed requirements. Yours faithfully, John White

2. Please write a letter to your friends or relatives.

Thank you!