外贸函电03.ppt

Criteria for business writing
by Wu Chang
One example
objectives
the receiver interprets the message as the sender intended it;
it achieves the sender’s purposes.
Criteria for Effective Business Writing
Courtesy
Correctness
Conciseness
consideration
Clarity
pleteness
Courtesy
Courtesy means treating people with respect and friendly human concern. Effective writers visualize the reader before starting to write. They consider the reader’s desire, problems, circumstances, emotions and probable reactions to their request.
Example
Dear Sirs, we are sorry you have misunderstood us. ( )
Dears Sirs, we are sorry we didn’t make ourselves clear. ( )
We cannot understand why you have had trouble with these articles. ( )
We presume that there must be some reasons for you having trouble with these articles. ( )
×
√
×
√
Clarity
Clarity tells the reader exactly what he or she wants and needs to know, using words and a format that make your writings totally understood with just one reading. Short, familiar words and simple, short sentences rather than long, difficult words plex and long sentences are better for this purpose.
Example
They have a decided advantage in regard to freight. ( )
They have a decided advantage in regard to freight charges (运费). ( )
They informed Messrs. Smith and Richardson that they would receive an answer in a few days.
( )
They informed Messrs. Smith and Richardson that the latter would receive an answer in a few days. ( )
Poor
Poor
Better
Better
Conciseness
Effective writing is concise --- each word, sentence, and paragraph counts. Conciseness means to write in the fewest possible words without pleteness and courtesy. Because a wordy message requires more time to write and read, business people put a high premium on conciseness in business messages. Conciseness will give emphasis to your message.
Example
We do not anticipate any increase in prices in the near future. ( )
We do not expect prices to rise soon. ( )
Owing to th