Business writing (Week__ 6-7-8)

BusinessWritingWeek7(Oct.11,2010)Requestletters•What?•Why?1)Toobtaininformation2)Toreceiveprintedmatters3)Toreceivesampleproducts4)Toordermerchandise5)Toengageservices6)Tomakereservations7)ToseekspecialfavorRequestletters•How?Guidelines1)Reasonablea)Justifyyourrequest;b)Begindirectlywiththeobjective;c)Don’tmentionconfidentialinformation;d)Delightsupplier;(P46)RequestlettersGuidelines(Cont’d)2)Specifica)Stateyourrequestclearly;b)Includenecessaryexplanation-whereveritfits;c)Don’taskformuchmoreinformationthannecessary;(P47)Requestletters3)Briefandconcise(P48)4)Politea)Theemploymentofpolitewords;(P48-49)b)Theemploymentofpassivestructurewithmodalverb;A:Wewillsupplyonlyifyoupaycash.B:Wewouldonlybepreparedtosupplyonacashbasis.Requestletters4)Polite(Cont’d)a)Theemploymentofpassivestructurewithmodalverb;(Cont’d)C:Youmustgiveusanallowancetomakeupforourlosses.D:Weshouldbegivenanallowanceforthelosswehavetosuffer.(P48-49)RequestlettersTipsforrequestletters1)Statewhatkindofinformationisneededattheverybeginningoftheletterinadirectway.2)Includeinformationrelatetotheproductorservice.3)Itemizeandlistthespecificfactsyouwant.4)Endtherequestwithahopeforthereceiver’spromptreply.5)Encloseaself-addressed,stampedenvelope.RequestlettersUsefulexpressions1.Makingrequests：提出要求1)Ishouldbegratefulifyoucouldsendme…2)Couldyoupossibly…(dosth)forme?3)Woulditbepossibleforyouto…(dosth)forme?4)Couldyoualsoplease…(dosth)forme?RequestlettersUsefulexpressions(Cont’d)2.Askingforareply：催请回复1)Iamhopingforaspeedyreply.2)Iwouldbegratefulifyoucouldletmeknowyour…3)Welookforwardto…4)Itwouldbeappreciatedifyouwould...RequestingDetailedInformationaboutanAdvertisedProductWhy?How?1)Specifytheproductinwhichyouareinterested;2)Mentionthesourcefromwhichyouknowaboutit;3)Specifywhatspecificinformationyouneed;4)Urgeaspeedyreply;5)Prepareyourrequestinapoliteway;(Sample1,P50)RequestingInformationabouttheAvailabilityofaProductWhy?How?1)Specifica)Tellthereceiverwhenorwheretheproductwasavailableinthepast;b)Giveasmuchinformationasyoucan;2)Polite(Sample1,P53)RequestingInformationaboutanAdvertisedServiceWhy?How?1)Clarifywhatservice(s)youwanttoknow;2)Tell(them)whyyouneedtheservice;3)Tryforapromptresponseattheend;(Sample2,P56-57)RequestingInformationaboutDiscountsWhy?How?1)Askingaboutdiscountsdirectlyinyourrequestletter;2)Findingagoodreasontowinadiscountfromthereceiver;(Sample1,P58)Asummaryofrequestletters•Mainidea•What?•How?•Examples/Explanation•Why?•Howmany(much)?•Conclusion•Promptreply•Thanksforcooperation•Practicenow1.Enjoy‘MoreSamples’onP60-632.Exercises1(P64)3.Exercises2(P65)4.Exercises5(P67)SimulationPracticeExercises4(P66)BusinessWritingWeek(8)October18,2010Responseletters•Why?•Howtomanage?1.Anyinquiryshouldbeansweredpromptlybecause:(withintwoworkingdays)a)It’sachancetoexpandyourbusiness;b)Itindicatesinterestinyourcompanyandapotentialcustomer;c)Thespeedindicatestheattitudeyouhavetowardsyourwork;Responseletters2.Yourresponsesshouldbewritteninthecorrecttone(politeandpositive)a)Theresponseshouldleavethereadertheimpressionthatyouappreciateandcareforyourclients;b)Theresponseshouldbedesignedtoincreasetheinquirer’sinterest;c)Theresponseshouldbedesignedtoinspiretheinquirertoactfurther;d)Theresponseshouldbeaimedtopushasale;Responseletters•Guidelinesinwriting:1.Startingwithaparagraphacknowledgingtheinquiry:a)Apolitebeginningbythankingtheinquirerandtheinterestinyourcompany;b)Mentioningthereceiptandthedateoftheletter;c)Statingthatyouarecomplyingwiththerequest.(ExamplesonP68)Responseletters•Guidelinesinwriting:(Cont’d)2.Answeringtheinquiryinthesecondparagraph:1)Youranswershouldbeclearandcomplete;2)Youranswershouldhelpconvincethereader;3)Emphasizingtheadvantagesofyourproductusingafewwords;Responseletters•Guidelinesinwriting:(Cont’d)2.Answeringtheinquiryinthesecondparagraph:(Cont’d)4)Ifpossible,supplyenoughinformationtoanswerbothcurrentandpotentialinquiries;5)Tryingtotranslateaninterestintoanaction;(ExamplesonP69)•Guidelinesinwriting:3.Concludingyourlettercourteouslyinthefinalparagraph:1)Inducinganaction(purchase)outofthepotentialcustomer;2)Expressingthehopethatyourinformationwillbeuseful;3)Expectingfurthercontactorcooperation;4)Takingthelastchancetobuildgoodwill;(ExamplesonP69)RespondingtoRequestsforDetailedinformationaboutanAdvertisedProductSample1(P70)Sample2(P71)RespondingtoRequestsforInformationaboutanAdvertisedServiceSample1(P73)Sample2(P74)RespondingtoRequestsforInformationabouttheAvailabilityofaProductorServiceHowtorespond?1.Don’tbetooformal:1)Usefirstname;2)Discusstheissuerightaway;2.Bestillpolite:1)Maintainingthegoodrelationship;2)Impressingyourclientsdeeply;RespondingtoRequestsforInformationabouttheAvailabilityofaProductorServiceSomerulesinresponding:1.Tellthegoodnewsstraightawaywhenyouranswerispositive;2.Conveythemessageskillfullywhenyouranswerisnegative;1)Donotsay“No”attheverybeginning;2)Doexplain“why?”;3)Makeyourclientsunderstandyoursituation;RespondingtoRequestsforInformationabouttheAvailabilityofaProductorServiceSample1(P76)Sample2(P77)S