English&CommunicationforColleges.ppt
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1、English & Communication for Colleges,Review of Chapter 5,Business Letters Business letters are used to send written messages to persons outside an organization. Letters are also used to send formal written messages to employees within an organization. Business letters are considered to be more forma
2、l than memos. 商务信函用来向公司以外的人传达书面信息。信函也可以在公司内部的员工之间传达正式的书面信息。商务信函比备忘录更正式,Letter orders,A letter can be written in direct order or indirect order, depending on whether the message is neutral, positive or negative. Direct order is used in neutral and positive messages. Indirect order is used in negative
3、 and persuasive messages. 信函可采用直接顺序或间接顺序,取决于信息是中性、积极还是消极。 中性和积极信息采用直接顺序,消极和说服性信息采用间接顺序。,Letter parts,standard parts 标准组成部分 optional parts 备选部分,standard parts,The standard parts of a business letter are the dateline, letter address, salutation, body, complimentary close, signature block and reference
4、 initials. 商务信函的标准组成部分有日期,地址,问候语,正文,结尾敬辞,签名和打字员姓名缩写。,optional parts,A business letter also may include these optional parts: attention line, subject line, company name in signature block, enclosure notation, copy notation, postscript and second-page heading. 一封商务信函还可以有以下这些备选部分:指明收信人,主题,签名档处的公司名,附件,抄
5、送,附注,第二页抬头。,Business letter formats,Like memos, business letters may be prepared in different formats. The three basic letter formats are block, modified block and simplified block. 和备忘录一样,商务信函也许会呈现不同的格式。三种基本格式是:齐头式,改良齐头式和简化齐头式。,How to address an envelope?,Your full name Your address,Full name of th
6、e person you are writing to His/her address,Addressing Envelopes,Remarks(备注): 1.Private 私人信 2.Confidential 机密信 3.Registered 挂号邮件 4.Express 快递邮件 5.Ordinary Mail 平信 6.Immediate (Urgent) 急件 7.Printed Matter 印刷品 8.Sample 样品,Types of letters with neutral and positive messages There are several types of l
7、etters with neutral and positive messages. Routine requests and claims are letters with neutral messages. Orders, positive responses to a request, friendship letters and acknowledgment letters are letters with positive messages. 日常请求和索赔是含有中性信息的信函。 订购信,肯定答复请求,友谊信和感谢信是含有积极信息的信函。,Planning and organizin
8、g letters with negative messages 1. Begin with a neutral opening. 2. Reasons for the negative message. 3. The negative message. 4. The closing.,小练习,Which of the following would be the best beginning for an acknowledgment? A. Thank you for your order. Your business is sincerely appreciated. B. Here a
9、t ABC Company, we sincerely appreciate your business. C. Your letter came to me today. D. I received your order for 15 speaker sets. Key A,小练习,True or False 1. The direct-indirect order is best when the writer has both positive and negative messages to communicate. True 2. For the reasons of the neg
10、ative message to be effective, they must be sender-oriented. False,Chapter 6,Writing Reports,6.1 Planning Reports 计划写报告,根据其类型、目的和格式不同,报告可以分为各种不同的类型。 本节的学习目标是: 1根据报告的类型、目的和格式区分各种报告。 2了解计划报告的步骤。 3了解数据、结论和建议的区别。,Types of reports,definition A report is a document that provides the facts about a specific
11、 situation or problem for consideration. 报告是描述事实或分析问题的文件。,The two styles of reports are formal and informal. Formal reports generally are long, analytical and impersonal. Informal reports are shorter than formal reports and are written in a less formal style. 报告可以分为正式报告与非正式报告。 正式报告通常较长,具有分析性,用语客观。公司
12、向股东或政府做的年度报告就是正式报告。另一个例子是对外的建议书,这是向公司以外的人分析问题和提供建议的一种正式报告。 非正式报告比正式报告要短,且没有那么正式。销售报告和对内建议书是非正式报告的两个例子。,With regard to the purpose, reports can be informational or analytical. Informational reports present information (facts), so they include very little analysis. Analytical reports analyze problems,
13、 present facts, draw conclusions and make recommendations. 报告根据目的可分为信息报告和分析报告。 信息报告主要陈述信息或事实,因此几乎没有分析。银行经理也许会让出纳主管提供一份关于日订单销售所得资金的平均数值,这样的报告就是信息报告。 分析报告主要分析问题,陈列事实,得出结论,最后做出建议。分析报告往往既要陈述事实又要提供解决问题的方案。,With regard to the format, informal reports can be written in several different formats, including
14、memo, letter and manuscript formats. Formal reports are longer and more complex than informal reports, so they are written in manuscript format. 根据格式,非正式报告可分为备忘录、信函、手册报告等几种。正式报告更长也更复杂,因此往往采取手册的格式。,Planning a report,When planning a report, you should: (1) identify the problem to be studied and the ob
15、jective of the report; 确定调查的问题和写报告的目的; (2) decide on areas to investigate; 确定调查领域; (3) determine the scope to decide what will be included and excluded; 确定范围,即要涉及哪些内容以及不涉及哪些内容;,(4) plan the research by developing a schedule and budget; 制定时间进程表和资金预算,给调研做计划; (5) develop a preliminary outline, which ma
16、y differ from the final outline; 制定初步纲要,也许与定稿会有出入; (6) collect the data through primary or secondary research; 通过一手调研或二手调研积累数据; (7) analyze data, draw conclusions and make recommendations. 分析数据,得出结论,给出建议。,The outline of a report,The outline for an informational report can be arranged in one of the f
17、ive ways: 1. Chronological order. 按时间排序 2. Order of importance. 按重要性排序 3. Logical sequence. 按逻辑顺序 4. Category. 分类排序 5. Geographical order. 按地区排序,The outline for analytical reports When outlining analytical reports, you can use a hypothesis, which is a possible cause or explanation of the problem. Or
18、 you can use alternative solutions to a problem. 分析报告的纲要可采用假设,也就是对一个问题做出可能性的原因或解释。或者可以列出替代性解决办法。,outline formats,The preliminary outline follows either the topical format or the discussion format. In a topical outline, headings describe in a few words the topics you have investigated. A discussion o
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