大学英语创意写作 实用写作 填空重点句型

Chapter one Business documents are written to get things done. They are read by busy people and this means that documents need always to be concise and clear. They also need to be correct in terms of grammar, vocabulary, punctuation and spelling. The 4Cs (conciseness, clarity, courtesy and correctness) are very important. Effective business communication As with any form of communication, the most important factors in business communication are purpose and audience. Academic communication, for example, communicates information and arguments between students and staff in academic settings. Journalistic communication informs and sometimes persuades large sections of the general public about events in the world. Workplace communication gets things done between staff in workplace situations.

The first basic rule of workplace communication, whether spoken or written, is that it needs to be as long as necessary and as short as possible. This rule applies equally well to letters, memos, reports, e-mails, resumes, meetings, and telephone conversations. Busy business people do not appreciate wordiness and require communication which is clear and concise.

A clear and concise style is achieved by choosing appropriate language for the purpose. In letters, the effective workplace communicator will avoid wordy and clumsy phrases.

It is important to remember that this concise style needs to be balanced by politeness. Workplace communication should not be abrupt. Indeed, politeness is essential for good working relationships. Politeness is achieved by making sure that letters, memos ,phone calls etc. all have the right tone. The tone should neither be too boastful, nor too modest.

A final and very important feature of effective business communication is its language accuracy. In most companies, a letter is considered to be ‘ unmailable ’ if it contains ever a single error in formatting, spelling, punctuation, or grammar. So, careful and detailed editing and proofreading of a written document is essential. Employers and colleagues will form a

negative impression of a person’s abilities and attitudes if he/she uses incorrect language in workplace communication.

Effective written workplace communication, then, needs to show:

A style which is clear and concise

A tone which is polite but not overly modest

A presentation which contains no errors of format and language Workplace writing: informative and persuasive types

There are two general types of workplace documents, those that try to either:

Inform the reader about a product or service

Persuade the reader that this product or service is a good one and worth buying.

The workplace writer chooses content and language which will best achieve their aim. Workplace writing: informative and persuasive types Levels of formality Business communication, then, needs to have appropriate style, tone, format and language. The style should always be concise, but the level of formality depends on the situation or topic and the status of people sending and receiving the communication: Bottom-up communication

To a superior = more formal

Top-down communication

From a superior = more formal

Sideways communication

To and from people of same rank = less formal

Chapter two Memo writing guidelines A memo is an administrative document. it

Is used only for communication within a company, i.e. it is an Intra-company document and is not used for inter-company communication

May be distributed top-down or bottom-up

Deals with a single topic

Names its sender(s) and recipient(s) clearly

Has short, easily readable paragraphs

May have sub-headings and numbered sub-sections

May be distributed electronically or in hard copy Increasing and reducing distance between sender and recipient Using formal language increases the ‘social distance’ between a sender and a recipient. Informal language reduces this distance. Informal:

Exaggerated or slang terms

Abbreviated words, e.g. we’ve, I’ll

Emphasis markings. (i.e. bold font, exclamations, italics, underlining)

Formal

Longer, more complex sentences

Complex vocabulary

No abbreviated words Use of personalization Using first person words like ‘we’, ‘I’, and ‘ours’ and second person words like ‘you’ and ‘your’ reduces the distance between the sender and the receiver. Junior employees writing to senior employees can use these words, but they need to be careful that the right distance, and therefore courtesy, is maintained. Degrees of directness Modern business writing aims to be brief and direct, yet not so direct that it will offend the receiver. The position of the sender and receiver in the organization will influence how direct the language should be.

Chapter three Letters of a request are written to seek information or to obtain a response to a specific enquiry. Letters responding to requests give information but also attempt to build goodwill. It is important to remember that while memos are normally written for communication within a company, letters are mainly written for communication between different companies.

Below are a request letter and a letter responding to the request. The letters are written in block format, which is now the most common format for such letters. As you can see, the main

feature of this format is that everything is blocked or justified to the left side of the page. With this style, it is not necessary to use commas or full stops in the date, address, salutation, or close. Subject line: write a suitable subject line to identify previous correspondence

Salutation: if you know the name of your recipient, begin Dear Mr. or Ms. X and close Yours sincerely; if you do not know the recipient or their gender, begin Dear Sir/Madam and close Yours faithfully

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