商务英语写作report案例

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1、Practical English Writing for Working Purposes Part one: An Overview of Business Writing 商务写作概述1. Criteria for Effective Business Writing6 “C ”原则： Completeness（完整） Clarity（清晰） Concreteness（具体） Conciseness（简洁） Correctness（对的） Courtesy（礼貌）& Consideration（体谅）2. Tips for Modern Business Writing 商务信函的写作技

2、巧 Identifying the writing purpose in the beginning 开门见山谈目的常用信函开头 Letter of enquiry: We read about your advertisement in the local newspaper and would like to have more information about Mapleland Industrial Park. Letter of order: We would like to order the following goods: Letter of invitation: We a

3、re pleased to invite you to the launch of English Tomorrow, the exciting new program for business English learners. Letter of thanks: I am writing to thank you for the hospitality you extended on our visit to your company. Letter of complaint: I am writing to complain about your handling of the orde

4、r No. B13 and say how disappointed we are with how this order has been dealt with. Letter of apology: Thank you for your letter dated 25 June. First of all, I would like to apologise for the unsatisfactory handling of your order. Letter of reply: Thank you for your enquiry of 23 May, in which you ex

5、pressed an interest in our Grace silk blouses. Basing your opinion on facts基于事实论观点Examples “The customers here have always been satisfied with your products. However, some European manufactures have recently launched new models which are catching on very fast. Therefore we wonder whether you can imp

6、rove your present designs.” Using small paragraphs 分段Poor paragraghing:Dear Mr. Miller, Ive just received your fax and after searching for different possibilities, this is what I can offer you:10% discount on the total prize if you book our offices for 18 months, could it be interesting for you? You

7、 asked us for 4 offices in Riverside Tower and we only have 4 left but placed in different floors and there are no parking spaces left. Would you mind if I search what you need in Ocean Palace? Ocean Palace is a big Tower with 300 parking spaces, it has wonderful views to Tulip Park and the public t

8、ransport connections are really good. Ive just checked if we have 4 offices left in Ocean Palace and for your information we have them now! At the same floor and one is 10and the last one is 20 as you required.Please let me know if you are interested in this possibility. Yours sincerely,William Crui

9、seBetter paragraphingDear Mr. Miller, Thank you for your order by fax. Id like to mention that I can offer you 10% discount if you are booking for 18-month period.We have 4 offices left in Riverside Tower as you required but they are on different floors. Also there is no parking space available at t

10、he moment in Riverside Tower. However, I can offer you a very interesting alternative in Ocean Palace Building: 4 offices as you required on same floor 300 parking spaces and good public transport connections for your employees Wonderful views.Please think about this alternative and the discount I m

11、entioned before. I look forward to hearing from you soon so I can make the booking.Yours sincerely, Using appropriate tone 使用恰当的语调上级对下级，话题为卫生检查，语调直接。Dear all, There will be a visit from health and safety inspectors on Monday, April 1st from 9 a.m. to 15 p.m. As the inspection is necessary for our qu

12、ality management certificate, please be prepared for the inspection by telling the staff to tidy up their workplace. Sam PowellGeneral Manager下级对上级，话题为请假，语调委婉。Dear Mr. Johnson,I would like to attend a seminar on 3 April. It is about presentation skills. Since I have to make many presentation to our

13、clients, this seminar will be very useful.Could you tell me if it is possible to take time off work to attend the seminar？ThanksAngela Using more active voice and proper linking words多使用积极语态和连词 Use transition：Example：I am the product manager of the Food Service Division. I was instructed by John Car

14、son to evaluate our Lite Fruit marketing strategy. I have analyzed the effect of the marketing campaign on the division. The campaign has run at a loss for two years. I studied the divisions recent cost-income data and consumertrend reports. I recommend continuing the Lite Fruit campaign. I urge inc

15、reasing the price of Lite Fruit and directing a large portion of the advertising budget to male consumers.修改后：John Carson instructed me, as product manager of the Food Service Division, to evaluate our Lite Fruit marketing strategy. When I analyzed the effect of the marketing campaign on the divisio

16、n, I found the campaign had run at a loss for two years. To determine the root of the problem, I studied the divisions recent costincome data and consumertrend reports. Now that I have completely my report, I recommend continuing the Lite Fruit campaign, increasing the price of Lite Fruit, and direc

17、ting a large portion of the advertising budget to male consumers. Using courteous expressions 措辞礼貌得体 3. The Layout of Business Letters 商务信函的写作格式正式的商务信函涉及7个部分：信头、 日期、 封内地址、称呼、正文、信尾客套语和签名。示例如下:Powell & Cross Clothing Company1207 West 30th StreetNeward, New Jersey 07109Tel: +55 92 889 5453 Fax: 55 92 8

18、89 545512 March China National Import & Export Corp.Shanghai Branch1040 North Suzhou RoadShanghai, ChinaDear Sir or madam,We have obtained your address from the Commercial Counselors Officein London and are now writing to you for the establishment ofbusiness relations.We are very well connected with

19、 all the major dealers here of lightindustrial products, and feel sure we can sell large quantities of Chinese goodsif we get your offers at competitive prices.Please let us have all necessary information regarding your products for export.Yours truly,Lee OzunaSusan StephinesSusan StephinesMarketing

20、 ManagerPowell & Cross Clothing Company1207 West 30th StreetNeward, New Jersey 07109Tel: +55 92 889 5453 Fax: 55 92 889 545512 March China National Import & Export Corp.Shanghai Branch1040 North Suzhou RoadShanghai, ChinaDear Sir or madam,We have obtained your address from the Commercial Counselors

21、Officein London and are now writing to you for the establishment of business relations.We are very well connected with all the major dealers here of lightIndustrial products, and feel sure we can sell large quantities of Chinese goodsif we get your offers at competitive prices.Please let us have all

22、 necessary information regarding your products for export.Yours truly,Lee OzunaSusan StephinesSusan StephinesMarketing ManagerPart Two: Writing Business Letters 商务信函写作1. Letters of Enquiry 征询信函Useful sentence patternsn We learn from that your company specialize in and would like to establish busines

23、s relationship with you.n Your firm has been introduced ( recommended ) to us by and now we would like to have more information about n We are interested in you advertised recently inand would be grateful if you could send us a pamphlet as well as the catalogue and price-list of your products.n I un

24、derstand you are manufactures (dealers in ) of and should like to know if you can supply us with Sample Letter 1Dear MS BrownWith reference to your advertisement in the local newspaper, we would like to have more information about it.Could you tell us which other firms are in the area, and what are

25、the sizes of the units available for rental.Regarding the financial help mentioned, we would like to know who would qualify for it and how to apply.Another point we want to clarify is the skilled labor costs here compared with other areas.Finally, we would be grateful if you could send us the inform

26、ation pack to our address.We look forward to hearing from you soon.Yours sincerelySample Letter 2Dear Ms Budd,I am writing _1) your advertisement in Frozen World trade journal_2) further information about the services your company offers. We are a producer of frozen food products based in Helsingor

27、in Denmark _3)we are looking for a new transport company to make regular deliveries to different parts of Europe._4) , could you tell me if you make deliveries to countries outside the European Union Russia, _5)? _6) how many lorries you have _7)you are able to deal with small cargoes which do not o

28、ccupy a complete lorry._8) , I would be grateful if you could give us a sample quotation for a shipment of 40 tons of frozen fish from helsingor to Vienna _9) we can have an idea of your prices.I look forward to hearing from you.Yours sincerely2. Letters of Application 求职信函求职信函成功要素 Tell the reader w

29、hat you want and what you can do for the company. Keep it brief, succinct and simple. Be specific about the job you are seeking and quantify your accomplishments. Make it easy on the eyes. Be polite and confident.Sample Letters1 应聘求职信Dear Mr Zhang,In response to your job advertisement in Chutian Dai

30、ly, I am writing to apply for the tour guide position in your company.I will graduate from Wuhan University with a Bachelors degree in English tourism this June. I have been taking courses on the English language and tourism for more than three years and got straight As for all of them. I know the i

31、mportance of putting book knowledge into practice, so I have been working as a part-time guide for the Sunday Holiday for 2 years and have accumulated rich experience. In addition, I can understand and speak French as a second language. I am available for a job interview at your convenience. Please

32、contact me through , or . Thank you for your time!Yours sincerely2. 自荐求职信 Dear Sir or MadamI am writing to ask if you need a civil engineer in your corporation, starting August 1 of this year.I am from the Henan Province and currently attending the Graduate School of Wuhan University, pursuing a mas

33、ters degree in Civil Engineering. With the records I have achieved up to now, I am certain that I shall earn my M.S. Degree in the coming July.I obtained my B.S. Degree in Civil Engineering from Huazhong University of Science and Technology in July . Then I served the Hubei Construction Engineering

34、Company as an assistant civil engineer for three years. During this period, I was engaged in surveying , road design, site supervision, and structural design for multistory buildings. Enclosed you may find my resume and my academic records. Civil Engineering is indeed an extensive field. Within this

35、 field, I am most interested and competent in Structural Design and Foundation Engineering. I am an energetic young man capable of hard work. I assure you that if my application is successful, I will do my best. Thank you for your time and consideration. I hope to hear from you soon.Yours faithfully

36、David Lee3. Letters of Complaints 投诉信函投诉信1Dear Sir or Madam,We bought the FM211 copier at the July Business Eqipment Show in the New York Exhibition Center. Now it has been acting up a bit. We have followed the operation procedure carefully, but every now and then it gives 20copies instead of two, f

37、ollowed by 20 sheets of blank paper before we can stop it.We are therefore requesting immediate and free repair of the copier. It is urgent because our normal office work has been seriously delayed.Sincerely yours,投诉信2Dear Sir or Madam,I write regarding a training course on Communication Skills whic

38、h I attended 27 November.I chose your company as it was highly recommended, but the courses I attended was disappointing. First, I was promised an experienced trainer but unfortunately he was sick and the replacement was not as good as expected. Second, the information packs were only a pile of loos

39、e photocopies, which was not promised. Third, the class was supposed to be about 8 people but in fact there were 15. Last, I should make it clear that the class started 1 hour late, and the lunch served was cold.Therefore, I would be glad if you could look into this matter and take measures to ensur

40、e such things will never happen again.I look forward to hearing from you.Yours sincerely 投诉信3Dear Sir or Madam,I am writing to complain about your handling of Order No.127 for 30 Sandalwood chairs and say how disappointed we are with how this order has been dealt with.When we placed order with you i

41、n 9 December, we were assured that the chairs would be sent to us within 15 days. In fact, it has actually taken nearly one month to deliver the goods.In addition, two of the chairs are badly scratched and will need replacing.Also, we are told as we are established customers, you would give us a spe

42、cial discount of 10% off your catalogue prices. I noticed from your invoice that this discount has not been given.I trust any future orders we place with you will be dealt with in a more satisfactory manner.I look forward to your reply.Yours faithfully1. 建立贸易关系 (Establishing Trade Relations)一种公司，一家公

43、司，要想进入市场，寻找货源，求生存，求发展，最首要的工作是与别的商家建立贸易关系。达此目的的途径诸多，如阅读广告、参与交易会、参观访问、引荐简介等。此外，还可以直接通过书信的形式建立贸易关系。建立贸易关系信函的写作可以按照如下环节进行：1) 告诉对方从何种途径获得对方的信息 (如：通过得知)。2) 写明去函的目的：理解对方经营产品的状况；提供我司产品的状况。3) 但愿保持联系。此外，信函措辞应礼貌诚恳、热情、体现清晰透彻。实例Dear Sir,We have seen your name in various trade magazines and we understand that you

44、 have been supplying EPSON STYLUS printers of the best quality to all places over China for these 2 years.We should like to offer you our service as a trading firm of office appliances, and we have offices or representatives in almost all major cities in East China towns. In addition, we operate our

45、 own advertising agency. According to our market investigation report there is a large demand for office appliances in China. Therefore we should be obliged if you would advice us whether you have a mind to establish business relation with us by return mail.Yours sincerely,John Waine常用套语1. As your n

46、ame and address appear on Yangtse Evening Post, we are writing to you with a desire to open an account with you / to establish business relation with you.我们在扬子晚报上看到贵公司的名称和地址，非常但愿与贵方建立商务关系。2. We write to introduce ourselves as one of the leading exporters of a wide range of.我们作为重要的出口商之一，经营3. We are e

47、njoying an excellent reputation and we should like to offer you our service.我司具有良好的信誉，并乐意向贵方提供服务。4. We are willing to enter into business relations with you on the basis of equality and mutual benefit and exchanging needed goods.我方乐于在平等互利、互通有无的基本上与贵方建立贸易关系。5. Your desire to establish direct business

48、 relations with us coincides with ours.贵方与我建立直接的贸易关系的愿望与我方打算相吻合。6. We are also enclosing a catalogue showing the details of our line.附上一本我公司经营产品的具体目录。7. .that youll be quite satisfied with our goods and service.贵方将对我们的货品及服务满意。2. 销售信函 (Sales Letter)推销产品是商务活动中一重要环节，其目的是要吸引对方的注意，激发购买欲望，最后售出货品。销售信函内容应涉及

49、：1) 简介所推销产品的状况，如性能、价格等较同类产品的优越。2) 附带某些优惠条件或协助。此类信函需措辞得当、简洁精练、语调肯定、具有说服力。忌离题、冗长、华而不实。实例Dear Sirs,In the field of salted food in Jiangsu, NANJING SALTED DUCK from the Nanjing Xue Hua Duck Group has been considered the best for quite a long time. Competitions help increase its quality and attraction. I

50、ts reputation and recommendation are spread by everyone who tastes it. NANJING SALTED DUCK is now sold in large quantities to South-east Asian countries every year. Our company also supplies cured meat (腊肉), sausage, bacon, etc.In addition to a trade discount stated we would allow you a first order

51、discount of 5%. You will find enclosed leaflets of our latest products.We look forward to your early reply.Sincerely yours,Lin Ping常用套语2.1. We take pleasure in enclosing the latest catalogue of. / price list of.我方十分乐意为您（贵方）寄上我们最新的商品目录 / 价格表。2.2. This item, superior in quality and moderate in price,

52、is sure to be salable in your market.本产品质量上乘，价格适中，在你方市场一定有销路。2.3. We expect you to try our products and are sure that you would be pleased with.但愿贵方使用我方的产品，相信贵方对定会感到满意。2.4. We inform you that since price is subject to change, please put an order before 8 Oct. if possible.敬告贵方，由于价格也许变动，如果也许请在10月8日前订货

53、。2.5. We regret that we have had no opportunity to do business with you.很遗憾我方与贵公司仍未有生意往来。2.6. The high quality of our product is well known and universally acknowledged.我方产品的高质量已是众所周知，并得到广泛承认。2.7. We stand ready to serve you.我们随时乐意为您提供服务。5. 催款 (Urging Payment)撰写催款信函是一件迫不得已而为之的事，但有时也是商务活动必不可少的一部分。催款活

54、动必要时可以按照如下四个环节操作：第一步，去函提示 (remind)；第二步，去函询问 (inquire)；第三步，去函祈求 (appeal)；第四步，去函规定 (demand)。每封催款信不适宜过长，初次联系，应在开头简要简介自己的状况。语言表述应清晰、得体、诚恳。实例RemindDear Mr. Lawrence:This is a reminder that your account of $15,000, originally due May 1, has not yet arrived.If you have already mailed your payment, please d

55、isregard this letter.Many thanks.Yours sincerely,_InquiryDear Mr. Lawrence:Our records show that your account of $15,000 is still outstanding (未付). Perhaps you are experiencing problems that make it difficult for you to pay. Please let us know if that is so, and we will be happy to work the matter o

56、ut with you.If there is no problem, please remit (汇寄) the sum today.Yours sincerely,_AppealDear Mr. Lawrence:Although we have sent you 2 letters regarding your past-due account of $15,000, we have heard nothing from you.We hope you understand we are unable to continue waiting patiently in silence. P

57、lease do not disappoint us once more.If your check is already in the mail, please ignore this letter.Yours sincerely,_DemandDear Mr. Lawrence:Since you have ignored several requests for payment, we must take other action to collect your past-due account of $15,000.Unless we hear from you in 10 busin

58、ess days (工作日), we will turn your account to a collection agency. Neither of us wants to see your credit in danger. So if payment has not yet been made, we urge you to send your check as soon as possible.Yours sincerely,_常用套语5.1. Our records show that your account of. is past due.我们的记录显示贵方账款逾期了。5.2.

59、 We shall be greatly obliged if you will remit us a check for the goods.若贵方汇寄支票付款，我方将十分感谢。5.3. In spite of 2 reminders, the above account still remains unsettled.尽管我方曾两次催款，上述账目仍未结清。5.4. We shall be grateful for an early settlement.望贵方及早偿付。5.5. We wish to call your attention to the enclosed account w

60、hich is now past due. We shall appreciate your prompt remittance.兹随函附上逾期账单，敬请注意。如蒙迅速支付甚为感谢。5.6. If we fail to receive from you a check of. dollars in 5 days, we will have to hand over this matter to the lawyers.如果五后来我们仍未收到贵方支票，我们将不得不求助于律师介入了。5.7. We trust that we shall be able to find a favorable so

61、lution.相信我们将能找到一种令人满意的解决方案。6. 抱怨索赔函 (Complaint and Claim)在贸易活动中，买卖双方因一方未履行所达到合同致使另一方蒙受损失，或者人们对购得的商品或得到的服务不满意时，可以向对方抱怨或提出索赔，以求问题得到尽快、妥善的解决。撰写此类信函时应注意：1) 直截了当提出原定的条件，列举不满事实、理由以及导致的后果。2) 明确提出解决的措施。3) 语言有礼有节，语调坚决诚恳。实例Letter of ComplaintDear Sirs,The shipment of 850 copies of exam paper we ordered for de

62、livery on 20 Jan. did not arrive until the morning of 22 Jan. (Only 2 hours before the exam.) It should have been sent to us 2 days before. Besides, too many typing errors were found here and there in the paper.The job is by no means satisfactory to us:1) The late delivery is inexcusable, since we h

63、ave made it very clear when we wanted the paper in hand. Our teaching staff were found in a tight cornerthe exam was to be held on time but we had not got the paper on time.2) The typing suggests that the job was done at the last minute and so carelessly without prudent time to check. We have here enclosed