商务应用文英语写作参考答案

Reference Answers Unit OneI Answer or discuss with your classmates the following questions:1 The principles of business writing are clearness, consideration, correct-ness, conciseness, courtesy, completeness, concreteness and credibility. 2 The essential parts of an English business letter are: the letterhead, the date line, the inside name and address, the salutation, the body, the complimentary closure, and the signature block.The optional parts are: the reference number, the attention line, the subject line, the per pro. signature, the initial notation, the enclosure notation, the distribution notation, and the postscript notation.3 Open4 In the mixed punctuation style, all the punctuation marks are used where necessary; while in the open punctuation style, the punctuation is omitted in and after the date line, in and after the inside name and address, after the salutation and the complimentary close, but is needed in the body of the letter.5 The word “Messrs.” cannot be used in the name of a company when:a) The company name begins with “The”,b) No personal element is included in the company name, andc) A courtesy title such as Dr., Sir, etc. has already been included in the company name.d) When the letter is addressed to an individual6 First, the letter should be signed in ink by hand, and then, under the hand-written signature comes the typed signature. The official position or job title of the signer goes immediately below the typed signature. The courtesy titles such as Mr., Mrs., Ms., Miss, etc. are not used in the signature block. Miss may be used before the typed signature in brackets when the signer wants to indicate that she is an unmarried young lady.7 In business writing, consideration means when you write to your customers, you have to put yourself in their position, keep their benefits in mind and respect their feelings. You should focus on what you can do for them and do your best to help solve their problems. In order to be considerate for your customer, you should take the you- attitude.8 The function is to provide a brief and concise summery of the letter, thus helping the reader understand what the letter is about immediately.9 The envelope is addressed in the following way:1) The writers address (returning address) is always printed at the upper left-hand corner on the envelope;2) The recipients name and address (mailing address) is printed about halfway down the envelope from about the center of the envelope in full or indented style preferred by the writer;3) The stamps are placed on the upper right-hand side, above the mailing address;4) The notations such as Confidential, Private, Urgent, Printed Material, Registered, By Airmail, etc. are printed in the down left-hand part, below the returning address. 10 In business writing, the direct approach means that your main idea is presented in the opening paragraph, and the details supporting the main point follow in the second paragraph. While in the indirect approach, the beginning is neutral and positive, and the main point is released in the body or towards the end of the message.II Re-write the following sentences to achieve conciseness and courtesy: 1 We regret being unable to fulfill your order on this occasion. 2 Johnson will pay their accounts next week. 3 The meeting will be held on June 30. 4 We are returning all the defective merchandise. 5 If Model 301 is not available, please substitute it with Model 304. 6 You should check the figures again. 7 You are requested to send the money to us as soon as possible. 8 We wish to tell you that your proposal is unacceptable. 9 We appreciate your sending us the statement by the end of next week. 10 You are expected to attend the meeting at 2 p.m. tomorrow.III Rewrite the following paragraphs so that they get to the points immediately: 1 Please send us a copy of your original order for Rug Shampoo enclosed in your May 30 letter so that we can make a special delivery to you as soon as possible. 2 In reply to your letter of April 19, we wish to inform you that the dealer solely handling our Clock Radios in your area is W. Rogers, 350 Main Street, Greenfield. 3 We need your No.101 Marketing Pen. Please send us 4 dozen and bill us for them.IV The following is the revised letter:_ Dear Mr. Smith, We have received with thanks your order for our Leather Belts and Handbags. However, according to the wholesale agreement signed with our dealers, we feel regretful that we are unable to sell the goods to you directly. Enclosed is a list of the dealers handling our products in your area. Please get in touch with one of them for your requirements. We are returning the check to you and thank you again for your order. Yours sincerely, (Signature) Encl.: As stated _V The following is the letter typed in mixed punctuation style: _ OME INC. 7786 Hutton Street Ottawa, Ontario K2N7TE Canada Tel.: 654 998 3456 Fax: 654 998 3466 E-mail: omecynpo.ca September 13, 2008 Ms. Anna Lee Sales Representative Marketing and Sales Division Agafix Inc. 3400 Sullivan Boulevard Denton, Manitoba X1X3V6 Subject: Replacement of Damaged Cases of Grade A Paper I am writing following our telephone conversation earlier today concerning the replacement by Agafix of three damaged cases of Grade A paper. The three damaged cases were part of five cases of Grade A paper under Order No. 2001 of September 5, 2008. The shipment arrived at OME on September 10, 2008. Upon inspection, three cases were found to be damaged and unusable.As I noted in the telephone conversation, OMEs production schedule will be interrupted unless we receive replacement cases for those damaged within 6 days.I would appreciate receiving confirmation that the damaged cases will be replaced at no charge and new cases delivered to OME Inc. by September 16, 2008.Yours sincerely,Mario LacostePurchasing OfficerEncl: 4Cc: Mr. Hill, Purchasing Manager, OME Inc._VI The following is the letter: _ Beijing Clothing Imp./Exp. Corporation1678 Xi Changanjie Street, Beijing 100032 P.R.ChinaTel: 086 10 87776543 Fax: 086 10 87776544 Email: bjcixc. March 15, 2009New York Garments Importing Inc.280 W. 43rd Street, 16/F., New York, NY 10026U.S.A.Gentlemen:Re: John Smiths Visit to BeijingAs scheduled, Mr. John Smith of your company will visit us early next month. With rapid approach of the visit, you are requested to fax us as soon as possible his flight number as well as the date and time of his arrival at the Beijing International Airport so that we can meet him at the airport and drive him to the hotel.By the way, is it necessary for us to make hotel reservation for Mr. Smith in Beijing? If so, please let us know by return for how long and in what hotel he would like to stay. We welcome Mr. Smiths visit to our corporation with open arms and will do all we can to make this visit both fruitful and enjoyable.Sincerely yours,(signature)_Unit Two I Answer or discuss with your classmates the following questions: 1) A summary is a concise, accurate, faithful version of a given report, an article, a speech, or a piece of any written material. 2) To write a summary, you should follow the process given below:(1) Read the original message the first time for general understanding;(2) Read the original piece the second time carefully and attentively to find and then circle or underline the key parts of the message;(3) Link the circled or underlined parts with arrows to see how they are related;(4) Note the circled or underlined parts with your own words in the margin;(5) Take the noted parts which are related to one point together and compose concise, short sentences with them;(6) Construct the first draft with the sentences you just composed; take all the sentences expressing the same idea to form a new paragraph, and arrange the paragraphs in the order that are presented in the original piece.(7) Read and revise the first draft again and again until you feel that the draft is made in a coherent and appropriate structure with a logical flow of the points faithfully representing the original;(8) Edit the draft, excluding any mistakes in spelling, grammar, punctuation and usages;(9) Print the summary out on quality paper with the original piece attached for submission. 3) A summary is made up of four parts: Subject line, Opening, Body, and Ending. 4) Quotation is different from paraphrase in that when quoting, you directly repeat someone elses words; whereas when paraphrasing, you take what someone has said or written and put it in your own words in the summary. 5) Quotes can help support a point and add credibility to the writing. However, using a paraphrase allows for transmitting information more concisely than quoting the original piece.6) On the subject line, you should provide information regarding the title, author, and source of the article to be summed up. 7) When you are summarizing for directness and simplicity, you can use the present tense. However, when you are summarizing a speech that was made in the past, the past tense is preferred though the present tense is also ok.II Summarize the following messages with a few words: 1. The differences between the WTO and the GATT 2. The use of Internet commerce 3. Correct understanding of trade deficitIII Boil down the given article in a proper format: The following is the summary of the given article made in bullet format. Subject: Summary of Article “Parents Go Back to School to Teach Children Better” The captioned article tells why many parents in Beijing re-entered schools. It says: · The purpose of returning to school is to seek help for better education of their only children, the so called “little emperors of China”, at home. · Many parents made mistakes in home education because they either knew little about home education or nothing about the problems existing in their home education system. A pupil was beaten to death by his mother in Qinghai, China, and to surprise, some parents even said they would follow suit if their children failed to study properly. · To solve the problems in question, more than 3,500 parents schools were set up in Beijing to give lectures, provide advice, and suggest magazines helping parents build a right position for their children and know more about how to educate their children better. · Parents are the first teachers of their children, whose behaviors can easily affect their children. Zhang Yan, the parent of a student said that its the fathers fault if he sets his son a bad example. · Because of the “one child for one couple” policy in China, many parents expected too much from their children. According to the survey made in a primary school in Beijing, 87% of the parents wanted their children to become college students in future. If failed, the children would be punished. The article says at last that after attending such schools, some parents admitted their ignorance about the physiological and psychological changes in their chil-dren and have understood their children better than before.IV Fill in each blank with the words given in the parentheses: _ When you are requested to make a summary of a given article or speech , follow the following guidelines:· Every major section should be reduced to one paragraph. Check for extr- aneous details or unnecessary information. · Every essential paragraph can usually be reduced to one sentence. Summary writers should learn to focus on the opening sentence of every paragraph. Furthermore, note that the function of some paragraphs is to offer extra examples , or a further clarification or illustration. Condense only the paragraphs presenting major points.· Not every sentence needs to be represented in the summary.The summary writers task is not to shorten a document but to convey its main points concisely. The summary writer must choose, evaluate, and judge what to include to make the summary as effective as possible .Unit Three I Answer or discuss with your classmates the following questions: 1) The memorandum discussed about in this unit refers to an informal (simplified) letter written by one person to another working with the same company or organization. 2) A memorandum comprises two parts: Heading and Body. 3) A memo differs from a letter in that the former is simpler than the latter because the writer omits some essential parts of a letter such as the letter head, the inside address, the salutation, the complimentary close, and the signature block. Moreover, the special format of the memo can help convey the writers ideas to the reader more directly and quickly than a letter, and facilitates filing and retrieving the document as well. 4) When composing an internal memo, you should: · Understand your purpose and identify your reader first. Ask yourself questions such as Why do I have to write the memo? Who is the intended reader? What does the reader need to know from the memo? etc. · Set the tone and language to be used in your memo. Although memo writers tend to use conversational tone and informal language in memo writing, as a matter of fact, what tone and language should be used are influenced by different factors, which include the purpose of the memo, the matter to be discussed in the memo, the relationship between the writer and the reader, the official position the writer holds in the firm, etc. · Decide whether you need to create the heading of the memo on your own or use the company stationary with the heading imprinted already. · Organize your memo message in a manner that is easy to fellow, easy to read, and easy to understand. For this purpose, use numbers or bullets to list your main ideas vertically; each item on the list should start with the same part of speech; use heading and sub-heading to show levels of organization of the message, and use bold type, capitalization, different fonts, etc. to highlight and catch the readers attention to the key words or points. · Discuss only one topic in one memo, thus enabling the writer and reader to concentrate all their efforts on dealing with the matter more effectively and efficiently. · Well design your memo message, and type the message in full-block style with single spacing for each paragraph and double spacing between paragraphs. Try to finish your memo within one page, and put a heading on the top of each succeeding page if it is more than one page long. 5) The formality level of language used in memo writing is in fact influenced by different elements. For instance, if your memo is written to handle a serious matter to the top management, you should use more formal language;how- ever, if you write a memo to discuss about routine business with one of your co-workers, you may use less formal language. Therefore, you cannot always use informal language in memo writing. 6) They are simple because they omit some essential parts of business letters; they are efficient as their special format can help convey the writers idea to the reader directly and quickly. 7) Memos are the“workhorse”within a business. Companies can use them to give instructions, announce policies, answer questions, assign tasks, motivate employees to achieve company goals, keep employees fully informed of company changes, etc. They can also record decisions made and actions taken by the companies.II Read the memos given below, then provide a subject for each: 1 New Telephone Procedures 2 Factories GM to VisitIII The following is the memo: _MEMORANDUM To: All Staff From: Joseph Smith, Personnel Manager Date: Dec.20, 2008 Subject: Annual Leaves: Policy and Detailed Arrangements To help you well plan your annual leave next year, Id like to clarify the company policy and announce the detailed arrangements as follows:· Youve to apply for your leave at lease two weeks in advance if your leave is longer than 14 days. In addition, you need to hand in a proposal on how your duties will be shared by others while you leave.· There will be five rush periods next year and the following are the quotas set for each period: Period Quotas January 1 to 15 10 max. March 10 to 20 5 max. May 1 to 10 5 July 20 to 30 4November 10 to 20 5· Applications for leaves during the above-mentioned rush periods are to be granted on a first-come-first-served basis until the quotas are filled. Id like to answer any questions you have._IV The following is the memo drafted on behalf of the assistant manager: _ MEMO Date: March 20, 2009 To: All Sales Reps. From: Michael Song Through: Helen Stewart, Assistant Manager Subject: New Supply of Writing Paper and Ball-pens This is to inform that the new supply of writing paper with our company- head and ball-pens embossed with our company name and address to be given to our customers will be available to you next Monday from Helen Stewarts office. Please write down the quantities of each item you need and send them to her office by the end of the week. Thank you very much for your attention to this matter. _V The following is the memo from Mr. Alan Bright: _MEMORANDUM TO: All Staff Members FROM: Alan Bright, HR Director DATE: April 2, 2009 SUBJECT: Promotion of Li Chenguang Were very pleased to announce that upon decision of the board of directors, Li Chenguang has been made Manager of the Sales Department of our company. Before Mr. Li started working with us about a year ago, he was vice manager of the Marketing Dept. of Dayu Industrial Development Company in charge of market development for North America. Mr. LIs appointment to the post will take effect as from April 20. I sincerely hope that all of you will closely cooperate with and give full support to him in his new work. _Unit Four I Answer or discuss with your classmates the following questions: 1. To shorten ordinary words and phrases to their abbreviations so as to be fit for telex messages, just follow the rules stated below:1) Omit all the vowels and retain all the consonants. But when a word begins with a vowel, this vowel cannot be omitted.2) For very short words, retain the first and the last letter only.3) Retain the first syllable and the first consonant of the second syllable.4) Ret