1、Letters, faxes and memos,Contents,2.1 Communicating in writing2.2 Letters2.3 Memos,2.1 Communicating in writing,Imagine the picture shows your desk. Identify the different kinds of correspondence.Which of the items would you attend to first? Put them in order of priority.,Letters: snail mail, 1st cl
2、ass mail (EMS), air mail Email Facsimile (Fax) Internal Memorandum (Memo) Post card, Advertisement, Note, etc.,2.2 Letters,2.2.1 Envelope,Ms Gillian Jones Personnel Manager James Brown & Sons 44-50 London Road Brighton BN5 9KL GREAT BRITAIN,Mr James Green Marketing Director Green Industries Inc. 999
3、 Park Avenue Rockford IL 61125 USA,Mme Jeanne Thibault Export Department Rhone-Moteurs SA 130 rue du professeur Nicolas 69008 Lyon France,Mr Masako Saito Publicity Controller United Products Ltd. 13 Kanda Surugadai 2-chome Chiyoda-ku Tokyo 101 JAPAN,Exercise,Suppose now Mr George James is writing a
4、letter to Ms Alison Freeman. Below is the information that you have to put on the envelope, please try to write the envelope and pay attention to the order of the elements.Mr George James/ Alan and James Ltd./ 77-81 London Road/ BL5 9AR/Bristol/ Quality House/ Great Britain/ Managing DirectorMs Alis
5、on Freeman/ United Packaging Inc. / USA/ Green Bay/ Wisconsin/ WI 53405/ Marketing Coordinator/ 11 East Shore Drive,Answer,Mr George James Managing Director Alan and James Ltd. Quality House 77-81 London Road Bristol BL5 9AR Great Britain,Ms Alison Freeman Marketing Cooordinator United Packaging Inc
6、. 11 East Shore Drive Green Bay Wisconsin WI 53405 USA,Stamp,2.2.2 Layout and style,A business letter contains:1. company letterhead and logo 2. reference 3. date 4.inside address 5. attention line 6. salutation 7. subject line 8. plimentary close 10. signature 11.IEC block 12. postscript,Styles,Ple
7、ase let me know if this is convenient. Looking forward to hearing from you.Best wishes, Yours sincerely, Gillian Johns Ms Gillian Jones Publicity Co-ordinator,Best regards, Harry S. Bulstrove Export Sales Manager enc. Catalog and price list,A: Sincerely yours, Sincerely, Best regards and Cordially y
8、ours. B: Yours sincerely, Yours faithfully, Yours truly, Best wishes, & Kind regards,Which of the styles and phrases would you find in American correspondence?,What do the abbreviations mean?,PS p.p. c.c. or cc ref. Rd St Sq. No. (US#) c/o attn POB eg or e.g. ie or i.e. etc. & Co. plc or p.l.c. Ltd
9、Corp. Inc.,postscript per pro (on behalf of) carbon copy reference (number) Road Street or Saint Square number care of for the attention of Post Office Box for example that is / in other words et cetera / and so on and Company Public Limited Company Limited Corporation Incorporated,Business letter f
10、ormat,1. Full-block format (全齐头式） 2. Semi-block format （半齐头式） 3. Conventional format （传统式）,2.2.3 Principles of business writing,Golden Rules1. Give your letter a heading if it will make it easier for the reader to understand your purpose in writing.2. Decide what you are going to say before you star
11、t to write or dictate a letter, because if you dont do this the sentences are likely to go on and on and on and on until you can think of a good way to finish. In other words you should always plan ahead.3. Use short sentences.4. Put each separate idea in a separate paragraph. Number each of the par
12、agraphs if it will help the reader to understand better.5. Use short words that everyone can understand.6. Think about your reader. Your readermust be able to see exactly what you mean: your letter should be_must be given all the necessary information: your letter should be_is probably a busy person
13、 with no time to waste: your letter should be_must be written in a sincere, polite tone: your letter should be_ should not be distracted by mistakes in grammar, punctuation or spelling: your letter should be_,Lets use the Golden Rules,1. At the first look, which letter do you prefer to receive? Why?
14、 2. Read the two letters carefully. Underline the features which you think are most effective and put a wavy line under any parts which you dislike. Refer back to the Golden Rules,Planning a Letter: 7 Steps,Read the “7 Steps of Planning a Letter”, conclude each one with only THREE words. 1. set the
15、aim 2. assemble relevant information 3.arrange key points 4. write an outline 5. write first draft 6. revise first draft 7. write final version Exercise: P22, section D.,2.3 Memo,Definition:A memo is kind of simple business writing. It can be sent from the superiors to the subordinates or the subord
16、inates to the superiors or between the colleagues.Read the memo on page 16, think of the following questions:1.What are the characteristics of a memo? 2. What are the elements of a memo?,Elements:,1. Memo head should be in capital letters. MEMO or MEMORANDUM 2. To: receivers name/title/department 3.
17、 From: senders name/title/department 4. Date: should be typed in full 5. Subject: the topic of the memo, in initial capitals or all capital letters (using noun phrase/present participle) 6. Body: clearly structured message written in short paragraphs, made up of l Main idea l Secondary details l Act
18、ion requested of the recipientDont forget to leave one line between each paragraph.7. There is no need to include an inside address, salutation, complimentary close and full signature; nor to include unnecessary closing remarks (e.g. Thank you, Best regards).,Lets see another sample!,MEMOTo: All Sta
19、ffFrom: Malcolm EganProgram DirectorDate: 21 February 2004Subject: Visit of Chinese DelegationStaff are advised that this visit will occur on Tuesday 28 February 2004.There will be a presentation to the group by senior staff and a chance for discussion between delegates and among ourselves.Lunch wil
20、l be provided in the Board Room and staff are invited to attend.Would you please advise me as to your availability from 11:30 a.m. to 2:30 p.m.? I would like as many staff as possible to attend the discussion session and lunch.,Exercise,P23 Section AWhats wrong with this memo? How can you improve it
21、?,Talking face-to-face VS. Writing?,Communicating with someone face-to-faceAdvantages & pleasures Disadvantages & difficultiesYou can see their reactions. You have to think and react quickly.Communicating with someone in writingAdvantages & pleasures Disadvantages & difficultiesYou can take your time.,
