1、Business Writing,Week 6(April 9, 2009),Request letters,What? Why? To obtain information To receive printed matters To receive sample products To order merchandise To engage services To make reservations To seek special favor,Request letters,How? Guidelines Reasonable Justify your request; Begin dire
2、ctly with the objective; Dont mention confidential information; Delight supplier; (P46),Request letters,Guidelines (Contd) Specific State your request clearly; Include necessary explanation-wherever it fits; Dont ask for much more information than necessary; (P47),Request letters,Brief and concise (
3、P48) Polite The employment of polite words; (P48-49) The employment of passive structure with modal verb; A: We will supply only if you pay cash. B: We would only be prepared to supply on a cash basis.,Request letters,Polite (Contd) The employment of passive structure with modal verb; (Contd) C: You
4、 must give us an allowance to make up for our losses. D: We should be given an allowance for the loss we have to suffer. (P48-49),Request letters,Tips for request letters State what kind of information is needed at the very beginning of the letter in a direct way. Include information relate to the p
5、roduct or service. Itemize and list the specific facts you want. End the request with a hope for the receivers prompt reply. Enclose a self-addressed, stamped envelope.,Request letters,Useful expressions Making requests：提出要求 I should be grateful if you could send me Could you possibly (do sth) for m
6、e? Would it be possible for you to (do sth) for me? Could you also please (do sth) for me?,Request letters,Useful expressions (Contd) Asking for a reply：催请回复 I am hoping for a speedy reply. I would be grateful if you could let me know your We look forward to It would be appreciated if you would .,Re
7、questing Detailed Information about an Advertised Product,Why? How? Specify the product in which you are interested; Mention the source from which you know about it; Specify what specific information you need; Urge a speedy reply; Prepare your request in a polite way;,(Sample 1, P50),Requesting Info
8、rmation about the Availability of a Product,Why? How? Specific Tell the receiver when or where the product was available in the past; Give as much information as you can; Polite (Sample 1, P53),Requesting Information about an Advertised Service,Why? How? Clarify what service(s)you want to know; Tell
9、 (them) why you need the service; Try for a prompt response at the end; (Sample 2, P56-57),Requesting Information about Discounts,Why? How? Asking about discounts directly in your request letter; Finding a good reason to win a discount from the receiver; (Sample 1, P58),A summary of request letters,
10、Main idea What? How? Examples/Explanation Why? How many (much)? Conclusion Prompt reply Thanks for cooperation,Practice now Enjoy More Samples on P60 - 63 Exercises 1 (P64) Exercises 2 (P65) Exercises 5 (P67),Business Writing,Week ( 7 )April 16, 2009,Response letters,Why? How to manage? 1. Any inqui
11、ry should be answered promptly because: (within two working days) Its a chance to expand your business ; It indicates interest in your company and a potential customer ; The speed indicates the attitude you have towards your work ;,Response letters,2. Your responses should be written in the correct
12、tone (polite and positive) The response should leave the reader the impression that you appreciate and care for your clients ; The response should be designed to increase the inquirers interest ; The response should be designed to inspire the inquirer to act further ; The response should be aimed to
13、 push a sale ;,Response letters,Guidelines in writing: 1. Starting with a paragraph acknowledging the inquiry: A polite beginning by thanking the inquirer and the interest in your company ; Mentioning the receipt and the date of the letter ; Stating that you are complying with the request. (Examples
14、 on P68),Response letters,Guidelines in writing: (Contd) 2. Answering the inquiry in the second paragraph: Your answer should be clear and complete ; Your answer should help convince the reader ; Emphasizing the advantages of your product using a few words ;,Response letters,Guidelines in writing: (
15、Contd) 2. Answering the inquiry in the second paragraph: (Contd) If possible, supply enough information to answer both current and potential inquiries ; Trying to translate an interest into an action;(Examples on P69),Guidelines in writing: 3. Concluding your letter courteously in the final paragrap
16、h: Inducing an action (purchase) out of the potential customer ; Expressing the hope that your information will be useful ; Expecting further contact or cooperation ; Taking the last chance to build goodwill ;(Examples on P69),Responding to Requests for Detailed information about an Advertised Produ
17、ct,Sample 1 ( P70 ) Sample 2 ( P71 ),Responding to Requests for Information about an Advertised Service,Sample 1 ( P73 ) Sample 2 ( P74 ),Responding to Requests for Information about the Availability of a Product or Service,How to respond? 1. Dont be too formal: Use first name ; Discuss the issue ri
18、ght away ; 2. Be still polite: Maintaining the good relationship ; Impressing your clients deeply ;,Responding to Requests for Information about the Availability of a Product or Service,Some rules in responding: 1. Tell the good news straight away when your answer is positive ; 2. Convey the message
19、 skillfully when your answer is negative ; Do not say “No” at the very beginning ; Do explain “why?” ; Make your clients understand your situation;,Responding to Requests for Information about the Availability of a Product or Service,Sample 1 (P76) Sample 2 (P77) Sample 3 (P78) Sample 4 (P79) Practi
20、ce now! Exercises 1 (P84) Exercises 4 (P86),Useful Sentence Patterns,Expressing thanks for the inquiry: Thanks for your inquiry of , requesting terms for We are pleased to learn from your letter of that With reference to your inquiry of we shall be glad to Your inquiry dated has obtained our best an
21、d immediate attention. We have received your letter of and noted with pleasure that you ,Useful Sentence Patterns,Providing information: Here are on We take pleasure in enclosing a detailed for Enclosed please find our catalogue and Enclosed is our latest catalogue together with a To acquaint you wi
22、th we handle, we are sending you a ,Useful Sentence Patterns,Closing with confidence and courtesy: Please do not hesitate to write to us if you Await your favor. Many thanks for your inquiry, we look forward to,Useful Sentence Patterns,Closing with confidence and courtesy: (Contd) We assure you that your order, which we look forward to receiving, will We hope you will be well pleased with the and that we can establish a pleasant and lasting business connection with you.,
