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Basic Knowledge of Business English Letters Writing
Project 1
Part 1
The Basic Requirements of Business English Letters Writing
Part 2
The Basic Parts of Business English Letters
Part 3
The Basic Layout / Format of Business English Letters
Part 4
Addressing Envelopes
Part 5
Practical Training
Basic Knowledge of Business English Letters Writing
Project 1
Leading-in Tasks
　　Try to finish the following tasks to see how well you know about the Modern Business Letter Writing.
Task 1. Write down the basic requirements about which you know for a modern business letter.
Task 2. List all the necessary and optional parts in an ordinary business letter and set them out, as they should be set out in a letter, in a piece of paper.
Task 3. Address an envelope for an ordinary business letter.
The Basic Requirements of Business English Letters Writing
Part 1
　　The purposes of communication are to obtain complete understanding between the parties involved, and to elicit the responses required. Generally speaking, the functions of a business letter are to ask for or to convey business information, to make or to accept an offer, and to deal with matters concerning various businesses. Business letter writing does not differ from any other form of creative writing. Good English is one of the important bases of a good business letter writing. What you write should be free from grammatical blemishes, and also free from the slightest possibility of being misunderstood. Usually, there are certain essential requirements for a good business letter, which can be summed up in the Seven C’s principle, i.e. Completeness, Concreteness, Clearness/Clarity, Conciseness, Courtesy, Consideration, Correctness. These C’s often go hand-in-hand.
The Basic Requirements of Business English Letters Writing
Part 1
1. Completeness (完整)
　　A business communication should include all the necessary information. It is essential to check the message carefully before it is sent out to see that all the matters are discussed, and all the questions are answered. Business letters should avoid incompleteness.
The Basic Requirements of Business English Letters Writing
Part 1
2. Concreteness (具体)
　　Concreteness means making the message specific, definite and vivid. Business letters should avoid being too general. In general letters, everything seems to be mentioned but actually few are fully expounded. You should use specific facts and figures, vivid and image- building words in bussiness letter writing.
The Basic Requirements of Business English Letters Writing
Part 1
3. Clearness/Clarity (清楚)
　　Make sure that your letter is so clear that it cannot be misunderstood. A point that is ambiguous in a letter will cause trouble to both sides, and further exchange of letters for explanation will become inevitable, thus time will be lost. The writers must try to express themselves clearly. To achieve this, they should keep in mind the purpose of their letters and use appropriate words in correct sentence structure to fully convey their meaning. When you are sure about what you want to say, say it in plain and simple words. Short, familiar, conversational and straight-forward English is what is needed for business letters.
The Basic Requirements of Business English Letters Writing
Part 1
4. Conciseness (简明)
　　Conciseness is often considered to be the most important writing principle. It means saying things in the fewest possible words. To achieve this, try to avoid wordiness or redundancy. Clearness and conciseness often go hand-in-hand and the elimination of wordy business jargon can help to make a letter clearer and at the same time more concise. A concise letter is not necessarily a short one. Sometimes a letter dealing perhaps with a multiplicity of matters cannot avoid being long. Generally speaking, you will gain in clearness and conciseness by writing short sentences rather than long ones. A letter can be made clearer, easier to read and more attractive to look at by writing short sentences and carefuly- arranged paragraphs. One paragraph for one point is a good rule.
The Basic Requirements of Business English Letters Writing
Part 1
5. Courtesy (礼貌)
　　Courtesy is not mere politeness. It is like a favorable introduction card. The courteous writer should be sincere and tactful, thoughtful and appreciative. You need to prepare every message with the readers in mind and try to put yourself in their places. If conciseness conflicts with courtesy, then make a little sacrifice of conciseness. Promptness is one of the most important things in being courteous. Punctuality will please your customer who dislikes waiting a long time for a reply.
The Basic Requirements of Business English Letters Writing
Part 1
6. Consideration (体谅)
　　Before we go on to the detailed structure of the business letter there is one general principle, on which the native English writers lay great emphasis, that is, the “you” attitude. “You-attitude” is not so simple as only to use “you” instead of “I” or “we”. In our letters we should always keep in mind the persons we are writing to, try to see things from their point of views, visualize them in their surroundings, see their problems and difficulties and express our ideas in terms of their experience.“You-attitude” can help to avoid an awkward situation, and promote cooperation between the trade parties.
The Basic Requirements of Business English Letters Writing
Part 1
7. Correctness (正确)
　　Business letters must be correct, otherwise they may be misunderstood and run the risk of reaching nowhere or going astray. Correctness means appropriate and grammatically correct language (without spelling or typographical errors) and factual information that is accurate with reliable figures such as names of articles, specifications, quantity, price and projects.

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