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Business Writing

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  1. Business Writing 陈习东

  2. Overview • The Writing Test has two parts. Part 1 Input: Instructions Task: Writing an e-mail, short memo or note (40-50 words) Part2 Input:letter, memo or note Task: Writing a letter, short report or proposal (120-140 words) Length: 45 minutes (15m + 30m) Number of points: 30 (10 +20) raw score points/ 25% of total

  3. How to Succeed The Writing Test assesses performance in several areas: • task completion • organization of ideas • appropriateness • range of vocabulary and accuracy of grammar and spelling

  4. Task • Successful task completion means fulfilling all parts of the task appropriately. Even a grammatically perfect answer may still get a low mark if it does not include all the necessary information. • Keep to the word limit. If you are below it, you have probably not fully completed the task. If you are above it, you have probably included unnecessary information.

  5. Language • Task completion is so important that you can get high marks even with minor language mistakes. • Show a range of vocabulary, where possible. Try not to repeat words. • You can organize your ideas in several ways, such as: • addition (e.g. also, as well, furthermore) • contrast (e.g. but, although, however) • sequence (e.g. first of all, then, after that).

  6. Use headings, paragraphs and bullet points to improve clarity in memos and reports. • Use language which is appropriate to the type of writing. Short forms, e.g. I’m, are acceptable in notes and some e-mails and memos but not in formal letters or reports. • Check your writing carefully when you have finished.

  7. memo Preliminary

  8. How to Write a Memo • 一、概述 • 备忘录是一种录以备忘的公文。主要用来提醒、督促对方,或就某个问题提出自己的意见或看法。在业务上,它一般用来补充正式文件的不足。

  9. 二、备忘录写作注意事项 •     1. 在date, to, from, subject字样后填上相应的内容。 •     2. 在上述字样下面空两行写正文。 •     3. 一般不用称呼和结尾礼词。 • 4. 发文人的姓名首字母写在与正文末行空一行的地方。

  10. 例1 •     TO: Henry Smith, Sales Manager •     FROM: Jack Wong, Personnel Manager •     DATE: May 4, 2006 • SUBJECT: Applicants for Sales Post

  11. Points • Some resumes you send him. • Ask him to choose out whom they want to interview. • You will arrange interviews for him.

  12.   TO: Henry Smith, Sales Manager •   FROM: Jack Wong, Personnel Manager •   DATE: May 4, 2006 • SUBJECT: Applicants for Sales Post • Attached are the resumes and certificates of four applicants who have applied for your department position. • Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews. • J.W.

  13. 例2 • To: Ted Feng •     Date: Oct. 1st •     From: Nancy • Time: 17:42 •     Topic: Delay of arrival

  14. Points • Paul’s flight No. is JL608. • Meeting you at 5:00 pm. today at the airport. • Driving him to Holiday Inn.

  15. To: Ted Feng   Date: Oct. 1st •   From: Nancy   Time: 17:42 •   Topic: Delay of arrival • Paul called for you, just when you out. He will arrive at 5:00 am tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. Nancy

  16. 例3 • You have to cancel a meeting with James Lewis, a senior manager in your company, at very short notice. • Write an email to Mr. Lewis

  17. Points • Apologizing for the cancellation . • Explaining why this was necessary. • Suggesting a date when you are free. • Write 30-40 words on your Answer Sheet. • 15minutes for you to write it.

  18. Sample 1 Hello James I must cancel our meeting on 25 November. The reason for the cancellation is, I will attend the meeting with John Brown, the sales Manager. He can meet us on 28 November, is it ok for you? Joanna • Band 3

  19. Sample 2 • Dear Mr. Leweis, • I’m afraid, I must cancel our meeting. I must go to London. We have problems there. So I would say we make another date for our meeting. • What do you think about the 10 December 2006? Please give me an answer soon. • Kind regards • Katja Stein • Band 5

  20. 例4 • You would like to attend a sales conference in New York next month, but your department is trying to reduce expenses. • Write an email to your manager, Rose Carpenter:

  21. Points • Asking him allow you to go to the conference. • Explaining why you think you should go. • Suggesting how you could reduce the cost of the trip. • Write 30-40 words on your Answer Sheet. • 15minutes for you to write it.

  22. Sample 1 • Could you allow me to go to the conference, please. I am very interesting in sales and it should be an advantage for my career. If you agree, I could go by car with my colleague to reduce the cost. Thanks • Band 4

  23. Sample 2 • Sear Mr. Carpenter, • I would like you attention on the sales conference in New York next month. In fact I think I could meeting own customers and make discover the new technologies of the laboratory. • I know you a reduce of cost policy, but if I take a old charter and I stay one day-in order to two days and that I launch a sandwich. • Band 2

  24. 例5 • You plan to attend a seminar next week and you think your colleague Liz will also be interested in going. • Write a note to your colleague,Liz:

  25. Points • What the seminar is about. • Explaining why you think it would help in her work. • Suggesting that you travel to the seminar together. • 15minutes for you to write it.

  26. Sample 1 • Liz, • I write to you because I will attend in a seminar next week. I think it’s interesting because it refers to our actually job. • I suggest that you could be interested and we could travelling together. I wait your answer. • Bests regards • Chris • Band 3

  27. Sample 2 • Liz, • There will be a seminar about new recruitment ways. I think you could be interested in attending it as you’ve just got this position as Human Resources consultant. Would you like to travel with me? • Please answer me ASAP • Band 5

  28. 例6 • In the office where you work, there is a problem with the computers. • Write an email to Bob Hargreaves, the IT engineer at your company:

  29. Points • Saying which office you work in. • Describing what is the wrong with the computers. • Requesting repairs as soon as possible. • 15minutes for you to write it.

  30. Sample 1 • Dear Bob • I work in the headquarter and have some problems to start the consolidation program. I have got the following error message ‘there is not enough space’. • Could you please check that for me? • Thanks • Claudia • Band 4

  31. Sample 2 • Hello Bob • In the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program. • Can you please come and repear this as soon as possible. • Regards • Band 5

  32. 例7 • You have to organize an urgent meeting at 9am tomorrow with all the staff from your department. • Write an email to the staff:

  33. Points • saying when the meeting will be • telling them where the meeting will be • explaining what the meeting will be about. • Write about 30-40 words on your Answer Sheet.

  34. To all staff • There will be an urgent meeting about our new product at 10am tomorrow in the new conference room. I hope you can all come on time.

  35. 例8 • You have ordered some office equipment. However, some of this equipment will arrive a week later than planned. • Write a memo to all staff:

  36. Points: • saying which equipment will be delayed • explaining when it will be arrived • apologizing for the delay. • Write about 30-40 words on your Answer Sheet.

  37. Memo • To: All Staff • From: Supplies Manager • Date: 1 March 2007 • Subject: New equipment • I have ordered some new PCs and monitors. • Unfortunately the monitors will arrive in the second week of October. I apologize to the people who are waiting for a monitor.

  38. 例9 • You work for an international company in Los Angeles • You have arranged to meet a colleague, Carole Buckley, in the New York office on 3 February. • Write an email to your colleague:

  39. Points • confirming the date of your visit to New York • suggesting what time the meeting should start • inviting her to dinner after the meeting. • Write about 30-40 words on your Answer Sheet.

  40. I’m coming to New York office on 3 February to the meeting. Is it possible to start at 11am? • After that, would you like to have dinner with me?

  41. 例10 • You are attending a conference in the USA next week and will need secretarial help during the trip as your PA is away on holiday. • Write a memo to the Human Resources Manager:

  42. Points • requesting a temporary PA for the trip • explaining why your PA cannot go with you • giving the dates of your trip. • Write about 30-40 words on your Answer Sheet.

  43. To: Human Resources Manager • From: John Jones • I’m attending a Conference in the USA next week on 18th & 19th March and my PA is on leave so could you arrange a temporary PA for the trip? • Thanks

  44. 例11 • Read this part of a letter from John Biggs, who is the president of a business club.

  45. As President of the Clifton Business Club, I would like to invite you to speak at our annual dinner on 5 July. The dinner which starts at 7:30pm, will be held at the Mayflower Restaurant, Clifton. • I hope that you are able to accept the invitation and would be grateful if you could give me the subject of your talk, so that I can include it on the invitations to our members. • I look forward to receiving your reply as soon as possible.

  46. Write a letter to Mr. Biggs • Points: • accepting the invitation • telling him the subject of your talk • asking how long the talk should be • enquiring whether accommodation will be arranged for you. • Write 30-40 words on your Answer Sheet. • Do not include postal addresses.

  47. Dear Mr. Biggs • I am writing to accept your invitation. I am going to talk about the new economy. I would like to know how long the talk should be, so that I can prepare it.

  48. 例12 • Read this part of a letter from the conference organizer at Greenwood Conference Centre.

  49. Thank you for your enquiry about conference facilities at Greenwood Conference Centre. I enclose a brochure containing further details of the accommodation and conference facilities which I mentioned on the phone. • I am now able to confirm that Greenwood is available for up to 50 participants on the weekends of 20-22 April and 5-7 May 2007. • Please do not hesitate to contact me if you require any further information.

  50. Write a letter to Mr. Stanton, the conference organizer: • informing him which dates you would like to book • telling him how many participants there will be • giving details of the type of accommodation required • asking him to confirm the cost of the weekend. • Write 60-80 words on your Answer Sheet • Do not include postal addresses.