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Презентация на тему Effective Business Writing

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2. Three steps of effective business writingPrewriting– preparation,
3. Step one: PrewritingIdentify and state a purpose
4. Step one: PrewritingDefine the scope of the
5. Step two: WritingOrganize the data and devise
6. Step three: RevisingEdit and rewrite the draft
7. How to organize writer’s points logicallyIntroduce yourself.State
8. EXAMPLE OUTLINERECIPIENTKaren Jacobson Acquaintance (met twice before,
9. SPECIFIC DETAILSIf she decides to stay on
10. The Seven “C’s” of StyleConversationalWrite the way
11. The Seven “C’s” of StyleConciseIt eliminates all
12. The Seven “C’s” of StyleCorrectThe last step
13. Basic expressions used in business lettersOpening, previous
14. Letter writing causesI am writing to enquire
15. Bad news informingUnfortunately …I am afraid that
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Three steps of effective business writingPrewriting– preparation, planning, background researchWriting– organizing and outlining material, writing the first draftRevising– reworking and editing the draft, final typing and printing, proofreading

Step one: PrewritingIdentify and state a purpose of the message Know the

Step one: PrewritingDefine the scope of the subjectThink about the wishful result

Step two: WritingOrganize the data and devise a rough planOutline the writing

Step three: RevisingEdit and rewrite the draft for clarity, tone, accuracy, brevityCheck

How to organize writer’s points logicallyIntroduce yourself.State your concern or reason for

EXAMPLE OUTLINERECIPIENTKaren Jacobson Acquaintance (met twice before, briefly) Title: President, The Flying

SPECIFIC DETAILSIf she decides to stay on she will need to be

The Seven “C’s” of StyleConversationalWrite the way you speak. Get rid of

The Seven “C’s” of StyleConciseIt eliminates all unnecessary words. The longer the

The Seven “C’s” of StyleCorrectThe last step in writing any business letter

Basic expressions used in business lettersOpening, previous communicationThank you for your e-mail

Letter writing causesI am writing to enquire aboutI am writing to apologize

Bad news informingUnfortunately …I am afraid that …I am sorry to inform

Thanks for interestThank you for your letter ofThank you for enquiringWe would

Слайды презентации

Слайд 2 Three steps of effective business writing
Prewriting
– preparation, planning,

Three steps of effective business writingPrewriting– preparation, planning, background researchWriting– organizing

background research
Writing
– organizing and outlining material, writing the first

draft

Revising

– reworking and editing the draft, final typing and printing, proofreading

Слайд 3 Step one: Prewriting
Identify and state a purpose of

Step one: PrewritingIdentify and state a purpose of the message Know

the message
Know the audience
In one or two sentences

or a brief paragraph, state the purpose of the message. If necessary, talk subject over with others.

Think over the readers should know or be able to do after reading this message. What is their level of understanding or expertise regarding the subject? Is the aim of the message to persuade them or to accept something? Don’t forget their interests and motivations.

Слайд 4 Step one: Prewriting
Define the scope of the subject
Think

Step one: PrewritingDefine the scope of the subjectThink about the wishful

about the wishful result or action
Distinguish between information the

reader needs to know and information that is merely nice to know. Limit the subject and focus on specific topics.

Tell the readers as clearly as possible what is expected or what action is wanted them to take

Accuracy

Check all the facts from sales figures to the correct spelling of the company name and the name of the person are addressed to.

Слайд 5 Step two: Writing
Organize the data and devise a

Step two: WritingOrganize the data and devise a rough planOutline the

rough plan
Outline the writing project
Each type of letter has

a specific purpose that will determine how to organize and arrange the material for the most effective presentation.

The more detailed the outline, the easier it will be to write the letter, or memo.

Write the first draft

The first draft is a working draft. It should be written quickly without too much thought to elegant expressions or final order or paragraphing. The object is to get the material on paper to make fuller the structure of the outline.

Слайд 6 Step three: Revising
Edit and rewrite the draft for

Step three: RevisingEdit and rewrite the draft for clarity, tone, accuracy,

clarity, tone, accuracy, brevity
Check for grammar and spelling errors

and other careless mistakes.

Make sure the final copy is neat and free from errors and defects

Слайд 7 How to organize writer’s points logically
Introduce yourself.
State your

How to organize writer’s points logicallyIntroduce yourself.State your concern or reason

concern or reason for writing.
After the main content of

your letter include information on how you can be contacted.
The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy.

Think about how you would organize your thoughts if you were speaking rather than writing to the recipient

Слайд 8 EXAMPLE OUTLINE
RECIPIENT

Karen Jacobson
Acquaintance (met twice before, briefly)

EXAMPLE OUTLINERECIPIENTKaren Jacobson Acquaintance (met twice before, briefly) Title: President, The

Title: President, The Flying Club
Address: 44 Windermere Drive,

Waterloo, Ontario L1B 2C5

REASON

To invite a board member to remain on the board for a second term.
Other members suggested that she has enjoyed this position and has been thinking about staying on.
No other volunteers have come forward to take over at the end of September.

Слайд 9 SPECIFIC DETAILS
If she decides to stay on she

SPECIFIC DETAILSIf she decides to stay on she will need to

will need to be available for the national meeting

on 5 November.
Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes or hosting social events

RESPONSE
She will need to respond by 1 September.
She can contact me by email or phone

ORGANIZATION
Return address of our institution
Karen Jacobson's title and address
Salutation: Dear Ms. Jacobson
First paragraph: Introduce myself briefly--remind Karen where we met before. Provide my reason for writing: "I have heard from a number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for another year."
Second paragraph: Explain what type of commitment this position will involve this year (once a month meetings, national meeting, plus possible extra duties)
Third Paragraph: Provide deadline for response and how to contact me.
Closing: Express thanks to Karen for volunteering her time this year

Слайд 10 The Seven “C’s” of Style
Conversational
Write the way you

The Seven “C’s” of StyleConversationalWrite the way you speak. Get rid

speak. Get rid of stilted phrases. Say “because” instead

of “due to the fact that”; “the information” or, if you need to refer to a point, “the previous information” instead of “the aforementioned information.

Clear

The language of the letter should be adapted to the reader. Use specific examples the reader can relate to. Don’t assume that the reader understands the jargon of your trade. Remember, most letters will be read by people that may be unfamiliar with the technical language or jargon used. Clarity is organizing the letter so each paragraph deals with only one main idea and presenting ideas in a logical order. The letter should not be a collection of random ideas. It should be single-minded in its purpose.

Слайд 11 The Seven “C’s” of Style
Concise
It eliminates all unnecessary

The Seven “C’s” of StyleConciseIt eliminates all unnecessary words. The longer

words. The longer the letter, the more ineffective it

becomes. It is better to write a short letter with attachments than a long, detailed one. Short letters are read and remembered; long letters are skimmed and filed.

Complete

Make sure that all the information the reader needs to know is included. Don’t include details that are interesting but not relevant.

Constructive

Use words and phrases that set a positive tone. Words such as “failure,” “you neglected” and “error” tend to distance the reader from the writer. Words such as “agreeable,” “proud” and “success” help create a positive tone.

Слайд 12 The Seven “C’s” of Style
Correct
The last step in

The Seven “C’s” of StyleCorrectThe last step in writing any business

writing any business letter is to proofread it. If

it is riddled with spelling, grammatical and typographical errors, it will detract from what you are trying to get across.

Concrete

Use specific terms that can be understood. Don’t say, “The large order that we requested has not arrived.” Say, “The order for 10,000 basins that we requested on May 3, 20XX, has not arrived as of June 20.” Identify names and numbers. Write about what people can count or do. Include what people can see, touch, smell, taste or hear. In other words, make language clear. Make it concrete.

Слайд 13 Basic expressions used in business letters
Opening, previous communication
Thank

Basic expressions used in business lettersOpening, previous communicationThank you for your

you for your e-mail (letter) of (date)…

Further to your

last e-mail (letter)…

I apologize for not getting in contact with you before now…

Thank you for your letter of the (5th of March).

With reference to your letter of (23rd March)

With reference to your advertisement in («The Times»)

Спасибо за ваше письмо от (числа)

Отвечая на ваше письмо…

Я прошу прощения, что до сих пор не написал вам…

Спасибо за ваше письмо от 5 Марта

Относительно вашего письма от 23 Марта

Относительно вашей рекламы в Таймс

Слайд 14 Letter writing causes
I am writing to enquire about
I

Letter writing causesI am writing to enquire aboutI am writing to

am writing to apologize for
I am writing to confirm

I am writing in connection with
We would like to point out that…

Я пишу вам, чтобы узнать…
Я пишу вам, чтобы извиниться за…
Я пишу вам, что бы подтвердить…
Я пишу вам в связи с …
Мы хотели бы обратить ваше внимание на ...

Requests

Could you possibly…

I would be grateful if you could …

I would like to receive

Please could you send me…

Не могли бы вы…

Я был бы признателен вам, если бы вы ...

Я бы хотел получить…

Не могли бы вы выслать мне…