商务邮件、信函礼仪写作指南(高质量英文版)

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Prewriting
For example, have you corresponded on this subject before? What does your reader want or need? When? Why How much does your reader already Know? How can you help your reader? Do you expect your reader to reply? How/ When? • What are the key points to cover？ ？ Once you know your purpose and Have visualized your reader, take time to think through your ideas. Just jot down a word or two on each key point that needs to be covered. You can go back later and put them in the best order • What do you want your reader to do? What response or action do you expect from your reader? For example, do you want your reader to read your letter and file it? Read it and toss it? Read it and take action Read it and pass it on to another reader? If you want your reader to call you, do you say, “please call me by3:00on Friday” or do you say, “please contact me this week”? Whatever response or action you Want from your reader, be sure to State it at the end of your letter or memo and be specific. Don’t assume your reader can read your mind. Only you can do that!
What materi als to bring
Email Trai ning
WhereConfere nce room
When?
WhyImprove Skills
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writing
• Once you plan and organize your ideas, then it is time to turn them into sentences and paragraphs, In this stage , your purpose is to write a rough draft ，not perfect pieces. Don’t Worry about grammar, punctuation, spelling, usage, capitalization, or word choice. You can always back to correct any errors you have made. At this point ,composing is more important than clean up.
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Prewriting
A well-planned letter, memo, or e-mail depends on the clear thinking you do before you ever write your first sentence. Too often people begin to write without taking the time to consider why they are writing or who will be reading their words. Your writing will be clear only if your thinking is clear. Planning and organizing can reduce needless first, second, or third attempts at writing. These steps help clarify your thinking and improve the chance that you will get your information across to your reader. Before you put pen to paper or fingers to keyboard, consider these questions: • • • Is this letter, memo, or e-mail Even necessary? Can you make a telephone call or send form or guide letter instead? What is your purpose? What do you Want this document to accomplish? Is it to inform your reader? Is it to ask for information or action? Is it to persuade? Is it to propose an idea? Is it to sell a product or service? Is it To create a good impression of your Organization? Who is your reader? Consider such factors as age, gender, position, education, knowledge of subject personality style, interest level, biases , and reaction to your subject.
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Editing(Revising)
Now is the time to reviewing your rough draft polish it. How do you do this? Read it and check for organzation, sentences structure, spelling , usage ,grammar, punctuaton,and capitalization. • Check: Necessary, Acurarate/Correct dates, numbers,names,Facts. Remove archaic （陈旧的）words, jargon,（难懂的话） and redundancies（多余的）. 陈旧的） （难懂的话） （多余的） Is the purpose stated at the beginning. Is your document reader oriented. Is the desired action stated clearly? Do the Sentences/paragraph flow logically and smoothly? Have all the reader questions been answered? Is the writing conversational? Is the Tone appropriate? Pretend you are the reader and Critique your own writing Checking Verbs,Jargon，wordiness（啰嗦的话）, and visual layout ， （啰嗦的话） •
-prewriting, -writing, -and editing(or revising).
You can save time, reduce your stress, and make your correspondence more reader-oriented if you follow each stage.
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Prewriting
Who join
Who join Who join Who join
• Talking it out-Imagine what you Would say if you were talking to your reader over the telephone or face to face. Write what you would say in your conversation. You can always go back and polish your language later. • Listing-List the ideas you think you Should include in your doccument. Sequence them in the order you will cover them. Then turn the ideas into complete thoughts. • 5WS and 1 H-to get started, answer each of the questions who,what,where,when,why and How. • Clustering the Mapping.
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9 Rules
•Please add your function/Position, Contact number, company address under your e-mail, so as to people is easier to contact you. •When you write e-mail, Please be always polite /courtesy enough, do not argue through e-mail each other, and not suggest to use Red color and Capital Fonts, most of users consider it is rude. •Remember what your English teacher taught,Grammar,spelling and punctuation. your reputation is at stake since people are judging your competence, credibility, and professionalism as they read your message. •When you send an e-mail to a person who did not communicate or do not know him before, always introduce yourself first.