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Business Writing Business Writing 陈陈陈

Business Writing

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Business Writing. 陈习东. 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 - PowerPoint PPT Presentation

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Page 1: Business Writing

Business WritingBusiness Writing

陈习东

Page 2: Business Writing

OverviewOverview 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

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How to SucceedHow to Succeed

The Writing Test assesses performance in several areas:

task completionorganization of ideasappropriatenessrange of vocabulary and accuracy of

grammar and spelling

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TaskTask

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.

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LanguageLanguage

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).

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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.

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memomemo

Preliminary

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How to Write a MemoHow 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。

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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。

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例例 11

    TO: Henry Smith, Sales Manager    FROM: Jack Wong, Personnel Manager    DATE: May 4, 2006 SUBJECT: Applicants for Sales Post

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PointsPoints

Some resumes you send him.Ask him to choose out whom they want to

interview.You will arrange interviews for him.

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  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.

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例例 22

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

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

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  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

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例例 33

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

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Points 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.

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Sample 1Sample 1Hello 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

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Sample 2Sample 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

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例例 44

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:

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PointsPointsAsking 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.

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Sample 1Sample 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

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Sample 2Sample 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

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例例 55You 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:

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PointsPoints

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.

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Sample 1Sample 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

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Sample 2Sample 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

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例例 66In the office where you work, there is a problem

with the computers.Write an email to Bob Hargreaves, the IT engineer

at your company:

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PointsPoints

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.

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Sample 1Sample 1Dear BobI 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

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Sample 2Sample 2Hello BobIn 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

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例例 77

You have to organize an urgent meeting at 9am tomorrow with all the staff from your department.

Write an email to the staff:

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PointsPoints

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.

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To all staffTo 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.

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例例 88

You have ordered some office equipment. However, some of this equipment will arrive a week later than planned.

Write a memo to all staff:

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Points: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.

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MemoTo: All StaffFrom: Supplies ManagerDate: 1 March 2007Subject: New equipmentI 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.

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例例 99

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:

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PointsPoints

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.

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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?

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例例 1010

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:

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Points 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.

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To: Human Resources ManagerFrom: John JonesI’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

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例例 1111

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

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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.

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Write a letter to Mr. BiggsWrite a letter to Mr. BiggsPoints: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 Write 30-40 words on your Answer

Sheet.Sheet.Do not include postal addresses.Do not include postal addresses.

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Dear Mr. BiggsDear 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.

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例例 1212

Read this part of a letter from the conference organizer at Greenwood Conference Centre.

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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.

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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 Write 60-80 words on your Answer SheetSheet

Do not include postal addresses.Do not include postal addresses.

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Dear SirI am writing to inform you that I would like to

book from April 21 to April 22. In the conference, there will be 45 participants. Besides, I would like 20 single rooms with bathroom accommodation. I would like to have 46 computers, a fax machine, and a printer.

Please, let me know the cost of the weekend.I look forward to hearing from you soon.Yours faithfullyLilian Lorten

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例例 1313Read this note you have received from your Read this note you have received from your

boss.boss. Mary Brown at Head Office called to invite staff from our

branch to have a tour round their new building. Could you reply? 20 people definitely want to go.

She wants to know which departments we’d be most interested in seeing. She didn’t say anything about what time the tour would start. Could you please check?

Thanks.

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Points Points Write an email to Ms Brown: thanking her for the invitation to Head Office telling her how many people are planning to go asking about the time of the visit. Write 60-80 words on your Answer SheetWrite 60-80 words on your Answer Sheet Do not include postal addresses.Do not include postal addresses.

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Dear MaryThank you for your invite to your new Head

Office. I want to tell you the number of participants for the visit will be 20 people.

My colleagues and I would to see the Financial Department and also the Sales Department, and naturally the IT Department.

I would like also to know the time for the visit.Best WishesPim Schuler

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例例 1414

Read this part of a fax from Sally Read this part of a fax from Sally Saunders, a hotel conference manager.Saunders, a hotel conference manager.

To:Fax No:From: Sally SaundersDate: 1 March 2002Pages (incl cover)

Page 56: Business Writing

Thank you very much for your letter, enquiring about availability of conference facilities at this hotel for 1-4 September. I note your request for a special menu for the conference dinner on your final evening. You will find suggestions enclosed.

Unfortunately, during the week you have chosen for your conference, there is a trade fair. Therefore, we have very few single rooms available. I could offered you twin-bedded rooms, or perhaps you would consider moving your conference to the following week?

I look forward to receiving your booking and choice of dishes for the conference dinner.

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Write a fax to Mrs. Saunders:Write a fax to Mrs. Saunders: thanking her for her fax confirming your original dates for the

conference booking 20 twin-bedded rooms telling her which dishes from the menu you

require for the conference dinner.

Write 60-80 words on your Answer Write 60-80 words on your Answer SheetSheet

Do not include postal addresses.Do not include postal addresses.

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Dear Mrs. SaundersThank you for your fax. I am afraid I confirm my

original dates for the conference because we can not move it to the following week.

I am going to book 20 twin-bedded rooms. About the special menu. I would like some typical dishes because most of the participants come from other countries.

I look forward to hearing from you.Your sincerely

Page 59: Business Writing

总复习总复习

Page 60: Business Writing

例例 1616

SituationEdward Smith, Chairman of the Board of

Directors, informs heads of all departments and all employees that the general manager has been changed.

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Points:Points:

Mr. David Melman resigned his position as General Manager on December 4, 2007

He has no authority to act the duty of the General Manager from that date.

Mr. Jim Towers has been appointed our new General Manager

Write about 30-40 words on your Answer Sheet.

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To: Head of Every Department All Employees From: Date:

Subject: Change of General Manager I am writing to inform you that Mr. David Melman

resigned on December 4, 2007. He has no authority to act for this firm from that date.

The Board has voted to appoint Mr. Jim Towers our new General Manager to succeed Mr. David Melman.

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例例 1717

Situation: Manager T.C. apologize for the postpone of the

Christmas Party until after the New Year. Everyone can call Lucy, their events coordinator

to talk about his idea. Contact Lucy outside of business hours regarding

this matter. Write about 30-40 words on your

Answer Sheet.

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We apologize the postpone of the Christmas Party until after the New Year. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter.

Thank you. T.C.

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例例 1818

Situation: Bob Fu, Sales Department writes a memo to

Robert Smith, Sales Manager on his terminating engagement.

Inform his decision Explain the reason Announce when he will leave the companyWrite about 60-80 words on your

Answer Sheet.

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To: From: Date: May 6, 2001Subject: Terminating Engagement Mr. Smith, I have worked in the Sales Development as a salesman for six years, and I have been satisfied with this position.However, a friend introduced me to Goldlion Company, and I have decided to accept a post that will give me greater possibilities for promotion and an increase in my salary. I therefore write this memo as formal notice to terminate my engagement with you one month from today's date.

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例例 1919

Situation:You are a student of Biology Department You are badly in need of an extra

microscope in your experimental work.Ask the teacher of the Lab to issue

a microscope to you as soon as possible

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To: From: Subject: Microscope   Dear Sir, I’m a student of Biology Department and we are badly in need of an

extra microscope in order to improve our experimental work. Our experiment will start on Friday, so please issue a microscope to

us as soon as possible so that we can prepare better for the experiment.

  With kind regards.   Yours sincerely,   XYZ

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例例 2020

Situation:You ask for a casual leave of absence Explain the reason of your leaveTell him the date

Write about 30-40 words on your Answer Sheet.

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To: From: Date: Subject: Casual Leave of Absence

Peter, I would like to ask for a casual leave of absence for one day on May 24th, this Wednesday. For my toothache makes me almost mad.

I apologize for the inconvenience my absence from work may cause.

Thanks.

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例例 2121

Situation:You are the Chairman of the Students

UnionWrite a memo of about 60-80 words to the

Student Service Department and ask them to fix a telephone for each dormitory.

Provide the reasons to support your suggestion

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Dear Sir,   As a university student, we need to cope with

the daily increasing communications with teachers, friends and people outside the campus.

   We need a telephone to get and send message, which is important for us. Though most of us have mobile phones and e-mail address, a telephone in the dormitory is after all the most convenient and cheapest tool of communication. I hope that you will pay attention to this problem and solve it as soon as possible.

   Regards.   Yours ,   Li Ming

Page 73: Business Writing

例例 2222Situation:you are the Personnel Manager, and you have

received a letter for requesting for paid education leave from an employee. Write him a memo as a reply .

The result of his requirement. The reason for rejecting. Some suggestionsYou should write about 60-80 words.

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To:    From: Date: Subject: Request for Paid Education Leave

   In response to your request for one year of paid education leave to take a degree in English literature, I have to inform you that we cannot authorize this leave.

   While we appreciate your desire to improve your knowledge, we feel that English literature is not directly related to your present position and to the goals of this organization.

   I would like to point out that you could gain advantage to apply for leave without pay.

     P. Steels

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例例 2323

Situation: You are a supervisor of a big company. The chief of

operations wants to adopt the “punch-in” system to increase productivity. Write a memo to talk about this:

Your idea about the “punch-in” system If the company doesn’t adopt it, what else can the

company do to increase productivity. You should write about 60-80 words.

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To:    From: Date: Subject: Comments on the “Punch-in” System

This is further to your memo dated March. 20, 2004, in which you proposed that employees adopt the “punch-in” system.

   I fully agree with you that we must increase productivity. As far as your proposal that if the “punch-in” system is adopted, we would have a tighter control over the employees is concerned. However, I don’t think so. If we could meet, we could discuss different possibilities to create such incentiveness.

   Your consideration of this suggestion would be appreciated.

  

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例例 2424JOHN TAM, an officer working in the Personnel

Department, has been asked to send a memo to all Department Heads about a new survey his department is conducting.

These are the points that John wants to include in his memo:

When the survey will be conducted. Objectives/Use of survey. Further contact details. 60-80 words

Page 78: Business Writing

FROM: TO: All Heads of Departments SUBJECT: Survey of English Training Needs of Departmental Supervisors

We are conducting a survey of English training needs of Departmental Supervisors and would like your help in gathering relevant data.

The purpose of the survey is to find out the English proficiency and training needs of Departmental Supervisors.

The information gathered will be very useful to us for planning future training activities. So please fill the questionnaires and return them to us by 30 October l998.

If you have any questions about the survey, please contact Mr. Julian Hui on 2948 9384.