1 / 29

P ractical

P ractical. B usiness W riting. This course is designed to help you learn and apply the principles of written communication in business and professional contexts. W elcome. Lectured by Satine Lee Guangzhou Open University. UNIT 5 BUSINESS CONTACT / COMMUNICATION

rebeccamolina
Download Presentation

P ractical

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Practical Business Writing This course is designed to help you learn and apply the principles of written communication in business and professional contexts. Welcome Lectured bySatine Lee Guangzhou Open University

  2. UNIT 5BUSINESS CONTACT/ COMMUNICATION Task 3 Business NegotiationLetter • CONTENTS • Introduction • Structural Parts of BNL • Case Studies • Writing Practice Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 2 of 29

  3. INTRODUCTION Business negotiation, the process sellerand buyer bargain so that an agreement is reached, plays a very important role in conducting a transaction. Successful business negotiation generally results in a contract between the parties, which means both agree on the various terms such as quality, quantity, packing, price, payment, shipment, insurance, claims and disputes, arbitration, force majeure, etc. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 3 of 29

  4. What is a Negotiation Letter? A negotiation letter is a letter which is used in negotiations over a business matter such as the terms of a job offer, a salary, or a debt. Negotiation letters are used to neatly outline points of interest and concern so that the other party has a clear picture of what is being asked and offered. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 4 of 29

  5. Basic Principles for BNL Business negotiation aims at reaching a win-win situation for both seller and buyer. For this aim, we should pay more attention to some basic writing principles: clarity, courtesy, positive language, you-attitude, completeness, conciseness, etc, so that the negotiation may be conducted more smoothly and successfully. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 5 of 29

  6. FOUR STAGES OF WRITING A BNL Enquiry and Reply Acceptance Offer and Counter-offer Conclusion Lectured by Satine Lee Guangzhou Open Univeresity 6 of 29

  7. STRUCTURAL PARTS OF WRITING A BNL 1. The Letterhead E.g. Guangzhou Textile Import & Export Corp. 20 Dongfeng North Road, Yuexiu District Guangzhou 510620 P.R. China Tel: 020-8888888 Fax: 020-888889 E-mail: gtiec@126.com Website: http://www.gtiec.com Includes the sender’s name, postal address, telephone number, fax number, E-mail address and website, etc. Usually letterhead is printed in the up-letter or at the left margin of a letter. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 7 of 29

  8. 2. Reference and Date The reference may include a file number, departmental code or the initials of the signer followed by that of the typist of the letter. They are typed immediately below the letterhead and they are marked “Your ref:” and “Our ref:” , as follows: Your ref: ABC/ID Our ref: DEF/ED • The date should always be typed in full and abbreviated, while the-th, -st, -rd, -nd that follow the day can be omitted. • E.g. • October 18, 2010 • (American system) • 18 October 18 2010 • (British system) Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 8 of 29

  9. 3. Inside Name and Address The inside name and address, also the receiver’s name and address, is typed at the left-hand margin about two line spaces below the date. The writing way is similar to that of sender’s name and address except giving courtesy titles before the receiver’s name. E.g. Mr. Raphael Hudson Sales Manager British Textile Import & Export Corp. 6 and 7 Clifford Street London, W.1, England Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 9 of 29

  10. 4. Attention Line The attention line is used when the writer of a letter addressed to an organization wishes to direct the letter to a particular individual. E.g. Attention: Mr. White Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 10 of 29

  11. 5. Salutation • Dear Sir/ Dear Madam/ Dear Sir or Madam • (used for addressing one person) • Dear Sirs/ Dear Madams/ Dear Sirs or Madams • (used for addressing two or more person) • Dear Mr./ Mrs/ Miss/ Ms Wang • (used if the receiver is known to the writer personally) • Dear Prof. Zhang/ Dear Dr. Zhang • (used if the receiver has an academic title) • Pay attention that “Ladies/Gentlemen” is followed by • a colon while others are followed by a comma Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 11 of 29

  12. 6. Subject Line 7. Body Single-space the body of the letter and double-space between paragraphs. If the letter is very short, you may enlarge the margin or make lines double-spaced. The optional subject line contains the topic of a letter. It is keyed two lines below the salutation. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 12 of 29

  13. 8. Complimentary Close • Formal: • Dear Sir(s),Yours faithfully, • (or Faithfully yours,) • Gentlemen:Truly yours, (or • Yours truly,) • Less Formal: • Dear Mr. Smith,Yours • sincerely, (or Sincerely yours,) One or two lines below the body is a courtesy way of ending a letter. It is in keeping with the salutation. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 13 of 29

  14. 9. Signature 10. Enclosure Just below complimentary close, contains the writer’s signed name, keyed name and job title. E.g. Yours faithfully, (Signature) Mary Jones President If an additional item is included with a letter, key the word Enclosure or its abbreviation, “Enc(s).” or “Encl(s).” two lines below the signature. E.g. Encl.: 1 Price list 1 Photo Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 14 of 29

  15. 11. Carbon Copy Notation 12. Postscript When copies of the letter are sent to someone other than the addressee, key c.c. two lines below the signature at the left margin. E.g. c.c. Mr. Parsons For emphasis, you may add a postscript two lines below the carbon copy notation. E.g. P.S. The samples will be sent to you on October 19, 2010. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 15 of 29

  16. CASE STUDIES Sample 1 Page 239 An Enquiry for Madia Commercial Air-conditioning Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 16 of 29

  17. Analysing the Letter • Paragraph 1: Showing the writer’s interest in doing business with the receiver and asking for the quotation of several products directly • Paragraph 2: Mentioning some requirements on quotation • Paragraph 3: Expressing the writer’s expectation for a prompt reply Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 17 of 29

  18. CASE STUDIES Sample 2 Page 241 An Offer for Madia Commercial Air-conditioning Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 18 of 29

  19. Language Points • irrrevocable • adj.  不能挽回的, 不能取消的, 不能变更的 • I am sorry to say the only term of payment we can accept is 100% irrevocable documentary letter of credit. 抱歉地说，我们能接受的付款条件只有100％不可撤销跟单信用证。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 19 of 29

  20. Analysing the Letter • Paragraph 1: Showing the writer’s joy to receive the sender’s enquiry • Paragraph 2: Attracting the sender’s attention to the enclosure of the detailed quotation and mentioning the discount and payment terms • Paragraph 3: Stating the writer’s willingness to offer more information if needed Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 20 of 29

  21. CASE STUDIES Sample 3 Page 242 The Acceptance of the Above Offer Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 21 of 29

  22. Language Points • Place an order with sb. • 向某人下达订单 • We wish to place an order with your corporation for 10, 000 bicycles. • 我们希望向贵公司订购一万辆自行车。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 22 of 29

  23. Analysing the Letter • Paragraph 1: Showing the writer’sappreciation to receive the sender’s offer and joyto place an order with him • Paragraph 2: Attracting the sender’s attention to the enclosure of the first order and asking him for faxing the writer the PI • Paragraph 3: Expressing the writer’s expectation for an early reply Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 23 of 29

  24. Useful Expressions & Structures Thank you very much for your extensive consideration in establishing business relations with our company. 非常感谢贵公司考虑与我公司建立业务关系。 Would you kindly give us the quotation for the following commercial models? 请您就以下商用空调型号给我方报价。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 24 of 29

  25. Useful Expressions & Structures Should your products are of good quality and competitive price, we will place a large order with you and open L/C in your favor in time. 如果贵司产品物美价廉，我方将大量采购并开出以你方为受益人的信用证。 Enclosed please find the detailed quotation. 随函附上详细报价单。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 25 of 29

  26. Useful Expressions & Structures We usually offer a 2% trade discount on FOB prices, and would prefer payment by irrevocable letter of credit. 我们通常给予FOB价格2%的贸易折扣，同时希望贵方开出不可撤销信用证。 Since your offer meets our requirement both in price and quality, we are glad to place the first order with your company. 鉴于贵方报盘价格和质量均符合我方要求，我方乐意向贵司下达第一笔订单。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 26 of 29

  27. Useful Expressions & Structures Please find attached our confirmation of your PI stamped and signed. 随函附上我方确认后盖章签字的形式发票。 We sincerely appreciate your enquiry. If you need additional information, please contact me without hesitation. 我们真诚感谢贵方的询盘。如您需要更多信息，请随时联系我方。 Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 27 of 29

  28. Writing Practice Ichiro Suzuki, a customer from Japan, was quite satisfied about Wang Hua’s cooperative attitude and inquired more information about other models of products. Wang Hua is going to write him a letter enclosed a detailed quotation for office equipments. Write a business negotiation letter according to the information on Exercise 4. Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity 28 of 29

  29. THANK YOU Practical Business Writing Lectured by Satine Lee Guangzhou Open Univeresity

More Related