the Principles of Business Letter外贸函电的语言特点

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1、Writing Principles of the Business Letter Practical English writing, especially, business English writing, is the model of practical language. Its main function is to inform or remind counterpart or public of a certain thing or public affairs and to ask the counterpart or public to act according to

2、the rules stimulated in what is written. Such a practical writing has its specific language style, that is, the essential language features which are called the seven “Cs”: Courtesy, Consideration, Completeness, Clearness, Conciseness, Correctness, Concreteness.1.Courtesy 礼貌礼貌 Courtesy is not mere p

3、oliteness. It stems from a sincere you-attitude (尊重，理解和体谅对方的态度）. A. Change the commanding tone into requesting tone, that is, change the imperative sentence into general question with the word “will” or “would” at he beginning. B. Use the past subjunctive form. C. Use mitigation and avoid overemphas

4、izing your own opinion or irritating your partner. D. Passive voice should be used accordingly. E. Try to avoid using the words with forcing tone or arousing unpleasantness. F. Use the words or expressions with the meaning of joy, thanks and regret etc. Compare: A. We have received with many thanks

5、your letter of 20 May, and we take the pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it.B. You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of 20 M

6、ay. 2.Consideration 体谅体谅 Consideration emphasizes You-attitude rather than We-attitude. When writing a letter keep the readers request, needs, desires, as well as his feelings in mind. Plan the best way to present the message for the reader to receive (写信时要处处从对方的角度去考虑有什么需求，而不是从自身出发，语气上更尊重对方).Compare

7、: 1. You earn 2 percent discount when you pay cash. We will send you the brochure next month. 2. We allow 2 percent discount for cash payment. We wont be able to send you the brochure this month. 3.Completeness 完整完整 Business letter should include all the necessary information. It is essential to che

8、ck the message carefully before it is sent out. 信函中应当尽量使用具体实在的词语，同时尽量少用抽象，空泛的词语，因为抽象词语给人传递的信息比较模糊笼统。 Order to verify the completeness of what you write, five “Ws” (who, what, where, when and why) and one “h” (how) should be used. For example, if what you write is a letter of order, what he wants, wh

9、en he needs the goods, where the goods to be sent and how payment will be made. If some special requirements should be put forward, you would explain why you would do so.4.Clearness 清楚清楚 The writer must try to express his meaning clearly so that the reader will understand it well. To achieve this, h

10、e should try to:A. Avoid using the words which have different understanding or unclear meaning. E.g. As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services. Here, the word “bimonthly” has two meanings, one of which is “twice a month” and the other of which is “

11、once every two months”. Youd better not use the word like “bimonthly” of double meaning, but use the words that can express your idea clearly as the following:1.We have two direct sailings every month from Hong Kong to San Francisco.2.We have semimonthly direct sailing from Hong Kong to San Francisc