|
|
Write a Better Business Letter
|
||||||||||||||||||||||||||||||||||||||||||||||||||||
广告招租，e-mail:yesize@hotmail.com You are what you write. And if what you write in your professional communication is amateurish or unprofessional, then you will be perceived as amateurish and unprofessional. And guess what? Editors and potential employers are too busy with your competition to settle for amateur and unprofessional communication. The absolute doÕs of writing professional, effective business letters: ¶ Do consider your audience. When you write a business letter, assume you are writing to an extraordinarily busy businessperson. Before putting a single word on paper, consider what life is like for busy executives, and design your communication accordingly. · Do write to someone by name. Avoid letters that begin ÒDear Sir or MadamÓ or any such variation. Address your reader by name, even if it means placing a call to an office to ask for someoneÕs name and title. ¸ Do state your purpose right away. Your reader is not inclined to read through reams of brilliant prose to find out why youÕre writing. If youÕre writing to verify an assignment, then after the salutation, start this way: ÒI am writing to confirm the details of our Dec. 4 discussion in which you assigned me to write an article about trends in the photographic industry.Ó Or, if you are writing to ask where your overdue payment is: ÒAs of today, I have not received the payment due Dec. 3 and I am writing to inquire about payment status.Ó ¹ Do use a tried and true format. Introduction, body, conclusion. Readers of business correspondence are familiar with this letter format. ItÕs effective, expedient and professional. Introduction: State your purpose and pertinent information up front. When seeking payment, state your purpose, the fact that you havenÕt been paid, when payment was due and the service you are to be paid for. Body: Include any additional relevant information such as dates, recaps of conversations, additional work youÕve done for the company, or anything else to motivate the reader to act as you wish. Conclusion: Restate what you said in your introduction. ÒI look forward to hearing from you as to the status of payment for my article, ÔTrends in the Photographic Industry.ÕÓ For more information on business letter formats, pick up a business writersÕ style guide, or use one of the business letter templates in your word processing program. And be sure to use a computer or typewriter. Handwritten notes are appropriate only as thank you notes and letters to relatives and friends. º Do take the time to revise and be concise. Remember the bit about busy executives? Write a draft of the letter and put it aside. Read and edit it the next day, and be ready to cut anything that isnÕt essential to your purpose. Show respect for your readerÕs busy schedule by being concise. Ï Do double-check your facts and figures. When verifying an assignment, review your notes from the conversation. If you have any questions, ask them in the letter rather than make erroneous statements. ¼ Do use a professional tone. Make it easy for the reader to deal with you without being overly friendly, courteous or abrasive. If you are angry, still be professional. Remove overtones of anger, and keep to the facts and the purpose of your letter. 成为商业书信高手 商业书信要能够有效地、简洁地，而且专业地表明你的想法 陈小欣 译 文如其人。如果你在专业的书信往来中文笔显得笨拙或外行，那你就会被人认为是外行，而且不专业的。但你猜怎么着？主编和未来的雇主正因你的对手而忙得不可开交，哪会勉强去接受外行且不专业的表达。 书写专业且有成效的商业书信的必备要点： 1. 一定要考虑到你的读者。当你写一封商业书信时，假设自己是正在写信给一位格外忙碌的生意人。在还没动笔之前，先设想一下忙碌主管的生活是什么样子，然后再根据这样的情况来设计书信的内容。 2. 一定要指名写给某人。避免写以“亲爱的先生或女士”或任何诸如此类的称呼来开头的信件。要称受信人的名字，即使这意味着你必须特别打一通电话到对方的办公室，去询问他的姓名和头衔。 3. 一定要立即说明你的目的。你的读者不太可能逐字逐句读完文词并茂的长篇大论，来了解你写信的目的。如果你写信的目的是为了确认某项工作，那么在起头的称谓问候之后，就应该这么开始：“写这封信是为了确认我们在12月4日所讨论的有关你指派我写一篇关于摄影业趋势的文章的细节。” 或者，如果你是为了询问过期而未收到的款项： “截至今日，我还没有收到12月3日到期的款项，此信是为了询问该笔款项的现况。” 4. 一定要使用千锤百炼过的书信格式。引言、正文、结束语。这是商业书信的读者所熟悉的信件格式。这种格式有效果、便捷，而且专业。 引言：一开始就陈明你的目的，以及直接相关的资料。要求付款时，要说明你的目的，款项应付日已到，却还未收到的事实，以及该笔款项所支付的服务内容。 正文：包括其他相关的信息，例如日期、扼要重述谈话内容、你对该公司额外提供的服务，或任何可以刺激收信人采取如你所愿的行动事实。 结束语：重申你在引言中所提及的。“我期待很快能收到关于我的文章《摄影业趋势》的稿酬的回音”。 想多知道一些商业书信的格式，请选购一本商业书信格式大全，或者利用计算机文字处理程序中的商业信函模板。记住一定要用计算机或打字机。手写的信笺只适用于谢函和亲朋好友。 5. 一定要花时间修改而且保持内容简明扼要。还记得先前提到忙碌主管是怎么样吗？先写一封信的草稿，然后将它摆在一边。第二天再读一遍并加以修改，而且随时将不相关的部分删除。通过言简意赅的信函内容，来表示对读者忙碌日程表的尊重与了解。 6. 一定要仔细检查你所陈述的事实和数据。当确认一项工作时，一定要重新检查对谈话时所记下的备忘录。如有任何问题，则在信中讯问，以免做了错误的陈述。 7. 一定要使用专业的口吻。避免过度地亲切、客气或粗鲁，而要让收信人容易和你打交道。即使你很愤怒，仍要保持专业。除掉字里行间的怒气，就事论事，焦点放在你写信的目的上。
|
|
|||||||||||||||||||||||||||||||||||||||||||||||||||
|
||||||||||||||||||||||||||||||||||||||||||||||||||||
加入最爱
热门小游戏分类 
