商务英语信函的写作原则

商务英语信函是一种常用的商务英语应用文，它是贸易双方相互了解、 进行贸易往来的主要手段，在以书面形式沟通商务信息的同时，它也体现着一个公司或机构的商务形象。因此，商务英语信函的内容固然很重要，但表达方式也同样重要。商务英语信函的写作是有一定规范的，即应遵循一定的写作原则，从而使商务信函表意准确，语言流畅，更易于贸易双方的沟通与理解。

商务英语信函是商家开展对外业务活动的重要工具，其目的多是处理业务磋商的各种问题，或是与对方建立良好的关系。因此，在商务英语信函写作中，应遵循7 Cs原则，即礼貌(courtesy) 、 体谅(consideration) 、 完整(completeness) 、 清楚(clarity) 、 简洁(concise-ness) 、 具体(concreteness)和正确(correctness) 。

1、礼貌原则。

礼貌是商务场上的重要法则，礼貌周到的信函可赢得对方好感。所以，在信函中宜多用 “please” , “I twill be highly appreciated that …” , “I t is our pleasure to…” , “We feel dread fully sorry that … ” , “We regret that … ”等礼貌用语。

业务往来难免有争端、 摩擦,此时也需要礼貌来作为润滑剂，化解双方对峙的僵局。信函中在索赔、抱怨、 拒绝接受时，措词要力求客气、 心平气和、 语气委婉；在回复对方信函时，无论对方态度如何，在坚持自己立场的同时，都要有礼貌地作答。

首先，要善于使用被动语句，因为被动语态能使你的请求显得更加温和。如 “You made a very careless mistake.” 若改成 “Avery careless mistake was made.” 会更好。

其次，要善于使用疑问句。向对方提出要求时，陈述句、 祈使句与疑问句相比，疑问句较其他两类句式更婉转、 更礼貌。请看下面三句话：Make payment by con firmed irrevocable L/ C.We request you to make payment by con firmed irrevocable L/ C.Could you make payment by con firmed irrveocable L/ C?第一句是祈使句，口气太强硬；第二句太直接，有下命令之嫌；第三句既表达了自己的意图，又表示了对对方的尊重，避免了过于直率和盛气凌人。此外，还要善于使用条件句，以使建议听起来更具有试探性，语气更委婉。

2、体谅原则。

不少人写作时习惯于从自己的角度出发思考问题。与其他写作不同，商务英语信函写作强调的是信息沟通的效果，不仅要关心内容的正确与完整，还必须重视对方的反应，只有站在对方的立场上思考和处理问题，才能获得满意的沟通效果。

首先，应注意强调对方利益。在商务英语写作中，对方获取信息的最根本目的是要了解他们将获得什么利益以及这些利益是否能满足他们的需要。如：We allow you 2 precent discount for cash payment .You can enjoy 2 percent discount when you pay in cash. 第二句让对方对自己所得的利益一目了然，优于第一句。

其次，应突出积极因素，用肯定句代替否定句。积极因素较消极因素更能激发对方兴趣，获得对方认同。如 “We do not believe that you will have cause for

dissatisfaction.” 改写成 “We feel surely that you will be entirely satisfied.” 会更好。

3、完整性原则。

在信函写作中，信息完整很关键。一些在日常行文中常用的如 “the above mentioned”, “the former”,“the latter”, “respectively” 之类的表达方式要尽量少用，尽可能提供完整的信息，让对方一目了然。

4、清楚原则。

清楚是商务英语信函写作最重要的原则。一封含糊不清、 辞不达意的书信会引起误会与歧义，甚至会造成贸易损失。清楚表达应注意选择准确、 简炼的词以及正确的句子结构。

(1) 尽量选择常用词。作为一种世界贸易语言，英语为一百多个非英语国家的商务人员在商务书信中使用，而这些商务人员并非个个精通英语。因此，在选词上应

注意选择那些简单的、为人熟悉并且符合常规的表达方式，避免使用复杂、生僻和容易产生歧义的词。

(2) 起修饰限定作用的词语应该紧跟被修饰的词，这样可以避免产生歧义。如“Those who work rapidly get ill in these conditions.” 由于 “rapidly” 一词的位置使这句话可能产生两种不同的理解(可以指“work”,也可以指 “conditions” ) ，如将其改为 “Those who work in these conditions get ill rapidly.” 句子的意思就非常清楚了。

(3) 在一句话中，要避免重复使用一个有两种不同含意的词。例如: “We shall take a firm line with thefirm.” 此句中，第一个“firm” 的意思是 “strong”, 第二个 “firm” 的意思是 “corporatio n” .而如果将句子改为:“We shall take a strong line with the firm.” 这样整个句子的意思就更清楚了。

5、简洁原则。

有力、 生动的措词是增强国际商务信函有效性的一大法宝。在具体运用过程中，可适当选用那些为人熟知的外贸缩略语。但缩略语的运用切忌过杂过乱，要尽可能使用那些通用的或本专业常用的缩略语，例如：L/ C(letter of credit 信用证) ,B/ L (bill of lading提单) ,C I F(cost ,insurance and freight 成本加保险加运费价格) ,EAT(estimated arrival time 预计到达时间) ,A/ S(at sight 即期) ,FYI (for you information 供你方参考) ,S/ C ( sales contract 销售合同) ,D/ D ( demand draft 票汇) ,T/ T(telegraphic trans fer 电汇) ,M/ T(mail draft 信汇) ,D/ P(documents against payment 付款交单)等。

此外，句子结构也应简洁,尽量用单词替换词组和从句，在保证意思完整的情况下，使行文更加简洁。如 “As what you have requested ,we are sending you our newest catalog.” 其从句 “What you have requsted” 可以用一个词 “requested” 来代替，这句话改成 “As requested ,we are sending you our newest catalog.” 则更简洁。

需要指出的是，在保证礼貌的前提下，还要避免使用那些仅起填充作用、 可有可无的词组和表达法。如: “Please be advised that we have received y our in2v oice.” 若将该句中的 “Please be advised” 删除，不仅不会改变意思的完整性，反而使句子更简洁。

6、具体原则。

在商务信函中，要尽可能使所传递的信息具体、准确而形象。试比较:We have drawn on y ou as usual under y our L/ C.We have drawn on y ou our sight draft No. 845 for theinv oice amount .US S | 560100 ,under y our L/ C No. 246 of the China Bank.很显然，第二句包括了更具体、 详细的信息，使人对写作者所要传递的信息一目了然；而第一句过于笼统，读后还要再经过仔细揣摩，才能明白其所包含的意思。

7、正确性原则。

正确性不但指语法、句法、标点和拼写正确无误，还指使用标准语言和商务专业术语进行恰当的陈述。商务信函中如果存在拼写错误、人称不一致、时态误用、标点符号不当等问题，会使其沟通效果大打折扣。此外，还应注意使用正式、规范的语言，例如省略语 “I’ ll”, “we’ re” 等，显得太过口语化，欠正式，商务信函中应改写成 “I shall”, “We are” ; 还有像“Looking forward to y our early reply.” 和 “Nice to recevied our enquiry.” 等，这样的句子在语法上也是不规范的，应该分别加上主语和谓语，以使句子结构完整。

商务英语中有一些特定的表达法，它们在普通英语中一般不出现或虽然也使用但含义不同。这也是商务英语的一个特征。比如短语 “on the terms andconditions” 中的 “terms” 和 “conditions” 都可以表示条件，在日常用法中，没有必要两词连用，但在商务信函中，为求精确、严谨，常成对使用。再如 “advise sb.of sth.” (通知某人某事)中的 “advise”，在日常用法中一般不作 “通知” 解，而表示 “劝告” 、 “建议” 等意思。这种作为商业术语与普通用语含义不同的词还有不少，如 “offer” 一般表示 “提供” 、

“提议” 等，在商务里可指 “发盘” 、“报盘” ；同样在保险业务中， “policy” 指“保险单”，而不是 “政策” 、 “方针”，“average” 指 “海损”，而不是 “平均的” 、 “一般的” ； “confirm” 的基本含义是 “确认”，用在信用证前面时，则表示 “保兑”，如confirmed letter of credit (保兑的信用证) 。

商务英语信函的写作技巧

商务英语信函的写作中采用一些写作技巧，从而使商务信函表意准确，语言流畅，更易于贸易双方的沟通与理解。商务信函的写作比文学创作及其他类型的写作容易些，这是因为商务英语信函的写作有一定的框架规范，具体表现在内容结构与语言运用等方面。

1、要选用常用的四部式的正文结构。

通常，商务信函由四部分组成，即引言(introduction) 、详情(details) 、应答(response)和结束语(close) 。

第一部分是引言。在此部分中，出于礼貌，常常通过告知事由或提及彼此以前的联系引出正文，而不是开门见山谈具体的事情，以免唐突与失礼。经常使用的开篇语有：We re fer to y our Order No. 8 and regret to say that …Thank you for y our letter dated…Through the courtesy of our Commercial Counselor’ s Office in London ,we learned that you are interested in doing business with us.

第二部分是详情。这部分具体说明事宜及具体要求。这部分是正文的核心。如涉及几件不同事项，应该按照主次顺序分几个段落进行说明，通常是一个段落说明一个事项；同时，在叙述同一事项时要注意条理与逻辑性。通常把涉及限制、付款、罚款、赔偿等不好的信息放在最后。

第三部分是应答。该部分是第二部分的延续，可以是要求对方确认、 答复或寄来价目表，也可以告诉对方随函寄去的附件或表示欢迎对方询价或咨询。可根据具体情况来确定这一部分内容是否有存在的必要。

第四部分是结束语。通常是以一个相关的短句结束全文，是在完成以上三部分之后表示礼节性的一句客套语。需要注意的是，所有的结束语必须与正文的内容相吻合，否则就会显得牵强附会。如出口商给进口商的信中希望对方接受他们的报价，可以说: “Your favorable/ immediate reply will be highly appreciated.” 商务信函中常用的结束语有：We await y our favorable reply with great interest .I f y ou need any further in formation ,please let us kn ow.As the market is of keen competition ,we recommend our immediate acceptance.

2、要善于使用商务信函中的习惯用法。

商务信函中的很多习惯用法，包括信函套语和不同于普通表达方法的表达法。商务信函长期以来形成了许多约定俗成的套语，如上面提到的用于信函开头部分和结束部分的常用套语。除此之外，还有很多，如报实盘的时候常这样表达：We offer you firm subject to y our reply by 5 p. m.our time ,Monday ,3rd.Oct .The offer is valid/ open until …The validity of the offer is from… to …当认为对方价格太高时通常的表达有：Y our price is found on the high side.Y our price is prohibitive.Y our price is excessive. 即期信用证付款时可以这样表达：The terms of payment are by L/ C available by draft at sight .The terms of payment are L/ C payable against draftat sight . The terms of payment are by L/ C available by sight draft .类似习惯的表达方法还很多。在长期的国际商务交流中，形成了一系列言简意赅又很实用的固定句型和套语，这些已被商界广泛接受，我们只需平时多留意、多积累，就可以得心应手地撰写商务英语信函了。

第二篇：商务英语信函的写作原则与技巧

河南科技学院新科学院

2011级翻译期末论文

The writing principles and techniques of Business

English letters

商务英语信函的写作原则与技巧

学生姓名： 李卫芳

所在系别：____外国语言文学系

所在班级： 英 语 116

学 号： 2011080601

完成时间：

Contents

Acknowledgments… … … … … … … … … … … … … … … … … … … ……i Abstract … … … … … … … … … … … … … … … … … … … … … … ……1

摘要 … … … … … … … … … … … … … … … … … … … … … … … … …..2 I. Introduction … … … … … … … … … … … … … … … … … … … … … ….3 II. Basic parts of a Business English letter … … … … …. … … … … … … … 3

2.1Letterhead … … … … … … … … … … … … … … … … …… … … ……..3

2.2 Date… … … … … … … … … … … … … … … … … … … … … … … 4

2.3 Inside address… … … … … … … … … … … … …. … … … … … … …...4

2.4 Salutation… … … … … … … … … … … … … … … … … … … … … ….5

2.5 Body… … … … … … … … … … … … … … … … … … …… … … ……5

2.6 Complimentary close … … … … … … … … … … … … … … … … ……...6

2.7 Signature … … … … … … … … … … … … … … … … … … …… … ….6.

III. The writing principles of Business English letters … … … … … …… ……...6

3.1 Conciseness … … … … … … … … … … … … … … … … … 6

3.2 Clarity … … … … … … … … … … … … … … … … … 7

3.3 Completeness … … … … … … …… … … … … …… … … ….. 8

3.4 Concreteness … … … … … … … … … … … … …. … … … … 8

3.5 Courtesy… … … … … … … … … … … … … … … … … … …9

3.6 Correctness… … … … … … … … … … … … … … … … … … 9

3.7 Consideration … … … … … … … … … … … … … … … … … 10 IV. The writing techniques of Business English letters… … … … … …11

4.1 Simple words best… … … … … … … … … … … … … … … …11

4.2 Adopt the right tone … … … … … … … … … … … … … … … 11

4.3 Note the use of jargon … … … … …. … … … … … … … … … 12

4.4 Use active voice rather than passive voice… … … … … … ….… 12

4.5 Vary sentence length… … … … … … … … … … … … … … …12

4.6 Have suitable paragraphs length … … … … … … … … … … … 13

4.7 Pay attention to first and last impressions … … … … … … … … 13

4.8 Check your letters… … … … … … … … … … … … … … ……13

V. Conclusion… … … … … … … … … … … … … … … … … … ….. 14 Bibliography … … … … … … … … … … … … … … … … … … … … … .…15

Acknowledgments

The completion of this paper is definitely not the work of my own, but the collected effort and help of many other people. It is far from enough to just thank them here, but I will regret for all my life if I don’t.

First of all, my sincere and utmost gratitude goes to my translation teacher. Although I am very interested in Business English, it is so abstract that at first I failed to find it easy to write this essay, let alone the mastery of this subject. My gratitude also goes to all the teachers in the English Department, who have taught me in each different subject in English.

Moreover, I want to thank my roommates for their persistent encouragement and deep trust in me. What they have done builds up my confidence and clears up my confusion, and I benefit quite a lot from their support.

Last but not least, my deepest thankfulness goes to my parents for their love and education. Without their devotion, I can not enjoy my study in the university and receive so many people’s help in thesis writing and all other things.

Abstract

With the development of the globe economic and the continuous enlargement of our foreign trade, business English letters become increasingly important in the international trade. Business English letters are the major means of written communication between two parties in the international trade, and their writing is very important to the business of the enterprise. Fortunately, some writing principles and techniques can be used. In order to make the business letters accurate, verbal fluency, easier communication and understanding for the trading parties, we should follow certain writing principles and use some writing techniques.

Key words: Business English letters; writing principles; writing techniques

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摘 要

随着全球经济的发展及我国对外贸易的不断扩大， 商务英语信函在国际贸易中的地位也越发重要。商务英语信函是国际贸易双方进行书面商务信息沟通的重要手段,其撰写的成功与否对企业的业务有着极其重要的影响。商务英语信函的写作是有规律可循的,即应遵循一定的写作原则和采用一些写作技巧,以使商务信函表意准确,语言流畅,更易于贸易双方的沟通与理解。

关键词：商务英语信函；写作原则；写作技巧

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I. Introduction

No one in this world can live without communication. Communication is what we human beings are born with. Of all forms of written communication, letters are the most common, the most numerous, and the most personal. Correspondence is one of the chief means of keeping oneself in touch with those separated by distance. Despite the availability of modern means of quick and convenient ways of communication, letters are as important as they were centuries ago. With the growth of commerce and industry, the usefulness of BC has also increased. When you enter a profession, you will have to write dozens of letters every day as part of your routine work. Many of these will be written to persons you have never met and perhaps you can never hope to meet. You will be writing letters to other firms and companies, customers, suppliers, associate organizations, government officers, employees, etc. Such letters are business correspondence. There are 4 chapters in total in this paper. Firstly, business letters have 7 standard parts. They are: letterhead, date, inside address, salutation, body, complimentary close, and signature. Secondly, this paper introduces The writing principles of Business English letters. We should be skilled in using some writing skills except certain writing principles in Chapter 3.The last chapter is a conclusion arrived at based on the previous research.

II. Basic parts of a Business English letter

Most business letters have 7 standard parts. They are: letterhead, date, inside address, salutation, body, complimentary close, and signature. We appropriate, any of the following optional parts can be included: attention, subject, enclosure, postscript.

2.1 Letterhead

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The letterhead expresses a firm’s personality and is generally printed on the firm’s stationery. It helps to form the impression of the writer’s firm. Styles vary considerably, but they all give similar information, usually containing all or some of the following elements: the company’s name and address, postcode, telephone number, fax number, e-mail address, even web address. They may be positioned in the center, or at the left margin for the block style, or flush at the right margin for the style.

2.2 Date

Business letters should have the correct date typed under the letterhead. The date should be typed or written in full, not in abbreviated form since the date records when the letter is written and may serve as an important reference. It is usual to show the date in the order of date /month/ year/ (British practice), or month / day / year. (American practice).

Regarding the date line, pat attention to the following points:

A. Year should be typed in full. Avoid abbreviation. For example, 2003 cannot be replaced by 03.

B. Month is preferably spelled out in letters, to avoid confusion. For example, 12/11 can be November 12 or December 11.

C. Day either cardinal number or ordinal numbers can be used. So the recommended forms for the date are as followings: October 25, 2011 or 25 October, 2011.

2.3 Inside address

The inside address consists of the name and the complete address of the receiver. We include the address in the letter although it already appears on the envelope because the envelope is usually thrown away. Then the letter itself, which is to be kept on file, can indicate for whom the massage was intended. It is usually placed two spaces below the date line, aligned with the left margin.

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If the letter is address to a group, the inside address includes only the address and the group name. If it is to a person, use either a courtesy title or a professional title. Care should be taken to address the recipient as exactly as it appears on the envelope of the letter.

2.4 Salutation

Salutation is the complimentary greeting with which every letter begins. Salutation can be followed by a comma or a colon. Colon is formal in American business letters, comma in British. Be sure to salute to the correct addressee appearing in your inside address or in the attention line.

The customary formal greeting in a business letter is “Dear Sir(s), Dear Madam (s), Dear Ms” or an official title like “President or Doctor”. If the receiver is known to the writer personally, a less formal and warmer greeting is used: “Dear Mr White, Dear Ms John”.

2.5 Body

Body is the most important part of a letter since it contains the actual message. The body of the letter deserves special attention no matter how brief it may be. It is advisable to bear the following principles of “7C’s” in mind when writing this core part. Then careful planning and logical arrangement are needed for the paragraphs. A typical 3-paragraph letter would like the following:

The opening paragraph introduces the letter. Keep the first sentence short and easy to understand and keep the opening paragraph short, probably no more than two or three lines. A short opening paragraph is easier to read, and it does not intimidate the reader.

The middle paragraph supports the first paragraph and provides more information. Here, try to bring in your involvement or what service or information you can offer. The closing paragraph is the summary of the letter; it stresses the action that you 5

want to the reader to take; it states exactly what you want the reader to do, and it leaves the impression of the courtesy. Like any goodbye, jog the reader’s memory if there is something that you want the reader to do, but keep the closing short and friendly.

2.6 Complimentary close

The complimentary close is simply a polite way to end a letter. The expression for the complimentary close should match the salutation. It appears in the middle of the page and two lines below the closing sentence for indented layout while it starts at the left- hand margin for fully blocked letters. Only the initial letter in the first word of any complimentary close is capitalized.

2.7 Signature

The signature is the signed name or seal of the writer. It is generally put two lines below the complimentary close. It should be signed by hand and in ink. Under the handwritten signature, the signer’s name and his or her position are usually followed.

III. The writing principles of Business English letters

Business English letters play an important role in the development of goodwill and friendly trade relationship. They should be friendly and courteous, easy to read and easy to understand. In writing a business letter, there are certain principles for you to follow. Called “7C’s”, they are: conciseness, clarity, completeness, concreteness, courtesy, correctness and consideration.

3.1 Conciseness

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Conciseness means to write the fewest possible words without sacrificing completeness and courtesy. A concise business English letter saves time and expense for both sender and receiver. Conciseness contributes to emphasis. By eliminating unnecessary words, you help make important ideas stand out. To achieve conciseness, try to observe the following suggestions：

3.1.1 Shorten or Omit Words or Expressions

As few words as possible should be used to give complete and clear meanings. The expression of the long-winded plays no role in the sentence. For example, “at the present time”, we can use "now" to express the same meaning .As is clearly the latter better reflect the principle of conciseness.

3.1.2 Avoid Unnecessary Repetition

Sometimes repetition is necessary for emphasis. But if the same thing is said several times without reason, the Business English letter becomes boring. For example , “Will you ship us any time during the month of December，or even November if you are rushed，for November would suit us just as well.” In this sentence, what the writer want to express is the reader can ship by the end of November shipment, so we put the sentences into" Please ship us by the end of November", that will be able to clearly express the writer 's intention, and not have to constantly repeat.

3.2 Clarity

Clarity means your purpose and the words are clear to your readers so that the reader will not misunderstand what you are trying to convey. Clarity is the most important principle of English Business Letter Writing.

A business letter is effective only when it communicates the necessary ideas to its readers with clarity. Be certain about what you wish to say, express it in plain, simple words, and present it in well-constructed sentences and paragraphs, if necessary, in tables or graphs. Avoid ambiguity and expressions that are liable to 7

misunderstand. Accurate, straight-forward, and simple English is preferred in business letters.

3.3 Completeness

Completeness means your message contains all facts that the receiver needs for the reaction you desire, so Business English letters are complete when they contain all the necessary information. The letters were sent before audit expression information integrity is the most basic requirement. Keeping the following guidelines in mind will help you achieve completeness:

3.3.1 Make all point detailed

Evidence must be precisely stated .The significance of the facts in relation to the problem must be shown. The treatment of each section of the article must be complete or the reader may misunderstand that particular sections. The analysis is a basis for the conclusions, and the conclusions are a basis for the recommendations.

3.3.2 Answer all questions asked

If you need to reply to an inquiry containing one or more questions, answer all questions clearly stated and implied. If you have no information on a particular question, you must say so clearly, instead of omitting an answer. If you have unfavorable information in answer one or more questions, handle our reply tactfully.

3.4 Concreteness

Concreteness means being specific, definite, and vivid rather than vague and general. Concreteness is always stressed, especially for business letters calling for a specific reply, such as trade terms, shipment, packaging, specifications and characters of goods, figures and dates.

The following guidelines can help us write concretely:

· Use specific facts and figures,

· Put action in verbs,

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· Prefer active voice to passive voice,

· Choose vivid, image-building words,

· Pay attention to word order,

· Putting modifiers in right place.

For example,

Poor: Please send your proposal to us as soon as possible.

Better: Please send your proposal to us before October 10.

3.5 Courtesy

Courtesy is not merely politeness with mechanical insertions of “please” and “thank you”. Rather, true courtesy needs to use tactful tone and respectful expression to show the honest attitude, and sincere politeness.

Answer letters promptly, for punctuality will please your recipient who hates waiting for days for a reply.

Adopt the right tone in the writing. Before you begin to write, think carefully about the way in which you want to influence your customer, and then express yourself accordingly, being persuasive, firm, or apologetic.

Avoid courtesy blunders in your letters. Discrepancy often occurs in business, but it should be handled and settled with diplomacy and tact without ill with on either side. Never show your anger in a business letter. Avoid suspicion, accusation and talking down. Never use irritating, offensive and belittling statements. For example,

Poor: We are sorry you have misunderstood us.

Better: We are sorry we did not make ourselves understood clearly.

3.6 Correctness

The term correctness, in addition to proper grammar, punctuation and spelling, also means appropriate tone and accuracy of information.

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Using the right level of language can help convey the real message without causing offence even if it is a letter of complaint or an answer to such a letter. For example, “I’ll, we’re” seems too colloquial and no formal, we should change it as “I will, we are” in business letters.

Accurate information is of primary concern to business writers since business letters involve the rights, the duties, and the interest of both parties. Accurate figures and exact terms are particularly important as they are the basis of all kind of business documents. Therefore, we should neither overstate nor understate, because overstatement might throw you in an awkward position while understatement would lead to less confidence and hold up trade development.

3.7 Consideration

The interrelationship between the sender and the receiver profoundly affects communicative effectiveness. Consideration means the writer prepares the writing with the reader in mind and tries to put yourself in his or her place. To indicate you are considerate, you can use the followings:

3.7.1 Focus on “You” Instead of “I” and “We”

Your readers are usually more concerned about themselves than about you. They are more interested in your writing when they see the pronoun “you” rather than “I, we”. Try to give the consideration to the receivers’ wishes, demands, interest and difficulties by adopting their viewpoint. For example,

Poor: I am happy to tell you …

Better: You will be happy to know…

3.7.2 Use “Positive sentence” instead of “Negative sentence”

Usually, negation tends to sound critical of the reader and disappointed on the part of the writer, while positivism sounds encouraging to both parties. It would serve the function of effective communication if we sometimes turn negative messages into positive ones. Compare the following:

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Poor: We hope you won’t be dissatisfied with the new range of our electric products.

Better: We are sure you will be satisfied with the new range of our electric products.

IV. The writing techniques of Business English letters

Business letters are letters written between one firm and another to convey and exchange information, news, ideas or opinions. But a business letter is effective only if it reflects in the mind of the receiver a true image of the thought conveyed by the writer. We should be skilled in using some writing skills except certain writing principles. The following guidelines will help us write effectively:

4.1 Simple words best

More simple and common words, less lengthy and uncommon words, in order to reduce misunderstandings. And the readers can quickly understand the meaning what you want to express. For example, “never” instead of “under the no circumstances”, “as you requested” instead of “as per your requested”, “expedite” “speed up” instead.

4.2 Adopt the right tone

If a business letter is t achieve its purpose, its tone must be right. Before beginning to write think carefully about the way in which you want to influence your reader. Ask yourself, “What do I want this letter to do?” and then express yourself accordingly, being persuasive, apologetic, obliging, firm and so on, depending on the effect you want to produce. As we all know, people would like to hear that something could be done and what they could get.

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4.3 Note the use of jargon

The frequent use of the jargon and acronyms is a major feature of the English Business Letter Writing. In order to avoid resulting in serious losses, we should be skilled in using the terms. There are many Business English terminologies. For example, insurance policy, premium, letter of credit or L / C, CIF, FOB, container, bill of lading.

4.4 Use active voice rather than passive voice

Generally, active voice produces a more concise and powerful sentence than passive voice. An active construction immediately identifies the sentence’s subject so readers can quickly understand and visualize who is doing what. Because of this clarity, the active voice is almost the best choice in composing documents that are intended primarily to exchange information, such as foreign trade letters and memos.

In business writing, the passive sentence is usually used to state something unpleasant or something that has been done improperly by the reader to make the writing more objective and courteous. For example,

Poor: Your letter of June 12 was received by us today.

Better: We received your letter of June 12 today.

4.5 Vary sentence length

Short sentences lead to clear meaning and easy understanding, but overlong sentences may obscure the intention with too much information and being confusing. However, a series of short sentences may seem boring. It works better to vary.

The average sentence length is about 15-18 words. This is the best length the reader to understand quickly the meaning. Therefore, we had better use long sentences 12

and short sentences interchangeably so that we can give a deep impression on the readers.

4.6 Have suitable paragraphs length

The opening paragraph and the concluding paragraph length should not exceed 3-4 lines. If an opening paragraph is too long, it can make the readers feel tired and do not want to take the time to read on. A concluding paragraph should be also concise, clearly and completely expresses what you mean.

In addition, the body paragraph should be no more than eight lines. In business writing, it is suitable for paragraphs to contain 7-8 lines. If a paragraph is too long, it may make the main idea unclear and lead to a loose structure. If a paragraph is too short, your reader may be impressed that your topic is not adequately supported.

4.7 Pay attention to first and last impressions

The letters you send out must create good first and last impressions. To achieve this, “put yourself in your reader’s shoes” and try to image how he will feel about what you write.

Avoid old-fashioned phrases, such as “We are in receipt of your letter…” “We have for acknowledgement your letter…” Although they are grammatically correct, they tend to be dull.

Avoid the kind of ending introduced by a participle. Thanking you in anticipation and similar endings are no longer used in modern letter-writing. They mean nothing and serve no useful purpose.

4.8 Check your letters

Be careful to create a good impression with each of your letters. Before signing, check it for the accuracy of its contents and test its general suitability against such questions as these. For example,

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a. Is it correctly spelt and properly punctuated?

b. Does it cover all essential points and information?

c. Does it sound natural and sincere?

d. Dose it adopt the reader’s point of view and will be readily

understood?

e. Is its general tone right and is it likely to create the impression

intended?

If the answer to the all questions is yes then the letter will take the first step in creating good will and you may safely sign and send it.

V.Conclusions

The name of this thesis is The Writing Principles and Techniques of Business English Letters. This thesis has practice, comprehensiveness and some other features so that we can know more about The Writing Principles and Techniques of Business English Letters, and our letters will become more wonderful:

Business English letter is a necessary communication tool in international trade. It has its own particular writing principles and styles. The most effective business letter should be easy to read and easy to understand. So we not only need to be familiar with “7Cs” but also demand to learn well about some writing techniques. Only in this way, we do can write an effective and good business English letter.

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Bibliography

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[2] Watson, Jane. Business Writing Basics [M]. Canada: International Self-counsel Press, 2004.

[3] R C Sharma Krishna Mohan. Business Correspondence and Report Writing [M]. New Delhi :

Tata McGraw-Hill, 2002.

[4] 周桂英，张冬梅，李瑞. 商务英语信函的写作原则与技巧. 郑州轻工业学 院学报（社会科学报）， 2003（4）:3

[5] 霍莉·罗迪克． 如何写出完美的商务英语信函. 上海世界图书出版公司，2005:199-205

[6] 常玉田. 英语商务信函写作. 对外经济贸易大学出版社， 2006:86-178

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