商务英语写作中正式和非正式文体的语言差异 第12页
In informal business correspondence, the writers like to close with just their given name (the first name). The e-mail’s signature is an addendum that appears as the last few lines of the messages. Although signatures are optional in informal business correspondence, many people use them because they can add a friendly touch to the correspondence. You can put anything you like in your e-mail message’s signature, but most people just put their name, their company name and address, their other e-mail addresses, if they have multiples, and maybe a signature file. Oppositely people like to sign their full name in formal business correspondence. The sender’s name must be both typed and signed by hand, and should also include his or her position in the company or organization, which shows the canonicity of this correspondence. If the letter is for dealing with the complaints from clients, that writer’s high job title is a good way to project their company’s care about customer’ benefits.
3.5 Titles:
In informal business correspondence, 毕业论文
http://www.751com.cnthe sender and recipient generally know each other more closely, so they seldom use each other’s titles. Moreover, this shows the intimate relationship between them. Nevertheless, formal business correspondence is the letter that is usually written to people whom are less familiar. So the sender must write his or her title and position clearly in order to let the reader know more about their business partners, which is a necessary condition to develop the business.
3.6 Complimentary Close:
Complimentary close is the phrases that requests action, summarizes the message, or presents a closing thought. Formal business correspondence follows strict rules that show respect and courtesy, which just like Chinese closing “Ci Zhi, Jing Li”. This kind of closing is no problem, but it conveys a strong sense of distance between the writer and the reader.
Generally, informal business correspondence uses the simple and casual closings, like “Best wishes” etc. But sometimes, an e-mail message ends with action information, dates, or deadlines, summary of the message, or a closing thought. Avoid closings from traditional business letters such as “pleased find enclosed” to indicate the documents have been attached. Avoid “Sincerely yours” or “If you have any questions, please call (or e-mail)”. Instead, use strong closing expressions as follows:
(a) I’m glad to have answered your question.
(b) Please submit your order by June 16 so that sufficient labels will be in stock for your peak sale season.
(c) If the quality meets our requirements we shall place substantial orders.
(d) How would you like to proceed?
4. What You Need to Grasp Correctly When Writing Formal and Informal Business Correspondence
In order to let your foreign recipients get a decent business letter, there are some points you should bear in mind.
4.1 Familiarity
The kind of writing style that should be used in our letters that depends on the relationship between the companies, or, more accurately, that depends on the relationship between the writer and the reader. Therefore, before writing a letter, you should know clearly that the relationship between you and the recipient, which is the key point of choosing the format and language style of your business letter.
4.2 Tone
Different countries have different culture. Although most foreigners are very nice, if you are the first time to do business with them, usage of a casual tone should be refrained. Therefore, the consideration of the purpose and the relationship with the recipient translates to the tone of a letter. Tone, being the writer's attitude towards the reader and the subject of the message, is presented in every sentence of the letter. It affects the reader just as one's tone of voice affects the listener. In summary, the tone of a letter is a reflection of the writer and it does affect how the reader will perceive the message. If you are writing a letter to your familiar, you can use the casual tone. If not, you should use the honorific tone. There are two different tones as follows:
Formal: honorific tone
Dear Sirs,
With reference to your advertisement in Business World, August 12, could you please send us a copy of your latest catalogue? I would also like to know if it is possible to make purchases online.
Reply:
Dear Mr. King,
Thank you for your enquiry of September 8 asking for the latest edition of our catalogue. We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at http:// jacksonbro.com. Should you need any other information, please feel free to let me know.
We look forward to welcoming you as our customer.
Informal: casual tone
Ken,
I got the message that your company has made some new products. I am interested in them. Please send your latest catalogue and the price list to me ASAP. I want to purchase some later.
Best wishes.
John.
Reply:
John,
I am glad that you are interested in our new products. The latest catalogue and the price list are enclosed. If you have any question, contact me. We are waiting for you to place orders.
Best wishes.
Ken
4.3 Word Choice
Modern business writing aims to be “modernized”, in a way to avoid long and complex sentences, stay way from pompous and pretentious tones such as “your esteemed good self”, “in grateful receipt of”, etc. Avoid legalese, high-sounding expression such as “whereby” and abbreviations used in very old-fashioned correspondence such as “ult” (last month), “prox” (next month). Distant tone is not appropriate for modern business writing as well. Modern business writing welcomes plain English to convey a warm, friendly and sincere tone with appropriate words.
4.3.1 Use Personal References
Use words such as I, we, you, your, my, and our in your writing. Do not be afraid to identify yourself, it makes writing much more readable. This is a useful trick to make writing look and sound more like face-to-face talk. Avoid using the third-person pronouns such as this company, the under-signed party, the above-mentioned, etc.
Using “I, we and you” also helps you to avoid using passive verbs. It makes your style more direct and clear. So write “we have changed our address in our record” instead of “our address records have been amended”. Using active verbs with personal references is a quick and dramatic way to make your writing readable and more direct.
4.3.2 A Conversational but Profe毕业论文
http://www.751com.cnssional Tone
When you write a business letter, it is important to use a tone that is friendly but efficient. Readers want to know whether the writer is taking notice and showing interest in their concerns on the other side of the letter. Try to be sound, friendly and helpful. In order to get this field, write as you would speak and talk on paper. Please note that “conversational tone” should not be confused with slang, bad grammar or poor English. Business writing is, in fact, still more business-like. Business writing does not allow for an unprofessional style. Conversational tone means direct and approachable. A conversational style often makes a reader comfortable and responsive. Please note that you will not go to the other extreme, by indiscriminately “using” formulaic expressions into your business writing such as: “Please be advised” (meaning “please note”, “I’d like to explain”) or “I wish to inform you” (meaning “let me explain”). They are most likely to erode your goodwill and sincerity on your reader. A formal style of your correspondence aims to establish and maintain pleasant business relations but an overformal style will negatively work in the opposite way. And we should keep in mind that informal does not mean unprofessional and unnatural. Unprofessional and unnatural business writing would have confused rather than impressed the reader. The conversational style is more likely to affect the reader as expected since the meaning is crystal clear to the reader.
Conclusion
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