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《商务英语写作》教学大纲英文版


Business English Writing

Produced by:School of Foreign Studies Drafted by:Business English Writing Curriculum Group Reviewed by:Xiong Wen Date: July 30, 2011

Part One
I. Basic information

The Outline of the Course

1. Course code 09100060 2. Course property, credit and credit hours

General Education, 3 credits, 64 credit hours.

3. Subjects / Students:
Non-English majors

4. Proceeding courses and knowledge preparations
Students are supposed to have finished the study of College English and have basic English writing knowledge.

II. Course Description
Business English writing introduces the latest research results of business communication both home and abroad, deals with the characteristics of business English writing from basic principles, emphasizes the writing principle and style of simplicity and integrity, clarity and correctness. It inspires students to think and create while developing their ability to analyze and make judgments. This course introduces the structures and characteristics of business letters, provides common sentence patterns and expressions of various letters, and explains writing principles. While the course is taught, the students will be organized into different companies; according to practical business operation procedures, students will be taught to write kinds of business letters, including sales letters, letters of establishing business relations, inquiry and replies, claims and settlements, contracts, resumes, application letters and so on. Abundant exercises will be arranged to help students improve their business English writing ability and communicative skills. While writing practice is carried out in this course, students will be regularly organized into companies and negotiate about some questions in their business letters. The purpose is on one hand to help students get a further understanding of cautions in business English writing and on the other hand promote their ability to settle problems in business negotiation. As business English writing is a very practical course, students’ practice session will be highlighted by introducing “2 plus 2”teaching model. The “2 plus 2”teaching model refers to 4 classes each week, 2 of which is for teachers’ lectures and the other 2 for students’ practice in

class. In the practice session, the teachers are expected to organize group discussions in which the group members make comments on others’ writing and class discussions in which the teachers, together with the students, discuss and improve their own writing exercises. In this teaching model, teachers’ lecture time is somewhat reduced, therefore, students will be guided to do autonomous study after class by using net platforms such as blackboard learning system and e-mail.

III. Teaching Objectives
The teaching aims of this course is that by learning business English writing students should be able to know how to communicate and negotiate by business letters, that by writing business letters and reports students should be able to know how to solve problems in practical business operations and business negotiations in particular, and that by learning this course more application-typed English majors and business tactic personnel could be cultivated to give full play to the timeliness of English--- the international business language.

IV. Teaching Staff
Professional Name Group Leader Xiong M.A wen Yang M.A. Rongrong Group Members Zhang M.A. Min Yin M.A. Fengjuan Lecturer yinfenfjuan2006@163.com 13851687659 307 Lecturer zmzm@nau.edu.cn 13851589551 307 Wenxin Lecturer yrrlove78@126.com 13805187762 307 Wenxin Professor n Degree Title Associate jenny_wencn@yahoo.com.c 13901582495 307 Wenxin Wenxin E-mail Tel Office

V. Teaching Resources
Textbook: Hu Yingkun, Business English Writing, Foreign language teaching and research press, 2005,9 Reference books: 1.Ding Wangdao, English writing Manual,Foreign language teaching and research press, 1994 2. Xiang Xibiao, Business English Writing, Higher Education Press, 2002

3. Cheng Tongchun, International Business Correspondence English, press, 2007 Reference Websites: http://www.heep.cn http://www.hjenglish.com http://www.ebigear.com

Southeast university

VI. Requirements for Teaching
Teachers of Business English Writing should be graduates of English majors and years of teaching experience. While teaching, they should utilize multimedia, make use of business materials in the textbook and examples from internet resources, combine them with business knowledge and connect them with practical business activities so as to improve students’ comprehension and mastery of all kinds of business writing material, to make students memorize terms, expressions and sentence patterns, and to enable them grasp forms of different business letters and apply them.

VII. Requirements for Studying
Students should preview before class according to teachers’ assignment, take an active part in group discussion which a group is the unit and a company is the form and mass discussion and practice which a class is the unit, do autonomous study after class by means of blackboard learning system and e-mail, and finish teachers’ assignment on time.

VIII. Assessment
Students’ assessment will be based on the class participation and the final examination. Class participation, which is composed of attendance, assignments, and class performance, will account for 40%, whereas final examination, which will be a written test, will take up a percentage of 60% of the final grade. Such an arrangement is due to the fact that final examination alone can’t reflect students’ real English writing level and writing test is somewhat occasional. In order to make the overall performance more reasonable and scientific, it is necessary that the proportion of final examination should be reduced and that of regular performance increased.

Part II Teaching Schedule
Class Week Time Chapter and Main Content Hour 3 2 Notes

An overview of business writing Establishing Business Relations Enquiries Replies Quotations Sales Promotion Orders and Their Fulfillment Claims and settlements Claims and settlements

4 Group Work

4

2

4 1

5 6 7

2 2 2

4 4 4

Homework 1

Homework 2 Group work

8

2

4 2

9 10

2 2

4 4 2 2 2 2 4 4 2 Homework 5 2 2 Homework 6 2 2 2 2 2 Group work 3 Homework 4 Homework 3

11

2

Resume Resume
12 2

Application letters
13 14 2 2

Application letters Recommendation letters Recommendation letters

15

2

Invitations and Thank-you Letters Invitations and Thank-you Letters
16 2

Letters of Apology and Congratulation Letters of Apology and Congratulation
17 2

Notice and Memo Notice and Memo
18 2

Review

Part Three

Key Points in Teaching

Chapter one An overview of business writing (4 credit hours)
1. The function of business writing 1. 2. 3. 2. to inform to persuade to entertain

Writing Principles (7 Cs) 1. 2. 3. 4. 5. 6. 7. courtesy correctness conciseness clarity concreteness completeness consideration

3. Writing patterns 1. 2. direct indirect

4. Writing structure a) Six standard parts Heading, Date, Inside Address, Salutation, Body, Complimentary Close and Signature b) Six optional parts

Attention Line, Reference Number, Subject or Caption, Enclosure, Postscript and Carbon Copy Notion

Chapter Two Establishing business relations (4 credit hours)
1. To introduce to the students the information channels a) Chamber Commerce at home and abroad b) Commercial counselor’s office c) Trade directories of various countries and regions d) Advertisement in media e) Exhibitions and trade fairs f) Marketing investigations

g) Enquiries received from foreign merchants h) Mutual visit by trade delegations and groups i) 2. Through the internet

General structure a) Opening sentence b) Purpose of contacting the company c) A self-introduction As a exporter: the quality of your products As a importer: the commodities you want to buy, the reference as to your firm’s financial position and business standing

3. 4. 5.

Complimentary closure Letter Study Useful sentence patterns How to obtain the name and address of the company We owe your name and address to the Commercial Counselor’s Office…… Having obtained your name and address from Mr. Anderson & Co., Rotterdam…… We learned your name and address at/through…… Your name and address have been given/introduced to us by …… Your commercial counselor’s office had referred us to you for …… We wish to introduce ourselves to you as…… We are glad to send you this introductory letter, …… We take the liberty of writing to you with a view to …… Through the courtesy of Mr. White we have learned that……

Chapter Three Inquiry (4 credit hours)
1. Terms of price FOB (Free on Board) (船上交货价&离岸价格) FOB 后面要注明装运港名称 FOB Dalin 买方租船,支付运费,办理和支付保险费 CIF (Cost, Insurance, Freight) (到岸价格) CIF 后面注明目的港名称 CIF New York 卖方租船,支付运费,办理和支付保险费 C&F / CFR / CNF (Cost and Freight) (成本加运费价) C&F 后面注明目的港名称

C&F New York 卖方租船,支付运费 2. The structure of an inquiry the name and descriptions of commodity, quality or specifications, quantity, terms of price (FOB, CFR, CIF, etc.), terms of payment (by L/C, D/P, Sight Draft, etc.), time of shipment, packing methods, etc. 3. Useful sentence patterns

Chapter Four Replies (4 credit hours)
1. What is a reply 2. Structure of an reply a} Thank the customer for their interest in your products and confirm that you can/can’t help (state the date); b) Say that you are sending a catalogue, price list, advertising literature, etc; c) ‘Sell’ your product and explain how it is suitable for your customer’ needs (provide s additional information to attract the prospects) ; d) Finish the letter with hope by encouraging customers to place orders but not force them 3. Useful sentence patterns

Chapter Five Quotations (4 credit hours)
1. What is a quotation Offer is an expression of selling or purchasing products at a given price, generally put forth in writing. In the international trade practice, known as the price quotation, is the reply to the inquiry's requests, and sometime, directly to the other side without any inquiry. 2. The characteristics of a quotation An offer basically includes three main sections:acknowledgement,terms and conditions of business and promotion. 3. Useful sentence patterns

Chapter Six Sales Letters (6 credit hours)

1. What is a sales letter 2. The basic contents in a sales letter a) To get the customer’s attention or curiosity. b) To arouse interest. c) To inspire the customers’ desire. d) To encourage action. 3. The tone in a sales letter: a) Persuasive b) Polite c) Personal d) Intimate e) Considerate f) You-attitude 3. Useful sentence patterns

Chapter Seven Orders (4 credit hours)
1. What is an order An offer to buy. When the supplier accept the offer, the agreement is legally binding. An order can be sent by a letter, a printed order form, a fax or an email message. The characteristics of an order Accuracy $ clarity 2. The structure of an order a) an accurate and full description of goods required b) catalogue numbers, quantities, prices, terms of payment agreed upon c) delivery requirements (place, date, packing, shipping marks, mode of transportation, etc.) 3. Useful sentence patterns

Chapter Eight Claims and Settlements (6 credit hours)
1. What is a claim and its settlement Routine claims assume that a request will be granted quickly and willingly, so such letters are most effective in the direct order. It is said to be the most difficult business letter. When you get a complaint or claim, you may either grant an adjustment or refuse it depending on the circumstances.

2. The structure of a claim 1. Begin directly. Tell what is wrong. b) Describe the story in a clear and organized way. c) Name specific actions to correct the problem and politely mention strong terms if you fail to get a satisfactory reply. d) End positively—friendly but firmly

3. The structure of a letter of settlement Direct order: 1. Begin directly—with the good news. 2. Incidentally (附带地) identify the correspondence that you are answering. 3. Avoid negatives that recall the problem. 4. Regain lost confidence through explanation or action. 5. End with a friendly, positive comment. Indirect order: a) Begin with words that indicate response to the request and are neutral as to the answer, and set up the strategy. b) Present your justification or explanation, using positive language and you-viewpoint. c) Refuse positively. d) End with adapted, goodwill comment. 4. Useful sentence patterns

Chapter Nine Resume (4 credit hours)
1. What is a resume A resume is a summary of an applicant’s qualifications for employment or admission to college, usually in the form of an outline or list. 2. The structure of a resume Personal Data, Educational Background, Education, Academic Main Courses, English Skills, Computer Abilities, Self Assessment, Employment Experience, Position Wanted: 3. Useful sentence patterns

Chapter Ten Application letter (6 credit hours)
1. How to find information on job opening a) College and university placement offices; b) Employment agencies; c) Professional associations;

d) Alumni associations; e) Friends and acquaintances; f) Telephone directories; g) News media 2. The structure of an application letter a) Give the full name of the college / university you are applying for. b) Offer your reasons (the subject and the goal for your study there, you background information related to the application) to apply. c) Tell when you wish to enter. d) Ask to send you a catalog and an application form. e) End the letter with your name and address. 3. Useful sentence patterns

Chapter Eleven Recommendation Letter (6 credit hours)
1. What is a recommendation letter a) to nominate people for awards and for membership in organization b) to appraise the performance of employees 2. The characteristics of a recommendation letter (ppt) a) b) c) d) e) f) Respond only to written request. Provide only job-related information. Avoid vague or ambiguous statement. Supply specific evidence for any negative. Stress facts. State that your remarks are confidential.

3. The structure of a recommendation letter a) Opening The name of the candidate and position sought. Describe your relationship with the candidate. b) Body The applicant’s academic or job performance and potential c) Conclusion An overall evaluation 4. Useful sentence patterns

Chapter Twelve

Invitations and Thank-you Letters (4 credit hours)
1. What is an invitation 2. What is a thank-you letter 3. The structure of an invitation Invitation Card a) Invite the reader to the gathering b) Offer a reason for the gathering c) Give the date, time, and place of the gathering Invitation letter a) Invite the reader to the gathering b) Give the date, time, and place of the gathering. Sometimes notify what to wear c) Offer a reason for the gathering d) A closing sentence of hope that the reader will attend the gathering 4. The structure of a thank-you letter a) Begin with a statement of thanks b) Be specific about which is appreciated c) End with a positive and genuine statement 5. Useful sentence patterns

Chapter Thirteen Letters of Apology and Congratulation (4 credit hours)
1. What is a letter of apology 2. What is a letter of congratulation 3. The structure of a letter of apology a) Express apology directly b) Further explanation c) The solution d) Positive ending with best wishes 4. The structure of a letter of congratulation a) Begin with the reason for writing. b) Tell how you learn the good news and make the reader feel certain that he/she deserves the praise. d) End the letter by using encouraging and conversational tone 5. Useful sentence patterns

Chapter Fourteen

Notice and Memo (4 credit hours)
1. What is a notice 2. What is memo 3. The structure of a notice a) Heading b) Body c) Name of the person issuing the notice d) Position of the person issuing the notice e) Date of the completion of the notice 4. The structure of a memo a) Heading segment The heading segment follows this general format: TO: (readers’ names and job titles) FROM: (your name and job title) DATE: (complete and current date) SUBJECT: (what the memorandum is about, highlighted in some way) b) Body segment Opening Discussing Summary Closing Necessary attachments


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