今天我們來繼續上次學習的內容：商務寫作中的organization。
Organising: Types of Correspondence
How many types of correspondence do you need to write?
Basically, two:
internal correspondence (the messages you write to
colleagues)
external correspondence (the messages you write to
customers).
However, when you write to colleagues or customers, you can use a variety of
documents.
Do you know which types of documents you can use when you write to
colleagues? And which types you can send to customers?
For internal correspondence, you can use e-mail, fax and memo. For external
correspondence, you can use e-mail, fax and letter.
The way you organise the content of most e-mails, faxes, letters and memos is
similar. However, the format - or layout - of these documents is different.
Can you recognise the formats of the documents you write?
Below, you will see samples of four documents.
Memo
Fax
Letter
E-mail
The way you organise the contents of most documents is similar.
Try to discover the basic outline you can use in most of your
correspondence.
Read through the memo below and try to identify what type of content each of
the four paragraphs contains.
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To: All Staff |
Date: 20 July 200X |
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From: General Manager |
Reference |
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Subject: Dress Code |
|
As you know, we have always enforced a strict dress code. We
have now revised this code.
I would like to inform you of the changes.
The code for branch staff and office staff is different. As
I'm sure you will appreciate, there are no changes for branch staff. All
branch staff must wear the correct uniform at all times. On the other
hand, if you work in the office, you may wear 'smart-casual' wear.
However, on any day that you do meet people from outside the company,
please ensure you are dressed in a business-like manner.
Please adopt the new dress code from 1 September. If you
have any questions, please call Annie Wong on 2344 7765. |
Answers:
Paragraph1: background
Paragraph2: writer’s purpose
Paragraph3: reader’s information
Paragraph4: reader’s response
Now read through the letter below. Identify the type of content in each of
the five paragraphs in the spaces provided.
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29 May 200X
34D Scenic Lane
Discovery Bay
Lantau Island
Dear Ms Hui
Classic Visa Card: Annual Fee
Thank you for your letter of 5 November. In the letter, you
mentioned that you had sent a cheque to settle your Visa Card Annual
Fee.
I would like to explain the
situation.
We have checked our records carefully. Unfortunately, we
have not yet received the cheque, although we are normally very efficient
when dealing with incoming remittances.
Therefore, to help us prepare your new Visa Card, we would
be grateful if you could settle the payment immediately.
We look forward to hearing from you soon.
Yours sincerely
Lily Tam
Customer Service
Manager.
|
Answers:
Paragraph1: background
Paragraph2: writer’s purpose
Paragraph3: reader’s information
Paragraph4: reader’s response
Paragraph5: closing marks
As you can see, there is only a small difference in the outlines
you use when writing to colleagues and customers.
When you write to customers, you include a salutation (Dear...)
and a complimentary close (Yours sincerely / faithfully).
When writing to customers, you always add a polite closing remark.
You can also add this remark when writing to colleagues.
By now, you should be familiar with
the types of correspondence you write
the types of documents you can use
the basic outline you can usually follow.
To learn how to organise a letter to a customer, go to the next screen.
下一次我們將講述organising 的SOFAR Strategy，不要錯過哦！
（來源：中國物流論壇 實習生江巍 英語點津 Annabel 編輯）
我要學習更多商務英語
