Chapter 1 Note

usiness Writing
It is a valuable business asset to be able to write effectively, because
a great deal of business is conducted via writing; effective business letter writers can use their writing skill to help increase their company’s sales and profits by building up good relations with customers, employees, and the public; proficiency in writing gives self-confidence to the man or woman in business, which is a necessary quality for business success.
Using a word or phrase instead of using long sentences or clauses. For instance: You shouldn’t use at this time express a preference for in view of the fact that You’d better use now prefer because
Unclearness: Mr. White wrote to Mr. Lee that he had accepted his proposal. Clearness: Mr. White wrote to Mr. Lee that he had accepted Mr. Lee’s proposal.
E. Completeness
The content of your writing should be complete. If you ignore some necessary details, your writing will affect social activities and make addressees disappointed. If you beat about the bush （转弯抹角地讲话, 旁敲侧击） in your writing, addressees will be bored and confused. However, if the writing is too simple and brief, it can not achieve the purpose for communication and business dealings.
Using specific words to tell the reader exactly what they want and need to know: General Please submit the completed report as soon as possible. Sales skyrocketed this month. Specific Please submit the completed report by March 15. Sales increased by 10 percent this month.
We would like to know whether you would allow us to extend the time of shipment for twenty days and if you would be so kind as to allow us to do so, kindly gives us your reply by fax without delay. Please reply by fax immediately if you will allow us to delay the shipment until April 21.
A. Clearness
Note writing should be unambiguous and clear enough for addressees to catch its meaning but not to misunderstand it. With the proper expression and simplicity of phrases and sentence structure, you can make your note writing well understood.
B. Conciseness
A good writing can make addressees obtain more information from your notes within less time. Writing should be read fluently and be concise so that it can catch addressees’ attention.
Body
Closing Signature
II. The main points of note writing for attention
The important points of note writing for attention are clearness, conciseness, coherence, correctness, completeness, and courtesy.
English Practical and Commercial Writing and Translation
Did you know that…
If each of 100 million workers made just one $10 communication error, it would cost the economy more than one billion dollars. The average executive spends four hours a day reading letters, emails and reports. Eighty percent of those executives say much of this time is wasted because of poorly written materials. Many employees from executives to support staff require extensive training in order to write clear and concise business correspondence
C. Coherence
Coherence of writing is very important. You can express the complete meaning of a note with logic connection between sentences. When writing a note, you should pay attention to the coherence of subject, voice, tense, and tone.
Incoherence: Your organization had been more than just a business house. It was an institution in the minds of the American public. It has a reputation for fair play and honesty with both employees and customers. Coherence: Your organization is more than just a business house. It is an institution in the minds of the American public. It has a reputation for fair play and honesty with both employees and customers.
Incorrectness: I’d like to invite you to my birthday party this Sunday, at 9 o’clock. Correctness: I’d like to invite you to my birthday party on this Sunday evening, April 10, at 9 o’clock.
Incompleteness: Here is the time, date, and plane information for your trip to New York: You will fly Eastern Air Lines on next Monday. Completeness: Your reservation are for next Monday, April 11th, on Eastern Airlines Flight #125, leaving Los Angeles at 9:10 a.m. for New York.
D. Correctness
In your writing, you should give definite and correct information so as not to make it misunderstood. If your information is not given correctly, the addressee will feel puzzled about what he is going to do.