商务英语写作重点

2024年1月31日发(作者：贺晋年)

名词解释

写作目的(writing purpo)

受众/读者(audience)

构思过程(thought process)

演绎式组织模式(deductive organizational patterns)

归纳式组织模式(inductive organizational patterns)

直接组织模式(direct organizational patterns)

间接组织模式(indirect organizational patterns)

写作修改的3个步骤(three distinct stages of revision: adding on;

moving around; cutting out)

管理沟通(managerial communication)

组织沟通(organizational communication)

人际关系与团队建设(human relationships and team building)

销售沟通(sales communication)

商务文件(business documentation)

国际交流（跨文化交际）(international communication/ intercultural

communication)

表达式写作(expressive writing)

沟通式写作(communicative writing)

简洁风格(clarity)

简易风格(the plain style)

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简明风格(concision)

附件说明信函(cover letters of résumé)

3类求职信函(three general types of cover letters for job applications:

the application letter; the prospecting letter; networking letter )

后续询问信函(follow-up letter)

致谢信函(thank-you letter)

谢绝工作回复(job rejection letter)

接受工作回复(job acceptance letter)

辞职信函(resignation letter)

告别信函(farewell letter)

常见履历表格式(common résumé formats)：按年月顺序(chronological résumé format) 按任职顺序(functional résumé format) 复合式(combination résumé format)

简短文件(short document)

信息咨询函(message to obtain information)

谈判便函(messages that negotiate)

说服沟通便函(persuasive messages)

商务便函的特征（8C）：清晰性（clarity）正确性（correctness）具体性（concreteness）完整性（completeness）周到性（consideration）礼貌性（courtesy）简洁性（conciness）一致性（coherence）

商务备忘录版式(format of a business memo)

商务备忘录功能(function of a business memo)

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信函结构(structure of a letter)

信件和信封格式(styles of letter and envelop)

会议纪要(minutes)

逐字记录(verbatim minutes)

决议记录(minutes of resolution)

陈述记录(minutes of narration)

记录内容版式(minutes’ content format)

会议议程(meeting agenda)

会议筹划(meeting preparations)

会议程序（3个环节）(meeting process: planning & preparing, conducting,

and following-up)

会议后续工作(follow-up activities)

后续文案职责(accountability of follow-ups)

书面发言写作策略(writing strategies for business prentation)

书面发言的材料组织(wring organization for business prentation)

书面发言用语(language ud in a prentation)

书面发言避讳用语(language avoided in a prentation)

人际沟通的功能(functions of interpersonal communication)

人际沟通的目的(purpo of interpersonal communication)

人际沟通的4个阶段(four general stages in interpersonal

communication)

团队的特征(group characteristics)

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团队的角色(group roles)

团队影响力(group influence)

沟通结构(communication structures)

企业前景(vision)

企业使命(mission)

企业价值观(corporate values)

企业目标(goal)

战略计划(strategies)

政策与流程(policies and procedures)

业务流程的构成要素（15个）(content of procedures)

业务流程的版式及内容(format of a procedure)

商务文件的层次结构（3个）(tiers of documentation)

ISO 9000质量体系(ISO 9000 Quality System )

议程报告(agenda)

行程安排(itinerary)

费用支出报告(expen reports)

项目进程报告(progress report)

人事评估报告(personnel evaluation)

第一手资料来源(primary sources)

第二手资料来源(condary sources)

商务蓝皮书(blueprint)

商务计划书(business plan)

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战略性计划书(strategic plan)

战术性计划书(tactical plan)

操作性计划书(operational plan)

操作性管理(operational control)

战术性管理(tactical control)

战略性管理(strategic control)

商务背景(business background)

市场计划(marketing plan)

财务预测(financial projections)

行动计划(action plans)

商务提案(business proposal)

内部提案(internal proposal)

外部提案(external proposal)

招标提案(solicited proposal)

非招标提案(unsolicited proposal)

提案写作的简单模式(simple form for proposal writing)

提案写作的复杂模式(detailed form for proposal writing)

外部提案的结构要素（6个）(elements of the external proposal:

introduction; problem identified and defined; objective & goal t;

solutions propod; implementation & measuring; costs and timeframe

estimated)

内部提案模式的内容版式(content format of internal proposal)

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征集提案(Request for Proposal, RFP)

征集启示的基本要素(basic components of a RFP)

提案评估(proposal evaluation)

引证信息(documenting information)

解析数据(interpreting data)

常规商务报告(routine reports)

任务报告(task reports)

条目清单功能 (itemized lists)

图表辅助功能(graphic aids)

标题的功能(headings)

协议的本质(esnce of a deal)

合同的修订(contractual modifications)

违约与补偿(breach of contract and remedy)

律师费用条款(attorneys fees clau)

合同免责(escape from contract)

第三方签字(third party signature)

合同追加条款(contract rider)

合同授权(authorization)

商务谈判(contract negotiation)

合同起草(contract drafting)

合同实施(execution)

合同终止(cloout)

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合同(contract)

合同有效性(validity of contracts)

要约(offer) 接受(acceptance)

法定权力(capacity)

Sales contracts 买卖合同

Contracts for supply of power ,water,gas or heat 供应电、水、气、热力合同

Contracts for loan of money 借款合同

Leasing contracts 租赁合同

Financial leasing contracts 承揽合同

Contracts for construction projects建设工程合同

Carriage contracts运输合同

Technology contracts 技术合同

Safekeeping contracts 保管合同

Warehousing contracts 仓库合同

Agency appointment contracts 委托合同

Trading-trust contracts行纪合同

Brokerage contracts居间合同

大题

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1，8C

1．Clarity：keep it short；keep it simple；avoid ambiguity；write in

the active voice；avoid or explain technical words；avoid using jargon；get to the point；Write in plain English ：link your ideas；be careful

about placement of subordinate claus；be sure that a pronoun,a

participial phra, or an appositive refers clearly to the proper

subject；Make the subject and verb agree with Each Other, Not with a

Word That Comes between Them；To join two independent claus, U a

comma followed by a conjunction, a micolon alone, or a micolon

followed by a ntence modifier.；Make a right choice of word；Watch

out repetitive wording；Put parallel ideas in parallel constructions；：u concrete words instead of abstract ones；omit qualifiers and vague

expressions；u action verbs and concrete nouns；void overusing noun

forms of verbs；don't change verbs into nouns；avoid unnecessary double

negative；avoid noun strings；take a stand；keep acronyms under control；：make it complete by constructing a longer paragraph； u the

who-does-what order and avoid padding；provide a clear message；avoid

incomplete question；avoid fragment in writing；take an overall view；：write from the "you" perspective；emphasize the positive；handle the

customer's complaint specifically；interact with the addre in a

conversational tone；avoid using inflated language；avoid using

quasi-legalisms；u personal reference；u conrractions；：show

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respect；show appreciation；avoid the problem of gender；write

professionally ；：eliminate"the filler"；omit repetitive wording；replace circumlocutions with direct expressions；u short words；avoid using old fashioned expessions；

2，Message that Negotiate::counterproposals have two objectives: first,

you want to show the reader that his or her original proposal is not

fully acceptable, and ,cond , you want to persuade the reader to

accept your messages

of meetings: information and monitoring making and problem and

ceremonial

’content format: heading and venue keeper/minutes taker

of interpersonal communication:1) Gaining and giving information 2)

Building a context of understanding 3) Establishing identity 4)

Interpersonal needs

dyadic life cycle：the initial stage；the formative stage；the mature

stage；the verance stage

types：purpo, audience and methods

strategies for business prentation: a right topic with a clear

purpo your messages to the listeners explicit transitions

concrete words and visuals novel ideas analogies 7. Quotations

conflict 10. Cutting in humor 11. Keep the material in good taste 12.

Allowing for redundancy

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9.书面发言注意事项: with a topic the number of major points you want

to make to 3-4 . your ideas or main point

Prentation preparing: a script, practice it, and keeo it around for

quick-reference during your talk; up an outline of your talk , practice

with it , and bring it for reference; up cue cards, practice with

them ,and u them during your prentation a full script and read from

it.

10.商务沟通基础：Business communication drawstring draws on

information derived form a wide variety of other disciplines, including

(but not limited to ) linguistics, mantics , rhetoric , psychology,

sociology, graphic design ,management, marketing ,economics ,and

information technology.

of the writer：1,Expressive writing: it is personal and informal,

employed to encourage comprehension and reflection on the part of

writer. 2,Communicative writing: it presuppos that the writer

already considerable knowledge and understanding of the topic, and is

writing to inform or to persuade a reader.

12.附件说明信函的5大基本目标：Five primary goals of good resumes；Good resumes and resume cover letters must be able to；Cut the clutter；Catch the eye；Sell your skills, Strengths and success ；Direct the

reader your way；Get you to the next step；

format of a resume cover：content format of a resume cover: the resume

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cover should follow the basic content format of a typical business

letter and should include three general issues：first paragraph——why

you are writing；middle paragraph——what you have to offer ；concluding

paragraph——how you will follow；

10 resume tips：A page or two to land you a job or an least an interview；

Fundamentals do exist；Customization is critical ；Reveal enough to

excite；A resume is 99% of the time read by a stranger；Once your basic

content is ready；Reevaluate choice of words, ntence structure and

language；Spell check,；When you are prenting hard copies of your

resume, make sure you u quality stationery ；Keep copies of he carious

customized versions of your resume.；

contents of resumes：Good resume having been to combine fact with

fantasy. By fact, it means that details provided in resume have been

as accurate as possible. By fantasy, it means that the resume is really

a reprentation of you, where you cannot be prent. And it must

incorporate 7 points: full mane, objective, contact information,

qualification, work experience, achievements and date.

17.便函总体结构的4要素：Planning；Organization；Writing and revising；Feedback and continual improvement；

speed writing and shorthand writing training：To take school/lecture

notes as your writing competence；To u shorthand to enhance your

writing speed.；To develop your own shorthand for spoken information

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recording.；U the computer program to facilitate your note-taking

job ；

18.沟通过程中的倾听与讲述 ：Listing；Face the speaker and maintain eye

contact；Focus on content, not delivery；Stay active；Be flexible ；Avoid emotional involvement；Empathy and rapport；Advi properly；Be ready for international communication；

climate： an open communication climate,people perceive communication

more accurately and are more willing to communicate ：obrvational.

Problem-solving. You-oriented . Equal. Flexible. Clear objectives.

Supportive communication climates, on the other hand, discourage

communication. They give people the feeling that they are being judged

and criticized Disadvantage： judgmental . Manipulative

organizational success requires that all employees believe that they

can express their obrvations and criticisms to others in the

organization,regardless of rank.

conflict：Defensive attitudes；Supportive attitudes ；Problems in

conflict management；Conflict management by management；speak your mind

and heart；listen well；express strong feelings appropriately；remain

rational for as long as you can；review what has been said；learn to

give and take；Avoid all harmful statements；

small group communication： and disadvantages of groups

Group decisions result in greater acceptance of the solution than would

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be obtained without group participation. of ideas No group leader can

afford to be an "idea killer".

, planning and organization specifically, the leader is responsible

for the following

Notify every one of the time, place, and purpo of each meeting；Stick to the problem；Encourage contributions；Reinforce points of

agreement；Adjourn on time；Ensure adequate follow-up by；a ) Providing

for a written recordb ) Encourage appropriate further action 4. The

meeting Which are designed to ensure the following：Equal rights

for all；Rule of the majority；Rights of the minority；Discussion of

one item at a time；

planning process：getting ready；articulating mission and vision；

asssing the situation；developing strategies,objectives and goals；completing the written plan；

23.战略计划的基本要求writing a strategic plan .A good strategic plan

should：rve as framework for decision-marking for managers at all

levels；Form a basis for more detailed operational plans and procedures；Explain the business to others in order to inform ,instruct ,motivate,

and involve；Assist benchmarking and performance monitoring；Inspire

and stimulate change and innovation；

A sound strategic plan should include the elements of vision ,mission,

values, objective ,strategies, goals ,and programs.

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procedures needed：To cau people to act in a uniform way and so make

process predictable；To provide freedom for management and staff to

maximize their contribution to the business；To provide legitimacy and

authority for the deeds needed ；To make responsibility clear and to

create the conditions of lf-control；To provide co-ordination for

inter-departmental action.；To improve communication and to provide

consistency and predictability in carrying our repetitive tasks.；To encourage the people involved into thinking a problem through；To minimize variance and eliminate bottlenecks；To provide auditable

criteria for execution against authorized practice；

25.标准操作程序与工作指南的异同SOPs WIs

SOPs：: For managerial control Interface: For managers and supervisors,

cross-functional, depart-mental interface : More conceptual/ human

relation, less technical : More managerial steps: More flexible :

Stationery, computer, desk, etc. Need not to be listed : Ideas, plan,

analysis, process, etc : More general, abstract aids: less material:

More managerial&human of safety : Lower, need not to be listed

WIs：: For operating control or specific job Interface: For operators

or rank &file, technical interface : More technical, less conceptual :

ore technical steps: More fixed : Material & equipment. Must be

listed : Physical products and rvice : More specific, concrete aids:

more material : More industry-and company specific of

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safety :Higher,must be clearly spelled out

26.商务计划的意义：Business planning:Business planning is a managerial

process that helps the organization venture into a new involves

managersˊ time, effort and talent to develop various sub-plans at all

levels in a company.

planning process：Define the Mission；Conduct a Situation or SWOT

Analysis；Set goals and Objectives；Develop Related Strategies；Monitor

the Plan；

28.计划书的写作技能与方法/计划书在商务管理中的地位及功能/商务计划书的基本要素elements of a business plan：Cover Page:identifies you and

your business, and dates the plan；Table of Contents:makes it easy for

readers to find particular item description；Executive

Summary:provides a high-level overview of the entire plan that

emphasizes the ；facters that you believe will lead to success；Business

Backgrand:information of the company；Maketing Plan: SWOT analysis；Financial Projection:how much does this plan will cost；Action

Plan:shows how operational the plan is；Appendix: supplementary

material that is collected and appended at the back of this plan；

29.商务提案的成功要素（7个）winning elements of a business proposal：①.Problem:you must demonstrate that you clearly understang thei

business problems,issues,needs,opportunities,or values

②.Solutions:after you have written a lead paragragh on the company’s

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needs aand problems,follow up with a solid prentations of how your

business can provide solutions ③.Benefits:all winning business

proposals clearly outline for the company the benefits to be gained

from doing business with you ④.Credibility:this is often the

overlooked portion of a business proposal but all winning proposals

glow with credibility⑤.Samples:a business proposals with samples and

evidence of your ability to deliver is vital to gaining the winning

bid. A small sample of your wok can show your ability to do the job ,and

can help your potential customer answer some questions ⑥.Targeted: a

winning business proposals is all about and write in a language ud

by your intended audience ⑦.Personlazation:you have to give your

potential custumer an proposh which includetheir names and their

company’sname

30.商务报告式提案的构成要素feasibility of the propod project:

1Introduction . 2Background information..3Benetits of the proposal

project. 4Method,procedure,theory. 5Schedule. 6Qualifications.

7Costs,resources require. 8Conclusion,special project

31.内部提案的写作要求（10点）internal proposals:Problem； Purpo.；

Adudience； Message； Rearch； Objectivity； Style； Order；

Implementation； As a side note；

32.正式商务报告的结构形式：Prefatory Parts；Cover；Title Fly；Tiltle

Page；Letter of Authorization；Letter of Acceptance；Letter of

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Transmittal；Contents；Abstract；Body of the Report；Introduction；Text；Summary；Conclusions；Recommendations；Supplemental Parts；Appendix；Bibliography；

33.收集数据、信息的途径gathering information ：Scondary Sources；Primary Sources；Experimentation；Obrvation；Surveys----A)RandomSampling B)StratifiedRandomSampling C)Systematic

Sampling ；Questionnaires-----A)Either-or B)Checklist

C)Multiple-choice D)Ranking；Questionnaire；Guidelines；Personal

Interviews and Focus Groups；Telephone Interviews ；

34.信息收集在写作环节中的重要地位：You will need to rearch all the

information sources available in preparing the report so that you can

make decisions about which sources would be most appropriate.

35.撰写商务报告的6个步骤或环节：Title Page ；Letter of Authorization；Letter of Transmittal；Table of Contents ； Table of Illustrations ；Abstract ；Executive Summary；

36.商务报告的6条质量要求标准Report Quality：Accurate,Reliable and

Objective；Guidelines for Writing a Quality Report；Identify---for your

reader and for yourlf ---statements of fact,inferences and bad on

face,and value judgment；U accurate,reliable and objective sources；U analogies and comparisons to explain and illustrate,but not to

prove；Examine all cau—effect statements for completeness and

accuracy；Be specific ；Provide adequate documentation；

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商务报告的总体结构形式general structure for reports：Pace ； Lead ；Blend Outcomes；Motivate；

37.合同免责的原因，情形：escape from contract：Mutual or unilateral

mistake as to a basic assumption upon which the contract was made；Misreprentation of facts inducing one of the parties to enter the

contact；Duress inducing one of the parties to enter the contact；Lack of capacity to contract (such as infancy ,influence of

drugs,alcohol or mental illness)；Unconscionability；Vilolation of a

public policy；Abnce of a writing evidencing formation of the contract

if the contract laws and government regulations require such a writing；Performance of the contracts becomes impossible or extremely difficult

or costly by virtue of events occurring after the contract is formed；The principle purpo of the contract is substantially frustrated by

virtue of events occurring after the contract is formed；

38签约前活动contracting activities before signing：Delegation,contract plan,negotiation,contract-drafting,and review

and approval

39.签约后活动contracting activities after signing：Execution,review

and monitor,communication and correspondence,customer complaint

handling,filing,cloout

40.合同清单contract checklist：①Names and address of all parties

involved,and place of entering into this agreement,②A short

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description and mission statement of all concerned parties③a

statement summarizing the desired role of the contracted party④a

classification of the business relationship⑤a detailed description

of what each party promis to provide⑥a timetable of when the work

is to be performed or the products to be delivered or sold;⑦location

of when the work is to be performed⑧the duration of the contract⑨payment method and schedule⑩ opportunities for increas in financial

remuneration 11 insurance coverage provided and required 12,guarantees

13,fianancial obligations of the contracted party 14 conditions for

termination of the agreement 15 guidelines for transfer of the

contract16who retains custody of the client 17 arbitration 18who is

responsible for legal fees if a breach of contract occurs19the location

and contact to nd communications regardingthe contract 20 signature

lines and date the contract is signed

：sometimes called an order of business, is a list of topic arranged

in the order they are to be discusd at a meeting.

：are the official record of a meeting. The format may vary from

organization to organization to organization, but the content and order

are standard.

itinerary: is a combination of travel and appointment schedules.

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