Tips for Business Writing
Besides the language skills and writing techniques analyzed above,other elements that may influence business writing are discussed in this part.Some suggestions are given when writers meet the dilemma of formality,choice between conciseness and courtesy,as well as the degree of directness in writing.
3.1 Proper Use of Formal and Informal Language
Generally,business writing should be clear,human,helpful and as friendly as the topic allows.The best letters have a conversational tone and read as if you were talking to your reader.When you make business writing,it's important to use a tone that is friendly but efficient.To do this,write as you would speak and talk on paper. However,this doesn't mean you should use slang,bad grammar or poor English,but try to aim for a conversational style and let the reader hear your voice.
Proper use of contractions such as“it's,doesn't，I'm，you're,we're,they're,isn't，here's,that's,we'll”gives a personal and human feel to your writing.
In routine business writing,treat your recipient as a live human being,not as “to whom it may concern”（cold in tone).Write in a civilized,thoughtful and friendly attitude.You can form the from-me-to-you personal touch.
3.2 Conciseness and Courtesy
In business writing,you must show your politeness to your readers.There are some tips to make your writing courteous:
If someone has taken the time and trouble to write to you,it's only polite to reply within a day or so.If you can't answer the person within this time frame,write something short to let them know you will answer more fully later.
If someone has put in time to quote for a project or to give you some information,make sure you thank them.Make them feel that they are more likely to do business with you in the future.
Remember being polite is not just a question of remembering to use“please or thank you”.It's also about the tone you use when you write.To make sure that your writing is polite,put yourself in your reader's shoes to anticipate what you reader will think when they read your letter or email.Could your message be interpreted differently from your intended meaning?Does it sound rude or unhelpful?
Providing useful information,improving the efficiency of writing and saving readers'time is also a kind of politeness.So,we should try to avoid some clichés that sound polite but boring and useless.In typical business letters,you'll see a lot of business clichés,which change the tone of the sentence.The clichés give your writing a formal and impersonal tone,while many readers prefer to read more personal and genuine sentences.For example,the clichés can be“after careful consideration”“please do not hesitate to…”“for your convenience”“we regret to advise…”.
3.3 Directness in Expressing Purposes
When you make business writing,you must try not to waste your readers'time. The first step in any writing task is to set down your aim.You should be clear about why you are writing and what you want to achieve.It will help you focus on the information that supports your central aim,to cut information that's irrelevant,and to express your idea directly.
You can use different methods to write directly.For example,you can use direct questions to put information across clearly and to give their writing impact. Generally,in order to show politeness,in much business writing,we hide questions in our writing by using words such as“whether”to introduce them.In fact,you can change some into direct questions.
Notes
retrospection 回忆
buffet supper 自助餐
boat trailers 船舱
oceanarium 海洋馆
thrill 激动
spectacular 惊人的，壮观的
joint venture 合资企业
prescription 成分
taboo 禁忌
adverse reaction 不良反应
cliché 陈词滥调
polysyllabic words 多音节词
monosyllabic words 单音节词
redundant words 多余的词
nominalization 名词化
APEC（Asia-Pacific Economic Cooperation) 亚太经贸合作组织
GPS（Global Position System) 全球定位系统
CEO（Chief Executive Officer) 首席执行官
CBD（Central Business District) 中央商务区
EMS（Express Mail Service) 邮政特快专递
Interoffice memo 公司内部备忘录