Business Writing 陈习东
Overview • The Writing Test has two parts. Part 1 Input: Instructions Task: Writing an e-mail, short memo or note (40-50 words) Part2 Input:letter, memo or note Task: Writing a letter, short report or proposal (120-140 words) Length: 45 minutes (15m + 30m) Number of points: 30 (10 +20) raw score points/ 25% of total
How to Succeed The Writing Test assesses performance in several areas: • task completion • organization of ideas • appropriateness • range of vocabulary and accuracy of grammar and spelling
Task • Successful task completion means fulfilling all parts of the task appropriately. Even a grammatically perfect answer may still get a low mark if it does not include all the necessary information. • Keep to the word limit. If you are below it, you have probably not fully completed the task. If you are above it, you have probably included unnecessary information.
Language • Task completion is so important that you can get high marks even with minor language mistakes. • Show a range of vocabulary, where possible. Try not to repeat words. • You can organize your ideas in several ways, such as: • addition (e.g. also, as well, furthermore) • contrast (e.g. but, although, however) • sequence (e.g. first of all, then, after that).
Use headings, paragraphs and bullet points to improve clarity in memos and reports. • Use language which is appropriate to the type of writing. Short forms, e.g. I’m, are acceptable in notes and some e-mails and memos but not in formal letters or reports. • Check your writing carefully when you have finished.
How to Write a Memo • 一、概述 • 备忘录是一种录以备忘的公文。主要用来提醒、督促对方，或就某个问题提出自己的意见或看法。在业务上，它一般用来补充正式文件的不足。
二、备忘录写作注意事项 • 1. 在date, to, from, subject字样后填上相应的内容。 • 2. 在上述字样下面空两行写正文。 • 3. 一般不用称呼和结尾礼词。 • 4. 发文人的姓名首字母写在与正文末行空一行的地方。
例1 • TO: Henry Smith, Sales Manager • FROM: Jack Wong, Personnel Manager • DATE: May 4, 2006 • SUBJECT: Applicants for Sales Post
Points • Some resumes you send him. • Ask him to choose out whom they want to interview. • You will arrange interviews for him.
TO: Henry Smith, Sales Manager • FROM: Jack Wong, Personnel Manager • DATE: May 4, 2006 • SUBJECT: Applicants for Sales Post • Attached are the resumes and certificates of four applicants who have applied for your department position. • Please evaluate these applicants and then recommend people you want to interview to me. As soon as I have the names, I will make arrangement for the interviews. • J.W.
例2 • To: Ted Feng • Date: Oct. 1st • From: Nancy • Time: 17:42 • Topic: Delay of arrival
Points • Paul’s flight No. is JL608. • Meeting you at 5:00 pm. today at the airport. • Driving him to Holiday Inn.
To: Ted Feng Date: Oct. 1st • From: Nancy Time: 17:42 • Topic: Delay of arrival • Paul called for you, just when you out. He will arrive at 5:00 am tomorrow on flight No. JL608. You are requested to meet him at the airport and drive him to Holiday Inn. Nancy
例3 • You have to cancel a meeting with James Lewis, a senior manager in your company, at very short notice. • Write an email to Mr. Lewis
Points • Apologizing for the cancellation . • Explaining why this was necessary. • Suggesting a date when you are free. • Write 30-40 words on your Answer Sheet. • 15minutes for you to write it.
Sample 1 Hello James I must cancel our meeting on 25 November. The reason for the cancellation is, I will attend the meeting with John Brown, the sales Manager. He can meet us on 28 November, is it ok for you? Joanna • Band 3
Sample 2 • Dear Mr. Leweis, • I’m afraid, I must cancel our meeting. I must go to London. We have problems there. So I would say we make another date for our meeting. • What do you think about the 10 December 2006? Please give me an answer soon. • Kind regards • Katja Stein • Band 5
例4 • You would like to attend a sales conference in New York next month, but your department is trying to reduce expenses. • Write an email to your manager, Rose Carpenter:
Points • Asking him allow you to go to the conference. • Explaining why you think you should go. • Suggesting how you could reduce the cost of the trip. • Write 30-40 words on your Answer Sheet. • 15minutes for you to write it.
Sample 1 • Could you allow me to go to the conference, please. I am very interesting in sales and it should be an advantage for my career. If you agree, I could go by car with my colleague to reduce the cost. Thanks • Band 4
Sample 2 • Sear Mr. Carpenter, • I would like you attention on the sales conference in New York next month. In fact I think I could meeting own customers and make discover the new technologies of the laboratory. • I know you a reduce of cost policy, but if I take a old charter and I stay one day-in order to two days and that I launch a sandwich. • Band 2
例5 • You plan to attend a seminar next week and you think your colleague Liz will also be interested in going. • Write a note to your colleague,Liz:
Points • What the seminar is about. • Explaining why you think it would help in her work. • Suggesting that you travel to the seminar together. • 15minutes for you to write it.
Sample 1 • Liz, • I write to you because I will attend in a seminar next week. I think it’s interesting because it refers to our actually job. • I suggest that you could be interested and we could travelling together. I wait your answer. • Bests regards • Chris • Band 3
Sample 2 • Liz, • There will be a seminar about new recruitment ways. I think you could be interested in attending it as you’ve just got this position as Human Resources consultant. Would you like to travel with me? • Please answer me ASAP • Band 5
例6 • In the office where you work, there is a problem with the computers. • Write an email to Bob Hargreaves, the IT engineer at your company:
Points • Saying which office you work in. • Describing what is the wrong with the computers. • Requesting repairs as soon as possible. • 15minutes for you to write it.
Sample 1 • Dear Bob • I work in the headquarter and have some problems to start the consolidation program. I have got the following error message ‘there is not enough space’. • Could you please check that for me? • Thanks • Claudia • Band 4
Sample 2 • Hello Bob • In the Quality dept. where I work, we have a problem with our computers. From Monday we have not been able to log on the MRB program. • Can you please come and repear this as soon as possible. • Regards • Band 5
例7 • You have to organize an urgent meeting at 9am tomorrow with all the staff from your department. • Write an email to the staff:
Points • saying when the meeting will be • telling them where the meeting will be • explaining what the meeting will be about. • Write about 30-40 words on your Answer Sheet.
To all staff • There will be an urgent meeting about our new product at 10am tomorrow in the new conference room. I hope you can all come on time.
例8 • You have ordered some office equipment. However, some of this equipment will arrive a week later than planned. • Write a memo to all staff:
Points: • saying which equipment will be delayed • explaining when it will be arrived • apologizing for the delay. • Write about 30-40 words on your Answer Sheet.
Memo • To: All Staff • From: Supplies Manager • Date: 1 March 2007 • Subject: New equipment • I have ordered some new PCs and monitors. • Unfortunately the monitors will arrive in the second week of October. I apologize to the people who are waiting for a monitor.
例9 • You work for an international company in Los Angeles • You have arranged to meet a colleague, Carole Buckley, in the New York office on 3 February. • Write an email to your colleague:
Points • confirming the date of your visit to New York • suggesting what time the meeting should start • inviting her to dinner after the meeting. • Write about 30-40 words on your Answer Sheet.
I’m coming to New York office on 3 February to the meeting. Is it possible to start at 11am? • After that, would you like to have dinner with me?
例10 • You are attending a conference in the USA next week and will need secretarial help during the trip as your PA is away on holiday. • Write a memo to the Human Resources Manager:
Points • requesting a temporary PA for the trip • explaining why your PA cannot go with you • giving the dates of your trip. • Write about 30-40 words on your Answer Sheet.
To: Human Resources Manager • From: John Jones • I’m attending a Conference in the USA next week on 18th & 19th March and my PA is on leave so could you arrange a temporary PA for the trip? • Thanks
例11 • Read this part of a letter from John Biggs, who is the president of a business club.
As President of the Clifton Business Club, I would like to invite you to speak at our annual dinner on 5 July. The dinner which starts at 7:30pm, will be held at the Mayflower Restaurant, Clifton. • I hope that you are able to accept the invitation and would be grateful if you could give me the subject of your talk, so that I can include it on the invitations to our members. • I look forward to receiving your reply as soon as possible.
Write a letter to Mr. Biggs • Points: • accepting the invitation • telling him the subject of your talk • asking how long the talk should be • enquiring whether accommodation will be arranged for you. • Write 30-40 words on your Answer Sheet. • Do not include postal addresses.
Dear Mr. Biggs • I am writing to accept your invitation. I am going to talk about the new economy. I would like to know how long the talk should be, so that I can prepare it.
例12 • Read this part of a letter from the conference organizer at Greenwood Conference Centre.
Thank you for your enquiry about conference facilities at Greenwood Conference Centre. I enclose a brochure containing further details of the accommodation and conference facilities which I mentioned on the phone. • I am now able to confirm that Greenwood is available for up to 50 participants on the weekends of 20-22 April and 5-7 May 2007. • Please do not hesitate to contact me if you require any further information.
Write a letter to Mr. Stanton, the conference organizer: • informing him which dates you would like to book • telling him how many participants there will be • giving details of the type of accommodation required • asking him to confirm the cost of the weekend. • Write 60-80 words on your Answer Sheet • Do not include postal addresses.