本文是BBC World Service中Learning English系列中的一篇, 主要分析一般写Professional Emails, text messages, business reports, presentations and negotiation时的常见问题, 并包括一些简单的小练习题目.


Using extracts from BBC World Service Learning English
programmes, this booklet will help you to...
write business emails.
write business reports.
write minutes of meetings.
write letters of complaint.
send text messages to business contacts.
improve your presentation skills.
improve your negotiating skills.
communicate more effectively across cultures.

This study booklet is one of a series of booklets that can be downloaded from the Learning
English website. Go to: www.bbcworldservice.com/learningenglish/radio/studyguides/index.shtml

1
Writing business emails

The BBC World Service radio series Better Business Writing gives advice on improving your writing for business purposes, with each programme focusing on a different type of written document.

In this extract, business people Ruth Lee and Brett Smith talk about some of the problems with emails they receive at work.

Before you read this extract If you use email, how do you normally begin and end messages? If you have never used email, imagine you are going to write a message to your manager. How would you start the
message? How would you end it?

Ruth: It's very annoying when you get an email from someone you don't know but the message is rude and overfamiliar at the same time. So, for example, I sometimes get messages which start 'Dear Ruth' then jump right into a request. For example, when I told a recruitment agency I didn't want to employ one of their candidates, the email simply said 'Dear Ruth,Why don't you want to interview Person X?' followed by the name of the sender.They don't know me so they should have used my full title ? Ms Lee ? and been more polite.

Brett:Yes, it's very common to get emails which are written in a very off-putting style. If I receive a message which is all in upper case I never read it ? all those capital letters make it look as if the person is shouting at you! And I also think that often people don't think about the impact of what they are writing on the recipient. Because it's so quick to write, people forget to write the pleasantries ? like the word 'please'.And, I say, the result is an email which doesn't make me want to respond positively.

1. Find 2 things which Ruth dislikes in business emails.
2. Find 2 things which Brett dislikes in business emails.


5 top tips for writing emails for business
1. Always give your message a clear title by writing in the 'Subject' box.
2. Open your message with a greeting, e.g. 'Dear Ms Lee'. If you have spoken to the person before, it is probably acceptable to use his or her first name. However, if this is the first contact, it is best to use titles such as 'Mr' or'Ms'. If you do not know if the recipient is a man or a woman, you can write their full name after 'Dear'.
3. Begin with a pleasantry. If you are replying to a message, you could say 'Thank you for your message.' If this is the first contact, tell them why you are writing ('I am writing to inform you about...').
4. Use complete sentences and don't forget to use words like 'please' if you are asking the person to help you.
5. Let the person know if you expect them to contact you by saying 'Please let me know...'.

Improve the email
Look at the email below.The writer has broken some important rules for business emails. Can you correct it?
To: BBC English Editor
From: John Smith
Subject:
I NEED 20 MORE COPIES OF ENGLISH CLUB MAGAZINE! IF YOU CAN'T POST THEM TO
ME, SEND ME EMAIL COPIES.
John Smith
关键字:学习方法
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