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Studying English for many years, I am happy I’ll graduate and all the homework assignments and tests will be far away from me. I’ll start to look for a job now.

To be exact, it’s not my real job yet. It’s just what I’m supposed to do for the half-year internship before graduation. I tried several times, may be due to my lack of experience, almost all the interviewers told me that if I passed the interview my work will be something about business writing, besides all the office chores, of course!

I had thought I would have chances to use my spoken English in a foreign trade company. But WRITING, and BUSINESS writing, instead of everything else! What can I get from writing? Not fun, to be sure, that I can get from business writing!

I never pay much attention to business writing, I think it’s quite boring! That’s why I had thrown my business writing textbook somewhere in my dorm after the final test last term. All I can remember about this course is just endless homework, which I could never finish without the samples in the textbook. But now I have to face some real tests about business writing in the interviews! I have to go back to my dorm to get my books to review some basics of business writing.

1. Change the following sentence into passive voice based on the instructions of business writing.

Active Voice: Ryan checked the report, but he missed the error.

Passive Voice: The report was checked, but the error was missed by him.

2. Shape the formation of your statements to involve the reader. Strive to develop the “you” attitude.

I need your response immediately so that I can make the employee vacation schedule by next week.

Would you please answer me immediately so that I can make the employee vacation schedule by next week?

3. Revise the following sentences to create a more conversational tone and to state ideas positively.

The undersigned takes great pleasure in welcoming you to our staff.

I’m happy to welcome you to our staff.

Like all the graduates, Cindy Wu is hunting for a job before she graduates. But when they start to find their first job most of the graduates cannot get their satisfactory job due to many reasons.

I feel sorry that Cindy seems a little unhappy about her two-month internship job as an office aide. It may be true for some students that typing on a lifeless computer or writing on stationery is never as enjoyable as talking in a foreign trade negotiation. You don’t easily get noticed by people, at least not noticed face to face, so to speak. But the importance of business writing for a company can never be underestimated. In fact, a professionally written business letter, for example, can be just as essential to a business deal as, if not more important than, a good business talk.

In our daily life, at school or on the job, there is a need for effective written communication skills. Poor writing reflects badly on us, it limits the influence we can have on others, and it steals time away from those who do to decipher what we mean. To avoid these problems, there are a few commonly accepted principles of writing that we can follow.

In order to pass the test, Cindy reviewed what she had learned in the past and did some exercises. On the whole, not bad! She learned and mastered something, but did she do a perfect job? Of course not, she still got something to improve.

For example: in Exercise 1, when we change the sentence from active voice into passive voice based on the instructions of business writing, passive-voice verbs focus attention on actions rather than on personalities. They are useful in being tactful. So we should delete “him” and change it into: The report was checked, but the error was missed.

In Exercise 2, Cindy did not use the right technique of “you” attitude and she just made it more polite. The correct answer should be: Your quick response means your vacation schedules will be ready next week.

In Exercise 3, Cindy was completely right.

Give informal words to the following formal words.

The following words are rather gene ral in meaning. Think of words that are m ore specific.

Arrange each group from the most general to the most specific by writing “1” f or the most general, “2” for the one moderate, and “3” for the one that is the most specific.

1) mammal, cat, animal

2) plant, tulip, flower

3) music, folksong, Oh Susanna

4) brick house, red brick house, house

5) clothes, shirt, white shirt with button down collar

Business writing differs from other types of writing in that it is not really successful unless it arouses readers’ attention and receives their responses. To make their writing effective, business writers often apply 7C’s Principles (i.e. clarity, completeness, conciseness, correctness, concreteness, consideration and courtesy) to their writing.

Clarity means being clear by choosing short, simple, familiar words and sentences rather than long, complex and difficult ones to construct effective sentences and paragraphs to achieve appropriate readability.

Choose natural, familiar, conversational words and avoid jargon;

Use common words instead of uncommon words;

Avoid vague words whose meaning is hard to pin down, such as aspect, facilitate, proximity, etc.

Use short sentences with correct words (avoid ambiguous wording and use precise words instead of almost-precise words.).

In the following table, the words under the heading “Say” are easier to understand than the words under “Don’t Say”, although they convey the same meaning.

In the following table, the sentence meaning of the left column is clearer than that of the right.

Completeness means answering all the questions and requirements put forward by the readers, giving them something extra when desirable, and checking for the five Ws(who, what, when, where, and why) and any other essentials (how).

For example, when you reply to an inquiry, try to answer all questions—stated or implied. A prospective customer’s reaction to an incomplete reply is likely to be unfavorable. Your customer may think you are careless or purposefully trying to conceal your weakness. If you have no information on a particular question, say so clearly; if you want to give unfavorable information in answer to questions, handle your reply with both tact and honesty.

Conciseness means omitting unnecessary words and expressions so that your writing gets to the point. Avoid unnecessary repetition and wordy expressions, include only relevant facts (with courtesy), and organize effectively.

Short sentences and paragraphs are easy to understand. Therefore, business writers try to avoid wordy sentences and lengthy paragraphs. Compare the following sentences:

This principle comprises more than correct grammar and punctuation. Correct grammar is the basic requirement for business writing. Correctness means giving accurate facts and figures, choosing exact words, using correct sentence structures and selecting appropriate writing techniques to create well-organized paragraphs.

Business writing should be vivid, specific and definite rather than vague, general or abstract. So use specific facts and figures; use action verbs; and choose vivid, image-building words.

Consideration focuses on “you” (the reader) instead of “I” or “we” (the writer). You-centered writing is the key to successful business. Effective writers make people believe that the most important person in their correspondence, in their business relationship is “you”, the reader.

The following techniques may help you show your consideration when composing a message:

Tactful way to blame your readers

1) “You” attitude

“You” attitude means looking at things from the reader’s point of view, not selfishly from the writer’s. It emphasizes what the reader wants to know, and reflects and focuses on the needs, interests and concerns of the reader. The opposite of “You” attitude is “We”attitude, in which the writer views every matter from his or her own (or the organization’s) standpoint rather than from the reader’s.

“You” attitude in writing does not simply mean being polite with a large number of polite words. It actually means that writers should show appreciation and care for their readers.

Compare the following pairs of sentences:

2) Tactful way to blame your readers

Occasions like declining an order or making complaints are a part of business life. When this happens, writers may have to write negative-news messages. As negative news often involves blame on the readers and is likely to offend them, writers need to be considerate and adopt tactful means when writing such messages. Compare the probable reactions from the readers after they have read the sentences under “Tactful”and “Blunt”:

Courtesy means treating people with respect and friendly human concern. Writers try to consider the reader’s desires, problems, circumstances, emotions and probable reactions to their request.

Be sincerely tactful, thoughtful, and appreciative.

Omit expressions that irritate, hurt, or belittle.

Apologize good-naturedly.

Use words and phrases that set a positive tone.

Make the reply easy.

Writing takes time. That’s why writing is often referred to as a process. If we take writing as product, we look for things like unity, coherence, and cohesion in the writing. That is to say, we have to go through the following steps to complete this product—our writing.

1. Clarifying your aim

Start by asking yourself questions like what am I trying to achieve: to describe, persuade, or complain? What does my reader need my information for? What would my reader do after reading my writing? By answering these questions, you can get a clear idea of where your writing is leading to. It is good practice to jot down a few sentences outlining your objectives, procedures, etc.

2. Identifying your readers

Ask yourself whether your readers are alike or a mixed group. Find out what they already know about the topic and what they need to know. This will help you decide what details to give and the best way to give them.

3. Making a general plan

In writing handbooks, the above-mentioned two steps are usually considered as parts of planning. We have highlighted these two steps because of their importance to the writing process. The general plan needn’t be very detailed. Writing is a recursive and creative process. The plan is rarely strictly adhered to. In fact, it is usually modified in actual writing. A good technique is to use headings or other signposts to indicate the points you want to cover, the relation between the points, and the order of the points.

4. Sketching a synopsis

Wherever possible, sketch your synopsis（摘要、大纲）or a brief summary of what you have done so far about your assignment. Discuss it with your colleagues, boss or the person who has commissioned the writing. The benefit is obvious: you can check whether you have done the right thing, or whether you have done it properly.

5. Drafting your text

When you are clear about your aim, readers and direction, you can begin drafting your text. But try to remember the following guidelines:

Don’t worry about writing the “perfect” paper the first time;

Your goal in writing a rough draft is to develop and support the ideas listed in your outline;

Don’t focus on spelling and grammar as you write your rough draft. You can check this later in the writing process.

6. Revising and editing

It is rewarding to read through your text. Check the overall flow of ideas and information. Do not be concerned with local issues, like word choice, spelling, grammar and etc. Correct instances of inconsistency, or even restructure the whole piece to ensure unity and coherence. Leave editing to the last and make a final copy for submission.

Choose the best answer to complete the statements or answer the questions.

1. The expression in　very　few　cases could more concisely be stated as

2. On which phase of the three-step writing process that the expert writers tend to spend most of their time?

a. Revising, proofreading and evaluating.

b. Researching, organizing and composing.

c. Analyzing, anticipating and adapting.

d. Visualizing the audience.

3. The primary purposes for most business messages are

a. to sell and inform.

b. to inform and persuade.

c. to persuade and entertain.

d. to inform and impress.

4. Which of the following sentences best demonstrates the “you” view?

a. I have approved your vacation request.

b. You may attend the conference.

c. We will conduct performance reviews next month.

d. You may not return merchandise without a receipt.

5. Which of the following sentences is most conversational?

a. If we all work together, we can meet the deadline.

b. If we all hang tight, we can hit that deadline.

c. If we all collaborate, we can attain the impending time limit.

d. All of the above sentences are equally conversational.

Short-answer Questions

1. Rewrite the following sentences using more positive language.

We　will　not　be　able　to　ship　your　order　until　the　end　of　the　month.

2. Revise the following sentence to improve parallelism.

The　policy　affected　all　vendors,　suppliers,　and　those　involved　with　consulting.

3. Rewrite the following sentence in the active voice.

The　meeting　was　scheduled　by　Mr.　Kinzer.

4. Revise and improve the following sentences.

1)　I　am　writing　to　inform　you　that　we　made　acquisition　of　new　computers.

2)　There　are　definitely　three　advantages　that　this　candidate　has　over　the　others.

Some words are misused in the following sentences, correct them and use proper words in proper places.

1. Misuse of formal words in informal situations or vice versa.

—Hi, Jack! How about coming to my home tomorrow? I’ll extend　a　warm　welcome to you.

2) We will give you a discount of 3 percent if you give　us　money for the goods in 15 days.

2. Misuse of general or specific words.

1) I am very happy because I have met a person.

3. Use of ambiguous words.

1) He told my father that he was wrong.

2) Tom asked Mike when he should come to　his house.

Revise the following sentences so that they are expressed in the “You” attitude.

1. We must receive your receipt with the merchandise, so that we can process your refund promptly.

2. We have approved your credit application.

3. We have shipped your order by UPS, and we are sure it will arrive in time for the sales promotion January 15.

4. I’m asking all employees to respond to the attached survey regarding working conditions.

5. I have scheduled your vacation to begin May 1.

Rewrite the following sentences by using a more conversational tone.

1. All employees are herewith instructed to return the appropriately designated contracts to the undersigned.

2. Pertaining to your order, we must verify the sizes that your organization requires prior to consignment of your order to our shipper.

3. The writer wishes to inform the above-referenced individual that subsequent payments may henceforth be sent to the address cited below.

4. To facilitate ratification of this agreement, your negotiators urge that the membership respond in the affirmative.

5. The undersigned takes great pleasure in welcoming you to our staff.

Revise the following sentences to state ideas positively.

1. We cannot send your order from our warehouse until June 1.

2. If you fail to pass the exam, you will not qualify.

3. Although I’ve never had a paid position before, I have worked as an intern in an attorney’s office while completing my degree requirements.