Lesson Eight Neutral Replies to Routine Requests 第八课 对日常询函的中性答复 教学目的 了解中性答复的特点 了解中性答复的一般结构 掌握本课的语言特点 独立完成练习 Letters with neutral information are usually routine Positive responses to routine requests.A neutral message is one in which a favor can be easily offered. And the reader is usually a regular customer with whom a business relationship has been already established.The main purpose of writing the letter is to convey the necessary information and courtesy.Even though it contains only one or two sentences,skillful communicators show much attentionto build up more effective messages. When grantinga routine request,the good news should be presented to the reader quickly,briefly and politely.Lettersofthis type are usually called form letters.The general structure for messages conveying neutral information is as follows. 1.Present the most important information in a positive way; 2.Describe reader benefits associated with the information; 3.Specify the Who,What,Where,and How related to the action you are going to take; 4.Close the letter confidently and politely Specimen Letters 8.1. Routine Response to an Inquiry for a Brochure Dear Sir With reference to your inquiry of March 10,enclosed is the brochure on the current electronic organs in which you expressed an interest
Lesson Eight Neutral Replies to Routine Requests 第八课 对日常询函的中性答复 教学目的 了解中性答复的特点 了解中性答复的一般结构 掌握本课的语言特点 独立完成练习 Letters with neutral information are usually routine Positive responses to routine requests. A neutral message is one in which a favor can be easily offered. And the reader is usually a regular customer with whom a business relationship has been already established. The main purpose of writing the letter is to convey the necessary information and courtesy. Even though it contains only one or two sentences, skillful communicators show much attention to build up more effective messages. When granting a routine request, the good news should be presented to the reader quickly, briefly and politely. Letters of this type are usually called form letters. The general structure for messages conveying neutral information is as follows. 1. Present the most important information in a positive way; 2. Describe reader benefits associated with the information; 3. Specify the Who, What, Where, and How related to the action you are going to take; 4. Close the letter confidently and politely. Specimen Letters 8.1. Routine Response to an Inquiry for a Brochure Dear Sir With reference to your inquiry of March 10, enclosed is the brochure on the current electronic organs in which you expressed an interest
Should you have further questions,please do not hesitate to write or call.We are always at your service. We thank you again for your interest in our products and look forward to your further orders. Truly yours 8.2 Routine Reply to an Inquiry for Product Information Dear Mr.Bacon In regard to your letter ofApril 25,enclosed please find a report from one of our users on Coal Cleaning Equipment. We hope that the report will offer you the necessary information.If there are any questions concerning the operation and service of the equipment,just let us know.We await with keen interest in doing business with you. Yours sincerely 8.3. Form Letters ofAcknowledgement to Orders a.Thank you for your February 20 order for office supplies.It is being processed and will be shipped on March 28 via S.S."Taihe. b.We are writingto confirm the supply ofyour order No.2865on the terms and conditions stated in your letter and are arranging for dispatch next week on S S."Good Luck." c.This is just a short note to let you know that your order of May 20 has been received and is being filled according to your usual instruction. d.Thank you for reordering more ofour goods.As requested,we will get the shipmentready withinthese two weeks.We will keep you informed ofour procedures. Review Questions
Should you have further questions, please do not hesitate to write or call. We are always at your service. We thank you again for your interest in our products and look forward to your further orders. Truly yours 8.2. Routine Reply to an Inquiry for Product Information Dear Mr. Bacon In regard to your letter of April 25, enclosed please find a report from one of our users on Coal Cleaning Equipment. We hope that the report will offer you the necessary information. If there are any questions concerning the operation and service of the equipment, just let us know. We await with keen interest in doing business with you. Yours sincerely 8.3. Form Letters of Acknowledgement to Orders a. Thank you for your February 20 order for office supplies. It is being processed and will be shipped on March 28 via S. S. "Taihe." b. We are writing to confirm the supply of your order No. 2865 on the terms and conditions stated in your letter and are arranging for dispatch next week on S. S. "Good Luck." c. This is just a short note to let you know that your order of May 20 has been received and is being filled according to your usual instruction. d. Thank you for reordering more of our goods. As requested, we will get the shipment ready within these two weeks. We will keep you informed of our procedures. Review Questions
1.In what situation is a letter with neutral information written? 2.What is the general structure for writing messages conveying neutral information? 3.Why are neutral and positive messages discussed in the same chapter? 4.What is the importance ofwriting a prompt form letter to a routine order? Application Problems 1.When granting a routine request,showyour reader the good news quickly, clearly and politely.Even thoughyou are writinga neutral letter,you should still say"thank you".Read the following letter,offer your comments and then write your own
1. In what situation is a letter with neutral information written? 2. What is the general structure for writing messages conveying neutral information? 3. Why are neutral and positive messages discussed in the same chapter? 4. What is the importance of writing a prompt form letter to a routine order? Application Problems 1. When granting a routine request,show your reader the good news quickly, clearly and politely. Even though you are writing a neutral letter, you should still say “thank you”. Read the following letter, offer your comments and then write your own
