Урок по Английски - 3 част - Допълнения

Минаха хубавите празници и настана време за следващият урок по английски.
Тук отново ще дадем някои насоки за писане на добър бизнес имейл.


Write Active Sentences

Modern, business writing should use active sentence structure as far as possible. Active sentences clearly state "who does what to whom". Look at the following example:

Passive: "A cheque was sent to you at your home address last week"

Active: "I sent you a cheque to your home address last week"

In the "Active" example above we know who sent the cheque. By saying "I sent you a cheque" the writer is being open and accountable. In the "Passive" example above, the writer might be concealing (крия, укривам) the identity of the person who sent the cheque.
Passive sentences also often sound distant, cold, old-fashioned and bureaucratic. Passive structures are also more difficult to understand.


Be Positive

If you write in a positive tone, your messages will be clear, friendlier and more precise.

Which of the following sentences is the clearest?

• The switch is not off
• The switch is on

Positive statements are also clearer because they are usually more precise and complete. For example:

• Please don't be late.
• Please meet me in the M Hotel lobby on Tuesday 3 June at 10.00 am

Be direct: use verbs instead of nouns

It is usually more direct to use verbs instead of nouns.
Example:

• We have conducted an investigation into the complaints and will make improvements to the delivery system.
• We have investigated the complaints and will improve the delivery system.

С това приключват уроците по английски език свързани с писането на добър бизнес имейл.

Ето линкове към всичките 3 части:

• Урок по Английски - 1 част - The BLADE structure
• Урок по Английски - 2 част - The BLADE structure details
• Урок по Английски - 3 част - Допълнения

Какво следва - Meetings!

Урок по Английски - 2 част - The BLADE structure details

Здравейте, след като в първата част ви запознах с принципа BLADE (Bottom Line, Action, Details, Extra) за писане на добър бизнес имейл, днес ще продължим с малко повече детайли и примери за всяка една отделна част.

1. Purpose - whatever you write something you must be sure of your main purpose of writing. You should state the purpose of your email in the opening sentence and/or in the subject line.
   Examples:
   


• I am writing to confirm the details of our discussion on the phone this afternoon. (confirm details)
  


• Here are the steps ... or ... I am writing to guide you through ... (give instructions)


• Below is the list of details ... or ... The following steps should be taken...(list details)
  


• Could you please explain in more detail ... (enquire)


• We would like to introduce/show ... (introduce)


• I am sorry about ... or ... Please accept my apologies ... (apologize)


• I am happy to inform you ... I would like to let you know ... I am afraid ... We regret to inform you ... (give news - good, neutral, bad)


• What you need to do ... It would be better if you ... (persuade)


• I would like to invite you to ... (invite)


• I appreciate ... Thank you ... (thank)


• I am really disappointed ... (complain)


2. Action - when you have decided what your purpose is, you must decide what action you want to happen as a result. Here are some language tips for writing information in the Action section of your correspondence


• Action that you promise to take for your reader (and exactly when you will do it):
  I will send you the first prototype on 23 March.


• Action that you want your reader to take (and exactly when you want them to do it):
  Please send me your application before 19 May.
  Please make sure you apply before..


• Action that you recommend (you should, you will need to, you must)
  What you need to do is ...
  I would recommend you ...
  You'd better ...
  You will need to contact ...
  

NOTE: In emails it is better to use "Please" instead of "kindly". Never use "kindly"!


3. Middle Section - write numbered and bulleted lists. Lists are easier to read than paragraphs, because readers can scan them quickly. They require fewer words; they group related information visually on the page or screen; and numbered lists show sequence in the simplest way possible.

Top Tips on how to use lists:


• Use numbered lists when the order of information is important


• Use bulleted lists when the sequence of items is not important


• Use bulleted lists when each item is of approximately equal value


• Use one blank line between items to improve readability


• Try to start each item with a 'content' word (not articles or propositions)


• Introduce each list with an explanatory sentence


• Do not number paragraphs


• Do not use many lists


• Try to keep the number of items to less than six in correspondence (this is too long ;-))


• If you can, put the longest item at the end of the list so that it does not interfere with reading the others (like this :-))
  

Here is another example of a full email which follows the above rules:

Subject: The Future of HRD Conference 2007 - 7 & 8 December

Dear Mrs Guci

I am pleased to invite you to the Future of HRD Conference 2007 at the Two Towers Hotel on Thursday and Friday, 7 & 8 December.

If you would like to join us this year, please complete and return the attached registration form to me by 30 November. There is no need to print and sign it.

Highlights of the conference include:

• Keynote speakers from the UK, US and Asia
• HRD Past, Present and Future
• Innovations in systems and training
• The new revolutionary HRD management robot from Japan

You will see presentations from a distinguished panel of professional speakers who will be able to give you expert advice on any area of HRD. I have attached a detailed outline, which I am sure you will find interesting.

Please call me if you have any questions.

Sincerely

Guc Gucalinov
Conference Secretary

Урок по Английски - 1 част - The BLADE structure

Welcome, за нашият първи урок по английски език. Той ще включва полезни неща за писане на добър бизнес имейл (business email).

Ще започна с информация за BLADE, което представлява принципи за писане на добър имейл (principles of good email writing). За съжаление гугъл не можа да намери нищо по-подробно, но аз ще се опитам да го обясня по спомени и записки.

The BLADE Structure

• BL - Bottom Line - state your main reason for writing. Be direct. Be concise (сбит, стегнат, кратък). Be specific. Be complete. You do not need to mention previous correspondence or meetings as you might do in a letter. Avoid any pre-amble (встъпление, предисловие) or background information.
• Action - You. This could be action that you promise to take.
  Your reader. Action that you want your reader to take.
  Be specific and give a clear and realistic deadline.
• Details - give all details that your reader will need. Be concise. You can list the details as bulleted points or sequence them in a numbered list to make them easy to read.
• Extras - Put everything else in this section at the of the message. This is where you can add any social remarks (compliments, jokes, chit-chat) or background information.

In a model email:

• There is an informative subject line (less than 8 words)
• The "Bottom Line" is clearly stated at the start of the email.
• The "Action" point is immediately after the "Bottom Line", eg. "Please let me know before Friday..."
• The deadline is specific and clear.

Ето и един пример за добър имейл, който следва гореописаните правила:

Dear Guci,

I would like to invite you to give a short half-hour talk to launch our first stress management workshop on 10 June.

Please let me know before this Friday (2nd) if you can help us. Here are the details:

• Your topic: The Importance of Fitness in Managing Stress
• Date and time: 10 June 2008 from 11 to 11.30 pm
• Venue: ComSing Tanjong Pagar Branch
• Fee: $190

We all enjoyed your stretch breaks so much that we instantly thought you were the right person to launch this workshop.

I really hope you can make it.

John

Това е за сега. Очаквайте и 2 част на урока съвсем скоро (тия дни по Коледа).