l/o/g/o chapter 2 social communication 商务交际. social communication in business world, the...

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Chapter 2Social Communication

商务交际

Social Communication

In business world, the most commonly used social writings are

invitation cards and letters, congratulation letters and thank-you

letters. They are mailed via post, and more often by email. Email

has become the most commonly used way for business people to

communicate with each other nowadays. It is through these social

communications that collaboration and cooperation occur.

After studying this chapter, you will be able to:

◇ write invitation cards and letters .

◇ write congratulation letters.

◇ write thank-you letters.

◇ write e-mails.

Chapter 2 Social Communications

Lead-in


Invitation Cards and Letters 1

Congratulation Letters2

Thanks Letters3

E-Mail 4

Chapter 2 Social Communications

Contents


j

In this module, you are expected

Module 1: Invitation Letters and Cards

ObjectivesObjectives

to learn about the format and contents of invitation letters and cards;

to write warm and appropriate invitation letters or cards on different occasions.


Mr. Jiang, General Manager in Zhejiang Sunshine Cashmer

e Co., Ltd. is going to invite Mr. Smith from Messrs. Lee & Co.,

who is a prospective clients of the company, to attend the China

Import and Export Fair ( the Canton Fair), which is going to be h

eld in the spring of 2009. As Mr. Jiang’s assistant, Qiu Xiaoyun i

s asked to write a warm, polite and persuasive letter of invitation.

The following background information is provided as reference.

Task

Your Try Your Try1

An Invitation LetterAn Invitation Letter


Chinese Export Commodities Fair(Spring Canton Fair)

•Time 1: Apr 15, 2009 - Apr 20, 2009•Time 2: Apr 20, 2009 - Apr 30, 2009

•Web site: http://www.cantonfair.org.cn•E-mail: [email protected]•Tel: 020-3856789•Fax: 020-3866789

An Invitation LetterAn Invitation Letter

Industry City Venue Organizer

Consumer Goods

Guangzhou Chinese Export Commodities Fair (Pazhou) Complex;

Chinese Export Commodities Fair (Liuhua) Complex

China Foreign Trade Center Group


What are the features of an effective

invitation letters?

What should be included in an invitationletter?

Note the similarity & difference betweena Chinese one and an English one.

You are divided into several groups.

Please discuss on how to draft an

effective invitation letter, and

comment on your own work. Then

choose the best one out to show in

the class. When you are discussing,

you can pay attention to the following

hints.

Notes:

What’s the purpose of writing this

invitation letter?

Communicative Activity Communicative Activity2


1. What’s the purpose of writing this invitation letter?

This invitation letter is written to invite a prospective customer to the

Canton Fair. By doing so, the relationship is promoted and the service

is developed.

2. What are the features of an effective invitation letters?

The features of effective letters are briefness and warmth. The tone

of these letters is generally polite and semi-formal. For this letter, it

should have an element of persuasion, as the purpose of the letter is

not merely to invite but also to ensure that the recipient agrees to

attend the event. It is a fine combination of present and future tenses

where words and phrases are linked to present the content in an

impressive manner.



3. What should be included in an invitation letter? Basically speaking, an invitation should include the

reason, the time and the place. In most case, the names of

inviter and invitee are made clear.



Zhejiang Sunshine Cashmere Co., Ltd. No.25 Kangtai Road, Huzhou, Zhejiang Province

May 3, 2009

Mr. Smith Messrs. Lee Co.,18 Broad Street

Los Angeles, U.S.A

Sample Analysis

Heading

Inside Address


Dear Mr. Smith,

I hope you are planning to attend the spring China Import and Export Fair held in Guangzhou April 15th through 20th (phrase 1 ), and April 20th through 30th ( phrase 2) ,2009. As you know, this fair is especially for the export commodities from China. It has been held for 105 times by this year and many people say it is now the best fair around the world.

Sample Analysis

Body

Salutation


Sample Analysis

Body

While you are here, I’d like you to visit us so we can have personal communications. The specific information is as the following: Our booths at the Canton Fair (April 2009) 1. Phase 1(April 15-20) Pazhou Complex Hall 28, Floor 1, E16-17 Items: cashmere sweater, cashmere cardigan, cashmere pullover, cashmere jumper, baby cashmere clothing, etc. 2. Phase 2(April 25-30) Pazhou Complex Hall 26, Floor -1, E10 Items: cashmere hats, cashmere caps, cashmere gloves, cashmere scarves, cashmere blankets, etc. We have had a long discussion over emails, telephones and correspondences. Now it is a chance for us to meet each other in person and have a close touch. Such personal contacts, I believe, will enable you to have a more thorough knowledge about our products and expedite our transactions.


If you are planning to attend the fair, would you please fill in the enclosed card and send it to us? We will arrange for your trip accordingly. I cordially hope

you will be with us. Sincerely yours,

Qiu Xiaoyun

Qiu Xiaoyun

Enclosed ─ as stated

Sample Analysis

Complimentary Close

Body

Signature

Enclosure


The definition of an invitation letter

The invitation letter is one of the most popular ways of inviting relatives,

friends, colleagues and business clients to important events. In a forma

l situation, an invitation letter refers to the request regarding the attend

ance of a prominent person, a group of people or representative of an

organization at some particular event.

Summary


The format of an invitation letter

Similar to a job application letter, a

n invitation letter also contains the

heading, date, inside address, salu

tation, body of letter, complementa

ry close, signature and enclosures.

But the content of the body is differ

ent from that of an application lette

r, which mainly focuses on the soci

al event.

Summary


The purpose of invitation letters To invite for a business anniversary; To announce an engagement; To announce an alumni meet; To invite for a job related party or retreat; To announce a special meeting; To invite for the graduation party; To invite the spokesperson for a conference or seminar; To invite to a business social event; To invite a prospective customer to a sales appointment, presentation

or demonstration; To invite to a wedding, anniversary or house-warming ceremony, etc.

Summary


The purpose of invitation letters

To invite for a business anniversary;

To announce an engagement;

To announce an alumni meet;

To invite for a job related party or retreat;

To announce a special meeting;

To invite for the graduation party;

To invite the spokesperson for a conference or seminar;

To invite to a business social event;

To invite a prospective customer to a sales appointment, presentation or de

monstration;

To invite to a wedding, anniversary or house-warming ceremony, etc.

Summary


You are provided more samples on invitation to learn by yourself.

You can make mini comparison on the samples according to see th

e difference

Individual Study

Tips

Sample 1: An invitation letter to a sales presentation

Sample 2: An invitation card to a barbecue


Directions: In part , you have written an invitation letter to Mr. Smith Ⅰfrom Messrs. Lee Co., now you are required to revise your own work according to the 5-C principles in the table.

Practices

Revising Revising1

Purpose Clarity Have you made the purpose clear?

Layout Correctness Does the layout conform to the

requirements?

Language Conciseness

Have you used the proper

punctuation, words, sentence and

paragraphs to express yourself?

Content Completeness Have you included all the points?

Tone Courteousness Have you shown your politeness all

through the writing?


1) On 7th July, we will host an evening of celebration in honor of the r

etirement of Mr. Wang, president of ABC Company. 我公司将于 7 月 7 日主办晚会欢送 ABC 公司总裁王先生光荣退休。 2) You are cordially invited to attend the celebration at Huzhou Hotel No.290 Kangtai Road, Huzhou, at 7:00 pm on April 5th, 2009. 恭请于 2009 年 4 月 5 日晚 7 点光临。地点：湖州市康泰路 290 号湖州宾馆。3) Mr. Wang has been the President of ABC Company since 1999. During this period, ABC Company expanded its business extensively. 王先生自从 1999 年就担任 ABC 公司总裁。自他任职以来， ABC 公司的业务蓬勃发展。

Practices

Translating Translating2


4) Now it’s our opportunity to thank him for his years of exemplary l

eadership and wish him well for a happy retirement. 现在我们可以利用这个机会感谢他的杰出领导，并祝贺他退休愉快。 5) Please join us to say Good-bye to Mr. Wang. 请和我们一起向王先生道别。 6) 张忠良夫妇恭请 Ng Lai Si 女士光临女儿张颖和董志强先生的婚庆。

Mr. And Mrs. Zhang Zhongliang request the pleasure of Ms. Ng Lai Si's company at the marriage of their daughter Zhang Ying to Mr. Dong Zhiqiang.

7) 我们十分荣幸地邀请您参加这个会议。 We take great honor in inviting you to attend the conference.

Practices



8) Translate the following invitation letter into English.发信人：李平湖州进出口贸易公司总经理Smith 先生：感谢您一直以来对本公司的关心和支持，使公司得以业务蓬勃发展，诚邀请您在下周四， 5 月 15 日来我公司进行考察指导交流。并赴本公司的庆典午宴。谨上Dear Mr. Smith,

Firstly, let me express our thanks for your caring and support for our company all these years with which our the business is expanded extensively.

Again, you are cordially invited to our company for review, guidance and intercourse and also a following-up banquet on next Thursday, 15th may.

Yours faithfully,

Li ping,

General Manager

Huzhou Import & Export Trading Company

Practices



Directions: Suppose you have received an invitation card from Smart International Co., Ltd as follows, and you are intended to answer the invitation in the form of card positively and negatively respectively. Remember you should follow the same formality of the invitation card.

Practices

Writing Writing1


Smart International Co., Ltd

Cordially invites you to its

Annual Meeting and Banquet

At Pacific Hotel

88 Smithfield Street, Burwood, NSW

On Friday, October 11, at six o’clock

Featuring

George Jones, Director of the Sunshine Symphony

Speaking on “Music in the late 90s”

And a special performance by the

Sunshine Symphony 　

Invitation CardInvitation Card

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