Transcript Social Communication

L/O/G/O
Chapter 2
Social Communication
商
务
交
际
Chapter 2 Social Communications
Lead-in
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.
Social Communication
Chapter 2 Social Communications
Contents
1
Invitation Cards and Letters
2
Congratulation Letters
3
Thanks Letters
4
E-Mail
Social Communication
j
Module 1: Invitation Letters and Cards
Objectives
In this module, you are expected
to learn about the format and contents of invitation letters and cards;
to write warm and appropriate invitation letters or cards
on different occasions.
Social Communication
Task
1
Your Try
Mr. Jiang, General Manager in Zhejiang Sunshine Cashmere
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
held in the spring of 2009. As Mr. Jiang’s assistant, Qiu Xiaoyun
is asked to write a warm, polite and persuasive letter of
invitation. The following background information is provided as
reference.
An Invitation Letter
Social Communication
An 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
Industry
City
Venue
Consumer
Goods
Guangzhou Chinese Export
Commodities Fair
(Pazhou) Complex;
Chinese Export
Commodities Fair
(Liuhua) Complex
Organizer
China
Foreign
Trade
Center
Group
•Web site: http://www.cantonfair.org.cn
•E-mail: [email protected]
•Tel: 020-3856789
•Fax: 020-3866789
Social Communication
2
Communicative Activity
Notes:
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.
What’s the purpose of writing this
invitation letter?
What are the features of an effective
invitation letters?
What should be included in an invitation
letter?
Note the similarity & difference between
a Chinese one and an English one.
Social Communication
Communicative Activity
2
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.
Social Communication
2
Communicative Activity
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.
Social Communication
Sample Analysis
Zhejiang Sunshine Cashmere Co., Ltd.
No.25 Kangtai Road,
Huzhou,
Zhejiang Province
Heading
May 3, 2009
Mr. Smith
Messrs. Lee Co.,
18 Broad Street
Inside Address
Los Angeles, U.S.A
Social Communication
Sample Analysis
Salutation
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.
Body
Social Communication
Sample Analysis
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,
Body
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.
Social Communication
Sample Analysis
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
Body
hope you will be with us.
Sincerely yours,
Complimentary
Close
Qiu Xiaoyun
Signature
Qiu Xiaoyun
Enclosure
Enclosed ─ as stated
Social Communication
Summary
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
formal situation, an invitation letter refers to the request regarding the
attendance of a prominent person, a group of people or representative
of an organization at some particular event.
Social Communication
Summary
The format of an invitation letter
Similar to a job application letter,
an invitation letter also contains
the heading, date, inside address,
salutation,
body
of
letter,
complementary close, signature
and enclosures. But the content of
the body is different from that of an
application letter, which mainly
focuses on the social event.
Social Communication
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.
Social Communication
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.
Social Communication
Individual Study
You are provided more samples on invitation to learn by yourself.
You can make mini comparison on the samples according to see the
difference
Tips
Sample 1: An invitation letter to a sales presentation
Sample 2: An invitation card to a barbecue
Social Communication
Practices
1
Revising
Directions: In part Ⅰ, you have written an invitation letter to Mr. Smith
from Messrs. Lee Co., now you are required to revise your own work
according to the 5-C principles in the table.
Purpose
Clarity
Layout
Correctness
Have you made the purpose clear?
Does the layout conform to the
requirements?
Have
Language
Conciseness
you
used
the
proper
punctuation, words, sentence and
paragraphs to express yourself?
Content
Completeness Have you included all the points?
Have you shown your politeness all
Tone
Courteousness
through the writing?
Social Communication
Practices
2
Translating
1) On 7th July, we will host an evening of celebration in honor of the
retirement 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。
Social Communication
Practices
2
Translating
4) Now it’s our opportunity to thank him for his years of
exemplary leadership 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.
Social Communication
Practices
2
Translating
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
Social Communication
Practices
1
Writing
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.
Social Communication
Invitation Card
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
Social Communication