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Business writing - Coggle Diagram

- - - - Specific and Factual(具体和事实） --- 1. Be particular/ 2. supported with details and facts
      - Consistent and Coherent（一致和连贯） --- 1.Spacing/ 2. Identically displaying sub-heading and enumeration
      - Objective and Impersonal(客观的）---1. Free of any bias or prejudice caused by personal feelings/ 2. Based on facts rather than assumptions/ 3. Mostly employing the third person form
      - Graphics（图形）
        
        Narrate the trend in the graphics---1. Upward trend( go upward, to grow to..., up...%) /2. Downward trend(to decline, decrease, fall) 3. Level-off trend( to level off and to reach a plateau) /4.Extent to which the trend develops(steeply, dramatically, greatly) /5. Percentage(take up %; occupy %; account for %)
        
        Compare and analyze the data
        
        Types
        
        Line Chart---involving a vertical axis and a horizontal axis(Function: illustrating trends over time or plotting the relationship of two variable)
        
        Bar Chart---Function: visually portraying specific amounts by the height or length of rectangular bars
        
        Table---a systematic arrangement of data in columns and rows(Function: presenting detailed, specific information)
        
        Pie Chart---Function: representing relative proportions of things as slices of complete pie
        
        Flow Chart---Function: illustrating a sequence of events from start to finish
    - - Procedure/Proceeding--- 1. a brief description of the methods used to collect the information(questionnaires, interviews, visits...) /2.can be linked onto section "Introduction" in some business reports
      - Findings--- 1. main body of the report /2. being presented logically in sections(sub-heading, enumeration)
      - Introduction/ Purpose--- 1. why the report is being written /2. who is going to read the report /3. what information is required
      - Conclusions--- 1. logical implication of the findings /2. No new facts should appear in this section
      - Heading/Title---Briefly giving the subject matter of the report
      - Recommendations---No need to state the reasons
    - - Letter Format---external means of communications---1. the writer's address /2. the date /3. inside or the reader's address /4. greeting(salutation) /5. subject /6. body /7. complimentary close /8.signature block
      - Memo Format---1. informal reports/ 2.internal or external communication---1. the reader's name /2. the writer's name /3. the date /4. subject line /5. body
      - Preprinted Format---1. routine information/ 2. supplying information asked for by filling out the items on the report----1. a title page /2. an introduction /3. findings(sections with headings in the body ) /4. conclusion /5. recommendations(when required)
      - Formal Format---课本P81
    - - Informational Report
        
        Periodic Report
        
        Paying attention to points when composing a periodic report--- 1. Summarize regular activities and events during the reporting period /2. Describe unusual events to which the management should pay attention /3. Highlight problems and needs
        
        For reference: 1. Overview or routine responsibility /2.Discussion of special projects /3. Plans for the coming period /4.Analysis of the problem
        
        Introduction---describing what had happened in a department during a particular period
        
        Investigative Report---written in response to a request for information
        
        Purpose---providing data for a specific situation
        
        Items--- 1. Heading /Title /2. Introduction /3. Findings /4. Conclusions and Recommendations
        
        Situational Report--- 1. often prepared in memo format /2. informal /3. variable length
        
        Trip Report
        
        Introduction---description of what occurred during a conference, convention, trip or other activity
        
        Items--- 1. Brief introduction which usually supplies the information about the topic /2. Purpose of trip /3. Description of the activities /4. Evaluation of the trip
        
        Progress Report
        
        Introduction---describing the progress of a plan being carried out or a project which is underway or whether it is within the budget or not
        
        Items--- 1. Summary (process; status; on schedule/ within budget the work performed; when to finish ; the remaining costs; possible problems...) /2. Work already accomplished /3. Work that is to be completed /4. Your future plan or your forecast
      - Analytical Report
        
        Introduction---Emphasizing analyzing, drawing conclusions, proposing recommendations
        
        Purpose---Persuading the readers to accept the conclusions and to act on the recommendations
    - - Purpose(Functions)--- 1. To provide information/ 2. To analyze the collected data (to supply conclusions and recommendations if requested.)
      - Types
        
        Formality ( formal, informal )/ 2. Function (informational reports, analytical reports )
        
        1.Informational reports---carry objective information form one area of an organization to another to present data without analyses or recommendations./ 2. Analytical report---provide data, analyses and conclusions on the issue that the writer has been asked to investigate.
      - What ( Definition )---an orderly, objective message (written) used to convey information to assist an decision- making or problem solving
  - - - Solicited(written at the request of others)---Internal
        
        Formal Solicited(written in response to published requirements)
        
        Informal Solicited(resulted from the conversations held between a vendor and a prospective customer)
        
        Structure
        
        Introduction( Usually including an account of purpose, theme, scope this proposal will involve, problem, etc.---why do write and what is the purpose)
        
        Body (Focusing on effective solutions to the problems, i.e.----what kinds of approaches should be adopted or your timetable to complete the plan or project budget and cost of the program. )
        
        Plans put forward by one department in your own company due to the need of work( written for your own company's development usually in the format of a memo )
        
        Conclusion
        
        Summarizing your steps to carry out the plan
        
        Offering to meet with the reader for further discussion
        
        summarizing your solutions to the problem
        
        Key points ---1.make clear the problem/ 2. suggest a solution clearly and succinctly/ 3. explain why it is a good and feasible solution/ 4. show how it can be put into effect.
      - Unsolicited( written on your own even though no one has asked you to do so)---External
        
        Body: (What you can offer )
        
        The concrete steps to be taken
        
        Credential of your company, expertise and qualification of the personnel
        
        The details of your plans
        
        cost and budget
        
        The strength of your products
        
        Conclusion
        
        The last opportunity to persuade the reader to accept your proposal
        
        Restate the merits of the proposal/ 2. Stress your company's competitive edge.
        
        Prefatory Parts: the cover, title page, table of contents
  - - - Body
        
        Points in discussion---The following points were raised in discussion or (subtitles)
        
        Conclusions---It was resolved that...(No conclusion: Any other business )
        
        Opening statement---Begin with call to order:
      - Adjournment time
        
        Eg. The Chairman thanks all participants for their presence and concludes the meeting at 5:30 p. m.
        
        Eg. The meeting was adjourned at 5:30 p. m.
      - Headings
        
        List of attending
        
        The name of presiding officer
        
        Title---1. the name of the company being discussed/ 2. the reason for the meeting/ 3. the type of meeting( regular, special, etc. )/ 4. the date, time and location
        
        Apologies for non-attendance
      - Signature of the minutes recorder
        
        the signature
        
        the title of the Secretary
    - - Being clear--- 1. abbreviation/ 2. jargon or technical words(explanation )/ 3. being definite about facts( date; time )
      - Being accurate--- 1. accurate information/ 2. correct vocabulary
      - Being brief
      - Being complete
    - - Methods of recording meeting: 1. Formal Meeting---full details( large client meetings; legal proceeding )/ 2. Informal Meeting---summary or a list of action points( small informal client meetings; internal meetings )
      - Definition---a summarized or condensed record of what has taken place in a meeting
      - What---a written record of the business transacted at a meeting( record--a process of repetition and interpretation )
      - Functions--- 1. Provide an authoritative source and permanent record of proceedings for future reference/ 2.Provide formal evidence of decision ( appointments, financial allocations, authorized actions )/ 3. Provide an official record which can be used in legal proceedings/ 4. Inform members not present at the meeting/ 5. Provide documentary evidence for audit purpose
  - - - The process of tendering
        
        Preparation of bidding documents
        
        Submission of bids
        
        Publicizing the invitation for bids
        
        Opening and evaluation of bids
        
        Contract award
        
        Preparation of tender documents
      - Types
        
        Open tender(公开招标）
        
        Restricted tender (局限性招标/限制投标）
        
        Advertised tender: 1. Being open to all vender or contractors who can guarantee performance/2. Being highly competitive between contractors/ 3. Being delayed and high-cost in tender analyses
        
        Invited tender: Being only open to selected prequalified vendors or contractors
      - Introduction
        
        What: Companies, utilities, governments (need materials product or build a project)---invite people to bid (how)---prepare tender documents
        
        Why: To ensure that the work to be done is given out in a fair way
    - - Invitation for bids: 1. Call for bid/ 2. Letter of invitation for bids
      - form
        
        Body ---information about project
        
        Close---information about bidder
        
        Headline "Form of bid "
  - - - Memo Headings: 1. TO sb./ 2. From someone / 3. Date 4. Subject
        
        Subject Line: 1. Summarize the main idea of the message/ 2. Help readers quickly grasp the main idea of the message/ 3.Help readers file the message more efficiently
        
        To ---1. one specific person/ 2. several persons
      - Text
        
        Body---details about the topic
        
        Close(not usually needed )---1. restating the important content from the body/ 2. asking for a response/ 3. a conclusive sentence for ending
        
        Introduction---Topic: Background information (brief )
    - - Boldface or italics（粗体或斜体）
      - Heading and subheadings(副标题）
      - Numbers or bullets listed vertically (starting with the same parts of speech, say, adjective, verbs, nouns...)
    - - What: Administrative document used for internal communication---Used for the company's own staff/Intra- company document
      - Functions:1. To announce policies/ 2. To disseminate information/ 3. To delegate responsibilities / 4. To report the result of a research or an investigation / 5. To inform employees of company goals
  - - - Body
      - Final Claus: Witness Clause
      - Preamble: title, parties, contract number, date of signing, signing parties, place of signing, interpretation clause, etc.
    - - Sales Contract / Purchase Contract / Agency Contract / Employment Contract / Joint Venture Contract / Lease Contract
      - sales-related Contract/ Lease/ Employment-related Contracts/ General Business Contract
    - - 协议是合同的一种概念，所有的合同都是协议，但并非所有的协议都是合同。（1. 合同有违约责任的规定，协议没有。2. 协议书比合同应用的范围广，项目往往比合同项目大，内容不如合同具体。--签订协议后，往往还要分签订一些专门合同。3. 协议没有具体法规规定。
      - Using contracts: 1. Help protect your company/ 2. Help you conduct business activity with more ease/ 3. Help add a level of professionalism/ 4.Help you prevent disputes and misunderstandings.
      - Agreements: an official document that businessmen sign to show that they have agreed to something
      - Functions: 1. To create a work relationship with the other party/ 2. To protect the interest of both parties/ 3. To minimize any conflicts of both parties.
      - Contract: a formal legal agreement
      - 1.Mediation (调解）：结果不具有强制约束力/ 2.Arbitration (仲裁）具有司法性质，其结果具有强制约束力-----区别：1. 调解具有一定的随意性。2. 调解具有更大的灵活性。3. 调解达成的协议须经当事人完全同意，有一方不同意就不能生成调解书。4. 调解书做出后不能马上生效，须经双方当事人签收后才具有法律效力。（签字前可以反悔）
    - - Words and Phrases
        
        Employment of archaic words and phrases
        
        Loan words: addiem (指定日期） statusquo (现状） null and void (无效） vice versa (反之亦然） adhoc (特别，临时） as per (按照） proviso (限制性条款）defacto (事实上） nota bene (注意）
        
        Formal words: buy-purchase/ change-modify, after/ go-proceed/ begin, start- commence/ end-terminate/ tell-notify/ help-assist/ before-prior to/ produce- manufacture/ being talked about-in question / about-with regard to / according to-in accordance with/ seldom-in a few cases/ friendly discussion -amicable consultation
        
        具有特殊词义的普通词汇：assign (转让）
      - Others
        
        Heavy use of "and" ,"or" and "and/or"----clearly cover every circumstance that may happen
        
        Wide use of statement-type sentences---in the form of statements with no questions
        
        Preference for lexical repetition--almost no pronoun
        
        Simple present tense---1. Being concise and straightforward 2. Being clear (realized at present or in the future---using the simple present tense
      - Lexical Features/ 2. Grammatical Features/ 3. Stylistic Features
  - - - Tone of business letters
        
        Avoid statements that destoy goodwill
        
        Eliminate condescension消除傲慢
        
        Avoid statement of surprise, doubt and judgement
        
        Project a positive, tactful（机智，老练的） tone
        
        Avoid using second person when stating negative ideas.
        
        Use passive voice to convey negative ideas.
        
        State ideas by using positive language
        
        Use the subjunctive（虚拟） mood when stating unpleasant thought.
        
        Use bias-free language（使用无偏见语言）
        
        Personal pronouns
        
        Correct gender-biased language
        
        Avoid using a pronoun
        
        Repeat the noun
        
        Use a plural form
        
        Use pronouns form both genders
      - Sales letters
        
        Definition--- Used to introduce products or services to potential customer and encourage purchases or inquiries.
        
        Rules
        
        Get the readers' attention---Grab the attention of the prospects, impress him or her, and attract him or her to read further. ( the opening paragraph)--- 1. A personal experience /2. A solution to a problem /3. A what-if opening /3.A question
        
        Arouse the readers' interest--- Focus on a central selling feature*1. Introducing the product, service or idea /2. Providing a relevant facts to let him or her to know how you can help /3. Offering a solution to his or her problem
        
        Create desire---Sustain audience's interest*Provide enough supporting evidence to satisfy your readers' need: 1. Offering convincing proof of the product's quality and value /2.Talking about benefits, provide statistics, give real examples, and use testimonials and/or guarantees
        
        encourage action ---Increase your chances of getting action: 1. Allude to the reward for taking action /2. Present the action as specific and being easy to take /3. Provide some stimulus to quick action
        
        Tips---1. Know your product and your customer well /2. Use "Grabbers" at the very beginning /3. Be polite /4. Leave a positive impression on your prospective customer /5. Be professional and sincere
        
        Common types of sales letters
        
        /2. Retail sales letters （零售销售信）
        
        /3. Sales promotion letters（促销信）
        
        /1. Direct mail sales letters(直邮销售信）
    - - Replies
        
        Basic Structure--- A, Expressing your appreciation //B. Confirming that you can help //C. Answering each request from the inquirer(suggestion alternatives; new products) //D. Concluding your letter
        
        Structure: //Opening--express your appreciation for his/her interest in your goods and company //Confirming that you can help //Answering request from the inquirer //Suggestion alternatives //Concluding your letter
      - Letter of declining(structures)
        
        State your refusal---The refusal statement should be in the same paragraph as the reasons
        
        Offer a constructive suggestion or an alternative plan ---preserving future relationship with the other party
        
        Explain the refusal---reasons are vital
        
        Close positively --- about some aspect of the topic other than the bad news
        
        *Delay opening---buffer, introductory paragraph //Function--a transition of reasons
      - Inquiries
        
        Types---A. General inquiry: a general inquiry is a request for a price list, catalog, samples, terms of payment, etc. B. Specific inquiry is cent when the inquirer intends to conduct business with the supplier, asking for more detailed information like price terms, quantity, port of shipment, packing, etc. C. First/Initial inquiries: made by new or perspective buyers D. Routine inquiries: Made by old or long-standing buyers
        
        Structures: A. Opening for First/Initial Inquires---tell your supplier what sort of firm you are; the source of the information about the supplier B. Indication of the demand for the goods inquired for (including details of the inquirer's requirements) C. Closing---1, Look forward to receiving your reply //2. Look forward to hearing from you //3. Look forward to your pompt reply //4. We appreciate your early reply //5. We are expecting your (quotation) soon
        
        Introduction--- A letter a buyer writes in order to get information about a product he/she intends to buy(Sales literature about products and services: price lists/ catalogs/quotations/ discounts/dealer price/the name of a dealer or local supplier/terms of payment/the time required for delivery/free samples or other materials
    - - Be courteous礼貌，谦恭的 ( Courtesy)
        
        Be polite
        
        Be equal to each other
      - Be concise and to the point简洁，到点 ( Conciseness)
        
        Avoid wordy sentences/ Avoid wordy sentences by using suffixes and prefixes, making changes in word form, or substituting precise word for phrases
      - Be conversational健谈的 ( Consideration---You attitude)
        
        Choose the simple, informal words
        
        Avoid slangs(避免缩写）
        
        Avoid from letters (Eliminate cliches )
      - Be correct (Correctness ) Grammar, punctuation, spelling, information, figures......
      - Be clear ( Clearity ) Your purpose and the words are clear to your readers.
      - Be convincing ( Concreteness---using specific words(vivid/avoiding misunderstanding ) To persuade your reader to do something.
      - Be complete ( Completeness )
        
        format
        
        information
        
        including all the essential elements. striving to make all points detailed, and answering all questions asked or implied.
    - - Letter of Congratulations---Guidelines: A. Express your delight at hearing the good news and, if necessary, make favorable comments //B. Express your congratulations //C. Close with a warm, courteous statement, namely, your best wishes for the future success, or cooperation, etc.
      - Letter of Sympathy and Condolence
        
        Guidelines of Sympathy---A. Start with a statement of sympathy //B. Express your wish for early recovery or getting out of difficulties //C. If necessary, offer your help
        
        Guidelines of Condolence--- A. Strat with a statement of sympathy //B. Follow with sentences about mutual experience or relationships //C. Close with some words of comfort and affection or if necessary, an offer to help can be presented
        
        Purpose--to show your concerns and to cheer up the unhappy victims of set pattern // no set pattern
      - Letter of Thanks---Guidelines: A. Express your sincere thanks //B. Be specific about what is appreciated //C. Close the letter with a warm statement---your good wishes
      - Letter of Complaints and Claims---Guidelines: A. State the request at the beginning //B. Explain details to assess the situation //C. Name specific actions to correct the problem and politely mention string terms if you fail to get a satisfactory reply //D. End positively---express your appreciation in advance for taking the action requested
      - Invitation Letter
        
        Formal Invitation---A. Typed on A5 or A6 good quality paper or decorative card //B. Written in the third person; stating the nature of the event; name of the host; the exact time and date; venue //C. Dress requirement //D. RSVP(R. S. V. P): "please reply"
        
        Informal Invitation---refer to himself or herself as I or to the addressee as you ; in the first person //Reply Guidelines---A. Thank the recipient for inviting you //B. Express your delight to accept the invitation //C. Confirm the date and other details about the meeting or visit //D. Ask for more information //E. Express your appreciation again at the end of the letter
        
        Using---The opening of a new branch office; the promotional activities; the celebration of the anniversary of companies; the retirement of a senior member of staff
    - - The modified block format（修改的块状格式）
        
        lined up; presentable
        
        Based on the block format
        
        The letterhead, the date, the complementary close, signature----- the right-hand side
      - The semi-block format（半块格式）
        
        The letterhead, the date, the complementary close, signature----- the right-hand side
        
        The first line of each paragraph----- indented (the only difference between the semi-block format and the modified format)
      - The block format(simple appearance quicker to type )块状式
        
        elements from date to signature--- the left-hand side (neatly)
        
        body of the letter ----- 1-2 line spaces between paragraphs (consistency)
        
        the full block format
        
        open punctuation
      - The indented format（缩进格式）
        
        (the letterhead ) the inside address---the line should be indented 2-3 spaces
        
        the letter body---the first line of each paragraph should need 4-5 space indentation
        
        almost all elements---indented(the letterhead, the inside address, the letter body, the complementary close, the signature( Right-hand side ）
      - Form of envelop
        
        receiver's address(The right-down side)
        
        stamp(The right-up side)
        
        sender's address(The left-up side)
        
        NOTE: 航空 By Air Mail; Par Avion 挂号 Registered 印刷品 Printed Matter 快件 Express 内有照片 Photo Enclosed 样品 Samples Post
    - - Letter of Recommendation---Guidelines: A. Use one or two statements to establish the subject //B. Provide only job-related in formation, (namely, a person's qualities, emphasizing the strong points, potential, or other outstanding features) //C. Summarize by giving a favorable comment or offer a forward-looking thought at the end of the letter if it is necessary
      - Letter of Notification（通知，布告，告示）---A. Notify the other party of changes in your premises, the address of your new office or changes in personnel, etc. or any necessary background information //B. The closing---Your expectation for further business transactions
      - Letter of Appointment---Guidelines: A. Start with the request for appointment and state your reasons //B. Give the exact details about the place and the time or let the other party choose the time, if your schedule is not busy //C. Asked the other party to contact for confirmation
    - - Signature
        
        To indicate the approval of the responsibility for the content of the letter
        
        align with complimentary close( the type-written signature and the title of the writer-------Yours faithfully (Your signature ) Ma Qiang Personnel Director
      - The Enclosure
        
        Also Attachment 2.Enc./At. 3. To inform the readers of what is enclosed
        
        Enclosure: copy of invoice 3505
      - The Complimentary Close
        
        1.To say "Goodbye" 2. To agree in tone and manner with the salutation at the beginning
        
        1.Your faithfully (Dear Sirs/Madam, Dear Sir/Madam) 2. Your sincerely (Dear...) 3. Yours truly 4. Your respectfully
      - The Letter Body
        
        The Opening
        
        Set the tone for the rest of the letter and indicate what is going to be about (subject) Eg. replying letter "Thank you for your letter of 20 March about the trade exhibition."
        
        Arouse readers' attention and interest
        
        Body Text
        
        Why you are writing 1. arrange the supporting deals logically 2. state in brief, clear and direct way
        
        The Closing
        
        To summarize your position(static)
        
        To indicate any action that needs to be take, and by whom(dynamic)
        
        two lines below the salutation 2. double spaces to separate paragraphs
      - The Subject Line(American Cars Re: Your order No.453 for electric drills Subject: Insurance policy No.234)
        
        To indicate the subject and purpose of the letter
        
        Between salutation and the letter body
      - Carbon Copy(CC, Cc, cc)
      - Salutation
        
        a group (Dear Sirs/Gentlemen/Madams/Sirs and Madams)
        
        no information about recipient (To Whom It May Concern )
        
        writer-recipient relation and the formality of the letter 2. two lines below the last line 3. an individual (Dear Sir/Madam Dear Kris Smith Dear Miss. Smith )
        
        Special title: Dear Dr./Prof. Smith )
        
        add a colon(formal letter) or a comma(personal letter), (not a semicolon) after the salutation (Dear Mr. Ambassador: Dear John, Dear Mr. Smith,)
      - The Attention Line(attended by or directed to a specific person or department)
        
        1.Attention: Mr. Smith 2.Attn: Mr. Smith
      - The inside Address
        
        recipient's name, address, job title
        
        when addressing
        
        address the person in the form in which he or she has signed(eg. John Smith)
        
        address a man or woman( Mr. John Smith or John Smith Ms. (Mrs. or Miss.) Susan Brown or Susan Brown)
        
        write to company or organization know a person who deal with your letter do not know a person who deal with your letter(write his or her name/job title)
        
        location (at the left margin)
      - The Return(Sender's) Address
        
        to make the recipient get the way to contact the writer(使得收件人获得与写件人的联系方法）
        
        necessary only when you are using a blank sheet of paper（仅当您使用一张白纸时才写）
      - The Date(Don't use all the figures in the writing of the date!
        
        M/D/Y(widely used in US): September 6, 2019
        
        D/M/Y(typical in the Great Britain): 6 September, 2019
      - Reference Number
        
        Your ref: 345SCB/bxc Our ref: 532ZXY/mzs
        
        345---file number SCB---initial letters of singer's name bxc---initial letters of typer's name 532---file number ZXY---initial letters of signer's name mzs---initial letters of typer's name
        
        Re: Your letter dated March 2, 2020
      - The Letterhead
        
        company address
        
        telephone number
        
        company name
        
        fax and telex number
        
        sometimes: company logo, website, e-mail address, a trademark or a brief slogan
      - Postscript(to add an afterthought Ps: )
  - - - Telephone questionnaire( 1. Better for open-ended questions/ 2. higher response rates/ 3. Less costly)电话
      - In-person questionnaire纸质
        
        costly
        
        cost-effective(effective in the benefits and money spent )---(Since large number of responses can be obtained, this method is more cost-effective.)
        
        No chance to elicit opinion or prob for greater clarity.
      - Mail questionnaire(self-administered---trade-off between data quality and quantity)电子邮件
    - - Questions
        
        A set of questions for respondents to answer./ Some spaces where you invite respondents to make comments or suggestions
        
        Features: 1. Using ordinary words/ 2. Avoiding leading questions/ 3.Using of dual statements: positive and negative
        
        Types
        
        Open-ended (unstructured )questions answering in respondent's own words
        
        Closed (structured )questions (a set of alternatives: multiple choice---choose one or more alternatives given / dichotomous---only two alternatives to choose / a scale---continuum upon which a set of alternative choices are placed.) always/often/ sometimes/ seldom /never
        
        Order
        
        Background information first
        
        General questions before specific questions
      - Demographic information
        
        name, title, department, gender, age, education, etc. of respondents
      - Introduction
        
        Background information of the research
        
        A statement, or an explanation why the questionnaire is important for the respondents to complete the form.
        
        Instructions on how to complete the questionnaire.
      - Thank-you note
        
        Expressing thanks the respondents for filling the questionnaire/ 2. Telling them what to do with the completed form
    - - Purpose: 1. Decision-making/ 2. Preparation of a report
      - What: A list of questions or statements used to gather information in a survey.
- - - - indentation （空格，缩进）
      - labels （标签，称号）
    - - 1,2,3........ one, two, three.......
      - font（字体）
  - - - building an argument by deduction, induction, or both（通过推导，归纳来建立一个论点，或者两者兼而有之）
      - in the same order as the document to which you are replying （以与您要回复的文档相同的顺序）
      - in ascending or descending order of importance （按重要性的升序或降序排列）
      - in chronological order （按时间顺序排列）
    - - reader expectancy （读者期望）
- - - - "profit showed a negative trend "
    - - repeat the word or the idea once or twice in short sentence.
      - use underling or block capitals or italics
    - - "sales"
      - I need to know what our costs will be by the end of the month.
  - - - express in a simple way
    - - really, good, nice
    - - It should be noted.../ I must say that ...