外貿(mào)函電unit1

1、1International Business communications2Unit 1Foundamentals of Writing English Business Letters3&1. To be able to write an envolope. &2. To be able to recognize parts of business letters and 3 writing formats of business letters. &3. To be able to write a business letter in proper structure. Study Ai

2、ms4 1. Introduction 2. Requirements for Writing Business Letters 3. 7 Guidelines of Writing English Business Letters 4. Addressing Envelopes 5. Parts of English Business Letters 6. The Opening and Conclusion of English Business Letters 7. Useful Sentences 8. Formats of English Business LettersConten

3、ts51. IntroductionThe main functions of business letters:1.establish business relations 建立關系2.ask for or convey information 詢問傳達信息3.make an enquire or offer 詢盤和發(fā)盤4.give or cancel an order 訂貨和取消訂單5.raise or settle a claim 提出和解決索賠6.enter into negotiation 商議調(diào)整7. reach an agreement 達成協(xié)議8.6Two main funct

4、ions:ask for and give a reply to an enquiry, offer, order or complaint keep a record of all the important facts for ready reference1. Introduction71. IntroductionThree styles of business communication: 1. the indented style2. the blocked style 3. the modified blocked style the most popular method: 2

5、. popular, simple, professional83. 7 Guidelines of Writing English Business Letters Clarity Conciseness Correctness Concreteness Courtesy Consideration Completeness9Clarity Try to use familiar and straightforward words. Avoid use unclear or ambiguous words or sentences. e.g.: As to the steamers sail

6、ing from Hong Kong to San Francisco, we have bimonthly direct services.1. We have two direct sailings every month from Hong Kong to San Francisco. 2. We have a direct sailing from Hong Kong to San Francisco every two months.10Conciseness at this time now due to the fact that because We require full-

7、automatic washing machine which is of the new type. We require new-type full-automatic washing machine. Will you ship us any time during the month of December, or even November if you are rushed, for November would suit us just as well. Please ship us by the end of November.111.an accountant with a

8、good reputation_2.perform the work with great effect_3.some time in the near future_4.in a decisive way_5.a sharp rise in prices accompanied by a fall in the value of currency_6.people with the responsibility of managing an office_1. a respectable accountant2. perform effectively3. later4. decisivel

9、y5. inflation6. office managerReplace each expression with one or two words that convey the same meaning.12Correctness appropriate and grammatically correct language factual information accurate reliable figures right form and conventionseg. This product is absolutely the best on the market. This pr

10、oduct is the best one we can supply.13 Its the lowest price available to you. Its the lowest price that we can offer to you now. We are well-established exporters of all kinds of goods made in Sweden. We are well-established exporters of Sweden sundry goods, such as toys, button and stationary.14Con

11、creteness Try to use specific facts and figures to describe things. Avoid use uncertain, general and abstract words or sentences. eg. We have drawn on you as usual under your L/C. 我方已按慣例根據(jù)你方信用證開立了向你方索款 的匯票。 We have drawn on you sight draft No.386 for the invoice amount, US$3,100 under your L/C No.19

12、8 of Bank of China, Beijing. 根據(jù)你方由中國銀行開立的第198號信用證，我方已按發(fā)票金額3100美元開立了你方索款的第386號即期匯票。15 ST858L-Band Stereo Radio Cassette Recorder is of full functions. ST858L波段收錄機具有所有功能。 ST858L-Band Stereo Radio Cassette Recorder can delivers superb FM/ MW/ LW/ SW1/ SW2/ FM Stereo band reception. Fullauto-stop and au

13、tomatic quick program search (AQPS system). ST858L波段收錄機具有高質(zhì)量的FM/ MW/ LW/ SW1/ SW2/ FM立體聲接收功能，并能自動停機和自動快速搜索節(jié)目。16Courtesy This is very important in the business negotiations. 1) Keeping a sincere You-attitude We allow 2 percent discount for cash payment. (We-attitude) 至于現(xiàn)金付款，我方允許2%的折扣。 You earn 2 perc

14、ent discount when you pay cash. (You-attitude) 若貴方現(xiàn)金付款，則可獲得2%的折扣。 2) Promptness17Consideration Consideration emphasizes You-attitude rather than We-attitude. e.g.:negative: We do not believe you will have cause for dissatisfaction. 我方肯定，貴方不可能會感到不滿意。positive: We feel sure that you will be entirely sa

15、tisfied. 我方確信，貴方將會感到滿意。negative: We regret our inability to serve you at this time. 非常抱歉，我方此次無法滿足貴方要求。positive: Perhaps next time we can send you what you require. 也許下次，即可向貴方郵寄所需物品。18Completeness A business letter should include all the necessary information (i.e.: all questions or replies). Its ess

16、ential to check the message carefully before it is sent out.194. Addressing Envelopes General Trading Co.28 North RoadBeijing 100020P. R. China Overseas Trading Co. 52 Hooigracht Street Amsterdam, the NetherlandsStamp204. Addressing Envelopes Most companies have the return address in the upper-left

17、corner of the envelope. Otherwise you must type or write your return address. Name and address of the receiver is always single-spaced with all lines aligned on the left, and with no punctuation at end of each line.21Addressing an envelope Block Form Indented Form It is better to keep the same forma

18、t with the inside address of the letter.22Block Form General Trading Co.28 North RoadBeijing 100020P. R. China Overseas Trading Co. 52 Hooigracht Street Amsterdam, the NetherlandsStamp23 General Trading Co. 28 North Road Beijing 100020 P. R. China Overseas Trading Co. 52 Hooigracht Street Amsterdam,

19、 the NetherlandsIndented FormStamp24Addressing an envelope If: Registered(掛號)，By Air Mail（航空）, Printed Matter(印刷品)，Private(親啟)，Ordinary letter（平信），Urgent/Rush（急件）, Secret（密件） General Trading Co.28 North RoadBeijing 100020P. R. China Overseas Trading Co. 52 Hooigracht Street Amsterdam, the Netherland

20、sStamp25Addressing an envelope If there are photos in the letter: (Please) Do not bend, Photos Enclosed General Trading Co.28 North RoadBeijing 100020P. R. China Overseas Trading Co. 52 Hooigracht Street Amsterdam, the NetherlandsStamp26Practice 收件人： 威廉 史密斯先生 收件人地址：英國倫敦牛津街23號 陽光公司 收件人郵編：SE5, 6JD 寄件人

21、： 中國北京前門大街*號 北京紡織品進出口公司 寄件人郵編：10005327 Beijing Textiles Import & Export Corporation43 Tian An Men StreetBeijing 100053P. R. China Mr. Williams Smith Sunlight Company 23 Oxford Street London SE5, 6JD U.K.Stamp285. Parts of English Business Letters Letter head Date Reference number Inside address Salu

22、tation Subject Body of the letter Complimentary close Signature Reference notation Enclosure Carbon copy / C.C. Postscript / P.S.291.China National Cereals, Oils and Foodstuffs Imp & Exp Corp.8 Jianguomen Nei DajieBeijing 10005, ChinaTelephone: 86-10-6526-8888Fax: 86-10-6527-6028E-mail: 2.Our Ref. Y

23、our Ref. Date: 15th November, 20-3.Messrs H. Ronald & Co. 556 Eastcheap London, E.C. 3, England8.Attention: Import Dept.4.Dear Sirs,9.Aquatic Products 5.We thank you for your enquiry of 5 November. In compliance with your request, we are sending you herewith a copy of our illustrated catalogue and a

24、 quotation sheet for your reference. All prices are subject to our confirmation for our aquatic products have been selling well this season. Therefore, we would suggest that you advise us by a fax in case of interest. We await your early favorable reply. 6.Yours truly, 7. China National Cereals, Oil

25、s and Foodstuffs Imp & Exp Corp. Sig. _ (Manager)10.QS/AN11.Enclosures12.cc our Shanghai Branch Office13.P.S. We require payment by L/C for a total value not exceeding USD50,000.信函組成部分示例301. Main parts(1) Letter head(2) Date (3) Inside address(4) Salutation(5) Body of the letter(6) Complimentary clo

26、se (7) Signature31(1) Letter head the senders name address post code telephone number fax number E-mail etc Jameson & Sons Co. Ltd. 34 Madison Square Melbourne E.C. 3124, Australia Tel: +61-3-98246450 Fax: +61-3-98220320 Email:22nd January, 2010China National Machinery Import & Export Corporation56

27、Fuan Street, Tianjin 300143P.R.CDear Madam or Sir,. Very truly yours (Signature) Typed NamesSample Letter 132(2) Date American style September 12, 2008 (A.) Britain style 12 September, 2008 (B.) Note:a. written in full and not abbreviated (12/09/2008)b. cardinal numbers (1, 2, etc.) ordinal numbers

28、(1st, 2nd, etc.)33(3) Inside address the name of the recipient the department name company name room number street address city Postcode state/province country Jameson & Sons Co. Ltd. 34 Madison Square Melbourne E.C. 3124, Australia Tel: +61-3-98246450 Fax: +61-3-98220320 Email:22nd January, 2010Chi

29、na National Machinery Import & Export Corporation56 Fuan Street, Tianjin 300143P.R.C.Dear Madam or Sir,. Very truly yours (Signature) Typed Names34(4) Salutation “Dear Sir” or “Dear Madam” “Dear Sirs”, “Dear Mesdames”, or “Gentlemen” “Dear Madam or Sir” (To whom it may concern) “Dear Mr. /Mrs. /Miss

30、/Ms. Sb.” “Messrs.” “Mmes.” (e.g. Dear Mmes. White and Gray) “Dear Sirs” or “Gentlemen”3536(5) Body of the letter It explains the writers ideas, opinions, purposes and wishes, etc., so it should be carefully planned. 3 parts: the opening paragraph the middle paragraph the closing paragraph37Very for

31、mal, usually used to the superiorRespectfully, Respectfully yours, Yours respectfully, Very respectfully；Formal, frequently-used in business lettersYours truly, Very truly yours, Yours faithfully, Faithfully yours；Ordinary, usually used to those we are familiar withYours sincerely, Sincerely yours,

32、Very sincerely yours；Simple or intimate, used to close friendsCordially yours or Cordially(6) Complimentary close It must suit the occasion and match the salutation. 38(7) Signature - the name of the writers company, - the writers handwriting signature, - the printed signature, - the writers title.

33、ELECTRONICS LTD. Harold Jones Harold Jones manager It is commonly typed three spaces below the complimentary close, including: 392. Additional parts(1) Reference number(2) Subject(3) Reference notation(4) Enclosure(5) Carbon Copy Notation/ C. C.(6) Postscript/ P. S.40(1) Reference numberUsually we m

34、ark “Our ref:” and “Your ref:” to avoid confusion. It may include a file number, department code or the initials of the signer followed by that of the typist of the letter.eg: Our Ref: SEL/Z. 1119 Your Ref: M. 306/003841 It is actually the general idea of a letter, calls the receivers attention to t

35、he topic of the letter. eg: Subject: Mens Bicycles Re: Sales Confirmation No. 2536 Your Order No.:(2) Subject42(3) Reference notation The identification marks are made up of the initials of the person who dictated the letter and those of the secretary or typist. The two sets are separated by a colon

36、 or a slash. e.g. AS/hu, AS:hu authors initials/typist initials authors initials:typist initials43 When there is something enclosed with the letter, type the word “Enclosure”, or an “Encl”. If there are more than one, note “Enclosures” with a figure indicating the number of enclosures. e.g. Enclosur

37、es 2: 1. Birth Certificate 2. Visa(4) Enclosure44 If the writer needs to copy the letter to others, just type “C. C.”: the name of the third person below the enclosure at the left margin. e.g.: C. C.: The Bank of China c.c.: Sales Manager(5) Carbon Copy / C. C.45 If the writer wishes to add somethin

38、g he forgets to mention or wants to emphasize something. e.g. P. S.: The sample will be mailed to you tomorrow.(6) Postscript/ P. S.468. Formats of English Business Letters The indented form The block form The modified block form47The indented form British practice The heading usually is in the midd

39、le. The date is on the right-hand side. The complimentary close and signature may be in the center or commence at the center point. The first line of each paragraph should be indented.48The block form Its remarkable feature is that all typing lines, including those for the date, inside name and addr

40、ess, salutation, subject ,each paragraph and complimentary close, begin at the left-hand margin.49The modified block form Like blocked form, all letter parts begin at the left margin, except the dateline, complimentary close, company signature and writers identification, which are set against the right-hand margin. It is also named as a semi-blocked form. 50Practice1. Choose the best answer to complete the