外貿(mào)函電課件

1、BUSINESS ENGLISH CORRESPONDENCE 外貿(mào)英語函電 主講人：翟 珊 珊 參考書：外貿(mào)英語函電 出版社：西安交通大學 主編：尹小瑩 郭黎光序言隨著我國經(jīng)濟建設的加快，對外開放的步伐進一步加快，各地區(qū)各部門對外經(jīng)濟貿(mào)易業(yè)務往來日益頻繁，而且隨著外貿(mào)體制改革的深入，將會有更多的部門、企業(yè)直接參與對外貿(mào)易。外貿(mào)英語函電作為國際商務往來使用的聯(lián)系方式，是開展對外經(jīng)濟貿(mào)易業(yè)務和有關商務活動的重要工具， 稱為外貿(mào)工作人員必備的專業(yè)技能。課程簡介本課程將系統(tǒng)介紹外貿(mào)英語函電中常用問題的基本知識，包括各類商務書信和電傳傳真的格式、常用語句和擬寫技巧，還附有外貿(mào)業(yè)務磋商過程中各個環(huán)節(jié)往來

2、函電的實例，包括建立業(yè)務關系、詢盤、報價、推銷、還盤、成交、支付、裝運、保險、申訴、索賠、爭議等。列舉合同、協(xié)議實例，包括售貨、訂購、代理、合資經(jīng)營、技術引進等。此外，還包括其他一些單據(jù)的應用，包括信用證、訂單、提單、保險單、裝箱單、檢驗證明等。1、請按時到課，上課時通訊工具靜音，遲到者自覺坐至指定位置，如有特殊任務者悄聲離場。2、正當理由未到課需申請銷假者須于一周內(nèi)遞交外貿(mào)函電相關內(nèi)容自學心得或案例函電一份，任何理由三次不到均無成績。 zhaishanshan3、課前最好預習有關內(nèi)容，以便上課學習和回答問題。上課必帶工具：任何版本無論新舊的教材外貿(mào)英語函電 西安交通大學出版社，主編：尹小瑩

3、郭黎光4、考核方式：開卷考試 到課20%+回答問題及討論20% +卷面成績60% +額外激勵每次5分課程要求！課程要求先修的知識國際貿(mào)易國際金融國際市場營銷商務談判外貿(mào)會計課程的主線1、國際貿(mào)易的基本磋商程序詢盤發(fā)盤還盤接受訂約履約2、商務談判的過程先期的準備磋商訂立合同爭端解決3、合同的基本內(nèi)容與格式課 程 體 系CONTENSUnit One商務書信寫作的基礎知識1、商務書信的書寫格式及構成2、寫信的原則Unit Two建立貿(mào)易關系1、進口商給出口商的信2、出口商的自我介紹3、出口商給進口商的信4、生產(chǎn)廠家的自我介紹5、廠家給進口商的信 Unit Three詢價及回復一般詢價及回復具體詢價

4、及回復Unit Four報價、推銷信、實盤、還盤1、報價及回復2、推銷信3、實盤4、還盤Unit Five 訂單1、訂單2、認收3、接受訂單的信函4、提供替代品5、因不能接受訂單而表示歉意的信函Unit Six售貨確認書、購貨合同1、售貨確認書2、購貨合同Unit Seven支付1、信用證2、修改信用證3、延展信用證Unit Eight裝運及保險1、裝運指示、通知2、保險Unit Nine申訴及索賠1、申訴錯發(fā)、遲發(fā)、質量低劣2、索賠（質量、不良包裝、溢短裝）Unit Ten 電傳、傳真、電子郵件1、電傳2、傳真3、電子郵件Unit ElevenCase study 案例Case 1Case

5、2Unit Twelve協(xié)議和合同1、 代理2、寄售協(xié)議書3、購買設備合同4、合資企業(yè)合同5、期貨合同Unit Thirteen招標、投標、廣告1、招標2、投標3、廣告UNIT ONE Basic Knowledge Of Business -Letter Writing商務書信寫作的基礎知識基本問題1、What is business letter?2、Form and Structure of business letter3、some rules of good writing4、writing principle of the business letter1、What is busi

6、ness letter?The business letter is the principal means used by a business firm to keep in touch with its customers; often enough it is the only one and the customers form their impression of the firm form the tone and quality of the letters it sends out. Good quality paper and an attractive letterhe

7、ad play their part in this,but they are less important than the message they carry. Business does not call for the elegant language of the post, but it does require us to express ourselves accurately in plain language that is clear and readily understand.2、了解國際商務書信的格式。在對外貿(mào)易中，商務書信的格式要求十分嚴格，它代表著一個公司的形

8、象。它與私人信函的格式有較大的差別。所以，本章突出了商務書信與私人信函的格式比較。有四種常用格式：齊頭式（full block firm）混合式（modified block form with indented style）改良式（modified block form）簡化式（simplified form）選擇何種形式取決于寫信人的興趣和愛好。2、Form and Structure of business letterForm :1、齊頭式（full block firm）每行都從左邊邊線開始。此種格式便于打印，但布局卻不美觀2、混合式（modified block form with

9、 indented style）寫信人的地址打印在信紙的中上部位，而收信人的地址是從左邊邊線開始打印，結尾敬語連同簽署是從中稍偏右處開始打印。3、改良式（modified block form）除了日期，結尾敬語和簽署的排列與混合是相同外，其余部分是從左邊邊線開始4、簡化式（simplified form）有點像齊頭式，但又省略了稱呼和結尾敬語等部分2.Form and Structure of Business Letters 商務書信的書寫格式1. Form (1) Full block form 齊頭式 Bltco Textile Group B. V.Ossterstra 2,7524

10、DZ EnschedeThe Netherlands Tel: 53-8774 Telex: 45635 Fax: 53-3331172Your ref: c9246our ref: bw/bwDate: April 24,2004Xlan Textile Import & Export Corp.108 Lian Hu Road, Xlan, Shaanxi, China3Dear Sirs, Thank you for your letter of April 18, 2004. we are a company that isfor years alreadyengaged in imp

11、orting clothing items from your country, although not from Xlan. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, 4Blyco Textile Group B. V. (Signed) ,. J. Kistemaker,

12、Manager In the Full block form, every part of a letter is typed from the left margin, It is convenient to be typed with a typewriter but the layout is not so beautiful. So some businessmen use a modified block form with indented style.5 (2) Modified block form with indented style 混合式 Blyco Textile G

13、rorpl.B.V Ossterstra27524DZ Enschede The NetherlandsYour ref:c9246 Our ref：bw/bw Date:April24,2004Xlan Textile Import & Export Corp.108 Lian Hu Road,Xlan, Shaanxi, China 6Dear Sirs, Thank you for your letter of April 18, 2004. we are a company that isfor years alreadyengaged in importing clothing it

14、ems from your country, although not from Xlan. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards. Yours faithfully, Blyco Textile Group B. V. (Signed) ,. J. Kistemaker, Manager10In the Mod

15、ified block form with indented style the senders address is typed (or printed) in the up-middle part. The receivers address starts from the left margin. The complimentary close as well as the signature are typed from the middle little towards the right.As the business letters are supposed to be simp

16、le and clear, so the Modified block form and Simplified form come out. In the Modified block form all the parts start from the left margin, except the date, complimentary close and signature which are positioned same as that in the Modified block form with indented style.(3) Modified block form 改良式B

17、lyco Textile Group B. V. Ossterstra 2,7524DZ Enschede The Netherlands Tel: 53877432 Telex: 45635 Fax: 53333117 Your ref: C9246 Our ref:bw/bw Date: April 24, 2004 Xian Textile Import & Export Corp. 108 Lian Hu Road Xlan, Shaanxi, China.11Dear Sirs, Thank you for your letter of April 18,2004. We are a

18、 company that is, for years already, engaged in importing clothing items from your country, although not from Xlan. We are interested in contacts as mentioned by you. Our Purchasing Manager, who is in Hong Kong at the moment, will contact you when he returns. With kind regards.Yours faithfully,12 Bl

19、yco Textile Group B. V. (Signed) . J. Kistemaker, Manager Simplified form is somewhat like Full block form. But some parts are omitted, such as salutation and complimentary close. (4) Simplified form 簡化式Blyco Textile Group B. V. Ossterstra 2,7524DZ Enschede The Netherlands Tel: 53877432 Telex: 45635

20、 Fax: 53333117 Date :April 24,2004 Xian Textile Import & Export Corp. 108 Lian Hu Road Xian Shaanxi, China 1Thank you for your letter of April 18,2004. We are a company that is, for years already, engaged in importing clothing items from your Country, although not from Xian. We are interested in con

21、tacts as mentioned by you. Our Purchasing Manager, who is now in Hong Kong at the moment, will contact you when he returns.J. Kistemaker, Manager2The above four forms are popularly used nowadays. Which form a sender likes to choose depends on his or her preference. The main aim of designing a letter

22、 is to make the letter not only pleasing to the eye, but also convenient to be typed.3、商務書信通常由8個必要部分組成：信頭（ letter head ）、編號和日期（reference and date）封內(nèi)地址（inside name and address）稱呼（salutation）事由（subject line）信文（body）結尾敬語（complimentary close）簽署（signature）3、還有4個選擇部分：注意事項（attention line）附件（enclosure）抄送（ca

23、rbon copy notation）附言（postscript）2. Structure 構成 (1) Parts of the business letter a. letterhead 信頭 b. reference and date 編號和日期 c. inside name and address 封內(nèi)地址 d. attention line 注意事項 e. salutation 稱呼 f. subject line 事由 g. body 信文 h. complimentary close 結尾敬語 i. signature 簽署 j. enclosure 附件 k. carbon c

24、opy notation 抄送 1. postscript 附言3. The following letter is designed to illustrate the position of each part mentioned above: a.Chiwan Petroleum Supply BaseChiwan,Shenzhen,ChinaTel: (0755)26694302Oil Patch Tel: (0755)26693098 Telx. 446834 AAOTS CN Fax: (0755)26694008 Cable: 6987 b. Your ref: Our ref:

25、 BW/bw 3 May,2004 4. c. Messrs. J. Brown & Co.234 EastcheapLondon, E. C. 3. d. Attention: Import Dept. e. Dear Sirs, f. Oil Tools 5g. We thank you for your letter of April 24. In compliance with your request, we are sending you herewith a copy of our latest price list for your reference. All prices

26、are understood to be CIF London, subject to our final confirmation. Payment is to be made by irrevocable documentary Letter of Credit available by draft at sight. As there is a heavy demand for the goods, we would suggest that you advise us by fax in case of interest. We are looking forward to your

27、early reply. h. Yours faithfully, Chiwan Petroleum Supply Base (Signed) . Wang Dawei Manager j. Encl. as stated k. C.C. our Branch Offices 1. P.S. As requested, we will airmail you two samples tomorrow.1Chiwan Petroleum Supply Base Chiwan, Shenzhen, China Tel: (0755)26678904 Oil Patch Tel: 26453321

28、Telx: 446834 AAOTS CN Fax: (0755)26788002 Cable: 6789 E-mail: swihko ( welorlalor, net. cn 2In some countries the letterhead contains other details. For ex- ample, in the U. K. the directors names of a company is given. Directors R.B. North, M.W. Beevers W. D.J. Argent D. A.F. Sutherland MACDONALD &

29、 EVANS LTD. Estover Road Plymouth PL6 7PZ Telephone: 01253 - 405624 Cable address: MACEVANS PLYMOUTH Telex: 45635 E-mail: awrhorhewtuomor, com(2) The ways of writing partsa. Letterhead 信頭Letterhead includes the senders name, postal address, telephone number, telex number, fax number, cable address,

30、and E-mail address, etc. Usually letterhead is printed in the up-center or at the left margin of a letter writing paper. 1.信頭 letter head應包括發(fā)信方名稱、郵政編碼、電話號碼、電傳號及傳真號等等。一般情況下，信頭印在信箋中上方或左上方。有些國家的信頭還包括其他細節(jié)，比如英國就印著公司經(jīng)理的姓名。b. Reference and Date 編號和日期In business communication, when a firm writes to another,

31、 each will give a reference. The reference may include a file number, departmental code or the initials of the signer followed by that of the typist of the letter. These are marked Our ref. and Your ref. to avoid confusion: Your ref. JBD/WM Our ref. WDW/LPThey are typed immediately below the Letterh

32、ead. If desired, the reference initials can also be placed at the lower left margin two lines below the name of the signer. 01The date should always be typed in full and not abbreviated (e. g. December for DeC. ). And the -th,-st,-nd, and -rd that follow the day can be omitted(e, g. 5 May for 5th Ma

33、y, June 1 for June lst). Dont write 04 instead of 2004 for the year.02The forms of dates are as follows. 15 August, 2004 August 15,2004Avoid typing dates in figures(e, g. 10/2/2004), since it could easily be confusing. Because British form follows the order of day, month and year while the American.

34、 practice is to write in the order of month, day and year. So 10/2/2004 could be taken as either October 2,9.004 or February 10,2004. 2、編號和日期 date and reference在外貿(mào)業(yè)務聯(lián)系中，當一個公司向另一個公司發(fā)函時，雙方都會給信函編號。編號一般應包括卷宗號碼、部門代號或者該信封的簽發(fā)人及打字員的姓名的手寫字母。所有這些都標由“我方號碼”、“貴方號碼”，以防混淆。這些內(nèi)容都打印在緊挨著信頭下面的位置。如果必要，代號字母也可以打印在左邊距簽發(fā)人姓名

35、向下兩排位置。日期中月份應打印成英文全名，避免使用縮寫。年份中不能用簡寫數(shù)字代替，要避免將日期打印成數(shù)字形式。c. Inside Name and Address 封內(nèi)名稱及地址The name and address of the receiver is typed at the left-hand margin about two to four spaces below the date. It appears exactly the same way as on the envelope. Mr., Mrs., Miss, and Ms.-the ordinary courtesy t

36、itles are used to address to one person. Mr. for a man, Mrs. , Miss, and Ms. for a woman. e.g. Mr. C.E. Eckersley, Ms. M. C. MarAfter the name, his or her official position should follow, if there is any. e.g. Mr. C.C. Eckersley, Director Ms. M.C. Mar, President01 Messrs. (abbreviation of Messieurs)

37、 is, also a courtesy title, used for partnerships whose firms name includes a personal element, as in Messrs. Macdonald & Evans. It is not used, where there is no personal element in the name, as Utility Furniture Co. when the name already carries a courtesy title, as Sir William Dobson Sons, or whe

38、n the word The forms part of the name, as The Grayson Electrical Co.02The following are the two examples to show the way of writing an inside name and address. e. g. 1 Messrs. William & Werner 36, Tower Street North York, Ont. M2H lW8, Canada e. g. 2 Mr. C.E. Eckersley The London Export Corporation

39、6 and 7 Clifford Street London, W. 1, England 3、封內(nèi)地址 inside name and address打印在信箋左邊，位于寫信日期向下2-4行位置。其形式預期在信封上的形式完全相同。對于個人的尊稱一般包括：先生(Mr.)、夫人(Mrs.)、小姐(Miss)、女士(Ms)等。如果此人擁有某種頭銜， 頭銜應跟在姓名后面。合伙商號的名稱里有人名時，Messrs則是尊稱，但當商號名稱里不含人名時，或者已經(jīng)具有尊稱，或者具有定冠詞the時，則不再能在使用Messrs這一尊稱。 d. Attention Line 注意事項Attention line is

40、 used when the writer of a letter addressed to an organization wishes to direct the letter to a specific individual or section of the firm. It generally follows the inside address.e.g. Attention: Mr. Smith Attention: The Sales Manager 4、經(jīng)辦人行 (注意事項） attention line當發(fā)信人希望將信能寄給某個具體的人或部門時，便加注經(jīng)辦人行。一般打印在封內(nèi)

41、地址之下。e. Salutation 稱呼 Salutation is the complimentary greeting with which the writer opens his letter. Its form depends on the writers relationship with the receiver. The customary formal greeting in a business letter is Dear Sir or Dear Madam used for addressing one person; and Dear Sirs, Dear Mesd

42、ames, or Gentlemen (always should be in plural form and never write Gentleman) for addressing two or more people. If the receiver is known to the writer personally, a warmer greeting Dear Mr. Sb. is then preferred. 01Salutation is usually typed three spaces below the inside address or the attention

43、line, and followed by a comma for Dear Sir, Dear Sirs, and a colon for Gentlemen.5、稱呼 salutation在信的開頭對收信人所表示的敬語，其具體形式取決于寫信人與收信人之間的關系。習慣上，商務書信中的敬語有：Dear Sir, Dear Madam, Dear Sirs, Dear Madams, Gentlemen.如果兩人的關系較好，便可以使用更熱情的稱呼，如Dear Mr.稱呼的打印通常比封內(nèi)地址和經(jīng)辦人行低3行， Dear Sir, Dear Sirs, 后面用逗號； Gentlemen后面用冒號。f

44、. Subject Line 事由Subject line is actually the general idea of a letter. It is inserted between the salutation and the body of the letter either at the left- hand margin for fully-blocked letter form or centrally over the body for other forms. It calls the receivers attention to the topic of the lett

45、er.6、事由行 subject line信的主題。位于稱呼和信文之間。齊頭式信中打印從左邊邊線開始，其他格式的信中，打印在信文的中上部。它能引起收信人對信文主題的注意。g: Body of the Letter 信文This is the main part of the letter. It expresses the writers idea, opinion, purpose and wishes, etc., so it should be carefully planned. When writing, pay attention to the following: (a) Wri

46、te simply, dearly, courteously, grammatically, and to the point. (b) Paragraph correctly, confining each paragraph to one topic, (c) See that your typing is accurate and the display artistic. Aim at an attractive and pleasing appearance for your letter. Margins especially are important, since they s

47、erve to frame your letter.7、信文 body of letter信的主要部分，表達著收信人的觀點、意見、目的和期望等內(nèi)容，所以應認真對待，并注意：1）簡明扼要，合乎語法；2）分段正確，每段都由一個主題；3）打印無誤，布局藝術。除收信人姓名和地址總是采用單行距以外，對于特別短的信，其他各項可以采用雙行距打印。若以前已有通信聯(lián)系，應在回信的第一段中提及，而你的計劃、希望及期望則應在結尾段落中體現(xiàn)。 01For very short letters you may adopt double line-spacing except for your correspondent

48、s name and address for which single line- spacing should always be used.If there has been previous correspondence, the reply letter will refer to it in the first paragraph. The writers plans hopes and expectations will be expressed in the last paragraph.h. Complimentary Close 結尾敬語 Complimentary clos

49、e is merely a polite way of ending a letter. It is in keeping with the salutation. The most commonly used sets of salutation and complimentary close are:Formal:Dear Sir(s), Yours faithfully,Gentlemen: Truly yours,Less formal:Dear Mr. Henry, (: ) Yours sincerely, (or Sincerely Yours, )01As the saluta

50、tion and complimentary close are merely a matter of courtesy and dont mean anything to the message, they can be omitted in the simplified form used nowadays.The complimentary close, when it is used, must never be separated from the substance of a letter by carried to a separate sheet. If through fau

51、lty judgment this becomes necessary, the letter must be scrapped and retyped leaving narrower spaces to retype the letter within one sheet of paper or rearranging the letter with some portion of the body carried over to the next sheet.02When using continuation sheets, plain paper of the same quality

52、 as the letterhead must be used and typed with a heading to show: (a) the number of the sheet (in the center of the page)(b) the name of your correspondent(on the left-hand side)(c) the date of the letter (on the right-hand side) -2-L. A. Brizier & Co. 1 March, 2004 8、結尾敬語 complimentary close只能放在與信文

53、同一頁上，包括:頁碼（居中）、收信人姓名（左邊）、寫信日期（右邊）i. Signature 簽署It is common to type the name of the writers firm or company immediately below complimentary close.Then the person who dictating the letter should sign his name, by hand and in ink, below it.Since hand-written signatures are illegible,the name of signe

54、r is usually typed below the signature, and followed by his job title or position. Never sign a letter with a rubber stamp.The following are examples of signing a business letter: 01(a) Yours faithfully, THE NATIONAL TRANSPORT CO. (Signature) Wang Da Wei Manager(b) Yours truly, for The Overseas Co.

55、Ltd (Signature) W. Black President9、簽署 signature寫信人公司的名稱緊接在結尾敬語下面打印，用鋼筆在公司名稱之下簽署自己的姓名。由于辨認上的需要，大多數(shù)商務書信也將寫信人的姓名及職務打印在簽名下方。決不能使用圖章發(fā)信函。j. Enclosure 附件If something is enclosed, note it below the Signature. Enclosures 4 samples Encl. Price Listk. The Carbon Copy Notation 抄送When copies of the letter are s

56、ent to others, type c.c. below the signature at the left margin.c.c. The Osaka Chamber c.c. Mr. G well1. Postscript 附言If the writer wishes to add something he forgot to mention or for emphasis, he may add his postscript two spaces below the carbon copy notation:P.S. The samples will be mailed to you

57、 tomorrow.Try to avoid using P. 5. since it may suggest that the writer failed to plan his letter well before he typed it.10、附件 enclosure若隨函附有附件，必須在簽署下注明11、抄送 carbon copy notation當信的副本要發(fā)送其他人或部門時，在簽署底下的左邊位置打印上“C.C”符號12、附言 postscript 如果在信的正文部分遺漏了某事或者需要提醒對方某事，常常補寫在比抄送低2行的地方。因為附言也有可能產(chǎn)生寫信人在下筆之前計劃不周之嫌。(3)

58、 Model of a Business LetterOctober 17,1997Mr. Zhao JunShenzhen Far East Oil Tools Ltd.Chiwan Petroleum Supply BaseShekou, ShenzhenRef: Provision of Drill Tools Service Order No. CHI-so-001 01Dear Sirs,Please find attached Service Order No. CHI-SO-001 for the above referenced service.Should you have

59、any questions, please do not hesitate to contact us.Sincerely yours,Melvin D. Johnson Materials and Contracts Coordinator Addressing Envelopes 信封的寫法 Business Envelopes ordinarily have the return address printed in the upper left corner. The receivers name and address should be typed about half way d

60、own the envelope.The postmark or stamps should be placed in the up right-hand corner, while the bottom left-hand corner is for post notations such as Confidential, secret, Printed Matter, etc. 信封的左上角，一般有提前打印好的寫信人地址。收信人地址則在信封的中部，郵票貼在信封的右上角，左下角是為了加印諸如“絕密”、“秘密”即“印刷品”等字樣。 為了便于機器分揀郵件，在信封上正確書寫郵政編碼是非常重要.01