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1。掌握外貿(mào)常規(guī)流程:業(yè)務(wù)關(guān)系建立資信調(diào)查詢盤及回復(fù)報(bào)價(jià)和發(fā)盤還盤和接受--銷售促銷訂單及其履行信用證其他支付方式包裝保險(xiǎn)裝運(yùn)索賠與理賠貿(mào)易方式2。牢記重點(diǎn)內(nèi)容:一是各類信函及其回復(fù)信函的寫作步驟及常用表達(dá)方式;二是函電中出現(xiàn)頻率較高的焦點(diǎn)詞匯及其表達(dá)方式。學(xué)習(xí)建議1Unit
1
Fundamentals
of
Writing
EnglishBusiness
Letters英文商務(wù)信函寫作的基本知識(shí)21.1
Introduction(簡(jiǎn)介)目的:掌握商務(wù)信函的寫作要求、寫作原則、以及信封和信函的基本構(gòu)成和行文要求。31.2
Requirements
for
BusinessLetter
Writers(商務(wù)信函的寫作要求)要寫成功的商務(wù)信函,需要起草人具備以下條件:精通英語(yǔ)(Good
command
of
English)通曉外貿(mào)理論和實(shí)務(wù)(Knowledge
of
businesstheory
and
practice)通曉術(shù)語(yǔ)(Knowledge
of
technical
terms)通曉人的心理(Knowledge
of
psychology)熟悉推銷藝術(shù)(Skills
in
salesmanship)41.3
Seven
Guidelines
of
Writing
English
BusinessLetters(英文商務(wù)信函寫作七原則)57C原則清楚(Clarity)簡(jiǎn)潔(Conciseness)
正確(Correctness)具體(Concreteness)
禮貌(Courtesy)體諒(Consideration)完整(Completeness)1.清楚(Clarity)商務(wù)信函應(yīng)使讀者一目了然,沒(méi)有艱澀難懂或產(chǎn)生誤會(huì)之處。例如:As
to
the
steamers
sailing
from
Shanghai
to
San
Franciswe
have
bimonthly
direct
services.此處bimonthly可以是twice
a
month(一月兩次地)或者
once
two
month(隔月地),存在歧義,應(yīng)改為:We
have
two
direct
sailings
every
month
from
Shanghaito
San
Francisco.或We
have
semimonthly
direct
sailingfrom
Shanghai
to
San
Francisco.62.簡(jiǎn)潔(Conciseness)言簡(jiǎn)意賅地表達(dá)所需表達(dá)的意思,同時(shí)又無(wú)損于書信的完整和禮貌。例如:將We
need
to
act
on
the
suggestions
that
our
customersoffer
us改為We
need
to
act
on
customer
suggestions就簡(jiǎn)潔了。73.正確(Correctness)正確的商務(wù)信函不僅表現(xiàn)為語(yǔ)法恰當(dāng),標(biāo)點(diǎn)符號(hào)和詞匯拼寫正確,還要求敘述正確、提供的事實(shí)和數(shù)字無(wú)誤、寫作格式規(guī)范、技巧運(yùn)用恰當(dāng)以及商業(yè)術(shù)語(yǔ)正確。例如:My
visit
with
the
outside
sales
rep
showed
me
thayour
schedule
can
change
quickly.此處your
schedule顯并非一定為讀者的schedule,不妨改為:My
visit
withthe
outside
sales
rep
showed
that
schedules
can
changequickly.再例如,The
goods
supplied
are
exactly
equal
to
thesamples應(yīng)改為The
goods
supplied
are
similar
in
qualitto
the
sample,這樣就可避免交貨時(shí)可能產(chǎn)生的質(zhì)量方面的糾紛,畢竟交付的貨物無(wú)法與樣品一模一樣。84.具體(Concreteness)商務(wù)信函必須避免采用模糊、大概和抽象的詞語(yǔ)和語(yǔ)句,應(yīng)盡量運(yùn)用具體的事實(shí)和數(shù)字,一般使用主動(dòng)語(yǔ)態(tài)來(lái)陳述內(nèi)容。5.禮貌(Courtesy)在商務(wù)信函的寫作過(guò)程中,及時(shí)是禮貌之首。此外,應(yīng)避免使用可能激怒、傷害對(duì)方的言辭或語(yǔ)氣,語(yǔ)調(diào)上要盡可能站在客戶的立場(chǎng)上做到互惠互利。例如:Thank
you
for
your
corporation適用于上司對(duì)下屬,如用于下屬對(duì)上司就不禮貌。96.體諒(Consideration)發(fā)信人應(yīng)盡可能從收信人的立場(chǎng)來(lái)考慮問(wèn)題,在分析對(duì)方會(huì)如何理解信息的基礎(chǔ)上,提供其所需要的信息。7.完整(Completeness)商務(wù)信函必須力求完整,要包括寫信人希望收信人做出積極反應(yīng)的一切情況,或是回答來(lái)信所提出的全部問(wèn)題和要求。例如:Our
Hair
Washing
Machine
has
won
first
prizes
in
four
national
contests
within
the
past
three
years則提具體的產(chǎn)品名稱,具體的時(shí)間,具體的獎(jiǎng)項(xiàng)和數(shù)量,給對(duì)方提供關(guān)于我方產(chǎn)品更為完整的信息,從而傳遞更有說(shuō)服力的信息。101.4
Addressing
Envelopes(信封的寫法)在寄往國(guó)外信函的信封上,收信人和收信人地址以及寄信人和寄信人地址的書寫位置,都不同于國(guó)內(nèi)信封的寫法,見(jiàn)圖1-1。11圖1-1寄往國(guó)外信函的信封寫法General
Trading
Co.28
North
RoadBeijing
100020P.
R.
ChinaOverseas
Trading
Co.52
Hooigracht
StreetAmsterdam,
the
NetherlandsSTAMP寄信人姓名和地址應(yīng)寫在信封的左上角,且務(wù)必與封內(nèi)地址在形式和標(biāo)點(diǎn)上一致。收信人姓名和地址寫在信封中下偏右的位置,收信人的姓名和國(guó)名須分行書寫。寄信人和收信人的姓名和地址的書寫順序是:先寫姓名后寫地址。地址的書寫應(yīng)由小至大,先寫機(jī)構(gòu)名稱,再依次寫門牌、街道、城市、州/省及郵政編碼,最后書寫國(guó)名。12注意事項(xiàng):(4)關(guān)于信件類別、投遞方式及其他事項(xiàng)說(shuō)明,寫在信封左邊寄信人地址下,或?qū)懺谧笙陆?。如懷疑信件能否送交收信人,可在信封最下邊?biāo)明:IF
UNDELIVERED
PLEASE
RETURN
TO
XXX,即:如無(wú)法投遞,請(qǐng)退交XXX。131.5
Parts
of
English
BusinessLetters(英文商務(wù)信函的組成部分)1.信頭(Letter
head)The
heading
includes
the
writer’s
company
name,
address,
post
code,telephone
number,
fax
number
and
address
etc.信頭也稱為信箋抬頭,由寄信人公司名稱、地址、電話號(hào)碼、E-mail地址和傳真構(gòu)成。信頭通常位于信紙的最上端。142.日期(Date)日期頂邊寫在信紙的左邊或右邊,距離信頭三到四行。注意事項(xiàng):年份必須全部寫出。月份最好用英文全拼,不提倡用縮略式。日期可以用序數(shù)詞或基數(shù)詞。年份前要加逗號(hào)。日期切忌全部用數(shù)字表示。May
2,
2008
(American
form)2nd
May,
2008
(British
form)153.信函編號(hào)(Reference
number)給信函編號(hào)是為了便于往來(lái)書信的存擋和查閱,一般采用Your
Ref.(你方編號(hào))或Our
Ref.(我方編號(hào))。信函編號(hào)通常放在日期的上方或與日期平齊靠左的位置,打上如下字樣:Your
Ref.:
ITFG
06/12-8Our
Ref.:164.信內(nèi)地址(Inside
address)信內(nèi)地址包括收信人的姓名、頭銜、單位名稱、營(yíng)業(yè)地址以及城市、國(guó)家名稱和郵政編碼。收信人的姓名和地址應(yīng)和信封上的內(nèi)容相同。信內(nèi)地址一般在信紙左上角低于日期的地方。書寫順序是由小單位到大單位。每項(xiàng)內(nèi)容單獨(dú)成行:Mr.
Zhang
YouyuanDeputy
ManagerForeign
Economic
&
Trade
Co.China
Chang
Jiang
Corp.Wuhan,
Hubei
430074175.稱呼(Salutation)稱呼寫在信內(nèi)地址下面空兩行處。常見(jiàn)的正式稱呼有:Dear
Mr.Smith,Dear
Mrs.Smith,Dear
Miss
Brown,Dear
Ms.White。如果稱呼多個(gè)男性,則在姓名前用Mr.的復(fù)數(shù)形式Messrs。Mrs.沒(méi)有復(fù)數(shù)形式,如果稱呼多個(gè)女性,則在姓名前用Mmes.,如Mmes.White
and
Gray。寫信給一家公司時(shí),通常用Dear
Sirs,也可以用Gentlemen。186.事由(Subject)19事由是為對(duì)方在閱讀信的正文以前對(duì)信的主題、內(nèi)容有一個(gè)了解,也便于登記歸檔和查卷。寫在稱呼下面、信的中間位置。事由下面可以劃線,也可以不劃線,有時(shí)可全部用大寫字體。例如:Subject:Men’s
BicyclesRe:Sales
Confirmation
No.25367.信函正文(Body
of
the
letter)信函正文是商務(wù)信函中最重要的部分,要遵循“7C原則”。正文一般遵循三段式的格式。第一段一般是引入主題,第二段詳細(xì)討論,第三段以總結(jié)或建議來(lái)結(jié)束全文。需兩頁(yè)或更多的信紙時(shí),在前一頁(yè)最后一行的右邊寫上tobecontinued。續(xù)頁(yè)應(yīng)采用不帶信頭的信紙,并注明收信人名稱、頁(yè)數(shù)和日期。如:Mr.John
Smith,Page
2,June
3,2005208.信尾客套語(yǔ)(Complimentary
close)信尾客套語(yǔ)是一種禮貌,是結(jié)束信函的正式方式,類似中文信函中的“此致,敬禮”等。常用的有:Sincerely,Sincerely
yours,Yours
sincerely,Best
regards;更親切一點(diǎn)的有:Cordially,Cordiallyyours;再正式一些的有:Yours
truly,Respectfullyyours,Yours
faithfully。注意,只有第一個(gè)字母大寫。一般打印在正文下面空一行處。219.簽名(Signature)22簽名通常在信尾客套語(yǔ)下空三行的位置。簽名可采用不同寫法,一般包括:公司名稱、寫信人的手寫簽名、寫信人的打印簽名、寫信人的頭銜。有時(shí),也可以不寫公司名稱。例如:General
Trading
Co.(Signature)John
SmithSales
Manager10.經(jīng)辦人代號(hào)(Reference
notation)23經(jīng)辦人代號(hào)是提供信件產(chǎn)生的信息資料,便于必要時(shí)查對(duì)之用。經(jīng)辦人代號(hào)是由信件口授者和秘書的姓名首字母組成,用冒號(hào)或斜線號(hào)分開(kāi),可用以下方式書寫:FCM/HL,F(xiàn)CM:HL,F(xiàn)CM/hl,fcm:hl附件(Enclosure)假如信封內(nèi)除信紙外,尚附有其他文件,可以在信中說(shuō)明附件份數(shù)和內(nèi)容。當(dāng)附件只有一件時(shí),注明Enclosure或Encl.即可;一件以上時(shí),要加上編碼,以便收信人識(shí)別,用Enclosures.說(shuō)明。例如:Enclosures
3:Birth
Certificate2.Visa3.Letter
of
Reference2412.抄送(Carbon
copy/C.C.)25發(fā)信人若需把此信抄送給有關(guān)單位,可在附件下方即信左下端打上C.C.,然后打上抄送單位的名稱,例如:C.C.:
The
Bank
of
ChinaCopies
to:
directorsCc
to:
CEOCopy
to:
Sales
Manager13.附筆(Postscript/P.S.)26若寫完信后還須附加項(xiàng)目時(shí),就需補(bǔ)述,這類似于中文信中的附言。有時(shí)并非真正將忘了寫的事情補(bǔ)上,而是故意引起對(duì)方的注意。附筆被放在抄送下方。在寫完P(guān).S.之后,有時(shí)也把簽字人姓名的首字母縮寫附在最后。INTERNATIONAL
TRADE
AND
EXCHANGE
GROUPOur
Ref.
:
ITFG
06/12-8December
12,
2006China
Chang
Jiang
Corp.1.Heading2.Date262
WAVERLY
PLACE,
SOUTH
ORANGE,
NEW
JERSEY3.T0h7e0R7e9f(e2r0e1n)ce78N2u-m5b6e8r8
FAX:
(201)762-56874.
The
Inside
AddressMr.
Zhang
YouyuanDeputy
ManagerForeign
Economic
&
Trade
Co.27Dear
Mr.
Zhang:My
plans
are
to
visit
China
and
Wuhan
during
the
firstThe
SalutationThe
Subject
(or
Re:)Re:
Visiting
planThank
you
for
your
fax
on
November
10.
I
greatly
appreciatthe
invitation
to
meet
with
you
on
my
next
visit
to
Wuhan.
I
athank
you
for
sending
me
the
various
catalogues
and
brochurabout
your
company.
They
are
most
helpful
in
learning
the
wiscope
of
the
corporation’s
activities.7.The
Body
of
the
Letterquarter
of
2007.
Exact
dates
remain
uncertain.
I
will
certaiyou
the
itinerary
when
it
is
finalized.
My
agenda
in
Ch2i8
na
wiSincerely
yours,FCM/HLEnclosure:
A
copy
of
name
list
of
the
delegationclients
as
well
as
our
own
account.Again,
thank
you
for
the
information
you
have
alreadysupplied.
I
look
forward
to
hearing
from
you
again
and,especially
to
meeting
you
in
Wuhan.
In
the
meantime,
if
theris
anything
we
might
do
for
you
here,
please
let
us
know.8.
The
Complimentary
Close9.
The
Signature10.經(jīng)辦人代號(hào)(Reference
notation)Paul
E.
S1c1h.waTnhne
Enclosure13P.r抄es送ident13.
The
Postscr2i9
pt1.8
Formats
of
English
BusinessLetters(英文商務(wù)信函的格式)商務(wù)信函要達(dá)到良好的溝通效果,一方面要撰
寫恰如其分的句子和段落,另一方面還必須運(yùn)用恰當(dāng)有效的信函格式。英文商務(wù)信函有三種常用的格式:縮行式(the
indented
form),齊頭式(the
block
form)和修正齊頭式(the
modified
block
form)。30(1)縮行式如圖1-2所示,縮行式信函的日期行、結(jié)尾客套語(yǔ)、作者姓名和頭銜都從所在行中間偏右的位置開(kāi)始寫,事由行居中。每個(gè)段落的第一行從左邊界空5個(gè)字母的位置開(kāi)始,其他各行都從左邊頂頭寫。31(2)齊頭式如圖1-3所示,齊頭式信函的每一行都從左面的邊界開(kāi)始寫,前面不留空格。32圖1-3齊頭式信函格式33(3)修正齊頭式如圖1-4所示,修正齊頭式信函類似于縮行式信函,但段落首行不縮進(jìn)。34圖1-4修正齊頭式信函格式351.6
The
Opening
and
Conclusion
of
English
Business36Letters(英文商務(wù)信函的開(kāi)頭和結(jié)尾)■1.英文商務(wù)信函的開(kāi)頭信函的開(kāi)頭應(yīng)該直入主題,要避免空洞。根據(jù)書寫商務(wù)信函的目的不同,開(kāi)頭一般分為兩大類:一是回復(fù)信件;二是主動(dòng)與對(duì)方聯(lián)系。對(duì)于回復(fù)信件,可采用以下方式開(kāi)頭。((11))感感謝謝對(duì)對(duì)方方的的來(lái)來(lái)信信Thank
you
for
your
letter
on
November
10.37((22))對(duì)對(duì)來(lái)來(lái)信信進(jìn)進(jìn)行行回回復(fù)復(fù)38((33))回回復(fù)復(fù)來(lái)來(lái)信信中中的的有關(guān)關(guān)問(wèn)問(wèn)題題39((44))回回復(fù)復(fù)來(lái)來(lái)信信中中提提出出的的要要求求或指指示示40((55))表表達(dá)達(dá)滿滿意意和和欣欣喜41((66))表表達(dá)達(dá)遺遺憾憾和和驚驚訝42對(duì)對(duì)于于主主動(dòng)動(dòng)和和對(duì)對(duì)方方聯(lián)聯(lián)系系的的商商務(wù)務(wù)信信函函,,可可以以用用以以下下方方式式開(kāi)開(kāi)頭頭。。(1)通過(guò)別人的介紹了解到對(duì)方43(2)對(duì)以前信函的補(bǔ)44充充或或確確認(rèn)認(rèn)((33))通通知知對(duì)對(duì)方方一一些情情況況452.英文商務(wù)信函的結(jié)尾商務(wù)信函的結(jié)尾應(yīng)該簡(jiǎn)潔、中肯,與寫信的主旨相符。根據(jù)是否需要對(duì)方回復(fù)可把結(jié)尾分為兩類。46對(duì)對(duì)于于期期待待對(duì)對(duì)方方回回復(fù)復(fù)的的信信件,,可可以以用用以以下下的的方方式式結(jié)尾。47信件件,,可可以以用用以以下下的的方方式式對(duì)于期待對(duì)方回復(fù)的結(jié)尾。We
are
looking
forward
to
your
reply.We
await
to
hear
from
you
again
soon48對(duì)對(duì)于于無(wú)無(wú)須須對(duì)對(duì)方方答答復(fù)復(fù)的的信信函函,,可可以以用用以以下下兩兩種種方式結(jié)結(jié)尾尾::((11))表表達(dá)達(dá)感感謝謝或或希希望望繼繼續(xù)續(xù)合合作作的的意意愿愿49(2)表達(dá)歉意50eye-catchingbuilding
materialsfor
one’s
referenceprice
listenter
into
business
relationskeep
firmly
in
mindessential
principleconsist
ofthe
complimentary
closethe
full
block
style建立業(yè)務(wù)關(guān)系供…參考建筑材料價(jià)格單引人注目的基本原理牢記完全平頭式組成J.結(jié)束敬語(yǔ)511)ABC
Trading
CompanyBeijing
officeSouth
Silver
Tower
29
th
floor,2
North
Road
Dong
San
Huan.100027
Beijing答案:ABC貿(mào)易公司北京辦事處北京,東三環(huán)北路2號(hào)南銀大廈29樓。郵編1000272)
Green
tree
International
Co.,Ltd.7
Parkway
Centre,
PittsburghPennsylvania
15220,
USA.答案:521.through
the
courtesy
of…
“承蒙某人的好意/介紹”53Through
the
courtesy
of…,
we
have
learned
/
known
that…2.be
interested
in
doing…e.g.
They
are
interested
in
setting
up
a
joint
venture
with
our
company3.specialize
in“專門做…,專業(yè)于…”e.g.
He
works
in
a
company
specializing
in
software.4.
be
excellent
in
quality
and
reasonable
in
price“品質(zhì)優(yōu)良,價(jià)格合理”545.
be
in
the
market
for
sth.
=
want
to
buy
sth.e.g.
They
are
in
the
market
for
cotton
piece
goods
of
high
quality.An
American
delegation
came
to
visit
our
city
in
the
market
forleather
products.556.the
line
of
business
“經(jīng)營(yíng)范圍,業(yè)務(wù)范圍”e.g.
The
export
of
health
products
is
our
line
of
business.7.on
the
basis
of…
“在…的基礎(chǔ)上”e.g.
on
the
basis
of
equality,
mutual
benefit
and
the
exchange
of
neededgoods568.recommendation
“介紹信,推薦信”57—v.
recommend
推薦,介紹e.g.
W’d
like
to
recommend
you
this
article
(thisarticle
to
you).You
were
recommended
to
us
by…(某公司或單位)向我們推薦貴公司e.g.
You
were
recommended
to
us
by
ABC
Co.
Ltd.9.owe
sth.to
sb./sth.
“將某事物歸因于、歸源于、歸功于某人或某事物”58e.g.
He
owed
his
success
more
to
luck
than
to
ability.We
owe
this
discovery
to
Newton.·
We
owe
your
name
and
address
to…常見(jiàn)短語(yǔ)1、be
in
the
market
for
sth
求購(gòu)2、approach
sb
for
sth為…與某人接洽
3、under
separate
cover另郵4、look
forward
to希望5、lie
withinthe
scope
of在…范圍之內(nèi)
6、important
business大量交易7、be
interested
in對(duì)…感興趣
8、inform
sb
of
sth通知某人某事9、Supply
from
stock
out
of
stock59常見(jiàn)短語(yǔ)6010、upon
receipt
of收到….之后A
complete
range
of
samples
will
be
sent
uponthe
receipt
of
your
reply.11、be
in
linewith
the
market與市場(chǎng)水平一致1.7
Useful
Sentences
in
Common
Business
Letters(一般商務(wù)信函中的實(shí)用語(yǔ)句)1.回信We
are
offering
a
sound
article
at
popular
price,
and
weshould
appreciate
an
opportunity
to
substantiate
our
claIn
answer
to
your
favor
of
the
8th
June,
we
inform
you
thatwe
are
unable
to
take
the
goods
offered
by
you.In
answer
to
your
inquiry
for
bran,
we
offer
you
40
tons
ofsame.612.收訖62We
acknowledge
receipt
of
your
letter
of
yesterday,
andgratefully
accept
the
appointment
on
the
terms
youmention.We
acknowledge
receipt
of
your
letter
of
the
15th
inst.Kindly
acknowledge
receipt,
and
have
the
goods
sent
bythe
last
steamer
in
December.We
duly
received
your
favor
of
the
25th
June,
contents
ofwhich
we
note
with
thanks.3.通知We
inform
you
that
I
have
now
removed
myfactory
to
the
above
address.Having
established
ourselves
in
this
city,
asmerchants
and
general
agents,
we
take
theliberty
ofacquainting
you
of
it,
and
solicit
thepreference
of
your
order.We
are
pleased
to
inform
you
that
our
businesswill
be
turned
into
a
limited
company
on
the
1stAugust.634.確認(rèn)In
confirmation
of
my
cable
today,
I
regret
to
state
thatthe
factory
was
completely
destroyed
by
fire
last
nightWe
confirm
our
call
of
last
week
respecting
our
offers
toyou.We
confirm
our
respects
of
the
3rd
June,
and
inform
youthat
your
consignment
has
duly
arrived.Confirming
our
letter
of
last
week,
we
ask
you
to
appointan
early
interview
with
our
representative.645.愉快/欣慰65We
have
the
pleasure
to
inform
you
that
we
will
forwardby
tomorrow’s
to
the
Bank
five
bonds
of
USD500each.We
have
the
pleasure
of
enclosing
herewith
thedocuments.We
have
pleasure
in
enclosing
herewith
a
Bill
of
Ladingcovering
50
bales
of
cotton.6.附函We
enclose
for
realization
drafts
as
per
the
list
at
footEnclosed
please
find
the
invoice
of
80
bales
wool
boughtyour
order.Enclosed
please
find
three
orders
for
immediate
attentiAn
order
form
is
enclosed.
Fill
it
out
and
attach
your
ch667.迅即Kindly
see
the
empty
sacks
are
returned
as
promptly
aspossible.The
goods
were
at
once
dispatched
by
rail
to
your
addressPlease
give
us
forwarding
instructions
promptly.Please
deliver
these
goods
with
all
speed
to
the
Londondock.678.依照、關(guān)于In
accordance
with
your
letter
of
yesterday,
I
am
sendin
tonight
15
cases
of
whisky.Referring
to
our
conversation
of
this
morning,
we
enclosa
pamphlet
describing
our
new
articles.With
reference
to
your
letter
of
the
16th
inst.,
we
are
gto
inform
you
that
there
has
been
a
great
demand
for
the
articles.689.期滿、到期The
steamer
will
be
due
in
Yokohama
on
the
morning
ofthe
15th
May.I
received
in
due
course
your
letter
of
the
28th
June.We
have
duly
received
your
valued
favor
of
the
16th
May.6910.抱歉、遺憾We
are
sorry
to
learn
from
your
letter
of
the
10th
Junethat
your
customer
is
still
dissatisfied
with
the
condiWe
are
sorry
that
we
have
taken
the
liberty
in
writing
yoprematurely
on
the
subject.I
am
regretted
to
have
to
inform
you
that
two
cases
ofthem
are
so
bad
in
quality.7011.榮幸We
feel
specially
honored
to
be
given
thisopportunityto
meet
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