教学课件·新编外贸英语函电

1、English for Business CommunicationXu Meirong from Department of Intl Business Communication of Dalian Vocational & Technical CollageEnglish for Business CommunicationThird Edition Contents Module 1 Written communication- an overview Module 2 Establishment of Business Relations Module 3 Inquiries and

2、 replies Module 4 Making Quotations & Offers Module 5 Counteroffers & Declining Orders Module 6 Acceptance & Orders Contents Module 7 Terms of Payment Module 8 Letter of Credit Module 9 Packing & Shipment Module 10 Insurance Module 11 Complaints & Claim Learning ObjectivesBe able to grasp the basic

3、principles of business letter writingBe able to grasp the layout of business lettersBe able to grasp the envelope addressingBe able to grasp e-mail writing Preface1.Definition English business correspondence refers to the letters , cables, telexes, faxes and e-mails dealing in international business

4、, as well as in domestic trade, of course.2. Aim The purpose of this course is to help you learn how to write good business letters by using up-to-date expressions in the simplest possible language.It has its unique language style and jargons It is full of business terminations and abbreviationsTher

5、e is a close relations between EBC and international trade 3. FeaturesWe are in the market for silk blouses and should be pleased if you could kindly quote us your keenest prices CFRLondon for the goods belowOffer quotation order counteroffer letter of credit CIF FOB YL11/11RVDS/C123 L/CUNRCV PLSRUS

6、H Examples:Task 1Warming-up Discussion Suppose you work for China National Garments Imp. & Exp. Corporation. Counsellors Office of the British Embassy in Beijing, from which you note that they are in the market for silk blouses. Now, you are requested to write a letter to the buyer. Can you list the

7、 layout of your business letter?Specimen Letters Study The Layout of business lettersA. The standard parts B. The optional parts Layout of Business Letters A. The standard parts the letterhead the inside address the date the salutationthe body of the letterthe complimentary close the signature Layou

8、t of Business Letters B. The optional partsthe references the special markings the subject linethe enclosurethe carbon copy notationForm of a business letter 1.The fully blocked styleThis layout reduces typing time as all typing lines begin at the left margin there are no indentations for new paragr

9、aphs or the closing section. 齐头式示例除信头外全部左对齐2. Indented styleIndented style refers to each paragraph (body of the letter) taking in the first line of each paragraph in the body of the letter, five spaces for type, and other parts are the same as a fully-blocked style.Form of a business letter Nippon

10、International Trading Co.Ltd. 3 Mihonbashi, Honcho 3 Chome Chuo-ku Tokyo 104 Japan The Wilson Company 1377 Main Stree Dallas, Texas 7522 U.S.A. Attn.:Shipping Dept.Shipping AdviceDear Sirs,We are pleased to advise you that your Order for 5,000 pcs of mens shirts have been forwarded onto S/SPeace thi

11、s morning.Enclosed please find a full set of copy shipping documents as required in your L/C No.332.We are very glad to have been able to executed your order as stipulated and assure you of our closecooperation with you in all your future dealings.Yours faithfully,Nippon International Trading Co.Ltd

12、Sales Manager: YOKOYAMAEnc. As Stated.缩行式示例3. Modified Blocked-Style with Indented ParagraphsPlacement of the letterhead, the date, the complimentary close and the signature on the right side of the paper. Paragraphs have indentation with five spaces from the left margin in the letter. And this form

13、 is current used. Form of a business letter 改良齐头式示例参考编号和日期靠右签名偏右Envelopes addressingaccuracy clearness appearance The principles of addressing envelopes: Name and address of the receiver should be typed above half way down the envelope, leaving enough space for the postmark or stamps. the return add

14、ress should be printed in the upper left corner of the envelope. Post notations such as Registered, Certified or Confidential should be placed in the bottom left-hand corner. Envelopes addressing Envelopes addressingWhen a letter is mailed to a third person who is bound to pass it onto the addressee

15、, write the third persons name down below the addressees, write the words care of in front of it. 齐头式举例写信人名称地址收信人名称地址：左端对齐缩格式举例收信人名称地址：逐行右缩写信人名称地址Layout of E-mails 电子邮件格式捎交Mr. Charles WoodKindness of Mr. J. W. Smith 由Mr. J. W. Smith 捎交给Mr. Charles Wood转交最终收信人转交人转交人地址Layout of E-mails 电子邮件格式外发的邮件收件人被

16、抄送人被暗抄人事由主体部分添加附件处接收的邮件主体部分发件人收件人被抄送人事由日期附件Language and tone Choose the method of communication carefully. Create the document thoughtfully. Present the document so that it looks good and gives an impression of efficiency and reliability. Use a format that is neat, easy to read and structures logica

17、lly. Use appropriate tone, considering the circumstances, the situation and the recipient. Ensure your message is accurate in terms of grammar, spelling and punctuation.1. Remember your ABC Accurate Check facts carefully Include all relevant details Proofread thoroughlyBrief keep sentences short Use

18、 simple expressions Use non-technical language Clear Use plain, simple English Write in an easy, natural style Avoid formality or familiarity 2. Be courteous and considerate Reply promptly to all communications-answer on the same day if possible. If you cannot answer immediately, write a brief note

19、and explain why. This will create goodwill. Understand and respect the recipients point of view. Resist the temptation to reply as if your correspondent is wrong. If you feel some comments are unfair, be tactful and try not to cause offence. Resist the temptation to reply to an offensive letter in a

20、 similar tone. Instead, answer courteously and do not lower your dignity. 3. Use appropriate tone If your letter is to achieve its purpose the tone must be appropriate. The tone of your letter reflects the spirit in which you put your letter across. You alter your tone of voice to convey messages in

21、 different ways. Much of what you say is also interpreted through non-verbal clues- eye contact, gestures, inflections of the voice, etc. This type of reading between the lines is not possible with the written word. Therefore it is vital to choose your words carefully. You can be firm or friendly, p

22、ersuasive or conciliatoryit depends on the impression you wish to convey. It is important to try to get the tone right because using the wrong tone could cause real offence to your reader.4. Write naturally and sincerely Try to show a genuine interest in your reader and his/her problems. Your messag

23、e should sound sincere while written in your own style. Write naturally, as if you are having a conversation. 5. Remember the KISS principles KISS stands for: KeepItShort and SimpleKISS means instead of long or complex words, use short ones.6. Use modern terminology Old-fashioned phrases add nothing

24、 to your meaning. Such unnecessary, long-winded phrases are likely to give a poor impression of the writer and may even lead to confusion. A good business letter will use no more words than are necessary to convey a clear and accurate message. 7. Include essential details If the recipient of your le

25、tter must ask a question, or if something is unclear, then something has been omitted from your message. Do not leave anything to chance. Include all essential information.8. Be consistent Consistency is not only important in the way your massage is presented, it is important within the message itse

26、lf. The people attending will be George Bush, Bill Clinton and Denny from the Sales. The people attending the next committee meeting will be George Bush, Bill Clinton and Denny Smith. 9. Use active not passive voice Voice is a grammatical term that refers to whether the subject of the sentence is ac

27、ting or receiving the action. Using active voice can considerably improve your writing style. Active voice makes your writing more interesting, more lively and more - well, active! Active voice: Tom played the violin.Passive voice: The violin was played by Tom. Make comparisons:10. Compose CLEAR com

28、munications CLEAR objectives. Your message should be: Clear Leave no doubt in your readers mind. Help yourself by being specific, avoiding vague expressions, using familiar words and using simple English. Remember also to use straightforward language that your reader can understand, written in a fri

29、endly, natural, conversational style. 10. Compose CLEAR communications CLEAR objectives. Your message should be:Logical Structure your message logically, remembering to use the 4 point plan. Start with an introduction, develop your points logically in the central section, and come to a natural concl

30、usion in which you state the action you need from the reader. Finish with an appropriate one-line. Empathetic Put yourself in your readers place and ask yourself how the reader will feel when he /she reads your letter. If anything is unclear, or if anything is worded badly, then change it before you

31、 sent it. Accurate Make sure all the relevant details are included-times, dates, names of commodity, facts and figures. Right Proofread carefully (not just spell check) to make sure everything is 100% right before you sent the message. CLEAR objectives. Your message should be: The Seven CsConsiderat

32、ionCourtesyClarityConcisenessConcretenessCorrectnessCompletenessConsiderationCompleteness Concreteness Clarity ConcisenessCorrectness Courtesy 7CsEffective Business Writing Criteria The motto in business letter-writing A letter is personal contact. The exchange of information is basic to business. L

33、etters should be easy to read and easy to understand, they must be friendly and courteous. Business letters should develop goodwill. Structuring communications 4 POINT PLANIntroduction(Background and Basics)Details(Facts and Figures)Response or Action(Conclusion)Close(A simple one-liner)1234Situatio

34、nal Training-1 Headings DateInside addressSpecial markingsSalutationSubject lineBodyComplimentary closeSignatureEnc. CC toSituational Training-2Senders name & address stamp recipients name & address Postal ways English for Business CommunicationXu Meirong from Department of Intl Business Communicati

35、on of Dalian Vocational & Technical CollageEnglish for Business CommunicationThird Edition To establish business relations with prospective dealers is one of the vitally important measures either for a newly established firm or an old one that wishes to enlarge its business scope and turnover. No cu

36、stomers, no business.Module 2Establishment of Business Relations WHY?Learning ObjectivesBe able to write self-introductory lettersBe able to write letters of transferring relationsBe able to write letters of credit inquiry HOW?WebBanksCommercial Counselors OfficeChambers of Commerce in foreign count

37、riesTrade DirectoryAdvertisementsAttendance at trade fairs and exhibitions held at home and abroadMutual visits by trade delegations and groups Merchants may be approached through the following channels:Key Words & Expressionsestablish business relations business scope import export Export List comm

38、ercial counsellors office chamber of commerce credit standing Inquiry Note fall within the scope of business activities credit standinga. We learn/know/ note/obtain your name and address from b. We owe your name and address to the Commercial Counsellors Office 1 of theC. On the recommendation of ABC

39、 Co., your sister-company, we come to know your name and address.d. We write to introduce ourselves as one of the leading exporters of garments in this city Key Words & Expressions（1）The source of the information (2) The purpose of the letter Key Words & Expressionsa. We write you in a hope of estab

40、lishing direct business relations with you.b. We would like to avail ourselves of this opportunity to write you for the purpose of having opportunity to cooperate with you.c. We take the liberty of writing to you with a view to building up business relations with your firm.d. Your desire to enter in

41、to business relations with us coincides with ours.(3) Make self-introduction:Key Words & Expressionsa. We are a state-owned corporation, handling both the import and export business of garments.b. Being one of the leading importers of Chinese Arts & Crafts in this city and shall be pleased to establ

42、ish business relations with you.C. Our lines are mainly chemical fertilizers.d. We wish to introduce ourselves to you as in E We. have wide experience inTask 1Warming-up Discussion Suppose you are China National Garments Imp. & Exp. Corporation, Dalian Branch. You have obtained a potential importer

43、(Fashion Trading Co. Ltd. in London) from the Commercial Counsellors Office of the British Embassy in Beijing, from which you note that they are in the market for silk blouses. What will you write to them? Writing Steps for reference1.the source of your information2.the intention or desire of writin

44、g the letter3.self-introduction, including the business scope, branches and other necessary information4.the reference as to the financial status and integrity of your company if necessary5.expectation of the cooperation and an early replySpecimen Letters for Analysis (1) Language Pointsowe v. 应该把归功

45、于，（后接介词to）He owes his success to the open-policy.他把他的成功归功于开放政策。to owe your name and address to承蒙 告知贵公司行名和地址（获悉贵公司行名和地址要感激） Language Points 类似的表达法还有：to be indebted to for your name and addressto come to know the name and address of your firm throughthrough the courtesy of we come to know your name an

46、d addressto have obtained your name and address fromto have noted your name and addressto be recommended to sb. by on the recommendation of We owe your name and address to the Chamber of Commerce in your city. Language Pointsthe Commercial Counselors Office 商务参赞处得知贵公司行名和地址要感谢您瑞士驻北京大使馆商务参赞处。Your turn

47、We owe your name and address to the Commercial Counselors Office of the Swiss. inform v. 通知inform sb of sth. 通知某人某事inform sb. that 通知某人某事be informed that 兹通知 Language PointsYou are informed that the goods under your Order No.616 have been ready for shipment.Your turnPlease inform us of the name of s

48、teamer and date of shipment.请告知船名和装运期。兹通知你方第616号订单项下的货物已备妥待运。 Language PointsThe commercial Counselors Office in this city has advised us of your name and address. Language PointsWe are in market for Groundnuts.be in the market for 欲购；想买一位日本客户拟购绿茶。One of our clients in Japan is in the market for gre

49、en tea.我们想要购买花生。 Language Points你们应该充分利用图书馆的书籍。avail oneself of v. 利用借此机会对你方的密切合作表示感谢。1)We avail ourselves of this opportunity to express our thanks for your close cooperation.2)You should avail yourselves of the books in the library.a state-operated corporation / a public-owned corporationa private

50、 corporation 私有公司/ 企业Sole proprietorships个人企业Partnerships合伙企业Joint ventures合资企业 类似的表达方式：a government-owned corporation（enterprise） 国有公司/企业in the hope of 希望 （后接动名词） Language Points Language Pointshandle v. 经营（某种或某类商品） 类似的表达法还有： to trade in to deal in be in line Your turn我们是国营公司，专门经营棉布的进出口业务。We are a

51、state-operated company, handling exclusively the import and export of Cotton Piece Goods. Language PointsWe have been for many years in the chemical line.我们经营各种各样的棉布。We trade in all kinds of cotton piece goods.They are mainly dealing in fertilizers.他们主要经营化肥。我们从事化工产品这一行业已有多年。 Language Pointsacquaint

52、v. 熟悉；了解to acquaint sb. with sth. 使某人了解某事be/get well acquainted with sth. 熟悉（了如指掌） Your turnWe want to acquaint ourselves with the supply position of crude oil in your country.我们想了解贵国的原油供应情况。We are well acquainted with the market condition in your neighboring countries.我们对你们邻国的市场情况了如指掌。 Language Poi

53、nts我们对这些商品不熟悉。We are not acquainted with these articles. on the basis of equality, mutual benefit and exchange of needed goods在平等互利、互通有无的基础上也可以这样说： on the basis of equality, mutual benefit and exchanging what one has for what one needs Language Points through mutual efforts 通过共同努力 by joint efforts 通

54、过共同努力Language Points我们总是在平等互利的基础上同全球商人做生意。 trade v. n. to trade in sth .to trade with sb. Your turnWe trade in the import and export of textiles.我们从事纺织品的进出口业务。We trade with merchants all over the world on the basis of equality and mutual benefit.Language Points Look forward ph. 期待你方早日答复。We look forw

55、ard to receiving your early reply. We look forward to your early reply.Chinese version of the letter敬启者：事由：建立业务关系 得知贵公司行名和地址我们要感激英国驻北京大使馆商务参赞处，他们告知我们你公司拟购买真丝衬衫。 借此机会致信你方寄希望与贵公司建立业务关系。 我公司是国营公司，从事服装的进出口业务。为使你们对我们的业务范围有所了解，随函附上目前有关你方所询购商品的我方出口价格表一份。 我们的贸易政策是在平等互利互通有无的基础上同各国做生意。希望通过共同努力，既促进贸易又增进友谊。 期待早

56、日收到你方的询盘。 谨上， Self-introduction letter-writingstate the reasons of your letterstate your purpose of your lettermake a brief self-introductiongive the recipient an incentive to replyWarming-up Discussion You (China National Garments Imp. & Exp. Corporation, Dalian Branch) have already appointed your

57、sole agent in U.S.A. as it is more economical to buy or sell . Now you have received a letter of inquiry from the buyer in your sole agents area, what are you going to do with it?Task 2Writing Steps for reference1. identifying the reference of your letter2. transferring business relations3. encourag

58、ing closeSpecimen Letters for Analysis (2) Language Pointsaddress v 写信给；接介词toHead Office 总店pass on v . ph. 转交This letter is addressed to the President of Dalian Vocational & Technical College.此信是写给大连职业技术学院院长的。Dalian Branch Office 大连分公司 也可以说：Dalian Branch / Dalian Office 总司、 总部 类似的表达法：forward，transmi

59、t你方对包装的建议已转交我方制造商参考。Your letter of March 5 addressed to our Dalian Office has been passed on to us for attention and reply.你方三月五日写给我大连分公司的信已转交我们办理答复。Your comments on packing have been passed on to our manufacturers for their reference. Language Pointsfor attention and reply 研究答复；办理答复 Language Points

60、希望你方能对此信予以迅速办理。attention n. 注意；办理Your application will have attention.你的申请会得到考虑。We can assure you that your orders will receive our immediate and careful attention.对你方所有的订单将予以及时认真办理。We hope you will give this letter prompt attention.fall within the scope of ones business activitieslie within the sco