外贸英语函电2ppt全套教学课件

1、English for Business CommunicationEnglish for Business CommunicationFourth Edition外贸英语函电课件外贸英语函电课件制作人：功能简介：正常条件下，课件运行稳定，兼容Office2000及以上版本；能合理运用多种媒体，其组织结构与呈现方式适合教学需要，素材质量高，生动形象，页面设计规范、简洁、和谐美观；界面友好，操作简单，能方便灵活地控制课件的进入、运行、暂停和退出，有一定容错能力和安全性；已经移植上网国际商务语言系网和学院精品课网页 。 使用说明书：本课件利用Microsoft（微软）公司的Office2000办公

2、软件制作，正常条件下，课件能稳定运行，兼容Office2000及以上版本；Office 2000 是为以下操作系统设计的： Windows 95、 Windows 98 、Windows NT Workstation 4.0，需要SP3 的 Windows 2000 在NT4.0系统上、Windows XP，如果你要使用Microsoft Data Engine（微软数据引擎）、Office Server Extension或者NetMeeting，则需要SP4。为了使用Office站点组件：需要IE4.01或更高版本于任何版本的Windows 95、Windows 98或Windows NT

3、。 外贸英语函电课件制作人： Contents Chapter 1 Written Communication- An Overview Chapter 2 Establishment of Business Relations Chapter 3 Inquiries and Replies Chapter 4 Making Quotations & Offers Chapter 5 Counteroffers & Declining Orders Chapter 6 Acceptance & Orders Contents Chapter 7 Terms of Payment Chapter

4、 8 Letter of Credit Chapter 9 Packing & Shipment Chapter 10 Insurance Chapter 11 Complaints & Claim Chapter 12 Agency Preface1.Definition English business correspondence refers to the letters , cables, telexes, faxes and e-mails dealing in international business, as well as in domestic trade, of cou

5、rse.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 terminologies and abbreviations.There is a close relations between EBC(

6、English for Business Communication) 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 for the goods below.Offer quotation order counteroffer letter of credit CIF FOB YL11/11RVDS/C123 L/CUNRCV PLSRUSH Examp

7、les: Part of Business Letters A. The standard parts the letterhead the inside address the date the salutationthe body of the letterthe complimentary close the signatureParts of a Business Letter 信件组成部分Standard Parts 必要部分1. The letterhead 信头2. The date line 日期3. The inside name and address 封内地址4. The

8、 salutation 称呼5. The body of the letter 正文6. The complimentary close 客套结束礼词7. The signature 签名(1) the references (2) the special markings(3) the subject line (4) the carbon copy notation(5) the enclosure Part of Business Letters B. The optional parts Optional Parts 可供选择部分8. The reference notation 参考

9、编号9. The subject line 事由10. The enclosure 附件11. The carbon copy notation 抄送12. The special markings特别注明Form of a business letter 1.The fully blocked style with Open PunctuationThe fully blocked style is now the most widely used method of display for all business documents. This style is thought to h

10、ave a business appearance. This layout reduces typing time as there are no indentations for new paragraphs or the closing section.Open punctuation is often used with the fully blocked style. Again this reduces typing time because there is no need for any unnecessary full stops and commas. 缩行式示例日期靠右具

11、体收信人和事由居中段首缩格客套结束礼词和签名偏右改良齐头式示例参考编号和日期靠右签名偏右齐头式示例除信头外全部左对齐2. Indented style with Open PunctuationFollowing traditional British practice the indented style business letters are roughly divided into two styles: Blocked and Indented. The former is used mainly in the United States while the latter is us

12、ed to be popular in British and the old British colonies. 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 address s

13、hould 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, writ

14、e the third persons name down below the addressees, write the words care of in front of it. The Seven Cs of Business CommunicationConsiderationCourtesyClarityConcisenessConcretenessCorrectnessCompleteness Language and tone(10 rules of good business writing) Choose the method of communication careful

15、ly. 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 logically. Use appropriate tone, considering the circumstances, the situation and the recipient. Ensure your

16、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 simple expressions Use non-technical language Clear Use plain, simple English Write in an easy, natura

17、l 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 and explain why. This will create goodwill. Understand and respect the recipients point of view. Resist

18、 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 similar tone. Instead, answer courteously and do not lower your dignity. 3. Use appropriate tone If yo

19、ur 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 different ways. Much of what you say is also interpreted through non-verbal clues- eye contact, gestur

20、es, 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, persuasive or conciliatoryit depends on the impression you wish to convey. It is important to try to get

21、 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 message should sound sincere while written in your own style. Write naturally, as if you are having a convers

22、ation. 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 to your meaning. Such unnecessary, long-winded phrases are likely to give a poor impression of the wri

23、ter 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 letter must ask a question, or if something is unclear, then something has been omitted from your message

24、. Do not leave anything to chance. Include all essential information.8. Be consistent Consistency is not only important in the way your message is presented, it is important within the message itself. The people attending will be George Bush, Bill Clinton and Denny from the Sales. The people attendi

25、ng 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 acting or receiving the action. Using active voice can considerably improve your writing style. Active vo

26、ice 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 communications CLEAR objectives. Your message should be: Clear Leave no doubt in your readers mind. Help y

27、ourself 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 friendly, natural, conversational style. 10. Compose CLEAR communications CLEAR objectives. Your message s

28、hould 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 conclusion in which you state the action you need from the reader. Finish with an appropriate one-line. Empa

29、thetic(设身处地的） 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 sent it. Accurate Make sure all the relevant details are included-times, dates, names of commod

30、ity, 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 motto in business letter-writing A letter is personal contact. The exchange of information is basic to business. L

31、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：Reason of your letter(Background and Basics)Details: Central section of your letter(Facts and Figures)Response or A

32、ction: Conclusion of your letter(Conclusion)Close: Ending of your letter(A simple one-liner)1234 PracticeArrange the following in proper form as they should be set out in a letter:1) Senders name: China national Light Industrial Products Import & Export Corporation, Dalian Branch2) Senders address:1

33、11 Renmin Road, Dalian, China3) Senders E-mail:dalian chinalig. Com. Cn4) Senders telephone number: 86-411-828282785) Senders fax number: 86-411-828282696) Senders Reference Number: WDF/LL7) Senders Internet: http:/ www. Chinalight. C/chi-version/ dalian.htm8) Special markings: The Head of Export De

34、partment 9) Date: Aug. 23,2006 10) Receivers name: Biddle, Sawyer Co., Ltd 11) Receivers address: 125 Fitzory Street, London, SW8 25DY, England 12) Salutation: Dear Sir, 13) Subject line: 100% Cotton Bed Sheets 14) Body: 1) We thank you for your letter of Aug. 16 enquiring for the captioned goods.15

35、) Body: 2) The enclosed booklet contains details of all our bed sheets and will enable you to make a suitable selections. 16) We look forward to receiving your specific enquiry with keen interest. 17) Complimentary close: Yours faithfully, 18) Signature: China National Light Industrial Products Impo

36、rt & Export Corporation, dalian Branch Manager: Wang Dafa 19) Enc. As Stated. 20) CC to: ABC Company China national Light Industrial Products Import & Export Corporation, Dalian BranchEnglish for Business CommunicationXu Meirong from Department of Intl Business Communication of Dalian Vocational & T

37、echnical CollegeEnglish for Business CommunicationFourth EditionLearning ObjectivesBe able to write self-introductory lettersBe able to write letters of transferring relationsBe able to write letters of credit inquiryChapter Two Establishment of Business RelationsSource of informationSelf-introducti

38、on Transferring business relationsCredit inquiry Main & Difficult PointsKey Words & Expressionsestablish business relations business scope Commercial Counsellors Office Chamber of Commerce credit standing Export List Inquiry Note import export importer exporterfall within the scope of business activ

39、ities 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 customers, no business. WHY? HOW?Web / InternetBanksCommercial Counselors OfficeChamber

40、 of Commerce in foreign countriesTrade Directory(贸易指南，贸易名录）AdvertisementsAttendance at trade fairs and exhibitions held at home and abroadMutual visits by trade delegations and groupsIntroduction or recommendation of friends Merchants may be approached through the following channels:Writing Steps fo

41、r reference1.the source of your information2.the intention or desire of writing 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 a

42、nd an early replyTask 1Warming-up Discussion Suppose you are China National Garments Imp. & Exp. Corporation, Dalian Branch. You have obtained a potential importer (Fashion Trading Co. Ltd. in London) from the Commercial Counsellors Office of the British Embassy in Beijing, from which you note that

43、they are in the market for silk blouses. What will you write to them? Letter 1 Self-introduction Language Pointsobtain v. 得到；获得 Weve obtained your name and address from your chamber of commerce in your city.我们从贵市商会得知贵公司的行名和地址。 owe v. 应该把归功于，（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

44、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 and addressto have obtained your name and address fromto have

45、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 Points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。the Commercial Counselors Office 商务参赞处PracticeWe owe your name and address to the Commercial Counselors Off

46、ice of the Swiss Embassy in Beijing. inform v. = advise / notify 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.PracticePlease inform us of the name of steamer and date of shipm

47、ent.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 the 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 green tea.我们想要购买花生。 Lan

48、guage 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 corporation 私有公司/ 企

49、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 Practice我们是国营公司，专门经营棉布的进出口业务。We are a state-operated compan

50、y, 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 v. = be familiar with

51、 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） PracticeWe 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 Points

52、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 通过共同

53、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. PracticeWe 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 to sth. or doing sth. 期待你方早日答

54、复。We look forward to receiving your early reply. We look forward to your early reply.Chinese version of the letter敬启者： 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牛仔裤。 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。

55、 期待早日收到你方的询盘。 谨上， Writing Stepswhere you get the information about the person or company to whom you are writing the letter;your intention for export or import;a brief introduction to your business scope, experience and products ;the reference as to your firms credit standing;expectation for coopera

56、tion and an early reply. A letter aiming at establishing business relations usually consists of following steps: Self-introduction letter-writingstate the reasons of your letterstate your purpose of your lettermake a brief self-introductiongive the recipient an incentive to replyLetter 2 Transferrin

57、g business relationsTask 2Warming-up Discussion You (China National Garments Imp. & Exp. Corporation, Dalian Branch) have already appointed your 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

58、you going to do with it?Writing Steps for reference1. identifying the reference of your letter2. transferring business relations3. encouraging close 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

59、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 总公司、总部 类似的表达法：forward，transmit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

60、 to our manufacturers for their reference. Language Pointsfor attention and reply 研究答复；办理答复 Language Points希望你方能对此信予以迅速办理。attention n. 注意；办理Your application will have our 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