外贸函电课件.ppt

Business English Correspondence外 贸 英 语 函 电,Course Introduction,1.Why to learn the course?What is international trade It is the exchange of goods&services produced in one country with those produced in other countries.,?What are the ways to finalize it?which of them is more daily used a.fairs and exhibition b.mutual visit c.correspondence,2.What to learn?a.writing ways of business English correspondenceprinciples,structure,style and etc b.the sequence of international trade by letter-the stage of preparation-the stage of negotiation-the stage of fulfillment c.writing in several important trade waysagencies,compensation,economic and technical cooperation,3.How to learn?,Theory SamplesMore practice,Unit 1 Basic Knowledge of Business Letter Writing,Focus pointsDefine communicationList Objectives of communicationClassify communicationDiscuss barriers to communication Talk about writing principlesIntroduce structure Show format,1.Communication Exchange of information,ideas,attitudes and emotions-either verbal or nonverbal-that produces a response between people.*Communication is basic to business.,2.Objectives of communication(1)to be understood as exactly as we intended(2)to secure a desired response to what we communicate(3)to build up goodwill,3.Classification of communication(1)downward communication(2)upward communication(3)horizontal communication internal&external?Which kind is more used in business,4.Barriers to communication(1)difference on perception(2)lack of interestboth benefits and taste(3)difference in culture(4)difference in political systems,economic development,export and import policies,5.Principles of communication,7“Cs”completeness concreteness clearness conciseness courtesy consideration correctness,(1)completeness-see to it that all the matters are discussed and all the questions are answered.-5”Ws”&1”H”,Task:check it by“Ws”&“H”With reference to our deal,as per Quotation Sheet,we would offer by fax no later than October 10,2009.eg.Transport:the goods can be delivered.,(2)Concreteness-be specific and definite eg.We have received with thanks your check,the amount has been placed to your credit.whats the number and amount of the check?whats the use of money?We have received with thanks your check No.245 for US.$200,000 in payment of our Order 123.,eg.These brakes stop a car within a short distance.What is the type of the brake?What car will be stopped?How long does a short distance mean?These type SMOZ power brakes can stop a 4-ton car traveling 65 miles an hour within 300 feet.,(3)clearness,-be clear to be misunderstood a.avoid equivocal b.notice the position of the modifier c.notice relations d.pay attention to logic in sentence e.pay attention to logic in text,a.avoid equivocal(?)eg.As to the streamer sailing from Shanghai to Los Angels,we have bimonthly direct services.?whats matter,As to the streamer sailing from Shanghai to Los Angels,we have bimonthly direct services.-We have a direct sailing from Shanghai to Los Angeles every two months.-We have a direct sailing from Shanghai to Los Angeles semimonthly.-We have two direct sailings every month from Shanghai to Los Angeles.,eg.Fluctuation in the freight after the date of sale will be for the buyers account.-Any increase in freight after the date of sale will be for the buyers account.-Any increase or decrease in freight after the date of sale will be for the buyers account.,eg.Cotton and silk blouses made in China enjoy a good market in the Europe.Please find out the equivocal word.,b.notice the position of the modifierWhats the difference between these sentences?eg.We can supply 50 tons of the item only.We can only supply 50 tons of the item.,eg.Please let us know what you wish us to do about this matter as soon as possible.Please let us know as soon as possible what you wish us to do about this matter.,c.Pay attention to the object of the pronoun and the relations between the relative pronoun and the antecedent.eg.They informed Mrs.Smith&Brown that they would receive a reply in a few days.eg.They informed Mrs.Smith&Brown that the latter would receive the reply in a few days.,d.Pay attention to-logic-variety in sentence structure-compact in plot,-logic,Choice the correct meaning of the following sentence.Being a registered accountant,Im sure you can help us.A.Being a registered accountant,you can certainly help us.B.As you are a registered accountant,Im sure you can help us.,-variety of sentence structure,How do you rewrite the following sentence?We have received your letter of April 4.We are sorry for the wrong dispatch.We will do something about it.-Thank you for your letter of April 4.We regret that we have dispatched the wrong goods.,-compact in plot and coherence in meaning,Rewrite the following sentence to be compact We wrote a letter.It was addressed to Mr.Henry.He is the sales manager.We wrote a letter to Mr.Henry,the sales manager.,e.note the logicality of the full text,for example:in the claim letter General rule-a paragraph for each point or topic.Outline-pare1:promise of supplier para2:not keeping ones words para3:damage for breaking ones promise para4:claim and adjustment,(4)Conciseness,-express what you said in a short and pithy way a.Make a long story short and try to avoid wordiness b.Avoid unusual words and expressions c.Avoid unnecessary repeat d.Control the number of words and build effective text,a.Make a long story short and try to avoid wordiness wordy concise in accordance with your request-as you request in regard to-regarding in the amount of-for with respect to-on,about endorse on the back of this check-endorse this check I want to take this opportunity to tell you that we grateful to you(?),b.Avoid unusual words and expressions,favor-letter ult.-last month prox.-next month inst.-this month acknowledge receipt of-I received Attached hereto-attached,here,enclosed At your earliest convenience-as soon as you can,c.Avoid unnecessary repeat,Omit the unnecessary repeat.We have begun to export our machines to the foreign countries.Samples will be sent and offers will be made upon receipt of your specific enquiries Note:The number of words in a sentence should be controlled in 20 words and a paragraph consists of no more than 10 lines.,(5)courtesy,-polite while not humblea.Change the commanding tone into requesting tone eg.Tell us more detailed information on our requirements.-Will/would you,b.Use the subjective form,should,would,could,might eg.We should be grateful if you advance delivery to the middle of June and ship the goods in one lot.eg.We wish you could effect insurance on the goods with PICC.eg.You might make shipment a little later,that is,by June 10.,c.Avoid overemphasizing your own opinion,We cannot deliver the goods all at one time.Im afraid we cannot deliver the goods all at once.It was unwise of you not to accept this favorable.We would say that it was unwise of you not to accept this favorable offer.Our goods are the very best on the current market.We might say that our goods are the very best goods on the current market.,d.Passive voice should be used accordingly,?Which of the following two sentences are more acceptable You made a very careless mistake during the course of shipment.A very careless mistake was made during the course of shipment.,e.Avoid arousing unpleasantness,We demand prompt shipment from you.-We request prompt shipment from youWe must refuse your offer.-We regret that we are unable to accept your offer.-We are sorry that we are not in a position to accept your offer.,f.Use words with meaning of joy,thanks and regret,Expressions of joy We are glad/pleased/delighted/happy to do sthB.Expressions of thanks Thank you Be appreciative/grateful thankful Be obliged Appreciate sth.Appreciate it if-,C.Expressions about regret We regret to say-We regret that-Much to regret We are sorry to do-We are sorry that-,g.dont use humble words,beg,permit,allow,(6)Consideration,-you-attitude,put you in the position of others a.take“you attitude”,“avoid we attitude”Compare the following two sentences:We allow a 5%discount for cash payments.(“we”attitude)You earn a 5%discount when you pay cash.(“you”attitude),b.Try to discuss problem in the positive way.Negative way:We do not believe that you will have cause for dissatisfaction.We close at 5 p.m.,(7)Correctness,-correct understanding and using the commercial jargons.a.choose the only accurate facts,words and figures.?do you think it is correct in translation eg.你方要求及时运输订单商品。You ask very short delivery for your order.,b.To be honest It is the lowest price available to you.?To the seller,this expression can not be true,how do you rewrite it?,c.Use commercial termsTerms of prices:Ex worksTerms of shipments:partial shipment to be prohibited minimum of each for to be 500 cases.Terms of offer:subject to our final confirmation the offer is open within 15days.,6.Structure of business letter,China National Light Industrial products Import&Export Corp.82 Tung An Men Street Beijing,China(1)Letterhead:信头position:in the center or on the left margin at the top of the papercontent:the senders name&address,telephone,telex number.details:Business scope,E-mail addressSpecific details-managers nameSee P8,Our ref:123 11LM/DM July 24 2003 one the left on the right(2)Reference and Date 编号日期-reference:file number department code signers initials typists initials Your ref:-same to the letter to reply to?:whats the function of reference?,-date2 forms of expression:24 July,2009(A.)July 24,2003(B.)use letter form of month 7/4/2003 or 4/7/2003 4 Oct.2003 use cardinal number of date 4th Oct.2003,Mr.M.Parker,Director-Director M.PakerOversea Trading Co.24 Park StreetLondon E.C.4,England(3)Insider name and address 封内址-the receivers name and postal address-at the left-hand margin,2-4 lines under the date,Why is the part necessary in the letter?,Attention:Marketing Department(4)Attention line 注意事项appointed dealers name function:help dispatch the letterposition:under insider addressform:,Attention:Mr.SmithAttentionSales ManagerAttention to Sales ManagerFor the attention of Mr.Smith,Dear Sirs,(5)Salutation 称呼the complimentary greeting to the receiverposition:two lines after attention lineform:,Dear Sirs,用于对方是团体或非独资商号Dear Sir/Madam,用于对方是个体或独资商号Dear Messrs Johnson,(Mmes)对家族公司的称呼Gentlemen:/Ladies:后边的标点用冒号Dear Mr.Wang,Dear Professor Woods,Dear Dr.Woods,亲密的贸易伙伴Dear Sales Manager,Dear Customer,对不知名的对方的称呼,Subject：Chinese Cotton Piece Goods(6)Subject line 事由 tells what the letter is about one line under salutation form Subject:Late Delivery Re:Late Delivery LATE DELIVERY,We welcome you for your enquiry of July 18 and thank you for your interest in our Cotton Piece Goods.We are enclosing our illustrated catalogue and pricelist giving the details you ask for.We feel confident that you will find the goods are both excellent in quality and very reasonable.We are looking forward to your order.,(7)Body of the letter The opening sentence Massage The closing sentence,When relying,we should express our appreciation or thanks Thank you for your letter of May 2.We should express in a clear and straight way.We are writing you for the establishment of business relations.You should offer enough information about the products which you wish your partner to buy.If you need further details,please let us know.,Yours faithfully,(8)Complimentary close 结尾敬语polite way of ending a letterbase rule:match the salutation form：,Formal Dear Sir,Yours faithfully,Gentlemen:Yours truly,Informal Dear Mr.Henry,Yours sincerely,Yours cordially,CHINA IMPORT&EXPORT CORP.Li Ming Li MingMarketing Manager(9)Signature 签署The name of the company in capitals Type the name of the signer The position of the signerto the right margin of the paper,Enclosure:Packing list(10)Enclosure 附件some related documents to the letterto the left marginform Encl.:Price List Enc.(4)Enclosures:4 samples Enclosure(2):Catalogue,Price List Enclose:as stated:附件如事所述,C.C.Mr.Cooper(11)Carbon copy(notation)抄送 others who also receive the same letter position:to the left margin form:C.C.The Osaka Chamber c.c.Mr.Copper and Mr.Lamper,P.S.The Sample will be mailed to you tomorrow.(12)Postscript 附言to emphasize the point calling the recipients attention position:two lines after carbon copylimit its use,7standard parts 5specialist partsLetterhead Reference and dateInsider address Attention lineSalutation Subject lineBodyComplimentary closeSignature Enclosure Carbon copy notation Postscript,Envelopes Shaanxi Machinery Imp.&stamp Exp.Corporation 29 Changle Zhong Road Xian,China Sales Department The Pakistan Trading Company 15 Broad Street Karachi,Pakistan Registered(Confidential,Printed matter,),Return Address Stamp Address Remarks,A.,B.,C.,D.,Remarks:1.Private 私人信2.Confidential机密信 3.Registered 挂号邮件4.Express快递邮件5.Ordinary Mail平信6.Immediate(Urgent)急件7.Printed Matter印刷品8.Sample样品,Exercise:1.Organize the following information in letterhead.U.S.A./Ford Motor Company/Dearborn,Michigan 48120/Public Relation Department 2.Rewrite the date in British form:6/15/94 13-9-93 Oct.28,95,3.What salutation would you use to address a letter to:a.a company b.David J.Lee(a person with a doctor degree)c.Candy Lester(unmarried)d.Clifford Kahan(a college professor,your friend)e.Mary Jackson and Jane Jackson f.Mr.Froy Longman and Mrs.Karen Longman,4.Write the parts of the letter a.The letter is signed by Mr.Robert Osborne and typed by Mary Lee b.There are two enclosures:sales order and pricelist c.The letter is also sent to Mr.Dany Brown d.The letter emphasize the date of delivery.,7.Format of business letter,(1)full-block form 齐头式(2)Modified block form with indented style 混合式 little towards the right-letterhead-complimentary close-signature,(3)Modified block form 改良式 little towards to the right-complimentary close-signature(4)Simplified form 简化式 letterhead,date,inside address,body and signature with full block form,Homework:P 23 exercise 1,Unit Two Establishing Business Relations,Outline:1.the source of senders information of receiver 2.the senders intention of writing the letter 3.the Business scope of senders firm 4.the reference as to senders position 5.expectation of cooperation and reply,1.the source of senders information of receiver,a.Sentence pattern:We have obtained your name and address fromYour firm has been recommended to us byThrough the courtesy of,we come to know your name and address.We own your name and address toWe are indebted tofor your name and addressYour name and address has been given to us by,We are given to understand thatOn the recommendation of,we have learned with pleasure that your company is the biggest import of textile products in UK.b.the source of information*enterprise bookname&address region nature of company business scope,*self-introductions from the merchants Dear Sirs,We write to introduce ourselves as one of the leading exporters of Electric Goods from UK.We attach a list of products we are regularly exporting and trust some of items will be of interest to you.We look