国际贸易ppt.ppt

Types of Business Communications,e-mail messages,memos,letters,reports,phone calls,meetings and conversations.,E-mail Message,Because of its speed and informality,e-mail is ideal for routine communication between coworkers.For instance,an e-mail message is usually the best means of announcing a new policy,introducing a recent hire,informing colleagues of a meeting time,and reminding an employee of an approaching deadline.E-mail messages are also useful for day-to-day or extremely timely exchanges with people outside the company.Because of their low cost,they often are preferred for communicating with overseas contacts.,Letters,The letter is now used primarily for formal correspondence with clients,customers,and others outside the company,particularly people you have not met.Material concerning confidential mattersCall for official signaturesFormal correspondence with clients,Phone Calls,Conversations and Meetings,The main advantage of a phone conversation is that it allows both parties to respond to each other immediately.Face-to-face meetings are usually the safest way of communicating confidential information.Meetings are also useful when a quick group decision is needed on a particular problem or issue.,Fax,Sending a hard copy quicklyProviding customer support,Unit 1 Business Letter Writing,Essentials of Business Letter-writing-3Cs or 7CsLayout of Business Letters-To master the structure of a business letter;Study the layout of a business English letter and address the envelope.,Essentials of Business Letter-writing,3Cs:1.Clearness:Meaning:Make sure that what you write is so clear that it cant be misunderstood.,Requirements:(1)Avoid using the words and sentences equivocal(模棱两可的)in meaning(2)Notice the position of the modifier(修饰语),for different position if the same word has different implication.(3)Pay attention to the object of the pronoun and the relations between the relative pronoun and the antecedent.(4)Pay attention to the rationality in logic,the variety in sentence structure,the compact in plot and coherence in meanings.(5)Note the logicality of the full text.,Examples:As to the streamer sailing from Shanghai to Los Angels,we have bimonthly direct services.-a.We have a direct sailing from Shanghai to Los Angeles every two months.-b.We have a direct sailing from Shanghai to Los Angeles semimonthly.-c.We have two direct sailings every month from Shanghai to Los Angeles.Analysis:“bimonthly”-An equivocal(模棱两可)word,for it has two meanings:once every two months or twice every month.,We can supply 50 tons of the item only.(only this item)We can only supply 50 tons of the item.(only 50 tons),The L/C must reach us not later than September 1st for arranging shipment.(信用证不得迟于9月1日到达我方)The L/C must reach us for arranging shipment not later than September 1st.(信用证必须到达我方以利于我方不迟于9月1日的装船),2.Conciseness:Meaning:Express what you said in a short and pithy(精练的)way.,Requirements:(1)Make a long story short and try to avoid wordiness(2)Avoid using the general and out-of-date commercial jargon and try to express your idea in modern English A.Avoid the unusual words and try to use everyday expressions B.Avoid the out-of-date commercial jargons and try to use modern English(3)Avoid unnecessary repeat(4)Control the number of the words,and build effective sentences and paragraphs,avoid wordinessenclosed herewith-here enclosedin accordance with your request/in compliance with your request-as you requestin regard to-regardingIt should be pointed out that-please notice that,out-of-date commercial jargonacknowledge receipt of-I received Attached hereto-attached,here,enclosed Enclosed please find-please find something enclosed At your earliest convenience-as soon as you can,unnecessary repeatWe have begun to export our machines to the foreign countries.-We have begun to export our machines.Analysis:the word“export”means“selling the machines to foreign countries”.However,we can say,we have begun to export our machines to Japan/USA/Germany(some specific country),去除陈词滥调,We have acknowledged receipt of your letter of May10th.We have received your letter of May 10th.Enclosed herewith please find two copies of our latest price list for your reference.We enclose two copies of our latest price list for your reference。,Please do not hesitate to write to us.Please write to us.,3.Courtesy:Meaning:Polite while not humble(卑下的),Requirements:(1)Change the commanding tone into requesting tone-change the imperative sentence into general question with the word“will”or“would”at the beginning(2)Use the past subjective form-should,could,would,might(3)Use mitigation and avoid overemphasizing your own opinion or irritating your partner,(4)Passive voice should be used accordingly(5)Try to avoid using the words with forcing tone or arousing unpleasantness(6)Use the words or expressions with the meaning of joy,thanks and regret(7)Dont use the humble words,Tell us more detailed information on your requirements-Will you tell us more detailed information on your requirements?-Will/would you please tell us more detailed information on your requirements?,Courtesy:YOU attitude,We allow 2%discount for cash payment.You earn 2%discount for cash payment.,积极肯定的语气,We feel sure that you will be entirely satisfied at the prices we quoted previously.We do not believe you will have any cause for dissatisfaction at the prices we quoted previously.,7Cs:completeness,concreteness(具体),clearness,conciseness,courtesy,consideration correctness.,The Layout of Business Letter,standard parts the letterhead the inside address the date the salutationthe body of the letterthe complimentary close the signature,optional parts(1)the references(2)the attention line(3)the subject line(4)the enclosure(5)the carbon copy notation(6)the identification line(7)the postscript note,1)信头(letterhead)2）编号，日期3）封内名称和地址(reference and date)(inside address)4）经办人(attention)5）称呼(salutation)6）事由（标题）(subject)7）正文(body)8）结尾敬词(complimentary)9）签名(signature)10）附件(enclosure)11）抄送(cc to XX)12）附言(postscript),1)Letterhead,外贸商号的信笺，一般都印有信头，包括发信人的姓名、地址、电话号码、传真号、及E-mail等，有些会将经营项目，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。信头显示了一家公司的个性和形象。信头-我做的理工大学.doc,Return address,your companys name the companys street address the city,state,and ZIP code Wal-Mart Stores,Inc.Bentonville,Arkansas 72716-8611.,2)Reference and Date,参考号：为便于存档与查阅，可以为信编写参考号，为避免混淆，最好标明Your ref:Our ref:打印日期注意事项：A.年份应完全写出，不能用(94)代替(1994)B.月份要写英文名称，不能用数字来代替，但可以用缩写。Incorrect:3/31/99 Correct:March 31,1999 Or:31 March 1999,3)Inside name and Address,受信人的姓名和地址一般是列在信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。信内把收信人名称地址写明对工作有便利。对发信人而言，便利有二：一是发信时可与信封地址相互对照，避免放入信封时发生差误；二是发信后便于准确归档，便于以后查找。对收信人而言，便利也有二：一是收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；二是收信后如信封与信函分离原信仍能保持完整，便于查阅。(例见教材),the recipients full name preceded by a courtesy title the recipients title the company name(spelled and styled exactly as it appears in the companys own publications)the companys street address the city,state,and ZIP code Mr.Henry Thomason Personnel Manager Lucerne Publishing 1002 Market Avenue Kodiak,AK 99615-0037,4)Attention Line,如需注明对方经办人，希望收信商号将信迅速交经办人办理，可以在封内地址下面加Attention 或Attention of例1 Richard Thomas&Baldwins Ltd.,151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager,5)The Salutation,这是写信人对受信人的一种称呼，其位置是在封内地址的下面空两行，目前外贸书信中一般通用的称呼语有：Dear sir,Dear Madam,Dear sirs,Dear Mesdames,Gentlemen(不能用单数),Dear Mr.xxx称呼后面的的标点，一般使用逗号或分号,Dear Ms.Richards:If you do not know the gender of the recipient,omit the courtesy title and replace it with the persons first name.Dear Leslie RichardsFor a relatively informal letter,you may use just the first name,but only if you know the recipient well.Dear Leslie:,If you still cannot locate the name,consider using the persons title in the salutation.Dear Vice President of Financing:If you do not know the name of the person to whom you are writing,never use the salutation“Dear Gentlemen,”which is dated as well as sexist.Only slightly better is“To Whom it May Concern.”Because of its impersonal nature,this greeting if off-putting to many people.,6)Subject Line or Caption Line,事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。,7)Body of the Letter,这是书信的主体，表达发信人的意见。在信的开头有开头语(Opening Sentences),自成一节，在习惯上是用客套语先将收到对方的来信的日期、编号或查号、主题及简单内容加以综合叙述，使对方一目了然这封信是答复哪一封去信的。如果是第一次通信也可以利用开头语作必要的自我介绍。,在信的结尾一般有结尾语(The closing Sentences),一般用来总结本文所谈的事项，提示对受信人的要求，如希望来函或电报订货、答复询问或作必要的声明等。另起一段。如We hope to receive your early reply.,8)Complimentary Close,结束语是一种客套用语它应与前面的称呼相呼应，后面加逗号。如：Dear Sir(s),Yours faithfully,or Faithfully yours,Gentlemen:Truly yours,or Yours trully,Dear Mrxx,Yours sincerely or Sincerely yours,In business correspondence,standards such as“Sincerely,”“Yours truly,”and“Best wishes”are usually the most appropriate.Avoid complimentary closes that are overly flowery(e.g.,“Your humble servant,”“Wishing you the very,very best”)or informal(e.g.,“Bye now,”“Til next time”).,9)The Signature,结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。例见教材外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。,10)Enclosure,如信中有附件时，应在签名下注明Encl.或Enc.如附件不止一件应注明2 Encls or 3 Encls,或详细列明如下：Encls:2 InvoicesEnc:1 B/L 1 Photo 1 Certificate,11)The Carbon Copy Notation,如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“CC to xxx”or“CC xxx”,12)Postscript,信写完后，如果想起还有要紧的要说，可以在信末加P.S.引出补叙的话，然后由发信人签署本人简笔签名(本人姓名的第一个字母)。,The form of a business letter,full blocked styleindented stylemodified blocked style,1.full blocked style,The Wilson Company1377 Main StreetDallas,Texas 75226U.S.A.February 5,1999Nippon International Trading Co.Ltd.3 Nihonbashi,Honcho 3 ChomeJapanGentlemen:Were sending you our latest pricelist We are looking forward to hearing from you soon.Truly yours,THE WILSON COMPANYWilliam Robertson,PresidentWR/ea,2.indented style,Nippon International Trading Nihonbashi,Honcho 3 Chome Chuo-ku,Tokyo 104 Japan February 15,19-The Wilson Company 1377 Main Street Dallas,Texas 75226 U.S.A.Attn:Mr.Robertson,3.modified blocked style,Nippon International Trading Nihonbashi,Honcho Chome 3 Chuo-ku,Tokyo 104 Japan February 15,19-The Wilson Company1377 Main StreetDallas,Texas 75226U.S.A.Attn:Mr.Robertson Sincerely yours Kaka,Addressing an envelope,accuracy clearness appearance,The principles of addressing envelopes:,收信人的姓名地址应写在信封的下半部偏右的位置上。发信人的名称地址通常印刷在信封的左上角。信封的右上角为粘贴邮票的位置。信封的左下角可留作附注。A C/O B，即由B转交A。,Addressing an envelope,Mr.James Wilkinson The Wilson Company 1377 Main Street Dallas,Texas 75226 U.S.A.,Addressing an envelope,Nippon International Trading Co.Ltd.3 Nihonbashi,Honcho 3 ChomeChuo-ku Tokyo 104Japan,stamp,