外贸函电知识correspondence of international trade (c1-c5)

Correspondence of International TradeZhongxin BNUChapter 1Structure and Layout of International Business Letter1. Format of Letter Typingn a. Indented Form n b. Modified Block Form n c. Full Block Form a. Indented Form n 1. Senders address is printed in the up-middle part, or typed in the up-right part with date below it. n 2. The receivers starts from the left margin.n 3.The opening line in each paragraph is indented.n 4. The complimentary close and the signature is typed at the right bottom.b. Modified Block Formn 1. Paragraphs are not indented.n 2. the date, complimentary close and signature are aligned slightly past the center of the page.c. Full block Formn Every part of the letter is typed from the left margin. It is convenient to type but the layout is not rather beautiful. 2. Structure of a Business Lettern A. The Principle Partsn B. Miscellaneous MattersA. The Principle Partsn The Headingn The Daten The Inside Addressn The Salutationn The Body of the Lettern The Complimentary Close B. Miscellaneous Mattersn The Referencen For the Attention ofn The Subject Headingn The Enclosuren The Identification Marksn Copy Notationn The Postscript3. Structure and Format of Business E-mailn A. The Heading“TO” and “From”“Bcc” and “Cc”n B. The Text“Salutation”“Body”“Complimentary Close”“Signature”Useful Expressionsn We are pleased to inform you thatn We have pleasure in informing you thatn We have the pleasure of apprising you ofn Please allow us to call your attention to n The purpose of this letter is to inform you thatUseful Expressionsn The object of this letter is to tell youn Please inform me thatn We should be glad if you would inform me thatn We will thank you for your informing me thatn The purpose of this letter is to inform you thatUseful Expressionsn We have pleasure in acknowledging receipt of your esteemed favor of the 3rd Mayn We are in receipt of your letter of the 7th Julyn We have duly received your favor of the 5th MarchChapter 2Writing for Effectiveness1. Before starting the letter a. Adapt your reader b. Assemble the information c. Determine the objective d. Predict the readers reaction e. Select the letter plan2. Notice the word effect a. Use familiar words b. Choose short words c. Use specific terms with caution d. Use strong and weak expressions properly e. Write Concretely2. Notice the word effect f. Prefer the active voice to the passive one g. Avoid overuse of camouflaged verb. h. Select words and idioms for precise meaning3. Construction of Sentence a. Limit sentence content b. Avoid using cluttering phrases c. Eliminate surplus words d. Avoid unrelated ideas in one sentence e. Avoid illogical construction4. Construction of Paragraph a. Make the paragraph in unity b. Use topic sentencetopic sentence at firsttopic sentence at endtopic sentence with paragraph c. Make paragraph coherent Useful Expressions Thank you for your letter of enquiring Thank you for agreeing to Thank you for your kind invitation of I am pleased to enclose I am happy to accept I was delighted to receive your letter inviting me I must draw your attention toUseful Expressions I am enquiring about You asked me to You may recall that Would you please send me My Committee has asked me Its now 3 months since I am sure you will agree thatUseful Expressions We are concerned that I look forward to having your decision in the next few days. By all means phone me or write to me if I can help you further. I would be interested in hearing about your progress. Thank you for your willing co-operationUseful Expressions For any further information, please do not hesitate to let us know. I should be in touch by phone in a few days. You may be sure that I shall do my best to We are delighted that you Please inform us at your earliest convenience.Chapter 3Tactics for Written Negotiation1. General tactics in written negotiation materials na. Be polite and courteousnb. Write concisely nc. Deliver complete information 2. Request skillsna. Ask for company information(1) Do not ask for everything (2) Show your goodwill (3) Never ask for business secrets(4) Tell the channel you got the readers contact method through 2. Request skillsnb. Ask for general product/service information(1) Write politely (2) Write as concisely as you can (3) Do not forget Your contact methods 2. Request skillsnc. Ask for free samples or free trial The letter need be especially courteous and tactful. Comments showing confidence in the reader or appreciation on products may be helpful. Do not ask for more than common sense would dictate. You have to claim clear what kind of products or service you need and add your address that is convenient to receive sample products. 3. Persuading skillsna. persuade the reader to buy products/services (1) Show your feature (2) Make the reader feel special (3) Help the reader e