外贸函电与写作1

外贸函电与写作-Chapter oneThe principles of effective business communication课程目的本课程的 目的 是学习外贸业务书信的标准格式，了解通过哪些途径来发展新客户，开拓新市场，如何进行询购某商品，怎样报盘和还盘，怎样灵活运用付款方式，如何做到重合同守信用，怎样去审查信用证，做到不出差错，在理赔和索赔中做到有理有利有节；学会拟写信函和电传传真的写作技巧。课程简介本课程是国际贸易专业高年级的核心业务课程之一，是一门将英语与外贸业务相结合的课程。通过介绍外贸实务中各种英文业务函件，电传和传真以及其它方式的写作格式，商业术语和各种不同的表达方法，并通过介绍对外贸易各环节的具体做法，使学生在提高英语水平的同时，熟练掌握对外贸易业务中常用的基本术语及表达技能，培养和提高他们的外贸业务工作能力 .学习内容本课程主要学习信例，大量学习外贸实务基本环节中有代表性的信例。外贸实务基本环节有：建立业务关系和资信调查、询盘、报盘和报价、还盘、订单，履行订单、支付、包装和运输、信用证的修改和展期、索赔和解决索赔等。学习方法外贸函电是一门实践操作性很强的课程。也就是说，要达到正确拟写外贸业务信函的目的，仅有理论是远远不够的，学员必须学习大量外贸实务中有一定代表性的信函，深入体会何为七个 “CS”写作的基础理论知识，更重要的是通过学习信例，熟悉大量外贸业务中各个环节中常用语，包括词汇、短语、句型以及习惯表达方式等等，再通过一定量的练习，对常用语进行操练运用，从而达到掌握并熟练使用的目的。What is business communication? Business communication refers to all the message that are sent and received for business purpose. Such as letter, memo, fax, e-mail, telephone, voice mail, teleconferencing. A great deal of business is transacted in writing. Effective business writers can use their skill to help increase their companys sales and profits . Proficiency in writing gives the person in business a personal advantage.1. Why the ability to write is a business asset?1. Why the ability to write is a business asset? Reach a deal Improve customers satisfaction Promote the sale of your products Keep a good impression of your company Enhance your work efficiency 2. Writing Principles of business LettersGenerally speaking, the principles are as follows: appropriate layout, logically connected ideas, correct grammar, spelling and punctuation marks, suitable style and tone, and tactfully organized information. 2. Writing Principles of business LettersFive-stepsvPreparingObjective, Reader, ScopevFormattingLayout of the document3) OrganizingGathering information, sorting details, and making outlines.2. Writing Principles of business LettersFive-steps4) DraftingStart where you feel the most comfortable.Dont worry about possible mistakesFocus on the ideas you want to present.5) RevisingCheck on the overall tone and format.Ask for advice from colleagues.Directions: Revising Box Dose my writing include every element of a business letter? Am I clear about my writing purpose? Have I made effective use of layout and white space in the letter? Have I sorted out the facts appropriately? Have I organized the contend logically? Have I written it concisely and politely? Have I checked everything including grammar, punctuation and spelling?2. Writing Principles of business Letters7 “C” vCourtesy 礼貌Treating people with respect and friendly human concern.2) Consideration 体谅Consider the readers desires, problems,circumstances, emotions and reactions2. Writing Principles of business Letters3) Correctness 正确Choosing the correct level of language and using accurate information and data. Conciseness 简洁To write in the fewest possible words without sacrificing completeness and courtesy.2. Writing Principles of business Letters5) Clarity 清楚Short familiar words and simple short sentences are better for this purpose. Concreteness 具体Give vivid specific and definite information.7) Completeness 完整Include all the necessary information and datain the message to help senders get receiversresponse.ClarityFirst of all , make sure that your letter is so clear that it cannot be misunderstood. If it is ambiguous, further exchange of letters for explanations will become inevitable, thus it wastes both time and money.Next, when you are sure about what you want to say ,say it in plain ,simple words.Clarity(1) Pay attention to choosing the conciseand accessible expressions and trying to avoidusing the words, and sentences equivocal (模棱两可的 )in meaning. e.g.As to the steamer sailing from Shanghai to Los Angeles, we have bimonthly direct services.Clarity the word “bimonthly” has two meanings, one of which is “twice a month” and the other of which is “once every two months”. Youd better not use the word like “bimonthly” of double meanings, but use the words that can express your idea clearly as the following:Clarity 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 form Shanghai to Los Angeles.Clarity(2) Pay attention to the position of the modifier. The same modifier will lead to differentimplication and function when it is put indifferent position of the sentence. e.g. We can supply 50 tons of the item only. e.g. We can supply only 50 tons of the items.Clarity In the first sentence, “only” is used to qualify “the item”, meaning the supply is only this item, not other one. But in the second sentence, “only” is used to qualify “50 tons”, meaning the supply is only 50 tons.Conciseness Conciseness is often considered to be the most important writing principle and language feature. It enables to save both the writers and the recipients time. Conciseness means you should clearly express what you would do in a short and pithy style of writing as possible as you can without sacrificing completeness, concreteness and courtesy. Conciseness(1) Make it a rule, to use no more words and pithy sentences to express your meaningclearly and concisely. Try to use a word or phrase to express your idea as much as possible instead of using long sentence or causes. e.g. You shouldnt use: Youd better use: at this time now I want to take this opportunity to tell you that we are grateful to you Thank you.Conciseness(2) Avoid using the general and out- of-date commercial jargon and try to express your idea in modern English. Avoid the unusual words and try to useeveryday expressions. e.g. You shouldnt use: Youd better use : initiate begin inst. this monthCompare the following pairs of sentences: e.g. a. wordy: I wish to express my heartfeltgratitude to you for your kind cooperation. b. concise: Thank you for your cooperation. a. wordy: In compliance with your request, weimmediately contacted ABC Co., Ltd., SanFrancisco, and now wish to inform you of the result as follows. b. concise: As requested we immediately contacted ABC Co., Ltd., San Francisco, with thefollowing result.Conciseness Some necessary repeat can be used to emphasize a certain point of view or important fact, but unnecessary repeat, especially the repeat of the same matter without any reason not only looks wordy, but also makes the readers uninteresting.So unnecessary repeat in writing must be avoided. e.g. We have begun to export our machines to the foreign countries.(3) Avoid unnecessary repeat. Conciseness The word “export” in the above sentence means “selling the machines to foreign countries”. If you add an adverbial “toforeign countries” at the end of the sentence, unnecessary repeat appears before you realize. So, the sentence should be changed into: We have begun to export our machines.Conciseness