外贸函电13-06-17.ppt

Business English Correspondence,Du Chunlei,School of Foreign Languages,I. General Introduction of the Course,1. Brief introduction of the course 2. Contents 3. Objectives 4. Teaching Concept 5. Teaching Methods 6. Learning Methods,General Introduction of the Course,7. Existing Professional Posts Concerning International Trade 8. Suggested Reference Books 9. Other Self-teaching Materials Available,1.课程概况（Brief Introduction of the Course）,Business English and Foreign Trade Correspondence is an English course for senior college students, which combines the international trade practice and English. This course requires not only teaching students the basic knowledge of business steps involved in the foreign trade practice, but also training them to be foreign trade businessmen /women or salesmen, who are able to not only negotiate with foreigners in the international business, but translate and write business English letters as well.,外贸函电课是一门融国际贸易业务与英语为一体的大专院校高年级英语课，既要讲授对外贸易业务各个环节的知识，又要训练、培养能够磋商业务，又能撰写函电的外贸人才。,1.课程概况（Brief Introduction of the Course）,Through lecturing on writing styles of business letters as well as business terms and different expressions, and practicing business steps involved in the foreign trade, this course is designed to train and improve students working capability in the foreign trade by helping them have a good command of basic foreign trade terms and upgrade skills of applying expressions commonly used in the international business line, while their English level is improved.,1.课程概况（Brief Introduction of the Course）,本课程通过介绍外贸实务中各种英文业务函件、电传、电报等写作格式、商业术语和各种表达方法，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。,1.课程概况（Brief Introduction of the Course）,The steps of foreign trade business can be generally divided into 2 parts： 1. business negotiating and concluding, contract/agreement signing; 2. foreign trade contract performing, including insurance, shipment, payment and claim, etc,1.课程概况（Brief Introduction of the Course）,外贸业务环节大体上可以分为两部分： 1. 磋商和成交业务、签订合同 2. 履行贸易合同，包括保险、装运、支付、索赔等。,2. Contents,This course mainly focuses on the learning of business English language points and skills of translating and writing business letters, therefore, students are going to learn the following: 1) the standard layout, typing forms and writing principles of business English letters; 2) a lof of representative letter examples, useful expressions, popular business terms and business terminology and major shipping documents as well every step of international business, such as establishing business relations；making offers, replies, counter-offers, bids, counter-bids；accepting orders, offers, bids or,2. Contents,declining them；concluding business；making shipment, effecting insurance, packing；making payment, examining L/Cs；lodging and settling a claim; and filling major shipping documents; 3. skills to translate and write business letters and to translate and fill in/make out major shipping documents.,2. Contents,本课程主要学习商务英语的语言点及信函的翻译和拟写技巧，因此，学生要学习1) 外贸书信的标准格式和打印格式；2) 每一个贸易环节的大量的信函实例、实用的表达式、常用的外贸术语和词汇以及主要的装运单证等，如：建立贸易关系；发盘、还盘、回复、递价、反递价；接受或拒绝订单、报盘等；业务成交；货物的发运、保险、包装； 支付、审证；索赔和理赔；填制主要单证；3）信函的翻译和写作及主要单证的填制。,3. Objectives,1. to know the standard layout, typing forms and writing principles of business English letters; 2. to be able to develop new customers/clients and exploit new markets; 3. to be able to negotiate and conclude business; 4. to know how to make shipment, effect insurance and pack goods; 5. to know how to make payment, and know how to use flexible payment methods, how to view or examine letters of credit to avoid mistakes;,3. Objectives,6. to be able to lodge a claim against the other party or settle a claim courteously/politely; 7. to be able to translate and write business letters and fill in major shipping documents.,3. Objectives,了解外贸书信的标准格式和打印格式；能够发展客户，开拓新市场；能洽谈和成交业务；了解如何发运货物，为货物投保和包装货物；知道如何灵活运用付款方式、审查信用证，做到不出差错；能够向另一方提出索赔或理赔，在索赔中做到有理有节；能拟写和翻译信函并会填制主要的单证。,4. Teaching Concept,This course is a very operational course. The teaching concept of this course is combining the theoretical knowledge teaching with the training and developing of the students international business skills, that is to say, students are expected to be able to express themselves in English in every step of international trade, to translate and write English business letters，and be aware of major shipping documents involved in international business.,4. Teaching Concept,Concretely speaking, through study of a great many representative and practical letters in the international business and correspondent practice, students are able to express themselves in English and write letters in business steps of establishing business relations; making enquiries, offers, counter-offers, replies; concluding business; making shipment; making payment; effecting insurance; packing goods; lodging claims, etc., and able to skillfully use them in the actual work.,Therefore, teachers of this course are expected not only to teach the basic principles and the theoretical knowledge of business writings7Cs and basic business knowledge, but also to familiarize students with a great number of commonly-used business English expressions, including words, trade terms, phrases, sentence patterns and useful expressions, by studying and practising representative correspondence and shipping documents. In this way, students are trained to be qualified export salesperson in doing foreign trade, be able not only to negotiate and conclude business, but also to translate and write such business letters skillfully in their future career.,4. Teaching Concept,本课程是一门操作性很强的课程。本课程基本教学理念是理论知识传授与外贸技能的训练和培养，即学生要具备对外贸业务相关业务环节中的英语表达能力并能熟练翻译和撰写英语函电，还要熟悉主要的外贸单证。 具体而言，学生通过对外贸易业务磋商过程中各个环节往来函电实例的学习和大量实践，能够熟悉、掌握外贸业务磋商各个环节建立业务关系、询盘、报盘、推销、还盘、成交、包装、装运、保险、申诉、索赔、争议等的常用表达及写作技巧，并能在实际应用中熟练使用。,4. Teaching Concept,因此，本课程不仅要传授对外贸易业务各个环节的有关知识和7“C”S的贸易信函写作基本原则和理论知识，又要通过大量学习和操练外贸实务中有一定代表性的信函和单证实例，让学生熟悉外贸业务中各个环节大量的常用语，包括词汇、短语、句型以及习惯表达方式等，从而培养和提高学生的外贸业务工作能力，即既能够磋商和成交业务，又具备翻译和撰写外贸函电的能力，使其成为合格的外贸业务人才。,5. Teaching Methods,Lecturing; Case study; Practicing,6.Learning Methods,This course is a very operational course, that is to say, in order to be really able to write business correspondence, learning only the theory is never enough for you students, you have to learn a great many representative letters in the international business, and deeply understand what are the basic principles and the theoretical knowledge of business writings7Cs,. Whats more important is: you have to be fully familiar with a great number of commonly-used business English expressions, including specialized words, trade terms, phrases, sentence patterns and useful expressions, etc. by studying practical sample correspondence.,6.Learning Methods,Then, further through a number of exercises, you can practise these commonly-used business expressions so that you will be able to finally master them and use them skillfully in your future career.,6.Learning Methods,本课程是一门操作性很强的课程。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，学生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7“C”S的贸易信函写作基本原则和理论知识，更重要的是通过学习信例，熟悉大量外贸业务中各个环节的常用语，包括词汇、短语、句型以及习惯表达方式等，在通过一定量的练习，对常用语进行操练运用，从而达到掌握并熟练使用的目的。,7. Existing Professional Posts Concerning International Trade,Merchandiser Assitant 跟单员 Merchandiser 业务员 (因跟单员不对外报价和成交，而只是业务员的助手，因此最好译为“merchandiser assistant”) 外贸/贸易经理/主管 Trading Manager/Supervisor 外贸/贸易专员/助理 Trading Specialist/Assistant 业务跟单经理 Merchandiser Manager 高级业务跟单/高级跟单员Senior Merchandiser,7. Existing Professional Posts Concerning International Trade,业务跟单 Merchandiser 助理业务跟单/跟单员Assistant Merchandiser 外贸单证员（documentary specialist, documentary staff, vouching clerk） 外销员（export/international sales staff） 报关员（customs specialist/clerk）,8. Suggested Reference Books,隋思忠.外贸英语函电（21世纪高职高专财经类专业核心课程教材）.大连：东北财经大学出版社，2004 2)全国国际商务专业人员职业资格考试指定用书编委会编.国际商务英语（全国国际商务专业人员职业资格考试指定用书）. 北京：中国对外经济贸易出版社，2003 方春祥.外贸英语函电（全国高等教育自学考试指定教材 同际贸易专业（专科）.北京：中国人民大学出版社，2005,4）中国国际经济科技法律人才学会.外贸单证实务（外贸单证员职业培训专用教材）. 北京：2007 5)诸葛霖.外贸业英文函电. 北京：对外经济贸易大学出版社, 1995 6)袁恩恒.英汉国际贸易与经济管理常用词汇 （An English-Chinese Dictionary of International Trade, Economics and Management Science）. 北京：煤炭工业出版社, 1987,9. Other Self-teaching Materials Available,国际进出口贸易综述 国民经济、对外经济贸易常用词汇.doc 介绍信.doc 开头语与自我介绍.doc 商务信函常用语.doc 商业英文书信中所使用的词语.doc 外贸常见英文缩略词1.doc 外贸常见英文缩略词2.doc 外贸常用词汇.doc 五种常见的邀请信.doc (见网络课堂）,II. General requirements,1. Previewing before class 2. Concentration in class 3. Doing exercises as required after class,III. Final examination,1. 闭卷考试 2. 期末成绩组成： 平时30%，卷面70% （本部、专业） 平时40%，卷面60% （东方、文秘） 3. 平时成绩组成： 出勤、作业、课堂表现三项平均分。,Unit 1 Basic Knowledge of Business Letter Writing,Form and structure of business letters Writing principles of business letters Different styles of British and American business letters,Four forms of business letters,Full block form 齐头式 Each part of a letter is typed from the left margin , so it is convenient to be typed with a typewriter； but the layout isnt beautiful, so some businessmen use a modified block form with indented style.,Modified block form with indented style 混合式,The senders address is typed or printed in the up-middle part. The receivers address starts from the left margin. The reference and date are typed on the same line. The complimentary close as well as the signature are typed from the middle little towards the right.,混合式 The Nile Trading Co. Ltd. 161 Pyramid Street, Alexandria, Egypt Tel: (20-3)4900000 Fax: (20-3)4900001 11th May,2001 The Export Manager China Motorbike Co. Ltd 34 Fazhan Street Jinan, Shandong P. R. C. Dear Sir or Madam, We are interested in importing mopeds and would be grateful if you would send us a copy of your latest catalogue, your price list and export terms. Could you also let us know the name of your import agent in Egypt? We look forward to hearing from you. Yours fainthfully, Abdul Aziz Marketing Manager,Modified block form 改良式 (see p4) All the parts start from the left margin, except the date, complementary close and signature, which are positioned same as that in the modified block form with indented style. Simplified form 简化式(see p5) It is somewhat like full block form, but some parts are omitted, such as salutation and complementary close.,Structure,Letterhead 信头 Reference and date 编号和日期 Inside name and address 封内名称及地址 Attention line 注意事项 Salutation 称呼 Subject line 事由 Body of the letter 信文 Complementary close 结尾敬语 Signature 签署 enclosure 附件 Carbon copy notation 抄送 Postscript 附言,The Essential Parts,1.The Heading or Letter-head信头 2.The Date日期 3.The Inside Address 信内地址 4. The Salutation称呼敬语 5. The Body 正文 6. The Complimentary Close结尾敬语 7. The Signature署名,The Optional Parts,1. The reference 案/编号 2. The attention line 致收信人/注意事项 3. The subject line 主题 4. The enclosure 附件 5. The carbon copy notation 抄送 6. Postscript （not suggested in using),Structure,a. Letterhead 信头: The senders name , postal address, telephone number, fax number and E-mail address, etc. Usually letterhead is printed in the up-center or at the left margin of a letter writing paper. In some countries, the letterhead contains other details, e.g. In the U.K. the directors names of a company are given.,Examples,齐头式 Jiangsu Teachers University of Technology Changzhou, Jiangsu 213001 China 缩格式 Jiangsu Teachers University of Technology Changzhou Jiangsu 213001 P.R. China,Structure,b. Reference and date 编号和日期 Reference : The reference may include a file number, departmental code or initials of the signer followed by that of the typist of the letter , e.g. Your ref: JBD/WM ; Our ref: WDW/LP They are typed immediately below the letterhead. If desired, the reference initials can also be placed at the lower left margin two lines below the name of the signer.,Date: a. Avoid typing the month in figures and it should be typed in full English name, e.g. February b. The -th, -st, and -rd that follow the day can be omitted, but the year should be typed in full, e.g. 5 May, 2009 Date can be typed in the following order: British order: 1)1st October, 2000 ; 2) 1 October, 2000 American order: 1) October 1st, 2000; 2) October 1, 2000 Note : the month and the day cant be separated by a comma, but there must be a comma before the year.,c. Inside name and address The name and address of the receiver is typed at the left-hand margin about two to four places below the date. It appears exactly the same way as on the envelope. 地址: 从小到大(第一行写门牌号码和街道名；第二行写县、市、省/州、邮编、国名); 门牌号与街道名之间不加标点,但在城市与国家名称之间须用逗号隔开。,Attention Messrs.( Messieurs:各位先生) is a courtesy title used for partnerships whose firms name includes a personal element, as in Messrs. Macdonald & Evans. Note: it is not used under the following conditions: when there is no personal element in the name, such as Utility Furniture. Co.Ltd. when the name already carries a courtesy title, as Sir William Dobson when the word “ the” forms part of the name, as The Grayson electrical Co.,d. Attention line 经办人(注意事项) Attention line is used when the writer of a letter addressed to an organization wishes to direct the letter to a specific individual or section of the firm. It generally follows the inside address. e .g . Attention: Mr. Smith, Export Manager Attention: Sales Department Attention of Mr. Cave To the attention of Mr. Liu Ming,e. Salutation It is the complimentary greeting with which the writer opens his letter and is usually typed two spaces below the inside address or the attention line. Customary formal greetings: Dear Sir( Dear Sirs), Dear Madam( Dear Mesdames), Gentlemen. If the receiver is known to the writer personally, just use “Dear Mr. Sb.”, or Dear followed by the name: Dear Jack. Note: “Dear Sir” or “Dear Sirs” is followed by a comma , but “Gentlemen” is followed by a colon.,f. Subject line 事由 Subject line is the general idea of a letter. It is inserted between the salutation and the body of the letter either at the left-hand margin for full-blocked letter form or centrally over the body for other forms. It should be underlined, e.g. Re: Your Order No.463 for1,000 Wide-screen TV Sets Subject: SHEEP WOOL,g. Body of the letter a). Write simply, clearly, courteously, grammatically, and to the point; b). Paragraph correctly, confining each paragraph to one topic; c). See that your typing is accurate and the display artistic. Aim at an attractive and pleasing appearance for your letter. Margins are also very important. If there has been previous correspondence, the reply letter will refer to it in the first paragraph. The writers plans, hopes and expectations will be expressed in the last paragraph.,The body part,信函一般分成三段或四段式，当然，根据需要长短不一定一样。1段：有些教材也称之为开头语（opening sentences)，一般为自我介绍，或扼要说明写信的目的。若以前有过来往，也可提及上次的通信，即写信人表明已收到对方来信或来电，并以简洁的语句简述一下那封信的主要内容。正文的第一段应当与前面的标题文字相隔一定的距离，可以为23行，也可以根据信函的长短灵活调整。,The body part,2段：占主要篇幅，相对其他段落会长一些，充分展开并说明要表达的意图或意见。3段：通常为最后一段，也称结尾语(the closing sentences)，提出对阅信人的要求，如请速回答/复或报价等，表达写信人希望早日收到回复的愿望。E.g. We hope to receive your early reply. 正文要求简明扼要，条理清楚。尽量一段只讲一个问题或一个要求。,h. Complementary close 结尾敬语 It is a polite way of ending a letter and is in keeping with the salutation. “谨上”. Formal: Dear Sir(s), Yours faithfully, Gentlemen: Truly yours, Less formal: Dear Mr.Henry, (:) Yours sincerely or Sincerely yours,Attention,1. In the simplified form, salutation and complementary close can be omitted; 2. When the complimentary close is used, it must never be separated from the substance of a letter by carried to a separate sheet; 3. When using continuation sheets, another paper of the same quality must be typed with a head to show: the number of the sheet (in the center of the page); the name of your correspondent (on the left-hand side); the date of the letter( on the right-hand side). E.g. -2- L.A.Brizier&Co. 1 March, 2009,i. Signature Note : never sign a letter with a rubber stamp. e.g. Yours faithfully, THE NATIONAL TRANSPORT CO. ( the name of the writers firm or company) (signature) (the person dictating this letter) Wang Dawei (typed name of the signer) Manager ( his job title or position),j. enclosure If something is enclosed, note it below the signature : e.g. Enclosure (Encl., Enc.) : price list 如附件不止一件: Encls. or Encs. k. Carbon copy notation When copies of the letter are sent to others, type c.c. below the signature at the left margin. E.g. c.c. Our branch office,l. Postscript,Add the postscript two spaces below the carbon copy notation. E.g. P.S. The samples will be mailed to you tomorrow (The initials of the writers name should be signed after it). Note: dont use it unless it is necessary.,Addressing envelope (American way),China National Chemicals (stamp) Import&Export Co. Beijing，China Overseas Trading Co. 153 Market Street London, E.C.3 Registered If the letter is addressed to a specific person, write c/o(care of before the name of a firm.,Addressing envelope (Britain ),stamp Overseas Trading Co. 153 Market Street London, E.C.3 China National Chemicals Import&Export Co. Beijing，China If the letter is addressed to a specific person, write c/o(care of before the name of a firm.,英美书信的不同写法,1. 英式的书信格式是缩行式或混合式,而美式则是绝对齐头式或改良齐头。(缩行式:封内地址和其需要分行的地方的后一行,都比前一行缩进二格或三格;信的正文,每一段的开始一行都缩进若干格(一般与称呼末一字母取齐)。 2. 称呼用法,英式一般用Dear Sirs,后用逗号。美式则用Gentlemen:(已过时， 现也多用Dear Sirs等），后用冒号。 3. 结尾语的用法,英式和美式的习惯各不相同,在美式中Sincerely yours,只限用于商业书信。英式则不然,商业书信或亲友间来往书信中都可用。 4. 日期写法也不相同,英式是按日月年的顺序。美式则按月日年的顺序。 5. 信封写法的不同点:发信人的姓名、地址,英式写在左下角,美式写在左上角。航空信的空邮字样“AIRMAIL”“VIA AIR MAIL,”“BY AIR MAIL,”英式印在信封的左上角,美式则印在贴邮票的下方。,Writing principles of business letters,Courtesy Consideration Completeness Clarity Conciseness Concreteness Correctness,Courtesy Courtesy is not merely politeness. It stems from a sincere You-attitude. (polite) We have received with many thanks your letter of Oct.7, and we take the pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it. (courteous) You will be particularly interested in a speci