《外贸英语函电》课件.ppt

外贸英语函电,Objectivesoflearningthiscourse,Knowthewritingprinciplesofbusinessletters;Masterthespecial/technicaltermsininternationaltrade;Masterandbeabletousethecommonlyusedexpressionsininternationalbusinessletters;Beabletowritedifferentbusinesslettersinspecificsituations;Knowthelanguagefeaturesofinternationalbusinesscontractsandbeabletodraftthembyyourselves.,Finalexamination,I.Fillintheblankswithproperprepositions.E.g.WelearnfromyourenquiryletterthatyouareinthemarketforChinesetextiles.Wesentasamplebooktoyouunderseparatecoveryesterday.II.Fillintheblankswithproperwords.E.g.Enclosedpleasefindourcatalogueandthepricelist.Wesustainedagreatlossof$5,000,forwhichwehavetolodgeaclaimagainstyou.III.Specialtermtranslation(CE).E.g.保兑的不可撤销的即期信用证confirmed,irrevocablesightL/CIV.Specialtermtranslation(EC).E.g.despatchmoney速遣费V.Firstarrangethefollowingsectionsinaproperlayout,astheyshouldbesetoutinabusinessletter,andthenwriteanenvelopefortheletter.VI.Writeareplytothefollowinggivenletter.VII.TranslatethefollowingsentencesintoEnglish(CE).VIII.Translatethefollowingpassage(excerptsfromcontracts)intoChinese(EC).,ChapterOne:BusinessLetterWriting,Writingbusinesslettersisoneofthemostimportantmeansofcommunicationwithothercompanies,eitherinthesamecountryorabroadbecauseletterscanpresentsomedetailswhichcannotbedonebyothermeansofcommunication.Itservestwomainfunctions-toconveyamessageandtoprovideapermanentrecordforfuturereferenceandalsovaluableproofintheeventoflegaldisputes.,1Writingprinciplesofbusinessletters：7Cs,1.Courtesy2.Consideration3.Completeness4.Clarity5.Conciseness6.Concreteness7.Correctness,1.1Courtesy,1.Trytoavoidirritating(惹人生气的)andoffensive（得罪人的）statementsinyourletters;Comparethefollowingsentences:1a:Whydidntyoureadtheinstruction（说明书）beforeusingthemachine?1b:Youarerequestedtoreadtheinstructionbeforeusingthemachine.2a:Inacompanyaslargeasours,weseldomtakeanorderoflessthan2000pcs（件）.2b:Pleasenotethatitisnotourcommonpracticetotakeanorderoflessthan2000pcs.2.Evenifyoureceivearudeletter,trytowriteareplycourteously（礼貌地）;3.Inaddition,towritebackpromptly（迅速）isalsoamatterofcourtesy.,1.2Consideration,1.Usingyou-attitudeinsteadofwe-attitudeYou-attitudemeansthatyouarefromtheotherpartyspointofviewandputhis/herinterestsinthefirstplace.We-attitudeisself-centered.Comparethefollowingtwosentencesandtwoletters:3a:WeregrettosaythatwehavetocancelyourorderbecauseofyourfailuretoopentheL/Cintime.(we-attitude)3b:Pleaseletusknowifthereissomethinginthewaythatprecludes（阻止，妨碍）youfromestablishingtheL/C.(you-attitude)Conclusion:you-attitudesentencesandlettersshowmorerespectandconsiderationfortheotherparty.,2.Usingpositivetone（肯定的、积极的语气）insteadofnegativetone（否定的、消极的语气）Comparethefollowingtwopairsofsentencesandletters:4a:Wecannotsupplyinpacksoflessthan10.(negativetone)4b:Tokeeppackagingcostsdownandtohelpourcustomerssaveonpostage,wesupplyinpacksof10ormore.(positivetone)5a:Youfailedtoincludeyourcreditcardnumber,sowecantmailyourorder.(negativetone)5b:Wellmailyourorderassoonaswereceiveyourcreditcardnumber.(positivetone)Conclusion:sentencesandletterswithpositivetonesaremoreeasilyacceptedthanthosewithnegativetonesthoughtheyconveyalmostthesamemessage.,1.3Completeness,1.Acompletesentencemustincludealltherelevantinformation.Compare:6a:OurSalesManagerwillcontactyousoon.6b:JohnSmith,ourSalesManager,willcontactyousoon.7a:Myflightistoarriveat6:30onWednesday.7b:MyflightBA121fromLondonHeathrowshouldarriveatBeijingInternationalAirportat18:30onWednesday,12June.Conclusion:incompleteinformationmaybringaboutunnecessarytrouble.2.Acompletelettershouldincludewhateverdetailsareneededtogeneratetheeffectyouwant.Omissionofanythingthereceiverwantstoknowmaycausesuspicions,andmaymakeyouloseanimportantcustomer.,1.4Clarity,Youshouldconvey（传递）exactlywhatyouwishtosayandavoidanymisunderstanding.1.Avoidusingwords/expressionswhichhavedifferentmeaningsorunderstandingsorambiguousmeaningsormakeitclearwithfurtherexplanation;Compare:8a:ThiscontractwillcomeintoeffectfromOct.1.8b:ThiscontractwillcomeintoeffectfromandincludingOct.1,2009.9a:Ouroffersbyfaxareopenforfivedays.9b:Ouroffersbyfaxareopenforfivedaysinclusiveofthedateofdispatch.2.Paragraphthelettercarefullyandproperly.Shortparagraghsratherthanlongparagraghsarerecommended.Generallyifthereareseveralpointstomakeclear,besuretofollowtheprinciple:“onepoint,oneparagraph”.Lookatspecimenletters:,1.5Conciseness,Followtheprinciple:KISSkeepitshortandsimpleinwritingbusinessletters.1.Avoidusingwordyorredundant（冗余的）expressionsanduseshortandsimplewordsinstead;2.Avoidunnecessaryrepetition;Compare:10a:TheletteryouwroteonthefirstdayofthemonthofMayhasbeenreceivedbymewithmanythanks.10b:ThankyouforyourletterofMay1.11a:Weconfidentlybelievethatyouwillhaveagoodturnover,andthatyouwillbeabletoplacerepeatorderswithusinthenearfuture.11b:Weareconfident/surethatyouwillhaveagoodturnover（营业额）,andthatyouwillbeabletoplacerepeatorders（续订单）withusinthenearfuture.3.Usesimpleandplainwordsandshortsentences;4.Usewordstoreplacephrasesorclauses.,1.6Concreteness,Themessageshouldbespecific,definiteandvivid.Sousewordswithdefiniteandspecificmeaninginsteadofabstractwords.Compare:12a:WehavedrawnonyouasusualunderyourL/C.12b:WehavedrawnonyouoursightdraftNo.1234fortheinvoiceamountUS$7000underyourL/CNo.4567.13a:WehavealreadyreceivedyourinvoicesNo.123and456andwillmakepaymentshortly.13b:WehavealreadyreceivedyourinvoicesNo.123and456andwillmakepaymentonorbeforeNov.25.14a:WewillamendtheL/Cassoonaspossible.14b:WewillamendtheL/ConDec.12.,1.7Correctness,Sometimesbusinessletterscanbeusedasproofs.Socorrectnessrefersnotonlycorrectspelling,grammarandpunctuation,butalsotheaccuratefigures（数字）andcorrectuseoftechnicaltermsorcommercialjargons（商业行话）.,2Mainsectionsinabusinessletter,1.Letterheadorheading（信头）;2.Date;3.Insidenameandaddress（封内地址）;4.Salutation（敬称）;5.Subjectlineorcaption（标题、事由）;6.Thebodyoftheletter;7.Complimentaryclose（结尾敬语）;8.Thewriterssignatureandhisjobtitleorpositionordesignation（职务、职位）;9.Enclosure（附件）;10.Postscript（附言）.NOTE:Thefollowingsevensections1,2,3,4,6,7,and8areindispensablepartsofabusinessletterwhereassections5,9,and10areoptional.,2.1Writingofeachsectionandtheirrespectivepositionsinabusinessletter,2.1Letterheadorheading,Itreferstothesendersname,address,telephonenumber,faxnumberetc.Usuallyitiswrittenintheupperrighthandmarginofthewritingpaper.Mostbusinessfirmsandotherorganizationsusestationerywithacenter-printedletterheadthatincludesthename,theaddress,thepostcodeandthetelephonenumberofthefirm.,2.2Date,Itreferstothedateonwhichtheletteriswritten.Thedateconsistsofthemonth,dayandyear.Inwritingdates,pleasenotethat“month”canbeabbreviated,but“year”cannotbeabbreviatedanditmustbewritteninfull.Itisputtwospacesbelowtheletterheadorputintheleft-handmargintwospacesbelowtheletterhead.,2.3Insidenameandaddress,Itreferstothereceiversnameandaddress.Itiswrittenintheleft-handmarginabouttwospacesbelowthedate.Itappearsexactlythesamewayasontheenvelope.Itisimportanttoincludethepostcodeinordertofacilitatemechanicalmail-sorting（信件的分拣）.,2.4Salutation,Itisthepolitegreetingwithwhichthewriterstartshisletter.Theuseofsalutationdependsonthewritersrelationshipwiththereceiver.Thecustomaryformalgreetinginabusinessletteris“DearSir”or“DearMadam”foraddressingonepersonand“DearSirs”or“DearMesdames”or“Gentlemen”foraddressingtwoormorepersons.Ifthereceiverisknowntothewriterpersonally,awarmergreetingispreferred,suchas“DearMr.”or“DearMs.”.,Specialattentionshouldbepaidtothepunctuationusedafterthesalutation:after“DearSir”,“DearMadam”,“DearSirs”,“DearMesdames”,“DearMr.”and“DearMs.”,acommaisusedinsteadofacolonasinaChineseletter.However,after“Gentlemen”,acolonisgenerallyused.Inaddition,thefirstletterofeachwordinthesalutationshouldbecapitalized.Salutationisusuallywrittentwospacesbelowtheinsidenameandaddress.,2.5Subjectlineorcaption,Subjectlineisactuallythemaintopicoftheletter.Itisinsertedbetweenthesalutationandthebodyoftheletter.Itisexpressedas“Re:”.Forinstance,iftheletterismainlyconcernedwiththeL/CNo.1234,thenthesubjectlinecanbewrittenas“Re:L/CNo.1234”.,2.6Thebodyofaletter,Thisisthemostimportantpartoftheletter.Itcontainstheactualmessageoftheletter.Itstatesthewritersidea,opinion,purposesandwishes,etc.Itgenerallyconsistsofthreesections:theopeningparagraph,paragraphscontainingmainpointsandtheendingparagraph.Thefirstsectionistheopeningparagraph,introducingyourselfifitisthefirstletterbetweenyouandthereceiver,orreferringtothepreviouslettersifthereweresomecorrespondences.Thesecondsectioncontainsthemainpointsanditmayconsistofseveralparagraphs(Note:onepoint,oneparagraph).Thethirdsectionistheendingparagraph,indicatingthewritersplan,expectations,wishesetc.,2.7Complimentaryclose,Itismerelyapolitewayofendingaletter.Themostcommonlyusedcomplimentaryclosesare:Theformalonesare“Yoursfaithfully”or“Faithfullyyours”and“Yourstruly”or“Trulyyours”.Thelessformalonesare“Yourssincerely”or“Sincerelyyours”.Thepunctuationusedafterthesecomplimentaryclosesisacomma,andonlythefirstletterofthecomplimentarycloseshouldbecapitalized(大写).Generallythecomplimentarycloseisputintherighthandmargintwospacesbelowthebodyoftheletter.,2.8Signatureandjobdesignationorjobtitle,Itiscommonforthewritertosignhisnameimmediatelybelowthecomplimentaryclose.Ifthewriterrepresentshiscompany,thecompanysnameshouldcomefirst,andthenthewriterssignature.Underthesignature,generallycomesthewritersprintednameforeasyidentification.Belowthewritersprintednameishisorherdesignation.ForexampleABCCompany(Signature)JohnSmithSalesManager,Somepeopleprefertoputthenameofthecompanyundertheirjobtitlesinsteadofputtingitabovetheirsignatures,likethis:(Signature)JohnSmithSalesManagerABCCompany,2.9Enclosure,Ifsomethingisenclosedintheletter,noteitbelowthedesignationtodrawthereceiversattentiontofindtheenclosure(s)like“Encl:apricelist”or“Encl(s):acatalogueandapricelist”.Itcanbeputinthelefthandmargintwospacesbelowthedesignationofthewriter.,2.10Postscript,Ifthewriterwishestoaddsomethingheforgotinthebodyoftheletterorforthesakeofemphasis,hemayaddapostscripttwospacesbelow“Encl.”.Itisabbreviatedas“P.S.”.e.g.P.S.:Thesampleswillbemailedtoyoutomorrow.,3Thelayoutoftheabove10sectionsinabusinessletter,4Differentstylesofbusinessletters,Therearethreedifferentstylesforbusinesslettersaccordingtothewriterspreferences.Theyareblockedstyle,indentedstyleandblendedstyle.,4.1Blockedstyle,Itisamodernstyleandincreasinglyadoptednow.Itsmainfeatureisthatalltypinglines,includingthosefortheheading,thedate,theinsidenameandaddress,thesalutation,thesubjectheading(sometimesinthemiddle),thebodyoftheletter,thecomplimentaryclose,signatureanddesignation,enclosureandpostscriptbeginattheleft-hand.Thatis,everylineofthebusinessletterstartsfromtheveryleftmargin.,4.2Indentedstyle,Indentedstyleisatraditionalstyle.Thesecondandsucceedinglinesofheading,insidenameandaddress,thebeginningofeveryparagraphinthebodyoftheletterareallindentedseveralspaces.Notethatforoneletter,theindentedspacesshouldbethesame,say,fourspaces.,4.3Blendedstyle,Thisstyleistheonecombinedwiththefullblockedstyleandtheindentedstyle.Whenthisstyleisadopted,theheadingandtheinsidenameandaddressaretypedinblockedform,butthefirstlineofparagraphsformingthebodyoftheletterareallindentedfourormorespaces.,5Writingenvelopes,Envelopesforbusinesslettersordinarilyhavereturnnameandaddress(writersnameandaddress)printedintheupperleftcorneroftheenvelope.Thereceiversnameandaddressshouldbewrittenabouthalfwaydowntheenvelope.,Specialattentionshouldbepaidtothefactthatthereceiversnameandaddressintheenvelopeshouldbeinexactagreementwiththeinsidenameandaddressintheletter.Thestampisgenerallyputintheupperrighthandcorneroftheenvelope.Ofcourse,itcanbewritteneitherinblockorindentedstyle.,ChapterTwo:EstablishingBusinessRelations,Toestablishbusinessrelationswithprospectivedealersisthebaseofstartinganddevelopingbusiness.Itisveryimportantforbothnewfirmsandoldones.Foranewlyestablishedfirm,itcanserveasthebasisforstartingbusiness,whileforanoldfirm,itcanhelpexpandbusinessandincreaseitsturnover.,1Sourcesofinformationaboutprospectivedealers,1.Theadvertisementsinthemassmedia;2.Theintroductionfromitsbusinessconnections;3.Theintroductionfromitssubsidiariesorbranches,oragentsabroad;4.Themarketinvestigations;5.Attendingexhibitionsandtradefairs;,6.Visitabroadbytradedelegationsandgroups;7.Self-introductionorenquiresreceivedfromthemerchantsabroad;8.Thebanks;9.TheCommercialCounselorsOffice;10.TheChambersofCommercebothathomeandabroad;11.Commercialdirectoriesofvariouscountriesandregions;12.Internet.,2Theoutlineforletterstoestablishbusinessrelations,Thefollowingpointscanbecovered:1.Informthereceiverthesourceofyourinformation,thatis,whereyougothisnameandaddress;2.Stateyourintentionofwritingtheletter;3.Giveaself-introduction,suchasthenatureofyourcompany,thebusinessscopeofyourfirm,etc.;4.Providethereferenceastoyourfirmsfinancialpositionandcreditstanding;,5.Expressyourexpectationoftheircooperationandanearlyreply.Inaddition,ifyouintendtoimportgoods,youmayalsoaskforcatalogues,samples,pricelists,etc.Ifyouintendtoexportgoods,youmaysendthecatalogues,samples,pricelists,etc.Thiskindoflettersshouldbewrittencordially,sincerelyandcourteously.,3Theoutlineforthereplytoaletterofestablishingbusinessrelations,Afterreceivingaletterrequestingtoestablishbusinessrelationswithyou,youshouldwriteareplypromptly.Thefollowingpointsmaybecovered:1.Thankthereceiverforhisletterofintendingtoestablishbusinessrelationswithyou;2.Expressyourinterestinbuildingupbusinessrelationswithhiscompany;3.Stateyourfurtheractions,thatis,thespecificactionstotake.,ChapterThree:EnquiriesandReply,1Anintroductiontoenquiries,Ininternationaltrade,thereareseveralstepsbeforebusinessisconcluded:enquiry,offer（报盘）,couteroffer（还盘）andacceptance.Anenquiryisarequestforinformation.Ininternationalbusiness,enquirylettersareoftenwrittenbyimporterstoexporters.Enquiriescanbeclassifiedintotwokinds:generalenquiries（一般询盘）andspecificenquiries（具体询盘）.,Inageneralenquiry,thewritermayaskforcatalogues,pricelistsorsamplesinordertogetageneralunderstandingoftheproductshandledbytheexporter.Aspecificenquiryletteriswrittenwhenthewriterisinterestedinaparticularitemorproduct.Anditiswrittentogetsomemoredetailedinformationabouttheproduct(s)hewantstobuyrightaway.Thewritermayasktheexportertomakeanofferoraquotationforparticularitemoritems.,2Theoutlineforenquiryletters,Whenmakinganenquiry,beginwiththequestionsyouwanttoask,thatis,keepyourenquiryshortandtothepoint.Anenquirylettermayincludethefollowingpoints:1.Tellthereceiverthesourceofyourinformationabouthimorthankthereceiverforhispreviousletter;2.Statewhatyourenquiryisabout;,3.Stateyourspecificrequirementssuchasquantity,quality,specifications,dateofdelivery,termsofpayment,etc.4.Emphasizethatthepricetobequotedshouldbecompetitive;5.Expressyourexpectationforreceivinganofferearly.,3Theoutlineforrepliestoenquiryletters,Afterreceivingaletter,makeareplypromptly.Thiskindoflettersshouldbewrittenhelpfullyandcourteouslyandcoveralltherelevantinformationaskedfor.Thefollowingthreepointscanbeincluded:1.Thankthereceiverforhisenquiry;2.Providealltheinformationaskedforandmayenclosesomenecessarymaterials,ifpossible;3.Expressyourexpectationforanorderatanearlytime.,ChapterFour:Offers,1Thedefinitionofoffer,Anofferreferstoconditionsgivenbythesellerorthebuyerformakingacontract.Itcanbegivenbyeitherthesellerorthebuyer.Theone,whovolunteerstogiveconditions,iscalledtheofferor（报盘人）.Theone,whoacceptstheconditions,iscalledtheofferee（受盘人）.Theconditionsmainlyincludethenameofthecommodity,ArtNo.（货号）,specification（规格）,quantity,price,packaging,termsofpaymentanddeliverytime（交货时间）,etc.,2Classificationofoffer,Ininternationaltrade,offerscanbeclassifiedintotwotypes:firmoffers（实盘）andnon-firmoffers（虚盘）.,2.1Firmoffers,Definition:Afirmofferisonebywhichtheofferorpromisestosellparticulargoods（特定商品）atastatedprice（特定）withinastatedperiodoftime（特定时间段内）.,Oncethefirmofferhasbeenacceptedwithinthespecifiedperiod,itcannotbewithdrawn.Afirmofferhasbindingforce（约束力）upontheofferor,ensuringthatthecontentofthefirmoffercannotbechangedorrevokedwithinthespecificvalidperiod.Butafterthevalidtime,theofferwillbecomeinvalid.Theofferorisnolongerresponsiblefortheobligationsstipulatedintheoffer.Eveniftheoffereeacceptstheoffer,theofferorhastherighttorefuse.Thevalidperiodofthefirmofferisveryimportant.Otherwise,itwillberegardedasanon-firmoffer.,Twoapparentfeaturesoffirmoffers:1.Thtermsandconditionsintheoffermustbecompleteanddefinite.Itshouldincludeaspecifiedquantitywithcompletespecificationsatafixedpriceandunderstipulatedconditions;2.Thevalidityisclearlystatedintheoffer.Thelengthofvaliditydependsonthenatureoftheproductandmarketconditions.Price-sensitiveproducts（价格敏感商品）suchascottonalwayshaveashortvalidityperiodbecausetheirpricesfluctuatesharplywhilesomeproductssuchasartandhandicraftarticlesmayhavealongervaliditybecausetheirpricesaremoreorlessstable.,Thecommonexpressiontobeattachedinafirmofferis:“Weofferyoufirmsubjecttoyourreplyreachingherebeforeoclock,(day),.(date)”.Thisisabestwordingbecausetheword“here”hastwomeanings:theofferorsplaceandlocaltime.,2.2Non-firmoffers,Anon-firmofferisusuallyindicatedbymeansofsendingcatalogues,pricelists,proformainvoices（形式发票）andquotationsheets.Ithasnoengagementfor（对有约束力）theofferor.Thatis,theofferorisfreefromanyobligationsandtheoffercanbechanged,revisedandevenwithdrawnatanytime.,Theoffersareconsideredasnon-firmonesbasedonthefollowingthreepoints:1.Theofferisclearlymarked“forreference”;2.Somemajortermssuchasthevalidityareomitted/leftoutintheoffer;,3.Therearesomereservedstatementsintheoffersuchas:Theofferissubjecttochangewithoutnotice;该报盘如有变动恕不另行通知。Theofferissubjecttothesellersfinalconfirmation;该报盘以卖方最后确认为有效。Theofferissubjecttothegoodsbeingunsold;该报盘以货未售出为有效。,Theofferissubjecttomarketfluctuations;该报盘以市场变动为准。Theofferissubjecttopriorsales.该报盘以先售为准。Thisofferissubjecttofurtherdiscussion.该报盘以进一步协商为准。,3Theoutlineforofferletters,1.Expressthanksfortheenquiry,ifanyenquiryisreceived;2.Statethenameofcommodity,quality,quantity,specificationsclearly;3.Statepacking,timeofshipmentanddateofdeliveryanddetailsofprices,termsofpayment,discountsorcommissions,ifany;4.Expre