国际商务函电-完整unit 1 business letter writing

InternationalBusinessCorrespondenceInstructor:GuanBing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，传真和E-mail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、e-mail和传真的写作技巧。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、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。此外，本课程还学习简历、求职信的写作以及各种社交书信的写作。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，深入体会何为七个“C’S”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。

Unit1

AnOverviewof

BusinessLetterWritingMaincontentsIntroductionWritingprinciplesofbusinesslettersStructureofbusinesslettersLayoutofbusinesslettersEnvelopeaddressingPractice

I.Introduction1.Definition

BusinessEnglishcorrespondencereferstotheletters,cables,telexes,faxesande-mailsdealingininternationalbusiness.2.Aim

Thepurposeofthiscourseistohelpyoulearnhowtoreadandwritegoodbusinessletters,cables,telexes,faxesande-mailsbyusingup-to-dateexpressionsinthesimplestpossiblelanguage.WaysofcommunicationTelephoneFaxE-mailLetterTelegramTelexReturn3.FeaturesIthasitsuniquelanguagestyleandjargonsItisfullofbusinessterminologyandabbreviationsandabbreviatedphrasesThereisacloserelationbetweenBECandinternationaltrade

Examples:inthemarketfor,offer,quotation,order,counteroffer,letterofcredit,CIF,FOB,ASAP,P.P.,YL11/11RVD

II.Theprinciplesinbusinessletter-writing

CourtesyConsideration

Clarity

Conciseness

Concreteness

Completeness

Correctness

Therearecertainessentialqualitiesofbusinessletters,whichcanbesummedupin7C’s.CourtesyItisnotmerepoliteness.Thecourteouswritershouldbesincereandtactful,thoughtfulandappreciative.Inordertomakeabusinesslettercourteous,trytoavoidirritating,offensive,orbelittlingstatements.Toanswerletterspromptlyisalsoamatterofcourtesy.Punctualitywillpleaseyourcustomerwhodislikeswaitingfordaysbeforehegetsareplytohisletter.ConsiderationPrepareeverymessagewiththereaderinmindandtrytoputyourselfintohis/herplace.Itemphasizes“You-attitude”ratherthanWe-attitude.Whenwritingaletter,keepthereader’srequest,needs,desires,aswellashisfeelingsinmind.Planthebestwaytopresentthemessageforthereadertoreceive.Twopointsneedtobeconsidered:A.You-attitude:Inourlettersweshouldalwayskeepinmindthepersonwearewritingto,seethingsfromhispointofview,visualizehiminhissurroundings,seehisproblemsanddifficultiesandexpressourideasintermsofhisexperience.Comparetwoexamples:1)Weallow2percentdiscountforcashpayment.Youearn2percentdiscountwhenyoupaycash.2)Wewon’tbeabletosendyouthebrochurethismonth.Wewillsendyouthebrochurenextmonth.

B.Focusonthepositiveapproach.Compare:(positive)Wefeelsurethatyouwillbeentirelysatisfied.(negative)Wedonotbelieveyouwillhavecausefordissatisfaction.(positive)Perhapsnexttimewecansendyouwhatyourequire.(negative)Weregretourinabilitytoserveyouatthistime.CompletenessAbusinessletter/communicationshouldincludeallthenecessaryinformation.Itisessentialtocheckthemessagecarefullybeforeitissentout.Clarity(clearness)Firstofall,makesurethatyourletterissoclearthatitcan’tbemisunderstood.Apointthatisambiguousinaletterwillcausetroubletobothsides,andfurtherexchangeoflettersforexplanationwillbecomeinevitable,thustimewillbelost.Next,whenyouaresureaboutwhatyouwanttosay,sayitinplain,simplewords.Good,straightforward,simpleEnglishiswhatisneededforbusinessletters.Thewritermusttrytoexpresshimselfclearlysothatthereaderwillunderstanditwell.Toachievethis,he/sheshouldkeepinmindthepurposeofhis/herletteranduseappropriatewordsincorrectsentencestructureandconveyhis/hermeaning.Clarity(clearness)AstothesteamersailingfromShanghaitoSanFrancisco,wehavebimonthlydirectservices.(1)WehaveadirectsailingfromShanghaitoSanFranciscoeverytwomonths.(2)WehavetwodirectsailingseverymonthfromShanghaitoSanFrancisco.ConcisenessConcisenessmeanssayingthingsinthefewestpossiblewords.Toachievethis,trytoavoidwordinessorredundancy.Generallyspeaking,youwillgaininconcisenessbywritingshortsentencesratherthanlongones.Whileusingconcisesentencesandfewestwords,youcannotlosecompletenessandcourtesy,andmustexplainthemeaningofaletterclearly.Conciseness(1)Avoidusingwordyexpressions.Forexample:Wordy:Wewishtoacknowledgereceiptofyourletter…Concise:Weappreciateyourletter…Wordy:Wehavebeguntoexportourelectronictoystocountriesabroad.Concise:Wehavebeguntoexportourelectronictoys.Conciseness(2)Avoidtheout-of-datewordsorjargons.Youshouldn’tuse:You’dbetteruse:subsequentafterperdiemdailyinteraliaamongotherthingspriortobeforeintheeventofifEnclosedpleasefindWeencloseofevendayoftodayonthequestionofconcerningConciseness(3)UseeffectivesentencesandparagraphsAsentenceisthebasicunitoflanguage.Inbusinessletterwriting,useonlycompletesentencesandavoidtheuseofsentencefragments.Generallyspeaking,theaveragelengthforsentencesshouldbe10to20words.Usuallyaparagraphconsistsofnomorethat10linesbecauseshortparagraphsencouragethereaderstofinishreadingoverthepassage.ConcretenessConcretenessmeansmakingthemessagespecific,definiteandvivid.Comparetwoexamples:WehavedrawnonyouasusualunderyourL/C.(rewriting):WehavedrawnonyouoursightdraftNo.845fortheInvoiceamount,US$560.00,underyourL/CNo.246oftheChinaBank.ConcretenessThebrakecanstopacarwithinashortdistance.TheBlueskybrakecanstopa2-toncarwithin24feet.AdecisionhasbeenmadetosetupanofficeinTokyo.TheboardofdirectorsdecidedtosetupanofficeinTokyo.Correctnesscorrectusageofgrammar,punctuationandspelling,useofstandardlanguage,properstatement,factualinformation,accuratereliablefigures(suchasnamesofarticles,specifications,quantity,priceandunits,etc.)thecorrectunderstandingofcommercialjargons.CapitallettersAddressNameandbrandofacommodityNameofthedocumentsNameofthetransportationtoolsIII.StructureofbusinesslettersStructureofsocialChineselettersStructureofbusinessEnglishletters1)信头(letterhead)2）编号，日期(referenceanddate)

3）封内名称和地址(insidenameaddress)

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)encl.11）抄送(carboncopynotation)cctoXX,bcc12）附言(postscript)P.S.1)Letterhead信头theletterheadincludestheessentialsaboutthesender’s(writer’s)name,postaladdress,postcode,telephonenumber,telexnumber,faxnumber,cableaddress,andE-mailaddress,etc.Usuallyletterheadisprintedintheup-centerorattheleftmarginofaletterwritingpaper.中国地址名称用英文写SinochemJiangsuImportandExportCorporationJiangsuInternationalBusinessMansion,50ZhonghuaRoad,Nanjing210001,P.R.China

单位名称门牌号大楼名称街道邮编城市国家2)ReferenceandDateThereferencemayincludeafilenumber,departmentalcodeortheinitialsofthesignerfollowedbythatofthetypistoftheletter.Thesearemarked“ourref:”(发文号）and“yourref:”（收文号）toavoidconfusion.日期位置：美式：在信头和收信人名称地址之间英式：通常在收信人名称地址之下均可以齐头，也可以靠右写法：美式：月-日-年英式：日-月-年美式日期举例日期英式日期举例日期日期写法注意事项“月份”最好用文字，如：

1. 2ndMay,20--

2. 2May,20--

3. 2May20--(Commacanbeomitted)4. September21st,20--5. September21,20--避免月份用数字，如11/12/20--3)InsidenameandAddressTheinsidenameandaddressprovidessomeinformationaboutthereceiver(correspondent),suchas:hisfirm’sname,address,postcode,telephonenumber,telexnumber,faxnumber,andsoon.Itshouldbeplacedtwospacesbelowthedate.Itappearsexactlythesamewayasontheenvelope.4)AttentionLineAttentionlineisusedwhenthewriterofaletteraddressedtoacompanywishestodirectthelettertoaspecialindividualorsomedepartmentofthefirm.Itgenerallyfollowstheinsideaddress.e.g.Attention:Mr.Smith

Attention:TheSalesManager

Attention:ImportDept.

具体收信人位置：

1.

收信人名称地址之下2.齐头式靠左，缩格式居中3.要加下划线表示的是承办本信件的具体个人或部门

1.

Attention:Mr.H.A.Donnan,ExportManager

2.AttentionofMr.Cave

3.TotheattentionofMr.LiuMing

5)TheSalutationSalutationisthecomplimentarygreetingwithwhichthewriteropenshisletter

Formal:DearSir,DearMadam,DearSirs,DearMesdames,Gentlemen(inpluralform

),DearMr.xxxlessformal:DearMr.SmithInformal:DearSmith称呼位置：必须齐头写法：对男士（正规）：DearSir,或DearSirs,或Gentlemen:对女士（正规）：DearMadam,或DearMesdames,对关系密切的商业伙伴：DearJack,词首字母全大写，用逗号或不用标点符号Gentlemen后用冒号6)SubjectLineorCaptionLine事由Subjectlineisactuallythegeneralideaofaletter.

Itisinsertedbetweenthesalutationandthebodyoftheletter事由要简单扼要，说明商品名称，数量，订单号，信用证号或合同号等即可。事由位置：

1.称呼和正文之间2.齐头式靠左，缩格式居中3.要加下划线表示的是该信函的主题

1.

Re:YourOrderNo.463for1,000Wide-screenTVSets

2.SHEEPWOOL

7)BodyoftheLetterThemainpartoftheletter,itexpressesthewriter’sidea,opinion,purposeandwishesetc。(OpeningSentences),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。Middlepart:mainpartoftheletter(TheclosingSentences),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

Wehopetoreceiveyourearlyreply.8)ComplimentaryCloseItismerelyapolitewayofendingaletter.Itshouldmatchthesalutation.eg：DearSir(s),Yoursfaithfully,orFaithfullyyours,Gentlemen:Trulyyours,orYourstruly,DearMr.xx,YourssincerelyorSincerelyyours,结尾敬语位置：齐头式靠左对齐，缩格式偏右正规场合下常用：1.Yoursfaithfully,2.Yourstruly,3.Faithfullyyours,4.Trulyyours,第二个单词小写，用逗号或不用标点符号称呼与结尾敬语的对应关系9)TheSignatureUsuallyfourparts:Thenameofthewriter’snameorcompanyHand-writtensignature(illegible)TypedsignatureJobtitleorpositionNeversignaletterwitharubberstamp.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。落款结尾敬语手写签名打印签名职务公司名称10)EnclosureIfsomethingisenclosed,noteitbelowthesignature.E.g.:Encl.或Enc.如附件不止一件应注明2Enclsor3Encls,或详细列明如下：Encls:2InvoicesEncs:1B/L

1Photo

1Certificate附件位置：

落款之下，左对齐说明该信件有附件

1.Enclosure2.Enc.3.Encl.AsStated(a/s)4.Enclosure:Brochure11)TheCarbonCopyNotationIfcopiesoftheletteraresenttoothers,typeCC(同时使对方也知道已抄送其他单位)orBCC(对方不知道已抄送其他单位)，E.g.“CCtoxxx”or“CCxxx”CCourbranchoffice抄送位置：附件之下，左对齐表示该信件同时抄送给他人1.明抄：ccMarketingDepartment2.暗抄：bccMr.SimpsonCarboncopy,收信人知道被抄送Blindcarboncopy,收信人不知道被抄送，只出现在发给被抄送人的信件里12)PostscriptIfthewriterwishestoaddsomethingheforgottomentionorforemphasis,hemayaddP.STrytoavoidP.Ssinceitmaysuggestthatthewriterfailedtoplanhisletterwellbeforehetypedit.信头日期封内地址称呼正文结尾敬语签名SevenBasicPartsReturnLayoutofaBusinessLetter

1.信头letterHead2.日期Date3.封内地址InsideAddress4.称呼Salutation5.

正文Body6.结尾敬语ComplimentaryClose7.签名Signature8.事由Subject9.附件Enclosurea参考号ReferenceNo.b经办人AttentionLinec抄送CartonCopy

ReturnIV.FormatofaBusinessLetter一

缩行式(Indentedformat)封内地址和其他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。FormatofaBusinessLetter二

平头式(Blockformat)每一行都是从左边开始取齐,成一垂直线。

FormatofaBusinessLetter三

混合式(Semi-blockedformat)前两种格式的混合体。信的正文部分采用平头式，作者的地址、日期、结尾敬语及签名采用缩行式。

ReturnLanguageandtoneØ

Choosethemethodofcommunicationcarefully.Ø

Createthedocumentthoughtfully.Ø

Presentthedocumentsothatitlooksgoodandgivesanimpressionofefficiencyandreliability.Ø

Useaformatthatisneat,easytoreadandstructureslogically.Ø

Useappropriatetone,consideringthecircumstances,thesituationandtherecipient.Ø

Ensureyourmessageisaccurateintermsofgrammar,spellingandpunctuation.1.RememberyourABC

AccurateCheckfactscarefullyIncludeallrelevantdetailsProofreadthoroughlyBriefkeepsentencesshortUsesimpleexpressionsUsenon-technicallanguageClearUseplain,simpleEnglishWriteinaneasy,naturalstyleAvoidformalityorfamiliarity2.Becourteousandconsiderate

Replypromptlytoallcommunications-answeronthesamedayifpossible.Ifyoucannotanswerimmediately,writeabriefnoteandexplainwhy.Thiswillcreategoodwill.Understandandrespecttherecipient’spointofview.Resistthetemptationtoreplyasifyourcorrespondentiswrong.Ifyoufeelsomecommentsareunfair,betactfulandtrynottocauseoffence.Resistthetemptationtoreplytoanoffensiveletterinasimilartone.Instead,answercourteouslyanddonotloweryourdignity.3.UseappropriatetoneIfyourletteristoachieveitspurposethetonemustbeappropriate.Thetoneofyourletterreflectsthespiritinwhichyouputyourletteracross.Youalteryourtoneofvoicetoconveymessagesindifferentways.Muchofwhatyousayisalsointerpretedthroughnon-verbalclueseyecontact,gestures,inflectionsofthevoice,etc.Thistypeof‘readingbetweenthelines’isnotpossiblewiththewrittenword.Thereforeitisvitaltochooseyourwordscarefully.Youcanbefirmorfriendly,persuasiveorconciliatory—itdependsontheimpressionyouwishtoconvey.Itisimportanttotrytogetthetonerightbecauseusingthewrongtonecouldcauserealoffencetoyourreader.4.WritenaturallyandsincerelyTrytoshowagenuineinterestinyourreaderandhis/herproblems.Yourmessageshouldsoundsincerewhilewritteninyourownstyle.Writenaturally,asifyouarehavingaconversation.5.RemembertheKISSprinciplesKISSstandsfor:KeepItShortandSimpleKISSmeansinsteadoflongorcomplexwords,useshortones.6.UsemodernterminologyOld-fashionedphrasesaddnothingtoyourmeaning.Suchunnecessary,long-windedphrasesarelikelytogiveapoorimpressionofthewriterandmayevenleadtoconfusion.Agoodbusinessletterwillusenomorewordsthanarenecessarytoconveyaclearandaccuratemessage.7.IncludeessentialdetailsIftherecipientofyourlettermustaskaquestion,orifsomethingisunclear,thensomethinghasbeenomittedfromyourmessage.Donotleaveanythingtochance.Includeallessentialinformation.8.BeconsistentConsistencyisnotonlyimportantinthewayyourmessageispresented,itisimportantwithinthemessageitself.ThepeopleattendingwillbeGeorgeBush,BillClintonandDennyfromtheSales.ThepeopleattendingthenextcommitteemeetingwillbeGeorgeBush,BillClintonandDennySmith.9.Useactivenotpassivevoice‘Voice’isagrammaticaltermthatreferstowhetherthesubjectofthesentenceisactingorreceivingtheaction.Usingactivevoicecanconsiderablyimproveyourwritingstyle.Activevoicemakesyourwritingmoreinteresting,morelivelyandmore--well,active!Activevoice:Tomplayedtheviolin.Passivevoice:TheviolinwasplayedbyTom.Makecomparisons:10.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:ClearLeavenodoubtinyourreader’smind.Helpyourselfbybeingspecific,avoidingvagueexpressions,usingfamiliarwordsandusingsimpleEnglish.Rememberalsotousestraightforwardlanguagethatyourreadercanunderstand,writteninafriendly,natural,conversationalstyle.10.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:LogicalStructureyourmessagelogically,rememberingtousethe4pointplan.Startwithanintroduction,developyourpointslogicallyinthecentralsection,andcometoanaturalconclusioninwhichyoustatetheactionyouneedfromthereader.Finishwithanappropriateone-line.EmpatheticPutyourselfinyourreader’splaceandaskyourselfhowthereaderwillfeelwhenhe/shereadsyourletter.Ifanythingisunclear,orifanythingiswordedbadly,thenchangeitbeforeyousentit.AccurateMakesurealltherelevantdetailsareincludedtimes,dates,namesofcommodity,factsandfigures.RightProofreadcarefully(notjustspellcheck)tomakesureeverythingis100%rightbeforeyousentthemessage.CLEARobjectives.Yourmessageshouldbe:Structuringcommunications4POINTPLANIntroduction(BackgroundandBasics)Details(FactsandFigures)ResponseorAction(Conclusion)Close(Asimpleone-liner)1234AddressingtheEnvelopeReturnAddressingtheEnvelopeaccuracyclearnessappearanceTheprinciplesofaddressingenvelopes:

Nameandaddressofthereceivershouldbetypedabovehalfwaydowntheenvelope,leavingenoughspaceforthepostmarkorstamps.thereturnaddressshouldbeprintedintheupperleftcorneroftheenvelope.Postnotationssuchas‘Registered’,‘Certified’or‘Confidential’shouldbeplacedinthebottomleft-handcorner.

Addressing

theEnvelope4AddressingtheEnvelopeReturnAddressStampReceiver’sAddressRemarksAddressingtheEnvelopeBusinessenvelopesordinarilyhavethereturnaddressprintedintheupper-leftcorner.Thereceiver’snameandaddressshouldbetypedabouthalfwaydowntheenvelope.Thepostmarkorstampsshouldbeplacedintheupright-handcorner,whilethebottomleft-handcornerisforpostnotationssuchas“Confidential机密,Private私函,Personal亲收,Urgent急件,Registered挂号,PostReserved，PrintedMatters印刷品，ParAvion/ByAir(航空）andsoon)AC/OB:即由B转交AC/O=careof/incareof“请某某转交某某”Mr.ClintonC/OMr.presidentBushe.g.写信人在上，收信人在下根据收信人名称地址的写法分两种格式：缩格式：收信人名称地址逐行右缩齐头式：收信人名称地址左端对齐缩格式举例收信人名称地址：逐行右缩写信人名称地址齐头式举例写信人名称地址收信人名称地址：左端对齐

AddressingtheEnvelopeWhenaletterismailedtoathirdpersonwhoisboundtopassitontotheaddressee,writethethirdperson'snamedownbelowtheaddressee’s,writethewords‘careof’infrontofit.

捎交Mr.CharlesWoodKindnessofMr.J.W.Smith由Mr.J.W.Smith捎交给Mr.CharlesWood转交最终收信人转交人转交人地址Remarks:

1.Private私人信

2.Confidential机密信3.Registered挂号邮件

4.Express快递邮件

5.OrdinaryMail平信

6.Immediate(Urgent)急件

7.PrintedMatter印刷品

8.Sample样品ElectricMail

Whenwritinge-mail,youcanusethesamewritingtechniquesyouwoulduseforaletter.YoushouldnotuseaninsideaddresssincetheformatisamemorandumwithTO:,FROM:,DATE:,andSUBJECT:alreadystated.Sowebeginwithsalutationwhenwritinge-mails.ElectricMailTheelectronicmailboxshouldbecheckedatleastonceadayandresponsesshouldbeprompt,preferablywithin24hours.

RemembertofillintheSUBJECToryourmailmaybedeletedasajunkmail.ReturnLayoutofE-mails

电子邮件格式外发的邮件收件人被抄送人被暗抄人事由主体部分添加附件处接收的邮件主体部分发件人收件人被抄送人事由日期附件TheFacsimile

FACSIMILETO:CLTCorporationFROM:DavidCook,ChemicalDept.ATTN:PresidentLiuBinDATE:January5,2008CC:REFNO:LE-21TOTALNUMBEROFPAGES:1(INCLUDINGTHISCOVER)DearMr.LiuWehavestudiedyourletterofJanuary5carefullyandwouldliketorespondtoyourproposalsasfollows:1.Yourproposalsaregenerallyacceptableasabasisforfurtherdiscussions.2.Wesuggesttheinclusionoftwomoreclauses:a.Settlementofdisputesb.RatificationofagreementTheFacsimile

WelookforwardtowelcomingyouinBeijinganddiscussingmattersindetailfromJanuary28toFebruary3,andhopethataprovisionalagreementcanthenbesigned.BestregardsDavidCookDepartmentManagerLONDONEXPORTCORPORATIONLIMITEDFriendshipHotelRoom50703/5Beijing,P.R.C.TelephoneNo:88498748FAXNo:88343456ExercisesFillintheblankswiththepartstheyrepresent

MatchthefollowingwordswiththeirChinesemeaningsTranslatethefollowingjobtitlesArrangethefollowinginproperformastheyshouldbesetoutaletter

WriteouttheentirewordsoftheabbreviationsofstreetaddressesReturnExercises1.信头letterHead2.日期Date3.封内地址InsideAddress4.称呼Salutation5.

正文Body6.结尾敬语ComplimentaryClose7.签名Signatur