国际贸易实务

UnitI

IntroductionaboutBusinessWritingBusinessEnglishCorrespondenceUnit1ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

TeachingFocus2.TeachingMethods3.TeachingProcedures

5.TeachingObjectives1.BusinessEnglishCorrespondenceTeachingEnvironment4.ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

TeachingObjectivesBusinessEnglishCorrespondenceBylearningthisunit,studentsaresupposedtobeableto:KnowthemaincharacteristicsandtypesofbusinesslettersMastertheelementsandtheirlayoutinbusinesslettersUnderstandtheessentialqualitiesandwritingprinciplesLearnhowtowriteabusinessletterincorrectformat

ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

1Formatofbusinessletters2Provideopportunitiesforeveryonetobeinvolved.3SpecialexpressionsandlayoutofthelanguageBusinessEnglishCorrespondenceTeachingFocusForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Task-based

TeamworkClassworkProcess-oriented,performance-scored,learnbydoingcooperativelyandinteractively,multi-mediapresentationForm6teamsof3-4studentseach,dividetasksbasedonthe12units/topicareas,searchforrelatedinformationStudents’presentation,discussion,questionsandanswers,commentsontheteamworkTeacher’sinstruction,guidance,lead-indiscussion

BusinessEnglishCorrespondenceTeachingMethodsForeignLanguageDepartment,HubeiVocationalTechnicalCollege

TeachingEnvironmentBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

PresentationPracticeLearningGuideSummaryV.AssignmentBusinessEnglishCorrespondenceTeachingProceduresForeignLanguageDepartment,HubeiVocationalTechnicalCollege

PresentationintroductionTypeLayoutAnalysis7CprinciplesBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

IntroductionDefinitionBusinesslettersisabridgetocontactwithyourbusinesspartner.Everyletteryouwriteisactuallyasalesletter.FunctionAgoodbusinesslettercanwinnewpartners,promotetherelationshipbetweenyouandyourclients,eliminatethemutualmisunderstandingandlessenthedifferences.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

ThetypeofbusinessletterHerewewillintroduce13typesofbusinessletterswhicharemostcommonlyusedinbusinesscommunicationasfollows:

Lettersofcreditandstatusenquiries

Lettersofpayment

Lettersofrequest/inquiries

Lettersofpacking

Lettersofquotation/offer

LettersofrequestsforreferenceLettersofshipment

Lettersofpaymentdemands

Lettersofcomplaint/claims/settlement

Lettersofinsurance

Lettersofcounteroffer

Lettersofrequestsforreference

Lettersofestablishingbusinessrelations

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Layoutofabusinessletter

18elementsarecontainedinabusinessletterasfollows:

Letterhead(printed)信头ReferenceNumber编号Date日期InsideAddress信内地址AttentionLine注意线Salutation尊称SubjectLine标题Body正文

OpeningSentence开头语Mainbody主旨段落ClosingSentence

结尾语ComplimentaryClose客套结尾语Signature签名（手签）Signature(printed)签名（打印）IdentificationMark署名人身份EnclosureNotation附件注明Postscript附笔CarbonCopyNotation副本注明BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

ASampleBusinessLetter

BusinessEnglishCorrespondenceRESEARCHASSOCLATES,INC.457PlainsHighwaysNorthPlatte,Nebraska6901U.S.A.

September11,1993Ref:12-5-56AShanghaiCustomsCollege45FenYangRoadShanghai200031P.R.OFCHINAAttention:Mr.WuBao-kangGentlemen:

Subject.TheElementsofaBusinessLetterHeadingDatelineReferenceNumberInsideAddressAttentionLineSalutationSubjectLineForeignLanguageDepartment,HubeiVocationalTechnicalCollege

ASampleBusinessLetter

BusinessEnglishCorrespondence

Youarereadingalettercontainingallthepartsofabusinessletter.Theattentionlinefollowstheinsideaddress.Becauseitisreallyapartoftheaddress,itshouldalsobepacedontheenvelope.Thesubjectlinefollowsthesalutation.Itisconsideredpartofthebodyoftheletter.

Sincerely,

RESEARCHASSOCIATES,INC

(Signature)(Ms.)SherryZhang

PresidentSZ/awEncl.CC:BobWood.P.S.Thepostscriptshouldneverbeusedasanafterthought.Itmaybeused,however,toemphasizeortopersonalize.

BodyComplimentaryCloseCompanySignatureSigner’sIdentificationIdentificationMarkReferenceInitialsEnclosureCCNotationPostscript

ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

AnalysisofSentenceStructures

Themainpurposeofbusinesslettersistocommunicatethemutualrequirementsandfindamoreeffectivewaytounderstandthedifferencesbothincultureandlanguage.Herearesomeanalysisexamplesweshouldpayattentiontoinsentencestructures

UneditedSentencesAbstruseExpressionsNon-personalizedExpressions“You”approachNegativeExpressionsBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Compare(1)OriginalEditedWithreferencetoyourrequestforanextensiononyournoteunderdateofwilling

toallowyouanadditionalninetydaystomakepaymentonyournote.WearepleasedtoallowyouanadditionalninetydaystopayyournotedatedMarch20.Note:Theunderlinedwordsareredundancies,nonsense,addingnowarmthorfriendlinessbuttocluttermessage.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

UneditedEditedYourcheckfor$360Rememberthat…

Mettodiscuss…Ourresearchrevealedthat…Makingasalarystudy

Yourcheckintheamountof$360Keepinmindthefactthat…Heldameetingtodiscuss…Duringthecourseofourresearch,welearnedthat…Engagedinmakingasalarystudy…BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Compare(2)AbstruseExpression

NaturalStyle

Thecontractenclosedherewithrequiresyoursignaturebeforeitcanbeexecutedandshouldbedirectedtotheundersigned

Pleasesignthecontractenclosedsignaturebeforeitandreturnittome.

Note:Writeinaconventionalway.Usesimple,familiarwordsnotthebig,fancyorshowywordstokeeplanguagelivelyandsimple.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

SomewhatShowyConventionalsee,understandknowthatpaymentsconfirm,makesurefirstfinalcomprehendbecognizantofdisbursements

corroborateinitial

ultimateBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Compare(3)Sir:PleasedreturntheMerlincompactcopierthatyouclaimarrivedinadamagedcondition.Allshippingchargeswillbepaidbyus.Thedamagedcopierisbeingreplacedbyanotherone.Verytrulyyours,Gentlemen:ThisafternoonIsentyouareplacementoftheMarlincopierbyUPS,andyoushouldhaveitbythetimeyoureceivethisletter.I’msorrythefirstshipmentwasdamaged.Oneofourrepresentativeswilldropbyinadayortwotopickupthefirstcopieryoureceive.Thanksforyourpatience.Yoursverysincerely,

Non-personalizedPersonalizedNote:Inroutinebusinesswriting,treatyourrecipientasalivehumanbeing,notas“towhomitmayconcern”(coldintone).Formthefrom-me-to-youpersonaltouch..Writeinacivilized,thoughtfulandfriendlyattitude.

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Compare(4)

Icertainlyenjoyedyourpresentationattheworkshop.Ifounditveryprovocativeandvaluable.I’mdelightedtolearnaboutyourpromotiontoproductmanager.Congratulations!

Yourpresentationattheworkshopwasveryenjoyable,provocative,andvaluable.Youaretobecongratulatedonyourpromotiontoproductmanager.“You”approachNaturalNote:Inbusinessletters,the“youapproach”iscommonlyemployed,showingacondescendingattitude.ThepronounIismorepersonalandshouldbeusednaturally.

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

I’msorrythatthequalityofpaperintheformswesuppliedyouwasnotuptoyourexpectations

Pleaselookatthespecificationsonpage321ofourcatalogue.Ithinkyou’llagreethattheshirtsyoureceivedmatchthem.Yourcomplaintaboutthequalityofpaperusedintheformswesuppliedyouisregrettable.Idisputeyourassertionthatthemerchandisewesentisinferior.NegativeBetterCompare(5)Note:Emphasizingthepositiveinyourletterhelpstobuildafavorableimageforyouandyourcompany.Thepositiveexpressionconveyswarmth,friendliness,enthusiasmandtact.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

The7CPrinciplesofbusinesswritingclearnessConcisenessCourtesyConsiderationCorrectnessConscientiousnessComprehensiveness

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

II.PracticeI.ASampleLetterAnalysis

II.Identifythestyleofabusinessletter

III.Learntowriteaddressingenvelops

IV.SituationalWriting

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

ASampleLetterAnalysisLabelsPtyLtd.Canterbury8633,NewZealandTel:04-4721388E-mail:Labels@.nzNovember10,2003Mr.J.TurnerProductionManagerABCBottlesPtyLtd

KirraRoad

Ashtown1128DearMr.Turner,

LatedeliveriesofstocksThankyouforyourletterofOctober31aboutlatedeliveriesofourlabels.WehavehadaseriesofindustrialdisputesatourCanterburyfactorywhichhavegreatlydelayedproductionofourlabels.Therehavealsobeentransportproblemswhichhavenotbeenovercome.Isentaletterofexplanationtoyourstoremanager,Mr.Tomkin,buthehasapparentlynotpassediton.Weapologizeforhavingdisputedyournormalproductionandwouldbegratefulforachancetomakewhatarrangementswecantoreducethedelays.Yoursfaithfully,___________R.G.ColeManagerBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

LETTERHEADJune14,1992ABCCo.Ltd.442WestThirdStreetGloversville,NY12078ATTENTION;MSMARLACHENLadiesandGentlemen:Subject:UprightPianos_______________________________________________________________________________

Sincerelyyours,RichardWood,SalesManagerAWB:t1CC:WilliamJohnBusinessEnglishCorrespondenceDiscussionLETTERHEADJuly4,1994MR.TonyWood,ManagerInternationalInvestment,Inc.3117AvenueESeattle,Washington20103U.S.ADearMr.Wood:_____________________________________________________________________

Sincerely,ABBCOMPANYHenrySmith,ManagerForeignLanguageDepartment,HubeiVocationalTechnicalCollege

LETTERHEADOurRef:SZ11207YourRef:WBK156October10,1903Thomas&Co.LTD77LewisstSpringvaleAUSTRALIA3171DearMadam:□□□□_____________________________________________________________________________

□□□□__________________________________________________Trulyyours

BlakeWhichPurchasingDirectorWH/bmEncl.a/sCC>Mr.HenryWoodP.S.Ourspecialdiscountis3%for100setsBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

LearntowriteaddressingenvelopsTheMunsonCompanyMs.MaryD.Karp,President2121OldhamRoadClkeveland,Ohio44103U.S.A.Commonlayoutofaddressesonenvelopes:1.Nameoftheaddressee2.NumberandStreet3.City,State,andZipcode4.CountryBlockedStyle(sender’saddressonthebackoftheenvelope)BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

BusinessEnglishCorrespondence2.BlockStyleRecommendedbytheU.S.PostofficeJOSEPHELANGLEYSTAMP3504JACKSONROADBATONROUGELA70803

MRCRADYE.CROMWELL

3654PARKROADNORTHERIDGECA91324ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

FLANGAN’SDEPARTMENTSTORESTAMP12207SunsetStripLosAngeles,CA91417AttentionMs.TerryRobertsRegisteredMailKetchumCollectionAgency1367HollywoodBoulevardLosAngeles,CA914013.BlockedStyleBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

SituationalWriting:假定你是中国上海的刘刚先生，家住上海福州路248号，请你帮他写一个信封。收信人是BIOPAINTSOLC公司的人事部经理JanetHopper女士。该公司的地址是美国纽约百老汇大街20号。在纽约的邮编是10027。BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

III.LearningGuideAlwayskeepapropermarginforyoulettertomakeyourlettermoreeffectivewhatevertheformyouuseWhenwritingtheinsideaddress,tousenopunctuation(openpunctuation)exceptthefullstopaftertheabbreviations.Someguidelinesshouldbefollowedinwritingtheelements.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

1)Therearemanycourtesytitlesusedinbusinessletters.Thegeneralrulesfortheuseofcourtesytitlesareasfollows.Mr.isusedbeforeaman’snameorsurname:

Mr.DonaldH.Johnson;Mr.JohnsonMrs.isusedforamarriedwoman:Mrs.JohnsonMs.isusedforbothmarriedandunmarriedwomen:

Ms.MariaSmith,MsSmithMissisusedforunmarriedwomen:MissSmithMessrs.,theabbreviationofMessieursinFrenchasthepluralforMr.,isusedforcompaniesorfirmsthatincludepersonalelementsintheircompanynames:Messrs.Jones&Co.Mmes.,theabbreviationofMesdamesasthepluralformadam,isusedbeforethecompanyorganizedbywomen,butnowrarelyseeninbusinesswriting.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

2)Thereareseveralwaystousesalutation.Traditionalsalutationis“Dear”followedbythereader’stitleandlastname

Ifyouarefairlywellacquaintedwithyourreader,use“Dear”followedbythefirstname:

Ifyoudonotknowthenameofthepersonyouarewritingto,useageneralsalutation:

DearMr,HenryDearMariaDearSirDearMadamDearTechnicalDirectorBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

Ifyouarewritingtoagroupofpeople,useoneofthefollowingsalutation

Ifyouwritesalesletterswithoutindividualaddress,youmaysay

LadiesandGentlemen:Gentlemen:(orinBritain:DearSirs)Ladies:DearMembersoftheRestorationCommittee

DearHomeowner:DearCustomer:andsoonNote:Incasesofextremeformality,“DearSir”,“DearMadam”and“DearSirs”or“Gentlemen”areacceptable.Butyoushouldusereader’snamewheneveritisknown.Ifthereader’snameisnotknown,theperson’stitleisthenextbestterminasalutation.Punctuationfollowingasalutationcanbeeitheracolonoracomma.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

3)Bodyistheactualmessageofyourletter.Theessentialrequirementsandgeneralprinciplesforeffectivewritingwillbediscussedbelow:Generally,aletterwillbethreeormoreparagraphsinlength.Thefirstparagraphusuallyintroducesthesubjectoftheletter,theseconddiscussesthemessageindetail,andthethirdconcludesit.Twopointsshouldbepaidattentionto:1)Writeshortparagraphs,keepingonetopictooneparagraph.2)Writeonelettertodiscussoneproblem.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

4)Singer’sidentificationincludesthewriter’ssignatureandthewriter’stitles:Sincerely,THESWANSONCOMPANY

C.I.BreenPresidentSincerely,

RichardA.ConstantinePurchasingAgentBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

5)Differentcomplimentaryclosingdependsonthedifferentrelationsbetweentheaddresserandtheaddressee

CommonSincerely,Yourssincerely,Verysincerelyyours,MoreFormalRespectfully,Yoursrespectfully,Veryrespectfully,FormalYourstruly,Verytrulyyours,Yoursfaithfully,Faithfullyyours,BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

6)P.S,theabbreviationforpostscript,tointroduceabriefmessageasanafterthought.ThepostscriptisputundertheEnclosure:LSY/awEnc.TwoP.S.I’mexpectingyourphonecallnextweek.Butitisbettertoplanyourlettercarefullyandnottousepostscriptatall.BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

IV.SummaryTheessentialqualitiesofbusinessletters

Writingtips

BusinessEnglishCorrespondenceInthisunit,wehavediscussedbusinesslettersaboutthemeaning,types,formatandthewritingstyle.Throughthesampleanalysiswecansumupthefollowing

ForeignLanguageDepartment,HubeiVocationalTechnicalCollege

TheessentialqualitiesofbusinesslettersEffectiveforpurposeSincere,friendlyandpoliteintonePersonalincharacterSimple,naturalandattractiveinlanguagePlaininstyleClear,concreteanddirectincontentCorrectandcompleteinformatandlayoutBusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

WritingtipsWhenwritingtheinsideaddress,tousenopunctuation(openpunctuation)exceptthefullstopaftertheabbreviations.

Usecorrectletterform.

Alwayskeepapropermarginforyoulettertomakeyourlettermoreeffectivewhatevertheformyouuse

Don’twastewordsEmphasizethepositive

Personalizeyourletters

Keepthelanguagelivelyandsimple

BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

V.Assignments

1.Readandmemorizethefollowingphrasesandsentencesasstimulatedwritinga)openingsentences1.Wearepleasedtoinformyouthat…2.Wewishtoinformyouthat/of…3.Wewouldliketoinformyouthat/of4.Weareverysorrytotellyouthat…5.Wearesorrytoknowthat/of6.Wearesorrytoknowthat…7.Weregrettoinformyouthat/of…8.Weregretnotbeingableto…9.Toourregret,wecannot…10.Wearepleasedtolearnfromyourletterthat…BusinessEnglishCorrespondenceForeignLanguageDepartment,HubeiVocationalTechnicalCollege

b)clos