商务英语函电 第二版 课件 Unit 2 Faxes and E-mails

UnitTwoFaxes&E-mails

PartOne:TeachingAims&Requirements

1.Helpstudentstolearnabouttheadvantagesofthefaxande-mail;2.Helpstudentstostudytheformatsofthefaxande-mail;3.Advisestudentstonotethequestionswhenusingthefaxande-mail.

PartTwo:StudyofFax

I.Whatisthefax(telefax)?FaxisderivedfromtheLatinword

“facsimile”,meaning

“make

similar”

or

“make

a

copy”.Itisamodeofinternationaltelecommunications,whichhasbeenincreasinglyinuseovertheworld.Itischaracterizedbyusingtheadvancedelectronicdata

interchange(EDI)procedurestomaketrue-trackduplicatesoforiginalwritingsandsendtothedesireddestinations.

Asthisistrue-tracktransmitting,anyletters,documents,diagrams,patternsorpicturescanbeusedfordispatch.Afaxmessageissentbyuseofafacsimiletransceiver.Anybusinessfirmwhowantstoinstallthismachineatitsunit,maysendanapplicationtothelocalresponsiblepostandtelecommunicationdepartment.Faxisusuallytransmittedthroughtheinternationalordomesticdirecttelephone.Itischargedaccordingtothenumberofminutesthecallactuallylastsandthenumberofpagestransmitted.II.TheadvantagesofthefaxFaxisamodernizedcommunicationmeanssuperiortothetelegram,telex,andtelephone,andisthesummaryoftheadvantagesofallothercommunicationmethodsexcepte-mail.Ithasthefollowingsuperioritiesoverletter,telegram,telexandtelephone:1.Thecontentsthatcanbeusedfortransmissionrangesoverawidefield.Incablesandtelexes,generallyspeaking,onlyEnglishandafewcharacterscanbetransmitted;whileinfacsimiles,alllanguages(includingChinese,eitherprintedorhandwritten),characters,diagrams,patterns,pictures,etc.,canbesent.2.Itisfastintransmitting,evenfasterthanthetelex.Insendingoutatelex,wehaveto,firstofall,makeanEnglishdraftofthemessage.Then,typeitonapapertape.Andfinally,checkthedrafttoseeifthereareerrorsormistakesinitbeforeweactuallystarttransmitting.Nevertheless,faxtransmittingdoesnotrequirethesesteps.Whenthelineisconnected,whatyoudesiretosendawaywillbeimmediatelytransmitted(usuallywithinafewseconds)ifitisfedintothefaxtransceiver.Thus,itsavestimeaswellaslabour.3.Itischeapincost.Asthefaxisdispatchedthroughthetelephoneandchargedaccordingtothenumberofminutesthecallactuallylasts,whatitcantransmitinoneminuteismuchmorethanthatacableoratelexdoesduringthesametime.Thus,itsavesmoreexpenses.4.Itissimpleaswellasconvenienttouse.Thereisnoneedtouseabbreviations.TheEnglishlanguageyouuseforyourmessageisjustthesameaswhatyouuseforyourlettersentbypost.Ithasseveralspecialfunctions,suchasautomaticallytransmittingandreceivingmessages,andcorrectingerrorsinthecourseoftransmission.ItismoreconvenientthanemailsbecauseanysheetofA4papercanbeputthroughafaxmachine,andbecausetheycanalsobeusedbycompanieswithoutcomputersorinternetaccess.5.Itcanprovideawrittenrecordofwhatyouhavetransmitted,notlikee-mailwhichcanonlyleaveanelectronicrecord.

III.Theformatofthefax

Theformatusedforfaxesvariesgreatly.Differentcompanieshavedifferentstylesofformatsfortheirbusinesspersonstouse.However,theofficialfaxformsofagreatnumberoffirmsincludethecompanylogo,oratleastthefirm’sname,whichisinlargeprint.Theconspicuous“Facsimile”,“TELEFAX”,“TelefaxMessage”or“FaxMessage”takesanattention-graspline.Besidesthecompanylogo/nameandoneoftheTELEFAXtitles,allfaxformscontainlinesorboxesfortheaddressee,thewriterandthedate,asinthefollowingexample:Letterhead

Date:

FacsimileTo:XXXCompany:XXXCorp.FaxNo:XXNo.ofpages:_____From:XXPage1of2DearMr.XXX,

Body/MessageYourssincerely,(Signed)IV.Whataretobenotedwhenusingthefax?Withtherapiddevelopmentofinternationaltrade,itisexpectedthatthedocumentssentbyEDIwillbeusedasnegotiatingdocumentsandacceptedbytheinternationalbusinesscircle.Therefore,theywillbemoreandmoreusedinthedaystocome.However,atpresent,weshouldpayspecialattentiontothefollowingpointswhileadoptingthiscommunicatingdevice:1.Sincethefaxtransmittingissimilartotheduplicatingbyacopyingmachine,itiseasytomakeimitationsoftruedocuments.Thus,caremustbetakenwhenwetakethismethod.Asforroutinebusinessletters,notesoradvicethatmaynotbringaboutlegalobligations,wemaysendbyfax.Otherwise,weshouldbyallmeansavoidusingthis.2.Ininternationalbusinesscircle,differentcountryholdsdifferentviewsaboutthelegalforceofafaxmessage.Certainstatesordistricts(e.g.Hongkong)deemitofnolegalforce(ininternationaltrade).Usually,thefaxisusedatthenegotiatingstagepriortoatransactionandonproblemsaboutafter-serviceunderatechnologytradecontract.Ofcourse,thefaxcanalsobeusedinotherbusinesssituations.Yet,onethingtoberememberedisthat,foranurgentmessagethatconcernslegalobligations,itisadvisabletoconfirmitbye-mail;andforamessageofnourgency,confirmitbyletter.3.Ifyouaresendingafaxmessagetoanorganizationabouttheproductioninformation,ordersorothertypesofwritteninformation,whichneedstwoormorepages,thenacoverletterorfaxcoversheet(封面页)isneededin

ordertolettheoperatorknowfromwhomthemessageoriginates,towhomthefaxisdirected,aswellasthetotalpagesofthefaxmessage.

e.g.Figure1:FaxCoverSheetFaxCoverSheetDate:______Time:______NumberofPages:______(IncludingCoverSheet)To:Name:________________________________________________Organization:___________________________________________FaxNumber:________________OfficePhone:________________From:Name:________________________________________________Organization:___________________________________________FaxNumber:________________OfficePhone:________________**Ifanypartofthistransmissionismissingornotclearlyreceived,pleasecontactthesenderassoonaspossible.**Subject:________________________________________________Comments:______________________________________________________________________________________________________4.Ifyouaresendingaonefaxmessage,youmayomitthefaxcoversheet.However,doincludeyourorganization’sname,address,fax/telephonenumberinthemessage.5.Sometimesanattentionlineisusedwhenthemessageisaddressedtoacompany.E.g.To:ABCCompanyFrom:JohnSmithAttn:Ms.MaryOwen,ManagerDate:October28,2009FaxNo.:0086-10-123456Page:16.Makeyourmessageasclearandconciseaspossibleinordertosaveyourexpense,forthefaxischargedmainlybythenumberofpagesyousend.PartThree:StudyofE-mailI.Whatisthee-mail?E-mail(alsocalledmail,net-mail),theshortformforelectronicmail,isoneofthepopularly-usedfunctionsinInternet.ItissentbyuseofthecomputerandtheInternet.Beingthemodernestcommunicationservice,itcansendamessagetoanypersonintheworldwhohasane-mailaddresswithinaveryshorttime.Nowadays,itissometimessentandreceivedbymobilephone.E-mailmessagecanbethesameasaletterorcanincludesoundandpicturesaswell.Ithasmorecontentsandcarriesmoreinformationthanaletterdoes,whichcanbepreparedbycomputerorwordprocessor.II.Theadvantagesofthee-mail1.Itcanbecommunicatedasfastasinternationalphonecallandfax.2.Itischeaperthananinternationalphonecallandfax.3.Themessagecanbesenteasily.4.Thecontentsfortransmissioncoveralargefield.5.E-mailcreatesflexibilityintheworkplace.6.Itreducestelephoneinterruptions.

III.Theformatofthee-mail1.TheHeader(Heading)2.TheSalutation3.TheBody4.TheComplimentaryClose5.TheSignatureHeaderTheheadingofabusinessemailconsistsofsixdistinctinformationfields.Theyarelocatedatthecorneroftheemailtemplate,belowthetoolbar.

1.FROM:Thesender’semailaddressappearshere.(automaticallygeneratedbythesoftware)2.TO:Therecipient'semailaddressistypedhere.3.CC:carboncopy(BCC):blindcarboncopy4.DATE:Thisisthedateandtimethemessagewassent.(automaticallygenerated)5.SUBJECT:(Itisoptional,butanefficientpracticetouse.)Capitalizeallthekeywords.Makeitasclearandconciseaspossible.6.ATTACHMENT:Theattachmentoptionisahandytooltoindicatethatcomputerfileswhicharetoolargetobedownloadedintheemailitselfareincludedinthetransmission.SalutationThesalutationisafriendlywaytobeginyouremailmessagewhenitgoesoutsideyourfirm.Themajorityofbusinessemailshaveaninformaltone.“DearSirs”or“Gentlemen”areoftenusedtosaluteacompany.TheformeristheBritishwaywhilethelatteristheAmericanway.“DearSir”isusedtosaluteaheadofanorganization.Insemi-formalletters,“DearMr.XX”isusedtoaddressamanand“DearMadam”or“Madam”isusedtoaddressawoman.Ifyouarewritingtoapersonwhomyouarenotfamiliarwith,usehisorherfullname.e.g.“Dianna,”

“EllenWang,”Whenthemessageisaddressedtoseveralpeople,“Helloall/folks”or“Greetings”or“Hi”or“Hello”iscommon.“Hi/Hello/(+)firstname”isatypicalwayofemailgreetingsusedinAmerica.GreetingsinJapanandChinatendtobemoreformalandtraditional.

BodyThelanguageusedfore-mailislessformal,moretothepointandmorespeech-like.Thewritingprinciplesforthebodyareconciseness,clearnessandkeepingtothepoint.Thematterstobenotedarejustthesameaswhataretalkedaboutinbusinessletter-writing.Mostemailmessagesarelessthanthreeparagraphsinlengthandfitintothefirstscreen.Ifthemessageistoolarge,itwouldbebettertowriteashortcoveringletterandhavethedetailsinanattachment.ComplimentaryCloseThemajorityofbusinessemailshaveaninformaltone.Theexpressionsbelowareoftenused:Bestregards.Allthebest.Thankyouforyourhelp.Thankyou,BBFN.(Byebyefornow.)SignatureAsignatureblockshouldcontainalltheinformationarecipientmightrequireinorderforhimtorespondtoanemail.ItshouldbeginwiththeSender’sName,JobTitle,andBusinessOrganization.APhysicalLocation,PhoneNumbers,EmailAddress,andWeb-siteshouldfollow.Asthehandwrittensignatureisillegibleandhardtorecognize,aprinted

signatureisalwaysfollowedafterit.YoumayalsouseSignatureFiles,whichcanbeattachedtoeveryletteryousend,usuallyincludingdetailsofcontactandotherrelevantinformation.Ifyouareinbusiness,youshouldalmostcertainlyuseanemailsignatureinyourcommunications.e.g.ElenaZhang

(Initialsshouldnotbeused.)ElenaZhang(Initialsshouldnotbeused.)ServicesDepartmentTheNationalBankTel:(8610)6666-7777E-mail:elena.zhang@Anotherexampleforsignature:

PeterConnorPeterConnor

Owner/ManagingEditor

TheWhiteCompany

Bellvue,CO80512

Voice:970.493.84XX

Fax:970.493.84XX

Email:peter@

website:IV.Whataretobenotedwhenusingthee-mail?Effectiveuseofe-mailrequiresaclearsenseofthepurposeforwriting,aswellasaclearstatementofthemessage.Whenyouusethee-mailtotransmityourbusinessmessage,payattentiontothefollowingitems:1.Thelevelofformalityforemailmessagesdependsonthepurposeandaudience.Therefore,youneedtodistinguishbetweenformalandinformalsituations.Ifyouwriteanemailmessagetoyourcustomers,suppliersorotherbusinesspartners,youneedtousetheformalbusinessletterformatandadopttheappropriatewritingtone.Ifyouwritetoafriendoraclosecolleague,youmayusetheinformalformat.2.Emailismeantforquick,simplecommunication.Asageneralguide,thatmeansroughly4or5paragraphsatmost.Donotsenddenseorlengthymessages.Duetothelimitationsofformattingandlayout,anythingmuchlongerthanthatisprobablybestsentasaseparateattachment.Answeremailspromptly,i.e.observethe“48hour”principle.3.FollowtheguidelinestalkedundertheSeven“C”Principlesofbusinessletter-writing.4.Donotuseemailifthemessageneedstobeprivateorsecure.Emailisnotsecure.Don’tsendanythingoveremailthatyouwouldn’twantanyoneelsetoread.It’stooeasytoforward.Besides,insomefirms,theemailadministratorhastheabilitytoreadanyandallemailmessages.5.Donotuseallcapitalletters.Inemailmessages,capitalsaretheequivalentofshoutingandalwaysmakeyourreaderdifficulttoread.6.Donotemailbacktheentiremessageyou’rereplyingto,rather,youshouldabbreviateareferencepoint.7.Culturalawarenessandnetiquette(网络礼节)inemailcommunicationdeservesspecialattention.8.Abbreviationsandsignsexpressingfeelings(代表情绪的符号)areusedinemailswrittentofamiliarpersonsorfriends.PartFour:SomeAbbreviationsusedinFaxesandEmails一、主题栏常用缩略词：RE:表示回复FRI:表示仅提供信息，无需回复（Foryourinformation）URGENT:表示紧急REQ:表示命令（Request）例如：Subject:Orderfor10facsimiletransceivers

Subject:Re:Orderof10facsimiletransceivers

Subject:URGENT:ShipmentforOrderNo.123Subject:REQ:PaymentunderContractNo.321Subject:FYI:ShippingAdvice二、传真中常用的缩写：ANS:AnswerARVD:ArrivedASAP:AssoonaspossibleATTN:AttentionBK:Bank,BookBKD:BookedCFM:ConfirmCFMD:ConfirmedDLVR:DeliverDOC:DocumentFLT:FlightFLWS:FollowsFM:FromFR:ForHR:HourHTL:HotelIMM:ImmediatelyINFO:InformationN:AndOFR,OFA:OfferOTHWS:OtherwisePLS:PleasePMT:PaymentQTN,QUTN:QuotationRCVD:ReceivedRPY:ReplySHIPT,SHPMT:ShipmentTKS:Thanks三、电子邮件常用缩略语:AAMOFAsamatteroffactBBFNByebyefornowBTWBythewayEOMEndofmessageFWIWForwhatit’sworthIMHOInmyhumbleopinionIOWInotherwordsLOLLaughingoutloudNRRNoreplyrequiredOTOHOntheotherhandROFLRollingonthefloorlaughingTIAThanksinadvanceTTYLTalktoyoulater习题答案PartFive:ExercisesI.Answerthefollowingquestions:1. Fax(shortfor“facsimile”),isamodeofinternationaltelecommunications,whichhasbeenincreasinglyinuseovertheworld.Itischaracterizedbyusingtheadvancedelectronicdata

interchange(EDI)procedurestomaketrue-trackduplicatesoforiginalwritingsandsendtothedesireddestinations.Afaxmessageissentbyuseofafacsimiletransceiver.2. Asthisistrue-tracktransmitting,anyletters,documents,diagrams,patternsorpicturescanbeusedfordispatch.3. Faxisusuallytransmittedthroughtheinternationalordomesticdirecttelephone.Itischargedaccordingtothenumberofminutesthecallactuallylastsandthenumberofpagestransmitted.4. Faxissuperiortoothercommunicatingmeanssuchastheletter,thetelegram,thetelex,andthetelephonebecauseofthefollowingreasons: 1)Thecontentthatcanbeusedfortransmissionrangesoverawidefield.Incablesandtelexes,generallyspeaking,onlyEnglishandafewcharacterscanbetransmitted;whileinfacsimiles,alllanguages(includingChinese,eitherprintedorhandwritten),characters,diagrams,patterns,pictures,etc.,canbesent. 2)Itisfastintransmitting,evenfasterthanthetelex,nottospeakofthetelegram. 3)Itischeapincost,cheaperthanthecable,thetelexandthetelephone.4)Itissimpleaswellasconvenienttouse.Unlikethetelexorthecable,inafaxmessage,thereisnoneedtouseabbreviationsorcombinations.Instead,youcanuseplainlanguage.Moreover,themachinecantransmitandreceivemessagesautomatically,andcorrecterrorsinthecourseoftransmission.Itismoreconvenientthane-mailsbecauseanysheetofA4papercanbeputthroughafaxmachineanditcanalsobeusedbycompanieswithoutcomputersorinternetaccess. 5)Unlikethetelephoneande-mail,itcanprovideawrittenrecordofwhatyouhavetransmitted.5.1)Sincethefaxtransmittingissimilartotheduplicatingbyacopyingmachine,itiseasytomakeimitationsoftruedocuments.Thus,caremustbetakenwhenwetakethismethod. 2)Ininternationalbusinesscircle,differentcountryholdsdifferentviewsaboutthelegalforceofafaxmessage.Certainstatesordistricts(e.g.China,sHongKong)deemitofnolegalforce(ininternationaltrade).3)Ifyourmessagetobedeliveredneedstwoormorepages,thenacoverletterorfaxcoversheetisneededin

ordertolettheoperatorknowfromwhomthemessageoriginates,towhomthefaxisdirected,aswellasthetotalpagesofthefaxmessage. 4)Ifyouaresendingaonefaxmessage,youmayomitthefaxcoversheet.However,doincludeyourorganization’sname,address,fax/telephonenumberinthemessage.5)Sometimes,anattentionlineisusedwhenthemessageisaddressedtoacompany. 6)Makeyourmessageasclearandconciseaspossible,forthiswilldoalotofgoodtobothyouandthereceiver.6. E-mail(alsocalledmail,net-mail),theshortformforelectronicmail,isoneofthepopularly-usedfunctionsinInternet.ItissentbyuseofthecomputerandtheInternet.Beingthemodernestcommunicationservice,itcansendamessagetoanypersonintheworldwhohasane-mailaddresswithinaveryshorttime.7. Itcansendnotonlywrittenmaterials,butalsosound,pictures,especiallymovingpictures(videoclips)andsoftwareprograms.8. 1)

Itcanbecommunicatedasfastasinternationalphonecallandfax.Asitisalsoa24-hourservice,themessagecanbereceivedunattended. 2)Itischeaperthananinternationalphonecallandfax. 3)

Themessagecanbesenteasily. 4)

Thecontentsfortransmissioncoverawidefield.5)

E-mailcreatesflexibilityintheworkplace.Sincemessagesarepreparedonacomputer,theycanbeedited,printedoutandkeptforreferenceorfiling.Moreover,E-mailproducesdocumentstobefiled,forwardedorretrieved. 6)Itreducestelephoneinterruptions.9.Generally,itincludesthefollowingfiveparts: 1)TheHeader;2)TheSalutation;3)TheBody;4)TheComplimentaryCloseand5)TheSignature.10. Theheadingofabusinesse-mailconsistsofsixdistinctinformationfields.Theyarelocatedatthecornerofthee-mailtemplate,belowthetoolbarandarrangedinthefollowingorder:1)From:2)To:3)CC:(BCC):4)DATE:5)SUBJECT:6)ATTACHMENT:11. Thefollowingarethemainitemstobenotedwhenusingthee-mail: 1)Asthelevelofformalityfore-mailmessagesdependsonthepurposeandaudience,youshouldbeabletodistinguishbetweenformalandinformalsituations.Indifferentsituations,usedifferentbusinessletterformatsandwritingtones.2)Asthee-mailismeantforquickandsimplecommunication,youshouldnotsenddenseorlengthymessages.Ifyourmessagedoescontainalargedocument,you’dbettersenditasaseparateattachment.Moreover,youshouldobservethe“48hour”principleinansweringletters.3)FollowtheguidelinestalkedundertheSeven“C”Principlesofbusinessletter-writing. 4)Donotusee-mailifthemessageneedstobeprivateorsecure.

II.Thefollowingisthecoverofafax.Makeupafaxcoveryourselfaccordingtotheform:(Omitted)

III.Matchthefax/e-mailabbreviationsofPartAtoPartB:PartA PartBTIA: ThanksinadvanceBTW: BythewayAAMOF: AsamatteroffactOTOH: OntheotherhandIOW: InotherwordsIV.Giveexpressionsforthefollowingfax/e-mailabbreviations:N:And DOC:DocumentFLWS:Follows FM:FromFR:For PLS:PleaseQTN:Quotation RCVD:Received