外贸英语函电1.ppt

1、外贸英语函电,International Trade Correspondence,Course Introduction,International trade correspondence is a course to help you get familiar with,The layout,Special terms and expressions,Certain writing techniques,used in different steps of international trade,Steps of International Trade,The steps of inte

2、rnational trade include Establish business relations Making enquires Making quotations Terms of payment Packing, insurance, shipment etc And we are going to discuss these issues one by one.,Contents to cover,1. Essentials of business letter-writing 英文商务信函写作要点 2. Proper layout of business letters 英文商

3、务信函写作格式 3. Envelope addressing 英文信件的信封 4. The tendency of business letter-writing 英文商务信函写作趋势 5. The way to master letter-writing skills 掌握英文商务信函写作方法,1. Essentials of business letter-writing,Three Cs principle:,Use simple, plain language, avoid wordy expressions which are likely to create misundersta

4、nding,Clearness,Conciseness,Write short sentences and make sure one paragraph for each point,Courtesy,Reply ASAP and “your attitude”,2. Proper layout of business letters,Seven principal parts of a business letter: The letter head 信头 The date 日期 Inside name and address 信内名字地址 The salutation 称呼 The me

5、ssage 内容 The complimentary close 结尾客套 The signature 签名 Other matters 其他相关事宜,Part I The letter head,Cathay Business Machine Import & Export Corp. Central Street, Pudong, Shanghai, 201206, China Tel: (021) 59000000 Fax: (021) 59000001,Contact details,Part I The letter head,THE NILE TRADING CO.LTD.,161

6、 Pyramid Street, Alexandria, Egypt TEL: (20-3) 4900000 FAX: (20-3) 4900001,Our ref: GBD/ACM Your ref:,Company logo,Reference No.,Part I The letter head,The letter head is the name and address of the firm that writes the letter. It usually expresses a companys personality. It may contain the followin

7、g parts: The full name of the company Address Contact details Company logo (optional) Icon of products (optional) Reference (optional),Part II The date,The date line is generally typed two lines below the letter head, started from the left margin, or on the right hand side., Dont type the date in fi

8、gures, as it may cause confusion,e.g 12/10/06,confusing,In Britain this date would mean: “12 October 2006” But in US and some other countries it would mean: “10 December 2006”,Part II The date, Its better to type the date in full,Format Day + Month + Year e.g 12th October 2006 (ordinal number 序数词) 1

9、2 October 2006 (cardinal number 基数词) Or Month + Day + Year e.g March 1st, 2005 September 2, 2005,Part III Inside name and address,Format Usually at the head of the letter, sometimes (in official correspondence) placed at the foot, in the bottom left-hand corner. It should be in line with the left-ha

10、nd margin, blocked form is always preferred. Usually two lines below the date.,Part III Inside name and address,Cathay Business Machine Import & Export Corp. Central Street, Pudong, Shanghai, 201206, China Tel: (021) 59000000 Fax: (021) 59000001,October 15, 2005,Mr. Smith The Sales Manager Universal

11、 Software, Inc. 2468 Oak Street San Francisco CA94105 U.S.A,Inside name and address,Part III Inside name and address,Information included full name of the recipient (if it is known and use the courtesy title such as: Mr. Miss. Ms. Mrs.) business title of the recipient (if it is known) name of the co

12、mpany name and number of building, street name name of town or city or postal code name of country,Part IV The salutation,The salutation is the greeting which with every letter begins. We can use:, Dear Sir, Dear Sir or Madam, (avoid sexual discrimination), Dear Gentlemen, Dear Ladies and Gentlemen,

13、recent tendency: no punctuation marks,Part V The message,Write simply, clearly, courteously and grammatically,To the point,Paragraph correctly, confining each paragraph to one topic,Avoid stereotyped phrases (套话) and commercial jargon (商业术语),Part VI The complimentary close,Like the salutation, it is

14、 purely a matter of custom and a polite way of bringing a letter to a close.,It is placed two lines at the final line of the body of the letter, against the left hand margin or on the center or to the right of the page.,Part VI The complimentary close,Yours faithfully, or Faithfully yours, (formal,

15、standard practice in Britain, but old fashioned in U.S. ),Yours sincerely, or Sincerely yours, (informal, usually between people who know each other, commonly used in U.S.),Yours truly, or Truly yours, Best regards, or Best wishes, (informal),Part VII Signature,Every business letter should be signed

16、 in ink,A typed signature alone is not a good form.,Format: Generally two lines below the complimentary close. Placed either against the left-hand side margin, in the center or on the right, depending on where the close is placed.,Part VIII Other matters,Reference number Or the reference may be type

17、d as a heading. It helps the readers to quickly connect the letter to a particular issue or order.,Sometimes letter head provide spaces for reference,Or it may form part of the first paragraph,Dear Sir, Thank you for your letter, reference ALM/PS, of 15th September.,Part VIII Other matters,For the a

18、ttention of(请呈交某某人) It is used when you want the letter to be handed to a particular person.,Part VIII Other matters,Subject headings 标题 main heading and paragraph heading Enclosures 附件 Postscript 附言 The carbon copy notation 抄送,2. Proper layout of business letters,Two most common styles of layout Se

19、mi-indented style (缩行式) Block style (齐头式),Two styles,1) Traditional style 2) All the paragraphs are indented six or even ten spaces 3) Only the inside name and address is in block form 4) The date line is usually on the right hand 5) Complimentary close is placed in the center or close to the right

20、of center,1) Very modern 2) All typing lines begin at the left-hand 3) Sometimes the date line appears on the right, as this might look more balanced and easy to find the date,3. Envelope addressing,The address on the envelope and the inside address on the letter should be in the same style and pres

21、ent the same information.,Either indented or blocked form is used to write the receivers address.,The word “confidential” is placed at the bottom left.,4. The tendency of business letter-writing,The language can be formal or informal according to the relevant situation. REMEMBER: every business lett

22、er that leaves the office is a representative of the firm and a messenger of goodwill.,5. The way to master letter-writing skills,Business letters,E-mail writing,Business E-mail writing,电子邮件的基本构成 邮件主题要一目了然 称呼语，导语和结束语 使用项目符号 只写一个主题 灵活分段 发送邮件前需要反复检查的地方,Business E-mail writing,To 收件人,Cc 抄送,BCC 密件抄送,Sub

23、ject 主题,Attachments 附件,Salutation 称呼语,Message 正文,Complimentary Close 结尾敬语,Signature 署名(可选项),Business E-mail writing,Subject 主题,Salutation 称呼语,Body 正文 Good news/ bad news/ requests/ apologies/ opinion/ optional (可选项，告诉对方有附件),Closing 结束语，写一些肯定的话语，并谈一下双方未来的合作,Signature 署名,Introduction 导语/开头，写一些表示感谢的话语或

24、说一下写邮 件的理由,Complimentary Close 结尾敬语,Thank you for/ This is in regards to/ I am writing to,I look forward to/ Again, thanks for/ Please let me know,Business E-mail writing,My idea for Dawn Mall Project 我对曙光商场项目的一些想法 Monday staff meeting minutes 周一职工会议纪要 X9 model development update X9型号开发的最新信息,Business E-mail writing,导语部分语气越亲切越好 I received your email yesterday. Thank you for your email yesterday. 结束语部分积极地展望一下双方未来的合作 We look forward to hearing from you. 我们期待着您的回信 If you have any questions, Id be glad to answer them. 如有任何疑问，我都会很乐意为您解答 I h