外贸函电课件unit1.ppt

1、Foreign Trade Letters,英文外贸函电,Karen Hwang,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理有节； 学会拟写信函和电传传真的写作技巧。,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，学员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“CS”写作的基础理论知识，更重要的是通过学习信例，熟悉大量

2、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。,Unit 1 General Introduction,学习目标,通过本章学习，了解英文商务信函的各组成部分 熟悉英语商务信函的格式 能够规范，正确，专业地写好商务信函的每一部分,Layout of Business Letter商业信函格式设计,1. Structure 2. Form 3.Addressing Envelopes,Structure（结构）,1 Letter head 2 Reference(可选) and date 3 Insid

3、e name and address 4 Attention line (可选) 5 Salutation 6 Subject line (可选) 7 Body 8 Complimentary close 9 Signature 10Enclosure (可选) 11Carbon copy notation (可选) 12postscript (可选),信头 编号和日期 封内名称和地址 经办人 称呼 事由 正文 结尾敬辞 签名 附件 抄送 附言,The General Structure of a Business Letter,Letter Head Date Inside Name and

4、 Address Reference Salutation Subject Line Body of the Letter Complementary Close Signature Enclosure Postscript,Letter Head,Letter head includes the senders name, postal address, telephone number, fax number and E-mail address, etc. 外贸商号的信笺，一般都印有信头，包括: 公司名称 ,地址,联系电话 ,传真,公司网址 E-mail 地址,公司标志等,有些会将经营项

5、目 ，注册商标和公司董事、经理等姓名一并印在信头上。如需打印，则信头位于信笺上中央或右上方。,信头例子,Date,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,Am.E Month Date, Year November 20, 2004Br.E Date Month, Year 20 November,2004 打印日期注意事项：A. 日期不能用数字的形式. B. 年份应完全写出，不能用(94)代替(1994)B. 月份要写英文全名称C. 日期最好用基数字（1，2，3）。,Inside Name

6、and Address,The name and address of the receiver is typed at the left-hand margin about two to four spaces below the date. It appears exactly the same way as on the envelope. 组成部分: (1) Name of people addressed(收信人姓名) (2) Title of people addressed(收信人职位、头衔) (3) Name of organization(单位名称),(4) number a

7、nd name(门牌号码、街道名称) (5) City, state, code(城市，州和邮编) (6) Country(所达国名称),信内地址例子,salutation,Salutation is the complimentary greeting with which the writer opens his letter. The customary formal greeting in a business letter is : Dear sir , Dear Madam, Dear sirs, Dear Mesdames, Dear Gentlemen(不能用单数） Dear

8、Mr. xxx , Dear Ms,公事函件： “ Dear Sir”对一般机关团体负责人适用 此外公事函件还可以用 “To those who may be concerned，” 称呼后面的的标点，一般使用逗号，美加来信中Gentlemen后用冒号colon：,Body of the Letter,This is the main part of the letter. It expresses the writers idea, opinion, purpose and wishes, etc., so it should be carefully planned For very sh

9、ort letters you may adopt double line-spacing except for your correspondents name and address for which single line-space should always be used.,If there has been previous correspondence, the reply letter will refer to it in the first paragraph. The writers plans, hopes and expectations will be expr

10、essed in the last paragraph. When writing, pay attention to the following: Write simply, clearly, courteously, grammatically, and to the point. Confine each paragraph to one topic. See that your typing is accurate and the display artistic.,The body of a business letter typically contains three parag

11、raphs: 1.introductory paragraph (pre-message) 2.one or more body paragraphs (message) 3.concluding paragraph,注意事项： 段与段之间一般空两行 想一想：如果信的正文很长，一页纸不够用而需两张或数张联页，该怎么办？ 如果信的正文很长，一页纸不够用而需两张或数张联页，应在第一页的右下端打“待续”（to be continued),并在联页上端注明收信人的名称、日期、页数，再继续打正文。这是为了避免第一页和第二页，第三页在发信时误置。,Eg:,正文： Thank you for your in

12、quiry of May 20, and appreciate your interest in our “Yiren” T-shirt. We are writing to you in the hope of establishing business relations between us. We hope to receive your early reply.,Complimentary Close,Complimentary close is merely a polite way of ending a letter. It is in keeping with the sal

13、utation. Formal: Dear Sir(s), Yours faithfully, or Faithfully yours, Gentlemen: Truly yours, or Yours truly, Less formal: Dear Mrxx, Yours sincerely or Sincerely yours, Informal: Best regards,注意： 1）结束礼词写在结尾语下，正中或略向右边写起 2）只有第一个字母大写，后面加逗号 3）欧洲信函把Yours放前，美国则把副词放前,Signature,It is common to type the name

14、 of the writers firm or company immediately below complimentary close. Then the person who dictates the letter should sign his name , by hand and in ink, below it. The name of the signer is usually typed below the signature, and followed by his job title or position. e.g. Yours faithfully, The Overs

15、eas Co., Ltd. (Signature) W.Black President,Three-line space,1. 签名者代表公司或者单位时，一般首先打印出公司的名称，然后再签名。 Yours faithfully, Agricultural Machinery Industry Company Zhang Haijun Zhang Haijun General Manager,2.女性签名时，为便于回信人正确使用称呼，应在打印的姓名前用括号注明Miss, Mrs.或Ms Sincerely yours Zhang Hai (Ms) Zhang Hai 3. 当负责人不在而以授权书

16、或者口头方式授权经办人员代签名时： Yours sincerely, p.p. Zhang Min John Smith,Per procuration/ per pro.代理,可选部分,(1)参考编号 Reference may include a file name, departmental code or the initials of the signer followed by that of the typist of the letter. 编号是供参考用的，作用是能使复信与先前发的信函联系起来。 a.卷宗号码 (a file number)、 b.部门代号（departmen

17、tal code)， c.辨认代号（initials of the signer)：口述人和打字人的名字缩写。,(2) 经办人 Attention Line,Attention line is used when the writer of a letter addressed to an organization wishes to direct the letter to a specific individual or section of the firm. It generally follows the inside address. e.g. Attention: Mr. Smi

18、th Attention: The Sales Manager Attention: Accounting Department,(3)事由Subject Line,Subject line is actually the general idea of a letter. 作用是让收信人对信的主旨一目了然，写在称呼语下面的两行，一般是在信笺中上部的位置，可在前冠以Subject ：或Re：的字样。 事由要简单扼要，说明商品名称、数量、信用证或合同号码等即可 Subject：New Product Catalogue,(4) 附件 Enclosure,If something is enclo

19、sed, note it below the signature. e.g. Enclosures: 4 samples Encl. : Price List 3 Encls. : 1 B/L 1 Photo 1 Certificate,(5)抄送 The Carbon Copy Notation,When copies of the letter are sent to others, type “c. c.” below the signature at the left margin. e.g. 明抄 c. c. Mr. G Well C.C: After-sales Service D

20、epartment 暗抄：bcc /uc Mr. Simpson (blind c.c.),(6) 附言 Postscript,If the writer wishes to add something he forgot to mention of for emphasis, he may add his postscript two spaces below the carbon copy notation. e.g. P.S.: Dont forget the deadline is 13th, June.,(7)内部代号Identification,以便日后查对这封信是由何人主稿，由何

21、人速记打字。一般的写法是把主稿人、速记员的姓名的第一个字母连续打出，两者之间加一斜划,或加冒号。 例如一个名叫Willian L.Rich的人向一位名叫Margaret Davis 的秘书口授一封信，他们可以缩写成 WLR/MD WLR:MD wlr/md,Form（格式）,The main aim of designing a letter is to make the letter not only pleasing to the eye, but also convenient to be typed. 1.Full Block Form平头/齐头式 2.Modified Block F

22、orm with Indented Style改良缩进式 3.Modified Block Form改良齐头式,各行开头都左边顶格是是齐头式(Block style)，齐头式在极度尊重工作效率的美国很流行，是最易操作现代的一种格式；改良齐头式与齐头式的区别在于日期和客套结束语连同签字部分被移向右边。从视觉上感觉平衡些，改变了齐头式一边倒的感觉。缩进式与改良齐头式的唯一区别在于采用缩进式的信件正文的每段第一个词缩进去4-6个空格，英国常用此格式。,Full Block Form,Full Block Form译作“平头式”. In the full block form, every part

23、of a letter is typed from the left margin, i.e.,Letterhead Date Reference Date Inside Name and Address Salutation Body of the Letter Complementary Close Signature Enclosure,Modified Block Form,In the modified block form, all the parts start from the left margin, except the date, complimentary close（

24、结尾敬辞） and signature which are positioned the same as that in the modified block form with indented style，译作“改良式”.,the Head Line Reference Date Inside Name and Address Salutation Body of the Letter Complementary Close Signature Enclosure,缩进式 Indented Style,Addressing Envelopes,Although the English an

25、d the Chinese use very different system in setting out an address on the envelope, however, the essential standards are the same. The address must be set out correctly and neatly. The envelope writing usually has two forms: 1.The Block Form; 2.The Indented Form.,1.The Block Form,2.The Indented Form,

26、The Senders Address The Receivers Address,Stamp,Example of an Envelope,China National Chemicals (stamp) Import & Export Co. Beijing, Chinathe return address (寄信人地址) Overseas Trading Co. 153 Market Street London, E. C. 3 the receivers address (收信人地址),Remarks,1.Private 2.Confidential 3.Registered 4.Ex

27、press 5.Ordinary Mail 6.Immediate(Urgent),私人信,机密信,挂号邮件,快递邮件,平信,急件,Summary,In this chapter, we have learnt the layout (seven principle parts and six optional parts) in a business letter. We should at least remember the seven principle parts and some useful and common optional parts. We should also re

28、cite the format of business letters. These rules and principles are crucial in the business letters, because it shows your attitude and ability to do business carefully and successfully.,Writing Principles of business Letters,7 “C” 1) Courtesy 礼貌 语言要有礼且谦虚，及时地回信也是礼貌的表现。 2) Consideration 体谅 写信时要处处从对方的

29、角度去考虑有什么需求，而不是从自身出发，语气上更尊重对方。,3) Completeness 完整 一封商业信函应概括了各项必需的事项，如邀请信应说明时间、地点等，确忌寄出含糊不清的信件。 4) Clarity 清楚 意思表达明确，要注意： （一）避免用词错误 （二）注意词语所放的位置 （三）注意句子的结构,5)Conciseness 简洁 （一）避免废话连篇 （二）避免不必要的重复 （三）短句、单词的运用 6)Concreteness 具体 用数据、事实等支撑 7)Correctness 正确,Keys to Exercises,Wulong International Toy Company

30、 No. 8, Yangzijiangbei Road, Yangzhou City, Jiangsu Province, 225008 China March, 2008 A & B 4 Kids Inc Beursplein 37, 3001 DD Rotterdam, Netherlands Attention: Import Department Subject：Children Toys,Dear Sirs, We learned from International Business Daily that you are interested in importing Chines

31、e toys. We are a major toy manufacturing company in China, with a large number of clients all over the world. Our clients include large supermarkets such as Wal-Mart and Carrefour.,In order to give you a general idea of the products we are producing, we also enclose in this letter our latest catalogue. Please let us know immediately if you are interested in our products. We look forward to your early reply. Yours faithfully, Li Li Manager of the Export Department,Exercise,Arrange the following in proper form as they should be set out in a letter,Sende