《外贸英语函电》课件.ppt

外贸英语函电,Objectives of learning this course,Know the writing principles of business letters;Master the special/technical terms in international trade;Master and be able to use the commonly used expressions in international business letters;Be able to write different business letters in specific situations;Know the language features of international business contracts and be able to draft them by yourselves.,Final examination,I.Fill in the blanks with proper prepositions.E.g.We learn from your enquiry letter that you are in the market for Chinese textiles.We sent a sample book to you under separate cover yesterday.II.Fill in the blanks with proper words.E.g.Enclosed please find our catalogue and the pricelist.We sustained a great loss of$5,000,for which we have to lodge a claim against you.III.Special term translation(CE).E.g.保兑的不可撤销的即期信用证confirmed,irrevocable sight L/CIV.Special term translation(EC).E.g.despatch money 速遣费V.First arrange the following sections in a proper layout,as they should be set out in a business letter,and then write an envelope for the letter.VI.Write a reply to the following given letter.VII.Translate the following sentences into English(CE).VIII.Translate the following passage(excerpts from contracts)into Chinese(EC).,Chapter One:Business Letter Writing,Writing business letters is one of the most important means of communication with other companies,either in the same country or abroad because letters can present some details which can not be done by other means of communication.It serves two main functions-to convey a message and to provide a permanent record for future reference and also valuable proof in the event of legal disputes.,1 Writing principles of business letters：7Cs,1.Courtesy 2.Consideration 3.Completeness 4.Clarity 5.Conciseness 6.Concreteness 7.Correctness,1.1 Courtesy,1.Try to avoid irritating(惹人生气的)and offensive（得罪人的）statements in your letters;Compare the following sentences:1a:Why didnt you read the instruction（说明书）before using the machine?1b:You are requested to read the instruction before using the machine.2a:In a company as large as ours,we seldom take an order of less than 2000 pcs（件）.2b:Please note that it is not our common practice to take an order of less than 2000 pcs.2.Even if you receive a rude letter,try to write a reply courteously（礼貌地）;3.In addition,to write back promptly（迅速）is also a matter of courtesy.,1.2 Consideration,1.Using you-attitude instead of we-attitudeYou-attitude means that you are from the other partys point of view and put his/her interests in the first place.We-attitude is self-centered.Compare the following two sentences and two letters:3a:We regret to say that we have to cancel your order because of your failure to open the L/C in time.(we-attitude)3b:Please let us know if there is something in the way that precludes（阻止，妨碍）you from establishing the L/C.(you-attitude)Conclusion:you-attitude sentences and letters show more respect and consideration for the other party.,2.Using positive tone（肯定的、积极的语气）instead of negative tone（否定的、消极的语气）Compare the following two pairs of sentences and letters:4a:We cannot supply in packs of less than 10.(negative tone)4b:To keep packaging costs down and to help our customers save on postage,we supply in packs of 10 or more.(positive tone)5a:You failed to include your credit card number,so we cant mail your order.(negative tone)5b:Well mail your order as soon as we receive your credit card number.(positive tone)Conclusion:sentences and letters with positive tones are more easily accepted than those with negative tones though they convey almost the same message.,1.3 Completeness,1.A complete sentence must include all the relevant information.Compare:6a:Our Sales Manager will contact you soon.6b:John Smith,our Sales Manager,will contact you soon.7a:My flight is to arrive at 6:30 on Wednesday.7b:My flight BA121 from London Heathrow should arrive at Beijing International Airport at 18:30 on Wednesday,12 June.Conclusion:incomplete information may bring about unnecessary trouble.2.A complete letter should include whatever details are needed to generate the effect you want.Omission of anything the receiver wants to know may cause suspicions,and may make you lose an important customer.,1.4 Clarity,You should convey（传递）exactly what you wish to say and avoid any misunderstanding.1.Avoid using words/expressions which have different meanings or understandings or ambiguous meanings or make it clear with further explanation;Compare:8a:This contract will come into effect from Oct.1.8b:This contract will come into effect from and including Oct.1,2009.9a:Our offers by fax are open for five days.9b:Our offers by fax are open for five days inclusive of the date of dispatch.2.Paragraph the letter carefully and properly.Short paragraghs rather than long paragraghs are recommended.Generally if there are several points to make clear,be sure to follow the principle:“one point,one paragraph”.Look at specimen letters:,1.5 Conciseness,Follow the principle:KISS keep it short and simple in writing business letters.1.Avoid using wordy or redundant（冗余的）expressions and use short and simple words instead;2.Avoid unnecessary repetition;Compare:10a:The letter you wrote on the first day of the month of May has been received by me with many thanks.10b:Thank you for your letter of May 1.11a:We confidently believe that you will have a good turnover,and that you will be able to place repeat orders with us in the near future.11b:We are confident/sure that you will have a good turnover（营业额）,and that you will be able to place repeat orders（续订单）with us in the near future.3.Use simple and plain words and short sentences;4.Use words to replace phrases or clauses.,1.6 Concreteness,The message should be specific,definite and vivid.So use words with definite and specific meaning instead of abstract words.Compare:12a:We have drawn on you as usual under your L/C.12b:We have drawn on you our sight draft No.1234 for the invoice amount US$7 000 under your L/C No.4567.13a:We have already received your invoices No.123 and 456 and will make payment shortly.13b:We have already received your invoices No.123 and 456 and will make payment on or before Nov.25.14a:We will amend the L/C as soon as possible.14b:We will amend the L/C on Dec.12.,1.7 Correctness,Sometimes business letters can be used as proofs.So correctness refers not only correct spelling,grammar and punctuation,but also the accurate figures（数字）and correct use of technical terms or commercial jargons（商业行话）.,2 Main sections in a business letter,1.Letter head or heading（信头）;2.Date;3.Inside name and address（封内地址）;4.Salutation（敬称）;5.Subject line or caption（标题、事由）;6.The body of the letter;7.Complimentary close（结尾敬语）;8.The writers signature and his job title or position or designation（职务、职位）;9.Enclosure（附件）;10.Postscript（附言）.NOTE:The following seven sections 1,2,3,4,6,7,and 8 are indispensable parts of a business letter whereas sections 5,9,and 10 are optional.,2.1 Writing of each section and their respective positions in a business letter,2.1 Letter head or heading,It refers to the senders name,address,telephone number,fax number etc.Usually it is written in the upper right hand margin of the writing paper.Most business firms and other organizations use stationery with a center-printed letterhead that includes the name,the address,the postcode and the telephone number of the firm.,2.2 Date,It refers to the date on which the letter is written.The date consists of the month,day and year.In writing dates,please note that“month”can be abbreviated,but“year”can not be abbreviated and it must be written in full.It is put two spaces below the letter head or put in the left-hand margin two spaces below the letter head.,2.3 Inside name and address,It refers to the receivers name and address.It is written in the left-hand margin about two spaces below the date.It appears exactly the same way as on the envelope.It is important to include the postcode in order to facilitate mechanical mail-sorting（信件的分拣）.,2.4 Salutation,It is the polite greeting with which the writer starts his letter.The use of salutation depends on the writers relationship with the receiver.The customary formal greeting in a business letter is“Dear Sir”or“Dear Madam”for addressing one person and“Dear Sirs”or“Dear Mesdames”or“Gentlemen”for addressing two or more persons.If the receiver is known to the writer personally,a warmer greeting is preferred,such as“Dear Mr.”or“Dear Ms.”.,Special attention should be paid to the punctuation used after the salutation:after“Dear Sir”,“Dear Madam”,“Dear Sirs”,“Dear Mesdames”,“Dear Mr.”and“Dear Ms.”,a comma is used instead of a colon as in a Chinese letter.However,after“Gentlemen”,a colon is generally used.In addition,the first letter of each word in the salutation should be capitalized.Salutation is usually written two spaces below the inside name and address.,2.5 Subject line or caption,Subject line is actually the main topic of the letter.It is inserted between the salutation and the body of the letter.It is expressed as“Re:”.For instance,if the letter is mainly concerned with the L/C No.1234,then the subject line can be written as“Re:L/C No.1234”.,2.6 The body of a letter,This is the most important part of the letter.It contains the actual message of the letter.It states the writers idea,opinion,purposes and wishes,etc.It generally consists of three sections:the opening paragraph,paragraphs containing main points and the ending paragraph.The first section is the opening paragraph,introducing yourself if it is the first letter between you and the receiver,or referring to the previous letters if there were some correspondences.The second section contains the main points and it may consist of several paragraphs(Note:one point,one paragraph).The third section is the ending paragraph,indicating the writers plan,expectations,wishes etc.,2.7 Complimentary close,It is merely a polite way of ending a letter.The most commonly used complimentary closes are:The formal ones are“Yours faithfully”or“Faithfully yours”and“Yours truly”or“Truly yours”.The less formal ones are“Yours sincerely”or“Sincerely yours”.The punctuation used after these complimentary closes is a comma,and only the first letter of the complimentary close should be capitalized(大写).Generally the complimentary close is put in the right hand margin two spaces below the body of the letter.,2.8 Signature and job designation or job title,It is common for the writer to sign his name immediately below the complimentary close.If the writer represents his company,the companys name should come first,and then the writers signature.Under the signature,generally comes the writers printed name for easy identification.Below the writers printed name is his or her designation.For example ABC Company(Signature)John Smith Sales Manager,Some people prefer to put the name of the company under their job titles instead of putting it above their signatures,like this:(Signature)John Smith Sales Manager ABC Company,2.9 Enclosure,If something is enclosed in the letter,note it below the designation to draw the receivers attention to find the enclosure(s)like“Encl:a pricelist”or“Encl(s):a catalogue and a pricelist”.It can be put in the left hand margin two spaces below the designation of the writer.,2.10 Postscript,If the writer wishes to add something he forgot in the body of the letter or for the sake of emphasis,he may add a postscript two spaces below“Encl.”.It is abbreviated as“P.S.”.e.g.P.S.:The samples will be mailed to you tomorrow.,3 The layout of the above 10 sections in a business letter,4 Different styles of business letters,There are three different styles for business letters according to the writers preferences.They are blocked style,indented style and blended style.,4.1 Blocked style,It is a modern style and increasingly adopted now.Its main feature is that all typing lines,including those for the heading,the date,the inside name and address,the salutation,the subject heading(sometimes in the middle),the body of the letter,the complimentary close,signature and designation,enclosure and postscript begin at the left-hand.That is,every line of the business letter starts from the very left margin.,4.2 Indented style,Indented style is a traditional style.The second and succeeding lines of heading,inside name and address,the beginning of every paragraph in the body of the letter are all indented several spaces.Note that for one letter,the indented spaces should be the same,say,four spaces.,4.3 Blended style,This style is the one combined with the full blocked style and the indented style.When this style is adopted,the heading and the inside name and address are typed in blocked form,but the first line of paragraphs forming the body of the letter are all indented four or more spaces.,5 Writing envelopes,Envelopes for business letters ordinarily have return name and address(writers name and address)printed in the upper left corner of the envelope.The receivers name and address should be written about half way down the envelope.,Special attention should be paid to the fact that the receivers name and address in the envelope should be in exact agreement with the inside name and address in the letter.The stamp is generally put in the upper right hand corner of the envelope.Of course,it can be written either in block or indented style.,Chapter Two:Establishing Business Relations,To establish business relations with prospective dealers is the base of starting and developing business.It is very important for both new firms and old ones.For a newly established firm,it can serve as the basis for starting business,while for an old firm,it can help expand business and increase its turnover.,1 Sources of information about prospective dealers,1.The advertisements in the mass media;2.The introduction from its business connections;3.The introduction from its subsidiaries or branches,or agents abroad;4.The market investigations;5.Attending exhibitions and trade fairs;,6.Visit abroad by trade delegations and groups;7.Self-introduction or enquires received from the merchants abroad;8.The banks;9.The Commercial Counselors Office;10.The Chambers of Commerce both at home and abroad;11.Commercial directories of various countries and regions;12.Internet.,2 The outline for letters to establish business relations,The following points can be covered:1.Inform the receiver the source of your information,that is,where you got his name and address;2.State your intention of writing the letter;3.Give a self-introduction,such as the nature of your company,the business scope of your firm,etc.;4.Provide the reference as to your firms financial position and credit standing;,5.Express your expectation of their cooperation and an early reply.In addition,if you intend to import goods,you may also ask for catalogues,samples,pricelists,etc.If you intend to export goods,you may send the catalogues,samples,pricelists,etc.This