外貿(mào)英語函電課件.ppt

1、外貿(mào)英語函電Foreign Trade Correspondence,外貿(mào)英語函電學(xué)什么？,本課程是國際貿(mào)易專業(yè)高年級(jí)的核心業(yè)務(wù)課程之一，是一門將英語與外貿(mào)業(yè)務(wù)相結(jié)合的課程。 通過介紹外貿(mào)實(shí)務(wù)中各種英文業(yè)務(wù)函件，電傳和傳真以及其它方式的寫作格式，商業(yè)術(shù)語和各種不同的表達(dá)方法; 通過介紹對(duì)外貿(mào)易各環(huán)節(jié)的具體做法，使學(xué)生在提高英語水平的同時(shí)，熟練掌握對(duì)外貿(mào)易業(yè)務(wù)中常用的基本術(shù)語及表達(dá)技能，培養(yǎng)和提高他們的外貿(mào)業(yè)務(wù)工作能力,本課程的目的是: 學(xué)習(xí)外貿(mào)業(yè)務(wù)書信的標(biāo)準(zhǔn)格式; 了解通過哪些途徑來發(fā)展新客戶，開拓新市場(chǎng); 如何進(jìn)行詢購某商品，怎樣報(bào)盤和還盤; 怎樣靈活運(yùn)用付款方式; 如何做到重合同守信用;

2、怎樣去審查信用證，做到不出差錯(cuò); 在理賠和索賠中做到有理有理有節(jié)； 學(xué)會(huì)擬寫信函和電傳傳真的寫作技巧。,學(xué)習(xí)內(nèi)容： 本課程主要學(xué)習(xí)信例，大量學(xué)習(xí)外貿(mào)實(shí)務(wù)基本環(huán)節(jié)中有代表性的信例。外貿(mào)實(shí)務(wù)基本環(huán)節(jié)有：建立業(yè)務(wù)關(guān)系和資信調(diào)查、詢盤、報(bào)盤和報(bào)價(jià)、還盤、訂單，履行訂單、支付、包裝和運(yùn)輸、信用證的修改和展期、索賠和解決索賠等。,學(xué)習(xí)方法： 外貿(mào)函電是一門實(shí)踐操作性很強(qiáng)的課程。也就是說，要達(dá)到正確擬寫外貿(mào)業(yè)務(wù)信函的目的，僅有理論是遠(yuǎn)遠(yuǎn)不夠的，學(xué)員必須學(xué)習(xí)大量外貿(mào)實(shí)務(wù)中有一定代表性的信函，深入體會(huì)何為七個(gè)“CS”寫作的基礎(chǔ)理論知識(shí)，更重要的是通過學(xué)習(xí)信例，熟悉大量外貿(mào)業(yè)務(wù)中各個(gè)環(huán)節(jié)中常用語，包括詞匯、短語、

3、句型以及習(xí)慣表達(dá)方式等等，再通過一定量的練習(xí)，對(duì)常用語進(jìn)行操練運(yùn)用，從而達(dá)到掌握并熟練使用的目的。,OBJECTIVE Analyze and plan for a business writing taskChoose precise words to convey the correct meaningWrite clear and concise sentences and paragraphsIdentify and correct common errors found in sentence structuresMaster the natural written English,

4、The most important objective of taking this course is *To cultivate the sense of doing business learning the tone of writing learning the format (letter, memo, e- mail), strategy, and word choice learning the principles of writing learning the skills of negotiation,In most cases, the business letter

5、 will be the first impression that you make on someone. For this reason it is important that you are diligent in your task of writing an effective business document. Even though business writing is possibly less formal than it once was. * In a nutshell, business letter should communicate your ideas

6、effectively, concisely and professionally. Most business letters and proposals are opportunities to influence decisions. Usually its a one-time opportunity. Thats why you should accept professional training!,Learning objectives: To enable students to master the principles of business letter writing;

7、 To become acquainted with the general layout of most business letters; To skillfully write structural parts of business English letters with proper styles; To be familiar with the procedures of foreign trade, parties and documents involved.,Unit 1 Business Letter Writing,1)信頭(letterhead) 1 Structur

8、e 2）編號(hào)，日期(reference and date) 3）封內(nèi)名稱和地址 (inside address) 4）經(jīng)辦人(attention) 5）稱呼(salutation) 6）事由（標(biāo)題）(subject/caption) 7）正文(body) 8）結(jié)尾敬詞(complimentary close) 9）簽名(signature) 10）附件 (enclosure) 11）抄送(cc to XX) 12）附言(postscript),The component part of a letterA letter consists of a number of parts, each o

9、f which is essential to the letter, or contributes in some way to its impact on the recipient. We may list them as follows :the letterhead/headingthe references the date the inside name and address the salutation the subject heading/caption the opening paragraph the body of the letter the closing pa

10、ragraph the complimentary close the signature the enclosures and copiesthe postscript,Parts of a Business Letter 信件組成部分,Essential Parts 必要部分 1. The letterhead 信頭 2. The date line 日期 3. The inside name and address 收信人名稱地址/封內(nèi)地址 4. The salutation 稱呼 5. The body of the letter 信文 6. The complimentary clo

11、se 結(jié)尾敬語 7. The signature 落款,Optional Parts 附加部分 8. The attention line 具體收信人 9. The subject line 事由 10. The reference notation 案號(hào) 11. The enclosure 附件 12. The carbon copy notation 抄送 13. The postscript 附言,1)Letterhead,Letterhead includes senders name, postal address, telephone number, telex number, f

12、ax number, and cable address, etc. Usually letterhead is printed in the up-center or at the left margin of a letter writing paper. 外貿(mào)商號(hào)的信箋，一般都印有信頭，包括發(fā)信人的姓名、地址、電話號(hào)碼、傳真號(hào)、及E-mail等，有些會(huì)將經(jīng)營(yíng)項(xiàng)目 ，注冊(cè)商標(biāo)和公司董事、經(jīng)理等姓名一并印在信頭上。如需打印，則信頭位于信箋上中央或右上方。,名稱、地址,A UK address: Air Environmental Mechanical Equipment Limited 20

13、76 West Main Street Devon, EX14 0RA U.K.,公司名稱,街道,郵編(在國家之前),國家,城市,門牌號(hào),中文名稱、地址舉例,山東外貿(mào)職業(yè)學(xué)院 中國山東省青島市江西路62號(hào),地址: 由大到小,單位名稱,中國地址名稱用英文寫,Sinochem Jiangsu Import and Export Corporation Jiangsu International Business Mansion, 50 Zhonghua Road, Nanjing 210001, P.R. China,單位名稱,街道,大樓名稱,城市,國家,郵編(在國家之前),門牌號(hào),中國地名的翻譯

14、規(guī)范,用漢語拼音直譯; 一個(gè)地名只大寫第一個(gè)字母 例如：“山東青島” Qingdao, Shandong Qing Dao, Shan Dong 可用縮寫:Rd. = Road, Fl. = Floor, Ave = Avenue,2)Reference and Date,Reference may include a file name, departmental code or the initials of the signer followed by that of the typist of the letter. 參考號(hào)：為便于存檔與查閱，可以為信編寫參考號(hào)，為避免混淆，最好標(biāo)明Y

15、our ref: Our ref: The format of the date line differs from country to country. The common ones are M/D/Y(typical American), D/M/Y(typical British) 打印日期注意事項(xiàng)：A. 年份應(yīng)完全寫出，不能用(94)代替(1994)B. 月份要寫英文名稱，不能用數(shù)字來代替，但可以用縮寫。C. 日期最好用基數(shù)字（1，2，3）。,日期,位置： 美式：在信頭和收信人名稱地址之間 英式：通常在收信人名稱地址之下 均可以齊頭，也可以靠右 寫法： 美式：月-日-年 英式：日-

16、月-年,The dateThe recommended order for dates is day, month, year, with open punctuation. Thus 20 November 2004 is perfectly clear and punctuation would not add anything.Am.E Month Date, Year November 20, 2004Br.E Date Month, Year 20 November,2004,美式日期舉例,日期,信頭,收信人名稱地址,英式日期舉例,信頭,收信人名稱地址,日期,稱呼,日期寫法注意事項(xiàng),

17、月份最好用文字，如： 1.2nd May, 20- 2.2 May, 20- 3.September 21st, 20- 4.September 21, 20- 5.25 Aug. 20- 6.Oct. 10, 20- 避免月份用數(shù)字，如 11/12/20 Notes：Date line is the date you send the letter, not the date when you type or write it.,主意標(biāo)點(diǎn)符號(hào)！,3)Inside name and Address,The inside address is the recipients address, wh

18、ich should be identical to the delivery address郵寄地址 on the envelope. The inside address serves as the delivery address. It is typed at the left-hand margin two lines below the date. The information should be given in a way like this: Receivers name or his official title頭銜/官銜; Companys name; Number o

19、f t he house and name of the street; District, name of the town or city; State or province, ZIP code; Name of country;,受信人的姓名和地址一般是列在信箋的左上方，沿左頁邊線寫起。封內(nèi)地址與信封地址寫法相同。信內(nèi)把收信人名稱地址寫明對(duì)工作有便利。對(duì)發(fā)信人而言，便利有二： 一是發(fā)信時(shí)可與信封地址相互對(duì)照，避免放入信封時(shí)發(fā)生差誤； 二是發(fā)信后便于準(zhǔn)確歸檔，便于以后查找。 對(duì)收信人而言，便利也有二： 一是收信人讀信時(shí)，如發(fā)現(xiàn)信封名稱地址與封內(nèi)名稱地址不符，可以知道是放入信封時(shí)發(fā)生錯(cuò)誤，

20、將信返回； 二是收信后如信封與信函分離原信仍能保持完整，便于查閱。,4) Attention Line指定收信人,If you want your letter attended by or directed to a specific person or department, add an attention line. This will speed up the sorting process within a company. 如需注明對(duì)方經(jīng)辦人，希望收信商號(hào)將信迅速交經(jīng)辦人辦理，可以在封內(nèi)地址下面加Attention 或Attention of例1 Richard Thomas T

21、he name of your correspondent客戶 (on the left-hand side) The date of the letter (on the right-hand side),9)The Signature,It is common to type the name of the writers firm or company immediately below complimentary close. 結(jié)束語的下面，應(yīng)將行號(hào)的名稱用大寫打出，必須由負(fù)責(zé)人簽名，簽名的下面為使對(duì)方了解簽名人的姓名、職位，可以打字注明。 Never sign a letter wi

22、th a rubber stamp.外國函件都必須由負(fù)責(zé)親筆簽名，用橡皮戳說明該信并非本人親自過目，只是通函，不為人重視。,落款,結(jié)尾敬語,手寫簽名,打印簽名,公司名稱,職務(wù),10)Enclosure,If something is enclosed, note it below the signature.如信中有附件時(shí)，應(yīng)在簽名下注明Encl.或Enc.如附件不止一件應(yīng)注明2 Encls or 3 Encls,或詳細(xì)列明如下： Encls: 2 Invoices Enc: 1 B/L 1 Photo 1 Certificate,附件,位置： 落款之下，左對(duì)齊 說明該信件有附件 1. Enc

23、losure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure,11)The Carbon Copy Notation,When copies of the letter are sent to others, type c.c. below the signature at the left margin. 如果函件要抄送其他有關(guān)單位，同時(shí)使對(duì)方也知道已抄送其他單位，可在信件最后的左下角注明“CC to xxx” or “CC xxx”,抄送,位置： 附件之下，左對(duì)齊 表示該信件同時(shí)抄送給他人 1. 明抄：cc Marketing Depar

24、tment 2. 暗抄：bcc Mr. Simpson,Blind carbon copy,收信人不知道被抄送，只出現(xiàn)在發(fā)給被抄送人的信件里,Carbon copy,收信人知道被抄送,12)Postscript,If the writer wishes to add something he forgot to mention or for emphasis, he may add his postscript two spaces below the carbon copy notation. 信寫完后，如果想起還有要緊的要說，可以在信末加P.S. 引出補(bǔ)敘的話，然后由發(fā)信人簽署本人簡(jiǎn)筆簽名

25、(本人姓名的第一個(gè)字母)。,2.Writing Principles of the Business Letters,7 “C” Courtesy 禮貌 By courtesy we mean trading people with respect and friendly human concern. In order to make a business letter courteous, try to avoid irritating, offensive, or belittling statements. To answer letters promptly is also a ma

26、tter of courtesy. Following rules should be followed: Change the commanding tone into requesting tone; Use mitigation平靜 and avoid overemphasizing your own opinion or irritating your partner. Passive voice should be adopted accordingly;相應(yīng)的采用被動(dòng)語態(tài) Try to avoid using the word with forcing tone or arousi

27、ng unpleasantness. Use expressions about joy and willingness, thanks and regret, etc. 語言要有禮且謙虛，及時(shí)地回信也是禮貌的表現(xiàn)。,Comparison:,Tell us more detailed information on your requirements? (poorer)告訴我們你們的具體要求。 Will you please tell us more detailed information on your requirements?(better)請(qǐng)告訴我們你們的具體要求好嗎？ You can

28、 make shipment a little later, that is, by June 10. 你們可以裝運(yùn)晚一點(diǎn)，即六月十號(hào)。 You might make shipment a little later, that is, by June 10. 你們可以考慮晚一點(diǎn)裝運(yùn)，即六月十號(hào)。 We cant deliver the goods all at one time. 我們不可能同時(shí)交貨。 Im afraid we cannot deliver the goods all at one time. 恐怕我們無法同時(shí)交貨。,Comparison:,You did not enclos

29、e the price list in your letter. 你們沒有在信中附價(jià)格單。 The price list was not enclosed in your letter. 貴方信中沒有附價(jià)格單。 We must refuse your offer.我們拒絕貴方報(bào)價(jià)。 We regret that we are unable to accept your offer. 很遺憾我們不能接受貴方報(bào)價(jià)。 We have received with many thanks your letter of 20 May, and we take the pleasure of sending

30、 you our latest catalog. We wish to draw your attention to a special offer which we have made in it.（polite） You will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of 20 May. （courteous）,2) Consideration 體諒： Consideration m

31、eans thoughtfulness. Consideration emphasizes You-attitude rather than We-attitude. Keep the readers request, needs, desires, as well as his feelings in mind. In addition, we should try to discuss problems in a positive way rather than in a negative way. The following points are necessary for writin

32、g a letter to embody consideration: You-attitude: You earn 2 percent discount when you pay cash. We will send you the brochure next month. We allow 2 percent discount for cash payment. We wont be able to send you the brochure this month. Focus on the positive approach: We feel sure that you will be

33、entirely satisfied. (Positive) We do not believe you will have cause for dissatisfaction. (Negative),3) Completeness 完整 A business letter should include all the necessary information. It is essential to check the message carefully before it is sent out. As you work hard for completeness, keep the fo

34、llowing guidelines in mind: Why do you write the letter? What are the facts supporting the reasons? Have you answered the questions asked? 一封商業(yè)信函應(yīng)概況了各項(xiàng)必需的事項(xiàng)，如邀請(qǐng)信應(yīng)說明時(shí)間、地點(diǎn)等，確忌寄出含糊不清的信件。,4) Clarity/Clearness 清楚 意思表達(dá)明確，要注意： Avoid using the words which have different understanding or unclear meaning避免使用有

35、歧義的文字; Pay attention to the position of the modifiers注意修飾語所放的位置： Pay attention to the rationality in logic:注意語言的邏輯性,Comparison:,We sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air.(Ambiguous) 我方根據(jù)你方五月二十五日來函要求，昨日航郵5份樣品給你。 We sent you, by air, 5 samples of

36、the goods yesterday which you requested in your letter of May 25.(Clarity) 根據(jù)你方五月二十五日來函要求，我方于昨日航郵5份樣品給你。,5)Conciseness 簡(jiǎn)潔 Conciseness is often considered to be the most important writing principle and language feature. Conciseness also means you should clearly express what you would do in a short an

37、d pithy style 短小精悍的寫作方式of writing as possible as you can. Avoid using wordy expressions:避免廢話連篇 Avoid unnecessary repetition:避免不必要的重復(fù) Using short sentences, simple words and clear explanations:短句、單詞的運(yùn)用 Avoid the out-of-date commercial jargons and try to use modern English.不要使用過時(shí)的語言，要運(yùn)用現(xiàn)代英語。,Compariso

38、n：,We would like to know whether you would allow us to extend the time of shipment for twenty days and if you would be so kind as to allow us to do so, kindly give us your reply by fax without delay.(wordy) Please reply by fax immediately if you will allow us to delay the shipment until April 21.(co

39、ncise) They attend the Guangzhou Trade Fair for the purpose of finding a business partner. They attend the Guangzhou Trade Fair to find a partner.,Out of date commercial jargons: Due to the fact that 由于的事實(shí) Terminate 結(jié)束 Attached hereto 隨函附 Acknowledge receipt of 確認(rèn)收到 Inst. 本月 Up to this writing 在寫這封信

40、的時(shí)候 Modern English: As, because or since End Enclosed is/are Thank you forI received This month So far,6)Concreteness 具體: Make the message specific, definite and vivid. Try to heed the following tips: Complete with the 6Ws: Who? What? Why? How? Where? When? Concreteness in action: using specific lan

41、guage to make our information more concrete and convincing; Using concrete words. Compare: ST858L 5-Band Stereo Radio Cassette Recorder is full functions. ST858L 5-Band Stereo Radio Cassette Recorder can delivers superb FM/MW/LW/SW1/SW2/FM Stereo band reception. Full auto-stop and automatic quick pr

42、ogram search (AQPS system).自動(dòng)快速搜索系統(tǒng) We have drawn on you as usual under your L/C. We have drawn on you our sight draft No.345 for the Invoice amount, US $560.00, under your L/C No.234 of the China Bank.,7)Correctness 正確: Correctness not only refers to the correct grammar rules, contents, and forms,

43、but also accuracy in style, language and typing. Usually, mistakes with tone can be avoided by using the following techniques: Place more emphasis on the reader than yourself;把重點(diǎn)放在讀者身上，而不是你身上； Avoid extreme cases of humility, flattery, and modesty;避免過度謙卑、奉承和謙虛 Avoid condescension ,kndisenn; 避免傲慢 Avo

44、id lecturing 避免說教,Grammar mistakes often occurred in business writing: With pronouns With verbs With conjunctions With subjects Avoid using overstatements: Accurate numbers: Capital letters: North, South, East, West The name and the brand of a commodity: The name of documents: The name of the transp

45、ortation tools:,Layout of a Business Letter 商業(yè)信函的格式,Three major forms Indented Form 縮格式 Blocked Form 齊頭式 Modified Blocked Form 改良齊頭式,縮格式示例,具體收信人 和事由居中,日期靠右,段首縮格,結(jié)尾敬語和 落款偏右,齊頭式示例,除信頭外全部左對(duì)齊,段落之間用空格,改良齊頭式示例,案號(hào)和日期靠右,落款偏右,3 Form,1) Full Block Form In the full block form, all typing lines, including those for the date, the inside name and address, the salutation, the subject heading and the complimentary close, every part of a letter is typed from the left margin with no indention. 完全平頭式：凡是用打字機(jī)打上去的每一行字，包括日期、封內(nèi)地址、事由和結(jié)尾禮詞。都是從左邊的空白邊緣打起。,2)Modified Block Form: simplified form is somewhat like Fu