外貿(mào)英語函電(國貿(mào)部)

1、外貿(mào)英語函電學(xué)什么？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。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

2、，培養(yǎng)和提高他們的常用的基本術(shù)語及表達(dá)技能，培養(yǎng)和提高他們的外貿(mào)業(yè)務(wù)工作能力外貿(mào)業(yè)務(wù)工作能力 本課程的本課程的目的目的是是: 學(xué)習(xí)外貿(mào)業(yè)務(wù)書信的標(biāo)準(zhǔn)格式學(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)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)用付款方式怎樣靈活運(yùn)用付款方式; 如何做到重合同守信用如何做到重合同守信用; 怎樣去審查信用證，做到不出差錯(cuò)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)；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)會(huì)擬寫信

3、函和電傳傳真的寫作技巧。 學(xué)習(xí)內(nèi)容：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：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)、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、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。信用證的修改和展期、索賠和解決索賠等。 學(xué)習(xí)方法學(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。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，也就是說，

4、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)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)實(shí)務(wù)中有一定代表性的信函，深入體會(huì)何為七個(gè)“C CS S”寫作的基礎(chǔ)理論知識(shí)，更重要的是通過學(xué)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，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、句型以及習(xí)慣表達(dá)方式等等，包括詞匯、短語、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，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。從而達(dá)到掌握并熟練使用的

5、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 EnglishThe most important objective of taking this cou

6、rse 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 negotiationIn most cases, the business letter will be the first impression that you make on s

7、omeone. 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 effectively, concisely and professionally.Most b

8、usiness 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;To become acquainted with the general layout of mos

9、t 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)信頭信頭(letterhead)1 Structure 2）編號(hào)，日期）編號(hào)，日期(reference and date) 3）封內(nèi)名稱和地址）封內(nèi)名稱和地址

10、(inside address) 4）經(jīng)辦人經(jīng)辦人(attention) 5）稱呼）稱呼(salutation) 6）事由（標(biāo)題）事由（標(biāo)題）(subject/caption) 7）正文）正文(body) 8）結(jié)尾敬詞）結(jié)尾敬詞(complimentary close) 9）簽名）簽名(signature) 10）附件）附件 (enclosure) 11）抄送）抄送(cc to XX) 12）附言）附言(postscript)The component part of a letterA letter consists of a number of parts, each of which i

11、s 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 paragraph t

12、he complimentary close the signature the enclosures and copiesthe postscriptParts of a Business Letter 信件組成部分信件組成部分Essential Parts 必要部分必要部分1. The letterhead 信頭信頭2. The date line 日期日期3. The inside name and address 收信人名稱地址收信人名稱地址/封內(nèi)地封內(nèi)地址址4. The salutation 稱呼稱呼5. The body of the letter 信文信文6. The compl

13、imentary close 結(jié)尾敬語結(jié)尾敬語7. The signature 落款落款Optional Parts 附加部分8. The attention line 具體收信人具體收信人9. The subject line 事由事由10. The reference notation 案號(hào)案號(hào)11. The enclosure 附件附件12. The carbon copy notation 抄送抄送13. The postscript 附言附言1)Letterhead Letterhead includes senders name, postal address, telephone

14、 number, telex number, fax 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)外貿(mào)商號(hào)的信箋，一般都印有信頭，包括發(fā)信人商號(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)、及的姓名、地址、電話號(hào)碼、傳真號(hào)、及E-mailE-mail等，等，有些會(huì)將經(jīng)營項(xiàng)目有些會(huì)將經(jīng)營項(xiàng)目 ，注冊(cè)商標(biāo)和公司董事、經(jīng)理，注冊(cè)商標(biāo)和公司董事、經(jīng)理等姓名一并印在信頭上

15、。如需打印，則信頭位于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。信箋上中央或右上方。名稱、地址A UK address: Air Environmental MechanicalEquipment Limited2076 West Main StreetDevon, EX14 0RAU.K. 公司名稱公司名稱街道街道郵編郵編(在國家在國家之前之前)國家國家城市城市門牌號(hào)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)地址地址:由大到小由大到小單位名稱單位名稱中國地址名稱用英文寫Sinochem Jiangsu Import and Export Corp

16、orationJiangsu International Business Mansion,50 Zhonghua Road, Nanjing210001, P.R. China 單位名稱單位名稱街道街道大樓名稱大樓名稱城市城市國家國家郵編郵編(在國家在國家之前之前)門牌號(hào)門牌號(hào)中國地名的翻譯規(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 = Avenue2)Reference and Date Reference may incl

17、ude 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)明好標(biāo)明Your ref: Our ref:Your ref: Our ref: The format of the date line differs from country to country. The common ones are M/D/Y

18、(typical American), D/M/Y(typical British) 打印日期注意事項(xiàng)：打印日期注意事項(xiàng)：A.A. 年份應(yīng)完全寫出，不能用年份應(yīng)完全寫出，不能用(94)(94)代替代替(1994)(1994)B.B. 月份要寫英文名稱，不能用數(shù)字來代替，但可以用縮寫。月份要寫英文名稱，不能用數(shù)字來代替，但可以用縮寫。C.C. 日期最好用基數(shù)字（日期最好用基數(shù)字（1 1，2 2，33）。）。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-月-年The dateThe recommended order

19、 for dates is day, month, year, with open punctuation. Thus 20 November 2004 is perfectly clear and punctuation would not add any-thing.Am.E Month Date, Year November 20, 2004Br.E Date Month, Year 20 November,2004美式日期舉例Interstate Products, Inc. 511 Interstate C ourt Sarasota, FL 34240 U SA D ate: A

20、pril 4, 20- Shandong Foreign T rade (H oldings) C orporation Lim ited 51,T A IPIN G R O A D Q IN G D A O , 266001 C H IN A 日期日期信頭收信人名稱地址英式日期舉例OFFICE SYSTEM S PTY . L TD. 124 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail info .uk Aqueous Technologies 291 Caxton Street Sant

21、e Fe U.S.A 18 November, 20- Dear Sir or M adam, 信頭收信人名稱地址日期日期稱呼日期寫法注意事項(xiàng)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 11/12/20Notes：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)！主意標(biāo)點(diǎn)符

22、號(hào)！3)Inside name and Address The inside address is the recipients address, which should be identical to the delivery address郵寄地址郵寄地址 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 w

23、ay like this: Receivers name or his official title頭銜頭銜/官銜官銜; Companys name; Number of 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)把收信人名線寫起。封內(nèi)地址與信封地址寫法相同。信內(nèi)把收

24、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：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；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。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：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，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，將信返回；可以知道是放入信封時(shí)發(fā)生錯(cuò)誤，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。二是收信后

25、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)地址下面加辦理，可以在封內(nèi)地址下面加Attention At

26、tention 或或Attention Attention ofof例例1 Richard Thomas & Baldwins Ltd., 151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager 具體收信人 位置： 1. 收信人名稱地址之下 2. 齊頭式靠左，縮格式居中 3. 要加下劃線 表示的是承辦本信件的具體個(gè)人或部門 1. Attention: Mr. H. A. Donnan, Export Manager 2. Attention of Mr. C

27、ave 3. To the attention of Mr. Liu Ming 4. ATTN: Mr. Iverson5)The Salutation Salutation is the complimentary greeting with which the writer opens his letter. The customary formal greeting in a business letter is : 這是寫信人對(duì)受信人的一種稱呼，其位置是在封內(nèi)地址的下面空這是寫信人對(duì)受信人的一種稱呼，其位置是在封內(nèi)地址的下面空兩行，目前外貿(mào)書信中一般通用的稱呼語有：兩行，目前外貿(mào)書信中

28、一般通用的稱呼語有：Dear sir , Dear Madam, Dear sirs, Dear Mesdamesmeid:m(Mrs的變形，已婚的變形，已婚), Gentlemen(不能用單數(shù)不能用單數(shù)),Dear Mr. xxxSalutation is usually typed three spaces below the inside address or the attention line, and followed by comma for “Dear Sir”, “Dear Sirs”, and a colon for “Gentlemen. ”稱呼后面的的標(biāo)點(diǎn)，一般使用逗號(hào)

29、稱呼后面的的標(biāo)點(diǎn)，一般使用逗號(hào)comma或分號(hào)或分號(hào)semicolon，美，美加來信中加來信中Gentlemen后用冒號(hào)后用冒號(hào)colon：稱呼 位置：必須齊頭 正規(guī)場(chǎng)合下常用：對(duì)男士：Dear Sir, 或Dear Sirs,或Gentlemen:對(duì)女士：Dear Madam, 或Dear Mesdames, 建議使用：Dear Mr. Johnson, 或 Dear Jack, 詞首字母全大寫，用逗號(hào)或不詞首字母全大寫，用逗號(hào)或不用標(biāo)點(diǎn)符號(hào)用標(biāo)點(diǎn)符號(hào)Gentlemen后用后用冒號(hào)冒號(hào)6)Subject Line or Caption Line Subject line is actuall

30、y the general idea of a letter. It is inserted between the salutation and the body of the letter either at the left-hand margin for fully-blocked letter form or centrally over the body for other forms. It calls the receivers attention to the topic of the letter. 事由寫在稱呼語下面兩行，一般是在信箋中間位事由寫在稱呼語下面兩行，一般是在

31、信箋中間位置，事由要簡單扼要，說明商品名稱，數(shù)量，信置，事由要簡單扼要，說明商品名稱，數(shù)量，信用證或合同號(hào)等即可用證或合同號(hào)等即可。事由 位置： 1.稱呼和正文之間 2.齊頭式靠左，縮格式居中 3.要加下劃線 表示的是該信函的主題 1. Re: Your Order No.463 2. Subject: SHEEP WOOL 3. Contract No. 89047)Body of the Letter This is the main part of the letter. It expresses the writers idea, opinion, purpose and wishes

32、, etc., so it should be carefully planned. When writing, pay attention to the following: Write simply, clearly, courteously, grammatically, and to the point. Paragraph correctly, confining each paragraph to one topic. See that your typing is accurate and the display artistic. 這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有

33、開頭語這是書信的主體，表達(dá)發(fā)信人的意見。在信的開頭有開頭語( (Opening Sentences),Opening Sentences),自成一節(jié)，在習(xí)慣上是用客套語先將收自成一節(jié)，在習(xí)慣上是用客套語先將收到對(duì)方的來信的日期、編號(hào)或查號(hào)、主題及簡單內(nèi)容加以綜合到對(duì)方的來信的日期、編號(hào)或查號(hào)、主題及簡單內(nèi)容加以綜合敘述，使對(duì)方一目了然這封信是答復(fù)哪一封去信的。如果是第敘述，使對(duì)方一目了然這封信是答復(fù)哪一封去信的。如果是第一次通信也可以利用開頭語作必要的自我介紹。一次通信也可以利用開頭語作必要的自我介紹。 在信的結(jié)尾一般有結(jié)尾語在信的結(jié)尾一般有結(jié)尾語(The closing Sentences)

34、, 一般用來總結(jié)本文所談的事項(xiàng)，提示對(duì)受信人的一般用來總結(jié)本文所談的事項(xiàng)，提示對(duì)受信人的要求，如希望來函或電報(bào)訂貨、答復(fù)詢問或作必要求，如希望來函或電報(bào)訂貨、答復(fù)詢問或作必要的聲明等。另起一段。如要的聲明等。另起一段。如:We hope to receive your early reply.8)Complimentary Close Complimentary close is merely a polite way of ending a letter. It is in keeping with the salutation. 結(jié)束語是一種客套用語它應(yīng)與前面的稱呼相呼應(yīng)，結(jié)束語是一種客套

35、用語它應(yīng)與前面的稱呼相呼應(yīng)，后面加逗號(hào)。如：后面加逗號(hào)。如： Formal: Dear Sir(s), Yours faithfully,or Faithfully yours, Gentlemen: Truly yours,or Yours trully, Less formal: Dear Mrxx, Yours sincerely or Sincerely yours,結(jié)尾敬語 位置：齊頭式靠左對(duì)齊，縮格式偏右 正規(guī)場(chǎng)合下常用：1.Yours faithfully,2.Yours truly,3.Faithfully yours,4.Truly yours, 建議使用：Yours sin

36、cerely, 或 Sincerely yours,第二個(gè)單詞小寫，結(jié)尾第二個(gè)單詞小寫，結(jié)尾用逗號(hào)或不用標(biāo)點(diǎn)符號(hào)用逗號(hào)或不用標(biāo)點(diǎn)符號(hào) When using continuation sheets, plain paper空白紙張空白紙張 of the same quality as the letterhead must be used and typed with a heading to show: The number of the sheet (in the center of the page); The name of your correspondent客戶客戶 (on the

37、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。名、職位，可以打字注明。 Never

38、sign a letter with a rubber stamp.外國函件都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。過目，只是通函，不為人重視。落款Yours faithfully, Ciba-Geigy Chemicals Co. P Pa am m L Lo ot ti is s Pam Lotis Inspection coordinator Yours faithfully, P Pa am m L Lo ot ti is s Pam Lotis Inspection coordinator

39、 For Ciba-Geigy Chemicals Co. Yours faithfully, L L. . V Va an n L Li in nd de e L. Van Linde Manager, QAD Software Co. 結(jié)尾敬語結(jié)尾敬語手寫簽名手寫簽名打印簽名打印簽名公司名稱公司名稱職務(wù)職務(wù)10)Enclosure If something is enclosed, note it below the signature.如信中有附件時(shí)，應(yīng)在簽名下注如信中有附件時(shí)，應(yīng)在簽名下注明明Encl.或或Enc.如附件不止一件應(yīng)注明如附件不止一件應(yīng)注明2 Encls or 3 Enc

40、ls,或詳細(xì)列明如下：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. Enclosure 2. Enc. 3. Encl. As Stated 4. Enclosure: Brochure11)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)

41、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，可在信件最后方也知道已抄送其他單位，可在信件最后的左下角注明的左下角注明“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 Department 2. 暗抄：bcc Mr. Simpson Blind carbon copy,收收信人不知道被抄送，信人不知道被抄送，只出現(xiàn)在發(fā)給被抄送只出現(xiàn)在發(fā)給被抄送人的信件里人的信件里Carbon copy,收信人知收信人知道被抄送道被抄送12)Postscript If the writer wishes t

42、o 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，可信寫完后，如果想起還有要緊的要說，可以在信末加以在信末加P.S. 引出補(bǔ)敘的話，然后由發(fā)引出補(bǔ)敘的話，然后由發(fā)信人簽署本人簡筆簽名信人簽署本人簡筆簽名(本人姓名的第一個(gè)本人姓名的第一個(gè)字母字母)。2.Writing Principles of the Business Letters7 “C” 1)Courtesy

43、禮貌禮貌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 matter of courtesy. Following rules should be followed:Change the commandin

44、g tone into requesting tone;Use mitigation平靜平靜 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)相應(yīng)的采用被動(dòng)語態(tài)Try to avoid using the word with forcing tone or arousing unpleasantness.Use expressions about joy and willingness, thank

45、s 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)。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。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？請(qǐng)告訴我們你們的具體要求好嗎？ You can make shipment a li

46、ttle later, that is, by June 10. 你們可以裝運(yùn)晚一點(diǎn)，即六月十號(hào)。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)。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。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?？峙挛覀儫o法同時(shí)交

47、貨。Comparison: You did not enclose the price list in your letter.你們沒有在信中附價(jià)格單。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。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)。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)。很遺憾我們不能接受貴方報(bào)價(jià)。 We have received

48、with many thanks your letter of 20 May, and we take the pleasure of sending 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

49、 in your letter of 20 May. （courteous）2) Consideration 體諒：體諒： Consideration means 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

50、 rather than in a negative way. The following points are necessary for writing 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 brochu

51、re this month. Focus on the positive approach: We feel sure that you will be entirely satisfied. (Positive) We do not believe you will have cause for dissatisfaction. (Negative) 3) Completeness 完整完整 A business letter should include all the necessary information. It is essential to check the message

52、carefully before it is sent out. As you work hard for completeness, keep the following 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。應(yīng)說明時(shí)間、地點(diǎn)等，確忌寄出含糊

53、不清的信件。 4) Clarity/Clearness 清楚清楚 意思表達(dá)明確，要注意：意思表達(dá)明確，要注意： Avoid using the words which have different understanding or unclear meaning避免使用有歧義避免使用有歧義的文字的文字; Pay attention to the position of the modifiers注意修注意修飾語所放的位置：飾語所放的位置： Pay attention to the rationality in logic:注意語言的注意語言的邏輯性邏輯性Comparison: We sent

54、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，昨日航郵我方根據(jù)你方五月二十五日來函要求，昨日航郵5 5份樣品給你。份樣品給你。 We sent you, by air, 5 samples of 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，我方于昨日航根據(jù)你方五月二十五日來函要

55、求，我方于昨日航郵郵5 5份樣品給你。份樣品給你。 5)Conciseness 簡潔簡潔 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 and pithy style 短小精悍的寫作方式短小精悍的寫作方式of writing as possible as you can. Avoid usin

56、g wordy expressions:避免廢話連篇避免廢話連篇 Avoid unnecessary repetition:避免不必要的重復(fù)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。不要使用過時(shí)的語言，要運(yùn)用現(xiàn)代英語。 Comparison： We would like to know whe

57、ther 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.(concise) They attend the Guang

58、zhou 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 由于由于的事實(shí)的事實(shí) Terminate 結(jié)束結(jié)束 Attached hereto 隨函附隨函附 Acknowledge receipt of 確認(rèn)收到確認(rèn)收到 Inst. 本月本月 Up to this writing 在寫這封信的時(shí)候在寫這封信的時(shí)候

59、Modern English: As, because or since End Enclosed is/are Thank you forI received This month So far6)Concreteness 具體具體: 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 langua

60、ge 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 program search