外貿(mào)英語函電Chapter-1-Written-Communication課件

EnglishforBusinessCommunicationThirdEditionEnglishforBusinessCommunica1ContentsChapter1Writtencommunication------anoverview

Chapter2EstablishmentofBusinessRelations

Chapter3Inquiriesandreplies

Chapter4

MakingQuotations&Offers

Chapter5

Making

Counteroffers&DecliningOrders

Chapter6Acceptance&OrdersContentsChapter1Writtenco2Contents

Chapter7TermsofPaymentChapter8LetterofCreditChapter9Packing&ShipmentChapter10InsuranceChapter11Complaints&ClaimChapter12AgencyContentsChapter7TermsofP3外貿(mào)英語函電Chapter-1-Written-Communication課件4外貿(mào)英語函電Chapter-1-Written-Communication課件5IthasitsuniquelanguagestyleandjargonsItisfullofbusinessterminationsandabbreviationsThereisacloserelationsbetweenEBCandinternationaltrade

3.FeaturesWeareinthemarketforsilkblousesandshouldbepleasedifyoucouldkindlyquoteusyourkeenestpricesforthegoodsbelowOfferquotationordercounterofferletterofcreditCIFFOBYL11/11RVDS/C123L/CUNRCVPLSRUSH

Examples:Ithasitsuniquelanguagesty6

PartsofaBusinessLetter

A.Thestandardparts

theletterheadtheinsideaddressthedatethesalutationthebodyoftheletterthecomplimentaryclosethesignaturePartsofaBusinessLetterA.7

PartsofaBusinessLetter

A.Thestandardparts

Theletterheadwillshow:Thesender’snameThesender’sfullpostaladdressPartsofaBusinessLetterA8

PartsofaBusinessLetter

A.Thestandardparts

(2)TheDateshouldalwaysbeshowninfullTheorderofthedate:day/month/year(nocommasareused)month/day/year(acommaafterthemonth)PartsofaBusinessLetterA9

PartsofaBusinessLetter

A.Thestandardparts

(3)TheInsideAddressTherecipient’snameTherecipient’sfullpostaladdressPartsofaBusinessLetterA10

PartsofaBusinessLetter

A.Thestandardparts

(4)Thesalutationisthepolitegreetingwithwhichaletterbegins.DearSirs,Gentlemen:PartsofaBusinessLetterA11

PartsofaBusinessLetter

A.Thestandardparts

(5)ThebodyofthelettercontainstheactualmessageoftheletterPartsofaBusinessLetterA12

PartsofaBusinessLetter

A.Thestandardparts

(6)ThecomplimentarycloseismereapolitewayofendingaletterYoursfaithfully,===DearSirs,Trulyyours,=====Gentlemen:PartsofaBusinessLetterA13

PartsofaBusinessLetter

A.Thestandardparts

(7)ThesignatureThenameoftheorganizationThesignatureofthemanageraswellashis/herjobtitleorpositionPartsofaBusinessLetterA14(8)thereferences(9)thespecialmarkings(10)thesubjectline(11)thecarboncopynotation(12)theenclosure

PartsofaBusinessLetterB.Theoptionalparts

(8)thereferencesPartsof15(8)thereferences

PartsofaBusinessLetterB.Theoptionalparts

eg.BC/EN/151212(8)thereferencesPartsof16(9)thespecialmarkings

PartsofaBusinessLetterB.Theoptionalparts

eg.Attn.:Mr.JackLeePersonnelDirectorDalianvocational&TechnicalCollege100Xiaboroad,Ganjingzidistrict.Dalian116035,China(9)thespecialmarkingsParts17(10)thesubjectline

PartsofaBusinessLetterB.Theoptionalparts

eg.Re.:SewingMachines(10)thesubjectlineParts18(11)thecarboncopynotation

PartsofaBusinessLetterB.Theoptionalparts

eg.CCto:ABCcompanyBccto:××××××(11)thecarboncopynotation19(12)theenclosure

PartsofaBusinessLetterB.Theoptionalparts

eg.Enc.Asstated.Enc.3Encls.3(12)theenclosurePartsof20Formatofabusinessletter

1.ThefullyblockedstylewithOpenPunctuationThefullyblockedstyleisnowthemostwidelyusedmethodofdisplayforallbusinessdocuments.Thisstyleisthoughttohaveabusinessappearance.Thislayoutreducestypingtimeastherearenoindentationsfornewparagraphsortheclosingsection.Openpunctuationisoftenusedwiththefullyblockedstyle.Againthisreducestypingtimebecausethereisnoneedforanyunnecessaryfullstopsandcommas.Formatofabusinessletter1.21齊頭式示例除信頭外全部左對齊齊頭式示例除信頭外全部左對齊222.IndentedstylewithOpenPunctuation

FollowingtraditionalBritishpracticetheindentedstylebusinesslettersareroughlydividedintotwostyles:"Blocked"and"Indented".TheformerisusedmainlyintheUnitedStateswhilethelatterisusedtobepopularinBritishandtheoldBritishcolonies.2.IndentedstylewithOpenPu23縮行式示例日期靠右具體收信人和事由居中段首縮格客套結(jié)束禮詞和簽名偏右縮行式示例日期靠右具體收信人段首縮格客套結(jié)束禮詞和24改良齊頭式示例參考編號和日期靠右簽名偏右改良齊頭式示例參考編號和日期靠右簽名偏右25EnvelopesaddressingaccuracyclearnessappearanceTheprinciplesofaddressingenvelopes:

EnvelopesaddressingaccuracyT26Nameandaddressofthereceivershouldbetypedabovehalfwaydowntheenvelope,leavingenoughspaceforthepostmarkorstamps.thereturnaddressshouldbeprintedintheupperleftcorneroftheenvelope.Postnotationssuchas‘Registered’,‘Certified’or‘Confidential’shouldbeplacedinthebottomleft-handcorner.

EnvelopesaddressingNameandaddressoftherecei27EnvelopesaddressingWhenaletterismailedtoathirdpersonwhoisboundtopassitontotheaddressee,writethethirdperson'snamedownbelowtheaddressee’s,writethewords‘careof’infrontofit.

EnvelopesaddressingWhenale28Languageandtone?

Choosethemethodofcommunicationcarefully.?

Createthedocumentthoughtfully.?

Presentthedocumentsothatitlooksgoodandgivesanimpressionofefficiencyandreliability.?

Useaformatthatisneat,easytoreadandstructureslogically.?

Useappropriatetone,consideringthecircumstances,thesituationandtherecipient.?

Ensureyourmessageisaccurateintermsofgrammar,spellingandpunctuation.Languageandtone?

Choos291.RememberyourABC

AccurateCheckfactscarefullyIncludeallrelevantdetailsProofreadthoroughlyBriefkeepsentencesshortUsesimpleexpressionsUsenon-technicallanguageClearUseplain,simpleEnglishWriteinaneasy,naturalstyleAvoidformalityorfamiliarity1.RememberyourABCAccurate302.Becourteousandconsiderate

Replypromptlytoallcommunications-answeronthesamedayifpossible.Ifyoucannotanswerimmediately,writeabriefnoteandexplainwhy.Thiswillcreategoodwill.Understandandrespecttherecipient’spointofview.Resistthetemptationtoreplyasifyourcorrespondentiswrong.Ifyoufeelsomecommentsareunfair,betactfulandtrynottocauseoffence.Resistthetemptationtoreplytoanoffensiveletterinasimilartone.Instead,answercourteouslyanddonotloweryourdignity.2.Becourteousandconsiderat313.UseappropriatetoneIfyourletteristoachieveitspurposethetonemustbeappropriate.Thetoneofyourletterreflectsthespiritinwhichyouputyourletteracross.Youalteryourtoneofvoicetoconveymessagesindifferentways.Muchofwhatyousayisalsointerpretedthroughnon-verbalclues-----eyecontact,gestures,inflectionsofthevoice,etc.Thistypeof‘readingbetweenthelines’isnotpossiblewiththewrittenword.Thereforeitisvitaltochooseyourwordscarefully.Youcanbefirmorfriendly,persuasiveorconciliatory—itdependsontheimpressionyouwishtoconvey.Itisimportanttotrytogetthetonerightbecauseusingthewrongtonecouldcauserealoffencetoyourreader.3.UseappropriatetoneIfyou324.WritenaturallyandsincerelyTrytoshowagenuineinterestinyourreaderandhis/herproblems.Yourmessageshouldsoundsincerewhilewritteninyourownstyle.Writenaturally,asifyouarehavingaconversation.4.Writenaturallyandsincere335.RemembertheKISSprinciplesKISSstandsfor:KeepItShortandSimpleKISSmeansinsteadoflongorcomplexwords,useshortones.5.RemembertheKISSprinciple346.UsemodernterminologyOld-fashionedphrasesaddnothingtoyourmeaning.Suchunnecessary,long-windedphrasesarelikelytogiveapoorimpressionofthewriterandmayevenleadtoconfusion.Agoodbusinessletterwillusenomorewordsthanarenecessarytoconveyaclearandaccuratemessage.6.UsemodernterminologyOld-357.IncludeessentialdetailsIftherecipientofyourlettermustaskaquestion,orifsomethingisunclear,thensomethinghasbeenomittedfromyourmessage.Donotleaveanythingtochance.Includeallessentialinformation.7.IncludeessentialdetailsI368.BeconsistentConsistencyisnotonlyimportantinthewayyourmassageispresented,itisimportantwithinthemessageitself.ThepeopleattendingwillbeGeorgeBush,BillClintonandDennyfromtheSales.ThepeopleattendingthenextcommitteemeetingwillbeGeorgeBush,BillClintonandDennySmith.8.BeconsistentConsistencyi379.Useactivenotpassivevoice‘Voice’isagrammaticaltermthatreferstowhetherthesubjectofthesentenceisactingorreceivingtheaction.Usingactivevoicecanconsiderablyimproveyourwritingstyle.Activevoicemakesyourwritingmoreinteresting,morelivelyandmore--well,active!Activevoice:Tomplayedtheviolin.Passivevoice:TheviolinwasplayedbyTom.Makecomparisons:9.Useactivenotpassivevoic3810.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:ClearLeavenodoubtinyourreader’smind.Helpyourselfbybeingspecific,avoidingvagueexpressions,usingfamiliarwordsandusingsimpleEnglish.Rememberalsotousestraightforwardlanguagethatyourreadercanunderstand,writteninafriendly,natural,conversationalstyle.10.ComposeCLEARcommunicatio3910.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:LogicalStructureyourmessagelogically,rememberingtousethe4pointplan.Startwithanintroduction,developyourpointslogicallyinthecentralsection,andcometoanaturalconclusioninwhichyoustatetheactionyouneedfromthereader.Finishwithanappropriateone-line.10.ComposeCLEARcommunicatio40EmpatheticPutyourselfinyourreader’splaceandaskyourselfhowthereaderwillfeelwhenhe/shereadsyourletter.Ifanythingisunclear,orifanythingiswordedbadly,thenchangeitbeforeyousentit.AccurateMakesurealltherelevantdetailsareincluded------times,dates,namesofcommodity,factsandfigures.RightProofreadcarefully(notjustspellcheck)tomakesureeverythingis100%rightbeforeyousentthemessage.CLEARobjectives.Yourmessageshouldbe:EmpatheticPutyourselfinyou41Themottoinbusinessletter-writing

Aletterispersonalcontact.Theexchangeofinformationisbasictobusiness.Lettersshouldbeeasytoreadandeasytounderstand,theymustbefriendlyandcourteous.Businesslettersshoulddevelopgoodwill.Themottoinbusinessletter-42Structuringcommunications4POINTPLANIntroduction(BackgroundandBasics)Details(FactsandFigures)ResponseorAction(Conclusion)Close(Asimpleone-liner)1234Structuringcommunications4P43LayoutofE-mails

電子郵件格式LayoutofE-mails電子郵件格式44外發(fā)的郵件收件人被抄送人被暗抄人事由主體部分添加附件處外發(fā)的郵件收件人被抄送人被暗抄人事由主體部分添加附件處45接收的郵件主體部分發(fā)件人收件人被抄送人事由日期附件接收的郵件主體部分發(fā)件人收件人被抄送人事由日期附件46Skilltraining&PracticeArrangethefollowinginproperformastheyshouldbesetoutinaletter:HeadingsDateInsideaddressSpecialmarkingsSalutationSubjectlineBodyComplimentarycloseSignatureEnc.CCtoSkilltraining&PracticeArran47II.Addressanenvelopefortheaboveletter.Sender’sname&addressstamprecipient’sname&address