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1、BUSINESS ENGLISH COMMUNICATION,外贸函电,第 一 讲,主讲教师：Liu ZhilinE_mail:Cell phone:15993311663公共邮箱:密码:guomao2010,外贸实务基本环节：,建立业务关系询盘、报盘和报价、还盘签订合同及订单履行合同及订单包装和运输、支付货款、信用证的开立与修改、索赔和解决等,课程简介,本课程是国际贸易专业核心业务课程之一，是一门将英语与外贸业务相结合的课程。通过介绍外贸实务中各种英文函件的写作格式、商业术语的表达方法，使学生在提高英语水平的同时，熟练掌握外贸业务中常用的基本术语及表达技能，培养和提高外贸工作能力。,外贸函电
2、是一门实践操作性很强的课程。本课程主要通过学习外贸实务环节中有代表性的信例，大量熟悉外贸各个环节中常用词汇、短语、句型以及习惯表达，通过一定量练习，达到熟练掌握并使用常用语的目的。1.学习外贸书信的标准格式，学会拟写信函；2.了解如何进行业务沟通、询盘、报盘和还盘；3.怎样灵活运用付款方式，怎样去审查信用证；4.在理赔和索赔中做到有理有利有节,学习内容及方法：,OBJECTIVE Analyze and plan for a business writing taskChoose precise words to convey the correct meaningWrite clear an
3、d concise sentences and paragraphsIdentify and correct common errors found in sentence structuresMaster the natural written English,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),stra
4、tegy,and word choice learning the principles of writing learning the skills of negotiation,In most cases,the business letter 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
5、business writing is possibly less formal than it once was.,*In a nutshell,business letter should communicate your ideas effectively,concisely and professionally.,Most business letters and proposals are opportunities to influence decisions.Usually its a one-time opportunity.Thats why you should accep
6、t professional training!,It is essential to understand that writing for a business context or audience can be distinctly different than writing in the humanities(art),social sciences,or other academic writing.Writing for business should be crisp(clarity,conciseness)and succinct(concise and terse).,R
7、eading makes a full man;Conference,a ready man;Writing,an exact man.读书使一个人丰富，讨论可使一个人成熟写作使一个人精确,Introduction：Business Letter Writing,Contents:,The component part of a letterA letter consists of a number of parts,each of which is essential to the letter,or contributes in some way to its impact on the
8、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 the complimentary close the signature the enclosures and copiesthe postscript,
9、*1)信头(letterhead)编号 Reference 日期(date)*2）封内名称和地址(inside address)送交/由亲阅(attention)*3）称呼(Salutation4）事由/标题/(Caption)5)开头语(Opening Sentence)*6）正文(message/body).7)结尾语 Closing Sentence*8）结尾敬词(complimentary)*9）签名(signature)10）附件(enclosure),Since letters are often elements in the formation of business cont
10、acts,it is essential to have the addresses of both parties included in every item of business correspondence.By having a printed letterhead a firm ensures that it includes all the necessary details about its own name,address,postcode(zip code),telephone number,telex,fax numbers,e-mail account and ho
11、mepage or website.A typical letterhead might read:STONE AND SIMPSON LTD.24 Darby Street,Salisbury,WiltsTelephone:Telex:Fax:E-mail:Http:,1)the letterhead/heading信头,Reference 参考号 为便于存档与查阅，避免混淆，可以为信编写参考号。,The references usually consists of the initials字母缩写 of the executive who dictated the letter follo
12、wed by the initials of the secretary who typed it.The executives initials are usually in upper case(capital letters).The secretarys initials are sometimes typed in lower case小写.The two sets of initials may be divided by a solidus/斜线分割符号 or a full stop.They may include a file number,or a departmental
13、 code of some sort.When giving the reference of a previous letter,to which the present letter is a reply,it is helpful to give the date of the earlier letter.Typical references might therefore be:Your ref DHW/AW/22 October 20.Our ref PTR/ab,The date,The recommended order for dates is day,month,year,
14、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,Date,打印日期注意事项：A.年份应完全写出，不能用(11)代替(2011)B.月份要写英文名称，不能用数字来代替。如2/21/11不能出现在正式函件中。C.但可以用缩写。如Aug.,代替August.D.日期最好用基数字。日期写法举例P1注：
15、月份和日期之间不要用标点点开，年份之前必须用逗号点开,2)The inside name and address,At the top a letter,below the references and the date,the secretary types the“inside name and address”.This is the name and address of the person to whom the letter is to be sent:the addressee.A typical address could be:Mr.T.Williamson67 Camsi
16、deChurch StreetCalifornia CAMBRIDGEU.K.CB4 1 PQThe name and address is typed in exactly the same way as on the envelope,in single spacing,with the town typed in capital letters大写.Each part of the address is written on a new line,including the postcode(zip code).,Inside name and Address,收信人的姓名和地址一般是在
17、信笺的左上方，沿左页边线写起。封内地址与信封地址写法相同。便利：1、发信时可与信封地址相互对照，避免放入信封时发生差误；2、收信人读信时，如发现信封名称地址与封内名称地址不符，可以知道是放入信封时发生错误，将信返回；,Attention Line,如需注明对方经办人，希望信件送交特定经办人办理，可以在封内地址下面加Attention 或Attention of例:Richard Thomas Ltd.,151 Gower Street London,SC7 6DY,England Attention Mr.Cave or Attention of Purchasing Manager,A sa
18、lutation is a greeting.It appears at the start of a letter and will usually be formal.Dear Sir,Dear Sirs,Dear Madam,Dear Mr.Brown.Dear Mrs.Smith,etc.On a less formal note the secretary may be asked to type in the word Dear.leaving the first name of the addressee to be filled in by the signatory when
19、 the letter is signed.This method also requires a change to the complimentary closure of the letter.Some types of letter are addressed to the world at large,for example a testimonial推荐信 given to an employee who is applying for a post elsewhere.A suitable salutation in such circumstances is“To whom i
20、t May Concern“To those who may be concerned”Am.E.Gentlemen:Br.E.Dear Sirs,3)The salutation这是写信人对收信人的一种称呼,其位置在封内地址的下面空两行,The Salutation,目前外贸书信中一般通用的称呼有：Dear sir/Dear Madam,Dear Gentleman/Gentlemen，Dear Mr.xxx，称呼后面的的标点，一般使用逗号或分号，美加来信中Gentlemen后用冒号：,4)Subject Line（标题）,The subject heading is inserted af
21、ter the salutation.A subject heading should not end with a full stop.Typical subject headings would be:SALE OF PROPERTY IN THE RIVERSIDE DISTRICTOrder No.123 Re:Order No.123事由写在称呼语下面两行，一般是在信笺中间位置，事由要简单扼要，说明商品名称，数量，信用证或合同号等即可。,5)Writing a strong opening to your business letterThank you for your lette
22、r of 8th March 2004,which has been passed to me for my attention.I refer to previous correspondence in respect of the above and note that to date we have not received your cheque/check for the outstanding arrears欠帐.I write with reference to our telephone conversation yesterday regarding the above ma
23、tter.,Make your first paragraph do something other than just referring to known informationso plunge straight into your message 直奔主题and dont waste your readers time.For example,you couldanswer a question ask a question explain an action taken express pleasure or regret give information,These opening
24、 phrases are so popular because we dont have to think of what to write.Watch out for standard phrases in opening paragraphs.Examples are:Further to my recent I am writing I refer to my letter dated I refer to previous correspondence I write in reference to In respect of the above Recent corresponden
25、ce Regarding With reference to With regards to,开头语(The opening paragraph)The opening paragraph is often only a simple sentence.It is introductory in nature and frequently refers to a previous letter,or course of dealings.It should always be courteous谦恭的,but it should also set the tone of the letter.
26、This may be friendly,or formal,or it may hint at serious matters which the body of the letter will soon make plain.自成一节，简单明了。习惯上是用客套语先将收到对方的来信的日期、编号、主题及内容简单加以综述，或者利用开头语作必要的自我介绍。,6)The body of the letterThis is the main subject matter of the letter,and is divided into an appropriate number of paragra
27、phs.这是书信的主体，表达发信人的意见。注意联页,7)Writing a strong close to your business letter结尾语(The closing Sentences)I would again apologize for the delay in replying and I trust that this has clarified the points you have raised,however,if you wish to discuss any points I have not clarified,or need any further info
28、rmation,you may wish to telephone or contact me accordingly.I look forward to hearing from you and in the meantime,should you have any queries疑问,please do not hesitate to contact me.I regret that I cannot be of more assistance in this matter,and should you have any further queries,please do not hesi
29、tate to contact me.,Make sure you avoid using weak phrases and overused business phrases in your closing paragraph.Thanking you for your.Hoping for a prompt reply.Trusting this answers your questions.Please do not hesitate to contact me I trust this clarifies the situation,The closing paragraphThe c
30、losing paragraph is again usually a single sentence which reestablishes the atmosphere of courtesy 谦恭whatever has been the nature of the body of the letter.It is frequently used to signal the action which the writer hopes will follow from the letter,一般用来总结本文所谈的事项，提出对收信人的要求，如希望来函或电订货、答复询问等。另起一段。两种写法：
31、a)分词短语waiting your good news,we are,b)完整句子We hope to receive your early reply.,8)The complimentary closeThe complimentary close comes at the end of the letter.It usually consists of two words only:Yours faithfully,Yours truly and Yours sincerely being commonly used.Only the first word,Yours has a ca
32、pital letter大写.The correct complimentary close to be linked to particular forms of salutation is shown in the table below.Small variations will be found in practice.AM.E Sincerely/faithfully/truly yours,Br.E Yours sincerely,Complimentary Close,结束语是一种客套用语它应与前面的称呼相呼应，后面加逗号。如：Dear Sir(s),Yours faithful
33、ly,or Faithfully yours,Gentlemen:Truly yours,or Yours truly,Dear Mr.xx,Yours sincerely or Sincerely yours,常用称呼和结束语列表,The signature block 签名The signature block consists of the actual signature,the typewritten name of the signatory(since many signatures are almost illegible)and the official position o
34、f the signatory through the latter may be omitted if it is known to the addressee,The Signature 签名,结束语的下面，应将行号的名称用大写打出，必须由负责人签名，签名的下面为使对方了解签名人的姓名、职位，可以打字注明。例见教材P6外国函件都必须由负责亲笔签名，用橡皮戳说明该信并非本人亲自过目，只是通函，不为人重视。,10)Enclosures If a correspondent refers in the body of a letter to the fact that some enclosur
35、e is to accompany the letter,such as a brochure,pro-forma invoice,price list,road map for access to somewhere,etc the signature block is followed by a reference to the fact that enclosures are included in the letter.This takes the form of the abbreviation for enclosures,written as ENC,Enc or inc.Thu
36、s a typical enclosure might read:Enc1.Price list 2.Terms and conditions of sale.,Enclosure（附录）,如信中有附件时，应在签名下注明 Encl.或Enc.如附件不止一件应注明 2 Encls or 3 Encls,或详细列明如下：Encls:2 InvoicesEnc:1 B/L 1 Photo 1 Certificate,11)Postscript,信写完后，如果想起还有要紧的要说，可以在信末 加P.S.引出补叙的话,12)The Carbon Copy Notation 副本抄送,When carbon
37、 copies复印件 are taken with a view to sending them to interested parties it is usual to indicate the circulation list at the foot of the letter.The notification may read copies to:or distribution or most commonly cc:(copies circulated to)如果函件要抄送其他有关单位，同时使对方也知道已抄送其他单位，可在信件最后的左下角注明“C.C.to xxx”or“C.C.xxx
38、”,Format of letters,Briefly Speaking,the function of the structure is as follows:Introduction:State your purpose and pertinent information up front.Body:Include any additional relevant information such as dates,recaps of conversation,additional work youve done for the company,or anything else to mot
39、ivate the reader to act as you wish.Conclusion:Restate what you said in you introduction.,Layout/Form 格式,Page 8:1)Indented Style缩进式：封内地址及其他需要分行的部分，第一段开始一行采用缩行式。结尾礼词、签名靠右,March 16,2005Ernie English1234 Writing Lab Lane Write City,IN 12345Dear Mr.English:The first paragraph of a typical business lette
40、r is used to state the main point of the letter.Begin with a friendly opening;then quickly transition into the purpose of your letter.Use a couple of sentences to explain the purpose,but do not go in to detail until the next paragraph.Beginning with the second paragraph,state the supporting details
41、to justify your purpose.These may take the form of background information,statistics or first-hand accounts.A few short paragraphs within the body of the letter should be enough to support your reasoning.Finally,in the closing paragraph,briefly restate your purpose and why it is important.If the pur
42、pose of your letter is employment related,consider ending your letter with your contact information.However,if the purpose is informational,think about closing with gratitude for the readers time.Sincerely,Lucy LetterIndended Format,2)Full Block Form 完全平头式：每一行字，包括日期、封内地址、事由和结尾礼词。都是从左边的空白边缘起,March 16
43、,2005Ernie English1234 Writing Lab Lane Write City,IN 12345Dear Mr.English:The first paragraph of a typical business letter is used to state the main point of the letter.Begin with a friendly opening;then quickly transition into the purpose of your letter.Use a couple of sentences to explain the pur
44、pose,but do not go in to detail until the next paragraph.Beginning with the second paragraph,state the supporting details to justify your purpose.These may take the form of background information,statistics or first-hand accounts.A few short paragraphs within the body of the letter should be enough
45、to support your reasoning.Finally,in the closing paragraph,briefly restate your purpose and why it is important.If the purpose of your letter is employment related,consider ending your letter with your contact information.However,if the purpose is informational,think about closing with gratitude for
46、 the readers time.Sincerely,Lucy Letter123 Winners RoadNew Employee Town,PA 12345Block Format,3)改良平头式（Modified Block Style)除日期、结尾礼词和签名部分外，其他部分每行开头都与左边空白边缘看齐。,March 16,2005Ernie English1234 Writing Lab Lane Write City,IN 12345Dear Mr.English:The first paragraph of a typical business letter is used to
47、 state the main point of the letter.Begin with a friendly opening;then quickly transition into the purpose of your letter.Use a couple of sentences to explain the purpose,but do not go in to detail until the next paragraph.Beginning with the second paragraph,state the supporting details to justify y
48、our purpose.These may take the form of background information,statistics or first-hand accounts.A few short paragraphs within the body of the letter should be enough to support your reasoning.Finally,in the closing paragraph,briefly restate your purpose and why it is important.If the purpose of your
49、 letter is employment related,consider ending your letter with your contact information.However,if the purpose is informational,think about closing with gratitude for the readers time.Sincerely,Lucy LetterModified Block Format,4）混合式(Semiblock Style with Indented Paragraphs)平头式和缩行式的混合体。信的正文部分采用缩行式，作者
50、的地址、日期、结尾敬语及签名采用平头式。,The absolute dos of writing professional,effective business letters,Do consider your audience.Do write to someone by name.Do state your purpose right away.Do use a tried and true format.Do take the time to revise and be concise.Do double-check your facts and figures.Do use a pro
