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1、Business English Correspondence,Instructor:liuliDepartment of Academic,Assessment,Class attendance and participation 10%Questions&answers 10%Final examination 80%,BusinessEnglish correspondence,inquiry,offer,counteroffer,contract,Contract fulfillment,documentation,Some main business documents,Contra
2、ct(sales confirmation)Letter of creditInvoicePacking list Bill of ladingInsurance policyQuanlity/weight certificateOrigin certificateDraft,Unit one:business letter writing,(1)Principles of good communication(2)parts of a business letter(3)form and structure of business letter(4)Envelope Addressing,(
3、1)Principles of good communication,Principle one:7 Cs:Consideration“you attitude”CourtesyClarityConcisenessConcretenessCorrectness completeness,you attitude is not always workable,“You did not pay sufficient attention to the letter sent to you on January 20th,2004.Possibly you did not notice the fav
4、orable price quoted to you.You should send your order as soon as possible.”We believe that our letter of January 20th,2004 may not have stressed sufficiently how favorable our price quoted to you is.Its hoped we shall have your order as soon as possible.(within the next few days),Pay attention to th
5、e rhetoric,You told us that you did not receive the samples.We are sorry to learn that you did not receive the samples.,We have received your order.Thank you for your order.,We made a careless mistake.There happened to be an error on our part.,We can not dispatch the goods because you did not establ
6、ish the relative L/C.We shall be pleased to dispatch the goods as soon as the L/C reaches us.,Shorten wordy expressions:We have begun to export our machines to countries abroad.Use words to replace phrases or clauses In the event that you speak to Mr.Wood in regard to production,ask him to give cons
7、ideration to the delivery schedule.,Avoid misusing words,especially some prepositions.Sth be sold to(at)a reasonable priceTo send the samples on(at)your expenseSupply the goods with(at)low priceComplain for(of)the delayA heavy demand of(for)these goodsA reply on(to)your letterTo give(quote)a priceTo
8、 give(allow)a discount,Please receive(accept)our apologies.To increase(raise)pricesTo decrease(reduce)pricesExpensive(high)priceDear(high)priceDear(high)priceCheap(low)price,to place an order with sb.for sth.at some certain price;In international business,by transportation insurrance.we mean that th
9、e insured,who is usually the importer or exporter,covers insurance on one or several lots of goods against certain risks for a certain insured amount with the insurer,i.e.the insurance company at an agreed premium.,Give up stereotyped words and informal wordsAwaiting your reply,we remain.Beg to advi
10、seYour esteemed favourAttached heretoLet me call your attention.Assuring you of our appreciation.Letter under the date ofYour good-selves,principle two:Use bias-free languageAvoid gender biasLanguage and gender(sexist language)Eg:1 Every executive knows that people will form judgments about his comp
11、any on the basis of his personal behaviour.2 We expect all our managers to wear suits and ties when on company business.3 It is the responsibility of the chairman to ensure that meetings are conducted efficiently.,4 A spokesman for the company said that every effort was being made to implement an ef
12、fective equal opportunities programme and added that she was personally convinced that it would be a success.5 The companys manpower needs will continue to grow next year6 Nearly all our salesmen are against the proposed changes to the bonus system,7 We congratulate both Mr Smith and Miss Duffy on t
13、heir success in the recent sales competition.8 If a customer complains,his complaint should be reported to the customer complaints department immediately.9 You have to be careful what you say round here nowadays.The girls in the office downstairs might object.10 Buy from our new range of spring clot
14、hes:made from man-made fibres but they look like the real thing.,Avoid emphasizing race,ethnic,age,religion,or disability when these factors are not relevant.eg:blind employees will receive company memorandums by voice mail.The new elevator is for the exclusive use of handicapped employees and shoul
15、d not be used by normal employees.,Principle three:Use euphemisms cautionsly Basically,a euphemism is usually a polite way to say something which is embarrassing or unpleasant.His clothes have seen better days.His clothes are shabby.He passed away.He died.,doublespeak,Doublespeak is language deliber
16、ately constructed to disguise its actual meaning,usually employed by government,military or corporate institutions.Asset(CIA term):foreign spyAerial ordnance(military):bombs and missilesAlly:vassal state,colonyEthnic cleansing:genocideWet work:assassinationDeath squad:enemy solidersMaterial support:
17、food,water,shelter,Letterheaddate inside addressSalutationCaption Opening sentenceBody of the letter the actual message of the letter Closing sentenceComplimentary closeSignature(enclosure,postscript),(2)parts of a business letter,Opening sentences,Thank you for your letter dated September 2,2004In
18、reply to your letter of September 2,2004I must apologize for my delay in answering your kind letter.I have the pleasure to tell you thatYou are recommended to our company by the Bank of China,New York Branch and we wish to,Closing sentences,We look forward to hearing form you soon.Any further inform
19、ation you can provided will be appreciated.Any early reply would be highly appreciated.If you need further information(details,particulars),please let us know.,Some commonly used titles,Chairman of the board of directors Chief executive President/general manager Director Managing director Manager Ma
20、nageress Assistant manager Head of department Section chief Staff,(3)form and structure of business letter,blocked letter styleindented letter styleSemi-blocked&semi-indented style,The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax:April 12 2001China national import&export corp
21、Shanghai ChinaDear sirs,Re:new price listThank you for your letter of the 2nd of this monthSincerely yoursThe Eastern Seaboard CorpJames ParrintonVice president,The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax:April 12 2001China national import&export corp Shanghai ChinaDear
22、sirs,Re:new price list Thank you for your letter of the 2nd of this month Sincerely yours The Eastern Seaboard Corp James Parrinton Vice president,The Eastern Seaboard Corp 350 Park Avenue New York 10017 Tel:2252780 Fax:April 12 2001China national import&export corpShanghai ChinaDear sirs,Re:new pri
23、ce listThank you for your letter of the 2nd of this month Sincerely yours The Eastern Seaboard Corp James Parrinton Vice president,(4)Envelope Addressing,AccuracyLegibilityGood appearance,Exercises(rewrite the following sentences and make them more correct positive and polite),For the past two years
24、,you did not give us any order.We cant comply with your request.Compare our goods with that of other firms.We demand immediate payment from you.We inform you that the goods shipped by S.S Wind arrived in such an unsatisfactory condition that we can not take the delivery,but lodge a claim against you
25、.,Unit two:establishing business relations,Structure of a start letter:Source of informationPurpose of writingCompany profileProduct introductionA pushing end,The commercial counselors office of the embassy in foreign country Bank,trade union Common clients Market research Trade fair advertisements,
26、latest intention,such as expanding market to establish long-term relationship In order to expand our products into South Africa,we are writing to you to seek cooperate possibilities.We wish to express our desire to enter into business relations with you.,business scope principle connections(supplier
27、s,distributors,government,etc,)History(experience)R&D power Other advantages,we are a leading company with many years experience in machinery export business.We enjoy a good reputation internationally in the circle of textile.We have our principle as:clients needs come first.Located in Shanghai,we t
28、ake the advantage to set up our solidified production basis in costal and inland areas.,Art No.12 is our newly lunched one with excellent quality,fashionable design and competitive price.We have a good variety of colors and sizes to meet with different needs.Our products are enjoying popularity in A
29、sian markets.,Your comments o our products or any information on your market demand will be really appreciated.We are looking forward to your specific inquiries.,Specimen letter(1)shanghai shenhua imp.&exp.co.ltd.14 floor,975 hongqiao road,shanghai 200337,chinaTel:02162747799 Fax:0216274800 March 8,
30、2004 Toneveal Products Corp.17 Mayfield road Copenhagen,Denmark,Dear sirs,We have your name and address from the CCPIT and learn that you are interested in chinese toys.We wish to inform you that we specialize in this line,and would be pleased to enter into trade relations with you.Our company is on
31、e of the import and export corporations in Shanghai authorized by the Ministry for Foreign Trade and Economic Cooperation.In terms of export volume,we are among the Top 50 in Shanghai and Top 500 in China.We have enjoyed a good reputation in the world market for a long time.We are also dealing with
32、childrens vehicles,arts and crafts,gifts and souvenirs.Almost all of the products have met with a warm reception in most European countries.,To give you a general ideal of our products,we enclose a complete set of leaflets showing various products with detailed specifications and means of packing.Qu
33、otation and samples will be sent upon receipt of your specific inquiries.In case you need more information about our business status,we shall be only too glad to answer at any time.Yours faithfully,Shanghai shenhua imp.&exp.Co.ltd.,Specimen letter(2),Dear sirs,Re:electric fanWe are one of the leadin
34、g importers of electric goods in this city and shall be pleased to establish business relations with your corporation.At present we are interested in your Great Wall brand electric fan,details as per our enquiry No.123 attached,and shall be glad to receive your lowest quotation as soon as possible.W
35、e would like to mention that if your price is attractive and delivery date acceptable,we shall place a large order with you immediately.We look forward to your early reply.yours faithfully.,1.你方1999年9月3日来函收到。我们很高兴告诉你，你所要的商品属我公司的经营范围。Thank you for your letter dated September 2,1994.We are glad to inf
36、orm you that the articles required by you fall within our business scope.2.你地中国银行函告，你们是纺织品的进口商。我们专营纺织品出口业务，愿与贵公司建立业务关系。The Bank of China in your city has informed us that you are importers of textiles.We specialize in the export of textiles and are willing to enter into business relations with you.,
37、Exercises(1),3.遵照你方要求，我们寄上一套布匹剪样。希望这些样品能及时到达，并使你满意。In compliance with your request,we are sending you a range of cut samples of our cotton piece goods.We hope they will arrive in time and be found to your satisfaction.4.贵国驻中国大使馆已把贵行作为中国罐头食品的买主介绍给我方，我们专营这一业务。希望在平等互利的基础上也你建立业务关系。Your firm has been rec
38、ommended to us by your Embassy in China as a buyer of Chinese canned goods.We wish to inform you that we specialize in this line and hope to enter into trade relations with you on the basis of equality and mutual benefit.,5.为了使你对我们经营的产品有一个概念，兹附上一整套注有规格和包装的活页说明书。To give you a general idea of the prod
39、ucts we handle,we enclose a complete set of leaflets showing specifications and means of packing.,Exercises(2),迳启者：从我们驻贵国大使馆商务参赞处那里得悉你们是台布的大买户。我们经营这类商品已有多年。现趁此机会写信给你，希望与你建立业务关系。中国台布以其品质优良，工艺精湛，式样有吸引力而闻名于全世界。它们在欧洲市场已经享有盛誉。相信通过我们的密切合作，业务前景肯定良好。为了使你们对我们的台布有所了解，兹另由航空寄奉最新目录一本，供参考。我们欢迎你们询价。,Refer to:Busin
40、ess tradersBanksChamber of commerceEnquiry agencies For:Credit standingFinancial standing,Unit three:status enquiries,reference,1 We named your bank as a reference for our credit investigation.2.Our new design will be sent to you for reference.3.With reference to your inquiry of 6th January,I am gla
41、d to inform you that.4.Enclosed please find a reference of ShenHua Corporation,which you should be treated confidentially.5.Reference is made to our letter dated 8th May,2001.6.We thank you for your letter of September5,reference No.1234.,shanghai shenhua imp.&exp.co.ltd 14 floor,975 hongqiao road,s
42、hanghai 200337,china Tel:02162747799 Fax:0216274800 March 8,2000 Information Service Dept.The Bank of China Shanghai Private&Confidential Dear Sirs,We have received a letter from the Auto Engineering Co,Ltd in Nigeria,expressing their desire to enter into business relations with us on condition that
43、 we allow them a standing credit of USD5000 to start business.As stated in their letter,their reference is the National Bank of Nigeria,Ibadan.It is our principle to have more connections abroad;however,for safetys sake,we should like the financial and credit standing of the above-mentioned company,
44、especially because they have requested us for a standing credit,which we seldom grant to new customers.,We should be very pleased if you would assist us in this respect,and we can assure you that any information you may give us will be treated in absolute confidence.Yours faithfully,Shanghai shenhau
45、 imp.&exp.Co.ltd.,A letter form the Bank of China to Barminster Bank London,England,Dear sirs,Our client,Shanghai shenhua import&export corp,have asked us for information about the Auto Engineering Co.Ltd in Ibadan,Nigeria as the latter would request a standing credit to USD5000 to start business.We
46、 know the Auto Engineering Co,Ltd,but our knowledge of the company is limited to a few months trading with a firm in Shanghai on an L/C basis.We should,therefore,like to know whether or not their financial and credit standing are sound so that we may respond to our client.,A letter form the Bank of
47、China to Barminster Bank London,England,The only reference as given by the Auto Engineering Co,Ltd,is their banker,the National Bank of Nigeria,Ibadan.We shall be most grateful for any information you can obtain for us.Yours sincerely The Bank of China,Shanghai branch,Reply letter,Dear sirs,We have
48、now received from the National Bank of Nigeria the information you asked in your letter of March 8.The Auto Engineering Co.Ltd you mentioned is a private company run as a family concern by three brothers and was founded fifteen years ago.It enjoys a good reputation.As far as our information goes it
49、is punctually meeting its commitments and a credit in the sum you mention would seem to be safe.This information is confidential and is given without any responsibility on our part.Yours faithfully,Barminster Bank Ltd.,Translation,1.我们将与之进行业务往来的那家商行要与我们向贵行了解有关他们的商业地位与信誉。The firm with whom we intend
50、to deal has referred us to you for particulars respecting their business standing and trustworthiness.2.你若能对上述公司的财务状况和可靠性提出意见，我们当不胜感谢We should be most grateful if you would furnish us with your opinion on the financial status and reliability of the above company.3.就我们所知，他们的财务情况良好。As far as we know,t
