外貿(mào)函電與單證講述

1、Business English Correspondence and documents WHO AM I? 授課教師：授課教師： 陳芳娌陳芳娌 （Fanny Chen） phone:Wechat:253531413 Email: 導(dǎo)入導(dǎo)入 三組數(shù)據(jù)三組數(shù)據(jù) 外貿(mào)函電與單證作為國(guó)際貿(mào)易往來(lái)外貿(mào)函電與單證作為國(guó)際貿(mào)易往來(lái)使用的聯(lián)系使用的聯(lián)系 方式，是開(kāi)展對(duì)外經(jīng)濟(jì)貿(mào)易業(yè)務(wù)和有關(guān)商務(wù)活方式，是開(kāi)展對(duì)外經(jīng)濟(jì)貿(mào)易業(yè)務(wù)和有關(guān)商務(wù)活 動(dòng)的重要工具，動(dòng)的重要工具， 稱為外貿(mào)工作人員必備的專稱為外貿(mào)工作人員必備的專 業(yè)業(yè)技能技能 Introduction to the course

2、Course description Course contents Course objectives Learning guide Assessment and Requirements 外外 貿(mào)貿(mào) 函函 電與單證電與單證 Leading In How many ways of Business communication do you know? 外外 貿(mào)貿(mào) 函函 電與單證電與單證 Telephone Fax E-mail Letter Telegram Telex Ways of communication 外外 貿(mào)貿(mào) 函函 電與單證電與單證 Introduction u“外貿(mào)函電”通

3、譯為 Foreign Trade Correspondence,或Business English Correspondence u“函”：信函(letters) u“電”：過(guò)去的電報(bào)(telegraphs, telegrams, cables,)、電傳(telexes)，和現(xiàn)在的傳真(faxes)、 電子郵件(E-mails)等 u單證（Documents） 本課程是國(guó)際貿(mào)易專業(yè)高年級(jí)的核心專業(yè)課程之本課程是國(guó)際貿(mào)易專業(yè)高年級(jí)的核心專業(yè)課程之 一，是一門將英語(yǔ)與外貿(mào)業(yè)務(wù)相結(jié)合的課程。一，是一門將英語(yǔ)與外貿(mào)業(yè)務(wù)相結(jié)合的課程。 介紹外貿(mào)實(shí)務(wù)中各種業(yè)務(wù)英文函件介紹外貿(mào)實(shí)務(wù)中各種業(yè)務(wù)英文函件,介紹對(duì)

4、外貿(mào)易介紹對(duì)外貿(mào)易 各業(yè)務(wù)環(huán)節(jié)的具體做法，寫作格式和各種不同的各業(yè)務(wù)環(huán)節(jié)的具體做法，寫作格式和各種不同的 表達(dá)方法表達(dá)方法 課程要求先修的知識(shí)課程要求先修的知識(shí) 國(guó)際貿(mào)易實(shí)務(wù)國(guó)際貿(mào)易實(shí)務(wù) 國(guó)際金融國(guó)際金融 市場(chǎng)營(yíng)銷市場(chǎng)營(yíng)銷 綜合英語(yǔ)綜合英語(yǔ) 課程的后續(xù)課程課程的后續(xù)課程 劍橋商務(wù)英語(yǔ)劍橋商務(wù)英語(yǔ) 商務(wù)談判商務(wù)談判 Letter 1 Dear Ms.Fanny. Good day. we are looking for high quality paper stick cotton swabs made in China. please contact with us so that I am

5、able to e. mail you my sample image. My companys name is Livees TPS,Inc. My e-mail is . Kind regards Mr.Vee Yavarian Hi Ms Fanny, I would like to know the price for 200 pcs wooden stick cotton buds in PP bag. I am interested in buying 5000 bags. My email is infotcommercesrl.eu Please provide us with

6、 a quotation. Thank you. Yours Sincerely, Sasa Trifari Letter 2 Objectives u本課程通過(guò)對(duì)外貿(mào)進(jìn)出口業(yè)務(wù)當(dāng)中往來(lái)函電寫作 技巧的教學(xué)，以及對(duì)外貿(mào)進(jìn)出口業(yè)務(wù)各環(huán)節(jié)涉及 的專業(yè)術(shù)語(yǔ)和表達(dá)方法的教學(xué)，培養(yǎng)同學(xué)們與國(guó) 外貿(mào)易伙伴的英語(yǔ)書(shū)面溝通能力，能夠恰當(dāng)處理 進(jìn)出口業(yè)務(wù)中的往來(lái)書(shū)信、傳真、電子郵件 （writing,reading and translating）等，同時(shí)鞏 固國(guó)際貿(mào)易實(shí)務(wù)的知識(shí)，為從事與外貿(mào)相關(guān)的工 作打下基礎(chǔ)。 回顧上學(xué)期內(nèi)容回顧上學(xué)期內(nèi)容：一宗出口業(yè)務(wù)一般可以分：一宗出口業(yè)務(wù)一般可以分 成哪幾個(gè)主要的階段

7、成哪幾個(gè)主要的階段？ 第一階段：尋找貿(mào)易伙伴，建立銷售渠道 第二階段：對(duì)外進(jìn)行洽談 第三階段：合同的履行 外貿(mào)實(shí)務(wù)基本環(huán)節(jié)有：建立業(yè)務(wù)關(guān)系、詢盤、外貿(mào)實(shí)務(wù)基本環(huán)節(jié)有：建立業(yè)務(wù)關(guān)系、詢盤、 報(bào)盤和報(bào)價(jià)、還盤、訂單，履行訂單、支付、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、索賠和解包裝和運(yùn)輸、信用證的修改和展期、索賠和解 決索賠等。決索賠等。 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，掌握擬寫信函和電傳環(huán)節(jié)中有代表性的信例，掌握擬寫信函和電傳 傳真的方法。傳真的方法。 本課程的學(xué)習(xí)內(nèi)容本課程的學(xué)習(xí)內(nèi)容:

8、外貿(mào)業(yè)務(wù)書(shū)信的標(biāo)準(zhǔn)格式外貿(mào)業(yè)務(wù)書(shū)信的標(biāo)準(zhǔn)格式; 通過(guò)哪些途徑來(lái)發(fā)展新客戶，開(kāi)拓新市場(chǎng)通過(guò)哪些途徑來(lái)發(fā)展新客戶，開(kāi)拓新市場(chǎng); 如何進(jìn)行對(duì)某商品詢價(jià)，怎樣報(bào)盤和還盤如何進(jìn)行對(duì)某商品詢價(jià)，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)擬寫信函和電傳傳真的寫作技巧。 學(xué)習(xí)方法學(xué)習(xí)方法： u1 1、每、每單元學(xué)習(xí)的核心和重點(diǎn)在函電單元學(xué)習(xí)的核心和重點(diǎn)在函電范文范文 u2 2、認(rèn)真

9、、認(rèn)真完成練習(xí)，按照要求完成每一封函電的寫作，完成練習(xí)，按照要求完成每一封函電的寫作， 注意正確的格式和明確的內(nèi)容注意正確的格式和明確的內(nèi)容。 u3 3、語(yǔ)言是語(yǔ)音與文字的結(jié)合，應(yīng)盡可能多地朗讀、背語(yǔ)言是語(yǔ)音與文字的結(jié)合，應(yīng)盡可能多地朗讀、背 誦詞語(yǔ)和范文，做到耳、口、眼、手多渠道結(jié)合起來(lái)進(jìn)誦詞語(yǔ)和范文，做到耳、口、眼、手多渠道結(jié)合起來(lái)進(jìn) 行行學(xué)習(xí)學(xué)習(xí) n1 1、課前預(yù)習(xí)有關(guān)內(nèi)容，以便上課學(xué)習(xí)和回答問(wèn)題。、課前預(yù)習(xí)有關(guān)內(nèi)容，以便上課學(xué)習(xí)和回答問(wèn)題。 n2 2、按時(shí)到課，上課時(shí)通訊工具關(guān)機(jī)或靜音。、按時(shí)到課，上課時(shí)通訊工具關(guān)機(jī)或靜音。 n3 3、積極參加小組活動(dòng)，完成作業(yè)及討論、積極參加小組活動(dòng)

10、，完成作業(yè)及討論 n4 4、期末、期末4545分以下堅(jiān)決掛科；分以下堅(jiān)決掛科； n5 5、平時(shí)點(diǎn)名，隨機(jī)抽查，曠課、平時(shí)點(diǎn)名，隨機(jī)抽查，曠課3 3次以上，期末次以上，期末6060分以分以 下的者堅(jiān)決掛科；下的者堅(jiān)決掛科； n6 6、遲到、上課玩手機(jī)、說(shuō)話的同學(xué)，你懂的、遲到、上課玩手機(jī)、說(shuō)話的同學(xué)，你懂的 考核方式考核方式 l平時(shí)成績(jī)平時(shí)成績(jī)40%40% 考勤: 10 （曠課一次扣5分，遲到一次扣2分） 課堂表現(xiàn)：30（回答問(wèn)題及小組作業(yè)） l期末閉卷考試期末閉卷考試: 60 Some reference books 國(guó)際貿(mào)易實(shí)務(wù)（第三版）黎孝先主編，對(duì)外 經(jīng)濟(jì)貿(mào)易大學(xué)出版社 外貿(mào)英語(yǔ)函電蘭天

11、，東北財(cái)大出版社 Part 1 An Introduction to Business Correspondence 基本問(wèn)題 n1、What is business correspondence? n2、Form and Structure of business correspondence n3、some rules of good writing n4、writing principle of the business correspondence Chapter 1 Introduction to The Business Correspondence Section1 Defini

12、tion nWhat is business correspondence? nbusiness correspondence is a written communication between two parties. nA medium through which views are expressed and ideas or information is communicated in writing in the process of business activities. nIt is also written by people in connection with thei

13、r work. 外外 貿(mào)貿(mào) 函函 電與單證電與單證 Section2 Functions Why is business correspondence so important in our daily life ? nMaintain Proper Relationship nCreat and Maintain Goodwill nServe as Evidence nExpand Business 外外 貿(mào)貿(mào) 函函 電與單證電與單證 Section3 Types of Business Correspondence nThe exporters letters nThe Importer

14、s Letters P4 Section4 Essential Qualities of a Good Business letter Question: Whats the difference between the daily letter and the business letter? Letter 1 Dear John, Many thanks to you, my dear friend, of the splendid present that you have sent me, and I feel deeply moved. I am glad to tell you,

15、I am making rapid progress toward health every day. Looking forward to meeting you at school as soon as possible. Yours affectionately, Dat Dear Mr. Hunter, We hope that everything at your end is fine. We havent heard from you for a long time since the war broke out. We hope we could renew the busin

16、ess cooperation as quickly as possible.We confirm with thanks receipt of your first enquiry and look forward to your first order. Best regards, Yours faithfully, Henry Letter 2 lIn our writings, HOW something is said is frequently as important as WHAT is said. The HOW controls the feeling content of

17、 the message, while the WHAT controls the subject content. lTo achieve both the HOW and WHAT, we should have a better understanding of the basic principles for effective communications. Qualities of a Good Business letter Writing Quality Simplicity Clarity Accuracy Completeness Relevance Courtesy Ne

18、atness Qualities of a Good Business letter Format Quality Quality of the paper Color of the paper Size of the paper Folding of letter Envelope Chapter 2 The Forms of Business Correspondence Teaching Objectives the layout of a business letter writing a business letter and its envelope in right styles

19、 （1）Layout of a Business Letter 商業(yè)信函的格式商業(yè)信函的格式 在在對(duì)外貿(mào)易中，商務(wù)書(shū)信的格式要求十分嚴(yán)格，它代對(duì)外貿(mào)易中，商務(wù)書(shū)信的格式要求十分嚴(yán)格，它代 表著一個(gè)公司的形象。它與私人信函的格式有較大的表著一個(gè)公司的形象。它與私人信函的格式有較大的 差別差別。本章。本章突出了商務(wù)書(shū)信與私人信函的格式比較。突出了商務(wù)書(shū)信與私人信函的格式比較。 有四種常用格式：有四種常用格式： 齊頭式齊頭式（block form） 混合式（混合式（modified block form ） 改良式（改良式（modified block form） 簡(jiǎn)化式（簡(jiǎn)化式（simplifie

20、d form） 選擇何種形式取決于寫信人的興趣和愛(ài)好。選擇何種形式取決于寫信人的興趣和愛(ài)好。 Layout of a Business Letter 商業(yè)信函的格式商業(yè)信函的格式 Four major forms 1. Block Form 齊頭式齊頭式 2. Modified Block Form 改良齊頭式改良齊頭式 3. Simplified Form 簡(jiǎn)單式簡(jiǎn)單式 4. Indented Form 縮格式縮格式 Forms of Business letter 1) Block Form In the block form, every part of a letter is type

21、d from the left margin with no indention. 齊頭式：凡是用打字機(jī)打上去的每一行字都是齊頭式：凡是用打字機(jī)打上去的每一行字都是 從左邊的空白邊緣打起。從左邊的空白邊緣打起。 H. Woods 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 translation Criterion of china placename Exercise 1、廣州市新港西路、廣州市新港西路135號(hào)中山大學(xué)號(hào)中山大學(xué)

22、 Sun Yat-sen University ,No. 135, Xingang Xi Road, Guangzhou, P. R. China Exercise 2、廣東省東莞市麻涌鎮(zhèn)沿江西路、廣東省東莞市麻涌鎮(zhèn)沿江西路7號(hào)中山號(hào)中山 大學(xué)新華學(xué)院大學(xué)新華學(xué)院 Xinhua College of Sun Yat-sen University，No.1, Yanjiangxi Road,MachongTown,Dongguan,Guangdong ,P.R.China Exercise 阿里巴巴（中國(guó)）有限公司 中國(guó)杭州市余杭區(qū)文一西路969號(hào) 郵編：311121 Alibaba (Chin

23、a) Co., Ltd,No.969 Wenyi Xi Road,Yuhang District,Hangzhou 311121,China 2、date Place:a few lines belowe the letter head 日期最好用文字，如： 1.May 2,2015 2.2 May, 2015 3. 7 September, 2015 4.September7, 2015 5.25 Aug. ,2015 6.Oct. 10, 2015 主意標(biāo)點(diǎn)符號(hào)！主意標(biāo)點(diǎn)符號(hào)！ The date 寫法： 美式：月-日-年 英式：日-月-年 Am.E Month Date, Year Nov

24、ember 20, 2004 Br.E Date Month, Year 20 November,2004 避免月份用數(shù)字，如 03/05/2015 Date 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 Date in American style 日期日期 信頭 收信人名稱地址 Date in British style OFFICE SYSTEMS PTY. LTD. 124 Oak Street Tel (61-2)419 3209 Chatswood Fax (61-2)419 4011 England E-mail .uk Aqu

25、eous Technologies 291 Caxton Street Sante Fe U.S.A 18 November, 20- Dear Sir or Madam, 日期日期 收信人名稱地址 稱呼 信頭 3.Reference line（參考號(hào)）（參考號(hào)） 在外貿(mào)業(yè)務(wù)聯(lián)系中，當(dāng)一個(gè)公司向另一個(gè)公司 發(fā)函時(shí)，雙方都會(huì)給信函編號(hào)。 編號(hào)一般應(yīng)包括卷宗號(hào)碼、部門代號(hào)或者該 信封的簽發(fā)人及打字員的姓名的手寫字母。所 有這些都標(biāo)由“我方號(hào)碼”、“貴方號(hào)碼”， 以防混淆。 這些內(nèi)容都打印在緊挨著信頭下面的位置。 3.Reference line（參考號(hào)）（參考號(hào)） Used in the foll

26、owing ways: Our ref.401(in the letter head) Thank you for your letter ref.401 of May 5(the open sentence) _Your Ref:401(subject headings) 4.Special Mailing Notations （特殊郵寄標(biāo)記）（特殊郵寄標(biāo)記） SPECIAL DELIVERY CERTIFIED MAIL AIRMAIL 5.On-arrival Notations PERSONAL CONFIDENTIAL REGISTERED MAIL 6、Inside address

27、 封內(nèi)地址封內(nèi)地址 Always include: Receivers name Receivers official title Companys name; the street address; District, name of the town or city; State or province, ZIP code; Name of country; 6、Inside address 封內(nèi)地址封內(nèi)地址 寫上封內(nèi)地址的益處：寫上封內(nèi)地址的益處： n 1）發(fā)信時(shí)可與信封上地址相互對(duì)照，以免發(fā)信 時(shí)發(fā)生錯(cuò)誤 n 2）收信人讀信時(shí)可以相互對(duì)照 n 3）便于查閱 Ms. Cecilia Gr

28、een Sales Manager ABC Company 123 Berry Drive Minneapolis, MN55106 U.S.A. Vice President Messrs. J. Harvey all of the writing is flush against the left margin. The indented format (縮進(jìn)式） -Heading- - - Date Inside Address Dear Sirs, - - - - - - - Yours Faithfully, Signature 外外 貿(mào)貿(mào) 函函 電電 Also the first

29、line of each paragraph is indented. Summary useven principle parts and six optional parts. We should at least remember the seven principle parts and some useful and common optional parts. uWe should also recite the format of business letters. These rules and principles are crucial in the business le

30、tters, because it shows your attitude and ability to do business carefully and successfully. 外外 貿(mào)貿(mào) 函函 電電 Assignments Every student should choose a layout, and then put all the information above on the letter according to the layout you choose. nSeller: Royal Grosvenor Porcelain Company Ltd. nAddress

31、: Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH n Tel: (743069)60591/2/3 nBuyer: Colourfloor Co.Ltd. nAddress: 238 Wilton Road, Axminster AXz AS nDate : March 5, 2007 nSubject : porcelain nThe body : - nThe letter is written by the seller，Julie Berlin Royal Grosvenor Porcelain Company

32、Ltd. Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH Tel: (743069)60591/2/3 Date: March 5, 2007 Colourfloor Co.Ltd. 238 Wilton Road, Axminster AXz AS Dear Sirs, Subject:porcelain The body. Yours truly, Royal Grosvenor Porcelain Company Ltd. Julie Berlin nExcersice P27 nExcersice P29 Chap

33、ter 4 The Writing Principles in business Correspondence “7C” n1、courtesy 禮貌禮貌 n2、consideration 體諒體諒 n3、completeness 完整完整 n4、clarity 清楚清楚 n5、conciseness 簡(jiǎn)潔簡(jiǎn)潔 n6、concreteness 具體具體 n7、 correctness 正確正確 Writing Principles of business Letters 1)Courtesy 禮貌禮貌 nBy courtesy we mean trading people with respe

34、ct and friendly human concern. nIn order to make a business letter courteous, try to avoid irritating, offensive, or belittling statements. nTo answer letters promptly is also a matter of courtesy. n盡量避免使用過(guò)激、冒犯、輕蔑的語(yǔ)言。同時(shí)，及時(shí)回盡量避免使用過(guò)激、冒犯、輕蔑的語(yǔ)言。同時(shí)，及時(shí)回 復(fù)來(lái)信也是一種禮貌的表現(xiàn)復(fù)來(lái)信也是一種禮貌的表現(xiàn) Following rules should be f

35、ollowed: nChange the commanding tone into requesting tone; nAvoid overemphasizing your own opinion or irritating your partner. nPassive voice should be adopted accordingly; Try to avoid using the word with forcing tone or arousing unpleasantness. nUse expressions about joy and willingness, thanks an

36、d regret, etc. Comparison: n（1）Tell us more detailed information on your requirements? nWill you please tell us more detailed information on your requirements? n（2）You can make shipment a little later, that is, by June 10. nYou might make shipment a little later, that is, by June 10 n（3）We cant deli

37、ver the goods all at one time. n我們不可能同時(shí)交貨。我們不可能同時(shí)交貨。 nIm afraid we cannot deliver the goods all at one time. n恐怕我們無(wú)法同時(shí)交貨。恐怕我們無(wú)法同時(shí)交貨。 Comparison: n教材 P32 n2)Conciseness 簡(jiǎn)潔簡(jiǎn)潔 nConciseness is often considered to be the most important writing principle and language feature. nConciseness also means you s

38、hould clearly express what you would do in a short and pithy style of writing as possible as you can. “短小精悍的寫作方式短小精悍的寫作方式” n“Conveying complete message with the help of minimum words possible” nAvoid using wordy expressions:避免廢話連篇避免廢話連篇 nAvoid unnecessary repetition:避免不必要的重復(fù)避免不必要的重復(fù) nUsing short sen

39、tences, simple words ,strong verbs and active voice:短句、單詞的運(yùn)用短句、單詞的運(yùn)用 nAvoid the out-of-date commercial jargons and try to use modern English.不要使用過(guò)時(shí)的語(yǔ)言，要運(yùn)不要使用過(guò)時(shí)的語(yǔ)言，要運(yùn) 用現(xiàn)代英語(yǔ)。用現(xiàn)代英語(yǔ)。 Following rules should be followed: Examples: nP34 n3) Clarity 清楚清楚 We should first identify what we want to express and

40、then express the idea in plain, simple. nUse Indirect Sentence Structure in bad news nPrefer short and simple words nKeep sentences short Examples nP35 4)Concreteness 具體具體: nMake the message specific, definite and vivid. nTry to heed the following tips: nComplete with the 6Ws: Who? What? Why? How? W

41、here? When? nConcreteness in action: using specific language to make our information more concrete and convincing; nUsing concrete words. nGeneral Specific Soon May 15 A large volume an order up to US$57,800 Contact you call/ write/ fax/ visi Somebody Mr. Brown Your port Liverpool nLet us compare th

42、e following: ngeneral: Please send me your catalogs on tools. nClear: Please send me your catalogs on hand tools. I am especially interested in hand tools to be used in germ-cutting. nImplicit: The items you ordered will be arriving soon. nExplicit: You will receive your order No.309 for POWER-35 el

43、ectronic flash attachment in about 15 days. We shipped them by air freight this morning. 5)Correctness 正確正確: Correct grammar, punctuation and spelling are basic requirements for business letter writing. Also, we should choose the correct level of language and use accurate information and data in our

44、 letters. nUsually, mistakes with tone can be avoided by using the following techniques: nPlace more emphasis on the reader than yourself;把重點(diǎn)放在把重點(diǎn)放在 讀者身上，而不是你身上；讀者身上，而不是你身上； nAvoid wrong grammar nAvoid lecturing 避免說(shuō)教避免說(shuō)教 nAvoid wrong facts 6) Completeness 完整完整 nA business letter should include all the necessary information. It is essential to check the message carefully before it is sent out. nAs you