oneWrittenCommunication書面通信英文商業(yè)信函書寫

XuMeirong

fromDepartmentofInt’lBusinessCommunicationofDalianVocational&TechnicalCollageEnglishforBusinessCommunicationSecondEdition

感謝您使用本課件，期待您旳寶貴意見。聯(lián)絡(luò)方式：大連職業(yè)技術(shù)學(xué)院國際商務(wù)語言系大連市甘井子區(qū)夏泊路100號Tel貿(mào)英語函電課件

制作人：徐美榮外貿(mào)英語函電課件

制作人：徐美榮功能簡介：正常條件下，課件運(yùn)營穩(wěn)定，兼容Office2023及以上版本；能合理利用多種媒體，其組織構(gòu)造與呈現(xiàn)方式適合教學(xué)需要，素材質(zhì)量高，生動形象，頁面設(shè)計(jì)規(guī)范、簡潔、友好美觀；界面友好，操作簡樸，能以便靈活地控制課件旳進(jìn)入、運(yùn)營、暫停和退出，有一定容錯能力和安全性；已經(jīng)移植上網(wǎng)國際商務(wù)語言系網(wǎng)和學(xué)院精品課網(wǎng)頁。使用闡明書：本課件利用Microsoft（微軟）企業(yè)旳Office2023辦公軟件制作，正常條件下，課件能穩(wěn)定運(yùn)營，兼容Office2023及以上版本；Office2023是為下列操作系統(tǒng)設(shè)計(jì)旳：Windows95、Windows98、WindowsNTWorkstation4.0，需要SP3旳Windows2023在NT4.0系統(tǒng)上、WindowsXP，假如你要使用MicrosoftDataEngine（微軟數(shù)據(jù)引擎）、OfficeServerExtension或者NetMeeting，則需要SP4。為了使用Office站點(diǎn)組件：需要IE4.01或更高版本于任何版本旳Windows95、Windows98或WindowsNT。外貿(mào)英語函電課件

制作人：徐美榮ContentsChapter1Writtencommunication------anoverview

Chapter2EstablishmentofBusinessRelations

Chapter3Inquiriesandreplies

Chapter4

MakingQuotations&Offers

Chapter5

Counteroffers&DecliningOrders

Chapter6Acceptance&OrdersContents

Chapter7TermsofPaymentChapter8LetterofCreditChapter9Packing&ShipmentChapter10InsuranceChapter11Complaints&ClaimChapter12AgencyChapter13E-MailsPreface1.Definition

Englishbusinesscorrespondencereferstotheletters,cables,telexes,faxesande-mailsdealingininternationalbusiness,aswellasindomestictrade,ofcourse.2.Aim

Thepurposeofthiscourseistohelpyoulearnhowtowritegoodbusinesslettersbyusingup-to-dateexpressionsinthesimplestpossiblelanguage.IthasitsuniquelanguagestyleandjargonsItisfullofbusinessterminationsandabbreviationsThereisacloserelationsbetweenEBCandinternationaltrade

3.FeaturesWeareinthemarketforsilkblousesandshouldbepleasedifyoucouldkindlyquoteusyourkeenestpricesforthegoodsbelowOfferquotationordercounterofferletterofcreditCIFFOBYL11/11RVDS/C123L/CUNRCVPLSRUSH

Examples:

PartofBusinessLetters

A.Thestandardparts

theletterheadtheinsideaddressthedatethesalutationthebodyoftheletterthecomplimentaryclosethesignature(1)thereferences(2)thespecialmarkings(3)thesubjectline(4)thecarboncopynotation(5)theenclosure

PartofBusinessLetters

B.Theoptionalparts

Formofabusinessletter

1.ThefullyblockedstylewithOpenPunctuationThefullyblockedstyleisnowthemostwidelyusedmethodofdisplayforallbusinessdocuments.Thisstyleisthoughttohaveabusinessappearance.Thislayoutreducestypingtimeastherearenoindentationsfornewparagraphsortheclosingsection.Openpunctuationisoftenusedwiththefullyblockedstyle.Againthisreducestypingtimebecausethereisnoneedforanyunnecessaryfullstopsandcommas.2.IndentedstylewithOpenPunctuation

FollowingtraditionalBritishpracticetheindentedstylebusinesslettersareroughlydividedintotwostyles:"Blocked"and"Indented".TheformerisusedmainlyintheUnitedStateswhilethelatterisusedtobepopularinBritishandtheoldBritishcolonies.EnvelopesaddressingaccuracyclearnessappearanceTheprinciplesofaddressingenvelopes:

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

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

Languageandtone?

Choosethemethodofcommunicationcarefully.?

Createthedocumentthoughtfully.?

Presentthedocumentsothatitlooksgoodandgivesanimpressionofefficiencyandreliability.?

Useaformatthatisneat,easytoreadandstructureslogically.?

Useappropriatetone,consideringthecircumstances,thesituationandtherecipient.?

Ensureyourmessageisaccurateintermsofgrammar,spellingandpunctuation.1.RememberyourABC

AccurateCheckfactscarefullyIncludeallrelevantdetailsProofreadthoroughlyBriefkeepsentencesshortUsesimpleexpressionsUsenon-technicallanguageClearUseplain,simpleEnglishWriteinaneasy,naturalstyleAvoidformalityorfamiliarity2.Becourteousandconsiderate

Replypromptlytoallcommunications-answeronthesamedayifpossible.Ifyoucannotanswerimmediately,writeabriefnoteandexplainwhy.Thiswillcreategoodwill.Understandandrespecttherecipient’spointofview.Resistthetemptationtoreplyasifyourcorrespondentiswrong.Ifyoufeelsomecommentsareunfair,betactfulandtrynottocauseoffence.Resistthetemptationtoreplytoanoffensiveletterinasimilartone.Instead,answercourteouslyanddonotloweryourdignity.3.UseappropriatetoneIfyourletteristoachieveitspurposethetonemustbeappropriate.Thetoneofyourletterreflectsthespiritinwhichyouputyourletteracross.Youalteryourtoneofvoicetoconveymessagesindifferentways.Muchofwhatyousayisalsointerpretedthroughnon-verbalclues-----eyecontact,gestures,inflectionsofthevoice,etc.Thistypeof‘readingbetweenthelines’isnotpossiblewiththewrittenword.Thereforeitisvitaltochooseyourwordscarefully.Youcanbefirmorfriendly,persuasiveorconciliatory—itdependsontheimpressionyouwishtoconvey.Itisimportanttotrytogetthetonerightbecauseusingthewrongtonecouldcauserealoffencetoyourreader.4.WritenaturallyandsincerelyTrytoshowagenuineinterestinyourreaderandhis/herproblems.Yourmessageshouldsoundsincerewhilewritteninyourownstyle.Writenaturally,asifyouarehavingaconversation.5.RemembertheKISSprinciplesKISSstandsfor:KeepItShortandSimpleKISSmeansinsteadoflongorcomplexwords,useshortones.6.UsemodernterminologyOld-fashionedphrasesaddnothingtoyourmeaning.Suchunnecessary,long-windedphrasesarelikelytogiveapoorimpressionofthewriterandmayevenleadtoconfusion.Agoodbusinessletterwillusenomorewordsthanarenecessarytoconveyaclearandaccuratemessage.7.IncludeessentialdetailsIftherecipientofyourlettermustaskaquestion,orifsomethingisunclear,thensomethinghasbeenomittedfromyourmessage.Donotleaveanythingtochance.Includeallessentialinformation.8.BeconsistentConsistencyisnotonlyimportantinthewayyourmassageispresented,itisimportantwithinthemessageitself.ThepeopleattendingwillbeGeorgeBush,BillClintonandDennyfromtheSales.ThepeopleattendingthenextcommitteemeetingwillbeGeorgeBush,BillClintonandDennySmith.9.Useactivenotpassivevoice‘Voice’isagrammaticaltermthatreferstowhetherthesubjectofthesentenceisactingorreceivingtheaction.Usingactivevoicecanconsiderablyimproveyourwritingstyle.Activevoicemakesyourwritingmoreinteresting,morelivelyandmore--well,active!Activevoice:Tomplayedtheviolin.Passivevoice:TheviolinwasplayedbyTom.Makecomparisons:10.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:ClearLeavenodoubtinyourreader’smind.Helpyourselfbybeingspecific,avoidingvagueexpressions,usingfamiliarwordsandusingsimpleEnglish.Rememberalsotousestraightforwardlanguagethatyourreadercanunderstand,writteninafriendly,natural,conversationalstyle.10.ComposeCLEARcommunicationsCLEARobjectives.Yourmessageshouldbe:LogicalStructureyourmessagelogically,rememberingtousethe4pointplan.Startwithanintroduction,developyourpointslogicallyinthecentralsection,andcometoanaturalconclusioninwhichyoustatetheactionyouneedfromthereader.Finishwithanappropriateone-line.EmpatheticPutyourselfinyourreader’splaceandaskyourselfhowthereaderwillfeelwhenhe/shereadsyourletter.Ifanythingisunclear,orifanythingiswordedbadly,thenchangeitbeforeyousentit.AccurateMakesurealltherelevantdetailsareincluded------times,dates,namesofcommodity,factsandfigures.RightProofreadcarefully(notjustspellcheck)tomakesureeverythingis100%rightbeforeyousentthemessage.CLEARobjectives.Yourmessageshouldbe:Structuringcommunications4POINTPLANIntroduction(BackgroundandBasics)Details(FactsandFigures)ResponseorAction(Conclusion)Close(Asimpleone-liner)1234PracticeArrangethefollowinginproperformastheyshouldbesetoutinaletter:1)

Sender’sname:ChinanationalLightIndustrialProductsImport&ExportCorporation,DalianBranch2)

Sender’saddress:111RenminRoad,Dalian,China3)