經(jīng)貿(mào)英文函電unit1businessletterwriting

主講教師：叢靜EnglishforIntroduction

本課程是國際貿(mào)易專業(yè)高年級的核心業(yè)務(wù)課程之一，是一門將英語與外貿(mào)業(yè)務(wù)相結(jié)合的課程。通過介紹外貿(mào)實務(wù)中各種英文業(yè)務(wù)函件，電傳和傳真以及其它方式的寫作格式，商業(yè)術(shù)語和各種不同的表達方法，并通過介紹對外貿(mào)易各環(huán)節(jié)的具體做法，使學(xué)生在提高英語水平的同時，熟練掌握對外貿(mào)易業(yè)務(wù)中常用的基本術(shù)語及表達技能，培養(yǎng)和提高他們的外貿(mào)業(yè)務(wù)工作能力。Objectives

本課程的目的是學(xué)習(xí)外貿(mào)業(yè)務(wù)書信的標(biāo)準格式，了解通過哪些途徑來發(fā)展新客戶，開拓新市場，如何進行詢購某商品，怎樣報盤和還盤，怎樣靈活運用付款方式，如何做到重合同守信用，怎樣去審查信用證，做到不出差錯，在理賠和索賠中做到有理有利有節(jié)；學(xué)會擬寫信函和電傳傳真的寫作技巧。ContentsBusinessLetter-writingEstablishBusinessRelationsStatusEnquiriesEnquiriesandOffersOrdersandAcknowledgementsPackingTransportInsurancePaymentClaimsandAdjustmentJointVentureChapterOneBusinessLetter-writingContentsGeneralprinciples1LayoutFormat2Structure3EnvelopAddressing4GeneralPrinciplesofbusinessLettersCompletenessConcisenessConsiderationConcreteness

ClarityCourtesyCorrectnessWhat’sthemeaning?7GeneralPrinciplesofbusinessLettersCompletenessAllthemattersdiscussed.Allthequestionsanswered.Alltheinformationcontained.8ExampleCelluloseTape1/2"x3yds,withplasticdispenser700doz./-ditto-but1/2"x5yds,1,000doz.

纖維素帶（幅）寬半英寸，長３碼，帶塑料包裝容器，７００打；同上，帶（幅）寬半英寸，長５碼，１０００打。

REVISED:CelluloseTape1/2"x3yds,withplasticdispenser700doz.CelluloseTape1/2"x5yds，withplasticdispenser1000doz.GeneralPrinciplesofbusinessLettersCompletenessWhatyouhavetosayinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.Conciseness101.AvoidToWriteCommercialJargon

避免使用陳舊的商業(yè)術(shù)語

Wordy:

WewishtoacknowledgereceiptofyourletterofNovember14withthecheckforStg.10yousentwithitandwishtothankyouforsame.Concise:

WeappreciateyourletterofNovember14andthecheckforStg.10enclosed.

1.AvoidToWriteCommercialJargon

避免使用陳舊的商業(yè)術(shù)語Wordy:

Wetakelibertytoapproachyouwiththerequestthatyouwouldbekindenoughtointroducetoussomeexportersofcottontextilesinyourcities.Concise:

Wouldyoupleaseintroducetoussomeexportersofcottontextilesinyourcity?or

Pleaseintroducetoussomeexportersofcottontextilesinyourcity2.AvoidUnnecessaryExpressions

要長話短說，避免羅嗦

WillyoubegoodenoughtoPlease

cometoadecisiondecide

expressapreferenceforprefer

forthereasonthatbecauseTheproposalisunder(active)consideration.

Theansweris(definitely)correct.

Iwould(rather)thinkthefareistoohigh.

The(true)factsareasstated3.AvoidLengthySentences

要注意每句句子的長短

"Wewouldliketoknowwhetheryouwouldallowustoextendthetimeofshipment

fortwentydays,

andifyouwouldbesokindastoallowustodoso,kindlygiveusyourreplybycablewithoutdelay.”"Pleasereplybytelegramimmediatelyifyouwillallowustodelaytheshipment

untilApril21st.GeneralPrinciplesofbusinessLettersYouprepareeverymessagewiththereceiverinmindandtrytoputyourselfinhisplace.CompletenessConcisenessConsideration15Rememberthatthewordb-u-s-i-n-e-s-scontainsbothU

andI,buttheU

comes

beforethe

I.Thisisagoodsequenceforyoutoremember.

ExamplesWe

allow2percentdiscountforcashpayment.（如付現(xiàn)款，我們給九八折）

You

earn2percentdiscountwhenyoupaycash.

(您付現(xiàn)款時，可打九八折。）

Wearepleasedtoannouncethat…

我們高興地宣布

Youwillbepleasedtoknowthat…你們將愉快地得知

Wewantyoutodoit.我們要你們這樣做

Youwillnodoubtdoit.毫無疑問，你們將這樣做

Wefollowthispolicy,because…我們遵循這個政策，因為

Youwillbenefitfromthispolicy,because…

你們將從這個政策中得益，因為

GeneralPrinciplesofbusinessLettersBeingspecific,definite,andvividratherthanvagueandgeneral.CompletenessConcisenessConsiderationConcreteness18

E.g.

TheABCCo.isoneofourbiggestbuyers.REVISED:TheABCCo.placedU.S.$150,000.00worthofbusinesswithuslastyear.

Thesebrakesstopacarwithinashortdistance.REVISED:

TheseTypeXYZOI

powerbrakesstopa2.5-toncartraveling70milesanhour,within250feet.

Wewishtoconfirmourtelegramdispatched

yesterday.

Weconfirmourtelegramof

January16.GeneralPrinciplesofbusinessLettersGettingyourmessageacrosssothatthereaderwillnotmisunderstandwhatyouaretryingtoconveyCompletenessConcisenessConsiderationConcretenessClarity20

AstothesteamerssailingfromHongkongtoSanFrancisco,wehavebimonthlydirectservices.

（從香港到舊金山有直達船）

（a）WehavetwodirectsailingseverymonthfromHongkongtoSanFrancisco.

（每月兩次直達船）

（b）WehavesemimonthlydirectsailingfromHongkongtoSanFrancisco.

（每半月一次直達船）

（c）WehaveadirectsailingfromHongkongtoSanFranciscoeverytwomonth.

（每兩個月一次直達船）

GeneralPrinciplesofbusinessLettersNotmerelypolitenesswithmechanicalinsertionsof“please”and“thankyou”.Rather,truecourtesyneedstousetactfultoneandrespectiveexpression.CompletenessConcisenessConsiderationConcretenessClarityCourtesy22Politeness

a)WehavereceivedwithmanythanksyourletterofOct.7,andwetakethepleasureofsendingyouthelatestcatalog.Wewishtodrawyourattentiontoaspecialoffer,whichwehavemadeinit.Courtesy

b)Youwillbeparticularlyinterestedinaspecialofferonpage5ofthelatestcatalogenclosed,whichyourequestedinyourletterofOct.7.

1.TurnOrdersintoRequests

把命令變成請求的常用形式

Please,Willyou……..,Willyouplease……..,

E.g.a)Willyougiveusmoredetailedinformationonyourrequirement?

b)Willyouplease(kindly)letushearfromyouonthesetwopoints?2.PastSubjunctiveForm虛擬式

1.Wouldyoucompareoursamplewiththegoodsofotherfirms?2.Wewouldaskyoutoshipthegoodsbythefirstavailablevessel.3.Wewishyouwouldletushaveyourreplysoon.4.Thiswouldseemtoconfirmouropinion.5.Weshouldbegratefulifyouwouldhelpuswithyoursuggestion.6.Wethinkifadvisablethatyoushouldacceptthisofferatthisprice.7.Weshould(would)likeyoutoletusknowtheexactamount.8.Perhapsyoumightliketohavealookattheactualgoods.3.Mitigation

緩和用法Weareafraid,wewouldsay,wemay(or,might)say,we(would)think,itseems(orwouldseem)tous,we(would)suggest,asyouare(or:maybe)aware,asweneedhardlypointout

E.g.a)Itwasunwiseofyoutohavedonethat.

Wewouldsaythatitwasunwiseofyoutohavedonethat.b)Yououghttohavedoneit.Itseemstousthatyououghttohavedoneit.Cont.c)Wecannotcomplywithyourrequest.Weareafraidwecannotcomplywithyourrequest.d)Ourproductsaretheverybestonthemarket.

Wemightsaythatourproductsaretheverybestonthemarket.f)Youmustcutoffyourorderinhalf

Wewouldsuggestthatyoucutyourorderinhalf.g)Wehavenotyethadyourreply.Itappearsthatwehavenotyethadyourreply.

4.PassiveVoice

運用被動語氣

You

madeaverycarelessmistake.

AverycarelessmistakewasmadeYou

didnotenclosethecheckwithyourorder.

Thecheckwasnotenclosedwithyourorder.Forthepasttwoyears,youdidnotgiveusanyorder.

Forthepasttwoyears,noorderhasbeengivenus.

Or:Forthepasttwoyears,nobusinesshasbeenmaterializedbetweenus.

GeneralPrinciplesofbusinessLettersQualifiedlanguage,ProperStatement,CorrectSpelling,CorrectuseofCommercialJargonCompletenessConcisenessConsiderationConcretenessClarityCourtesyCorrectness29QualifiedLanguage正確的語言水平Formal:AlthoughItem12isenumeratedinthereport;thewriterhasascertainedthatitiscurrentlynotintheorganization'sinventoryorinthewriter'spossession.

Informal:AlthoughItem12islistedinthereport,it'snotinourstock

nowandIdon'thaveiteither.ProperStatement敘述得正確

NoUnderstatementorOverstatementThisstoveisabsolutelythebest(or:theverybest)onthemarket.

這種爐子是市場上絕對最好的爐子

OurmodelA195isdesignedonmodernlinesandgives,withoutanyincreaseinfuelconsumption,25%moreheatthantheoldermodels.Soyouwillagreethatitistheoutstandingstoveforeconomyoffuel.

(我們的Ａ１９５型爐子是按近代樣式設(shè)計的，在不增加燃料消耗的情況下，比其他各種舊式爐子溫度高２５％。所以，你會同意，這是優(yōu)良的節(jié)約燃料的爐子。)

CorrectSpelling數(shù)字要正確“以上”，“以下”，“以前”，“以后”，“從…到…”等的表達法$2or(and)above(over)

二美元和二美元以上

60dozenor(and)up(upward,upwards)

６０打和６０打以上

2%or(and)more

２％和２％以上anorderfor50grossorupward

５０羅或５０羅以上的定單anorderfornotlessthan50gross

不少于５０羅的定單5%upto10%inclusive

５％到１０％（包括５％和１０％）over5%upto10%inclusive

５％以上到１０％（包括１０％）

Cont.fromandincludingtoday(thisdate)

從今日起（包括今日）

onandfromNov.10;

從１１月１０日起

onandafterNov.10;

（包括１１月１０日）asfromNov.10

asfromthedateofthebreach

從毀約之日起（包括毀約之日）upto$40inclusive;

到４０美元uptothemaximumof$40（包括４０美元）止uptoandincludingNov.20

到１１月２０日止（包括１１月２０日）asfromthe1sttothe15thofMarchinclusive;

從３月１日到１５日

fromthe1stto15thofMarchbothinclusive

（包括１日和１５日）

duringtheperiodbeginningon

March1andendingonMarch30,bothdatesinclusive.

從３月１日起到３月３０日止這一期間（包括頭尾兩天）UseofCommercialJargon

理解和運用商業(yè)術(shù)語Youaskveryshortdeliveryforyourorder

原意:“你們要求趕快交你們的定貨”

shortdelivery:短距離交貨

REVISED：Yourequirequick(prompt)deliveryofyourorder.LayoutFormatofbusinessLetters

FullblockstyleIndentedstyle

ModifiedBlockFormwithIndentedStyleSimplifiedFormLayoutFormatofbusinessLetters

Everycomponentoftheletterbeginsattheleftmargin.Itisquickandeasytosetup.However,itlooksveryformalandthepagelooksoffbalance.FullBlockStyle（齊頭式）FullBlockstyle_____date_______insideaddress________salutation_________________________________body________________________________________________________________________________________________body_______________________________________________________________________closing_____Example:FullBlockstyleLayoutFormatofbusinessLetters

Allparagraphsareindented,theindentationmaybeeitherfiveortenspaces.Thedateandtheclosingcanbestartattheverticalcenterlineofthepageoralignwiththerightmargin.Indentedstyle(縮進式）

Indentedstyle_____date_______insideaddress________salutation_________________________________body_____________________________________________________________________________________________body__________________________________________closing_____

Example:IndentedstyleLayoutFormatofbusinessLetters

Somepartsusefullblockstyle,someuseindentedstyle;combineconvenienceandbeautytogether,andbecomethemostusefulstyle.ModifiedBlockFormwithIndentedStyle(混合式）ModifiedBlockFormwithIndentedStyle_____date_______insideaddress________salutation_________________________________body________________________________________________________________________________________________body_______________________________________________________________________closing_____LayoutFormatofbusinessLetters

Personalbusinessstyle——Justlikefullblockstyle，butsomeitemsaretakenoff.Thankyounotes,informalinvitation,congratulatorymessagestopersonalfriends.SimplifiedFormExample1StructureofBusinessLetterStructureofbusinessLetters

1)信頭(letterhead)2)發(fā)文編號(referencenumber)Structure

－－－

3）日期

4）封內(nèi)名稱和地址(insideaddress)(date)

5）經(jīng)辦人(attention)

6）稱呼(salutation)

7）事由（標(biāo)題）(subject)

8）正文(body)

9）結(jié)尾敬詞(complimentary)

10）簽名(signature)

11）附件(enclosure)

12）抄送(cctoXX)

13）附言(postscript)1)LetterheadLocationMessageincludedLogoFulllegalnameofthefirmFullcorrespondenceaddressTelephone,fax,cablenumbersWebsiteandE-mailNameofthebranchofficeNameofdivisionordepartmentNameoftheofficersordirectorsStartingdateofthefirmVATnumber,registrationnumber,registeredaddressetc.banker’sandauditor’snameandaddress

SupposeGeorgeWilliamssentalettertoJohnSmith,typedbytheGradePeters,thereferenceonJohnSmith’sreplywouldbelikethis(LouisBrowntypeditforJohn):YourRef:515GW/gp

OurRef:386JS/lbRef.No.發(fā)文編號?3)DatelocationRightformofdate：

A.month,day,andyearinAmericanEnglish——March5,2007-withthemonthspeltout.B.day,month,andyearinBritishEnglish——5March,2007-withthemonthspeltout.

C.year,month,anddayinChineselanguage——2007-03-05.4)InsidenameandAddressThereasontousetheinsideaddressLocationoftheinsideaddressTherightformatNameandtitleofaddressee:Courtesytitle,name,executiveorbusinesstitle.(gender?Name?)Nameoforganization:department,companyororganizationAddress:streetnumber(orroomnumber,building),avenue,city,provinceorstate,zipcode,country.

AttentionLine?如需注明對方經(jīng)辦人，希望收信商號將信迅速交經(jīng)辦人辦理，可以在封內(nèi)地址下面加Attention或Attentionof

RichardThomas&BaldwinsLtd.,

151GowerStreet

London,SC76DY,England

Attention:Mr.CaveorAttention:PurchasingManager6)TheSalutationLocationofthesalutation:

secondlinebelowtheinsideaddress,twolinesabovethebody.Thedifferentwaysofsalutation:Dearsir/Madam,Dearsirs/Madams,Gentlemen(nosingularform),DearMr.xxx,DearMsLiu,DearJohn,DearLuJingzhenAcommaisusuallyusedafterthesalutationSubjectlinefollowthesalutationandinthemiddleofthelineSubject:MakinganAppointmentRe:SIMPLEFIEDSTYLEOFTHEBUSINESSLETTER

SubjectLineorCaptionedLine?ExampleTheSecretaryTheAjaxElectricalCol,Ltd.FernhallDriveREDBRIDGE,EssexIG45BNEnglandFortheattentionofMr.T.WaterhouseDearSir:Re:SewingMachinesThankyouforyour……8)BodyoftheLetterFollowthesevenCsbusinesscommunicationprincipleOpeningSentences

eg.WithreferencetoyourletterofDecember2,2006,wearegladtolearnthatyouwishtoenterintotraderelationswiththiscorporationinthelineofcannedgoods.TheclosingSentences

eg.Wehopetoreceiveyourearlyreply.9)ComplimentaryCloseComplimentarycloseandsalutationshouldmatcheachother：formalSemi-formalinformalsalutationDearsirs/madamsDearsir/madamDearMs.SmithDearMr.LiuDearMaLiDearMaggiecloseRespectfullyyours,Veryrespectfully,Yoursverytruly,Verytrulyyours,Sincerely