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外　贸　英　语　函　电 Business English Correspondence

外　贸　英　语　函　电 Business English Correspondence. 主编　项伟峰. Module Content Structure. 学习目标与岗位工作能力. Learning Goals. 学习任务. Learning Task 1. 学习任务. Learning Task 2. 学习任务. Learning Task 3. 模块评估测试. Module Assessment. 模块总结. Module Conclusion. 扩展商务资源. Extended Business Resources.

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外　贸　英　语　函　电 Business English Correspondence

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  1. 外　贸　英　语　函　电Business English Correspondence 主编　项伟峰

  2. Module Content Structure 学习目标与岗位工作能力 • Learning Goals 学习任务 • Learning Task 1 学习任务 • Learning Task 2 学习任务 • Learning Task 3 模块评估测试 • Module Assessment 模块总结 • Module Conclusion 扩展商务资源 • Extended Business Resources

  3. Learning Goals(Job Competence) • Write a letter to conclude business or send an order/sales confirmation directly; • Design a sales contract or sales confirmation; • Write letters to accept or reject orders with proper etiquette.

  4. Module Four Orders 1 Learning Goals (Job competency) 2 Learning Task 1 3 Learning Task 2 4 Learning Task 3 5 Module Assessment 6 Module Conclusion

  5. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  6. Section 1 Lead-in Discuss the following questions: 1. What is an order and when an order is placed? 2. Can you list some items that should be included in an order?

  7. Keys • Question 1: What is an order and when an order is placed? • An order is a request for the supply of a specific quantity of goods. An order can be placed in either of the following two ways: It may result from offer and counter offer, the buyer finally gives acceptance to the offer and places his order accordingly; the buyer directly gives an order according to the catalogue, price list or even the sample. When order is placed, the buyer should state clearly and accurately all the terms of the transaction by a letter, fax, or an email. Sometimes, a formal contract or a printed order form may be attached therein. • Question 2: Can you list some items that should be included in an order? • An order usually should include the article number, description & specification, quantity, unit price, total amount, terms of payment, packing, shipping marks, time of shipment, port of loading, port of destination etc.

  8. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  9. Main points of an Order Letter • Opening: appreciation for quotation or offer and show your intention of placing an order. • Body: • description & specification • quantity; • price terms; • packing and marking; • terms of shipment; • terms of payment; • insurance; • Closing: Desired action or expectations.

  10. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  11. Letter 1 Placing a trial order Dear Sally, Thank you for your letter of 10 October, in which you agreed on our counter-offer. Now we’re glad to place a trial order with you. Attached please find our purchase contract in duplicate, please countersign and return one of the copies to us for our file. Please kindly let us have your confirmation, and your prompt attention on our order would be highly appreciated. Yours faithfully, Michael Michael Enc: Purchase Contract No. 11018

  12. Comments & Analisys Comments: This letter is brief and to the point. The detailed information about the order is in the enclosure—the purchase contract. This is a wise way to place an order because no important message may be neglected. Analysis: Para.1: Identify the order. Para.2: Give details of the enclosure and instructions on what action is to be taken. Para.3: End with a friendly message.

  13. Letter 2 Dear Angela, Subject: Iron Ore Fines Thank you for your quotation of 11 April. Now we wish to order the subjected item in your quotation as follows: Iron Ore Fines: Fe 63.50% basis / Rejection below 62.50% Trade Terms: FOB Paradip Country of Origin: India Packaging: Bulk Loading Port: Paradip port, India Discharging port: One Main port, South China Payment term: L/C 60 days from B/L date Delivery Period: Shipment before 11th July 2011

  14. Letter 2 Remarks: INSPECTION: At loading port cargo inspection for quality and quantity to be conducted by Inspectorate Griffith India Pty. Ltd. All charges with regards to this inspection to be for the seller’s account. The Buyer or his representative may witness the inspection of the goods and the loading at loading port at his own cost. Buyer shall, at buyer’s cost, appoint CIQ to inspect the cargo at discharging port. Seller holds the right to appoint another third party for inspection at discharging port. Look forward to your early reply. Yours truthfully, Jack Jack

  15. Comments & Analysis Comments: This letter acts as a purchase order that includes most important clauses for a transaction. Many companies prefer this kind of order letter because it provides specific information or introductions on which other relevant documents should be based. Analysis: Part 1: Refer to the quotation given before and place the order directly; Part 2: Illustrate main clauses in the order, such as commodity, specifcations, shipment, and payment terms and so on; Part 3: Expect for the confirmation of the order from the seller.

  16. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  17. Core Phrases and Sentence Patterns 1. initial order (first order) 初次订单; trial order (order as a trial)试销订单; repeat order再次下订单 2．向某人订购某商品 order sth.from sb. place an order with sb. for sth. purchase/buy sth. from sb. to send/give sb. one’s order for sth.

  18. Core Phrases and Sentence Patterns 4. to order sth. at a price按…价格订购 5. …in urgent need of sth.; need urgently of sth. 急需…….;

  19. Group Activity: Recite and Interpretation • Step 1 Read aloud the Core Phrases and Sentence Patterns.(In and after class, 5 minutes in class) • Step 2 Memorize and Recite • Setp 3 Interpretation: One student read English and another student translate it into Chinese without looking at the textbook and then Chinese into English; Take turns to interpretate this part.

  20. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  21. Section 5 Simulation Workshop Please write a business letter placing an order; the following contents should be included: • to place an order (No. 8521) for women’s T-shirts on FOB basis • to ask for the earliest date for shipment • to expect confirmation of this order from the receiver

  22. Keys Dear Sir, Thank you for your letter of April 4, in which you provied us with your samples and catalogue. We find both quality and prices satisfactory and we are pleased to give you an order No.8521 for the following items:

  23. Keys (All the prices are based on FOB New York) We are looking forward to your confirmation of this order and appreciate it if you could tell us the earliest date of shipment. Yours, (Signature)

  24. Learning Task 1 Place an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  25. Section 6 Summary When placing an order, the buyer may include the following points: 1. Tell the seller of the buyer’s intention to place an order. 2.Describe what is being ordered in great details including catalog numbers, sizes, colors, prices, specifications, terms of payment, mode of packing, time of transportation, port of destination, time of shipment, and all other relevant information that will enable the seller to fill the order without any further questions. 3.Close the letter by expressing expectation of confirmation, willingness to cooperate, or by suggesting future business dealings.

  26. Module Four Orders 1 Learning Goals (Job competency) 2 Learning Task 1 3 Learning Task 2 4 Learning Task 3 5 Module Assessment 6 Module Conclusion

  27. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  28. Section 1 Lead in Discuss the following questions: Question 1: How to respond to an order letter? Question 2: Except for the confirmation of an order, what else can the receiver do?

  29. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  30. 1. Accepting an Order • express thanks; • express acceptance of the order; • quote the number and date of the order; • repeat the contents of the order; • give special instructions; • express your sincerity in fulfilling your duties or your wishes to cooperate Corfirm the order in two ways: • confirmation of order; • confirming letter with sales confirmation or contract

  31. 2. Forms and contents of a written contract • A contract is made up of three parts: the heading, the body and the ending, among which the body is the most important part of a contract, it includes all the main clauses of the contract, reflecting duties and obligations of both parties.

  32. Contents of a contract • Contract No. or Reference No. (合同号及索引号) • Preamble （序言） • Name of Commodity（商品名称） • Quality Clause（品质条款） • Price Clause（价格条款） • Packing Clause（包装条款） • Delivery Clause（交货条款） • Payment Clause（支付条款） • Insurance Clause（保险条款） • Inspection Clause（检验条款） • Claim Clause（索赔条款） • Arbitration Clause（仲裁条款） • Force Majeure Clause（不可抗力条款） • Breach and Cancellation of Contract Clause（违约及解除合同条款） • Miscellaneous Clause (其他条款) • Signature (签名)

  33. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  34. Letter 1 Dear John, We confirm your order No.1107 of 8 November for assorted jeans with the value totaling USD15000 and are pleased to enclose our Sales Confirmation No. SC656 in duplicate. Please countersign and return one copy to us for our file. As stipulated in our S/C, a relevant L/C in favor of our company is supposed to reach us 20 days before shipment. We hope you could see to this. Should you have any problem, please don’t hesitate to contact us. Yours sincerely, Thomas Thomas

  35. Comments & Analysis Comments: Upon receiving the order letter, the seller confirms it and sends sales confirmation for countersignature. Analysis: Para. 1: Confirm the order and send a Sales Confirmation accordingly. Para. 2: Give special instructions to the order. Para. 3: End with politeness.

  36. Letter 2 Dear Mike, Thank you for your order for 60,000 sets of Wire Stander with 6 Hooks. This letter serves to confirm your order of July 2, 2011. Since we can supply them from stock, you can be assured that the goods will reach you as you required. Please open the covering L/C ASAP so we could work on your order accordingly. Thank you for your immediate cooperation. Yours faithfully, Jolly Jolly Encl: Sales Confirmation No. 11RQA2E336

  37. Comments & Analysis Comments: This letter states clearly that it serves to confirm the order. All the details appear as an attachment in a sales confirmation hereafter. Analysis: Para. 1: Confirm the order and repeat the name and quantity of the commodity. Para. 2: Inform the stock and ask for opening the L/C. Para. 3: End with politeness.

  38. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  39. Core Phrases and Sentence Patterns 1. thank sb. for order No. ... of ...(date)  感谢...订单; 2. accept/confirm order接受/确认订单。 3. accept order and send sales contract for signature/countersignature 接受订单并附上销售确认书或合同供签署 　sign and return a copy of … for one’s file 签退一份供某人存档

  40. Core Phrases and Sentence Patterns 4. 随附单据的数量表示。 　　a. in duplicate 一式两份 　　b. in triplicate 一式三份 　　c. in quadruplicate 一式四份 　　d. in quintuplicate 一式五份

  41. Group Activity: Recite and Interpretation • Step 1 Read aloud the Core Phrases and Sentence Patterns.(In and after class, 5 minutes in class) • Step 2 Memorize and Recite • Setp 3 Interpretation: One student read English and another student translate it into Chinese without looking at the textbook and then Chinese into English; Take turns to interpretate this part.

  42. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  43. Simulation Workshop Translate the following letter into English 敬启者： 我们很乐意接受贵公司关于铁矿砂的第0188号订单， 现寄上销售确认书一式两份，请会签并寄回其中一份供我方存档。 根据双方达成的协议，贵公司应马上就合同项下的货物开立以我方为受益人 的不可撤销即期信用证。并确保所有信用证条款与我公司的销售确认书一致，以避免不必要的修改。 　　一旦收到贵公司开立的相关信用证，我方马上安排装运。 　　谢谢合作！ 　　宁波益邦公司Jack

  44. Keys Dear Sir, We are happy to accept your order No.0188 about the Ore Fine. Attached please find our Sales Confirmation in duplicate, one of which please countersign and return to us for our files. As agreed, your company should open an irrevocable letter of credit in our favor covering the subjected goods. Please see to it that all the terms and conditions in the L/C are in accordance with those in our S/C to avoid unnecessary amendment. Shipment will be arranged accordingly upon the receiving of your L/C. Thank you for your cooperation! Jack Jack Ningbo Yibang Co. Ltd.

  45. Learning Task 2 Accept an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  46. Summary When confirming an order, the following points may be included:　 1. Express appreciation for the order. 2. Assure the buyers that the goods they have ordered will be delivered in compliance with their request. It is also advisable for the sellers to take the opportunity to resell their products or to introduce their other products to the buyers. 3. Close the letter by expressing willingness to cooperate or suggesting future business dealings.

  47. Module Four Orders 1 Learning Goals (Job competency) 2 Learning Task 1 3 Learning Task 2 4 Learning Task 3 5 Module Assessment 6 Module Conclusion

  48. Learning Task 3 Decline an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

  49. Section 1 Lead in Discussion: • 1. What factors will cause the rejecting of the orders? • 2. What should you keep in mind when writing such a letter?

  50. Learning Task 3 Decline an order Section 1 Lead in Section 2 Business Compass Section 3 Work Samples and Analysis Section 4 Core Phrases and Sentence Patterns Section 5 Simulation Workshop Section 6 Summary

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