Business Correspondences

1. Business Correspondences 外贸英文函电

2. Chapter One Chapter Two Chapter Three Chapter Four Chapter Five Chapter Six Chapter Seven Chapter Eight Chapter Nine Chapter Ten Contents 外 贸 函 电

3. Introduction to the course 外 贸 函 电 • Course description • Course objectives • Course contents • Learning guide • Assessment and Requirements

4. Introduction 外 贸 函 电 • English business correspondenceor business letter is a written communication between two parties. • It is a means through which views are expressed and ideas or information is communicated in writing in the process of business activities. • It is to learn both the language and the professional knowledge (in other words, to learn the language you are going to use when you work).

5. Course description 外 贸 函 电 • Business Correspondence is one of the most important courses (a compulsory course) for International Business Trade Majors. It is designed to help students to accomplish the transition from general English learning to specialized English learning, aiming at preparation for a future business career.

6. Course objectives 外 贸 函 电 After the completion of the whole course, students are supposed to: • comprehend and master the basic writing skills for various types of business correspondence. • be familiar with the general conventions as well as main procedures in international trade practice. • conduct business, make quick and correct reactions to the business information and make business concluded in real life situations.

7. Course contents 外 贸 函 电 • The contents of Business correspondence involve many aspects of international business trade, mainly include : Establishing business relations; Inquiry; Offer; Counter offer; Order; Acceptance; Contract; Packing; Shipment; Payment; Insurance and Claim.

8. Learning guide 外 贸 函 电 • Achieve balance between language-learning and business-learning. • Achieve balance between input and output of what have been learned. • Achieve balance between course-book learning and simulated practice. • Focus on various writing patterns and writing skills of business correspondences. • Master the commonly-used business vocabularies and make good use of them.

9. Assessment and Evaluation Criteria 外 贸 函 电 • The course will be assessed as follows: • Routine performance: 20%, including: routine attendance ,in-class practice, tests and outside-class assignments • Three monthly tests: 40% • Final exam: 40%

10. Requirements 外 贸 函 电 You are appreciated for not • being late for class or absent from class. • chewing gums or wearing a cap during classes. • picking up the cell phone or letting the phone ring during classes.

11. Chapter OneLayout of a Business Letter

12. Contents 外 贸 函 电 • Objectives • Leading In • Sample letter • Language Points • Summary • Assignments • Case study

13. Objectives 外 贸 函 电 Upon completion of this chapter, you should: • be familiar with the layout of business letters. • know the formats of business letters. • know how to address the envelope.

14. Leading In 外 贸 函 电 • Name the ways of communication you know • What is the layout of an English letter?

15. Ways of communication 外 贸 函 电 • Telephone • Fax • E-mail • Letter • Telegram • Telex

16. Warming up 外 贸 函 电 • 日期 • 封内地址 • 称呼 • 正文 • 结尾敬语 • 签名

17. Layout of Business Letter 外 贸 函 电 • 1.信头 letter Head • 2.日期 Date • 3.封内地址 Inside Address • 4.称呼 Salutation • 5.正文 Body • 6.结尾敬语 Complimentary Close • 7.签名 Signature • 8.事由 Subject • 9.附件 Enclosure • a 参考号 Ref.No. • b 经办人 Attention Line • c 抄送 Carbon Copy go

18. Letterhead 外 贸 函 电 • Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and email address, and the web address if available. Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate.

19. Date 外 贸 函 电 02/01/03 2002年1月3日 2003年2月1日 2003年1月2日 Chinese way American way British way To avoid confusion, it is a common practice to write months in words. Return

20. salutation 外 贸 函 电 1. If unsure to whom you should address a letter, you should use the following salutations: Dear Sir or Madam, 2. If you know the name but are not familiar with the other person, you should use the following salutation: Dear Mr./Mrs. XXX,

21. 外 贸 函 电 3. If you are quite familiar with the other person, you may use the following salutation: Hi XXX, Hello XXX, XXX, Informal

22. Body of a letter 外 贸 函 电 The body of a business letter typically contains three paragraphs: ·         1.introductory paragraph ·         2.one or more body paragraphs 3.concluding paragraph

23. Complimentary Close 外 贸 函 电 • Formal • Truly/sincerely/Faithfully yours, • Informal • Best regards, Capitalize only the first word in the complimentary close, and follow all phrases with a comma.

24. Signature 外 贸 函 电 Company’s name Your signature typed signature (job title) ELECTRONICS LTD. Harold Jones Harold Jones Manager Return

25. Block Format 外 贸 函 电 The block format is the simplest format; all of the writing is flush against the left margin.

26. Format 外 贸 函 电 The indented format Also the first line of each paragraph is indented. The semi-block format your address, date, the closing, signature, are all indented to the right half of the page

27. Addressing the envelop 外 贸 函 电

28. Summary 外 贸 函 电 • In this chapter, we have learnt the layout (seven principle parts and six optional parts) in a business letter. We should at least remember the seven principle parts and some useful and common optional parts. We should also recite the format of business letters. These rules and principles are crucial in the business letters, because it shows your attitude and ability to do business carefully and successfully.

29. Assignments 外 贸 函 电 Arrange the following in proper form as they should be set out in a letter. Use the Block Style, and then address the envelope accordingly. • Seller: Royal Grosvenor Porcelain Company Ltd. • Address: Grosvenor House, Renfrew Road, Oakley Staffordshire OA7 9AH • Tel: (743069)60591/2/3 • Buyer: Colourfloor Co.Ltd. • Address: 238 Wilton Road, Axminster AXz AS • Date : March 5, 2007 • Subject : porcelain • The message : ------ • The letter is written by the seller

30. Case study 外 贸 函 电 Task: • Look at the following page. This is the top part of a business letter from a French company. Decide when you would use these salutations, instead of “Dear Mr. Brown”. Dear James, Dear Sirs, Dear Madams, Dear Sir or Madams.

31. Case study 外 贸 函 电 Sunshine Flavours LTD. Sunrise Technology Park, East Harbor Drive Lyon AS12 6KM, France Telephone 03793 832223 Fax 33 3703 835550 Nov 14, 2007 Mr. James Brown Marketing Director Brown Industries Inc. 546 Park Avenue IL 43301 Washington, USA Dear Mr. Brown, Thank you for your letter of 11 November, suggesting a meeting in December. The most convenient dates from our point of view are December 6th or December 7th.

32. Chapter Two Establishing Business Relations

33. Contents 外 贸 函 电 • Revision • Objectives • Leading In • Sample letter • Language Points • Summary • Assignments • Case study

34. 1.信头 letter Head 2.日期 Date 3.封内地址 Inside Address 4.称呼 Salutation 5.正文 Body 6.结尾敬语 Complimentary Close 7.签名 Signature 8.事由 Subject 9.附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carton Copy Revision 外 贸 函 电

35. Teaching objectives 外 贸 函 电 Upon completion of the chapter, you should: • know the ways that an exporter can use to seek new customers. • know how to write this kind of letter. • grasp the important words and phrases learned.

36. Leading In 外 贸 函 电 produce production producer product buyer seller customer client 生产 v/n 生产商 产品 买方 卖方 顾客 客户 user 用户 消费者制造商购买 销售 中间商零售商批发商经销商 consumer manufacturer buy/purchase sell/sale middleman retailer wholesaler dealer

37. 外 贸 函 电 贸易 进口 出口 进口商 出口商 海关 关税 配额,限额 commerce, trade import export importer exporter Customs Customs duty quota

38. Warming Up 外 贸 函 电 • Suppose you are the salesperson of ABC company. You want to sell the following products to a children’s store. Now you are calling the store and the manager answers the phone. Then what would you say in order to sell the products.

39. Sample letter 外 贸 函 电 Dear Sirs or Madams, We have obtained your name and address from the website: www.alibaba.com. We were informed that you are one of the biggest importers of tea in UK and you are now in the market for tea. We take this opportunity to approach you in the hope of establishing business relations with you.

40. 外 贸 函 电 • To give you a general idea of our products, we enclose herewith a copy of our brochure covering the main itemsavailable at present. • If you are interested in any of our products or have other products you would like to import, please contact us with your requirements. We look forward to providing you with high quality products, superior customer service.

41. Language points 外 贸 函 电 be in the market for want to buy 1.我们生产各式各样的皮鞋，因此我们想要购买牛皮。 We produce all kinds of leather shoes, so we are in the market for cow hide. 2.我们的一个顾客想购买你方的新产品。 One of our customers is in the market for your new products.

42. Language points 外 贸 函 电 take this opportunity 我想借此机会对你为我公司所做的一切表示感谢。 I would like to take the opportunity to thank you for all that you have done for our company. 我们借此机会介绍我们的新产品。 We take this opportunity to introduce our new products.

43. Language points 外 贸 函 电 approach • We approached the Ministry of Commerce and they told us that you are able to supply 1000 metric tons of apples at a time. 我们与商务部联系，他们告述我们你们能一次性提供1000公吨苹果。 • 我们定期与客户联系，看他们是否有新的要求 . • We approach our clients regularly to see if they have any new request.

44. Language points 外 贸 函 电 • be in the hope of • 为了能找到客户，我给这页上所有的公司都打了电话。 • I called all the companies on this page in the hope of finding a customer. • 我给您发电子邮件是希望能与您建立业务关系。 • I am e-mailing you in the hope of establishing business relations with you.

45. Language points 外 贸 函 电 • give sb. a general idea of • 这个样品是为了让你大概了解我们产品的质量。 • This sample is meant to give you a general idea of the quality of our products. • 这个产品说明书将使你大概了解我们最新的产品。 • This product description will give you a general idea about our latest product.

46. Language points 外 贸 函 电 enclose put sth. in an envelope 随函附寄 We are enclosing a sample for your reference. herewith adv. enclosed in this 随函附上 我们现随函附寄一个样品供你方参考。

47. Language points 外 贸 函 电 • enclose • They can be used in the following ways: • enclose sth. • Enclosed is/are sth. • Enclosed please find 随函附寄产品说明书。(description) 1.We are enclosing a product description. 2. Enclosed is our product description. 3. Enclosed please find a product description.

48. Language points 外 贸 函 电 covering about关于 Translate the following sentence: 请寄给我们关于你方新产品的小册子。 Please send us a brochure covering your new products.

49. Language points 外 贸 函 电 Item refer to a particular product 单个商品，标号商品 We have seen your goods and are quite interested in your item No. TK-103. 我们看了贵方的商品，对标号为TK-103的商品特别感兴趣。

50. Item refers to an individual unit in a group of products. Goods refer to a group of products. Language points 外 贸 函 电 Item No. TK-101Item No. TK-102 Item No. TK-103 Item No. TK-104