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Learning Situation 2 Making a Successful Deal

Learn the essential elements of a formal business letter to enhance clarity and effectiveness in communication. Understand the structure and importance of each component to create professional letters that get results.

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Learning Situation 2 Making a Successful Deal

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  1. Learning Situation 2 Making a Successful Deal

  2. Instructions to Learning Situation 2 This learning situation aims to help you conduct business. It includes two projects: inquiry & offer purchase & payment

  3. Instructions to Learning Situation 2 Project II Purchase and Payment Project I Inquiry and Offer

  4. Project I Inquiry and Offer Task One Contacting business partners

  5. Project I Inquiry and OfferTask One Contacting business partners How do people contact with others? What about you? Which one do you prefer and why?

  6. Project I Inquiry and OfferTask One Contacting business partners Passage How to Write a Business Letter That Gets Results The basic structure of a formal letter The rules might be arbitrary, but taken together they create a formula that produces clarity. When a letter follows all the rules, the reader doesn’t have to struggle to figure out where a piece of information might be, what action they should take next, or who sent it — everything can be found in its place. Knowing the rules of letter writing is, in that sense, akin to knowing the rules of page layout or web design — the format of the document should support and clarify the content. From top to bottom, a formal letter contains the following elements:

  7. Passage Project I Inquiry and OfferTask One Contacting business partners Return address and date: (Upper right hand corner) Once upon a time, this was necessary in case the letter became separated from the envelope, but I doubt that happens much any more. Even so, this is where your reader is going to look to find your address and the date the letter was written, so it should be there.

  8. Passage Project I Inquiry and OfferTask One Contacting business partners Mailing address of recipient: (Left-hand side, one line below the return address) This identifies the recipient of the letter. In office environments, letters are often removed from their envelopes and circulated; this helps the letter get back to its rightful recipient.

  9. Passage Project I Inquiry and OfferTask One Contacting business partners Salutation: (Two lines below the recipient’s address, or about 1/3 down the page) The person the letter is intended for. Avoid “Dear Sir/Madam” and especially “To Whom it May Concern” unless absolutely necessary; not directing a letter to an exact recipient suggests that you don’t care who reads it (or you would have made a call or checked their website) — and may prevent the letter from reaching someone who can act on your letter.

  10. Passage Project I Inquiry and OfferTask One Contacting business partners Body: The body of the letter has three parts: an introduction that should explain who you are and why you are writing, a middle part that gives the details and persuades your reader to act, and a closing that tells your reader what action you expect or would like them to take. Valediction: (Left-aligned, two lines below the body) This is the line before your signature. For people whose name you don’t know, use “Faithfully yours” — but avoid writing letters without finding out a name first. When you know the recipient’s name, sign it “Sincerely yours” or just “Sincerely”, or in the US “Yours truly” is acceptable. Don’t try anything more cutesy or friendly unless a) you know the recipient quite well and are certain you can be informal without seeming disrespectful, or b) you have a “trademark” letter ending that’s part of your public persona (and the talent and popularity to pull it off).

  11. Passage Project I Inquiry and OfferTask One Contacting business partners Signature and printed name: Signing your name is a minimal assurance that you stand behind what was written. Since your signature is likely to be difficult to read, type your name down a couple of lines so that your reader knows who is writing to them. Yours sincerely, Wang lili Wang lili Marketing Manager

  12. Passage Project I Inquiry and OfferTask One Contacting business partners Enclosures: (Below signature block) If you have included any further material — a business card, a brochure, a price sheet, whatever — list the number of items and describe each. For example: Enclosures (2): brochure, price sheet. Finally, proofread, proofread, and proofread again. While a friend might excuse even the worst spelling and grammar, a business letter is often your first (and maybe only) chance to make an impression — it needs to be impeccable.

  13. Exercise Project I Inquiry and OfferTask One Contacting business partners I. Answer the following questions according to the passage. 1. Why should people obey those rules when writing business letters? 2. Where should you write the return address? 3. Why shouldn’t “Dear Sir/Madam” and “To Whom it May Concern” be written for the salutation? 4. How many parts are there in the body part? 5. Why is it that there must be a signature? II. Complete each of the following statements according to the passage. 1. The rules might be arbitrary, but taken together they create a formula that produces . 2. Once upon a time, it was necessary to write the return address and date on the corner in case the letter became separated from the envelope. 3. It is suggested to type down a couple of lines so that your reader knows who is writing to them. 4. Valediction should be , two lines below the body. 5. Finally, again to ensure there is no spelling or grammar mistake in the letter.

  14. Exercise Project I Inquiry and OfferTask One Contacting business partners Keys: I. Answer the following questions according to the passage. 1. When a letter follows all the rules, the reader doesn’t have to struggle to figure out where a piece of information might be, what action they should take next, or who sent it — everything can be found in its place. 2.On the upper right hand corner 3. Because not directing a letter to an exact recipient suggests that you don’t care who reads it (or you would have made a call or checked their website) — and may prevent the letter from reaching someone who can act on your letter. 4. Three 5. The signature is to assure that the writer stands behind what was written. II. Complete each of the following statements according to the passage. 1. clarity. 2. upper right hand 3. your name 4. left—aligned 5. proofread, proofread, and proofread

  15. Exercise Project I Inquiry and OfferTask One Contacting business partners III. Fill in the blanks with the proper words and expressions given, changing the form if necessary. 1. Golf has gained among the wealthy in my country. 2. My idea is that we shall his suggestion. 3. The salesman us to buy his product. 4. We were invited to a luncheon. 5. of diction is vital for a public speaker 6. Most presidents in this country are rulers. 7. He was the of that honor. 8. Always completed letters very carefully. Consult dictionary when necessary or in doubt. 9. Please fax me the for the new catalogue. 10. On this page, explain your site’s purpose, content, and ___________. arbitrary clarity formal document recipient persuade act on layout popularity proofread

  16. Exercise Project I Inquiry and OfferTask One Contacting business partners Keys: 1. popularity . 2. act on 3. persuaded 4. formal 5. Clarity 6. arbitrary 7. recipient . 8. proofread 9. document 10.layout

  17. Exercise Project I Inquiry and OfferTask One Contacting business partners IV. Translate the following sentences into English. 1. 验货时要仔细，以免有数量短缺或质量问题。（in case） Be careful when examining the goods in case there are quality problems or quantity shortage. 2. 我们应当按照主管的建议做全面的市场调查。(act on) We should act on the chief’ suggestion to make a comprehensive market research. 3. 我们想劝他们对整个机器重新进行设计。（persuade to） We want to persuade them to redesign the whole machine.

  18. Exercise Project I Inquiry and OfferTask One Contacting business partners 4. 能否将贵公司的新产品手册寄给我们呢？( brochure ) Could you send us your new products brochure? 5. 请原谅贵公司订购的货物下周一才能准备好。（excuse) Please excuse us because the goods you ordered will not be ready until next Monday.

  19. Exercise Project I Inquiry and OfferTask One Contacting business partners V. Translate the following sentences into Chinese. 1. Knowing the rules of letter writing is, in that sense, akin to knowing the rules of web design. 2. From top to bottom, a formal letter contains the following elements. 3. An introduction that should explain who you are and why you are writing. 4. We need to study the marketing strategies of our competitor and figure out how to beat them. 5. While a friend might excuse even the worst spelling and grammar, you clients are less likely to accept that.

  20. Exercise Project I Inquiry and OfferTask One Contacting business partners Keys: 1.在这个意义上，了解写信的规则与知道网页设计规则有相似之处。 2.从头到尾，一份那个正式的信函包括如下组成部分。 3.介绍部分应但解释你是谁和你为什么写这封信。 4.我们应但学习我们竞争者的市场策略，琢磨如何打败他们。 5.虽然你的朋友会原谅你的糟糕的拼写与语法错误，但是你的客户不太可能接受那样的错误。

  21. Task Two Task Description Learning Objective Sub - task one 1. Master the commonly - used Understand and vocabulary and expression s translate t he inquiry of an inquiry letter ; letters from your 2. Learn how to translate business partner. business letters. Sub - task two 1. Master the commonly - used voca bulary and expressions Write a n offer letter of a n offer letter; to your business partner. 2. Learn how to write business letters . Project I Inquiry and OfferTask Two Making inquiry and offer

  22. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer Sub-task one Receiving an inquiry Directions: Translate the following letters of inquiry into Chinese.

  23. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer

  24. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer

  25. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offerProject I Inquiry and OfferTask Two Making inquiry and offer 收件人：王文学 发件人：Jon Davis 日期：3月25日 主题: 催化剂 尊敬的杨先生,今天我方收到贵方的促销信和产品手册。我方有兴趣大批量购买贵公司生产的催化剂。 如果贵方能够寄送样品，详细的价格表和销售条款，我方将不胜感激。我方以前从其他渠道购买催化剂产品。得知贵方能够以更加有吸引力的价格提供大批量的催化剂产品，现我方倾向从贵公司采购。此外，我方对贵公司的产品质量有信心。盼望早日回复。 诚挚的,Jon Davis 总经理 BARA ROSE 有限公司

  26. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer Related knowledge Translation skills 商务信函的翻译 商务信函在外贸往来中扮演交流协商、促进交易的角色。商务信函（business letters）是商务活动中书面交流信息的主要手段之一，是企业对外公共宣传关系中重要的手段，对于树立良好的公司形象有着极为重要的意义。 一、商务信函的特点 1.格式程式化。地址、日期、称呼及其他各部分的排列及位置有严格的规范要求。在格式上有缩行式、平头式和混合式。 2.内容比较简明。一方面直入主题，开门见山，避免寒暄的客套，就事论事；另一方面，长话短说，行文简短，避免重复。 3.语言准确，常用格式化的套语和专业词汇。商业信函对重要的信息强调完整具体，尤其是涉及双方的利益和责任的内容。注意句子语法结构、逻辑结构、谦辞，甚至是标点符号的准确性。 二、商务信函的语言特点 在语气上，要以收函人为中心，礼貌而且友好，对于令对方不悦的事情，应该婉转地表达出来，不能直接地陈述。在选词上，力求准确清楚，避免陈词、长词及词义重复。在内容表达上，要准确完整、言简意赅，能够传达足够信息且能够做到机智的表达。 三、商务信函的翻译 在翻译商务信函时，首先要注意格式的转换，其次要注意运用商业套语，最后还要注意语言的简洁、准确和专业术语的表达。译文要符合汉语习惯，要和原作同样的流利自如。同时避免死译、硬译，便于读者理解。 1.遵循“忠实，通顺”的翻译标准 2.注意信函结构程式化的翻译 英汉两种语言在信函结构程式上有一定的差别。如收（寄）信人的地址、写信时间及他们的位置都是不一样的，需要我们在翻译时做出适当的调整，以适应目的语的格式规范。例如：把英语地址由小到大的顺序译为汉语的由大到小的顺序，或者有时根据汉语的习惯把地址栏省去；把时间也由英语当中的日/月/年或月/日/年的顺序改译为汉语中的年/月/日的顺序。

  27. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer 3.运用套译的翻译方法 不论是英语还是汉语的商业信函里面都有许多套语，在翻译时套用即可。 （1）称呼语的套译 英文信函中常用的是“Dear Sir(s)/Madam/Gentlemen/Ladies”等，此处的“Dear”只是一种表示对收信人的尊称，是一种礼貌的习惯性表达方法，并不等同于汉语中的“亲爱的”，因此，根据汉语习惯我们可以套译为：“尊敬的阁下/先生/女士/夫人”，有时也可以套译为：“敬启者、谨启者、执事先生、尊鉴、台鉴”等。 （2）结尾敬语的套译 结尾敬语的表达方式有很多，例如：Yours faithfully，Faithfully yours，Yours truly，Best regards，Sincerely，Best wishes，Yours sincerely，Kind regards等等。它们可以直接套译为：“谨上、敬上、谨启、顺致敬意”等，而不能直接按照字面意思进行翻译。 （3）信函正文中一些敬辞和谦辞的套译 商务信函的一大特色就是措辞婉约、注重礼节、多用套语。英语商务信函中频繁使用 appreciate，esteem，favor，grateful，kindly，oblige，please，pleasure，Allow us...，Permit us to...，May we...等等。而汉语中常用的一些敬辞包括：“您鉴、贵方、贵国、贵公司、阁下、敬复、敬悉、惠请、惠函、惠顾、赐复、奉告、承蒙、恭候”等等；常见的一些谦辞包括：“敝人、敝公司、敝处、卑职、愚见、拙见、拙作、拜读、过奖”等等。例如： We have pleasure in acknowledging receipt of your esteemed favor of the 8th May. 敬悉贵公司5月8日来函。 Kindly provide us with all possible information on your market. 惠请告知你方市场详情。

  28. Sub-task one Project I Inquiry and OfferTask Two Making inquiry and offer Functional language 询价信的常用语 • Please quote us your best discount of your list prices for this quantity. 订购贵方这样大数量的产品，请以低于价目表内折扣报价。 • Will you please inform us of the prices at which you can supply? 请告知我们贵方能供货的价格。 • If your prices are reasonable, we may place a large order with you. 若贵方价格合理，我们可能向你们大量订货。 • If your quality is good and the price is suitable for our market， we would consider signing a long-term contract with you. 若质量好且价格适合我方市场的话，我们愿考虑与你方签署一项长期合同。 • As there is a growing demand for this article, we have to ask you for a special discount. 鉴于我方市场对此货的需求日增，务请你们考虑给予特别折扣。 • We would like to place an order with you for 5,000 color TV sets. 我们想向你们订购5，000台彩电。 • Please quote us your lowest price for fertilizers. 请向我方报化肥最低价。

  29. Sub-task two Project I Inquiry and OfferTask Two Making inquiry and offer Sub-task two: Making an offer Directions: Suppose you are a manager of Delta Electronics. Write a letter of offer to ABC Electronic Power Company who asked for information about PLC. The following Chinese information may be of any help. 很荣幸收到贵公司的询价函，首先对您希望购买我方产品表示感谢。 根据您的要求现将一份配有插图的商品目录和一份报价单寄往您 处，所报的价格是经过全面考虑仔细核算的，是符合目前市场水平 的参考。假如定购数量超过1000个，可给予5%的折扣。上述报价以 我们最后确认为准。我方报盘有效期为三天。望早日听到您的答复。 刘哲谨上 2012年1月18日

  30. Sub-task two Project I Inquiry and OfferTask Two Making inquiry and offer ABC Electronic Power Company Jan 19, 2012 Dear Mr. Zhang, It is our honor to receive your inquiry. First, thank you for your planning to purchase our products. As requested, we send you our illustrated catalog and price list. The prices quoted are fully consider the carefully calculated. It is in line with current market price. We will offer you a discount of 5% on all orders exceeding 1,000 sets. The above quotation is subject to our final confirmation. Our offer is firm for three days. Looking forward to your early reply. Yours faithfully, Liu zhe Manger Delta Electronics

  31. Sub-task two Project I Inquiry and OfferTask Two Making inquiry and offer Related knowledge Functional language 一、报价信的常用语 • In response (reply) to your inquiry of June 23, we have sent today our price list. 我方今天已将本公司产品价目表寄上，以答复贵公司3月23日的询问函。 • Referring to your inquiry of November 20, we have quoted as below. 贵公司11月20日询问函收到，兹报价如下。 • This range is on a special introductory offer, the terms of which are set out at the end of the brochure. 这套产品均按新产品优惠价报价，优惠条件在小册子末尾。 • As requested, we enclose our illustrated catalog and price list and trust that you will find it of much interest. 依照贵方要求，现随函附上配有插图的产品目录和价目单各一份，相信您会很感兴趣。 • We are prepared to offer you a special trade discount of 20% on all orders exceeding $100,000 received before the end of this year. 如果在本年底前接到贵方定单，且金额超过美金100，000元时，本公司将给予20%特别优待。 • The above quotation is subject to our final confirmation. 上述报价以我方最后确认为准。 • Our offer is firm/valid/good/open for five days. 我方报盘有效期为五天。 • With reference to your letter of …, inquiring for …, we enclose our Quotation No. …for your consideration and trust you will find our prices acceptable. 关于你…来函询购…，兹附去第…号报价单供您参考，相信您会认为我们的价格是可以接受的。

  32. Sub-task two Project I Inquiry and OfferTask Two Making inquiry and offer 二、报价信例文

  33. Sub-task two Project I Inquiry and OfferTask Two Making inquiry and offer

  34. Project I Inquiry and OfferTask Three Talking about the goods

  35. Project I Inquiry and OfferTask Three Talking about the goods Sample Dialogues Dialogue 1 Make a call for inquiry John： Is that Mr. Zhang? I am John from Sick Corporation. We met at the fair two weeks ago. Zhang： Hello, John. What can I do for you? John： I want to know, if we can place an order recently, when the delivery can be arranged at the soonest. Zhang： It should be in August if your order is not excessively large. John： As to the price list you gave me on the fair, can the price be lower? Zhang： If you tell me the exact quantity of the order, I will give you a new offer. John： Thanks. I am preparing the order. Zhang： We are looking forward to it. Thank you for your inquiry. 声音

  36. Project I Inquiry and OfferTask Three Talking about the goods Dialogue 2 Talk about the price in the offer Joe： Mr. Liang, thank you for your offer. I have studied your offer carefully. Through comparison, I find that your price is much higher than those offered by your peers. Liang Tian：You know our products are of higher quality. Joe： I agree with that. But anyway, 1 percent is unacceptable for us. Liang Tian：We can give you a 1.5 percent discount if you can adjust your order up to 5000 pieces. Joe： I believe 5 percent off will make your products more competitive. Liang Tian：I am sorry. Considering you are a new consumer, a 2percent cut is really the best we can do. Joe： Well, how long will this offer be available? Liang Tian：Within 10 days. Joe： OK. I will discuss with our head office and let you know the answer as soon as possible. 声音

  37. Project I Inquiry and OfferTask Three Talking about the goods Role-play Read the following dialogues and act them out. 1 Chen： Here is our latest catalogue. The catalogue lists all the commodities we export. Cooper：Thank you, Mr. Chen. Please offer your lowest prices for these commodities. Chen： All right. Here is our price list. Cooper：How long do you usually effect delivery? Chen： We usually effect delivery within two weeks after receipt of your order. Cooper：Very good. I will consider it. 声音

  38. Project I Inquiry and OfferTask Three Talking about the goods 2 Norman：I think you may be interested in our new product. Feng： Yes, I’m very much interested. Please quote ten tons of steels CIF New York, including 5% commission. Norman：All right. Here is our quotation. It holds good for ten days. We expect an order from you soon. Feng： I must contact my clients first. I will telex you the results next Monday. Norman：The market for this product is on the rising trend. Please your order as soon as possible. Feng： I see, Mr. Norman. 声音

  39. Project I Inquiry and OfferTask Three Talking about the goods Related knowledge Business procedure 贸易的简要步骤 1.询盘(Inquiry)：也称询价，是指交易的一方为购买或出售某种商品，向对方口头或书面发出的探询交易条件的过程。其内容可繁可简，可只询问价格，也可询问其他有关的交易条件。询盘对买卖双方均无约束力，接受询盘的一方可给予答复，亦可不做回答。但作为交易磋商的起点，商业习惯上，收到询盘的一方应迅速作出答复。 2.报盘(Offer)：也称报价，是卖方主动向买方提供商品信息，或者是对询盘的答复，是卖方根据买方的来信，向买方报盘，其内容可包括商品名称、规格、数量、包装条件、价格、付款方式和交货期限等。 3.还盘（Counter offer）：受盘人不同意发盘中的交易条件而提出修改或变更的意见，具体而言就是接到对方报盘后，就商品价格，运输方式等其他信息进行商讨。 4.接受(Acceptance)：讨价还价之后，买卖双方达成一致意见，准备签合同的过程。 5.签订合同（Signing the contract）：买卖双方就所有相关条款达成一致意见后，签订具有法律效力的买卖合同。

  40. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods Listening Comprehension • Exercise 1 • Listen to the following dialogues and choose the correct answer for each question. • A) Digital camera. B) Hand bag. C) CD. D) Camera. • A) Check their computer files. B) Study a computer program. • C) Make some computations. D) Assemble a computer. • 3. A) She will meet the man halfway. B) She will ask David to talk less. • C) She is sorry the man will not come. D) She has to invite David to the party. • 4. A) Insert her banking card. B) Enter the pin code. • C) Change the pin code. D) Draw some money. • 5. A) It is going to be held tomorrow. B) There will be a final check-up of it. • C) It is going to be fine tomorrow. D) The cerebration is going on now.

  41. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods Exercise 2 Listen to the following short conversations and choose the correct answer for each question. Conversation 1 1. A) Fashion designer. B) Architect. C) City planner. D) Engineer. 2. A) Do some volunteer work. B) Work flexible hours. C) Get a well-paid part-time job. D) Go back to her previous post. 3. A) Few baby-sitters can be considered trustworthy. B) It will add to the family’s financial burden. C) A baby-sitter is no replacement for a mother. D) The children won’t get along with a baby-sitter.

  42. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods Conversation 2 4. A) One near a park. B) A larger one. C) A cheaper one. D) One with a good view 5. A) The size. B) The furniture. C) The location. D) The rent.

  43. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods Exercise 3 Listen to the passage and answer the following questions by filling in the blanks. 1 Why did Tina come? To look for _____________. 2. What did she do? She filled out___________. 3. What was the problem with Tina? She had little__________________. 4. What job did she get at a supermarket?A job as a ______________. 5. How did she feel about her new job later? She felt it was very___________________.

  44. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods

  45. Listening Comprehension Project I Inquiry and OfferTask Three Talking about the goods Keys: Exercise 1 A D D D A Exercise 2 A A C B D Exercise 3 • a new job 2. a form 3. experience 4. saleswoman 5. boring Exercise 4 1. mixers 2. 62.5 3. carton 4. 7 days 5. 30 days

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