Business English Correspondence

1. Li Huinan School of Management CCUT Business English Correspondence 1

2. Unit 1 Basic Knowledge of Business Letter Writing（商务书信写作基本知识） 2

3. I. Form and Structure of Business Letters • 1. Form • (1) Full Block Form • (2) Modified Block Form with Indented Style • (3) Modified Block Form • (4) Simplified Form 3

4. 2. Structure (1) Parts of the Business Letter • a. letterhead • b. reference and date • c. inside name and address • d. attention line (attention) • e. salutation • f. subject line • g. body • h. complimentary close • i. signature • j. enclosure Encl. • k. carbon copy notation C.C. • l. postscript P.S. 4

5. 对个人的尊称（头衔跟在姓名后面）(inside name and address) • Mr. 先生 • Mrs.　　　夫人 • Miss　　　小姐 • Ms.　　　 女士（不清楚是否结婚） • Sir　　　　先生（不知道姓名） • e. g. Mr. C.C. Eckersley, Director 5

6. Messrs Messieurs pl. of monsieur • Messrs. 合伙商号的名称里有人名时用 • e. g. Messrs. Macdonald & Evans • 当商号里不含人名，或者已经具有尊称，或者有定冠词“the”时不能用Messrs. • e. g. Utility Furniture Co. • Sir William Dobson & Sons • The Grayson Electrical Co. 6

7. 称呼(salutation) • Dear Sir Dear Madam • Dear sirs Dear Mesdames • Gentlemen 7

8. Unit 2 Establishing Business Relations & Inquiring Credit Reference（建立贸易关系及信用调查） 8

9. A businessman can secure all the necessary information about a new market and a new customer by the following means: (1)the advertisement in newspapers, from broadcast, TV, and through internet (2) the introduction from his business connections. (3) the introduction from his subsidiaries or branches, agents abroad (4) the market investigations (5) attendance at the export commodities fairs (6) visit abroad by trade delegations and groups (7) self-introductions or enquiries received from the merchants abroad (8) the banks (9) the commercial counsellor’s office (10) the chambers of commerce both at home and abroad 9

10. The writer usually informs his addressee of the following: (1)the source of his information (2) his intention (3) the business scope of his firm (4) the reference as to his firm’s financial position and integrity (5) his expectation of cooperation and a early reply 10

11. I. Letters for Establishing Business Relations（建立贸易关系的常用书信） 11

12. Expanded Words • commercial counsellor 商务参赞 • commercial counsellor’s office 商务参赞处 • commercial attache 商务专员 • commercial articles 商业新闻 • commercial department 商业部门 • embassy 大使馆 • ambassador 大使，使节 12

13. dealer n. 商人 • retail dealer (retailer) 零售商 • wholesale dealer 批发商 • light industrial product 轻工业产品 • deal n. v. 贸易、成交、经营 • deal with (handle, deal in, trade in, be in the line) 经营，处理 • make (do) a deal with 与……做贸易

14. compete v. 竞争 competitive adj. 有竞争力的 • compete with (against) sb. in sth • 在……方面与某人竞争 • compete with (against) sb. for sth • 为……事情与某人竞争 • standing n. 资信情况、信誉 adj. 固定的、永久的 • As to one’s (credit, financial) standing 关于……资信情况 • standing orders 长期定单 • standing director 常务董事

15. enclose v. 封入 • the enclosed (enclosure, Encl. Enc.) 附件 • latest catalogue 最新目录 • price list 价格单 • sample book 样本书 • quotation 报价、行情 quote from 引用 • quotation table (list) 价目表 • market quotation 市场行情 15

16. specialize in 专门（从事），专门（经营） • enjoy great popularity 享有盛誉 • are most popular with our customers. • have commanded a good market. • are selling fast. • enjoy fast sales. • are universally acknowledged. • unanimously acclaimed by our customers. The goods 16

17. 畅销品： • ready seller, quick seller, quick-selling product • contact v. 联系，交往， 多用于主动语态 • e.g. For further details, please contact our local office. • approach v. 与……接洽，联系，多用于被动语态 • e.g. We have been approached by several buyers for the supply of walnuts.

18. fall within • be within • lie within • come under • 属于我们的经营范围 the scope of our business activities 18

19. appreciate v. 感谢，感激（＋动名词）；理解，体会（＋名词） • acquaint vt. 使认识，使了解 • acquaint sb. with (of, that) • e.g. In order to acquaint you with our products, we airmailed you two samples this morning.

20. leading importer 主要进口商 • leading market　主要市场 • leading stock　主要股份 • be in the market for 想要购买 • refer to sb. for sth. 向某人打听（查询）某事。 20

21. chamber of commerce 商会 • manufacturer n.　制造商，厂商 • manufacture v. n. 制造（品），制造业 　 • manufactured article　人工制品 • manufactured products　工业产品 • of Chinese (home, foreign) manufacture　中国（本国，外国）制造的 • Chinese manufactures=Chinese makes　中国制品 • silk manufactures 　丝制品 • the textile manufacture　纺织品 • manufactory n.　制造厂，工厂 • a hardware manufactory 　五金工厂 • service after selling 　售后服务

22. II. Some useful sentences on establishing business relations（有关建立贸易关系的常语句） 22

23. (1)关于寄信人获得收信人情况的渠道的 表达方式： a, We have obtained your name and address from … b, Your firm has been recommended to us by… C, Through the courtesy of…, we come to know your name and address. d, We own your name and address to … e, We are indebted to …for your name and address. f, Your name and address has been given to us by… g, We are given to understand that… h, On the recommendation of …,we have learned with pleasure the name and address of your firm. 23

24. (2)关于介绍寄信人公司业务范围的 表达方式有： a, Our company deals with ( handles, deals in, trade in, is in the line of ) the import and export of… b, We specialize in the exportation of… c, We are one of the largest…importers in our country and have handled with various kinds of the products for about…years. 24

25. （3）有关寄信人资信情况的表达方式有： a, Our bankers are the Bank of … they can provide you information about our business and finances. b, For our credit standing, please refer to the following bank… c, As to our standing, we are permitted to mention the bank of…, as a reference. 25

26. （4）结尾的表达方式 • 1. We are looking forward to your early reply. • 2. Your immediate reply would be highly appreciated. • 3. Your favorable reply will be highly appreciated. • 4. We hope you will give us an early reply. • 5. We are looking forward to your favorable and prompt reply. 26

27. Unit 3 Inquiries and Replies • （询价及回复） 27

28. Inquiry (Enquiry) letters should be written concisely and clearly, are generally involved in the establishing business relation letters. The correspondent reply should be prompt and courteous and cover all the information asked for. 28

29. Generally ,the special commodity name is not pointed out , a catalogue, price list a sample or sample book are involved. a general inquiry Inquiry Generally ,the special commodity name is pointed out , a catalogue, price list a sample, sample book are involved, or an offer is asked for. a special inquiry 29

30. Expanded words • discount: 折扣，折价，贴现 • allow • give • make • grant • at a discount 低于正常价格，打折扣 (a + adj)/…% discount sb …% discount 30

31. catalogue 目录 • illustrated catalogue 附有插图的目录 • price list 价格表（单） • sample 样品 • sample book 样品书 • inquiry note 询价单 31

32. 有关信用证的常用词组 • confirmed L/C 保兑信用证 • irrevocable L/C 不可撤消信用证 • documentary L/C 跟单信用证 • transferable and divisible L/C 可转让，可分割信用证 • revolving L/C 循环信用证 • back to back L/C 背对背信用证 • reciprocal L/C 对开信用证 • sight L/C = L/C available by sight draft = L/C payable against draft at sight 即期信用证 • usance/time/term L/C at 30 days after sight 见票后30天议付的信用证 32

33. quote: v 报价 quotation: 报价，行情 • quote sb a price for sth • quote sb for sth • quote sb a price 33

34. commission：n 佣金，委托，委任，代办，代理 • commission agent 代理商，佣金商 • be inclusive of one’s …% commission= • include one’s …% commission • a commission of …% • all commissions 一切佣金，各项佣金 34

35. order: n 订单 place make send a (large) order for/on/of sth a (large) order with sb 35

36. 不胜感激，非常感谢的表达方法 • 形容价格的词 • attractive/reasonable/competitive pleased appreciated obliged be highly that/sth 36

37. delivery time/date=date/time of delivery • 交货期 • shipment time/date=date/time of shipment • 装运期 37

38. Several parts of inquiry letter • I. Expressing how do you know your addressee’s information/referring the former letter. • II. Pointing out all information you asked for. • III. Expressing your expectation. 38

39. Several parts of inquiry letter rely • I. Referring to the previous letter. • II. Replying to all information your addressee asked for. • III. Thanks for the inquiry and express your expectation. 39

40. Unit 4Quotations, Firm Offers &Counter Offers （报价，报盘及还盘） 40

41. A quotation (a non-firm offer without engagement) is a promise to supply goods on the terms stated, which is not legally binding as a firm offer. In some extent, a quotation equals to a replying of inquiry. A firm offer is within engagement. 41

42. A offer includes the following: • I. an expression of thanks for the inquiry, if any; • II. name of commodities, quality, quantity, and specifications; • III. details of prices, terms of payment, commissions, or discount, if any; • IV. packing and date of shipment; • V. the validity of the offer. 42

43. Counter-offer is generally made by a buyer to show his disagreement to the certain terms on previous offer. The original offerer becomes the offeree and he has the full right of acceptance or refusal and he may make another counter-offer. This process can go on for many a round till business is finalized or canceled.

44. Several parts of Counter-offer letter • I. an expression of thanks for the offer; • II. the trade terms you did not accept; • III. the rejection reasons; • IV. your proposal; • V. your expectation of cooperation and a early reply. 44

45. Expresses of the validity of offer • 1. We are giving you an offer subject to your reply here by 5 p.m. our time, Tuesday, August 5. • 2. We are making you an offer provided your reply reaches us with 7 days from today. • 3. The offer is subject to your reply here on or before 25th August. • 4. The offer is open till… • 5. We will withdraw the offer if we would not hear from you till….

46. Expend words • anticipate + n/ that/n 可喜的事情 • expect + to do/that/n 客观的事情 • the captioned goods • the subject goods • the subject article • the said goods 标题项下的货物， 上面提到的货物 the goods (article) mentioned in the subject line 46

47. 形容价格高(high)，低(low) • on the high side 价格偏高 • a bit high 有点高 • too high 太高 • rather stiff 相当高 • excessive 过高 • prohibitive 望而却步的 • prohibitive custom tariff 禁止性关税 47

48. out of line with the market 与市价不一致 • unreasonable 不合理 • unworkable 不可行 • impracticable行不通 • infeasible行不通 • unrealistic不现实

49. joint venture company/corporation • 合资企业 • cooperative venture/enterprise • Contractual joint venture • 合营企业 • wholly foreign venture/enterprise • 独资企业 49

50. registered adj 注册的，登记的，挂号的 • registered capital 注册资本 • registered trademark 注册商标 • registered stock 记名股票 • registered check 记名支票 • registered security 记名证券 • registered bonds 记名债券 50