国际商务函电：Chapter 1
unit1函电
Part II Parts of Business Letters
3. Subject （主题） 主题的意义就在于使收信人一目了然明白信件的内容，可以使主题字母全部大写或 加下划线，也可用以下几个词，如： Subject: ORDER NO12; Re: : ORDER NO12; 4. Enclosure （附件） 附件指随信附寄了文件或物品, 可写为: Enclosed is my resume. ; Enclosure: A Resume ; Enc. : A Resume. 如附寄多个文件，则须加上编码, 如Enclosure3 ; Enc. 3 ; Encl. 3 1. A Resume 2. A Picture 3. A Letter of Reference
Contents
I Lead-in II Parts of Business Letters III Layouts of Business Letters
IV Writing Principles of Business Letters
V Envelope Addressing & Email Addressing VI Business Link VII More to Practice
Part II Parts of Business Letters
II. Seven Optional Parts (七个次要部分) 次要部分，又称为可选择部分或辅助性部分。因此，写信人可根据自身的需要， 有针对性地选择若干个次要部分添加在信函中，目的是使该商务信函更加具体、清 晰。这七个次要部分如下： 1. The Reference Number （编号） 编号一般可位于信头下面空一行处。形式可如下: Our ref. 123 Your ref. 45 目的是使写信人和收信人都快速地联想起前几次相关函电。 2. The Attention Line（注意项） 注意项是提醒该信函应提交给某特定的人或该公司某部门。形式可如下: For the attention of Mr. Joe Brown Attention : Mr. Joe Brown Attention : Mr. Joe Brown
国际商务函电教案
Unit 1 Basic Knowledge of Business Letter Writing第1单元商务书信写作的基础知识●Purpose：让学生掌握商务英语书信的格式及构成。
●Outline:ⅠForm and Structure of Business letter 商务书信的格式及构成ⅡThe ways of writing parts 各部分的写作要领Ⅲaddressing envelopes 信封的写法ⅣWriting Principles of the Business letter 写信的原则●Main Points1、 Form and Structure of Business letter2、英美书信的不同写法●Methods●Time Allotment●CourseⅠForm and Structure of Business letter 商务书信的格式及构成Form格式：（1）、Full Block Form齐头式（2）、Modified Block Form with Indented Style混合式（3）、Modified Block Form 改良式（4）、Simplified form 简化式Structure构成：a、 Letterhead 信头b、 Reference and date 编号和日期c、 Inside name and address 封内地址d、 Attention line 注意事项e、 salutation称呼f、Subject line 事由g、 Body 信文h、 Complimentary Close 结尾礼词i、Signature 签署j、Enclosure 附件k、 Carbon copy notation 抄送L、Postscripts 附言ⅡThe ways of writing parts 各部分的写作要领Ⅲaddressing envelopes 信封的写法ⅣWriting Principles of the Business letter 写信的原则Ⅴ英美书信的不同写法（1）、英式的书信格式是缩行式或混合式,而美式则是绝对平头式或改良平头。
国际商务函电第一章Unit01 Introduction to Business Letters
Criteria for Business Letters
F. CONCRETENESS Our writing should be vivid, specific and definite.
Unit One Introduction to Business Letters (商务信函概论)
The General Procedures for Business Letter Writing:
e.g. We have received with many thanks your letter of 20 May, and we take the pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it.
Unit One Introduction to Business Letters (商务信函概论)
Example of the Formats of a Letterhead:
EASTERN TEXTILES IMP. & EXP. CO.,LTD. 34297 Shangcheng Road, Shanghai, China Tel: 6606811 Fax: 6507631 E-mail: bcxbcx@
Unit One Introduction to Business Letters (商务信函概论)
何 昌 个人邮箱：hechang171@ 教学邮箱： hechangjx@(3816875)
Unit One Introduction to Business Letters (商务信函概论)
商务英语函电1PPT课件
6
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Essentials of Business Letter-writing
7 c's principles
--Clarity (use simple, plain language, avoid wordy expressions which are likely to create misunderstanding)
International Business Communication
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1
Session One Course Introduction &Unit One
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2
Course Introduction
International Business Communication is a course to help you get familiar with The layout(格式） Special terms and expressions(主要内容） Certain writing techniques used in different steps of international trade.(写作 技巧） ---Unlike other theory-oriented courses, this one focuses mainly on practice.
22
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4 The Salutation
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• Messrs is not used in the following cases: • --When an individual is addressed: • The Chief Accountant • Edvard Collins& Co. Ltd. • --When the company name is impersonal: • Cabinet Industrial Co. • --When a coutesy title is already included: • Dr. H. Willis& Co.Ltd. • --When the title begins with "the" • The Robinson Furniture Co.
国际商务英语函电(第二版)翻译
Fuzhou,China
H.GWilkinsonCompanyLimited
245LombartStreet,
Lagos,Nigeria
(Registered)
ChapterII
EstablishingBusinessRelations
LessonOne
Self-Introduction
5.WeareoneoftheleadingexportersofChineseindustrialproductsandaredesirousofenteringintobusinessrelationsyou.
6.Wewillletyouknowuponreceiptofnewsupplies.
这是一个定语从句，介词加关系代词,介词放前。
similar:throughwhomweunderstandthatyouarewellexperiencedintheexportofengineeringequipmentwithservice.
Wegettoknowyourcorp.fromyourCCPITwithwhichwehavebeeningood
二.商业英语书信的格式
1.缩行式（IndentedStyle）
缩行式信函的特点：
1）信头和封内地址每逢换行时，下一行要比上一行往右缩进2－3个字母的位置；
2）日期放在信纸的右上端，签名放在中间偏右下方；
3）每一段的第一行都从左边空白边缘往右缩进3－5个字母的位置；
4）段落之间要空1－2行。
2.齐头式或平头式（BlockStyle）
Welookforwardtoyourcompliance.希望得到你方的同意。
国际商务函电课后习题答案
CHAPTER ONE ESTABLISHING BUSINESS RELATIONSIII. Translate the following sentences into English.1. Our company has various kinds of Men’s Shirts for export.2. We are one of the largest exporters of Leather Goods in this area.3. As requested, we are sending you under separate cover the latest catalogue for your reference.4. We shall be glad to establish business relations with you if you are interested in Sweaters.5. Having obtained your name and address from Tokyo ABC Company , we are writing you in the hope of establishing business relations with you.V. Write a letter of establishing business relations according to the following situation.Dear Sirs,We obtain you name and address from the internet, and we are writing you in the hope of establishing direct business relations with you.We’re one of the importers of Beddings with years’ of experience in this line. At present, we’ll be pleased to get the samples for your bed-sheets.Thank you for your cooperation.Yours sincerely,Lesson TwoIV. Translate the following letter into English.Dear Sirs,Your company has been introduced to us by FMC Company, Sydney, Australia,who has informed us that you are interested in the electric goods . As we have been in this line for years, we are writing you in the hope of establishing business relations with you.In order to give you a rough idea of our products available for export at present, we are sending you under separate cover the latest catalogues.Looking forward to your early reply.Yours faithfully,V. Write a letter according to the following situation.Dear Sirs,We learn from the internet that you are in urgent need of a large quantity of Children’s Sport Shoes. We’re writing you in the hope of entering into long-term business relations with you.We have been handling the export of various kinds of textiles and shoes for many years, and our products are very popular in the American and European markets for their good quality and reasonable prices. We also have kept close connections with the local shoe manufacturers, and can ensure the steady source and quality.In order to give you a rough idea of our products, we are sending you our latest catalogues and price lists for Children’s Sport Shoes for your reference.If you are interrested in any of the items, please let us know. We await your early reply.Yours faithfully,Lesson ThreeIII. Tranlate the following sentences into English.1. We are desirous of entering into direct business relations with you.2. We are in a position to supply you with various kinds of canned food at the best prices.3. Please supply us with the detailed information regarding these goods.4. We are in a position to supply you with a large quantity of Color TVs at competitive prices.5. We hope to meet your requirements.IV. Write letters in proper forms according to the following particulars.A:Messrs. Anderson & Co.17 Mayfield Road, Copenhagen, DenmarkDecember 12Tianhong International Trading Company LimitedRm.1202 Yinze Manson, Huangpu Road, Guangzhou, ChinaDear Sirs,Having obtained your name and address from the Internet, we hope to establish business relations with you.We mainly handle the import of various kinds of Children’s Toys and also keep close connection s with the local retailers.Please send us your catalogues and price lists for our reference.If the products are good in quality and reasonable in price, you will receive our specific enquiries. Yours faithfully,B:Tianhong International Trading Company LimitedRm.1202 Yinze Manson, Huangpu Road, Guangzhou, ChinaDecember 15Messrs. Anderson & Co.17 Mayfield Road, Copenhagen, DenmarkDear Sirs,We thank you for your letter of Dec.12 and are pleased to enter into business relations with you. As requested, we have already sent our latest catalogues and price lists.We await your specific enquiries at an early date.Yours faithfully,CHAPTER TWO ENQUIRIESIV. Translate the following letter into English.Dear Sirs,We owe your name and address to the internet.We are interested to buy 500 pcs of Men’s Shirts Art. No. CTDSQ396007S. In order to acquaint us with the quality and prices of your products, please send us the detailed information regarding your shirts, including colors and prices and supply sampl es for Men’s shirts of different colors.If the prices and quality are attractive, we intend to place a large order with you.Look forward to your early reply.Yours faithfully,V. Write a reply to the following fax.From: Andrew HeTo: Tom BraySubject: Hand-made BagsDate: June 9Dear Mr. Bray,Thank you for your fax and we’re pleased to note that you’re interested in our hand-made bags. As requested, we are sending you our catalouges and sample books together with our lowest price lists under separate cover for your reference.As this is our best quotation CIF London , we recommend you to act quickly.Await your early reply.B/RGDS,Andrew HeLesson FiveIV. Write a letter with the following particulars.Dear Sirs,We are interested to buy the Flower Brand Garden Benches showed at Canton Fair and shall appreciate it if you can give us your best quotation CIF Chicago.In order to acquaint us with the material and workmanship of your products, please send us the covering catalogues.If he prices are reasonable, we intend to place a large order with you.Yours faithfully,V. Write a reply to the following fax.To: Max BrownFrm: Gary WangDate: May 30Subject: Leather GoodsThank you for your fax. As requested, we’re sending you separately our catalogues, price lists and sample books. As to the terms of payment, it is our custom to trade on L/C basis.Looking forward to your order.Best Regards,Gary WangLesson SixIV. Write a reply to the following e-mail.Dear Mr. Yu,Thank you for your enquiry of January 9 for our knitted garments. As requested, we are sending you our catalogues and price lists under separate cover for your reference. I’m sure you will be satisfied with the excellent quality of our products.As you know, our prices are very competitive and we look forward to receiving your trial order. Yours faithfully,CHAPTER THREE OFFERSLesson SevenIV. Translate the following letter into English.Dear Sir or Madam,Thank you for your letter of August 29.In reply, we make you an offer for 1000 pieces of MP3 Players Art. NO. 312 at USD 33.5/pc CIF Hongkong for shipment in November ,2005 by confirmed, irrevocable L/C at sight.At present, there is a growing demand for MP3 Players, we recommend you to accept our offer asap.We look forward to your early reply.Yours faithfully,V. Write a letter according to the given situation.Dear Sirs,We are glad to learn from your letter that our toy cars are of special interest to you and quoting you as follows:Commodity: Toy CarsQuantity: 500 dzUnit Price: At USD15/dz CIF VancouverPayment: By irrevocable L/CPacking: In cartonsShipment: In June 2005Validity: For 5 daysAs our offer is very competitive, we suggest you accept it asap.Yours faithfully,Lesson EightII. Translate the following sentences into English.1. We make you an offer for 500 tons of groundnuts at USD 1000 per ton CIF Rotterdam for shipment in May.2. In view of your friendly relations, we make you the best qurotation CIF New York.3. To comply with your request, we have sent you our latest catalogues by airmail.4. This is our latest price list, you will find our price competitive.5. This offer is valid for 3 days.V. Compose a letter on the given hints.Dear Sirs,Thank you for your enquiry.As requested, we make you an offer for 500 sets of Air Conditioners at USD 250/set CIFC5 EMP for shipment in October by an irrevocable L/C at sight.This offer remains firm till the end of this month.Look forward to your favourable reply.Yours Sincerely,Lesson NineII. Translate the following sentences into English.1. We are pleased to enclose the Proforma Invoice covering 1000 dozen Men’s Shirts in triplicate.2. We are disappointed to find the quality of your products unsatisfactory.3. Once we obtain the import license, we will open the L/C at sight in your favor immediately.4. We are ready to give you an offer ,which remains firm for a week.5. We will place a trial order with you if you can give us a 5% commission.III. Translate the following letter into English.Dear Sir/Madam,As requested in your letter of October 8, we enclose our Proforma Invoice in triplicate.For your information, our offer usually remains valid for a week. As our products are famous for their superior quality and fine workmanship, and to help you take advantage of the coming season soon, we suggest you place an order without any delay.Your early reply will be much appreciated.Yours faithfully,IV. Fill in the blanks with proper words.letter/enquiry, sending, list, interest, information/help, contact/informV. Write a reply according to the given hints.Dear Sirs,Thank you for your enquiry for our Free Baby Brand Children’s Bicycles. To comply with your request, we are offering you 1000 sets of Children’s Bicycles Art.No. DA355 as follows , subje t to your reply receipt by us within 7 days.Commodity: Free Baby Brand Children’s BikesArt. No. : DA355Quantity: 1000 setsUnit Price: At GBP35/set CIF LondonShipment: During August/SeptemberPayment: By irrevocable L/C at sightPacking : In cartonsWe trust the above will be acceptable to you and hope to receive your order soon.Yours faithfully,CHAPTER FOUR COUNTER OFFERSLesson TenIV. Tranlate the following letter into English.Dear Sir or Madam,Thank you for your offer of March 17 and the sample books of carpets you kindly sent us.Much as we’re desirous of doing business with you, we regret to say that your price is too high. In order to close the deal with you asap, we suggest that you reduce the price by 10%.We look forward to your confirmation.Yours faithfully,Lesson ElevenII. Translate the following sentences into English.1. We regret that we don’t allow any discount.2. We are taking measures to push the sales of your products.3. Due to the increasing price of crude oil, our cost of raw materials has also gone up greatly.4. This is our rock -bottom price and we can’t enter any form of counter-offer.5. If you could reduce the price by 5% ,we are willing to increase the quantity of our order to 100 metric tonsV. Translate the following letter into English.Dear Sirs,We have received your letter of November 7.We regret to say that you find our quotation much too high. Although we really appreciate your order, we must point out that the offer in the price list is our bottom line.However, if you may increase your order to 200 000 pcs ,we could agree to cut the price by 6% as you required. The offer is subject to our final confirmation.Yours faithfully,Lesson TwelveII. Translate the following sentences into English.1. We w on’t place orders with you unless you can reduce your prices substantially.2. As the market is declning , we recommend you to accept our counter-offer immediately.3. We regret to say that there is no room for price reduction.4. The demand exceeds supply in the international market.5. We have given serious consideration to your counter-offer .IV. Compose a letter on the given hints.Dear Sirs,Thank you for your letter of Feb.12.Although we are desirous of developing trade with you ,we very much regre t that we can’t accept your counter –offer . The best we can do is to reduce the price by 2%.We trust that if you give consideration to the quality of our products , you will find our offer very favourable.As the stock is running low, we hope you will make a decision asap.Yours faithfully,V.ATTN: MAYFROM: KOTODA TE: JUNE11RE: LADIES’ HANDBAGS ART.NO.134Thank you for your offer for the captioned goods.In reply, we are regretful to inform you that our buyers here find your price rather on the high side. In view of our long-term business relations and our confidence in the quality of your products, we would recommend that you reduce your price by 5%.Your immeidate reply will be appreciated.B/RGDSKOTOCHAPTER FIVE ORDERS & CONCLUSION OF BUSINESSLesson ThirteenIII. Translate the following sentences into English:1. Enclosed please find S/C No. 348 in duplicate. Please countersign and return one copy for our file.2. We are pleased to book your order for 1000 pieces of bamboo wares.3. We are pleased to book an order with you for 400 m/t of captioned goods.4. We find your sample satisfactory and intend to order 1000 sets at your price.5. Please be assured that we will make delivery upon receipt of your L/C.IV. Translate the following letter into English.Dear sirs,Regarding the 300 sets sports wear, we have received your S/C No. 835. We are returning one copy for your file.The relative L/C was opened through HSBC today and will reach you in a few days.We hope you will execute the order within the stipulated time.Yours faithfully,Lesson FourteenIII. Translate the following sentences into English.1. We confirm having sold to you 1000 pcs of suitcases at HK$325/pc for Oct. shipment.2. We are regretful that Art. No. AB102 is out of stock, we can’t confirm this order.3. We’d like to direct your attention to that fact that the quality of our goods is superior to that of Japanese makes.4. The contract stipulates that L/C should reach Seller 30 days before the date of shipment.5. In order to avoid subsequent amendments, please see to it that the stipulations in the L/C fully conform to that in the contract.IV. Translate the following letter into Chinese.敬启者：欣悉你方决定按照我们的报盘购买1000公吨铜。
国际商务函电第一章：Basic Konwledge of Business Letter Writing
(7) Courtesy 礼貌
• The following guidelines can help us： – Avoid irritating, offensive or belittling statements; – Answer letters promptly; – With diplomacy and tact discrepancy can be overcome and settled without ill-will on either side; – You must also adopt the right tone.
1.Functions of Business Letters
• Business letters are one of the best ways to ensure that your message is accurately received. • Business letters also serve as a part of a company’s permanent record. • Letters also function as written contracts, fully recognized by the courts. • Letters can help to build goodwill between you and your clients, creditors, suppliers, and other public groups.
国际商务函电第一章
find a copy of the brochure requested.
Thank you for your fax of …. I’m enclosing the brochure you asked for.
4.Conciseness 简洁明了
------Say what you have to say in the fewest possible words without losing clarity and courtesy. Omit trite expressions Avoid unnecessary repetition and wordy statement Include only relevant facts courtesy Organize effectively
II. Arrangement of the subject
The layout of business letters Establishment of business relations and credit status enquiries Enquiry and offer Counter-offer Order placing and replies Terms of payment (Establishment of L/C and amendment) Transport Packing Insurance Complains and claims
Compare:
Your E-mail is not clear at all. I can’t understand it.
If I understand your E-mail correctly….
If the goods were really damaged in transit, as you allege, we …
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We allow 5% discount for cash payment.
You earn a 5% discount when you pay cash.
(1) a. We do not believe that you will have cause for dissatisfaction. (Negative) b. We feel sure that you will entirely get satisfies. (Positive) (2) a. Your order will be delayed for two weeks. ( Negative) b. Your order will be shipped in two weeks. ( Positive)
2.2 Concreteness
Concreteness means being specific, definite and vivid rather than vague, general and abstract. Compare the following sentences:
(1) Poor: Please send us your catalogues on tools. Better: Please send us your catalogues on hand tools. We are particularly interested in hand tools for use in gardening. Reason：A large company may have several catalogues concerning different kinds of tools and is not likely to send all of them. (2) Poor: All offers by fax are valid for 5 days. Better: All offers by fax are valid for 5 days inclusive of the date of dispatch. Reason：The above sentence does not clearly state or account for specific 5 days.
2.4 Conciseness
Conciseness means that it must be written in the fewest possible words.
Compare the following sentences: (1)Poor: We have begun to export our machines to foreign
Better: As requested we immediately contacted our head office in London with the following result.
2.5 Courtesy
Courtesy means treating people with respect and friendly human concern. Business letters must be courteous without being servile, firm and emphatic when necessary without being rude or aggressive.
2.3 Clarity
You must express yourself clearly to make sure that the message conveys exactly what you wish to say and is not liable to misunderstanding. Compare the following sentences: (1) Poor: As to the steamer sailing from Shanghai to New York, we have bimonthly direct services. Better: We have a direct sailing from Shanghai to New York every two months. Better: We have two direct sailings every month from Shanghai to New York. Better: We have a direct sailing from Shanghai to New York fortnightly. (2) Poor: We can supply 60 metric tons of the item only. Better: We can only supply 60 metric tons of the item.
countries.
Better: We have begun to export our machines. (2) Poor: We hereby wish to let you know that we fully
appreciate the confidence you have reposed in our product.
(3) Poor: We have received your letter in which you claimed that ten tea sets were damaged in shipment. Better: We have noticed in your letter that a damage to ten tea sets was found in shipment.
2.1 Completeness A good business letter should be complete, providing all the information and data necessary for a specific issue. Five “Ws” (who, what, where, when and why) and one “h” (how) should be considered to verify the completeness of what you write.
Example:
An order regarding the name of commodity, specification and quantity
"Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz./ditto-but 1/2" x 5 yds, 1 000doz.”
Discuss the following questions
1) What are the functions of a business letter? 2) What are the main forms being used in business communication? 3) Why is business writing considered to be one of the most important and valued skills in the business world today? 4) Why is it still necessary to learn how to write business letters when most business communications are now transmitted by faxes and emails?
2.6 Considerateness
Considerateness means you should be considerate of your reader. Considerateness emphasizes You-attitude rather than We-attitude. Compare the following sentences:
Means of Communication
Letter Telephone Fax E-mail Telegram Telex
Return
2 The Principles of Effective Business Writing
The Seven “Cs”
Completeness Concreteness Clarity Conciseness Courtesyห้องสมุดไป่ตู้Considerateness Correctness
“纤素带（幅）宽半英寸，长３码，带塑料包装容器，７0０打；同 上，但（幅）宽宽半英寸，长５码，1 000打。”
Problem: the second part of the sentence is not clear. “ditto” here refers to “cellulose tape”, but does it include “with plastic dispenser”? So it is not clear and complete whether “cellulose tape 1/2”x 5yds”includes plastic dispenser. Better： Cellulose Tape 1/2"x 3yds, with plastic dispenser 700 doz. Cellulose Tape 1/2" x 5yds，with plastic dispenser 1000 doz.
1
As soon as you take one step up the career ladder your effectiveness depends on your ability to communicate your thoughts in writing and in speaking. Peter Drucker