外贸英语 Invitation (邀请函)

Chapter 1 Invitation (邀请函)Learning objective1.Learn how to inform the others of your visiting intention2.Master the writing of invitation card and reply card.3.Know the designing of the itineraries and programmer list.In international trading course it is always necessary for the foreign economic and trade cadres and for the business personnel to organize the trade delegations, investigating delegations, marketing and purchasing groups to go abroad for visiting and to meet various foreign organizations coming to China for paying visits. In this way, a series of preparation work must be carried out. A lot of communication tasks must be fulfilled, such as: writing letters or faxing or E-mailing to each other for concrete arranging of the work according to the aims of the visitings.According to the contents of the letters, faxes and E-mails, there are four contents of invitations to be classified.1)V isiting suggestionsBefore paying visits, the units and individuals going abroad must firstly write letters to the other party to state the intention and the purpose of your visit, the composition of your visiting members, the time of your visit, the place to be visited, etc. It is necessary to ask the opposite party to offer invitation to you for your paying visit and to help you to make arrangements and to go to the necessary procedures. If you get the information through the third party and your wish to pay visit, state the source of the relevant information. The letter must be written precisely and politely.2)Invitation lettersAfter receiving the letter asking for paying visit from the opposite party and in case of your enabling to receiving them, an invitation letter must be sent out. In the invitation letter the receiving party should request the opposite party to acknowledge them the visiting members’ identification, positions, sexes, ages, etc. in order to arrange the accommodation for the visitors and to get visa for them. Definite answers, date of their visiting and the days of their staying must be obtained. The invitation letter may as well be initiatively sent out to you by the opposite party. The purpose of inviting you to pay the visit, the time and the contents of your visit are necessary to be definitely stated in order to attract your interest and to inspire your decision making.3)Particular arrangements of the itinerary and programs of the visitAfter sending our the invitation letter the reception country should arrange the visiting itinerary according to the information and requirements offered by the visiting country and make clear about their flight number in order to do well the arrangement work of meeting the guests at the airport and of their lodgings. After making up the itinerary and programs of the visit, send it to the opposite country and wait for the reply. In foreign affairs the person in charge of receiving, interviewing, negotiating and entertaining must be ascertained according to the positions of the visitors. The positions of the person in charge of reception should be equal to that of the delegation head’s. Otherwise, it will be impolite and explanation and apology must be made to the delegations.4)Letter for expressing thankfulnessAfter finishing the visit, the relevant leader or a certain individual of the delegation should write a simple and sincere letter to the receiving side to express thankfulness.Ⅰ. Informing the V isiting IntentionDear Sirs,It’s a great pleasure to announce to you that our President Mr. XX intends to visit Xi’an，China with some of our technical and commercial directors in order to hold business negotiations with you about the San Men Xia W ater Conservancy Project and of course to carry out the on-the-spot investigation with your technical and commercial directors and concerned personnel.W e would like to visit Xi’an in October this year. W e should very appreciate it if you would furnish us with your invitation letter, with which we can apply for the entry visa at the Chinese Embassy or Chinese Consulate.Faithfully yours,一、通知访问意向我方非常高兴的通知贵方我方总裁XXX先生欲与公司的几位技术经理及商务经理出访中国西安，以便和贵方就三门峡水利工程项目举行业务洽谈，当然也打算和贵方的技术及商务经理，以及贵方有关人员一起进行实地考察。

我方打算今年10月到西安访问，如贵方能发给我们一封邀请函，我们将不胜感激。

借此我方可向中国大使馆或中国领事馆申请入境签证。

W ords and Expressions1.director 指导者，处长，署长，主任，总监，理事，董事mercial director 商务总监，商务经理3.technical director 技术总监，技术经理4.water conservancy project 水利工程项目5.on-the-spot 当场，现场6.concerned 有关的7.personnel 全体人员（集合名词），人事（部门）8.entry visa 入境签证9.Chinese Embassy 中国大使馆10.Chinese Consulate 中国领事馆Notes:1.一般一方接到另一方邀请函才可以申请签证。