COURSE INTRODUCTION COURSE INTRODUCTION. 函电（ Correspondence ） QQ telegramtelexfax e-mail letter MSN 函电.

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Presentation transcript:

COURSE INTRODUCTION COURSE INTRODUCTION

函电（ Correspondence ） QQ telegramtelexfax letter MSN 函电

外贸函电外贸业务中使用的函电 Business letters/correspondence Letters in foreign trade Business English Correspondence

开立信用证付款条件签订合同订单与合同交易磋商询盘、报盘与还盘建立贸易联系建立贸易关系建立贸易联系建立贸易关系交易磋商询盘、报盘与还盘签订合同，下订单订单与合同开立信用证付款条件工作流程

制单与结汇单据制作办理保险保险备货、装船运输与包装审证与改证信用证条款审证与改证信用证条款备货、装船运输和包装办理保险保险制单与结汇单据制作工作流程

message is accurately received a company’s permanent record written contracts formal or informal public relations material Functions of Business Correspondence Unit 1 The Language of Modern Business Correspondence

Completeness Concreteness Clarity Conciseness Courtesy Consideration Correctness Seven Principles of Business Letter Writing

Completeness Seven Principles of Business-letter Writing To keep business letters complete, we can keep the following guidelines in mind: Write down all points you wish to cover and then arrange them in logical order. If your letter is a reply, underline those parts which seek for information and answer all the questions asked.

Concreteness Seven Principles of Business-letter Writing e.g. We have drawn on you as usual under your L/C. c.f. We have drawn on you our sight draft No.845 for the Invoice amount,US$560,000, under your L/C No. 246 of the China Bank.

Clarity Seven Principles of Business-letter Writing How to make the letter clear: Avoid using the different understanding or unclear meaning words. e.g. As to the steamers sailing from Hong Kong to San Francisco, we have bimonthly direct services.

Clarity : example We have two direct sailings every month from Hong Kong to San Francisco. We have semimonthly direct sailing from Hong to San Francisco. We have a direct sailing from Hong Kong to San Francisco.

Clarity : points Pay attention to the position of the modifiers. e.g. We shall be able to supply 10 cases of the item only. c.f. We shall be able to supply 10 cases only of the item. Pay attention to the sentence structure. e.g. We sent you 5 samples yesterday of the goods which you requested in your letter of May 25 by air. c.f. We sent you, by air, 5 samples of the goods which you requested in your letter of May 25 yesterday. Paragraph carefully and properly. One paragraph for each point is a good general rule.

Conciseness Seven Principles of Business-letter Writing How to make the letter concise: Avoid using wordy expression e.g. Wordy: Enclosed herewith please find two copies of … Concise: We enclose two copies of…

Conciseness: example Avoid unnecessary repetition e.g. Will you ship us any time during the month of December, or even November if you are rushed, for November would suit us just as well. Please ship us by the end of November.

Courtesy Seven Principles of Business-letter Writing Not mere politeness like using some phrases of “please” or “thank you”. Keep a sincere You-attitude. Use tactful way to blame your readers, and try to avoid irritating, offensive or belittling statement. Answer letters promptly.

Courtesy: example e.g. 1 “Polite”—— We have received with many thanks your letter of Oct.7 and we take pleasure of sending you our latest catalog. We wish to draw your attention to a special offer which we have made in it. “Courteous”—— You will be particularly interested in a special offer on Page 5 of the latest catalog enclosed, which you requested in your letter of Oct.7.

Courtesy: example e.g. 2 “Tactful”—— If I understand your letter correctly… “Rough”—— Your letter is not clear at all, I can’t understand it.

Consideration Seven Principles of Business-letter Writing Emphasizing You-attitude rather than We-attitude Focusing on the positive approach

Consideration: example e.g. 1 “You-attitude”—— You earn 2 percent discount for cash payment. “We-attitude”—— We allow 2 percent discount for cash payment.

Consideration: example e.g. 2 “Positive”—— We feel sure that you will be entirely satisfied. “Negative”—— We do not believe you will have cause for dissatisfaction.

Correctness Seven Principles of Business-letter Writing Refer not only to correct usage of grammar, punctuation and spelling, but also to standard language and proper statement.

Correctness: example with pronouns Our competitors’ prices are 2%-3% lower than us (ours). with verbs It is one of the machines that was (were) delivered last week. with conjunctions This fridge not only is attractive (is attractive not only) in proper price, but also in good quality.

Correctness: example with subjects While studying the report, the telephone rang. While I was studying the report, the telephone rang. avoid using overstatements It is the lowest price available to you. It is the lowest price that we can offer you now.

Q & A