International Business Correspondence 江西财经大学国际经贸学院 张小俊

Brief Introduction to the Course 1.The purpose of learning this course 2.Is it out-of-date? （“3+7+X” ） 3.Some requirements 4.Performance assessment Daily performance:30%(including presence, homework, etc.) Mid-term examination：20% Final examination: 50%(covering abbr., translation to sentences or letters, writing letters，fill out the given contents in contract, etc.) 5.Time schedule: One hour for knowledge obtaining, another hour for practice in class. 2018/9/11 2

Chapter One Layout of a Business Letter Objectives Warming-up Questions Layout of a Business Letter Format of a Business Letter Addressing the envelope E-mail Basics Exercises Voice mail tips Exercises Break Time

Name the ways of communication you know Warming-up Questions Name the ways of communication you know What is the structure of an English letter? Return

Ways of communication Telephone Fax E-mail Letter Telegram Telex Return

Means of reply Use fax (facsimile) or e-mail (electronic mail) in corresponding where possible. The fax is still widely used in international correspondence. A letter will take several days to a few weeks to reach the buyer. Sometimes a letter may be lost. A letter, however, is preferred over a fax or an e-mail for the initial contact.

Avoid replying by telephone as there is no reference copy at both sides for future use. Moreover, the calls may often be answered by people unfamiliar with English in a non-English speaking country and the contact person may not be available to take the calls.

Seven Basic Parts The Letterhead The Date Line The Inside Address The Salutation The Body Parts The Complimentary Close The Signature The Complementary Parts Return

Layout of a Business Letter 1.信头 letter Head 2.日期 Date 3.封内地址 Inside Address 4.称呼 Salutation 5. 正文 Body 6.结尾敬语 Complimentary Close 7.签名 Signature 8.事由 Subject 9.附件 Enclosure a 参考号 Ref.No. b 经办人 Attention Line c 抄送 Carton Copy Return

Layout of a Business Letter Letterhead Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and email address, and the web address if available. Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate. Return

Layout of a Business Letter Date 02/01/03 2002年1月3日 2003年2月1日 2003年1月2日 Chinese way American way British way To avoid confusion, it is a common practice to write months in words. Return

Layout of a Business Letter Salutation If unsure to whom you should address a letter, you should use the following salutations: Dear Sir or Madam, When addressing a group of people, use one of the following salutations: Ladies and Gentlemen: Dear Sirs or Madams, Gentlemen:/Dear Sirs, (if all the readers are male) Ladies:/Dear Madams, (if all the readers are female) Return

Layout of a Business Letter Body of a letter The body of a business letter typically has three paragraphs: ·         1.introductory paragraph ·         2.one or more body paragraphs 3.concluding paragraph Return

Layout of a Business Letter Complimentary Close Yours faithfully,(Faithfully yours,) Yours sincerely, (Yours very sincerely,) Yours truly,( Very Truly Yours,) Capitalize only the first word in the complimentary close, and follow all phrases with a comma. Return

Layout of a Business Letter Signature Company’s name Your signature typed signature (job title) ELECTRONICS LTD. Harold Jones manager Return

Format of a Business Letter (Indented format)

Format of a Business Letter (Block format)

Format of a Business Letter (Semi-blocked format) Return

Addressing the Envelope Return

Electric Mail

Electric Mail When writing e-mail, you can use the same writing techniques you would use for a letter. You should not use an inside address since the format is a memorandum with TO:, FROM:, DATE:, and SUBJECT: already stated. So we begin with salutation when writing e-mails.

Electric Mail The electronic mailbox should be checked at least once a day and responses should be prompt, preferably within 24 hours. Remember to fill in the SUBJECT or your mail may be deleted as a junk mail. Return

10 Business E-mail Basics 1. Prompt Responses: Not responding promptly can leave an impression that you do not consider the sender's e-mail of any importance. The electronic mailbox should be checked at least once a day and responses should be prompt, preferably within 24 hours.

2. Subject Field: Be sure to fill in the SUBJECT, indicating clearly what the topic of the e-mail is, or your mail may be deleted as a junk mail. 3. Level of Formality: Never assume a position of informality in your business e-mail. It is your business's image you are branding.

4. Addressing: It is suggested that the highest level of courtesy should be used (Hello, Mr. Anderson, Dear Ms. Smith, Dr. Osborne, etc.) until your new contact states, "call me Andy" or "you can call me Diane", Keep it formal until it is clear the relationship dictates otherwise. You will also be able to get clues by how they approach you and their tone. Return

5. To, From, Bcc and Cc (1) To: The addresses in the 'To' are for the people you are directly addressing. In the TO: field be sure to have your contact's name formally typed. John B. Doe - not john b doe or JOHN B DOE. The later two give the perception of lack of education or limited experience with technology. :

(2) Cc: The addresses in the 'Cc' are for the people you are indirectly addressing. Don't over do it here. Copy only those who need to be copied. If you're listed in the Cc: field you are being FYI'd and a reply is not mandatory unless you have something relevant to add to the conversation. FYI—for your information 供你参考

(3) Bcc: The addresses in the 'Bcc' are like 'Cc' except that the addresses in 'To' and 'Cc' do not know that the addresses in the 'Bcc' are included in the conversation. The 'To' and 'Cc' addresses are blind to the 'Bcc' addresses. As you can imagine, use of the 'Bcc' is somewhat unethical and therefore its use is discouraged.

6. Attachments: All e-mail accounts have capacity limits 6. Attachments: All e-mail accounts have capacity limits. Do you think your relationship with a potential new customer is enhanced when you send them that 5M Power Point presentation they didn't request and you fill up their inbox shutting down their e-mail causing subsequent business correspondence to bounce as undeliverable?

If you ever need to send a file over 200,000 in size you need to compress it or zip it up. And, even then, business courtesy dictates you ask the recipient first if it is O.K. to send a file of that size, confirm they have the same software/version you do and what is the best time of day to do so to ensure they are available to download the large file and keep their e-mail flowing. Return

7. Down Edit Your Replies: Don't just hit reply and start typing 7. Down Edit Your Replies: Don't just hit reply and start typing. Removing parts of the previous e-mail that do not apply to your response. 8. Common Courtesy: Always have a salutation and sign off with every e-mail. 9. Signature files: Keep your signature file at around 4-6 lines, Web site link, company name, and slogan or phone number.

10. Check For Spelling And Grammar If you don't check to be sure e-mail is correct, people will question the caliber of other work you do. Use proper capitalization and punctuation, and always check your spelling. Remember that your spellchecker will catch misspelled words, but not misused ones. It cannot tell whether you meant to say "from" or "form," "for" or "fro", "he" or "the." Return

Voice Mail Information Before you make a phone call, think of the information you’ll need if you must leave a voice mail message. Summarize the purpose of your message in a sentence or two. Give your name and phone number early in the message. Speak slowly and distinctly.

Give the recipient enough information to act. Tell when you’ll be at your desk to receive a return call. Return

Exercises Fill in the blanks with the parts they represent Match the following words with their Chinese meanings Translate the following job titles Arrange the following in proper form as they should be set out a letter Write out the entire words of the abbreviations of street addresses Return

Exercises Return 2.Date 3.Inside Address 4.Salutation 5. Body 1. letter Head 2.Date 3.Inside Address 4.Salutation 5. Body 6.Complimentary Close 7.Signature 8.Subject 9.Enclosure A Ref. No. B Attention Line C Carbon Copy

1. G 2. D 3. F 4. B 5. C 6. A 7. E 2. Express Delivery B 急件 Exercises 1.       By Airmail A 亲收 2.       Express Delivery B 急件 3.       Registered; Recorded C 密件 4.       Urgent D 快件 5.       Confidential E 私人信件 6.       Personal F 挂号 7.       Private G 航空 1. G 2. D 3. F 4. B 5. C 6. A 7. E

Translate the following job titles: Deputy General Manager 2. Sales Representative 3. Salesperson 4. General Manager/ President 5. Plant/ Factory Manager 6. Purchasing staff 副总经理 2. 销售代表 3. 销售员 4. 总经理 5. 厂长 6. 采购人员

Translate the following job titles: 7. 地区经理 8. 销售部经理 9. 职员/接待员 10. 首席执行官 11.董事会 7. Regional Manger 8. Sales Manager 9. Clerk/Receptionist 10. CEO (Chief Executive Officer) 11. Board of Directors Return

Address : Grosvenor House,Renfrew Road, Oakley Staffordshire OA7 9AH (1) Seller : Royal Grosvenor Porcelain Company Ltd. Address : Grosvenor House,Renfrew Road, Oakley Staffordshire OA7 9AH Tel : (743069)60591/2/3 (2)  Buyer : The Colourfloor Co.Ltd. Address : 238 Wilton Road,Axminster AXz AS (3)  Date : March 5, 2004 (4)   Subject: china (5)   The message : ------ The letter is written by the seller Use the Block Style

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Write out the entire words of the abbreviations of street addresses 2.road 3.avenue 4.city 5.square 6.lane St. Apt. Rd. P.O.Box Ave. Ct. Dr. Sq. N. La. S.W. 7. apartment 8. post office box 9. drive 10. north 11.southwest Return

D E-mail Etiquette Quiz 1. Why shouldn't I type my e-mails in all caps? A All caps insinuates you are yelling or screaming. B It makes you look lazy and/or uneducated. C It is a strain on your eyes, makes reading e-mail more difficult. D All of the above. D

C E-mail Etiquette Quiz 2. Why should I use the BCC field? A So I can send copies of business e-mail to my friends without my boss knowing. B To keep my e-mail looking clean. . C To respect my contact's privacy. D So I can send copies to anyone I want. C Return

C E-mail Etiquette Quiz (Internet Service Provider，ISP)即指提供互联网服务的公司 3. When should I update my virus software? A Once each day. B Once a week. C Every time I log on. D Only when my ISP tells me to. (Internet Service Provider，ISP)即指提供互联网服务的公司 C

D E-mail Etiquette Quiz 4. Before sending a very large attachment, I should: A Compress the file (zip it up). B Send it first thing in the morning and call to make sure it was received. C Send it only during week days. D Compress the file, then ask first when would be the best time to e-mail it. D Return

D E-mail Etiquette Quiz 5. I should only forward e-mail when: A I feel it's important. B I know the other person should have the information. C The topic is commendable and important to all onliners. D I type a personal comment about why I am forwarding that specific e-mail to that specific person. D

A E-mail Etiquette Quiz 6. When is it O.K. to contact folks about my business? A Only when they e-mail me and ask me for information. B When I know they can use my service. C When I know I can save them big bucks! D Anytime - that's called cold calling. A Return

C 7. I should down edit my e-mail replies by: A Removing previous signature files. B Removing the previous 2 e-mail noted in my reply. C Removing everything not necessary to the ongoing conversation. D Spell checking the sender's previous e-mail. C

D TIA– thank you in advance 8. What is the most important thing I should do with every e-mail? A Spell check, use full sentence structure and use proper grammar. B Have a nice greeting: Hi, Hello, etc. C Have a proper sign off: TIA, Sincerely, etc. D All of the above. D TIA– thank you in advance Return

9. How quickly should I reply to e-mail? A As soon as I can; no longer than 3 days. B When I get around to it. C I don't have to reply. D Doesn't matter. A

C 10. Before e-mailing a Web site for assistance, I should: A Double check my e-mail address is correct. B Make sure my browser can handle Web site forms. C Make a reasonable effort to ensure the info I seek is not already covered on the site. D Get all my questions together and only send one e-mail. C Return

Attentions: (Attention to the date line Attentions: (Attention to the date line. The following dates in letters, which are correct?) 07-02-2009 2007.02.06 2009/02.07 07/02/2009 02/07/2009 Feb. 7th, 2009 17th Feb., 2011 17th Feb. 2011 Feb. 17, 2011 17 Feb. 2011 2018/9/11 国贸学院张曦凤 54

Make sure there is no any mistake in spelling of the name Attentions: Attention in the inside name and address: 4-line principle Left-block way Make sure there is no any mistake in spelling of the name Make sure you know clearly to use Mr., Mrs., Ms., Miss, Esq., and Messrs. 2018/9/11 国贸学院张曦凤 55

Attention: (Please make sure you know which of the following salutations are true) Dear Sirs, Dear Sir, Dear Madam, Dear Sir or Madam, Dear Gentleman: (,) Dear Gentlemen, Gentlemen: (,) Gentleman, Sirs, Sir, Dear Zhang， Dear Julie Zhang， Dear Julie， Hi Julie， Dear Mrs. Zhang， Dear Miss Zhang， Dear Ms. Zhang， Dear Ms. Julie Zhang 2018/9/11 国贸学院张曦凤 56

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