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

2. 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2.Is it out-of-date?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.
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3. Chapter One Layout of a Business Letter
Objectives
Warming-up Questions
Layout of a Business Letter
Format of a Business Letter
Addressing the envelope
Basics Exercises
Voice mail tips
Exercises
Break Time

4. 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?
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5. Ways of communication Telephone Fax E-mail Letter Telegram Telex
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6. Means of reply
Use fax (facsimile) or (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 for the initial contact.

7. 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.

8. Seven Basic Parts The Letterhead The Date Line The Inside Address
The Salutation
The Body Parts
The Complimentary Close
The Signature
The Complementary Parts
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9. 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
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10. Layout of a Business Letter
Letterhead
Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and address, and the web address if available.
Inside Address
Always include the recipient's name, address and postal code. Add job title if appropriate.
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11. 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.
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12. 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)
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13. 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
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14. 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.
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15. Layout of a Business Letter
Signature
Company’s name
Your signature
typed signature
(job title)
ELECTRONICS LTD.
Harold Jones
manager
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16. Format of a Business Letter
(Indented format)

17. Format of a Business Letter
(Block format)

18. Format of a Business Letter
(Semi-blocked format)
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19. Addressing the Envelope
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20. Electric Mail

21. Electric Mail
When writing , 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 s.

22. 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.
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23. 10 Business E-mail Basics
1. Prompt Responses: Not responding promptly can leave an impression that you do not consider the sender's of any importance. The electronic mailbox should be checked at least once a day and responses should be prompt, preferably within 24 hours.

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

25. 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.
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26. 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. :

27. (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

28. (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.

29. 6. Attachments: All e-mail accounts have capacity limits
6. Attachments: All 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 causing subsequent business correspondence to bounce as undeliverable?

30. 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 flowing.
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31. 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 that do not apply to your response.
8. Common Courtesy: Always have a salutation and sign off with every .
9. Signature files: Keep your signature file at around 4-6 lines, Web site link, company name, and slogan or phone number.

32. 10. Check For Spelling And Grammar If you don't check to be sure 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."
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33. 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.

34. Give the recipient enough information to act.
Tell when you’ll be at your desk to receive a return call.
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35. 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
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36. 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

37. 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

38. 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

39. 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
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40. 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

41. Return

42. 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
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43. D E-mail Etiquette Quiz
1. Why shouldn't I type my s 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 more difficult.
D All of the above. D

44. C E-mail Etiquette Quiz 2. Why should I use the BCC field?
A So I can send copies of business to my friends without my boss knowing.
B To keep my looking clean. .
C To respect my contact's privacy.
D So I can send copies to anyone I want. C
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45. 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

46. 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 it. D
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47. 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 to that specific person. D

48. A E-mail Etiquette Quiz
6. When is it O.K. to contact folks about my business?
A Only when they 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
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49. C 7. I should down edit my e-mail replies by:
A Removing previous signature files.
B Removing the previous 2 noted in my reply.
C Removing everything not necessary to the ongoing conversation.
D Spell checking the sender's previous . C

50. D TIA– thank you in advance
8. What is the most important thing I should do with every ?
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
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51. 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

52. C 10. Before e-mailing a Web site for assistance, I should:
A Double check my 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 . C
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53. Attentions: (Attention to the date line
Attentions: (Attention to the date line. The following dates in letters, which are correct?)
2009/02.07
07/02/2009
02/07/2009
Feb. 7th, 2009
17th Feb., 2011
17th Feb. 2011
Feb. 17, 2011
17 Feb. 2011
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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.
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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
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56. R

57. R