新编进出口英语函电UNITONE.pptx

单击此处编辑母版标题样式,单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,*,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Welcome,to the Course of,Correspondence for,Import and Export!,1/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Up-to-date Correspondence for Import&Export,Requirements1,.,Be on time for class;,2.Preview what you are going to learn next class and review what you have learned in time;,3,.,Finish all the exercises assigned;,(oral work,written task,pre-class work and in-class work),4.,Evaluation based on your attendence,class performance and your exercises,2/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Why do we learn letter writing?,3/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,We have to communicate.,Three channels for communications:,Vis-vis,vizvi,（面对面）,Verbal,Written,4/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Three Considerations for Evaluation ofChannels,Money,Time,Documentation,5/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,UNIT ONE,Presentation and Layout of,Business Letters,6/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,A letter is like a visit on paper.,7/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,All the elements of business letter style come together to produce a reflection on paper not only of the writers ability and knowledge but also of an organizations total image.,from,Merriam-Websters Guide to Business Correspondence,8/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Well-written letters reflect a firm,s pride and concern for quality;Poorly-prepared correspondence can produce a negative impression that its recipients may have second thoughts about pursuing business with the firm.,from,Merriam-Webster,s Guide to Business Correspondence,9/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Essential qualities for well-prepared business letters:,Good quality stationery,Neat typing or printing,Even spacing,Short paragraphs,Correct grammar,spelling and punctuation,10/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Good Quality Stationery,Letter sheet:plain white bond paper,unruled.,with letterhead printed or engraved in,black,grey or white.,size:21x30 cm,or A4.,Envelope:matching the letter sheet in quality;conforming with letterhead,in printing or engraving,size:22x11 cm,11/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,A Letterhead in Black,12/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,A Letterhead in Blue,13/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,A Letterhead in Grey,14/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Neat Typing or Printing,No smudges,finger marks and erasures!,15/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Even Spacing,How?,Word Processor!,16/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Even Spacing,1.Correct paragraphing:,“Dont”:one-letter,one paragraph;,“Do”:one idea,one paragraph instead.,2.Wide margins:,“Dont”:Additional sheet for only one or two concluding lines of a letter;,“Do”:get it all on the preceding page.,3.Indented or not?As preferred,“Do”:Keep the same distance from the margin,.,17/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Short Paragraphs,Avoid long wordy blocks of type,Use short sentences and paragraphs,Use a new paragraph for each new thought or idea,Express that thought or idea simply and briefly,18/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Correct Grammar,Spelling and Punctuation,.,Poor grammar,misspelled words,lack of punctuation or the improper use of it,prejudice the reader against you and help to destroy the effectiveness of your letter,your image and the image of the organization you represent!,19/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Correct Grammar,Spelling and Punctuation,.,An example of misspelling:,I am glad to let you know that our cloth mill is dying.,20/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Correct Grammar,Spelling and Punctuation,I am glad to let you know that our,cloth,mill is dy,e,ing.,21/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Seven Principal Parts,1.Letterhead,信头,2.Date line,日期,3.Inside Address,封内地址,4.Salutation,称呼,5.Body,正文,6.Complimentary Close,礼貌结束语,7.Signature,署名,22/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Elements in Letterhead,1),Company Name (indispensable),2)Logo (optional),3)Address (indispensable),4)Executives Names (optional)5)Icon (optional)6)Business Type (optional)7)Registered Number (optional)8)References (optional)9)Date,(,optional),23/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,24/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Date Line,Considerations:,1)Sequence of the elements,2)Words vs.Numerals,3)Cardinals vs.Ordinals(Dates&Years),4)Fully-spelt vs.Abbreviated(Months),25/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,1)Sequence of the elements,D/M/Y=Date,Month,Year,(generally preferred by most Europeans),M/D/Y=Month,Date,Year,(generally preferred by most Americans),Never:,Y/M/D=Year,Month,Date,!,26/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,2)Words vs.Numerals,Date,Month,Year,27/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,3)Cardinals vs.Ordinals,Date:,1,2,3,1,st,2,nd,3,rd,11,12,13,11,th,12,th,13,th,21,22,23,21,st,22,nd,23,rd,30,31.30,th,31,st,.,Year:,28/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,4)Fully-spelt vs.Abbreviated,(Preferable)(Actually used),January February Jan.Feb.,March April Mar./(March)Apr./(April),May June (May)Jun./(June),July August Jul./(July)Aug.,September October Sep./Sept.Oct.,November December Nov.Dec.,29/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Possible Forms of Date Line,D/M/Y M/D/Y,Date in,1 March March 1,Cardinals,1 Mar.Mar.1,Date in,1,st,March March 1,st,Ordinals,30/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Elements in Inside Address,1)Recipients Full Name (if known)2)Recipients Business Title (if known),3),Company Name (indispensable),4)House/Building Name (if any),5),Building Number,Street Name,(indispensable),Suite/Room Number(if any),6),Town/City&Zip Code (indispensable),7),Country/Region (indispensable),31/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Samples I,(recipient,s name&title unknown-,Corp.name,),Universal Software,Inc.(or Corp.),2468 Oak Street,San Francisco CA94105,U.S.A.,32/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Sample II,(recipient,s name unknown,-Biz Title,),The Sales Manager,Wedgwood Potteries,Ltd(or Plc)(UK),.,83 Cambridge Street,Lancashire B15 3EL,United Kingdom,33/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Samples III(recipient,s name&title known),Ms,Linda Carpenter,Import Manager,Wales&MaCkinlay Ltd.Pty.,888 Cross Boulevard,Sydney,Australia,34/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Salutation,Types:,1)Addressee is an organization,Dear Sirs or Mmes,/Dear Sirs,(U.K.),Ladies/Gentlemen:,/,Gentlemen:,(U.S.),2)Addressee is an individual,name&sex unknown,or only sex know,Dear Sir or Madam,/Dear Sir,/Dear Madam,3)Addressee is an individual,name&sex known,Dear Mr./Mrs./Ms/Miss Smith,(surname!),4)Special titles also available:Dear Dr.Walker,35/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Salutation,Note!,1),Dear,used for courtesy,is indispensable,except before:,Ladies/Gentlemen,.,2)Only a surname comes after a courtesy title.,3)Punctuated by a comma or a colon,or nothing(in case of open punctuation),4)Not all special title can be used,Dr./Prof./Chairman/President,36/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Body,1.Correct paragraphing(one idea,one paragraph;especially opening and closing paragraphs),2.Short paragraphs are single-spaced and between paragraphs double spacing is used.The first line blocked or indented.,3.Simple sentences preferred.,4.Plain English,To make sure that the letter reads easily and effectively!,37/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Complimentary Close,Important,1.Only the initial letter of the first word capitalized.,2.Always,your,s,if used,not,your,.,3.Always an,ly,adverb,if used,not an adjective.,4.Always punctuated by a comma,except in case of open punctuation.,5.Matching the Salutation.,38/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Dear SirsDear Sirs or Mmes Yours faithfully Faithfully yoursGentlemenLadies/Gentlemen Yours very truly Very truly yoursDear SirDear Sir or Madam Yours faithfully Faithfully yours Dear Mr Seaver Yours faithfully Yours sincerely Dear Mrs Seaver Best wishes Kind regards,etc.(U.K.)Dear Ms Malone Sincerely Very truly yours Dear Miss Malone Best regards,etc.(U.S.),39/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Signature,(layout),Sincerely yours,Universal Software,Inc.(firm name)(optional),Henry Morgan,(signed name),Henry Morgan (typed name),Manager (business title),Overseas Department (department name),40/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Signature,Sincerely yours,Henry MorganHenry Morgan,Manager,Overseas Department,41/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Courtesy Title bracketedbefore or after typed name,(Ms)D.McCarthy,H.E.Morgan(Ms),Names can be used by both sexes:,Carol,Lee,etc.,42/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Courtesy Title bracketed is particularly useful for Chinese,Mei Lanfang,(Mr),梅兰芳,Xie Xide,(Ms),谢希德,43/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,How to highlight our surname,Hu Hong Qiang Mr.Hu/Qiang?,Hong Qiang Hu Mr.Hong Qiang/Hu?,HU Hongqiang,44/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Optional parts,Attention line (fully optional),Subject line (fully optional),Identifying Initials(fully optional),Enclosure notation(conditionally,indispensable),Copy notation (conditionally,indispensable),45/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Attention Line,Sample:,Attention:Mr.Fred Johns,Sales Manager,ATTN:Ms Hilary Pressman Supervisor,For the attention of Mr.Peter Mason,46/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Attention Line,Position:,between the Inside Address and the Salutation,double spacing above and below,47/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Attention Line,Function:,To expect the biz letter to be dealt with at once by any other member who also takes care of the business of the addressee if the latter is absent.,48/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Subject Lines,Sample:,Subject:L/C No.HSBC0218,Re:S/C No.USSX120835,Order No.RT49679,49/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Subject Lines,Position:,between the Salutation and the Body,double spacing above and below,50/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Samples of Identifying Initials,JS/MM JS:MM,js/mm js:mm,JS/mm JS:mm,Never:,js/MM js:MM,51/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Enclosure Notation,Sample:,Enclosures:/Encls:/Encs:,Enclosure:/Encl:/Enc:,Enc:Bill of Lading(6 copies),Commercial invoice(4 copies),Insurance policy,52/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Enclosure Notation,Position:,Below the identifying initials(if any),Below the Signature(if no initials is typed),53/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Enclosure vs.Attachment,Letters sent Messages sent,by post or by fax or,express mail e-mail,54/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Copy Notation,CC/C.C.:=carbon copy,(original term),Xerox Copy:/Xerox,(Americanism),CC=copies circulated to,(new explanation),55/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,A CC Sample:,CC Mr William Carter,Vice-President,Ms Fan Zhonghui,Treasurer,56/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Dear Manager:,You were recommended to our company by the Bank of China,New York,Branch,which told us that you export Chinese textiles and cotton piece goods.,Our company imports general merchandise.We have been in business since,1935,and therefore have wide experience in all the lines we handle.,Our bankers are Chase Manhattan Bank and the Hong Kong&Shanghai,Banking Corporation of Hong Kong.They can provide you information about,our business and finances.,Please inform us of your trade terms and forward samples and product,brochures.We look forward to a productive trade.,Sincerely,Michael S.Barnwell,Manager,MSB/sh,57/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,IV.Arrange the following words and phrases in their proper order.,1.We have been informed by Jameson Garments(Vancouver)Ltd.that you are one of the leading exports of textiles in Hangzhou and that you wish to extend business to our market.,58/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,2.We would like tohave your lowest quotations,for the captioned goods,on the terms and conditions,listed below.,On the terms and conditions listed below,we would like to,have your lowest quotations,for the captioned goods.,59/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,3.Please send me,some further informattion on,the features and costs of,the Venard line of Ultrasonicequipment which you recently advertised in,electronics,magazine.,4.We are interested,in,importing Chinese furniture and pleased,to receive a copy of your latest catalogue,price list and exportterms.,5.We would be grateful if you would send us,a comprehensive price list,together with some samples,of the goods,which you can supply.,60/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,V.Translate the following sentences into Chinese.,1.Chinese low-voltage microwave ovens are in great demand in our country.We would therefore much appreciate it if you could let us have your competitive prices for the models available at present.,61/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,2.We write to introduce ourselves as a leading importer of surgicalinstruments and are interested in receiving a copy of your latestcatalogue for our reference.,3.Specializing in the line of confectionery,we have extensiveconnections with food stores throughout this country.,62/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,4.We would be much obliged if you could send us a complete set of leaflets so as to give us a general idea of the export items you handle.,5.From Messrs.Brown&Clark of this city,we have learned that you are regular suppliers of Chinese kitchenware,for which there is a growing demand here.,63/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,6.We have read with interest your advertisement in the latest issue of,Television,World,and would like to have full particulars of your products,including specifications,prices and packing.,64/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,VI.,Rewrite the following sentences.,1.We are,famous computers,importers,and,there are branches,in three neighbouring cities.,原句大意：我们是著名品牌计算机进口商,在三个邻国设有分企业,.,We are,famous importers of computers,/,importers of computers of famous brands,with branches in three neighboring cities.,65/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,We ask you to,send your,product catalogue,for,all kinds of goods,being handled by your corporation for reference with our buyers,.,原句大意：请你们寄一本全部你们产品目录,以供我方买户参考,.,Please send us a catalog for all your products for our buyers,reference.,66/77,UP-TO-DATE CORRESPONDENCE FOR IMPORT&EXPORT,Exercises,We,only,deal in importing motorcycles,for ten years already,w,e