外贸函电ppt课件.ppt

1、外贸英语函电English for International Business Communication1PREFACE(序言)What are Business Letters?(什么是函电？) 函: 信函，letters, correspondence, writing, communications, etc. 电: 电报或电传，cables, telegrams or telexes 在国际贸易中使用或交流的函电即被称为国际商务函电，或外贸英文函电/书信。 2The Characteristics: (国际商务函电的特点) 1. 它是一种应用文(practical writing)

2、，有固定的格式(certain layout)。 2. 因为在当今世界的国际贸易中，英语是通用语言，所以外贸函电或国际商务函电通常使用英文书写。 3. 外国人把能写好函电称为“拥有宝贵的财产”，充分说明了函电在对外交流中的有用性和重要性。3The Function: (国际商务函电的功能) 国际贸易离不开函电。在国际贸易中，建立业务关系、价格磋商、合同签订、合同执行等交易磋商和履行的所有环节都离不开国际商务函电，都需要借助“函电”这个媒介(medium)。 在外贸中，有些函电是有法律效力的文件，e.g. firm offer, sales contract, etc. 所以，无论是在形式上，还

3、是在内容上都必须十分注意。4The requirement for writing: (写作函电的要求) 英文函电是外贸从业人员必须掌握的工具，写好函电是外贸从业人员的基本功之一。一封好的英文函电通常要求起草人具备以下条件： 1. 精通英语(Good Command of English) 2. 通晓外贸理论实务(Knowledge of Business Theory & Practice) 3. 通晓术语(Knowledge of Technical Terms) 4. 通晓人的心理(Knowledge of Psychology) 5. 熟悉推销艺术(Skill in Salesmans

4、hip)5外贸函电的写作要领7csCompleteness (完整)Concreteness （具体）Clarity （清楚）Conciseness （简洁）Courtesy （礼貌）Consideration （体谅）Correctness （正确6What do you think of this letter?7 Dear Sirs, Your message has been received. Thank you. Its difficult to understand your inquiry of 56mm of 8ohm speaker which we can handle

5、102db, because through our vast experience, it is almost impossible in technology. Can you supply us with your sample? If so, it would be great help to this project. Hope we could work together. Yours faithfully,8Appropriate tone语气适合 Convey the real message in a way that will not cause offence even

6、if it is a complaint or an answer to such a letter. And your tone must fit the purpose of your letter.信函是歉意的，劝说性的，还是坚决的，要求性的。这完全可以通过信函中的语气语调来表现。9 LAYOUT OF A BUSINESS LETTERThrough the study of the preface we will learn: 1. The structural parts of a business letter. 2. Two main styles of layout in w

7、riting. 3. The guidelines of business letters wring.4“Cs”:1. Correctness（正确）;2. Clearness（清楚）;3. Conciseness（简洁）;4. Courtesy（礼貌）.10Two Styles of Layout (版面编排)1. Blocked Style: 平头式 It is an American style, which is easy to type.2. Indented Style: 缩进式 每段起首都有缩进。 It is most widely used in the internatio

8、nal trade. 3. Modified Blocked Style: 修正式，改良式11常见的三种商务书信格式1.缩进式 要求信内地址逢换行时，下一行比上一行向右缩进1-3个字母的距离。 正文的每段首行都要留出一定的空白，一般向右缩进1-8个字母的距离。2.平头式 信函各行，包括信头、信内地址、称呼、主标题、正文、还有结束套语，都要从左边缘栏线开始。一般日期会放在右上方啦。3.混合式 除了信内收信人和地址采用平头式，公函正文的各段首行都要缩进6个字母的距离。日期还是在右上方的。 混合式信函的左边和右边都要留出一定的空白，各段落之间空两行，结束套语何签名放在栏中线右侧就好啦。12The S

9、tructural Parts (The Structural Parts (组成部分) )1. Seven Principal Parts Letterhead or Heading; Date; Inside name and address; Salutation; Body of the Letter; Complimentary Close; Signature.13Letterhead: (Letter-head, Heading) 信头 含义：是写信人写信人的名称和地址，以及电话、传真号码、电子邮箱、网址及经营业务等。 位置：一般商号都有已经印制好的信头；若没有，应将其打印在信笺

10、的正上方或右上方正上方或右上方。 要求：先写公司名称，再写公司地址先写公司名称，再写公司地址，地址应按从小到大的顺序从小到大的顺序写。 e.g. Senda Shoes Company 82 Jian Guo Street Beijing 100006, China 14Date:Date: (Dateline) (Dateline) 日期日期含义：是写信的时间写信的时间，包括年、月、日。 位置：日期通常位于“letterhead”“letterhead”下下，缩右平左缩右平左要求：书写日期应注意： a.年份必须全部写出，不可用06代替2006； b.月份要用英文写全，也可采用普遍公认的简写，

11、 如Jan. (January)； c.日期可用序数词(1st, 2nd, 3rd )，也可用基数词； d.日期切忌全部用数字来写，e.g. 05/09/2006()； e.e.年份前须加逗号，日期和月份间空格年份前须加逗号，日期和月份间空格。 e.g. 5th September, 2006 (British English) September 5, 2006 (American English)1512个月份的英文写法一月：January 二月：February 三月：March 四月：April 五月：May 六月：June 七月：July 八月：August 九月：September

12、 十月：October 十一月：November 十二月：December16Inside Name and Address: 封内名址 含义：是收信人收信人名称和地址，应与信封上收信人的名称和地址一致，目的是为了便于归档处理。 位置：一般在“date”“date”下下，缩平皆左缩平皆左 要求：先写公司名称，再写公司地址，地址按从小到大的顺序写， 开放式标点符号开放式标点符号e.g. Mr. F. Lawrence, President Wholesale Supplies Co., Ltd. 481 University Ave. Toronto 2, Canada17Salutation:

13、 称呼 含义：是发信人(Addressor)对收信人(Addressee)的一种称呼，应该与“inside name & address”及“attention line”相符相符。 位置：位于“inside name & address”下，缩平皆左缩平皆左 要求：Dear Sirs, , (British English) Gentlemen: : (American English) Dear Madam, , (To a lady) Note: sirs, gentlemen 都是复数形式，首字母要用大写，标点符号要对应，不要用Dear Gentlemen18Body of the L

14、etter: 信的正文 含义：是信的主体，是最重要的部分。 位置：在“salutation”“salutation”下下；缩头式每段起首向后缩头式每段起首向后缩进缩进4-64-6个字符，平头式每段起首无缩进个字符，平头式每段起首无缩进。 要求：信的正文最好划分为2-3个自然段，每段仅围绕一个话题展开。一般可以这样安排： Paragraph1: Take “you” into the letter. 以抓住读者注意的信息开头，或提及读者的需求或兴趣，或提出上一封信函开头，以“you”来陈述信文内容。 Paragraph2: Take “you” and “we” into the letter.

15、谈及我们的疑问以及我们能够提供的信息和服务。 Paragraph3: Express your hope.在信的末尾谈及我们希望收信人采取的行动或考虑的事情，或我们想要的结果。 19Complimentary Close: 结尾敬语 含义：用来和和“salutation”“salutation”相呼应相呼应礼貌地结束书信的一种表达方式，可理 解为“谨上”、“敬启”。 位置：打印在“body”“body”后后，缩右平左缩右平左 要求：通常 Dear Sirs, Yours faithfully, / Faithfully yours, Gentlemen: Yours truly, / Trul

16、y yours, Note: 只有第一个单词的第一个首字母需要大写。20Signature: 签名 含义：发信人的签名。 位置：在“complimentary close”下，平左混右 要求：由发信人公司名称、负责人手写签名、负责人打印签名、发信人职位构成。 e.g. GENERAL TRADING CO., LTD. A. A. White A. A. White Sales Manager21Note: 7Note: 7个主要部分之间最好空出1-21-2行。 LetterheadDateInside Name & Address SalutationBody(段首无缩进)Complimen

17、tary Closesignature Letterhead DateInside Name & Address SalutationBody(段首有缩进) Complimentary Close signature222. Seven Optional Parts not necessary in every business letter, according to the need. Reference Number; Attention Line; Subject Heading; Reference Notation; Enclosure; Carbon Copy Notation;

18、 Postscript.23Reference Number: 存档编号，参考号码 含义:存档编号有助于写信人存档，也便于写信人或收信人将该信与以往的信件联系起来。 写法: e.g. Your Reference No.: ICBCSH06001 Our Reference No.: CMBWH06003 位置:在“letterhead”和“date”之间，缩右平左与日期有关，在日期之上24Attention Line: (particular address)致收信人 含义:表示写信人希望信件到达公司时能够被直接交给某个人或者部门处理。 e.g. Attention: Import Dept

19、. For the Attention of the Sales Manager (Note: “Attention” can be short for “Atten.”) 位置:在“inside name & address”和“salutation”之间，缩中平左，实际上，它是封内名址的一部分。 与封内名址有关，在其之下25Subject Heading: (subject line, caption)事由 含义:是对信文内容的简要的提示性说明。可以被看成是信的正文的一部分。目的是使读者对信的基本内容一目了然。 写法: e.g. Re: Your Order No. 123 位置:在“sa

20、lutation”和“body”之间，缩中平左 Note: One letter one subject.与信文有关，在信文之上26Reference Notation: 经办人代号 含义:由书信口述人口述人，和秘书或打字员秘书或打字员姓名的首字母组成。 写法: e.g. the indicator: Bai Yun the typist: Hei Tu 4种写法: BY:HT, BY/HT (全用大写) BY: ht, BY/ ht (一大一小) 位置:在“signature”与 “enclosure”之间，靠左与签名有关，在签名之下27Enclosure: 附件 含义:信封里除信函本身外还

21、有的东西。 写法: e.g. Enclosure: Proforma Invoice Encl.: As stated 附件如文 Enc.: 2 1 Pricelist 1 Catalogue 位置:在“reference notation”与“carbon copy”之间，平缩皆左平缩皆左28Carbon Copy Notation: 抄送 含义:告知对方信文抄送给的第三者。 写法: cc (or CC): the Bank of China Xerox(影印件): ABC Trading Corporation Other examples see P6. 位置:在“enclosure”与

22、“postscript”之间，靠左29Postscript: 附言 含义:对信文追加的简短信息。 写法: P.S. The catalogue will be sent to you tomorrow. 位置:信的最末，靠左30 Messrs Williams & Werner, 32 Duke Street, St. James, London, SW5 IDY Aug. 20, 2009 China National Metals & MineralsImport & Export Corporation,P. O. Box No. 65BejingPeoples Republic of

23、China7LetterheadInside addressAttention Line Attention: Export Manager31Dear sirs,Re: Heating Supplies We are wholesale distributors of plumbing and heating supplies and are interested in the products you show in the China Foreign Trade No. 2 of 2009. We would like to hear from you with reference to

24、 importing merchandise from China. If we can work together to our mutual benefit, arrangements can be made from one of our representatives to make the trip to China and contact your office in person. SalutationSubject LineBody32 We are herewith enclosing our latest catalogue showing the items we car

25、ry at the present time. Please let us know whether you can manufacture items as per European patterns. Looking forward to hearing from you in the near future. Yours truly, (signature) H. Smith Manager Messrs Williams & WernerEncl. as stated. EnclosureSignatureComplimentary Close 33 China National Li

26、ght Industrial Products Import & Export Corporation Shanghai Branch 198 Hunan Road Shanghai, China Tel: 86-21- 66231198 Fax: 86-21-24317579 E-mail: shanghai Website: June 23, 2009Messrs Jameson & Sons Ltd.34 Madison SquareMelbourne, AustraliaAttention: Mr. Tony MiltonBlock Style34 Dear Mr. Tony Milt

27、on, Subject: Woolen Goods Your firm has been recommended to us by Messrs.Charles Evans Ltd. as a leading supplier of woolen goods. Now we are thinking of getting a supply of the above goods from you. Please send us a catalogue, price list and brochure, if available. We are looking forward to your ea

28、r Yours faithfully, Signature 35 China National Light Industrial Products Import & Export Corporation Shanghai Branch 198 Hunan Road Shanghai, China Tel: 86-21- 66231198 Fax: 86-21-24317579 E-mail: shanghai Website: June 23, 2009Messrs Jameson & Sons Ltd. 34 Madison Square Melbourne, AustraliaAttent

29、ion: Mr. Tony MiltonIndented Style36 Dear Mr. Tony Milton, Subject: Woolen Goods Your firm has been recommended to us by Messrs.Charles Evans Ltd. as a leading supplier of woolen goods. Now we are thinking of getting a supply of the above goods from you. Please send us a catalogue, price list and br

30、ochure, if available. We are looking forward to your early reply. Yours faithfully, Signature 37 China National Light Industrial Products Import & Export Corporation Shanghai Branch 198 Hunan Road Shanghai, China Tel: 86-21- 66231198 Fax: 86-21-24317579 E-mail: shanghai Website: June 23, 2009Messrs

31、Jameson & Sons Ltd.34 Madison SquareMelbourne, AustraliaAttention: Mr. Tony MiltonModified Block Style38 Dear Mr. Tony Milton, Subject: Woolen Goods Your firm has been recommended to us by Messrs.Charles Evans Ltd. as a leading supplier of woolen goods. Now we are thinking of getting a supply of the

32、 above goods from you. Please send us a catalogue, price list and brochure, if available. We are looking forward to your early reply. Yours faithfully, Signature 39 The Envelope 信封的写法应注意：1. 发信人(addresser)的名称地址一般是在左上角打好的；收信人(addressee)的名称和地址一般放在信封中间偏右的位置；右上贴邮票(stamp)。2. 先写公司名称，再写公司地址；地址按从小到大的顺序写，门牌号与

33、街道名同一行，换行打上城市、州、省名及邮编(post code, zip code)，再换行写国家名。3. 名称地址采用平头式，开放式标点。4. “航邮(via airmail)”或其他付费邮寄方式在信封左下角注明。40Senders name and addressReceivers name and address41Please address an envelope according tothe following information:Senders name: Overseas Trading CorporationSenders address: 中国北京市建国路125号(1

34、00710)Receivers name: Messrs Smith & Co.Receivers address: 153 Third Ave., New York NY 10017, U.S.A. Exercise:42Overseas Trading Corp. 125 Jianguo St. stampBeijing 100710China Messrs Smith & Co. 153 Third Ave. New York NY 10017 U.S.A. 43Through the study of the preface we have learned: 1. The structural parts of a business letter. 2. Two main styles of layout in writing. 3. The guidelines of business letters wring. 4. Envelope Addressing44