《国际商务信函（英文）》课程教学大纲.docx

际商务信函教学大纲Teaching Programmefor InternationalBusiness Letter-Writing经济学院国际经济与贸易/国际商务教研室 meet the demandinvite your attentionplace an order A TRIAL ORDERthere is a steady demand for somethingWe are in the market for somethingtake it that: you may believe thatthe demand exceeds the supply.the supply is inadequate to meet the demand/ supply falls short of demand supply goes over demand.Please rest assured thatplease put your heart/mind at easeTo be in the market forIV Review and points for consideration 复习思考题How to write an enquiry letter? (the main structures and steps )UNIT FIVE SENDING FROFORMA INVOICEI Key points 重点Letter writing for SENDING FROFORMA INVOICE.II Difficult points 难点The differences between an ordinary invoice and a proforma invoice.Ill Teaching contents 教学内容I. Meaning and functions of proforma invoiceA proforma invoice is an invoice sent for form's sake. It binds neither the buyer nor the seller© It can be used as a formal quotation, and the buyer can use it to make the relevant preparations. It does not necessarily involve in every business oII. Good/ useful words and phrases:Duplicate/triplicate/quadruplicateImport licence: a legal permit to do something driving licenceExpire: come to an endThe forthcoming Guangzhou fairWords and phrases common used in foreign tradeUseful expressionsHold the offer firm/open/good/validIV Review and points for consideration 复习思考题The letter writing for SENDING FROFORMA INVOICE.UNIT SIX OFFERS & COUNTER OFFERSI Key points 重点Letter writing for making an offerDifficult points 难点Meaning of firm offer and non-firm offerTeaching contents 教学内容I , An offer which can also be called a quotation is usually the suggestion or the terms and conditions sent by the seller in response to an inquiry for acceptance in order to conclude a deal. If the buyer sends an offer; it is called a bid. There are two kinds of offer: firm offer and non-firm offer.A firm offer is a promise to sell goods at a stated price and quantity, usually within a stated period of time which can not be withdrawn, revoked and amended and it is up to the buyer to accept or to reject or to make a counteroffer during the validity period. As per the relevant UN regulations, an offer, as long as it has the name of the commodity, the price and the quantity, then it is a firm offer.(it is complete) Yet in the factual business, a firm offer should be in as much details as possible, such as payment terms, time of shipment, packing and specifications, etc)A firm offer should be definite, clear, complete and Anal.II. Effective Writing Skills for writing a letter of making an offer?Letters of making offers are also one of the routine duties for a foreign trader. They should be written promptly and helpfully.1. Reply to all inquiries promptly. Since buyers' inquiries are valuable sales leads, your response and the time it takes you to reply are critical to be successful.2. Make your offer helpful. A satisfactory letter of making offers will bring a favorable result, creating chances of business. Thus, this kind of letter should answer all the questions mentioned in the inquiries. The samples and catalogues should be sent to the prospective buyer as soon as possible.3. To be accurate and with confidence. The information such as price and quantity you provide should be exact and accurate. You should try to write the letter with assurance and desire for future cooperation.The general steps and commonly used sentences for writing a letter of making an offer are as follows:1. Express your thanks for the inquirye.g. (Many) thanks for your inquiry of Oct 1 and for your interest in our products.We thank you for your inquiry of Oct 1 and are pleased to quote as follows.2. Provide the information required by the other party, and preferably make some favorable comments on your productse.g. As requested, we are pleased to offer you as follows and are sending you the catalogues and samples.Our products enjoy great popularity for the good quality and reasonable price.Our products are good in quality and reasonable in price.3. Indicate the validity period of the offer (if it is a firm offer).e.g. Please note that the above offer is valid (firm/good) for 5 days.The offer is subject to your acceptance before the end of this week We must stress that the offer will remain open for three days.4. Express the hope that the offer will be accepted.e.g. We look forward to receiving your prompt confirmation.We trust that you will find our quotation satisfactory and look forward to receiving your order.4. How to write a letter a letter of rejection? (p.lll)Specimen lettersLetter 1/2Place regular orders with you provided your prices are competitiveParticularly stress the importance of priceHave repeat ordersUSD13/each CIF NYTerms of paymentTime of shipmentL/C at sight/L/C at 30 days9 sight/L/C 30 days after sightWe are pleased to offer you our best price as follows.We are glad to quote you our best price /most competitive price/most favorable price as followsRock-bottom priceThe quotation is subject to our final /further confirmationThis offer is valid/good/firm for three daysLetter 3the contents is very useful and beautiful, you should try to recite the first two paragraphsYour prices appear to be on the high side as compared with those of other makesTo be frank with you/ To be candid with youTo make (conclude) a deal/business/transactionIf you cannot do so, we shall have no alternatives but to leave the business as it is.Letter 4Available from stockNot available for supply at presentA fortnightDo not hesitate to do somethingWill receive our careful attentionWords and phrases commonly used in foreign tradeUseful expressionsExercises:Exercise III point out which of the following expressions are firm offersExercise IVWrite a letter to me, with a quotation of a product of your hometown , giving favorable comments on the product and recommending my acceptance.IV Review and points for consideration 复习思考题How to write a letter of making an offer and a counteroffer.UNIT SEVEN SALES PROMOTIONI Key points 重点Letter writing for writing a sales letteII Difficult points 难点Types of sales promotion letters and the relevant knowledge.Ill Teaching contents 教学内容Types of sales promotion letters1. sales letter 促销信：letters to persuade buyer to buy what the seller can supply. Usually this kind of letter for both old and new customers, especially for new customersa good sales letter consists of four elementsA. arouse interest B. create desireC. carry conviction D. induce action2. revivers 振兴信：letters to regain or to old customersfollow-up letters 随访信：(also for old customers) letters which refer to customers9 inquiry which has been previously made, express the regret that no order or no business and inquire into the reasons, and put forward new and possible advise.Rules to observe:A. To keep the letter shortCatch the reader's interestB. Give the letter an attractive look. specimen lettersSell fastOrder cardlook throughin substantial quantityit is just the next newest to clear the stock up to the present writing await wait forwords and phrases and useful expressionsYour prices are too high to interest the buyers in making a counterofferBy virtue of its superior qualityTo be saleable in your marketTo be not available for supply at presentII Review and points for consideration 复习思考题Letter writing for writing a sales letter, a reviver and a follow-up letterUnit Eight Orders and Their FulfilmentI Key points 重点Letter writing of placing an order.II Difficult points 难点The understanding of the obligations of the buyer and the seller respectively.Ill Teaching contents 教学内容I .Knowledge points:1. What is an order?2. What are the contents of an order?3. When an order/agreement comes into force, what are the obligations of the buyer and the seller respectively?The seller: to deliver the qualified goods at the agreed time and quantity.The buyer: to accept the goods and make the payment.Book the shipping spaceSome most commonly used phrases:A reduction in price/ To reduce the priceReplacement of goodsCancel the orderto make a claimII. Specimen lettersPlacing a first orderTo supply from current stockIn duplicateacknowledgement of the first orderby the first available steamercovering letter with order form1. acknowledgement of order NO. 237sales confirniation/agreement/contractpurchasing contractcountersignin sb's favorwith the least possible delaystipulations /terms and conditions/clausesIV Review and points for consideration 复习思考题Letter writing of placing an order.Unit Nine Terms of PaymentI Key points 重点L/C Amendment & ExtensionUrging Establishment of L/CII Difficult points 难点L/C Amendment & ExtensionIII Teaching contents 教学内容Part I the relevant knowledge of PaymentThree main kinds of payment：L/C Collection remittanceWhy L/C is the most widely used payment termsIt is safe and reliable for both the seller and the buyer and it has solved the problem of disbelief between seller and the buyer.1. the procedures of opening an L/C .2. what is meaning of an irrevocable L/CThe applicant cannot amend the terms of the L/C without the agreement of the relevant parties.the exporter can only accept an irrevocable L/Ccompare L/C ,D/P and D/A, why do people say (for the exporter )L/C is better than D/P and D/P is better than D/A? If you are an exporter and it is up to you to decide, which do you prefer?D/P calls for actual whereas D/A calls forCollection D/PD/A5.isIf you are an importer, your second choice ?which payment term would you choose first? and which Payment in advance, L/C or D/P ?payment against transfer of the shipping documents delivery of documents against acceptance.II specimen lettersPlace an initial orderPlace an initial orderAs agreedDraw onAdequate stocksFreight prepaid-*- CIF/CFR Freight to collect-* FOBThe drawer-* exporter-* payee The drawee-* importer fpayerPart II Urging Establishment of L/CThe meaning of urging Establishment of L/Cit is the seller who urges the buyer to open the L/C if the buyer fails to issue it or the L/C does not reach the seller in time.Specimen letters: 3rd/5,h /letter for optional study are very typical.How to write a letter of urging establishment of L/C?®We have not received your L/C so far, and the goods has been ready.Please open the L/C ASAP, Or.©Looking forward to receiving your L/C soon.Sample:Dear sirs:We'd like to draw your attention to the fact that we have made the goods ready for the 2000 dozen of Thermos Flask for delivery in July, but your L/C has not reached us so far. This has caused us much inconvenience. Please open the L/C ASAP, or the shipment might be delayed.Hope we can receive your L/C soon.Part III L/C amendment and extensionThe meaning of L/C amendment .It is the seller who asks the buyer to amend the L/C.When the seller receives the L/C, the very first job for him/her to do is to check/examine the L/C. If he finds some discrepancies (some points which are not in accordance with the contract), then he should ask the applicant to amend the L/CAmendment & extensionUsually there are three dates in an L/C:The date of issuing the L/CThe latest shipping dateThe expiry dateRespectivelyThe deadline for booking the shipping spaceUseful expressionsHow to write a letter of amending the L/C ?(1) We have received your L/C No. xxx, but on examination, we have found some discrepancies as follows: a. The price should be "”(2)Please amend the L/C accordingly, or the shipment might be (3) Looking forward to receiving your L/C amendment.SAMPLE:China National I/E CorpTele:xxxxx Fax: xxxxx E-mail:xxxxxDate: July 15th,xxxx Hua Feng Trading Co.Dear Mr. Zhang:We have received your L/C No. 94625, but on examination, we have found some discrepancies as follows:a. Please amend the L/C to read u100% confirmed and irrevocable ”The total amount should be USD8, 750. 00b. Transhipment should be allowed.c. Please extend the latest shipping date and expiry date to August31st and Sept21st respectively.Table of contentsTeaching purposes and requirements3I Points to be noted3Teaching contents4Unit 14Unit 25Unit 37Unit 48Unit 510Unit 611Unit 714Unit816Unit 917Unit 1020Unit 1122Unit 1223Unit 1325period allocation27IV Main reference documents28We hope you can amend the L/C accordingly and arrange the L/C amendment to reach us by the end of July , or the shipment might be delayed.Looking forward to receiving your L/C amendment.Yours sincerelyXXXIV Review and points for consideration 复习思考题Letter-writing for amending L/CUnit Ten PACKINGI Key points 重点Types of markingsDifficult points 难点Letter for the packing clauseTeaching contents 教学内容1. Two types of packing：(l)Transportation packing which can be called large/outer packing(2)Sales packing which can be called small/inner packingTypes of markings(DAs per the reasons： (Dthe consigneeJ s own distinctive marking©official markings©Special markings(2)Purposes： ©shipping marks©Indicative marks©Warning marks1. the students should list/name some specified packing containersbag/ drums carton,etc.pallets and containersTwo most common types of containers： 20 and 40 feet containersTEUShanghai is now one of the three largest ports in the whole world in terms of import and export volume.Shanghai has reached 20 million TEUs in the year 2006whereas Yantai has reached 1 million which is one of the ten largest ports in China.LinerFCLfull container loadTWO 20 feet FCLsLCLless than container loadspecimen lettersWords and phrasesUseful expressionsIV Review and points for consideration 复习思考题Letter for packing clausesUnit Eleven INSURANCEI Key points 重点the relevant Knowledges points concerning insuranceII Difficult points 难点Insurance clausesIII Teaching contents 教学内容I . Key points which the students must master:1. Specialized words:Insurance policy/certificateMain risks which are usually covered under an insurance policythe premiumInsurer insurance companythe insured-*I/E corporationsChina insurance Clauses can be abbreviated as CIC, there are three principal perils under CIC, what are they?They are FPA, WA and all risksUsually people effect the insurancefor 110% of the insurance value. Sometimes the buyer may request to cover more than 110%, then the extra premium should be for the buyer* s account.2. What are the differences between general average and particular average?The causes for the loss are different particular average means partial loss or damage accidentally caused to the ship or the particular lot of goodsWhereas the cause for general average is voluntary sacrifice or