《外贸英语函电》ppt课件.ppt

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1、外贸英语函电“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。Objectives of learning this coursevKnow the writing principles of business letters;vMaster the special/technical terms in international trade;vMaster and be able to use the commonly used expressions in internati

2、onal business letters;vBe able to write different business letters in specific situations;vKnow the language features of international business contracts and be able to draft them by yourselves. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。Final examinationvI.Fi

3、ll in the blanks with proper prepositions .vE.g. We learn from your enquiry letter that you are in the market for Chinese textiles.v We sent a sample book to you under separate cover yesterday.vII. Fill in the blanks with proper words .vE.g. Enclosed please find our catalogue and the pricelist. We s

4、ustained a great loss of $5,000, for which we have to lodge a claim against you.vIII. Special term translation (CE) .vE.g. 保兑的不可撤销的即期信用证confirmed, irrevocable sight L/CvIV. Special term translation (EC) .vE.g. despatch money 速遣费vV. First arrange the following sections in a proper layout, as they sho

5、uld be set out in a business letter, and then write an envelope for the letter.vVI. Write a reply to the following given letter.vVII. Translate the following sentences into English (CE).vVIII. Translate the following passage(excerpts from contracts) into Chinese (EC) .Chapter One: Business Letter Wr

6、iting“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。 Writing business letters is one of the most important means of communication with other companies, either in the same country or abroad because letters can present some details which can not be done by other mea

7、ns of communication. It serves two main functions- to convey a message and to provide a permanent record for future reference and also valuable proof in the event of legal disputes.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1 Writing principles of business let

8、ters ：7Cs 1. Courtesy 2. Consideration 3. Completeness 4. Clarity 5. Conciseness 6. Concreteness 7. Correctness “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.1 Courtesyv1. Try to avoid irritating(惹人生气的) and offensive（得罪人的） statements in your letters; Compare th

9、e following sentences:v1a:Why didnt you read the instruction（说明书） before using the machine?v1b:You are requested to read the instruction before using the machine.v2a: In a company as large as ours, we seldom take an order of less than 2000 pcs（件）.v2b: Please note that it is not our common practice t

10、o take an order of less than 2000 pcs.v2. Even if you receive a rude letter, try to write a reply courteously（礼貌地）;v3. In addition, to write back promptly（迅速） is also a matter of courtesy.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.2 Consideration v1. Using y

11、ou-attitude instead of we-attitudevYou-attitude means that you are from the other partys point of view and put his/her interests in the first place. We-attitude is self-centered. Compare the following two sentences and two letters:v3a: We regret to say that we have to cancel your order because of yo

12、ur failure to open the L/C in time.(we-attitude)v3b: Please let us know if there is something in the way that precludes（阻止，妨碍） you from establishing the L/C.(you-attitude)Conclusion: you-attitude sentences and letters show more respect and consideration for the other party.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治

13、中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。v2. Using positive tone（肯定的、积极的语气） instead of negative tone（否定的、消极的语气）vCompare the following two pairs of sentences and letters:v4a: We cannot supply in packs of less than 10.(negative tone)v4b: To keep packaging costs down and to help our cus

14、tomers save on postage, we supply in packs of 10 or more.(positive tone )v5a: You failed to include your credit card number, so we cant mail your order. (negative tone)v5b: Well mail your order as soon as we receive your credit card number. (positive tone )Conclusion: sentences and letters with posi

15、tive tones are more easily accepted than those with negative tones though they convey almost the same message.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.3 Completeness v1. A complete sentence must include all the relevant information. Compare:v6a: Our Sales

16、Manager will contact you soon.v6b: John Smith, our Sales Manager, will contact you soon.v7a: My flight is to arrive at 6:30 on Wednesday.v7b: My flight BA121 from London Heathrow should arrive at Beijing International Airport at 18:30 on Wednesday, 12 June.Conclusion: incomplete information may brin

17、g about unnecessary trouble. v2. A complete letter should include whatever details are needed to generate the effect you want. vOmission of anything the receiver wants to know may cause suspicions, and may make you lose an important customer. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共

18、安全视频监控联网应用为重点的“群众性治安防控工程”。1.4 Clarity You should convey（传递） exactly what you wish to say and avoid any misunderstanding. v1. Avoid using words/expressions which have different meanings or understandings or ambiguous meanings or make it clear with further explanation; Compare: 8a: This contract will

19、come into effect from Oct. 1. 8b: This contract will come into effect from and including Oct. 1, 2009. 9a: Our offers by fax are open for five days. 9b: Our offers by fax are open for five days inclusive of the date of dispatch.v2. Paragraph the letter carefully and properly. Short paragraghs rather

20、 than long paragraghs are recommended. Generally if there are several points to make clear, be sure to follow the principle: “one point, one paragraph”. Look at specimen letters:“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.5 ConcisenessvFollow the principle: K

21、ISS keep it short and simple in writing business letters.v1. Avoid using wordy or redundant （冗余的）expressions and use short and simple words instead;v2. Avoid unnecessary repetition;Compare:v10a: The letter you wrote on the first day of the month of May has been received by me with many thanks.v10b:

22、Thank you for your letter of May 1.v11a: We confidently believe that you will have a good turnover, and that you will be able to place repeat orders with us in the near future.v11b: We are confident/sure that you will have a good turnover（营业额）, and that you will be able to place repeat orders（续订单） w

23、ith us in the near future.v3. Use simple and plain words and short sentences;v4. Use words to replace phrases or clauses.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.6 Concreteness The message should be specific, definite and vivid. So use words with definite

24、and specific meaning instead of abstract words. Compare:v12a: We have drawn on you as usual under your L/C.v12b: We have drawn on you our sight draft No.1234 for the invoice amount US$7 000 under your L/C No.4567.v13a: We have already received your invoices No.123 and 456 and will make payment short

25、ly.v13b: We have already received your invoices No.123 and 456 and will make payment on or before Nov. 25.v14a: We will amend the L/C as soon as possible.v14b: We will amend the L/C on Dec. 12.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。1.7 Correctnessv Sometim

26、es business letters can be used as proofs. So correctness refers not only correct spelling, grammar and punctuation, but also the accurate figures（数字） and correct use of technical terms or commercial jargons（商业行话）.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2 M

27、ain sections in a business letterv1. Letter head or heading（信头）;v2. Date;v3. Inside name and address（封内地址）;v4. Salutation（敬称）;v5. Subject line or caption（标题、事由）;v6. The body of the letter;v7. Complimentary close（结尾敬语）;v8. The writers signature and his job title or position or designation（职务、职位）;v9.

28、Enclosure（附件）;v10. Postscript（附言）. NOTE: The following seven sections 1, 2, 3, 4, 6, 7, and 8 are indispensable parts of a business letter whereas sections 5, 9, and 10 are optional. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.1 Writing of each section and th

29、eir respective positions in a business letter“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.1 Letter head or headingvIt refers to the senders name, address, telephone number, fax number etc. Usually it is written in the upper right hand margin of the writing pap

30、er. Most business firms and other organizations use stationery with a center-printed letterhead that includes the name, the address, the postcode and the telephone number of the firm. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.2 Date It refers to the date on

31、 which the letter is written. The date consists of the month, day and year. In writing dates, please note that “month” can be abbreviated, but “year” can not be abbreviated and it must be written in full. It is put two spaces below the letter head or put in the left-hand margin two spaces below the

32、letter head.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.3 Inside name and addressv It refers to the receivers name and address. It is written in the left-hand margin about two spaces below the date. It appears exactly the same way as on the envelope. It is im

33、portant to include the postcode in order to facilitate mechanical mail-sorting（信件的分拣）.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.4 SalutationvIt is the polite greeting with which the writer starts his letter. The use of salutation depends on the writers rela

34、tionship with the receiver.vThe customary formal greeting in a business letter is “Dear Sir” or “Dear Madam” for addressing one person and “Dear Sirs” or “Dear Mesdames” or “Gentlemen” for addressing two or more persons. If the receiver is known to the writer personally, a warmer greeting is preferr

35、ed, such as “Dear Mr. ” or “Dear Ms. ”. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。vSpecial attention should be paid to the punctuation used after the salutation: after “Dear Sir”, “Dear Madam”, “Dear Sirs”, “Dear Mesdames”, “Dear Mr. ” and “Dear Ms. ”, a comm

36、a is used instead of a colon as in a Chinese letter. However, after “Gentlemen”, a colon is generally used. In addition, the first letter of each word in the salutation should be capitalized.vSalutation is usually written two spaces below the inside name and address.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台

37、、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.5 Subject line or captionvSubject line is actually the main topic of the letter. It is inserted between the salutation and the body of the letter. It is expressed as “Re:”. For instance, if the letter is mainly concerned with the L/C No.1234, then

38、the subject line can be written as “Re: L/C No.1234”.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.6 The body of a lettervThis is the most important part of the letter. It contains the actual message of the letter. It states the writers idea, opinion, purposes

39、and wishes, etc. vIt generally consists of three sections: the opening paragraph, paragraphs containing main points and the ending paragraph. The first section is the opening paragraph, introducing yourself if it is the first letter between you and the receiver, or referring to the previous letters

40、if there were some correspondences. The second section contains the main points and it may consist of several paragraphs (Note: one point, one paragraph). The third section is the ending paragraph, indicating the writers plan, expectations, wishes etc. “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格

41、化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.7 Complimentary closev It is merely a polite way of ending a letter. vThe most commonly used complimentary closes are:The formal ones are “Yours faithfully” or “Faithfully yours” and “Yours truly” or “Truly yours”. The less formal ones are “Yours sincerely” or “

42、Sincerely yours”.v The punctuation used after these complimentary closes is a comma, and only the first letter of the complimentary close should be capitalized(大写). Generally the complimentary close is put in the right hand margin two spaces below the body of the letter.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为

43、指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2. 8 Signature and job designation or job titlevIt is common for the writer to sign his name immediately below the complimentary close. vIf the writer represents his company, the companys name should come first, and then the writers signature. Un

44、der the signature, generally comes the writers printed name for easy identification. Below the writers printed name is his or her designation. For example ABC Company (Signature) John Smith Sales Manager “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。Some people p

45、refer to put the name of the company under their job titles instead of putting it above their signatures, like this: (Signature) John Smith Sales Manager ABC Company“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。2.9 EnclosurevIf something is enclosed in the letter

46、, note it below the designation to draw the receivers attention to find the enclosure(s) like “Encl: a pricelist” or “Encl(s): a catalogue and a pricelist”. It can be put in the left hand margin two spaces below the designation of the writer.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安

47、全视频监控联网应用为重点的“群众性治安防控工程”。2.10 PostscriptvIf the writer wishes to add something he forgot in the body of the letter or for the sake of emphasis, he may add a postscript two spaces below “Encl.”. It is abbreviated as “P.S.”. e.g. P.S.: The samples will be mailed to you tomorrow.“雪亮工程是以区（县）、乡（镇）、村（社区）三

48、级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。3 The layout of the above 10 sections in a business letter “雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。4 Different styles of business letters vThere are three different styles for business letters acco

49、rding to the writers preferences. They are blocked style, indented style and blended style.“雪亮工程是以区（县）、乡（镇）、村（社区）三级综治中心为指挥平台、以综治信息化为支撑、以网格化管理为基础、以公共安全视频监控联网应用为重点的“群众性治安防控工程”。4.1 Blocked stylevIt is a modern style and increasingly adopted now.vIts main feature is that all typing lines, including thos

50、e for the heading, the date, the inside name and address, the salutation, the subject heading (sometimes in the middle), the body of the letter, the complimentary close, signature and designation, enclosure and postscript begin at the left-hand. vThat is, every line of the business letter starts fro