CommunicatinginInternationalBusiness国际商务函电.ppt

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1、CommunicatinginInternationalBusiness河北经贸大学商学院国际经济教研室谭立群1/16/20231Fundamentals of Writing English Business Letters1/16/20232Learning ObjectivesKnowledgeobjectivesA.TobefamiliarwiththeformatsandthestructuresofEnglishbusinesslettersB.TobefamiliarwiththeenvelopeformatsofEnglishbusinessletters.C.Tobefami

2、liarwiththebasicprinciplesforEnglishbusinessletterwriting.1/16/20233Learning ObjectivesAbilityobjectives:A.TowriteletterswiththecorrectformatsandstructuresofEnglishbusinesslettersB.TowriteenvelopesofEnglishbusinessletterscorrectly.1/16/20234What is communication?lCommunicationissumofallthings,oneper

3、sondoeswhenhewantstocreateunderstandinginthemindofanother.Itisabridgeofmeaning.Itinvolvesasystematicandcontinuousprocessoftelling,listeningandunderstanding.1/16/20235The communication processmessagemessagemessagefeedbackSourcemessageEncodingChannelDecodingReceiver1/16/20236Important characteristics

4、of communicationlA.communicationisatwowayprocess.lB.communicationalwayshappensbetweenoramongtwoormoreparties-senderandreceiver.lC.communicationinvolvesanexchangeoffacts,ideas,feelingsorthoughts.1/16/20237Important characteristics of communicationlD.communicationusesverbalwayslikewordsspokenorwritten

5、,ornon-verbalwayslikegestures,postures,etc.lE.communicationneedsamutualityofunderstandingbetweensenderandreceiver.1/16/20238Purposes of communicationlA.Initiating actiona.Expressingneedsandrequirementsb.PersuadingandmotivatingotherslB.Imparting informationa.Creatingawarenessb.Creatingunderstandingc.

6、Persuadingothersd.Influencingothers1/16/20239Purposes of communicationlC.Establishing relationEstablishing,acknowledgingandmaintainingrelationswithotherpeople,isavitalfunctionofcommunication.1/16/202310The type of communicationlVerbal CommunicationVerbalcommunicationincludessounds,words,languageands

7、peaking.lNon-Verbal CommunicationNon-verbalcommunicationinvolvesphysicalwaysofcommunication,like,toneofthevoice,touch,smileandbodymotion.1/16/202311The type of communicationlWrittencommunicationiswritingthewordswhichyouwanttocommunicate.lVisual communicationVisualcommunicationisvisualdisplayofinform

8、ation,like,topography,photography,signs,symbolsanddesigns.Televisionandvideoclipsaretheelectronicformofvisualcommunication.Written Communication1/16/202312Written Communication Written Communication Business writingBusiness writinglBusiness writing is nonfictionnonfiction writing about a business re

9、lated a business related subjectsubject,addressed to a particular a particular audienceaudience to achieve a particular particular purpose.purpose.lA good business letter should be A good business letter should be clear,accurate and effective.clear,accurate and effective.1/16/202313Principles of Goo

10、d Business Letter Writing 1/16/202314ConsiderationlA.TrytoputyourselfintoyourreadersplacelB.EmphasizetheYouattituderatherthanIorWe.lC.Emphasizethepleasant,positivefacts1/16/202315ExamplelIwritetosendmycongratulations.lCongratulationstoyouonyourpromotion!lWewontbeabletosendyouthebrochurethismonth.lWe

11、willsendyouthebrochurenextmonth.1/16/202316ExamplelWeareshippingyourorderofSeptember21thisafternoon.lThegoodsyouorderedwillbeshippedthisafternoonandshouldreachyoubySeptember28.1/16/202317ConcisenesslExpressingmuchinfewwords;clearandsuccinct1/16/202318ConcisenesslThisistonotifyyouthatatalaterdatewema

12、ybeabletosubmitthereport.lWemaybeabletosubmitthereportlater.lLastbutnotleast,Troycollectedtogetherasmuchassupportmaterialaspossibletoavoidgettingburnedincashlossesorbottom-lineprofits.lFinally,Troycollectedasmuchsupportmaterialaspossibletoavoidlosingcashorprofits.1/16/202319CourtesylCourtesyisnotmer

13、epoliteness.ItstemsfromasincereYou-attitude.Thecourteouswritershouldbesincereandtactful,thoughtfulandappreciative.1/16/202320Example lYourletterisnotclearatall.Icantunderstandit.lIfIunderstandyourlettercorrectly1/16/202321ClaritylThewritermusttrytoexpresshimselfclearly,sothatthereaderwillunderstand.

14、Toachievethis,heshouldkeepinmindthepurposeofhisletteranduseappropriatewordsincorrectsentencestructurestoconveyhismeaning.1/16/202322ExamplelTheL/Cmustreachusforarrangingshipmentnotlaterthan8October.lTheL/Cmustreachusnotlaterthan8Octoberforarrangingshipment.1/16/202323ExamplelWehavebeguntoexportourma

15、chinestocountriesabroad.lWehavebeguntoexportourmachines.lIntheeventthatyouspeaktoMrWoodinregardtoproduction,askhimtogiveconsiderationtothedeliveryschedule.lIfyouspeaktoMrWoodaboutproduction,askhimtoconsiderthedeliveryschedule.1/16/202324CorrectnesslAsappliedtoabusinessmessage,correctnessmeansappropr

16、iateandgrammaticallycorrectlanguage,factualinformationandaccuratereliablefigures.1/16/202325CompletenesslAbusinesscommunicationshouldincludeallthenecessaryinformation.Itisessentialtocheckthemessagecarefullybeforeitissentout.1/16/202326Understanding The Three-Step writing Process1/16/202327PlanninglA

17、nalyze:Studyyourpurpose,layoutyourwritingschedule,andthenprofileyouraudience.lInvestigate:Gatherinformationthroughformalorinformalresearchmethods.lAdapt:Choosetherightchannelandmedium;thenestablishagoodrelationshipwithyouraudience1/16/202328WritinglOrganize:Defineyourmainidea,limitthescope,groupyour

18、points,andchoosethedirectorindirectapproach.lCompose:Controlyourstylethroughlevelofformalityandconversationaltone.Chooseyourwordscarefullysothatyoucancreateeffectivesentencesandparagraphs.1/16/202329CompletinglRevise:Evaluatecontentandreviewreadability,editingandrewritingforconcisenessandclarity.lPr

19、oduce:Useeffectivedesignelementsandsuitabledeliverymethods.lProofread:Reviewforerrorsinlayout,spelling,andmechanics.1/16/202330TheStructureandLayoutofBusinessLetters1/16/2023311/16/2023321/16/2023331/16/2023341/16/202335The letterheadlThenameofthesenderlTheaddressofthesenderlThetelephonenumber(faxnu

20、mber,e-mailaddress,etc.)ofthefirmlThefirmsnumberatthecommercialregisterlTheemblemortrademarkofthefirmlThedate1/16/202336The inside name and addresslMr.WilliamSmithThompsonlVice-president,ConsumerAffairslTheSuccessfulBusiness,Inc.lTheRichardH.VerrillCorporationl954PelhamAvenuelNewYork10202,N.Y.lUSA1/

21、16/202337The salutationlDearAndylDearMrs.GibbslDearDr.BreedlovelDearsir1/16/202338The body of the letterlThefirstparagraphactsasanintroductionoranacknowledgementofthepreviouscorrespondenceifany.lThemiddleusuallydiscussesmattersorgivesinformation.lThelastparagraphexpressesahopeorreferstothefutureacti

22、oneitherbythewriterorthereader.1/16/202339The complimentary closelSalutationCloselDearMr.SmithYourssincerelylDearDr.SmithYourssincerelylDearSirYoursfaithfullylDearMadamYoursfaithfully(-Bestregards.-Regards.Withwishes.-Allbestwishes.Allthebest.Allmybest.)1/16/202340The SignaturelSincerely,l(Handwritt

23、enSignature)lMissMelanielC.prudhommelSecretarytoMr.GBDavis1/16/202341The layouts of the Business letterlBlockstylelModifiedblockstyle1/16/202342How to Address the Envelope1/16/2023431/16/202344Block styleLinyuLee123MoChouSt.Nanjing,ChinaMr.JohnIsacs1130MineHillRd.Milwaukee,WI.532091/16/202345Indente

24、d styleLinyuLee123MoChouSt.Nanjing,ChinaMr.JohnIsacs1130MineHillRd.Milwaukee,WI.53209U.S.A1/16/202346HowtoWriteaBusinessEmail lHello,lIreadonyourwebsitethatyouofferMusicCDcopyingforlargequantitiesofCDs.Idliketoinquireabouttheproceduresinvolvedintheseservices.Arethefilestransferredonline,orarethetitl

25、essentbyCDtoyoubystandardmail?Howlongdoesitusuallytaketoproduceapproximately500copies?Arethereanydiscountsonsuchalargequantity?lThankyoufortakingthetimetoanswermyquestions.Ilookforwardtoyourresponse.lJackFinleySalesManager,YoungTalentInc.(709)567-34981/16/202347HowtoWriteaBusinessEmaillAt16.2201/07/

26、2002+0000,youwrote:lIhearyoureworkingontheSmithaccount.Ifyouneedanyinformationdonthesitatetogetincontactwithme.lHiTom,lListen,wevebeenworkingontheSmithaccountandIwaswonderingifyoucouldgivemeahand?Ineedsomeinsideinformationonrecentdevelopmentsoverthere.Doyouthinkyoucouldpassonanyinformationyoumightha

27、ve?lThankslPeterlPeterThompsenAccountManager,Tri-StateAccounting(698)345-78431/16/202348Important Points to Remember lEmailismuchlessformalthanawrittenletter.Emailsareusuallyshortandconcise.lIfyouarewritingtosomeoneyoudontknow,asimpleHelloisadequate.UsingasalutationsuchasDearMrSmith,istooformal.lWhe

28、nwritingtosomeoneyouknowwell,feelfreetowriteasifyouarespeakingtotheperson.1/16/202349Important Points to RememberlUseabbreviatedverbforms(Hes,Were,Hed,etc.)lIncludeatelephonenumbertothesignatureoftheemail.Thiswillgivetherecipientthechancetotelephoneifnecessary.lItisnotnecessarytoincludeyouremailaddressastherecipientcanjustreplytotheemail.lWhenreplyingeliminatealltheinformationthatisnotnecessary.Onlyleavethesectionsoftextthatarerelatedtoyourreply.Thiswillsaveyourreadertimewhenreadingyouremail.1/16/202350