1、UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Welcome to the Course of Correspondence forImport and Export!,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Up-to-date Correspondence for Import & Export,Requirements: 1. Be on time for class; 2. Preview what you are going to learn next class and review
2、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,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Why do we learn letter writing?,UP-TO-DATE CORRES
3、PONDENCE FOR IMPORT & EXPORT,We have to communicate.Three channels for communications:Vis-vis vizvi（面对面） VerbalWritten,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Three Considerations for Evaluation of Channels,MoneyTimeDocumentation,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,UNIT ONE,Presentat
4、ion and Layout of Business Letters,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,A letter is like a visit on paper.,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
5、 also of an organizations total image.from Merriam-Websters Guide to Business Correspondence,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Well-written letters reflect a firms pride and concern for quality; Poorly-prepared correspondence can produce a negative impression that its recipients may have
6、 second thoughts about pursuing business with the firm. from Merriam-Websters Guide to Business Correspondence,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 g
7、rammar, spelling and punctuation,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Good Quality Stationery,Letter sheet: plain white bond paper, unruled.with letterhead printed or engraved inblack, grey or white.size: 21x30 cm, or A4.Envelope: matching the letter sheet in quality; conforming with letter
8、headin printing or engravingsize: 22x11 cm,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,A Letterhead in Black,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,A Letterhead in Blue,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,A Letterhead in Grey,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Neat Typi
9、ng or Printing No smudges, finger marks and erasures!,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Even Spacing,How?Word Processor!,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 mar
10、gins :“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.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Short Paragraphs,Avoid long wordy blocks of type Use sho
11、rt sentences and paragraphs Use a new paragraph for each new thought or idea Express that thought or idea simply and briefly,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, prejudi
12、ce the reader against you and help to destroy the effectiveness of your letter, your image and the image of the organization you represent!,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 mil
13、l is dying.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Correct Grammar, Spelling and Punctuation ,I am glad to let you know that our cloth mill is dyeing.,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
14、. Body 正文 6. Complimentary Close 礼貌结束语 7. Signature 签名,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
15、 (optional) 8) References (optional) 9) Date (optional),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Date Line,Considerations:1) Sequence of the elements2) Words vs. Numerals3) Cardinals vs. Ordinals (Dates & Years)4) Fully-spelt vs. Abbreviated (Months
16、),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 !,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,2) Words vs.
17、Numerals,Date MonthYear,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,3) Cardinals vs. Ordinals,Date:1, 2, 3, 1st, 2nd, 3rd, 11, 12, 13, 11th, 12th, 13th, 21, 22, 23, 21st, 22nd, 23rd 30, 31. 30th, 31st.Year: 2000, 2006, 2008, 2010, ,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,4) Fully-spelt vs. A
18、bbreviated,(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.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Possible Forms of Date
19、Line,D/M/Y M/D/YDate in 1 March 2006 March 1, 2006 Cardinals 1 Mar. 2006 Mar. 1, 2006Date in 1st March 2006 March 1st 2006 Ordinals,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 (ind
20、ispensable) 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),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Samples I (recipients name & title unknown-Corp. name),Univer
21、sal Software, Inc. (or Corp.) 2468 Oak Street San Francisco CA94105 U. S. A.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Sample II (recipients name unknown-Biz Title),The Sales Manager Wedgwood Potteries Ltd (or Plc) (UK). 83 Cambridge Street Lancashire B15 3EL United Kingdom,UP-TO-DATE CORRESPOND
22、ENCE FOR IMPORT & EXPORT,Samples III (recipients name & title known),Ms Linda Carpenter Import Manager Wales & MaCkinlay Ltd. Pty. 888 Cross Boulevard Sydney Australia,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Salutation,Types:1) Addressee is an organizationDear Sirs or Mmes, / Dear Sirs, (U. K.
23、) Ladies / Gentlemen: / Gentlemen: (U. S.) 2) Addressee is an individual, name & sex unknown, or only sex know Dear Sir or Madam, /Dear Sir ,/ Dear Madam3) Addressee is an individual, name & sex known Dear Mr./Mrs./Ms/Miss Smith (surname!),4) Special titles also available: Dear Dr. Walker,UP-TO-DATE
24、 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./Pr
25、of./Chairman/President,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 s
26、entences preferred. 4. Plain English To make sure that the letter reads easily and effectively !,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Complimentary Close,Important1. Only the initial letter of the first word capitalized. 2. Always yours, if used, not your. 3. Always an ly adverb, if used, n
27、ot an adjective. 4. Always punctuated by a comma, except in case of open punctuation. 5. Matching the Salutation.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Dear Sirs Dear Sirs or Mmes Yours faithfully Faithfully yours Gentlemen Ladies/Gentlemen Yours very truly Very truly yours Dear Sir Dear Sir
28、 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.),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Signature (layout),Sinc
29、erely yours,Universal Software, Inc. (firm name) (optional) Henry Morgan (signed name) Henry Morgan (typed name) Manager (business title) Overseas Department (department name),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Signature,Sincerely yours,Henry Morgan Henry Morgan Manager Overseas Departmen
30、t,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Courtesy Title bracketed before or after typed name,(Ms) D. McCarthyH. E. Morgan (Ms) Names can be used by both sexes:Carol, Lee, etc.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Courtesy Title bracketed is particularly useful for Chinese,Mei Lanfang
31、 (Mr) 梅兰芳Xie Xide (Ms) 谢希德,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,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Optional parts,Attention line (fully optional) Subject line (fully optional) Id
32、entifying Initials (fully optional) Enclosure notation (conditionallyindispensable) Copy notation (conditionallyindispensable),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Attention Line,Sample: Attention: Mr. Fred Johns, Sales Manager ATTN: Ms Hilary Pressman SupervisorFor the attention of Mr. Pet
33、er Mason,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Attention Line,Position:between the Inside Address and the Salutationdouble spacing above and below,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
34、also takes care of the business of the addressee if the latter is absent.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Subject Lines,Sample:Subject: L/C No. HSBC20060218Re: S/C No. USSX120835Order No. RT49679,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Subject Lines,Position:between the Salutatio
35、n and the Bodydouble spacing above and below,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Samples of Identifying Initials,JS/MM JS:MMjs/mm js:mmJS/mm JS:mmNever: js/MM js:MM,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Enclosure Notation,Sample: Enclosures: / Encls: / Encs:Enclosure: / Encl: / Enc
36、:Enc: Bill of Lading (6 copies)Commercial invoice (4 copies)Insurance policy,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Enclosure Notation,Position:Below the identifying initials (if any)Below the Signature ( if no initials is typed),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Enclosure vs. Att
37、achment,Letters sent Messages sentby post or by fax or express mail e-mail,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),UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,A
38、CC Sample:,CC Mr William Carter, Vice-PresidentMs Fan Zhonghui, Treasurer,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 ge
39、neral 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
40、of your trade terms and forward samples and product brochures. We look forward to a productive trade.Sincerely,Michael S. Barnwell Manager MSB/sh,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 Jam
41、eson 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.,UP-TO-DATE CORRESPONDENCE FOR IMPORT & EXPORT,Exercises,2. We would like to have your lowest quotations for the captioned goods on the terms and conditio
42、ns listed below. On the terms and conditions listed below, we would like to have your lowest quotations for the captioned goods.,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 whi
43、ch 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 good
44、s which you can supply.,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
45、 models available at present.,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 hav
46、e extensiveconnections with food stores throughout this country.,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 c
47、ity, we have learned that you are regular suppliers of Chinese kitchenware, for which there is a growing demand here.,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 particul
48、ars of your products, including specifications, prices and packing.,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,在三个邻国设有分公司. We are famous importers of computers / importers of computers of famous brands, with branches in three neighboring cities.,
