1、2019/4/4,1,BUSINESS WRITING 商务英语写作 Course Outline,2019/4/4,2,Text Book,商务英语写作胡英坤 车丽娟 主编外语教学与研究出版社,2019/4/4,3,Contents,1 An Overview of Business Writing 2 Structure and Style of Business Letters 3 Sales-related Inquiries and Replies 4 Orders and Confirmation Letters 5 Letters about Shipment,商务信函的结构与格
2、式,商务写作概述,询盘与回复函,订单与确认函,装运函,2019/4/4,4,6 Letters About Payment and Settlement of Accounts 7 Routine Claims and Adjustment 8 Persuasive Claims and Refusals 9 Sales Letters 10 Invitation and Thank-you Letters,付款与结帐函,日常投诉与理赔,邀请函与感谢信,销售函,说服性索赔与拒绝函,2019/4/4,5,11 Letters of Apology and Congratulation 12 No
3、tice and Announcement 13 Memos and Minutes 14 Preparing resumes 15 Letters of Application,道歉信与祝贺信,通知与通告,备忘录与会议记录,准备简历,申请信,2019/4/4,6,16 Letters of Recommendation 17 Proposals 18 Organizing and Preparing Reports 19 Questionnaires 20 Business Agreements,意向书,商务协议,调查问卷,推荐信,报告,2019/4/4,7,Communication is
4、 a Bridge.,BUSINESS WRITING 商务英语写作,Chapter 3,Sales-related Inquiries and Replies,询盘与回复函,2019/4/4,8,Salesrelated inquires,Letters seeking information fall into two broad categories: general inquiries and sales-related inquires. In this chapter, we only discuss salesrelated inquires which are written
5、in regard to a product or a service purchased/sold or being considered for purchase/sale. In order to obtain a satisfactory response, the writer of such inquiry should state his/her request specifically and courteously. Because businesses usually benefit from such correspondence, you can write sales
6、-related inquiries in direct order.,2019/4/4,9,Begin directly with the objective, indicating a general inquiry about products or service. Include specific requests or questions about the products or services. If a number of questions or requests are involved, list them by numbers or bullets, or leav
7、e space between them. End with goodwill words adapted to each particular situation.,The general plan for sales-related inquiries:,2019/4/4,10,Replies to Sales-related InquiriesAlmost all the business people know that every inquiry they answer ( whether obviously sales-related or not) may carry the s
8、eed of future business. Inquirers who are not themselves customers or potential customers may be in a position to influence others to buy. The writers first objective, therefore, is to build goodwill. His second objective is to influence the sale, if the inquiry opens up the opportunity for new or a
9、dditional business. The success of both objectives depends largely on your adherence to these principles:,2019/4/4,11,Answer Promptly. Reply Courteously. Respond Completely. Provide Additional Information. Follow up the Answer.,Principles for sales-related replies,2019/4/4,12,The general plan for sa
10、les-related replies is as follows:,1. Begin by courteously indicating that you are answering his/her requests about products or services, identifying the correspondence being answered (incidentally or in a subject line ) 2. Express interest in the request. 3. If possible, answer all questions and re
11、quests, preferably in the order posed. 4. Include any necessary details that the reader may need to know about products or services. 5. Use sales opportunities when appropriate. 5. 5. Consider including extras ( e.g. using resale material to encourage the reader to buy. ) 6. Express goodwill or take
12、 an optimistic look into the future.,2019/4/4,13,The following two letters are written according to the writing principles mentioned above. Read them and try to figure out how the writing principles are applied. The questions after them might help you accomplish the task.,2019/4/4,14,An inquiry abou
13、t bathroom fittings,Dear Sirs:Would you kindly send us details of your bathroom fittings which you advertised in Business Week October 11?Please quote us all the items listed in the enclosed inquiry form, giving your prices CIF Shanghai. Will you please also indicate delivery time, your terms of pay
14、ment and discount details for regular purchases,LETTER 1,2019/4/4,15,and large orders?Our annual requirements for bathroom fittings are considerable, and we may be able to place substantial orders with you if your prices are competitive and your delivery is prompt. We are expecting your quotation. Y
15、ours faithfully,Tom ZhangTom Zhang,2019/4/4,16,A reply to the inquiry about bathroom fittings,Dear Mr. ZhangThanks for your inquiry about our bathroom fittings, and as requested, we are sending you a copy of our illustrated catalog, together with our latest price list (under separate cover) for the
16、items you listed in the inquiry form. Details of our conditions of sale and terms of payment are stated therein.,LETTER 2,2019/4/4,17,Usually, goods will be ready three weeks after we have got the order. Our customers do get discounts for regular large orders. But the discount rate for each deal wil
17、l depend on the quantity and terms of payment to be used. We will assure you that you will be provided with bathroom fittings excellent in quality and reasonable in price. We look forward to the pleasure of your trial order.Yours sincerely,Mary WangMary Wang,2019/4/4,18,Inquiry about zinc sheets,Dea
18、r Sirs:Will you please send us your latest catalogue and offer us the best prices based on FOB Hamburg and C.I.F. Shanghai. We know that you are a manufacturer of various Zinc Sheets through the recommendation of the Chamber of Commerce in Hamburg.With more than thirty years experience in importing
19、and selling, our company has owned the,SAMPLE 1,2019/4/4,19,foremost position in this line in China. We have very good sales channels and distributors in each place, and also have more than 50 salesmen with professional experience. It will be in the best interest of both parties to set up business r
20、elations.We appreciate your early reply. Sincerely yours,2019/4/4,20,An inquiry about bed sheets and pillow cases,Dear Ms. Smith:Your advertisement for cotton sheets and pillowcases attracts our attention. Would you please send us details of your products, including sizes, colors and prices (FOB Liv
21、erpool) and also indicate the different qualities of materials used?When quoting, please state your terms of payments and discounts that you would allow on purchase of no less than 100 dozen of individual items. We also prefer that you send us samples of each category by air-mail so as to enable us
22、to make a sound decision.,SAMPLE 2,2019/4/4,21,As we are a large dealer in textiles in the US and there is a promising market in our area for moderately priced bed clothing, your prompt attention will bring you a big business with us. Best wishes,James LiuJames LiuSales Manager,2019/4/4,22,A respons
23、e to an inquiry for auto parts,Dear Ms. Allison:Thanks for your letter dated December 20, 2004, expressing your interest in our Auto Parts. Enclosed please find our latest catalogue, price list and a booklet regarding our new line of parts for your consideration. You will get a special discount of 5
24、% if you place an order over 5,000 sets. Since we are a well-experienced and specialized maker,SAMPLE 3,2019/4/4,23,and exporter in this line in China, we will be able to offer you the top-quality products at low prices. Due to the increasing demand for the parts in the market, we will be forced to
25、raise our price in the near future. We suggest you order with us before March 2005.We hope you give us the chance to provide you with our best quality products.Sincerely yours,2019/4/4,24,A reply to an inquiry about watches,Dear Mr. Emerson:Thank you for your inquiry of September 20.We are still mak
26、ing watches of the type referred to and welcome the prospect of your renewed custom. Owing to the increased demand for them, we can now offer these watches in a wider range than when you placed your last order.For quantity of no less than a dozen of each type our prices, CIF Huston, are from $90 per
27、 dozen for the,SAMPLE 4,2019/4/4,25,“Popular“ to $240 per dozen for the “Aristocrat“. These prices are subject to a trade discount of 40% on the ex works costs.The enclosed booklet contains details of all our watches and will enable you to make a suitable selection. Far all types we can promise deli
28、very well within the period of four weeks mentioned in your letter.Sincerely,Lily Shen,2019/4/4,26,An inquiry about light-weight raincoats,Dear Sirs:We have got your catalog and are interested in buying light-weight raincoats from you.Please send us the latest price list. Wed like to know if you can
29、 offer some discount if we place regular orders with you. We are looking forward to your reply.Yours faithfully,John SmithJohn Smith,SAMPLE CONTRAST,1,2019/4/4,27,An inquiry about light-weight raincoats,Dear Sirs:Your catalogs have aroused our customers strong interest. Recently we have received a n
30、umber of requests for your lightweight raincoats. We have good reasons to believe that we could place regular orders with you provided your prices are competitive.From the description in your catalog, we feel that your range is the one most, suitable for our area and should be glad if you would send
31、 us your quotation for mens and womens coats, in both small and,2,2019/4/4,28,medium sizes, delivered CIF Shanghai. If prices are right we should place a first order for 400 raincoats. Shipment would be required within three weeks of order.We would particularly stress the importance of price since t
32、he principal market here is for mass-produced goods at popular prices.Yours faithfully,John SmithJohn Smith,2019/4/4,29,A reply to the inquiry about light-weight raincoats,Dear Mr. Smith:We have got your letter inquiring about our light-weight raincoats.As you may have found in the catalog we have g
33、ot a dozen types of light-weight raincoats. For the quantities you mentioned we are pleased to quote CIF Shanghai as follows: mens in small size, $2.75 for each; mens in medium size,$3 for each; womens in small size, $2.25 for each; and womens in medium size, $2.50 for each.,SAMPLE CONTRAST,1,2019/4
34、/4,30,Shipment will be effected within three to four weeks after we have received L/C. Looking forward to hearing from you soon.Yours truly,Thomas Hanson,2019/4/4,31,A reply to the inquiry about light-weight raincoats,Dear Mr. Smith:Thank you for your inquiry about our raincoats. Our range is partic
35、ularly suitable for warm climate and during the past years we have had repeated orders from dealers in several tropical and subtropical regions.For the quantities you mentioned we are pleased to quote CIF Shanghai as follows:100 mens small $2.75 each $275100 mens medium $ 3 each $300100 womens small
36、 $2.25 each $225100 womens medium $2.50 each $250,2,2019/4/4,32,Shipment will be effected within three to four weeks after we have received L/C. We feel you may be interested in some of our other products, so we enclose descriptive booklets and a supply of sales literature for use with your customer
37、s. We look forward to receiving your order.Yours truly,Thomas HansonThomas Hanson,2019/4/4,33,What is an inquiry?,In international trade, inquiries are usually made by the buyers to get information about the goods to be ordered.,2019/4/4,34,Generally a detailed inquiry includes many parts:,1. the na
38、me and descriptions of commodity; 2. quality or specifications; 3. quantity; 4. terms of price (FOB, CFR, CIF, etc.) 5. terms of payment (by L/C, D/P, etc. ) 6. time of shipment; 7. packing method; ,2019/4/4,35,Patterns and Substitutions,1. We visited your stand at the Canton Fair and are now writin
39、g you to inquire about your silk neckties.,我们参观了你方设在广交会上的展位，现特致函向你方询问有关丝制领带的情况。,2019/4/4,36,Useful Sentence Patterns,1. Would you please/ Could you please/ Will you please? 2. We are interested in/ We are in the market for/ We would like to 3. We will appreciate it very much if,2019/4/4,37,Useful Ex
40、pressions,Canton Fair: Chinas (Spring / Autumn) Export Commodities Fair 广交会：中国（春季/秋季）出口商品交易会,2019/4/4,38,Patterns and Substitutions,2. We are interested in / in the market for / potential buyers of / considering buying / ready to purchase your mens shirts displayed in your showroom.,我们对你方货品展览室里陈列的男式
41、衬衫很感兴趣。,2019/4/4,39,Patterns and Substitutions,3. Your advertisement in the latest issue of China Foreign Trade interests us, and we would like to receive full details of your commodities.,我们对贵方在最新一期中国对外贸易上所刊登的广告很感兴趣，并希望得知该商品的详细情况。,2019/4/4,40,Patterns and Substitutions,4. Please send us five copies
42、 of your latest catalogues at your earliest convenience.,请尽早寄来最新目录5份。,2019/4/4,41,Patterns and Substitutions,5. Perhaps at the same time you could quote us your lowest / best / prevailing / competitive prices for the above-mentioned goods.,也许与此同时你方能报给我们上述商品的最低价。,2019/4/4,42,Patterns and Substitution
43、s,6. We would also like to know your terms of payment.,我们还想了解你方的支付条件。,2019/4/4,43,Patterns and Substitutions,7. Your products are of great interest to one of our clients in Tianjin, who wishes to have your quotations / samples / price-list / illustrated catalogues for the items specified below.,我们一位
44、天津的客户对你方的产品很感兴趣，并盼按下列项目报价。,2019/4/4,44,Patterns and Substitutions,8. If terms and delivery date are satisfactory, we should expect to place regular / trial / large / considerable / substantial orders with you.,如果交易条件和交货日期合意的话，相信我们会定期向你方订货。,2019/4/4,45,Patterns and Substitutions,9. Please advise if y
45、ou are able to offer / provide / supply / furnish this product and include lead time, packaging and price FOB China port and CIF Chicago.,请告知你方是否能供应这种商品，包括订货与 交货之间的时间、包装、FOB中国港口和CIF芝加哥的价格。,2019/4/4,46,Translate the inquiry into English,敬启者：纽约的琼斯史密斯公司告知我们，你们是各类棉布床单和枕套的出口商。请你寄给我们各种产品的详细资料，包括型号、颜色和价格以及
46、所用各种品质原料的样品。我们是本地最大的纺织品经销商。相信所提到的这种产品如在我地定价适当市场将会看好。报价时，请说明你方的支付条件和就每种商品购买量不少于100打所能给予的折扣。所报的价格应包括保险和到利物浦的运费。诚挚问候。,个,2019/4/4,47,Sample version,Dear Sirs,Messrs Johns & Smith of New York inform us that you are exporters of all cotton bed-sheets and pillowcases. We would like you to send us details o
47、f your various ranges, including sizes, colors and prices, as well as samples of the different qualities of material used.,2019/4/4,48,Sample version page 2,We are the largest dealer in textiles here and believe there is a promising market in our area for moderately priced goods of this kind mention
48、ed.When quoting, please state your terms of payment and discount you,2019/4/4,49,Sample version page 3,would allow on purchases of quantities of not less than 100 dozen of individual items. Price quoted should include insurance and freight to Liverpool.Yours faithfully,2019/4/4,50,Patterns and Subst
49、itutions,1. We have received / are in receipt of / acknowledge / wish to thank you for your inquiry dated March 20, 2006.,我们收到了你方2005年3月20日的询盘。,2019/4/4,51,Patterns and Substitutions,2. We are enclosing / mailing to you / sending you with this letter / attaching to this letter our illustrated catalogue and export prices.,随函附寄给贵方我们的产品插图目录及出口报价单。,2019/4/4,52,Patterns and Substitutions,3. We are pleased to forward you the samples of our products with their quotations and discounts for your reference.,
