外贸业务操作1.ppt
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外贸业务操作1.ppt
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2,Chapter1BasicKnowledgeofBusinessLetterWriting,LearningObjectives:
Understandthestructureofabusinessletter.Knowtheimportanceofstandardizingthebusinessletterwriting.Learnthedesigningofanelegantletterhead,astandardizedinsideaddressandaswellasaperfectletterbody.Masterthecorrectarrangementofvariouspartsofaletter.,3,.StructureofBusinessLetters,Thereare13partsoftheBusinessLetterasfollows:
1.Letterhead2.ReferenceandDate3.InsideAddress4.AttentionLine5.Salutation6.SubjectLine7.Body
(1)OpeningorIntroduction
(2)Details(3)ResponseorAction(4)Close8.ComplimentaryClose9.Signature10.Initials11.Enclosure12.CarbonCopy13.Postscript,4,.TheWaysofUsingtheWritingPartsandTheirStandardizedDesigns,1.LetterheadLetterheadincludesthesendersname,postaladdress,postcode,telephonenumber,faxnumber,E-mailaddress,etc.Usuallybigfirmsengageexpertstodesigntheirattractiveletterpaper,withtheirwell-balancedletterheads,sometimesevenwithtrademarkspre-printedonitinordertostrengthentheirfirmsimpressionandenhancetheirfirmsprestige.Thebestwayistoprinttheletterheadintheup-center,becausetheletterheadprintedintheup-centerwillofferawellbalancedappearancetoothers,andusingdifferentformsandsizesofbothEnglishalphabetsandChinesecharacterswillespeciallyshowaverysmartandwonderfuldesignoftheletterhead.,5,2.ReferenceandDate,Inbusinesscorrespondence,referencewillbegivenbyafirmtoanother.Referencemayincludeafilenumber,departmentalcode,ortheinitialsofthesigner,followedbythatofthetypistoftheletter.Theyaremarkedas“OurRef:
*”and“YourRef:
*”toavoidconfusion.Example
(1)YourRef:
JVD/ZHOurRef:
WDC/LFExample
(2)OurRef:
SEL/SYYourRef:
No.145/170Thedateshouldbetypedinfullandnotbeabbreviated.The-th,-st,-ndand-rdthatfollowthedaymaybeomittedsuchas:
“6June”for“6thJune”,“May1”for“May1st”.Dontusetheall-numberform.TheAmericanpracticeistowritethedateintheorderofmonth,dayandyearas3/8/2005or03/8/2005,buttheEnglishpracticeiswrittenintheorderofday,monthandyear,as8/3/2005or8/03/2005.Sousingall-numberformtoexpressthedatewillmaketheletterdatethrownintoconfusion.,6,3.InsideAddress,Generally,theinsideaddressshouldincludethereceiversnameandtitle,companyname,streetaddress,city,state(province),post-code,andcountry(ifnecessary).Theyaretypedattheupperleft-handmarginofthesheet,startingtwotothreelinesbelowthelastlineoftheletterhead.,7,4.AttentionLine,Attentionlineisusedwhenthewriterofaletteraddressedtoaninstitutionoranorganizationwishestodirectthelettertoaspecificindividualorspecificdepartment.Itisgenerallyplacedbetweentheinsideaddressandthesalutation,underscoredornotunderscoredandiscenteredoverthebodyoftheletter.Ifitisusedinthefullblockformat,itwillbetypedattheleft-handmargin.Example:
Attention:
ExportDepartmentDearSirs,8,5.Salutation,Salutationisplacedtwolinesbelowtheinsideaddress.Thesalutationis“Gentlemen”iftheletterisaddressedtoanorganization,evenifthereisanattentionlinedirectingthelettertoaparticularindividualwithinthatorganization.Inbusinesscorrespondence,themostcommonlyusedsalutationformsareDearSirs,(BritishStyle)Gentlemen:
(AmericanStyle)DearSir,DearMadam:
DearMr.Brown:
Whethermarriedorunmarried,awomanisalwaysaddressedas“DearMadam”,neveras“DearMiss”.TheAmericansprefertouse“Gentlemen”whiletheBritishuse“DearSirs”.Evenwhenthefirmsnameisthenameofasingleindividual,thesalutationofpluralformispreferredInwritingtoafirmconsistingofbothmenandwomen,oreventoafirmconsistingofwomenalone,thesalutationof“Gentlemen”ispreferablyused.Thesalutationof“DearSirs”isfollowedbyacommaand“Gentlemen”isfollowedbyacolon.,9,6.SubjectLine,Subjectlineisactuallythecentralideaofaletter.Itisinsertedbetweenthesalutationandthebodyoftheletter.Iftheletterisinthefullblockform,itisplacedattheleft-handmargin.Inotherstyles,itiscenteredoverthebodyoftheletter.Inordertoinvitethereceiversattention,itisusuallyunderlined.Infrontofit“Re:
”or“Subj:
”iswrittenas:
Example
(1)DearSirs,Re:
WomensBlousesExample
(2)Gentlemen:
Subj:
TinFoilSheetsSometimes,thesubjectlinecanbeunderscored.,10,7.Body,Thispartisthemostimportantoneinbusinesscorrespondence.Thebodyofthelettergenerallyconsistsoffouressentialparts:
(1)Opening(orIntroduction)Theopeningisactuallythebackgroundofthisletter.Itindicatesthereferringletter,contractorletterofcredittowhichresponsewillbemade.
(2)DetailsThedetailsrefertotheenquires,problems,requirementsandetc.whichwillbeputforthbytheletter.Somerelativedetailswillbeillustratedinthispart.(3)Response(orAction)Inthisparttheexpectedresponseorpossibledecisionwillbeexpressedhere.(4)CloseInthispartashortclosemustbemadepolitely.Attentionmustbepaidtothekeepingoffriendlyrelationsbetweentheletterwriterandtheletterreceiver.Businessdevelopmentshouldnotbehinderedbyadiscourteousletterclose.,11,8.Complimentaryclose,Complimentarycloseisusedtoprovidetheletteracourteousending.Thecorrectpositionforcomplimentarycloseistwospacesbelowthebodyofthelettertotherightsideofthepage,inlinewiththedateblockatthetop.Inbusinesscorrespondence,“Yourstruly”isthestyleusedmostfrequently.Herearesomemorestyleswhichcanbeused:
Yourssincerely,Sincerelyyours,Yoursfaithfully,Faithfullyyours.Ifcontinuationsheetsareneeded,plainpaperofthesamequalityastheletterheadmustbeusedandtypedwithaheadingtoshowthefollowing:
(1)Thenumberofthesheet(inthecenterofthepage)
(2)Thenameofyourcorrespondent(ontheleft-handside)(3)Thedateoftheletter(ontheright-handside),12,9.Signature,Thesignatureisthesignednameofthepersonwritingtheletter.Itissignedbyhandinblackorblueink.Sincethehand-writtensignatureisillegible,thenameofthesignershouldbetypedbelowthesignature.Thenameshouldbewrittenoutinfull,asinitialsmaybemisleadingorconfusing.Itiscommontohavethewritersnametypedseverallinesbelowthecomplimentaryclose,leavingspacebetweenforthehand-writtensignature,followedbyhisjobtitleorposition.Ifthewriterwritestheletterforhisfirm,notforhimself,heshouldtypethenameofhisfirmincapitallettersbelowthecomplimentaryclose,followedbyhissignednamerightbelowit.Sincerelyyours,ChinaNationalMachineryImp.&Exp.Co.Signature(hand-signed)LiMing-yu(typed)SalesManager,13,10.Initials,Theinitialslinefirstlyshowthenameofthedictatoroftheletter,andsecondlyshowthetypistoftheletter.Intheinitialline,thedictatorsnameshouldappearbeforethetypists.Andonemethodofthefollowingfourmaybeused:
WT/FMWT:
FMWT-FMWT/fmOccasionallythefullnameofthedictatorisused,followedbythetypistsinitials,as:
WuTong/smNowadaysthebusinesslettersareoftenwrittenandtypedbythebusinessmenthemselvesinacorporation.Inthiscasethislineisnotnecessarytobetypedafterthesignature.,14,11.Enclosure,Ifitisnecessarytoenclosesomethingwiththeletter,suchasaphoto,abill,achequeorabrochure,attentionshouldbecalledtoitbywriting“Enclosure”or“Enclosures”belowthesignatureinthelowerleft-handcorner.Enclosures:
A.2005PriceListB.2005CatalogueEncls:
2ChecksEnc.UnderSeparateCover,15,12.CarbonCopy,Therearetwotypesofcarboncopynotation.Oneisindicatedby“CC”followedbythenamesofthe“CC”receiver.Thisnotationistypedbothontheoriginalandthecarboncopies,as:
CC:
ShanghaiBranchTheothertypeofCCnotationistotype“bcc”onlyonthecopy,notontheoriginalletter,as:
bcc:
Mr.JohnBlackForconvenienceofmailingandfiling,fullnamesandaddressesarebettertobegiven.CCcanalsobewrittenasC.C.orcc.,16,13.Postscript,Whentheletterwriterforgetstomentionortoemphasissomethinginhisletter,hemayaddhispostscripttwospacesbelowtheCCnotation,as:
P.S.Thecataloguewillbeairmailedtoyouunderseparatecover.However,theaddingofa“P.S.”willshowthatthewritersletterislackofgoodplanningandwellconsideration,sotheaddingofa“P.S.”shouldbeavoidedasfaraspossible.,17,Exercises,.Designaletterheadwiththefollowingaddress(用下列地址设计一个信头)。
ShanghaiImportandExportCommodityInspectionBureau13ZhongshanRoad,Shanghai,China.(WiththenumbersofTel,Fax,E-mailandPostCode).Designaninsideaddresswiththefollowingaddress(用下列地址设计一个信内地址):
ChinaNationalLightIndustrialProductsImportandExportCorp.GuangzhouBranchNo.87TheBund,Guangzhou,China.,
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