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商务英语毕业论文 外贸函电的语言特点


毕 业 设 计(论 文)

题 目

: 外贸函电的语言特点

姓 学

名 号

王文茜 015510211754 成人与教育学院 商务英语 宋老师 2011 年 10 月 15 日

所在院部 专业班级 指导教师 日 期

毕业设计(论文)专用纸

摘要

外贸函电是国际贸易双方进行商务信息沟通的重要手段,其写作极其语言的 运用成功与否对业务成败有着极其重要的影响。 在外贸函电中要坚持礼貌、 完整、 清楚、简洁、具体与正确等原则。 随着经济的发展,外贸函电在外贸交流中起着不可替代的作用。它是联系买 卖双方之间的桥梁。作为函电,外贸函电与其它函电有相通的地方,但同时,它 作为外贸函电,又具有其固有的特性,那就是外贸函电的语言特点。所以,如何 在话中运用语言技巧就显得非常重要。

索引关键词:外贸函电、语言特点、写作原则

毕业设计(论文)任务书
系 部 成人与教育 王文茜 指导教师 专业班级 宋老师 商务英语 职 学 称 号 学生 01551021175 4

学生姓名 设计题目

外贸函电的语言特点 外贸函电是国际贸易中沟通信息最基本的途径之一,是一门模 仿性、实践性、操作性都很强的课程,不通过练习实践,很难加深 认识, 巩固所学知识。要书写好外贸函电,首先必须要了解外贸函电 的语言特点及一些重要原则,以塑造良好形象,达到有效沟通的目 的。本文从外貌函电的文体风格、词汇使用及句法方面分析了外贸 英语函电的语言特点。

设 计 内 容 目 标 和 要 求

本设计要求学生要运用已学的知识能进行一些基本的外贸操 作,深入理解外贸函电的语言特点及一些重要原则,以塑造良好形 象,达到有效沟通的目的.尤其是能在外贸业务的各个环节设计特定 情景进行反复操作,进行大量填空、填词、选择题、句子翻译和中 译英信件的翻译等各种类型的练习,我们才能熟练掌握运用外贸业 务这些常用的句型、词汇和短语以达到能够正确翻译并能拟写同类 信函的目的。 设计进度可参考如下时间表,并可根据需要进行适当调整. 9 月 26 号—9 月 30 号:确定毕业设计题目和内容大纲。 10 月 1 号—10 月 10 号:在网上和图书馆收集所需资料,进行 大致的资料分析和整理。 10 月 11 号—10 月 18 号: 确定毕业设计所包含的内容和大致可 分几步骤写,初步设计各功能模块. 10 月 19 号—10 月 25 号:整理版块,按要求修正字体和间隔, 各功能模块详细设计与论文设计穿插进行. 10 月 26 号—10 月 30 号:最后检查并完成毕业论文的设计

指导教师签名: 年 月 日

系 审

部 核 此表由指导教师填写 由所在系部审

毕业设计(论文)专用纸 ————————————————————————————————————

Abstract
English business correspondence is international trade both sides of business in the important means of information communication, its writing extremely language to the success or failure of the business success has significant impacts. In English business correspondence to insist on polite , complete, clear, concise, specific and correct principles. With the development of business, business correspondence plays an irreplaceable role in trading. It is a link between the buyer and the seller. As a kind of correspondence, it has the basic features of the correspondence; meanwhile, the business correspondence has its special features. Such as the features in the language.

Key

words:

Business correspondence, the language features, writing

principals

毕业设计(论文)专用纸


摘 目 正



要?????????????????????????????? 录?????????????????????????????? 文?????????????????????????????? 1 Introduction????????????????????????? 1.1 The definition of business correspondence????????????? 1.2 The difference between business correspondence and general social correspondence?????????????????????????

Chapter

Chapter 2.1

2 The wording features of Business Correspondence????????? Wording features of Business Correspondence???????????? characteristics???????????????????????????

2.2 English business correspondence language has the following distinct Chapter 3.1 3.2 Chapter 4.1 Chapter 5.1 5.2 5.3 Chapter 6.1 Chapter 7.1 7.2 致 附 3 The Characteristics of Business Correspondence?????????? Characteristics of Business Correspondence?????????????? Words Used Differently Under Differently Conditions?????????? 4 The structure of Business Correspondence????????????? Structure of Business Correspondence???????????????? 5 The format of Business Correspondence’s?????????????? The Full Block Style????????????????????????? The Indented Style?????????????????????????? The Modified Style??????????????????????????? 6 Terms of Business Correspondence?????????????????? Terms of Business Correspondence??????????????????? 7 Establishing Business Correspondence??????????????? Channels to know Potential Customers???????????????? Steps of Writing Letters of First Inquiry?????????????? 谢??????????????????????????????. 录??????????????????????????????.

Conclusion?????????????????????????????.. 参考文献??????????????????????????????.

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Chapter 1

Introduction

1. 1. The definition of business correspondence Business correspondence refers to letters, telegrams , telexes , faxes and E-mail .It includes foreign trade ( and domestic trade) of course. 1.2. The difference between business correspondence an general social correspondence The so-called business correspondence referring to the three different main features . Because this is a general social correspondence are not available, we say that there are three main features of business correspondence, it is the premise of ordinary business correspondence also have much in common with social correspondence, business correspondence, after all, because of a correspondence, but as the foreign correspondence has its own characteristics, so learn to read ordinary writing does not necessarily write social correspondence, will be able to read business correspondence, it is based on this - the inherent characteristics of business correspondence that it must be a independent course. In other countries, many universities has set up this course, just different name for it: Business Correspondence/ Business Communication / Communicating in International Business/ So, What are the main characteristics of the business correspondence? Firstly, business correspondence has its own unique language style and terminology. Secondly, business correspondence is full of trade terms, acronyms and abbreviations. Finally, the content of business correspondence is closely related with foreign trade business practices. Let's give an example of a first feature, "foreign correspondence has its own unique style and language." We are in the market for silk blouses and should be pleased if you could kindly quote us your keenest prices for the goods listed below: You can view, buy a lot of things need to say so stereotyped, that quite different situation for farmer's market with daily asking price to buy something. This can be seen from the business correspondence is very polite and serious, while the language but also leisurely, and this is the language of business

毕业设计(论文)专用纸 ———————————————————————————————————— correspondence style, with our words, formal, polite, restrained. The reason for this writing, in addition to this is the practice of business contacts, but also because serious and reliable official to appear sincere; courtesy to give a good impression, making money and gas is the truth; restraint to not offend each other.

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Chapter 2
2.1

The wording features of Business Correspondence

Wording features of Business Correspondence

Writing business letters, we should always keep firmly in mind the essential features of them .It is essential to follow the six C’s: clearness , conciseness , courtesy ,consideration, completeness, concreteness and correctness. 2.1.1 Clearness

First of all, make sure that your letter is so clear that it cannot be misunderstood. This is primary goal of a business letter .When you are sure about what you want to say , express yourself in plain and simple words . Good , straightforward and simple English is what is needed for business letter .The writer must try to express himself clearly ,so that the reader will understand and respond quickly .To achieve this .the writer should follow the following points: 一.Pay attention to sentence structure to convey your meaning 二.Avoiding ambiguous sentences and needless jargon 三.Use plain, simple words and short sentences 四.Statements in well—constructed sentences and paragraphs Example (一)We shall be able to supply 10 cases of the item only. (二)We shall be able to supply 10 cases only of the item. 2.1.2 Conciseness

Conciseness means writing or saying something in the fewest words. To achieve conciseness try to avoid wordiness or redundancy. Clearness and conciseness often go hand-in-hand and the elimination of wordy business jargon can help to make a letter clearer and at the same time more concise. The author should avoid wordiness and repetition, and use words to replace phrases or clauses .As we know, the purpose of writing a letter is to make yourself understood easily ,not to show how long and complicated sentences you can write . But a concise letter is not necessarily a short one. Sometimes a letter dealing perhaps with a multiplicity of matters cannot avoid being long. 一.in the fewest possible words 二.briefly but completely

毕业设计(论文)专用纸 ———————————————————————————————————— Example We wish to acknowledge receipt of your letter. Can change: We appreciate your letter??.. 2.1.3 Courtesy

Courtesy means polite while not humble. It should hardly be necessary to stress the importance of courtesy in your correspondence. To be polite is a basic principle for business letters. The courtesy writer should be sincere and tactful, thoughtful and appreciative. However, courtesy is not mere politeness. One of the most important things is promptness. Punctuality will please your customer who dislikes waiting for days before he gets a reply to his letter. This means you should answer letters promptly, without keeping your recipients waiting. But if conciseness conflicts with courtesy, then make a little sacrifice of conciseness. Generally speaking, you will gain in clearness and conciseness by writing short sentences rather than long ones. 一.More than polite 二.Sincere, tactful, thoughtful and appreciative 三.Avoid irritating, offensive or belittling statements Example We wish to draw your attention to a special offer which we have made in it. 2.1.4 Consideration There is one general principle, on which the “you” attitude in your letter we should always keep in mind the person we are writing to. That is , the writer of the letter should put yourself in the position of the recipients .Try to discuss problem in a positive way and avoid discussing problem in a negative way. 一.try to put yourself in HIS place 二.emphasize the YOU attitude 三.emphasize positive pleasant facts Example Our chain stores will not close until 5p.m. every day Our chain stores close 5p.m. every day

毕业设计(论文)专用纸 ———————————————————————————————————— 2.1.5 Completeness A business communication should include all the necessary information .It is essential to check the message carefully before it is sent out. Although formality in business letter-writing is rapidly giving way to a less conventional and more friendly style, completeness is still a basic requirement in order not to bring confusion. 一.Provide all necessary information 二.Give all questions asked 三.Give something extra, when desirable 2.1.6 Concreteness

Concreteness means to make the message special, definite and vivid, which calls for special reply as offer, enquiring trade terms. A point that is ambiguous in a letter will cause trouble to both sides, and further ex-change of letters for explanation will become inevitable, thus time will be lost. 一.To make the message specific 二.Don’t try to write in a literary style 三.Use action rather than camouflaged verbs 2.1.7 Correctness

Correctness means to use appropriate and grammatical language. Pay attention to name of article, specification, quantity, figure and units. It contains correct choice of formal or informal language, and correct choice of positive or negative language. It is nearly always wrong to doubt a statement made in good faith by the other side and even worse to contradict it. Differences are bound to occur in business, but with diplomacy and tact, they can be overcome and settled without ill will on either side. 一.To choose the only accurate name of article, specification, figure, and units. 二 . To pay attention to the understanding and using the commercial terms correctly 三.To pay attention to the spelling of words, the use of punctuation and capital quantity,

毕业设计(论文)专用纸 ———————————————————————————————————— words, and the structure of sentences. 2. 2. English business correspondence language has the following distinct characteristics: 2.2.1 Ordinary word Ordinary word is the commonly used words in everyday English, English people can understand and use words. As time goes on, correspondence English more colloquial content, use as far as possible simple and understandable vocabulary, avoid those born monarch long words or letters. The following terms of excerpts from immigrants are: (1), We hope you would be connected with place an order for men 's shirts with us (. 2) We are very pleased to receive your inquiry of June 3. (3) Please make shipments as soon as possible. (4) your price is indeed too high and We can' t accept it. Note that the most of the language, correspondence is often used in the spoken language, in the table below, left column words and phrases is longer, more formally, and column of the right is simple and more colloquial for correspondence English, the commonly used.

2.2.2. old words Foreign trade English letters often use some words to say foreign trade bu siness of certain facts, explain some terms and conditions, due to be repeated use, so these words are endowed with special significance, and are part of th e foreign trade of the old words or letters, foreign trade terms. For example; Offer as the common everyday English vocabulary, "provide, puts forward, bid and active do things" meaning, such as in the foreign trade business, but it i s "offer, offer" mean. Cover is transformed into a normal vocabulary regular v ocabulary. Cover the general meaning is "cover", but in foreign trade involves the insurance business, it became insurance term "insurance". For example: (1) We cover All Risks. (2) Generally, we cover insurance WPA and War Risk in the absence of defin ite instructions from our clients. (3) You cover the goods only for 10% above invoice value. The claim is

毕业设计(论文)专用纸 about the claim. As a common standard vocabulary words claim mean "requirement, declared," in the correspondence English is "cable compensate" means the thought. 2.2.3 vocabulary

Vocabulary is to point to a specific field of science and special terms, t heir professional degree is higher in tone. Official, sense and accurate ,do n ot produce the ambiguity. Foreign trade English letters generally avoid using too formal or professional word, some already belongs to a cliché, or become d ifficult to understand, so people are being eliminated; But these words often can make statements take solemn style, so there is still a certain vitality, f or example: As direct steamers to your port are few and far between, we have to ship v ia Hong Kong more often than not. The sentences, the few and far between, via, more often than not, mostly in the foreign trade English letters only see, al l belong to the commonly used special vocabulary; When the letter involves som e goods name, bank, packaging, transport and other professional when it is nec essary to use the precise meaning, for example, professional vocabulary of goo ds name: asbestos (asbestos) ether (ether); Bank of language: negotiation bank) Issuance L/C forward credit) invoice (bill) packing vocabulary classes: nude cargo (without goods) buck cargo (bulk goods); Transportation vocabulary class es: liner (regular ship) demurrage and dispatch money (delay, the fee) 2.2.4 Abbreviations and referring

In order to save the space and time, the foreign trade English letters of ten appear in the abbreviations and referred to the main way. Abbreviations d ivided into the following categories: (1) the first letter acronym: FOB (Free on Board); L/C (letter of Credit) D/P (Documents against Payment) (2) cut sh ort words: Exp. & Imp. Inc. : Export and Import Incorporated: Ad. : advertise ment (3) mixed acronym: 4 P: Product Price Promotion Place; 3 M: Minnesota Mi ning Manufacturing Co. Most acronyms and can be referred by familiar with the business work and find the dictionary to understand their meaning, but some acronym is people in a given context manmade, encounter this kind of situatio n

毕业设计(论文)专用纸 ———————————————————————————————————— n, must according to the context to decide it mean, or consult the dictionary for, don't follow one's inclinations guess 2.2.5. prepositions The prepositions in foreign trade English correspondence application in ge neral, more general English articles more common, therefore the domestic vario us levels of English business correspondence in the test, prepositions are as a single topic to test students' teaching and learning, so letter preposition in have quite important role. The same letters may take back and explain sever al different preposition, respectively different meanings, said if not make cl ear the preposition usage, it often leads to mess with, mistake. The following this sentence ideographic comprehensive application of above prepositions, pl ease understand prepositions usage, We have to make a claim against you on the shipment for $2100 on account of short weight. (We have to so goods of short weight to your claim $2100. 2.2.6. The widespread use of Hereby compound words Foreign trade often use English letters by here, there and where and after, at, in, by, from, of 7, under, upon, with prepositions, etc to form a adverbial c ompound adjectives, such as hereafter, hereby, thereby, whereas, whereby, alth ough in daily English rarely used, but it has a strong formal stylistic colors, thus in the foreign trade letter often use, to display their writing seriousn ess and legal means. This kind of compound words from the corresponding Chines e if mean more difficult to understand, but if master their structure and mean ing of the relationship between the understanding, it was easy to. This kind o f compound words here in this, there shall be construed as shall be construed as that, where should understand, therefore hereafter for which shall be const rued as after this, wherein shall be construed as that, whereby of shall be co nstrued as by which. For example to Further our last discussions in Melbourne and the faxes exc hanged thereafter on a joint venture in Australia, we were very pleased to rec eive your letter of December 12 with detailed proposals on the subject. (on .

毕业设计(论文)专用纸 ———————————————————————————————————— Australian set up a joint venture enterprise, in Melbourne, before he talks, a nd then by fax exchanges, we received your company consultations on December 1 2,, with the detailed advice letter, very gratified.) The above is the foreign trade English letters of words several important characteristics, hope the teaching and learning of teachers and students to pa y attention, and targeted learning, to achieve the twice the result with half the effort; Also hope that the foreign trade correspondence writing when also can grasp these a few characteristics, write good foreign trade letter, smooth ly carry on foreign trade business.

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Chapter 3

The Characteristics of Business Correspondence

3.1. Characteristics of Business Correspondence Although the traditional letter is replaced by more efficient e-mail, fax, the wording of many letters are more colloquial, simple, but to a large extent, the format of written correspondence and expression of foreign trade approach has not changed. Like network news, newspapers, television news can not be replaced as the final, formal writing of foreign trade is still plays an important role in the field of international trade. 3.1.1 Using Formal Words

General use in the foreign trade contracts’ expression: The Licensee agrees that if it obtains knowledge of any infringement of the Licensed products, the Licensee will immediately notify the shall assist the Licensor in taking such action as the Licensor deems appropriate. Images of the verb such as obtains, notify, assist, deems all belong to the formal verb,the informal verb is use get, inform, help and think. 3.1.2 Using Ancient Style Prose and Words Example: 1) hereof. 2) We hereby confirm having sold to you the following goods on terms and conditions as set forth below. Sentence is added here as the root of the preposition and by composition hereof, hereby, Respectively “of this?”and “by this”. 3.1.3 Using Modal Words Purchasers should note the amount of the drafts separately on the back

Example: 1) The sellers are to cover insurance at invoice value plus 10% thereof of the goods sold on CIF basis. 2) In case of Force Majeure, the sellers shall note be held responsible for

毕业设计(论文)专用纸 ———————————————————————————————————— late delivery of the goods but shall notify the buyers by cable. In foreign trade, and the occurrence of the document more generally describes the contents or provisions of Germany, so in terms of documents, the greater use of verbs modal verbs shall, must, also, also use "be / to + infinitive" in structure, all of that stress, to show that the party should bear the responsibility and obligation. 3.2 Words Used Differently Under Differently Conditions Example 3.2.1 accept The ABC Company has accepted the terms and conditions of the contract. The draft accepted by the payer three days ago and thus will be paid next week. 3.2.2 average If a particular cargo is partially damaged, the damaged, the damage is called particular average It’s obvious that the products are below the average quality . 3.2.3 negotiable Part time barman required. Hours and salary negotiable . This Bill of Lading is issued in a negotiable form, so it shall constitute title to the goods and the holder, by endorsement of this B/L. 3.2.4 honor The government has honored us with his presence. There is a bank that could honor your check around the corner. 3.2.5 floating It is not surprising, then, that the world saw a return to a floating exchange rate system. Central banks were no longer required to support their own currencies. Floating policy is of great importance for export trade; it is, in fact, a convenient method of insuring goods where a number of similar export transactions are intended. 3.2.6 confirm We’d like to inform you that our counter sample will be sent to you by DHL by the end of this week and please confirm it ASAP so that we can start our mass

毕业设计(论文)专用纸 production. Payment will be made by 100% confirmed, irrevocable Letter of Credit available by sight draft. 3.2.7 discount You may get a 5% discount if your order is on a regular basis If a seller extends credit to a time draft, they have made a trade acceptance. The seller can request that bank finance the transaction by using the draft. The bank is said to discount the draft.

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Chapter 4 The structure of Business Correspondence
A business letter consists of seven principal parts : 1) the letter-head (including the date) 2) the inside name and address 3)the salutation 4) the subject heading or caption 5) the opening sentences 6) the body of letter 7) the closing sentences 8) the complimentary close 9) the writer’s signature and official position 10) the enclosure 11) the postscript 4.1 Structure of Business Correspondence 4.1.1 The Letter-head The heading include the writer's name and company address, a comprehensive package to include a variety of contact methods, such as telephone number, fax number and e-mail. Name and address of the sender often below the letter date. One can write the letter came through the corporate culture and help the recipient with a good first impression. The heading style varies greatly, but they all can provide similar information, its purpose is to enable the recipient of the letter from where and what day issued a glance, easy to reference when the recipient replies. Date can be write according to the day, month, year’s order, also can follow the month, day, year’s order. According to month, day, year order, the date and year should be a comma between them, for example 12th October 2009 or October 12,2009, Cardinal numbers can use base word(cardinal numbers. like 1,2,3,4?), also can use Ordinal word(cardinal numbers like1st,2nd,3rd,4th?),for example: 1st March 2009 or 1March 2009 3rd April 2009 or 3 April 2009 4.1.2 Inside Name and Address The letter address is written with the same wording of the cover address. And

毕业设计(论文)专用纸 ———————————————————————————————————— address of the recipient header format with the same format, but shall write each other's company’s name. If managers know each other extremely duties, also should be written. The letter’s inside address is on the head of the general date line at about 4 to 6, write a letter from the left sideline, or indented style, or block style. The composition of the English address: 1).name of company 2).number of house and name of street 3).name of city or town 4).country or state and its post-code of our country If the company name with C / O (care of), means for transmission, indicating that this letter was a private letter, which requires that I opened. If you want to receive the letter after the letter of the company managers for rapid delivery, can add the words "for the attention of ..." below or right of the recipient’s name and address. 4.1.3 The salutation

Salutation refers to the writer use the salutation for the recipient's , the location within the address in the letters under 2 to 3 lines, and with the flat head. In the business letter called for the general use Dear Sir or Dear Sirs. But Americans often use gentlemen instead of Dear Sirs. Note that you can use the singular Gentlemen, or sirs / sir. After the call can be use a comma or a colon, the former used in the UK, the latter used in the United States. Now, some company executives are female, singular use Dear Madam or Madam. If you do not know other is male or female, with Dear Madam or Sir better. 4.1.4 The Subject Heading or Caption

Written on the subject called The next two lines, the stationery is generally in central location, but if it is flat type must write in the left along the write up. Write the subject heading’s purpose is to sending and receiving each other to see who can then quickly transmitted to the Manager, which looks for busy business

毕业设计(论文)专用纸 ———————————————————————————————————— company, you can save a lot of time and improve efficiency. Under normal circumstances, do not omit the subject, a letter should be concise description of the subject, such as commodities, transport, packaging, insurance, letters of credit and claim. Is preceded by Re: meaning "on." For example, on shoes, Resoles; on the letter of credit No. 123, Re: L/CNo.123. 4.1.5 The Opening Sentences

There is no uniform format for the opening words, if the communication is the first time, you can use the opening words to introduce themselves and explain sources of information, that the purpose of writing. If the reply, the convention is to thank the other ‘s reply, repeat the date of each letter, number, subject, or simple content. Example The opening words of first communication, for example: a. We owe your name and address to International Trade Corporation, New York Branch, and would like to inform you that we act on a sole agency basis for several manufacturers. The opening words of reply, for example: We thank you for your inquiry regarding the sole agency for the sale of our embroideries in Sweden.
4.1.6 The Body of the Letter

The body of the letter is the subject of the letter, is the core of a letter. According to the central idea of the body need to be divided into several paragraphs. Before you start writing, must be consider the following two points 1. What’s the purpose of this letter want to say; 2. How to use the best way to write. Since the main purpose of the letter is to convey a message, the Letter should be written in language that is easily understood. serves a reminders. (1) Write simply, clearly, courteously, grammatically and to the point (2) Paragraph correctly, confining each paragraph to the topic (3) Avoid stereotyped phrases and commercial jargon The following

毕业设计(论文)专用纸 ———————————————————————————————————— 4.1.7 The closing sentences At the end of the letter in the language used to summarize the important issues discussed, suggesting that the various requirements of the recipient. Generally write in the text after the end of a new paragraph. Example a. We are awaiting your early reply b. We look forward to hearing from you soon. 4.1.8 The Complimentary Close

Complimentary close is same as the salutation, are expressed polite way to express, to adapt to the occasion when used. It must also be consistent with the previous salutation. Complimentary and following the example of the salutation, modern business is the most commonly used in the letters. Example Table Salutation and Complimentary close Salutation Complimentary close Dear Sir/Dear Yours Sirs Dear Madam/Ladies Gentlemen faithfully, Yours cordially, Faithfully yours, Cordially yours Dear Mr. Yours sincerely, Yours truly, Best wishes, Best regards, Dear Frank Warmest regards, Regards, If the person is a close business contract or friend If you know the name of the person you’re waiting to Harris/Dear Miss James Americans always use this as the complimentary close. If you don’t know the name of the person you’re writing to. Formally used as standard practice in Britain Comment

毕业设计(论文)专用纸 ———————————————————————————————————— 4.1.9 The Writer’s Signature and Official Position In the below complimentary close, will represent the writer's signature or company’s name printed in capital must be signed by the responsible person. Signed following the signature to make each other understand the person's name, position, you can print state, because signature always illegible. Note: The person responsible for signing the best hand with a rubber stamp signature is a kind of rude behavior, indicating that the letter does not personally look over, not unrecognized. 4.1.10 The Enclosure

If the letter has an attachment, in the lower left corner of the letter marked "enclosure" or abbreviation; if more than one attachment, should be marked "2Encls" Example Encls:3B/Lading Enc: 1 Invoice 1 Certificate of Origin 4.1.11 The Postscript

After writing the letter, if you think there is what matters, in the end of the letter can be added postscript (PS), leads to additional things. Postscript (PS) is an after thought, in a formal letter is usually ill-planned performance. Careful arrangement of letters, usually without PS, but as a special form, which has two functions: First, some managers are often the occasion of the letter to add a personal touch postscript; second class sales letter, Final it is often included in a most convincing argument in the end. Example P.S. ?to seen you at the Annual Sales Meeting at the Hillside Plaza on January

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Chapter 5 The Format of Business Correspondence
A business correspondence is more formal than a personal letter. Margins should be about one inch on all four edges. And there are several styles for business correspondence . The three most popular forms are The Full Block Style, The Indented Style and The Modified Style. 5.1. The Full Block Style The position of “The Heading” should be placed on the paper according to aforesaid format. Every line of other parts at the left margin of the page . That is to say, the beginning of every line should be flushed with the left margin. This form is most convenient to typewritten business letters. It is also the most Example: Clarke & Co., Ltd 34 Regent Street London, UK 20 May 2011 Dear Sirs: Thank you for your letter of 20 May requesting earlier delivery of goods under your purchase contract no. 954. We have contacted the shipping company and regret to tell you that we are unable to comply with your request. We have been informed that there is no available space on ships sailing from here to your port before 5 . We are very sorry that we are unable to advance shipment. We will , however, do everything possible to ensure that the goods are shipped within the contracted time. Yours faithfully, Tony Smith Chief Seller 5.2. The Indented Style frequently used style when writing a business letter.

毕业设计(论文)专用纸 ———————————————————————————————————— Each line of “The Heading” should be indented 2-3 spaces than above line, the position of “The Heading” should be placed on the paper according to aforesaid format. Each line of “The Inside Address” should be indented 2-3spaces than above line, but the first line should be flushed with the left margin. In “The Body” part, the first line of each of each paragraph should be indented 3-6 spaces. Example: SIKAV & Co., Ltd 34 Regent Street London, UK 20 May 2005 Dear Sirs: Thank you for your letter of 20 May regarding your order no.645. We are sorry to learn that there was a mix-up in your order. We are now sending the consignment to you by airfreight. It should be with you within a week. The necessary documentation will be sent under separate cover. Please hold the goods which were wrongly shipped for collection. We offer our sincere apologies for the delay. Should you have any further problems, please do not hesitate to contact us immediately. Yours faithfully, Tony Smith Chief Seller 5.3. The Modified Style The Modified Style is combination of the Full Block and the Indented Style. The part of “The Heading”, ”The Inside Address” and other parts are adopted from The Full Block Style”. While the part of “The Body”in which the beginning line of each paragraph is indented, adopted from “The Indented Style”. This form is combined by the two styles above. Example: 85 Victory Street, Manila

毕业设计(论文)专用纸 ———————————————————————————————————— The Philippines Tel: 63-2-68000 Fax: 63-2-580001 13 June 2011 Mr. Li , Export Manager Unhitch M & T Co. Ltd 963 Tanami Road, 14th Floor Shanghai, 200070, China Dear Mr. Li: Our order No.3979: 50 Electric Drills As it is now more than two months since we opened a letter of credit in your favor, We should like to know exactly when you could arrange shipment of the goods. Your prompt response will be highly appreciated. Sincerely. Marco Fillmore Managing Director

毕业设计(论文)专用纸 ————————————————————————————————————

Chapter 6
6.1.1 Inform

Terms of Business Correspondence

6.1 Terms of Business Correspondence 1) I inform you that I have now removed my factory to the above address. 2) Having established ourselves in this city, as merchants and general agents, we take the liberty of acquainting you of it, and solicit the preference of your order. 3) We are pleased to inform you that our business will be turned into a limited company on the 1st May. 4) Notice is hereby given that the annual general meeting of the shareholders of our company will be held at the Bankers' Club on Mar. 1. 5) By this we inform you that we have today paid Mr. R.S. $120. 6)Through these lines, we intimate you that they may send you considerable orders. 6.1.2. Reply 1) We are certain that we are offering a sound article at popular price, and we should appreciate an opportunity to substantiate our claims. 2) In answer to your favor of the 6th May, we inform you that we are unable to take the goods offered by you. 3) In answer to your inquiry for bran, we offer you 20 tons of the same. 4) Answering to your letter, we state that the market remains quiet. 5) Kindly excuse our not replying to your favor of the 8th May until today. 6) In response to your letter of the 8th inst., I am pleased to say that Mr. is a man of trustworthy character. 7) In response to your inquiry respecting Mr. H., we have pleasure in stating that he is a thoroughly reliable man. 8) We are glad to answer your inquiry concerning S.T found him absolutely reliable. 10) Replying to your letter of the 17th respecting the account, I will send you a check soon. Company. 9) Answering to your inquiry respecting Mr. J., we are pleased to say that we

毕业设计(论文)专用纸 ———————————————————————————————————— 6.1.3. Receipt

1) I acknowledge receipt of your letter of yesterday, and gratefully accept the appointment on the terms you mention. 2) We are pleased to acknowledge receipt of your favor of the 1st June. 3) We acknowledge receipt of your letter of the 5th inst. 4) Kindly acknowledge receipt, and have the goods sent by the last steamer in December. 5) We duly received your favor of the 15th May, contents of which we note with thanks. 6) We are in possession of your favor of the 6th June, and regret having to inform you that it is impossible for us to deliver the goods. 7) We are in possession of your invoice of the 15th July. 8) Your favor of the 7th July is at hand, and thank you for your order for: ?? 9) Your favor of the 10th July came duly to hand. 10) Your favor of yesterday covering a check of $100 is duly to hand. 11) Your favor of yesterday is duly received. 6.1.4. Confirm 1) To confirm| Confirming |Confirmation 2) In Confirmation of 3) A letter of confirmation 4) We confirm our call of last week respecting our offers to you. 5) We confirm our respects of the 3rd May, and inform you that your consignment has duly arrived. 6) I confirm the receipt of your shipment by mass. "O", and now send you a check, valuing $550. 7) Confirming our letter of last week, we ask you to appoint an early interview with our representative. 8) We have much pleasure in confirming herewith the order which you kindly placed with us yesterday. 9) In confirmation of my cable today, I regret to state that the factory was

毕业设计(论文)专用纸 ———————————————————————————————————— completely destroyed by fire last night. 10) Kindly give us an order sheet in confirmation of the message by telephone of this morning. 6.1.5 Pleasure 1) We have the pleasure to inform you that we will forward by tomorrow's mail to the Bank five bonds of $500 each. 2) We have the pleasure to acknowledge your favor of yesterday advising 25 cases for Shanghai. 3) We have pleasure in enclosing herewith a Bill of Lading covering 50 bales of cotton. 4) We have pleasure to bring to your notice "B House" No. 10B Avenue. 5) We take pleasure in informing you that a parcel containing books and others has arrived for you from London. 6) We shall be pleased to enter your order at $900 per pound. 7) I shall be pleased to supply you with 10 cases of toys at the low price of $1000 per box. 8) We are glad to answer your inquiry concerning S. Company. 6.1.6 Postscript 1) We enclose for realization drafts as per the list at foot. 2) Enclosed we hand you two Bills of Lading for the goods, per mass. "Shizuoka Mara" to Hong Kong. 3) Enclosed please find three orders for immediate attention. 4) A stamped envelope is enclosed for reply. 5) An order form is enclosed. Fill it out and attach your check. 6) Enclosed we hand you an invoice, $5,000, for 10 cases goods. 6.1.7 Immediately 1) Urgently |promptly |immediately |with all speed。 2) Kindly see the empty sacks are returned as promptly as possible. 3) The goods were at once dispatched by rail to your address. 4) Please give us forwarding instructions as soon as possible. 5) Please deliver these goods immediately to the London dock. 6.1.8 Referring to

毕业设计(论文)专用纸 1) according to |agreeably to |conformably to |in accordance with About |regarding to |concerning to |as to |as regards |with regard to. 2) On his suggestion, we take the delivery of offering our services for any commission which you wish to have executed here. 3) Referring to our conversation of this morning, we enclose a pamphlet describing our new articles. 4) Referring to our telephonic message of today, please deliver the above ten cases tomorrow. 5) With reference to your letter of the 6th inst., we are glad to inform you that there has been a great demand for the articles. 6) With reference to our representative's call, we are pleased to say that we have obtained the receipt for the goods. 7) In accordance with your letter of the 6th June, we are sending off by the Tokai do line the fifty cases. 8) In accordance with your letter of yesterday, I am sending tonight 5 cases of whisky. 9) According to your order of the 20th ult., we have sent you 30 bales of raw cotton. 10) In compliance with your request to our Mr. J., we have pleasure in sending by separate post a sample of our 10s. 3-ply yarn. 11) Agreeably to your request, we have sent you, through Messrs. Yamada 40 bales of cotton. 6.1.9 Dateline Co.,

1) I received in due course your letter of the 30th July. 2) The steamer will due in Yokohama on the morning of the 5th May. 3) The bill falls due on September 1.

毕业设计(论文)专用纸
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4) The discount rates have failed to come down below 2 sen per diem, even in the middle of the month. 5) We have duly received your valued favor of the 10th June. 6.1.10. According to

1) In reference to the interview our representative had with you, we offer to your good selves our services as shipping-agents. 2) We enclose you a statement of account, for which your remittance at your earliest convenience will oblige. 3) We have received your favor of 19th May, and confirm our today's telegram as per the copy enclosed. 4) We have completed the insurance on the cargo per your steamer. 6.1.11 Apologize

1) Meanwhile, I can only ask you to accept my apologies. 2) We apologize you for the mistake. 3) We apologize you for troubling you. 4) We are sorry to learn from your letter of the 10th May that your customer is still dissatisfied with the condition. 5) We are sorry that we have taken the delivery in writing you prematurely on the subject. 6)I am regretted to have to inform you that two cases of them are so bad in quality. 7)We regret to inform you that our premises at 15 R.C. were partly destroyed by fire yesterday afternoon. 8)To take the liberty of doing something |To take the liberty to do something 9)To regret |To be sorry |To be chagrined |To be mortified |To be vexed

毕业设计(论文)专用纸
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10)Please accept our apologies for the inconvenience this matter has given you. 6.1.12 Honored

1) Today, we feel very much honored to have Prof. M. Wilson with us. 2) We feel specially honored to be given this opportunity to meet such a nice group of distinguished people like you. 3) To have the honor of doing |To have the honor to do 6.1.13. Regret

1) We appreciate your telling us about the defective sets, and are glad to make things right. 2) While thanking you for your valued support, I wish to as for a continuance of your confidence in the new company. 3) We take this opportunity to thank our patrons and friends for the liberal support extended to us during our business career. 4) We take this opportunity of thanking you for your past valued support, and of assuring you that your orders will continue to receive our best personal attention. 5) We can confidently assert that any business with which you may favour us will be transacted in such a manner as will afford you the fullest satisfaction. 6) We thank you for your inquiry. 7) Thank you very much for your courtesy. 8) Thank you for your order 6.1.14. Provide service

1) We are always pleased to serve you at any time. 2) We thank you for the opportunity to be of service to you.

毕业设计(论文)专用纸 3) In the meantime, please be assured of our most cordial good wishes and of our desire to be of service. 4) We wish to assure you that we appreciate an opportunity afforded us for service. 5) We are anxious to be able to sever you. 6.1.15. Hope and Wish

1) We hope to hear from you favorably. 2) I hope to receive your inquiries when in the market. 3) We hope to be favored with your order. 4) I hope to hear favorably from you. 5) We hope this action will meet with your approval. 6) We hope that you will give this matter prompt attention. 6.1.16. Signature

1) We would ask you kindly to note our respective signatures given below. 2) Below you will find a facsimile of his signature, which I ask you to regard as my own. 3) Have the kindness to take note of my signature ?? 4) I request your attention to his signature, appended below. 6.1.17. Return Envelope

1) by return |by return of post |by return of mail 2) A return envelope that requires no postage is enclosed for your convenience in replying.

毕业设计(论文)专用纸
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3) Make out your check for $20, put it in the enclosed envelope, and start it on its way to us——now. 4) A postcard is enclosed for your convenience in requesting further information. 5) Then send back the postcard and we'll gladly tell you——without a bit of obligation, of course.

毕业设计(论文)专用纸 ————————————————————————————————————

Chapter 7

Establishing Business Correspondence

Establishing business relations is the first step in a transaction of international trade. Because a foreign-trade firm needs extensive business connections to maintain or to expand its business activities, the establishing of business relations is of importance in conducting foreign trade. Having obtained the desired names and address of the firms from some sources such as trade directory and banks etc., you may start sending letters or circulars to your potential partners. When you write to a company or an organization for the first time ,you should tell them how you come to know them, you intention to do business with them, and what the lines of business being handled by your company. This type of letter is an outgoing letter and may be called “First Enquiry”. Under any circumstances, you should state simply, clearly and concisely. Furthermore, if you receive a letter from one of your potential customers, it should be answered in detailed without the least delay and with courtesy so as to create goodwill and leave good impression on the counterpart. It is very critical to make a good impression by responding to these kinds of inquiries. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for. For firms engaged in foreign trade, business connections are valuable. So this positive impression will be improved by a well- written response. This one of the most important functions of business letters. Through a series of appropriate letters, traders can not only consolidate their established relations with firms having previous business but also develop and broaden their trade by searching for new connections from time to time. When you contact a company for business for the first time, it is always important to get the necessary information about the credit, capital and capacity of company, which means that you should know about its reputation, financial status and business mode before conducting a transaction, especially the one that requires a large sum of money. Letters of requesting such information is called “Status inquiries”. 7.1 Channels to know Potential Customers

毕业设计(论文)专用纸 ———————————————————————————————————— Establishing business relations is the first step in a transaction of international trade or corporation wishes to open up a new market to sell something to or buy something from firms in foreign countries, the person in charge must first of all find out whom he is going to deal with. Imagine that you work in the marketing department and are required to write a letter to the company which you don’t know. Usually, such information is obtained through the following channels: In order to maintain or expand business activities establishing business customers for the establishment of relations is a common practice in business communications. There are several channels through which you can obtain the desired names and address of the firms you wish to deal with: 1. Advertisement in the media 2. Market research 3. Trade publications 4. Investigation in foreign countries 5. Banks 6. Trade Directories 7. Friends or client in business circles 8. Channels of commerce 9. Commercial Counselor’s Office 10.Exhibition and trade fairs 7.1.1. Correspondence of Establishing Business Relations letters—First Inquiry While writing business letters on establishing business relations, one should always focus on 3 points: 1. What are your objectives? Write down your objectives in a simple opening sentence to a. indicate what the letter is about b. refer to previous correspondence, if appropriate c. set a positive and friendly tone d. make the letter be brief

毕业设计(论文)专用纸 2. Who is your teach? Think from the point of view of your reader.(Your attitude) 3. What kind of presentation should you use? Select the appropriate planned presentation, and try to please your reader. 7.2 Steps of Writing Letters of First Inquiry

Step 1: Show the source of information Example 1 1) Your company has been kindly introduced to us by? 2) We learn through?that? 3) On the recommendation of? 4) We owe your name to? Step 2: Briefly introduce your own company (the scope of your business ,“advertising” on your products or service) Example 2 1) We wish to introduce ourselves to you as a? 2) Our lines are mainly 3) ?fall within our business activities 4)We have been in this line? Step 3: Express the intention of writing the letter(what kind of business you Want to do with them) 1) We are willing to enter into business relation with you. 2) We express our desire to? 3) We are now writing you for? Step 4: Express the wish of cooperation and early reply 1) We look forward to receiving? 2) Your early reply is appreciated. 3) We are anticipating your answer.

毕业设计(论文)专用纸

Conclusion
Business English Correspondence is the trade negotiations of the media between buyers and sellers in import and export trade, communication is the bridge between buyers and sellers, but also is the evidence of trade between the two sides. Because the meaning of many sentences are directly related to contract negotiations, signing and implementation, and even the rights and obligations of both parties involved, so words to accurately place in order to avoid both misunderstandings. Only grasp the wording of the characteristics of flexible use of language knowledge and expertise to properly understand, translation and writing Business English Correspondence. This requires teachers to guide students, according to the characteristics of foreign words in English correspondence, students focus on the rigor and accuracy, so that students can accurately grasp every word in the correct meaning of the sentence to avoid the work in the future misunderstanding or mistranslation affect trade smoothly. In a globalized world, China and the world are increasingly associated. In particular, China's accession to WTO, continuous development of international economic cooperation and trade, the international business activities contacts close, so the community of professionals engaged in business activities increased demand. How to engage in foreign economic and trade activities, how to operate the enterprise in a foreign place? Among them, the language difference is undoubtedly the business staff of the obstacles encountered, and modern foreign trade is the most basic and most important communication tool. So, how to use their own language features in order to be successful in foreign trade it? Sometimes the key is our way of speaking. So, how to use certain words in language skills is very important, even to achieve a multiplier effect.

毕业设计(论文)专用纸

致谢

大学学习时光已经接近尾声,在此我想对我的母校,我的父母、亲人们,我的老师和同 学们表达我由衷的谢意。 感谢我的家人对我大学学习的默默支持; 感谢我母校的老师们给了我在大学深造的机会, 让我能继续学习和提高; 感谢老师和同学们三年来的关心和鼓励。 老师们课堂上的激情洋溢, 课堂下的谆谆教诲;同学们在学习中的认真热情,生活上的热心主动,所有这些都让我的大 学生活充满了感动。 这次毕业论文设计我得到了很多老师和同学的帮助, 其中我的论文指导 老师对我的关心和支持尤为重要。每次遇到难题,我最先做的就是老师寻求帮助,而老师每 次不管忙或闲,总会抽空来找我面谈,然后一起商量解决的办法。老师平日里工作繁多,但 在我做毕业设计的每个阶段,从选题到查阅资料,论文提纲的确定,中期论文的修改,后期 论文格式调整等各个环节中都给予了我悉心的指导。这几个月以来,老师不仅在学业上给我 以精心指导,同时还在思想给我以无微不至的关怀,在此谨向黄老师致以诚挚的谢意和崇高 的敬意。 同时,本篇毕业论文的写作也得到同学们的热情帮助。感谢在整个毕业设计期间和我密 切合作的同学,和曾经在各个方面给予过我帮助的伙伴们,在此,我再一次真诚地向帮助过 我的老师和同学表示感谢!

毕业设计(论文)专用纸

参考文献:
[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14] [15] [16] http://www.redlib.cn/html/9729/2009/64862282. http://baike.soso.com/ShowLemma.e?sp=l117142&ch=w.search.baike. http://www.eduzhai.net/yingyu/610 http://www.314p.com/dwlt/zpz/topic.aspx?topicid Taylor’s. (1993). Communication For Business. (2nd edition). London :Pitman 陈玲,肖楠,肖文科. 商务英语的词汇特征[J]. 中国电力教

Publishing 育,2008,(02):189-191. 伊小英 . 外贸英语函电(第 3 版)[M].西安:西安交通大学出版,2004 米芙铮,王建华 . 外贸英语函电. 房玉靖. 郭忠言. 谢毅斌. 谈 芳. 史天禄. 戚云方. 熊丽娟. 陈桂峰. 商务英语函电. 机械工业出版社 2003 清华大学出版社

对外贸易函电手册. 中国财政经济出版社,1991 年 10 月第 1 版 外贸英语. 中国国际广播出版社,1994 年 8 月 北京第 1 版 外经贸英语函电. 学林出版社,2005 年 6 月第 1 版 外贸信件英语的特点与中译英问题 外贸英语函电与谈判 外贸函电协作的若干原则[A] 中国对外翻译出版公司,1991 11(2006) 7 杭州大学出版社,1998 湘潭师范学院学报

外贸英语函电写作中存在的误区及其对策 [B] 福建教育学院学报

(2002)


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