商务英语函电Unit12CommonBusinessDocumentation

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1、Unit TwelveCommon Business Documentation n 1. Help students to learn and master key words, phrases and requirements about various business documents or forms.n 2. Help students to learn some routine work of preparing such documents or forms in international trade.n 3. Help students to learn how to m

2、ake or fill in commercial forms. n I. Usually, documents should have the following characteristics:n Accuracy: The details in documents must be in stnct conformity with those in the sales contract. No ambiguous words or expressions should be used.n Completeness: Every necessary detail should be incl

3、uded in each documentn Conciseness: No redundant words or expressions should be used， and no correction should be made on the document. n Promptness: Make sure the documents are ready when they are needed, so that unnecessary delay or confusion can be avoided. n . Sorts of business documentsn 1. Gov

4、ernment control documentsn A. Import Licensen B. Foreign Exchange Licensen C. Export Licensen D. Certificate of Originn E. Inspection Certificate n F. Consular Invoicen G. Customs Invoice n 2. Commercial Documentsn Commercial documents are generally issued by the importer, exporter or some relevant

5、non-governmental business organizations. They aim to ensure smooth transactions and usually include：n A. Pro forma Invoicen B. Commercial Invoicen C. Ouality Certificate n E. Weight Certificate n 3. Financial Documentsn A. Application Form for International Money Transfern B. Draftsn C. BankerS Draf

6、tn D. Commercial Draftn E. Sight Draftn F. Time Draft n G. Letter of Credit BILL OF EXCHANGE凭Drawn Under不可撤销信用证Irrevocable L/C No.日期Date支 取 Payable With interest %按息付款号码No.汇票金额Exchange for南京Nanjing见 票at日 后 (本 汇 票 之 副 本 未 付) 付 交sight of this FIRST of Exchange (Second of ExchangeBeing unpaid) Pay to t

7、he order of金额the sum of此致To n 4. Transportation Documentsn A. Shipping Noten B. Packing Listn C. Bill of Ladingn D. Consignment Note(rail/road)n E. Air Waybilln F. Parcel Post Receiptn G. Combined Transport Documents n H. Arrival Notification n I. Definitions:n 1.The commercial invoice is essentiall

8、y a bill (i.e. invoice) from the seller (the exporter) to the buyer (the importer) describing the parties to the agreement, the goods to be sold, and the terms involved, as agreed between the exporter and importer.n 2. A consular invoice, obtained from the consul of the importing country at the poin

9、t of shipment, insures that the exporters trade papers are in order and the goods being shipped do not violate any laws or trade restrictions. Ad Valorem taxes or specific import duties are determined from a consular invoice. n 3. A proforma invoice is a quote/quotation in an invoice format that may

10、 be required by the buyer to apply for an import license, contract for pre-shipment inspection, open a letter of credit or arrange for transfer of hard currency.n As mentioned for the quotation, the points to be included in the proforma are:n 1). Sellers name and addressn 2). Buyers name and address

11、n 3). Buyers referencen 4). Items quoted n 5). Prices of items: per unit and extended totalsn 6). Weights and dimensions of quoted productsn 7). Discounts, if applicablen 8). Terms of sale or Incoterm used (include delivery point)n 9). Terms of paymentn 10). Estimated shipping daten 11). Validity da

12、te n 5. A customs invoice is an extended form of commercial invoice required by customs (often in a specified format) in which the exporter states the description, quantity and selling price, freight, insurance, and packing costs, terms of delivery and payment, weight and/or volume of the goods for

13、the purpose of determining customs import value at the port of destination. n . The following aspects must be checked in preparation of an commmercial invoice:n 1.The document must be headed as per requirements, e.g. Invoice, Commercial Invoice, Tax Invoice, etc. n 2. Unless otherwise specified, the

14、 invoice must be made out by the exporter (the shipper） and addressed to the importer (the consignee). n 3. The description of the goods. In the case of a documentary credit, this description has to correspond exactly (word for word) to the description in the Credit. The terms of delivery must be pa

15、rt of the goods description if so specified. n 4. The currency and the amount stated in the invoice, as well as the individual items, must correspond to the terms of the sales contract/sales confirmation. n 5. Customs tariff and license numbers, Credit numbers, etc. must be specified if required. n 6. In the case of a documentary credit, the invoice needs only to be signed if the Credit specifically requires the signature of the exporter. Study of sample commercial inovice(Part 1) (Part 2)