CommunicatinginInternationalBusiness国际商务函电

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1、2021-5-31 1 Communicating in International Business河 北 经 贸 大 学 商 学 院国 际 经 济 教 研 室谭 立 群 2021-5-31 2Fundamentals of Writing English Business Letters 2021-5-31 3 Knowledge objectivesA. To be familiar with the formats and the structures of English business letters B. To be familiar with the envelope for

2、mats of English business letters.C. To be familiar with the basic principles for English business letter writing. 2021-5-31 4 Ability objectives:A. To write letters with the correct formats and structures of English business lettersB. To write envelopes of English business letters correctly. 2021-5-

3、31 5 l Communication is sum of all things, one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding. 2021-5-31 6 message messagemessagefeedbackSource message Encodi

4、ng ChannelDecodingReceiver 2021-5-31 7 l A. communication is a two way process.l B. communication always happens between or among two or more parties-sender and receiver.l C. communication involves an exchange of facts,ideas, feelings or thoughts. 2021-5-31 8 l D. communication uses verbal ways like

5、 words spoken or written, or non-verbal ways like gestures, postures,etc.l E. communication needs a mutuality of understanding between sender and receiver. 2021-5-31 9 l A. Initiating action a. Expressing needs and requirements b. Persuading and motivating othersl B. Imparting information a. Creatin

6、g awareness b. Creating understanding c. Persuading others d. Influencing others 2021-5-31 10 l C. Establishing relation Establishing, acknowledging and maintaining relations with other people, is a vital function of communication. 2021-5-31 11 l Verbal CommunicationVerbal communication includes sou

7、nds, words, language and speaking. l Non-Verbal Communication Non-verbal communication involves physical ways of communication, like, tone of the voice, touch, smile and body motion. 2021-5-31 12 l Written communication is writing the words which you want to communicate. l Visual communicationVisual

8、 communication is visual display of information, like, topography, photography, signs, symbols and designs. Television and video clips are the electronic form of visual communication.Written Communication 2021-5-31 13 l Business writing is nonfiction writing about a business related subject ,address

9、ed to a particular audience to achieve a particular purpose. l A good business letter should be clear, accurate and effective. 2021-5-31 14Principles of Good Business Letter Writing 2021-5-31 15 lA. Try to put yourself into your readers placel B. Emphasize the You attitude rather than I or We.lC. Em

10、phasize the pleasant,positive facts 2021-5-31 16 lI write to send my congratulations.lCongratulations to you on your promotion!lWe wont be able to send you the brochure this month.lWe will send you the brochure next month. 2021-5-31 17 l We are shipping your order of September 21 this afternoon.l Th

11、e goods you ordered will be shipped this afternoon and should reach you by September 28. 2021-5-31 18 l Expressing much in few words; clear and succinct 2021-5-31 19 l This is to notify you that at a later date we may be able to submit the report.l We may be able to submit the report later.l Last bu

12、t not least, Troy collected together as much as support material as possible to avoid getting burned in cash losses or bottom-line profits.l Finally, Troy collected as much support material as possible to avoid losing cash or profits. 2021-5-31 20 lCourtesy is not mere politeness.It stems from a sin

13、cere You-attitude.The courteous writer should be sincere and tactful,thoughtful and appreciative. 2021-5-31 21 lYour letter is not clear at all.I cant understand it.lIf I understand your letter correctly 2021-5-31 22 lThe writer must try to express himself clearly, so that the reader will understand

14、. To achieve this, he should keep in mind the purpose of his letter and use appropriate words in correct sentence structures to convey his meaning. 2021-5-31 23 lThe L/C must reach us for arranging shipment not later than 8 October.lThe L/C must reach us not later than 8 October for arranging shipme

15、nt. 2021-5-31 24 l We have begun to export our machines to countries abroad.l We have begun to export our machines.l In the event that you speak to Mr Wood in regard to production, ask him to give consideration to the delivery schedule.l If you speak to Mr Wood about production,ask him to consider t

16、he delivery schedule. 2021-5-31 25 lAs applied to a business message ,correctness means appropriate and grammatically correct language,factual information and accurate reliable figures. 2021-5-31 26 lA business communication should include all the necessary information. It is essential to check the

17、message carefully before it is sent out. 2021-5-31 27 2021-5-31 28 lAnalyze:Study your purpose,lay out your writing schedule,and then profile your audience.lInvestigate:Gather information through formal or informal research methods.lAdapt:Choose the right channel and medium;then establish a good rel

18、ationship with your audience 2021-5-31 29 lOrganize:Define your main idea,limit the scope ,group your points, and choose the direct or indirect approach.lCompose:Control your style through level of formality and conversational tone. Choose your words carefully so that you can create effective senten

19、ces and paragraphs. 2021-5-31 30 l Revise:Evaluate content and review readability,editing and rewriting for conciseness and clarity.lProduce:Use effective design elements and suitable delivery methods.lProofread:Review for errors in layout,spelling, and mechanics. 2021-5-31 31 2021-5-31 32 2021-5-31

20、 33 2021-5-31 34 2021-5-31 35 2021-5-31 36 l The name of the senderl The address of the senderl The telephone number (fax number, e-mail address, etc.) of the firml The firms number at the commercial registerl The emblem or trade mark of the firml The date 2021-5-31 37 l Mr. William Smith Thompsonl

21、Vice-president, Consumer Affairsl The Successful Business, Inc.l The Richard H. Verrill Corporationl 954 Pelham Avenuel New York 10202, N.Y.l USA 2021-5-31 38 l Dear Andyl Dear Mrs. Gibbsl Dear Dr. Breedlovel Dear sir 2021-5-31 39 l The first paragraph acts as an introduction or an acknowledgement o

22、f the previous correspondence if any.l The middle usually discusses matters or gives information.l The last paragraph expresses a hope or refers to the future action either by the writer or the reader. 2021-5-31 40 l Salutation Close l Dear Mr. Smith Yours sincerelyl Dear Dr. Smith Yours sincerelyl

23、Dear Sir Yours faithfullyl Dear Madam Yours faithfully(-Best regards. -Regards. With wishes.-All best wishes. All the best. All my best.) 2021-5-31 41 l Sincerely,l (Handwritten Signature)l Miss Melaniel C. prudhommel Secretary to Mr. GB Davis 2021-5-31 42 l Block stylel Modified block style 2021-5-

24、31 43 2021-5-31 44 2021-5-31 45 Linyu Lee 123 Mo Chou St.Nanjing, China Mr. John Isacs 1130 Mine Hill Rd.Milwaukee,WI.53209 U.S.A 2021-5-31 46 Linyu Lee 123 Mo Chou St. Nanjing, China Mr. John Isacs 1130 Mine Hill Rd. Milwaukee,WI.53209 U.S.A 2021-5-31 47 l Hello, l I read on your web site that you

25、offer Music CD copying for large quantities of CDs. Id like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts o

26、n such a large quantity? l Thank you for taking the time to answer my questions. I look forward to your response. l Jack Finley Sales Manager, Young Talent Inc. (709) 567 - 3498 2021-5-31 48 l At 16.22 01/07/2002 +0000, you wrote: l I hear youre working on the Smith account. If you need any informat

27、ion dont hesitate to get in contact with me. l Hi Tom, l Listen, weve been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have? l Thanks l Peter l

28、 Peter Thompsen Account Manager, Tri-State Accounting (698) 345 - 7843 2021-5-31 49 l Email is much less formal than a written letter. Emails are usually short and concise. l If you are writing to someone you dont know, a simple Hello is adequate. Using a salutation such as Dear Mr Smith, is too for

29、mal. l When writing to someone you know well, feel free to write as if you are speaking to the person. 2021-5-31 50 l Use abbreviated verb forms (Hes, Were, Hed, etc.) l Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary. l It is not necessary to include your email address as the recipient can just reply to the email. l When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.