外贸函电与写作1

外贸函电与写作-------ChapteroneTheprinciplesofeffectivebusinesscommunication学习方法《外贸函电》是一门实践操作性很强的课程。也就是说，要达到正确拟写外贸业务信函的目的，仅有理论是远远不够的，学员必须学习大量外贸实务中有一定代表性的信函，深入体会何为七个“C’S”写作的基础理论知识，更重要的是通过学习信例，熟悉大量外贸业务中各个环节中常用语，包括词汇、短语、句型以及习惯表达方式等等，再通过一定量的练习，对常用语进行操练运用，从而达到掌握并熟练使用的目的。Whatisbusinesscommunication?Businesscommunicationreferstoallthemessagethataresentandreceivedforbusinesspurpose.Suchasletter,memo,fax,e-mail,telephone,voicemail,teleconferencing.Agreatdealofbusinessistransactedinwriting.Effectivebusinesswriterscanusetheirskilltohelpincreasetheircompany’ssalesandprofits.Proficiencyinwritinggivesthepersoninbusinessapersonaladvantage.1.Whytheabilitytowriteisabusinessasset?1.Whytheabilitytowriteisabusinessasset?ReachadealImprovecustomer’ssatisfactionPromotethesaleofyourproductsKeepagoodimpressionofyourcompanyEnhanceyourworkefficiency2.WritingPrinciplesofbusinessLettersGenerallyspeaking,theprinciplesareasfollows:appropriatelayout,logicallyconnectedideas,correctgrammar,spellingandpunctuationmarks,suitablestyleandtone,andtactfullyorganizedinformation.2.WritingPrinciplesofbusinessLettersFive-steps1)PreparingObjective,Reader,Scope2)FormattingLayoutofthedocument3)OrganizingGatheringinformation,sortingdetails,andmakingoutlines.2.WritingPrinciplesofbusinessLettersFive-steps4)DraftingStartwhereyoufeelthemostcomfortable.Don’tworryaboutpossiblemistakesFocusontheideasyouwanttopresent.5)RevisingCheckontheoveralltoneandformat.Askforadvicefromcolleagues.Directions:RevisingBoxDoesmywritingincludeeveryelementofabusinessletter?AmIclearaboutmywritingpurpose?HaveImadeeffectiveuseoflayoutandwhitespaceintheletter?HaveIsortedoutthefactsappropriately?HaveIorganizedthecontendlogically?HaveIwrittenitconciselyandpolitely?HaveIcheckedeverythingincludinggrammar,punctuationandspelling?2.WritingPrinciplesofbusinessLetters7“C”1)Courtesy礼貌Treatingpeoplewithrespectandfriendlyhumanconcern.2)Consideration体谅Considerthereader’sdesires,problems,circumstances,emotionsandreactions2.WritingPrinciplesofbusinessLetters3)Correctness正确Choosingthecorrectleveloflanguageandusingaccurateinformationanddata.4)Conciseness简洁Towriteinthefewestpossiblewordswithoutsacrificingcompletenessandcourtesy.2.WritingPrinciplesofbusinessLetters5)Clarity清楚Shortfamiliarwordsandsimpleshortsentencesarebetterforthispurpose.6)Concreteness具体Givevividspecificanddefiniteinformation.7)Completeness完整Includeallthenecessaryinformationanddatainthemessagetohelpsendersgetreceiver’sresponse.ClarityFirstofall,makesurethatyourletterissoclearthatitcannotbemisunderstood.Ifitisambiguous,furtherexchangeoflettersforexplanationswillbecomeinevitable,thusitwastesbothtimeandmoney.Next,whenyouaresureaboutwhatyouwanttosay,sayitinplain,simplewords.Clarity(1)Payattentiontochoosingtheconciseandaccessibleexpressionsandtryingtoavoidusingthewords,andsentencesequivocal(模棱两可的)inmeaning.□e.g.AstothesteamersailingfromShanghaitoLosAngeles,wehavebimonthlydirectservices.Clarity□theword“bimonthly”hastwomeanings,oneofwhichis“twiceamonth”andtheotherofwhichis“onceeverytwomonths”.You’dbetternotusethewordlike“bimonthly”ofdoublemeanings,butusethewordsthatcanexpressyourideaclearlyasthefollowing:Clarity□a.WehaveadirectsailingfromShanghaitoLosAngeleseverytwomonths.□b.WehaveadirectsailingfromShanghaitoLosAngelessemimonthly.□c.WehavetwodirectsailingseverymonthformShanghaitoLosAngeles.Clarity(2)Payattentiontothepositionofthemodifier.□Thesamemodifierwillleadtodifferentimplicationandfunctionwhenitisputindifferentpositionofthesentence.□e.g.Wecansupply50tonsoftheitemonly.□e.g.Wecansupplyonly50tonsoftheitems.Clarity□Inthefirstsentence,“only”isusedtoqualify“theitem”,meaningthesupplyisonlythisitem,nototherone.Butinthesecondsentence,“only”isusedtoqualify“50tons”,meaningthesupplyisonly50tons.ConcisenessConcisenessisoftenconsideredtobethemostimportantwritingprincipleandlanguagefeature.Itenablestosaveboththewriter’sandtherecipient’stime.Concisenessmeansyoushouldclearlyexpresswhatyouwoulddoinashortandpithystyleofwritingaspossibleasyoucanwithoutsacrificingcompleteness,concretenessandcourtesy.Conciseness(1)Makeitarule,tousenomorewordsandpithysentencestoexpressyourmeaningclearlyandconcisely.Trytouseawordorphrasetoexpressyourideaasmuchaspossibleinsteadofusinglongsentenceorcauses.e.g.□Youshouldn’tuse:You’dbetteruse:□atthistime—→now□Iwanttotakethisopportunitytotellyouthatwearegratefultoyou—→Thankyou.Conciseness(2)Avoidusingthegeneralandout-of-datecommercialjargonandtrytoexpressyourideainmodernEnglish.□Avoidtheunusualwordsandtrytouseeverydayexpressions.e.g.□Youshouldn’tuse:You’dbetteruse:□initiate—→begin□inst.—→thismonthComparethefollowingpairsofsentences:□e.g.a.wordy:Iwishtoexpressmyheartfeltgratitudetoyouforyourkindcooperation.□b.concise:Thankyouforyourcooperation.□a.wordy:Incompliancewithyourrequest,weimmediatelycontactedABCCo.,Ltd.,SanFrancisco,andnowwishtoinformyouoftheresultasfollows.□b.concise:AsrequestedweimmediatelycontactedABCCo.,Ltd.,SanFrancisco,withthefollowingresult.Conciseness□Somenecessaryrepeatcanbeusedtoemphasizeacertainpointofvieworimportantfact