《国际商务信函(英文)》课程教学大纲

际商务信函
教学大纲
Teaching Programme
for International
Business Letter-Writing经济学院
国际经济与贸易/国际商务教研室meet the
demandinvite your attention
place an order A TRIAL ORDERthere is a steady demand for something
We are in the market for somethingtake it that: you may believe that
the demand exceeds the supply.
the supply is inadequate to meet the demand/ supply falls short of demand supply goes over demand.
Please rest assured thatplease put your heart/mind at ease
To be in the market forIV Review and points for consideration 复习思考题
How to write an enquiry letter? (the main structures and steps )UNIT FIVE SENDING FROFORMA INVOICE
I Key points 重点
Letter writing for SENDING FROFORMA INVOICE.
II Difficult points 难点
The differences between an ordinary invoice and a proforma invoice.
Ill Teaching contents 教学内容
I.Meaning and functions of proforma invoiceA proforma invoice is an invoice sent for form's sake. It binds neither the buyer nor the seller© It can be used as a formal quotation, and the buyer can use it to make the relevant preparations. It does not necessarily involve in every business o
II.Good/ useful words and phrases:
Duplicate/triplicate/quadruplicateImport licence: a legal permit to do something driving licence
Expire: come to an endThe forthcoming Guangzhou fair
Words and phrases common used in foreign tradeUseful expressions
Hold the offer firm/open//good/validIV Review and points for consideration 复习思考题The letter writing for SENDING FROFORMA INVOICE.
UNIT SIX OFFERS & COUNTER OFFERSI Key points 重点
Letter writing for making an offerDifficult points 难点
Meaning of firm offer and non-firm offerTeaching contents 教学内容
I , An offer which can also be called a quotation is usually the suggestion or the terms and conditions sent by the seller in response to an inquiry for acceptance in order to conclude a deal. If the buyer sends an offer; it is called a bid. There are two kinds of offer: firm offer and non-firm offer.
A firm offer is a promise to sell goods at a stated price and quantity, usually within a stated period of time which can not be withdrawn, revoked and amended and it is up to the buyer to accept or to reject or to make a counteroffer during the validity period. As per the relevant UN regulations, an offer, as long as it has the name of the commodity, the price and the quantity, then it is a firm offer.(it is complete) Yet in the factual business, a firm offer should be in as much details as possible, such as payment terms, time of shipment, packing and specifications, etc)
A firm offer should be definite, clear, complete and Anal.
II. Effective Writing Skills for writing a letter of making an offer?
Letters of making offers are also one of the routine duties for a foreign trader. They should be written promptly and helpfully.
1.Reply to all inquiries promptly. Since buyers' inquiries are valuable sales leads, your
response and the time it takes you to reply are critical to be successful.
2.Make your offer helpful. A satisfactory letter of making offers will bring a favorable
result, creating chances of business. Thus, this kind of letter should answer all the questions mentioned in the inquiries. The samples and catalogues should be sent to the prospective buyer as soon as possible.
3.To be accurate and with confidence. The information such as price and quantity you
provide should be exact and accurate. You should try to write the letter with assurance and desire for future cooperation.
The general steps and commonly used sentences for writing a letter of making an offer are as follows:
1.Express your thanks for the inquiry
e.g. (Many) thanks for your inquiry of Oct 1 and for your interest in our products.
We thank you for your inquiry of Oct 1 and are pleased to quote as follows.
2.Provide the information required by the other party, and preferably make some favorable
comments on your productse.g. As requested, we are pleased to offer you as follows and are sending you the catalogues and samples.
Our products enjoy great popularity for the good quality and reasonable price.
Our products are good in quality and reasonable in price.
3.Indicate the validity period of the offer (if it is a firm offer).
e.g. Please note that the above offer is valid (firm/good) for 5 days.
The offer is subject to your acceptance before the end of this week We must stress that the offer will remain open for three days.
4.Express the hope that the offer will be accepted.
e.g. We look forward to receiving your prompt confirmation.
We trust that you will find our quotation satisfactory and look forward to receiving your order.
4. How to write a letter a letter of rejection? (p.lll)
Specimen letters
Letter 1/2Place regular orders with you provided your prices are competitive Particularly stress the importance of priceHave repeat orders
USD13/each CIF NYTerms of payment
Time of shipmentL/C at sight/
L/C at 30 days9 sight/
L/C 30 days after sightWe are pleased to offer you our best price as follows.
We are glad to quote you our best price /most competitive price/most favorable price as followsRock-bottom price
The quotation is subject to our final /further confirmationThis offer is valid/good/firm for three days
Letter 3the contents is very useful and beautiful, you should try to recite the first two paragraphs
Your prices appear to be on the high side as compared with those of other makesTo be frank with you/ To be candid with you
To make (conclude) a deal/business/transactionIf you cannot do so, we shall have no alternatives but to leave the business as it is.
Letter 4Available from stock
Not available for supply at presentA fortnight
Do not hesitate to do somethingWill receive our careful attention
Words and phrases commonly used in foreign tradeUseful expressions
Exercises:
Exercise III point out which of the following expressions are firm offersExercise IV
Write a letter to me, with a quotation of a product of your hometown , giving favorable comments on the product and recommending my acceptance.
IV Review and points for consideration 复习思考题How to write a letter of making an offer and a counteroffer.
UNIT SEVEN SALES PROMOTIONI Key points 重点
Letter writing for writing a sales letteII Difficult points 难点
Types of sales promotion letters and the relevant knowledge.
Ill Teaching contents 教学内容Types of sales promotion letters
1.sales letter 促销信：letters to persuade buyer to buy what the seller can supply.
Usually this kind of letter for both old and new customers, especially for new customers
a good sales letter consists of four elements
A. arouse interest
B. create desire
C. carry conviction
D. induce action
2.revivers 振兴信：letters to regain or to old customersfollow-up letters 随访信：(also for old customers) letters which refer to customers9 inquiry which has been previously made, express the regret that no order or no business and inquire into the reasons, and put forward new and possible advise.
Rules to observe:
A.To keep the letter shortCatch the reader's interest
B.Give the letter an attractive look. specimen letters
Sell fastOrder card
look throughin substantial quantity
it is just the next newest to clear the stock up to the present writing await wait forwords and phrases and useful expressions
Your prices are too high to interest the buyers in making a counterofferBy virtue of its superior quality
To be saleable in your marketTo be not available for supply at present
II Review and points for consideration 复习思考题Letter writing for writing a sales letter, a reviver and a follow-up letter
Unit Eight Orders and Their FulfilmentI Key points 重点
Letter writing of placing an order.
II Difficult points 难点
The understanding of the obligations of the buyer and the seller respectively.
Ill Teaching contents 教学内容I .Knowledge points:
1.What is an order?
2.What are the contents of an order?
3.When an order/agreement comes into force, what are the obligations of the buyer and the seller respectively?
The seller: to deliver the qualified goods at the agreed time and quantity.
The buyer: to accept the goods and make the payment.
Book the shipping spaceSome most commonly used phrases:
A reduction in price/ To reduce the priceReplacement of goods
Cancel the orderto make a claim
II. Specimen letters
Placing a first order
To supply from current stock
In duplicateacknowledgement of the first order
by the first available steamercovering letter with order form
1.acknowledgement of order NO. 237
sales confirniation/agreement/contract
purchasing contract
countersign
in sb's favor
with the least possible delay
stipulations /
terms and conditions/clausesIV Review and points for consideration 复习思考题
Letter writing of placing an order.
Unit Nine Terms of PaymentI Key points 重点
L/C Amendment & Extension
Urging Establishment of L/CII Difficult points 难点
L/C Amendment & ExtensionIII Teaching contents 教学内容
Part I the relevant knowledge of Payment♦♦♦Three main kinds of payment：
L/C Collection remittanceWhy L/C is the most widely used payment terms
It is safe and reliable for both the seller and the buyer and it has solved the problem of disbelief between seller and the buyer.
1.the procedures of opening an L/C .
2.what is meaning of an irrevocable L/C
The applicant cannot amend the terms of the L/C without the agreement of the relevant parties.
the exporter can only accept an irrevocable L/Ccompare L/C ,D/P and D/A, why do people say (for the exporter )L/C is better than D/P and D/P is better than D/A? If you are an exporter and it is up to you to decide, which do you prefer?
payment against transfer of the shipping documents delivery of
documents against acceptance.
II specimen letters
Adequate stocksFreight prepaid-*-
CIF/CFR Freight to collect-* FOB The drawer-* exporter-* payee The drawee-* importer fpayerPart II Urging Establishment of L/C
The meaning of urging Establishment of L/Cit is the seller who urges the buyer to open the L/C if the buyer fails to issue it or the L/C does not reach the seller in time.
Specimen letters: 3rd /5,h /letter for optional study are very typical.
How to write a letter of urging establishment of L/C?
®We have not received your L/C so far, and the goods has been ready.
②Please open the L/C ASAP, Or....
©Looking forward to receiving your L/C soon.
Sample:
Dear sirs:
We'd like to draw your attention to the fact that we have made the goods ready for the 2000 dozen of Thermos Flask for delivery in July, but your L/C has not reached us so far. This has caused us much inconvenience. Please open the L/C ASAP, or the shipment might be delayed.
Hope we can receive your L/C soon.
Part III L/C amendment and extension
The meaning of L/C amendment .It is the seller who asks the buyer to amend the L/C.
When the seller receives the L/C, the very first job for him/her to do is to check/examine the L/C. If he finds some discrepancies (some points which are not in accordance with the contract), then he should ask the applicant to amend the L/C
D/P calls for actual whereas D/A calls for ♦♦♦Collection^― D/P
D/A
5. is If you are an importer,
your second choice ?
which payment term would you choose first? and which Payment in advance, L/C or D/P ?
Place an initial order
Place an initial order
As agreed Draw on
Amendment & extension
Usually there are three dates in an L/C:
The date of issuing the L/C
The latest shipping date
The expiry date
Respectively
The deadline for booking the shipping spaceUseful expressions
How to write a letter of amending the L/C ?
(1) We have received your L/C No. xxx, but on examination, we have found some discrepancies as follows: a. The price should be "”(2)Please amend the L/C accordingly, or the shipment might be
(3) Looking forward to receiving your L/C amendment.
SAMPLE:
China National I/E Corp
Tele:xxxxx Fax: xxxxx E-mail:xxxxx
Date: July 15th,xxxx Hua Feng Trading Co.
Dear Mr. Zhang:
We have received your L/C No. 94625, but on examination, we have found some discrepancies as follows:
a.Please amend the L/C to read u100% confirmed and irrevocable •••”The total amount should be USD8, 750. 00
b.Transhipment should be allowed.
c.Please extend the latest shipping date and expiry date to August31st and Sept21st respectively.
Table of contentsTeaching purposes and requirements3
I Points to be noted3Teaching contents4
Unit 14
Unit 25
Unit 37
Unit 48
Unit 510
Unit 611
Unit 714
Unit816
Unit 917
Unit 1020
Unit 1122
Unit 1223
Unit 1325period allocation27 IV Main reference documents28
We hope you can amend the L/C accordingly and arrange the L/C amendment to reach us by the end of July , or the shipment might be delayed.
Looking forward to receiving your L/C amendment.
Yours sincerelyXXX
IV Review and points for consideration 复习思考题Letter-writing for amending L/C
Unit Ten PACKINGI Key points 重点
Types of markingsDifficult points 难点
Letter for the packing clauseTeaching contents 教学内容
1.Two types of packing：
(l)Transportation packing which can be called large/outer packing
(2)Sales packing which can be called small/inner packingTypes of markings
(DAs per the reasons： (Dthe consignee J s own distinctive marking
©official markings©Special markings
(2)Purposes： ©shipping marks©Indicative marks
©Warning marks1. the students should list/name some specified packing
containers
bag/ drums carton,etc.
pallets and containers
Two most common types of containers： 20 and 40 feet containers
TEUShanghai is now one of the three largest ports in the whole world in terms of import and export volume.
Shanghai has reached 20 million TEUs in the year 2006whereas Yantai has reached 1 million which is one of the ten largest ports in China.
LinerFCL—full container load
TWO 20 feet FCLsLCL—less than container load
specimen lettersWords and phrases
Useful expressionsIV Review and points for consideration 复习思考题
Letter for packing clausesUnit Eleven INSURANCE
I Key points 重点
the relevant Knowledges points concerning insuranceII Difficult points 难点
Insurance clausesIII Teaching contents 教学内容
I . Key points which the students must master:
1.Specialized words:
Insurance policy/certificateMain risks which are usually covered under an insurance policy the premiumInsurer insurance company
the insured-*I/E corporationsChina insurance Clauses can be abbreviated as CIC, there are three principal perils under CIC, what are they?
They are FPA, WA and all risksUsually people effect the insurance
for 110% of the insurance value. Sometimes the buyer may request to cover more than 110%, then the extra premium should be for the buyer* s account.
2.What are the differences between general average and particular average?
The causes for the loss are different {particular average means partial loss or damage accidentally caused to the ship or the particular lot of goodsWhereas the cause for general average is voluntary sacrifice or expenditure in time of peril and for the safety of the vessel and the goods.
For Particular average, it is the owner of the goods or the vessel who should bear the relevant charges , whereas for general average, it is shared by all who have a financial interest in the voyage and its risks in proportion to the value of their interests.
3.How should the insurance value be calculated?
There are four parts consisting the insurance value: cost, freight insurance and expected profitWhat are the main factors determining the type of insurance which people should effect?
Nature of cargo, mode of transportation, destinations, packing, credit of business partners(judge) It has been the usual practice that in international trade, people effect insurance for 120% of the invoice value under CIF transactions.
*(judge) If people have effected insurance against all risks, the insurer should be responsible for all the losses under any event including the fact that there is a wanIV Review and points for consideration 复习思考题
the relevant Knowledges points concerning insuranceUnit Twelve Shipment
I Key points 重点
Two types of ocean vesselsII Difficult points 难点
Functions of B/LIII Teaching contents 教学内容
1.Knowledge points to master：
1.Two types of ocean vesselsLiners： with regular route/ports/rate & schedule, loading and unloading charges included in the freight, ideal for small quantity of goods
Tramps： with no regular route/ports/rate & schedule, loading and unloading charges are usually not included in the freight, ideal for large quantity of the
goodsFunctions of B/L： it presents three aspects： it is a receipt of the
goods, it is a contract evidence & and it is a title document.
2.There are many types of B/L. Among all these types, shipped/clean and order B/L is most widely used.
3.TEU refers to a 20 feet container, and the most widely used containers in international trade are 20/40 feet containers* Shanghai is one of the three largest ports in the world in terms of import and export volume, which is 20 million TEU by end 2006
Yantai is one of the ten largest ports in China and the annul volume is 1 million TEU in 2006.
4.Advantages of containers：
®safe for the goods
②smooth delivery of the goods
©low cost, high efficiency and convenient.
♦Modes of transportationSpecimen letters
V' letter： the port in the shipping marks should be in accordance with the factual port.
II.words and phrases/ useful expressionstranslation exercises.
2. We regret our inability to comply with your request for shipping the goods in early December since the direct vessel sailing for London calls at our port only around the 20th each month.
5. Having received no instructions from you regarding the shipment of your order, we have now been compelled to cancel the shipping space already booked.
V. Letters for optional studyFew and far between
IV Review and points for consideration 复习思考题
Letter-writing concerning shipmentUnit Thirenteen Complaints & Adjustments
I Key points 重点
Letter-writing for making complaintsII Difficult points 难点
How to write a letter of adjusting claimsIII Teaching contents 教学内容
In terms of doing business, almost all people expect the business done perfectly, and without any problems arising, but complains are still unavoidable . AND sometime adjustments are necessary. Complains are not equal to claims. When we talk about complains, it means that there has been something unsatisfactory.
I.There are two kinds of complaints： one is genuine complaint and the other is false
complaint.
The reasons (what aspects) for genuine complains are the quality of the goods,
wrong delivery, damaged packing and changed price etc.
False complains are usually made by the buyers who find faults with the goods as
an excuse to escape from the contract, either because they no longer want the goods
or because that they have found that that can get them cheaper elsewhere.
plaining/claiming objects(Whom can people complain about or even make claims against?)
The other contracting partyThe insurance company
The carrier
III.How to write a letter of making complainsBegin the letter by regretting the need to complain
1Mention the date of delivery, contract or L/C No.
2State the reasons for being dissatisfied and ask for explainationsRefer to the inconveniences caused
3Suggest how should the matter be put right.
III.How to reply to such kind of letter? P256
IV.Specimen lettersTake delivery of the goods
Be much obliged/ most gratefulFrequent change of price
Prevailing priceMake /lodge/file a claim against somebody on sth V.Words and phrases and useful expressionsIV Review and points for consideration 复习思考题
Letter-writing of adjusting claims四、教学课时分配表period allocation
五、主要参考书目Main reference documents.李艳丽外贸英语函电山东人民出版社2009年9月
1 .陈文汉外贸英语函电中国人民大学出版社2013年12月.黄霜林国际商务函电实用教程.武汉理工大学出版社，2008
Teaching purpose and requirements 教学目的与要求Through the study, the students should master the relevant theories, principles, the procedures and the relevant knowledge of international business communications.
1.The students should master the commonly used sentences, phrases and expressions of
business communications.
2.The students should master the skills of writing business letters.
IL Points to be noted应当注意的问题International business communication is one of the main specialized courses for students majoring in international trade and economics which should be taught in 3rd year ( 6th semester) of the college teaching. Before study this course, the students should have learned the relevant courses like INTERNATIOANL TRADE, PATCTICE OF INTERNATIONALTRADE, INTERNATIONAL FINANCE, INTRENATIONAL COMMERCIAL LAW, MARKETING and INTERNATIONAL BUSINESS NEGOTIATION. The main method is teaching together with students9 participation.
Ill Teaching contentsUnit One Business Letter Writing
I Key points 重点The seven main parts consisting a business Letter writing: II Difficult points 难点Essentials of Business Letter Writing
Ill Teaching contents 教学内容Essentials of Business Letter Writing/Essential qualities of business letters/the so-called three Cs
Clearness ： the letter should be exact and clear, try to use plain and simple words
Conciseness: Don't write those unnecessary words/ sentenses.
Courtesy: promptness: Write the letter in the "you "attitude. And to be polite enough.
yout of Business Letters
In terms of contents:
Business letters consist of seven principle parts:
A.The letter headThe date
B.Inside name and addressThe salutation
C.The message/ the bodyThe complimentary close
G The writer's signature and official position
III. How to address an envelop?
IV Review and points for consideration 复习思考题
1.What are the Essentials of Business Letter Writing
2.How to address an envelope and the little styles?
Unit Two ESTABLISHING BUSINESS RELATIONSI Key points 重点Letter writing for establishing business relations.
II Difficult points 难点
THROUGH WHAT CHANNELS CAN PEOPLE GET THE NAME AND ADDRESS OF A FIRM?
Ill Teaching contents 教学内容WHY DO FOREIGN FIRMS NEED BUSINESS CONNECTIONS?
In order to start or expand its business activities.
1.THROUGH WHAT CHANNELS CAN PEOPLE GET THE NAME AND OF A FIRM? If a firm need to open up a market to sell something or buy something from firms in foreign countries, the person in charge should first of all find out whom he is going to deal with. Such information usually can be obtained from: internet, trade fairs, friends, banks and advertising etc.
2.HOW TO write A LETTER OF ESTABLISHING BUSINESS relations?
① To begin the letter by telling the addressee how his name is known,
②Then some general information should be given as to the lines of business being handled, and telling the other party what you can sell or what you want to buy.
3)) Express the hope that business relations can soon be establishedHow should the receiver of a letter reply?
He should reply in full without the least delay and with courtesy.
Specimen Letters:
Review the seven parts consisting a business as per 1st letter with some commentsLetter-2(1) China National Chemicals Import & Export Corporation
National/ branch/sub-branch SINOCHEM/ SINOPEC Knowledge points: USUALLY THERE ARE FOUR STEPS FOR BUSINESS CONSULTATION：Enquiry-offer-counteroffer—acceptance. Among these four steps, offer and acceptance are
the two indispensable stepsBeautiful phrases:
With reference to/as for /as toEnter into/establish/set up For your reference
In compliance with/ In accordance with AS PERLetter-2 ⑵
Specialize inLook forward to doing sth.
Shipping quality and weightThe structure of the letter
It is a very typical letter of establishing business relations and explain the purpose of each paragraph.
Especially the first two paras.
Letter-2(3)This is to introduce A regular supply of Competitive offer for 50 MT Competition/compete/ competitive ; MT /ton To buy in large quantities
IV Review and points for consideration 复习思考题HOW TO WRITE A LETTER OF ESTABLISHING BUSINESS RELATIONS?
Unit Three Status enquiriesI Key points 重点：
Letter writing for status enquiries for 1/ E corpsII Difficult points 难点:
What is status enquiries ?
Ill Teaching contents 教学内容I. What is status enquiries ?
Status enquiries are those written communications in which traders ask for information concerning the financial position, credit, reputation, and business methods of other firms one is going to enter into relations with.
II Traders may apply to banks, chamber of commerce or inquiry agencies. Generally speaking, information from banks or a chamber of commerce is reliable.
This kind of letter should be headed with Private and confidentialLetter of credit
III. Three main payment terms:
Remittance （汇付）/collection （托收）:D/P & D/A/ L/C （信用证）即期、远期Be most grateful
To be much obligedClient/customer
Due/due tosteam ship vessel
Words and phrasesWhat are the functions of status enquiries ?
is to get information concerning the financial position, credit, reputation , and business methods of doing business of other firms.
Why is it important to obtain all the information possible respecting the firm one is about to enter into relations with?
Will help to decide whether it is advisable to do business with the firm or not.
As far as our information goesFor your reference
Be most gratefulEnjoy high reputation
IV Review and points for consideration 复习思考题What is status enquiries ? and through what Channels can you apply to for status enquiries?
UNIT FOUR INQUIRIES AND REPLIESI Key points 重点Letter writing fir making an enquiry letter? (the main structures and steps)II Difficult points 难点
The four steps and the underlying meaning for making a deal
Including an inquiry.
Ill Teaching contents 教学内容By whom are the enquiries usually made in foreign trade?buyers.
1.What is the aim of making enquiries? to get information about the goods to be ordered such as price, delivery date and other terms.
2.Should enquiries be addressed to individual? Why not?NO., because if the particular person is away from office, the enquiries will have to wait, or the enquiries may be addressed to the wrong person, this will mean delay.
3.What should the answers to enquiries be ?The answer to enquiries to enquiries should be prompt, courteous and helpful.
I ・ An inquiry/enquiry is a request for information concerning the possibility or the conditions of making a business. It is usually the first step in a business negotiation and is often made by buyers. It is not legally binding upon either the buyer or the seller.
There are two types of inquiries: general and specific. The former is sent to acquire some general information about products, such as asking for price lists, catalogues and samples, etc. The latter expresses a definite wish to purchase a specific product, and it requires more detailed information such as the availability of goods, prices and other terms.
An inquiry should be written directly and courteously, If it is a first inquiry, start your letter by telling the recipient from which source you got his name , then you can give an introduction of your own business and explain what you want the receiver to do.
II. How to write an enquiry letter?
1.State your channels of getting the informationPut forward your requirements.。