黄 冈 师 范 学 院
《外贸英文函电》
实
验
授
课
教
案
实验一 商务信函的结构和格式
【实验项目编号】4161305720001
【实验项目名称】商务信函的结构和格式
【实验目的】完成不同格式和结构的商务信函
【实验设备】
1.微型计算机；
2.Windows2000操作系统；
【实验步骤及内容】
The Format of a Business Letter(信函格式)
Blocked format: all letter parts begin at the left margin. Because this style can save typist’s time, it has come to be much widely used and preferred now.
Semi-blocked format: all letter parts begin at the left margin, except the dateline, complimentary closing, signature and writer’s identification. It is also named as a modified blocked format.
Indented format: this style may follow the same layout as either the blocked or semi-blocked formats, but will differ in that the paragraphs will each be indented by four or five spaces. It is a traditional format, especially in Britain.
The format of envelopes: most companies have the return address in the upper-left corner of the envelope. Name and address of the receiver is always single-spaced with all lines aligned on the left, and they should be in capital letter, with no punctuation at the end of each line.
The Structure of a Business Letter(信函结构)
The basic components of a business letter must contain 7 parts: letterhead, date, inside address, salutation, body, complimentary close, and signature.
Additional components: mailing or in-house notation, reference, attention line, subject line, multiple-page letter heading, reference initials, enclosure notation, carbon copy notation, postscript.
Useful Expressions:
(1)We learn from your letter of April 1 that you are interested in establishing business relations with us for the purchase of our tools.
(2)Having had your name and address from the Commercial Counselor’s Office of our Embassy in the U.K., we avail ourselves of this opportunity to write to you and see if we can establish business relations with you.
(3)Through the courtesy of Mr. Freemen, we are given to understand that you are one of the leading importers of electric goods in your area and wish to enter into business relations with us.
(4)We have come to know the name of your corporation and have the pleasure of writing this letter to you in the hope of establishing business relations with you.
(5)We are willing to enter into business relations with you firm on the basis of equality and mutual benefit.
(6)We write to introduce ourselves as one of the leading exporters of a wide range of electric fans and air conditioners.
(7)To acquaint you with the light industrial goods we handle, we are sending you, by separate airmail, several pamphlets for your reference.
(8)Specializing in the export of Chinese foodstuffs, we wish to express our desire to trade with you in this line.
(9)Please accept our thanks for the trouble you have taken.
(10)We are obliged to thank you for your kind attention in this matter.
(11)We tender you our sincere thanks for your generous treatment of us in this affair.
(12)Allow us to thank you for the kindness extended to us.
(13)We are expecting to receive your earliest reply to this enquiry.
(14)We have an enquiry for silicon carbide and would like to ask you to send us an offer for 1 000 metric tons for shipment during September.
(15)We have received an inquiry for Men ' s Shirts and request，you to send us your offer not later than the end of this month.
(16)We have recently received many inquiries, from retailing shops in New York area about the captioned items and are sure that there would be very brisk demands. We shall appreciate your quoting us your most competitive prices on a CIF New York basis for the following.
(17)We have seen your advertisement in the Textile journal and should be glad if you would send us patterns and prices of quality cotton piece goods available from stock.
例1：要求建立业务关系
Dear Mr. Trooborg,
We learned form the china light industrial exhibition held in shanghai on 2010 that you are interested in our company’s plush toy. We are writing to you to establish long-term trade relations with you.
Our company is a state-owned foreign trade enterprise. In recent years, with the internal reform and rapidly increase of the amount of the business, we have made a great achievement in economic strength and the system of reform and management. We have our principle as “mutual benefit and common development”. We will provide the best service and establish the long-term relationship with customers all over the world. We have a good variety of colors and sizes to meet with different need. To give you a general idea of our products，we are sending you several pictures about our product.
We are looking forward to your specific inquiries。And we are looking forward to learn more about your company’s credit circumstances.
Yours truly,
Universal Trading Co., Ltd
Li Junwei (Mr.)
Toy Department
如果是第一次和收信人联系，或者是通过BBS 帖子联系，信中应附加一些介绍自己公司业务范围、可能的成交份额等内容，以引起对方更大的兴趣。当然，这样的信函应当提供详细的联系地址、电话、电子邮件、网页，联系人等，以便今后进一步联系。
例2：寻求供货
Exercises:
(Ⅰ)Rewrite the following sentences and phrases (MORE EFFECTIVE)
1. We have for acknowledgement your sample.
2. We have in acknowledgement your letter dated …
3. In reference to said contract …
4. Re your claim …
5. Pursuant to …
6. The writer wishes to acknowledge your letter of …
7. I write with reference to our telephone conversation yesterday regarding the above matter.
8. We wish to state …
9. I am writing to inform you that …
10. We refer to our previous communication …
(Ⅱ)Arrange the following in the proper form as they should be set out in a letter.
(1)sender’s name: China National Light Industrial Products Import & Export Corporation, Shanghai Branch
(2)sender’s address: 123 Jiefang Road, Shanghai, China
(3)sender’s fax number: 86-22-67832337
(4)sender’s email address: linda@mail.zlnet.com.cn
(5)date: March 18, 2010
(6)receiver’s name: H. G. Wilkinson Company, Limited
(7)receiver’s address: 456 Lombar Street, Lagos, Nigeria
(8)salutation: Dear Sirs
(9)Subject line: Sewing Machines
(10)the message:
①We thank you for your letter of March 6 inquiring for the captioned goods.
②The enclosed booklet contains details of all our Sewing Machines and will enable you to make a suitable selection.
③We look forward to receiving your specific inquiry with keen interest.
(11)Complimentary close: Yours faithfully
(Ⅲ)Address an envelope to the above letter.
实验二 发盘与还盘
【实验项目编号】4161305720002
【实验项目名称】发盘与还盘
【实验目的】
1.掌握国际贸易的基本流程
2.OFFER以及COUNTER OFFER的应用
3.信用证的应用
【实验设备】
1.微型计算机；
2.Windows2000操作系统；
【实验步骤及内容】
Offer(报盘)
An offer is a promise to supply goods on the terms and conditions stated. It is usually made either by way of advertisements, circulars and letters or in reply to inquiries.
In international business, offers can be divided into two kinds: firm offer and non-firm offer. A firm offer is capable of acceptance and once it has been accepted it cannot be withdrawn. Non-firm offers don’t have binding force on offerors and offers.
Counter-Offer(还盘)
If an offeree does not agree with any of some of the transaction terms of quotation or a firm offer, he sent a counter offer.
A counter offer is virtually a partial rejection of the original offer and also a counter proposal initiated by the offeree.
When we write a counter offer, which should include:
(1)An expression of thanks for the offer
(2)Express regret at inability to accept
(3)Reasons for inability to accept the offer
(4)Our own terms and conditions upon which business is likely to materialize
(5)A wish of business opportunities in future
Letter of Credit(信用证)
Letter of credit is a written undertaking by the issuing bank to the beneficiary (exporter), under which the bank undertakes to pay the beneficiary a sum certain in money within a designated time period and against any stipulated terms and conditions. L/C is based on banking credit. In China, it is the most common method of payment. (参看信用证样本)
Useful Expressions:
(1)We counter offer as follows: …
(2)Our counteroffer is well founded.
(3)Owing to shortage of stock, we regret that we are unable to accept your quotation.
(4)We regret to note that you have turned down our counteroffer.
(5)If you accept our counteroffer, we will inform our end-users to buy from you.
(6)This is our lowest price; we can’t make any further reduction.
(7)Your quotation is on high (low) side.
(8)The price you quoted are much higher than those of other suppliers.
(9)Please quote us for the goods listed on the enclosed inquiry sheet, giving your prices CIF Shanghai. Please also state your earliest delivery date, your terms of payment, and discounts for regular purchases.
(10)Will you please send us a copy of your catalogue, with details of your prices and terms of payment?
(11)Thank you for your letter of February 15th, 2010. As requested, we submit our quotation in triplicate and wish for you to place your order with us as early as possible.
(12)We have sent you by airmail some samples. We are sure after you have studied them you are certain to agree that our products are excellent in quality and reasonable in price.
(13)The profit margin for these products is so thin that any price reduction would make business transactions pointless.
(14)We are not in a position to entertain business at your price, since it appears to be on the high sight.
例1：报盘
China National Textile Imp. & Exp. Corporation
Shanghai Home Textiles Branch
Shanghai, China
25th July, 2010
Vancouver Textile Corp.
356 Madison Street
Vancouver, Canada
Gentlemen,
We welcome you for your inquiry of 15th July and thank you for your interest in our export commodities. We are enclosing some copies of our illustrated catalogues and a price list giving the details you ask for. Also under separate cover, we are sending you some samples which will show you clearly the quality and craftsmanship. We trust that when you see them you will agree that our products appeal to the most selective buyer.
We allow a proper discount according to the quantity ordered. As to the terms of payment we usually require letter of credit payable by sight draft.
Thank you again for your interest in our products. We are looking forward to your order and you may be assured that it will receive our prompt and careful attention.
Truly yours,
例2：还盘
A.B.Greenwood & Co., Ltd
315 Lens Road
London, England
February 24, 2010
China National Import & Export Corp.
Tianjin
China
Dear Sirs,
We wish to thank you for your letter of the 20th Feb. Offering us 50 long tons of the captioned goods at USD 105.00 per long ton CIF London, usual terms.
In reply, we very much regret to state that our end-users here find your price too high and out of line with the prevailing market level. Information indicates that the sugar of England market have been sold at the level of USD 98.00 per long ton.
Such being the case, it is impossible for us to persuade our end-users to accept your price, as good of similar quality is easily obtainable at a much lower figure. Should you be prepared to reduce your limit by, say 8%, we might come to terms.
It is in view of our long standing business relationship that we make you such a counter-offer. As the market is declining, we hope you will consider our counter-offer most favorably and fax us acceptance at your earliest convenience.
We are anticipating your early reply.
Yours faithfully,
Exercises:
中国A方，英国B方。
英国希望进口20吨东北大米，从连云港到利物浦，中国报出CIF最低价10，000，000GBP。B方以这批大米的质量一般为由要求减价，A方认为，英镑会进一步贬值，以天气恶劣，大幅减产以及全球粮食价格暴涨为由不同意降价。
最后英国要求选择一个适合它的支付方式。（自定）
以上案例中诸多信息缺失且一些信息不宜透露，故需要详细过滤，并写出信件2篇。
实验三 运输
【实验项目编号】4161305720004
【实验项目名称】运输
【实验目的】
1.掌握租船订舱的专用词汇
2.掌握装船指示和装船通知的函电写作
【实验设备】
1.微型计算机；
2.Windows2000操作系统；
3.信用证样本；
【实验步骤及内容】
Shipping Instruction(装船指示)
Before shipment, the importer shall send the exporter a shipping instruction to specify shipping mark, packing, mode of transportation, etc.
Shipping Advice(装船通知)
After the goods are loaded on board, the exporter shall send the importer a shipping advice to inform the contract No, name of ship, name of goods, quantity, value, and the time of departure, and so forth.
Shipment and Insurance(装运和保险)
1. Modes of transport and receipt documents
(1)By sea: Marine/Ocean B/L;
Through B/L;
CTD (Combined Transport Document or B/L);
MTD (Multi-model Transport Document);
(2) By air: Air Waybill
(3)by road or rail: Cargo Receipt承运货物收据，铁路运单
2. Shipping Parties (当事人):
----Consignor/Shipper 发货人, who send the goods;
----Consignee （收货人）, who receives goods at destination;
----Carrier (承运人），who carries the goods;
----Forwarder（货运代理人）, who represents the carriers;
3. Letters regarding shipment are usually written for the following purposes:
(1) to confirm the charter party and booking note;
(2) to urge an early shipment;
(3) to amend shipping terms;
(4) to give shipping advice;
(5) to dispatch shipping documents;
4. Chartering of ships and booking shipping space
(1)Liners, ships that sail at regular times on set routes;
(2)Charter: ships that have no set lines or routes, but go wherever they can find suitable cargoes.
----voyage charter
----time charter
Contract entered into between the ship-owner and the shipper may take the form of either
a) a charter party, where a complete ship is hired or
b) a bill of lading, where the ship carries cargoes belonging to different shippers.
5. Shipping Advice/Instruction:
After making shipment, the seller should promptly advise the buyer of its effectuation, especially the transaction is concluded on FOB and CFR basis. It has been an international practice stipulated in INCOTERMS 2000.
Useful Expressions:
(1)We have (take) pleasure in informing you that......
(2)We are pleased (glad) to inform you that......
(3)Further to our letter of yesterday, we now have (the) pleasure in informing you that......
(4)We confirm telegrams/fax messages recently exchanged between us and are pleased to say that......
(5)We confirm cables exchanged as per copies (cable confirmation) herewith attached.
(6)In connection with the question of supplying you with ..., we are pleased to say that...
(7)Proper packing is strong enough to stand long sea voyage, rough handling, jolting and shocking, and to discourage theft and pilferage, otherwise, the goods are terribly rusty and damaged.
(8)We are glad to inform you that the goods you ordered are ready packed for delivery. Shipment can be made immediately after receipt of your L/C.
(9)The goods will be ready for shipment by the end of this month, please inform us the name of the chartered ship and its date of arrival at our port earlier.
(10)Owing to the delayed arrival of the scheduled steamer, we have failed to effect shipment within the L/C validity. Would you please extend the shipment of the L/C for one month, enabling us to proceed with shipment as soon as possible?
例1：装船指示
Tianjin International Imp. & Exp. Co., Ltd
25 Zhujiang Street
Tianjin, China
April 13, 2011
Mr. Francis Steve
Vice President
Thompson Consumption Group
51 Real Avenue
Sydney, Australia
Dear Mr. Steve,
We have received your letter of April 10th, from which we understand that you have booked our order for 500 cartons Niren Zhang craftworks.
Our confirmation of order will be forwarded to in three days. As our purchase is made on CFR basis, we have arranged shipment with our forwarding agent, SPEED Company, Tianjin, who is going to take care of shipping those goods. Once the shipping space is booked, we will inform you of the name of the ship.
We are looking forward to the satisfactory arrival of the goods.
Yours faithfully,
例2：装船通知
Tianjin International Imp. & Exp. Co., Ltd
25 Zhujiang Street
Tianjin, China
April 18, 2011
Mr. Francis Steve
Vice President
Thompson Consumption Group
51 Real Avenue
Sydney, Australia
Dear Mr. Steve,
We are pleased to advise you that we have completed the shipment of your order 0405. The ship is scheduled to sail from Tianjin on April 20th and the estimated time to arrive at Sydney is April 30th. We have mailed to you by air this morning the documents. The details are as follows:
Our Contract No.: S123
Your Order No.: O123
Commodity: Niren Zhang craftworks
Quantity: 500 cartons
Invoice Amount: USD 35,684.20
Vessel: HERO
B/L No.: V0408
L/C No.: 123456A
Invoice No.: F22345
Insurance Policy No.: BY2564
Packing List No.: CT8524
We trust this consignment will reach you in sound condition and look forward to cooperating with you before long.
Yours faithfully,
例3：建议分批装运
Dear Sirs,
Thank you for your letter of 5 April regarding your order No.984 for 10 sets of MC646 milling machines.
In your letter, you ask for earlier shipment of the whole order. I regret to say that we are unable to comply with your request.
When the sale was agreed, we expressly stated that shipment would be made in July. If you wish to have earlier delivery, the best we can do is to make a partial shipment of five machines in June and ship the remaining five in July. We hope this arrangement will meet with your approval.
Should you agree to the new arrangements, please fax an amendment to the relevant letter of credit allowing us to effect partial shipment.
We expect your prompt reply so that we can ask the manufacturer to expedite delivery.
Yours faithfully,
Exercises:
甲方：Seller
大白菜，200吨，希望运送到釜山港，希望能有集装箱400个，要求防止压烂，10月29日前运到，今天可将物品送达大连港口。
乙方：承运公司Jing international logistic Co.
甲方给乙方写信预约，乙方回信，并且说明收费标准。
以上案例中诸多信息缺失且一些信息不宜透露，故需要详细过滤。
实验四 保险
【实验项目编号】4161305720005
【实验项目名称】保险
【实验目的】
1.掌握保险种类及投保信函写作要求
2.了解理赔业务及索赔信函写作要求
【实验设备】
1.微型计算机；
2.Windows2000操作系统；
【实验步骤及内容】
Insurance(保险)
In international trade, goods always have a long journey in which it may be destroyed because of various risks, such as bad weather, accidents in loading, unloading and storage, and so on. In order to avoid the losses or damages, buyers and sellers need to cover insurance on their goods with insurance company against different risks.
In a contract of insurance, there are two participants: insurer and insured. Insurer refers to the insurance company or underwriter. Insured refers to the buyer or seller. The insured pays the premium to the insurer, and then the insured gets a policy which is one of the important documents. The clause of insurance mainly includes: coverage, the insurance amount, premium.
The insurance amount = the total value of the goods based on CIF price + 10% of it (that is, 110% of the total invoice value)
The risks covered by insurance fall into two categories:
The basic risks: F.P.A., W.P.A., All Risks.
Additional risks: general extraneous risks, special extraneous risks.
If the insured want to cover one of the additional risks, he must choose one of the basic risks firstly.
Compliant and Claim(抱怨和索赔)
Complaints and claims occur frequently during international trade. If one party violates or fails to carry out the contract, the other party is entitled to claim for any loss or damage.
Sometimes the party who suffered the loss may just make a complaint instead of lodging a claim if the loss or damage is not serious in order to keep their friendly relationship, it can also save time and cost.
Usually a complaint or claim letter adopts the following steps:
(1)Expressing your regret, giving specific information including the order number, the date of delivery, the name of the ship and any other information about goods.
(2)Giving the detailed explanation clearly and impersonally. Describing the loss, damage or inconvenience you suffered, asking for compensation.
(3)Giving your suggestion or requirement directly, hoping for early reply.
When reply to a complaint or claim, we should include the following elements:
(1)Expressing great regret about the matter and showing you will investigate the matter at once.
(2)After going into the matter, explain the reasons clearly. If your company should be responsible for the damage or loss, admit the mistake and indicate what you will do to settle the matter.
(3)If the responsibility is not yours, then explain clearly and give enough evidence to support you.
(4)Hoping the other party will be satisfied with the arrangement.
Useful Expressions:
(1)Typically, our regular customers obtain an open insurance policy through their insurance brokers.
(2)The most comprehensive protection we can provide is the all-risk clause as compared to the least amount of coverage based on F.P.A.
(3)Our price is based on CIF invoice that covers only premium W.P.A. and war risk.
(4)We will write up the coverage for 110% of your CIF invoice value. If any damage occurs, you may file a claim with our insurance agent limited to sixty days upon discharge of the goods at the port of final destination.
(5)When arranging the transport of your products to the buyer, you should take into consideration the facilities at the receiving end. If facilities are not adequate or proper, it’s possible that your goods will have to sit in the harbor, and this will cause demurrage and other added costs.
(6)In the absence of definite instructions from you, we generally cover F.P.A. for 10% above the invoice value, if all risks are to be covered, higher premium would be charged.
(7)Please arrange to cover the captioned shipment for our account with the People’s Insurance Company of China (PICC) against F.P.A. plus breakage risk at invoice value plus 10%.
(8) We are enclosing the Survey Report No.115 and looking forward to your settlement at an early date.
(9) I should be grateful if you could rectify the matter at once and send me a replacement within 10 days.
(10) Under such circumstances, we have to file a claim against you to the amount of RMB 8000 plus inspection fee.
例1：申请保险
Gentlemen,
We have known that your company is the largest insurance company in China. We wish to insure with your company a shipment of Children Bicycles. The details are as follows:
From Tianjin to Australia, 2000 cases bicycles, by s/s China “Hero”, due to leave Tianjin on April 15th.
The invoiced value of the consignment including freight and commission is USD 75,500.
Yours faithfully,
例2：抱怨与索赔
Dear Sir or Madam,
I am writing to complain about the poor performance of the Hair Dryer, Model No.: 3789.
I read an article promoting the hair dryer in last month’s New Electrical Product. I sent out an order form with a check on 12 February.
The hair dryer was delivered to me yesterday. However, after I had used it for a short while, it became very hot and I could smell something burning inside. I had to switch it off immediately and I am extremely disappointed.
I should be grateful if you could rectify the matter at once and send me a replacement within 10 days.
Yours faithfully,
Belinda Castle
例3：由于延迟交货而要求索赔
Our Order No. 255 for Christmas gifts
The above goods reached here on January 2. We have to regret to tell you that we can't accept them, because of the late delivery. According to our agreement, the goods should have arrived before December 1 for the Christmas promotion.
Nevertheless, as you have sent us the goods, what we can do now is to accept them at a reduction of 30%.
It would be appreciated if you could give us a prompt answer to solve the problem.
Yours sincerely,
Exercises:
我方刚刚收到上海商检局的检验报告，证明所有苹果汁每桶少一至五公斤，总共减少三千公斤。由于果汁完好无损，显而易见，估计苹果汁装运前就不够重量。在这种情况下，我方不得不向贵方提出八百五十元人民币的索赔，另加检验费用。现随信附上第TE（95）115号商检报告，希望早日解决这一问题。