ELECTRONIC CORRESPONDENCE

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ELECTRONIC CORRESPONDENCE

电子函电

www.themegallery.com

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Contents

Background1

Writing Guide2

Specimen Emails3

Specimen Faxes4

Specimen Telexes5

Specimen Telegrams6

Appendix7



Background ：

宁波荣华工艺品进出口公司，创立于 1992 年。公司主要出口商品有：蔺草制品、木制礼品、工艺品、抽纱制品、纺织品、箱包、塑料制品、旅游用品、文教用品等。

公司联系方式：电话 : 0086-57487178977 传真 : 0086-57487178976 地址：宁波灵桥路 190 号外经贸大厦 E-mail: Davidbao1977@ 163.com 网页地址： http://www.nbanc.com



Case 1

Case 1 一日公司业务员看到阿里巴巴网站上一则采购信息： Dear Sirs, We are seeking a manufacturer to produce a high quality souvenir in wood, for retail sale to the tourist markets in the UK. Details are as follows:

The item to be produced is a replica of punt, which is a special type of river boat used in the cities of Oxford, Cambridge and other cities in the UK.

The item must be produced to scale, with an actual size of about 20cm in length.The wood must be of good quality and finished in a dark gloss varnish, with a look and feel as near to a real punt as possible.Each Punt is to be wrapped in a small plastic bag, and packaged in a simple cardboard box.Drawings and a detailed specification will be available at the next stage of our procurement process.



Case 1

If you feel you are able to produce this item, please reply with the brief summary of your company’s experience of producing similar items, prices according to different quantities, and other information relevant. We look forward to hearing from you.

MehmetDirectorVisus LimitedTel: 0049-40-69668379Fax: [email protected]

根据上述信息，给 Mehmet 先生发一封邮件，详细介绍自己公司的信息和产品信息，表达与之建立业务关系的愿望。并随附公司报价单。



Case 2

经过与 Mehmet 几轮还盘之后，双方确认以下交易细节：

货名：平底船的复制品货号： BL-011

数量： 2000 件单价： 1 美元

交货：销售合同签订之后 1 个月付款方式：见票即付之不可撤销信用证

发一份传真给 Mr. Mehmet 确认以上细节。



Writing Guide

1. 目前国际贸易往来最常用的交流方式是什么？它们有什么特点？ E-mail and fax. E-mail has the following characteristics:(1) It can be communicated as fast as telex and fax.(2) It is cheaper than an international phone call, fax, and telex. (3) The messages, pictures and sounds can be sent easily.(4) Many e-mail addresses can be applied for free of charge, such

as yahoo, hotmail, sina, ect. (5) It provide 24-hour and 7-day service and the message can be

received unattended. Fax has the following features:(1).It can be communicated as fast as international phone cal and

telex.(2).It does not need to use abbreviations.(3).It is cheaper than telex.



Writing Guide

发邮件时要注意哪些方面？(1).Write a meaningful subject line.(2).Use the blind copy and courtesy copy appropriately.(3).Use the person's name in the salutation.(4).Avoid writing long story.(5).Keep messages brief and to the point.(6).Use a signature that includes contact information.(7).Identify yourself clearly. (8).Proofread before sending your e-mail.(9).Distinguish between formal and informal situations.(10),Respond Promptly.(11).Do not use all uppercase letters.(12).Do not attach unnecessary files.(13).Use active language instead of passive language.



Writing Guide

电报内容为什么要简洁，撰写时有什么技巧？Because the charge for a telegram is calculated on its type, the

number of words used and the distance the telegram has to go.There are certain techniques of simplifying telegram messages to

save time and money: (1).Leave out pronouns of first person and pronouns in possessive

case. (2).Leave out preposition and auxiliary verb.(3).Leave out article , adjective and linking verb.(4).Leave out conjunction.(5).Combine certain words if they have a definite connection with

each other so that there will be fewer telegraphic words. (6).use a single word instead of a phrase or a short sentence.(7). Change the structure of the original sentence.



Specimen Emails

From: [email protected] To: [email protected] Subject: completion of packing (Order No.EX021) Attachment:

Dear David, We are please to inform you that the Order NO.EX021 of 1000

cartons of canned food has been packed as requested. The packing charge was covered by the freight. The goods were

shipped by Vessel Wilson on May 15. Best regards! Yours sincerely, Jessie



Specimen Faxs

Smith Company 84 Green Wood Street Vancouver, Canada Fax：（ 001 ） 604-3678590 Emails: [email protected] To: Hangzhou Sunny Imp.&Exp.Co.,Ltd Attn:Martin Lu,Sales Manager Fax:Ransom Pages(incl. this page) ： 1 Subject:Reminder for overdue account

We would like to remind you that the following bills have not been settled: March 7 Invoice NO. 5467 USD 800 April 18 Invoice NO. 5489 USD 600 Total USD1400 We would appreciate it if you could make the payment by the end of May. Please disregard this notice ,if the payment has been made. Yours sincerely Ransom Sales Managr



Specimen Telexes

33060 HZAICE CN 278673 LEON UR ATTN :FRANK LIU

TKS FR SHIPG ADV RE GDS UNDR ORDR 305.PLS SEND US A CHEQUE TO CVOER OR 5PCT COMM JUST AS U DID FR PREVIOUS ONES .RGDS.

Interpretation: We thank you for your shipping advice

regarding the shipment of goods under our Order No.305. Please send us a cheque to cover our 5% commission just as you did in the past for our previous orders. Best regards.



Specimen Telegrams

Date of dispatch: March 20, 2009 ABCCO LONGDON OFFERING FOUNTAIN PEN SNOWWHITE HERO

80P 70P PERDOZEN (RESPECTIVELY) CFR MELBOURNE EQUAL SHIPMENT MAY/JUNE REPLYHERE BEFORE 3RDAPRIL.

Interpretation: We are now offering you the following Fountain Pens, 1000 dozen each of Sonwwhite Brand and Hero Brand at prices 80 and 70 pence per dozen respectively CFR Melboune with equal shipment during May and June,subject to reply here before April 3.



Appendix

缩略语电子邮件中普遍使用缩略语。写信人为了节省笔画（使用缩

略语），通常容易造成误会（除非清楚缩略语用法）。下面是一些常用的缩略语。建议使用大家都很熟悉的缩略语，比如“ PLS” 、“ RGDS” ，否则收信人容易误解。

<@ > at 在 <PLS> please 请 <TTYL> talk to you later 稍后与你说 <AFAIK> as far as I know 据我所知 <IMO> 依我看来 <ATB> all the best 一路平安 <BFN> bye for now 再见 <PCM> please call me 给我电话 <OIC> oh I see 哦，我知道了 <LOL> Laughing Out Loud 大笑 <BRB> Be Right Back 马上就回来



Appendix

一些常用的缩略语，例如：

B/L-bill of lading L/C- bill of lading D/P- documents against payment

M/T- metric ton DZ- dozen S.S.- steamship GBP- British Pound LB- pound KG- kilogram I.E.- id est YD- yard CNT-contract ATTN- attention BNK- bank FRT- freight

简化的规则不止一种，因此由于不同简化规则的运用有可能出现一个单词有几种形式的简化字。但是，按习惯下列这些符号在电传中通常用明语或缩略语：

%- PCT ℃- DEGREE @- AT &- N or Y



Appendix

省时省钱的简化电报内容的技巧：省略第一人称代词和所有格代词。省略介词和助词。省略冠词、形容词和系动词。省略连词。省略那些有关联的词，可以少一些电报字数。用一个词来代替短语或短句。改变原句结构。



Appendix

拟写电报的技巧：

电报中不用客气称呼。用大写字母，两个字之间留空格。不用标点符号，但“句号”、“逗号”等词应放在

需要的位置上以明确意义。用词来代替数字，避免误解。电报三“ C” 原则—要清楚、简明和礼貌。

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