English for Int’l Business
Communication
Practice makes it perfect!
Unit One
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Function of a business letter:
(1)
to ask for or to convey information
(2)
to make or to accept an offer
(3) to deal with matters concerning negotiation of
business
• Three C principles: (1) Clearness
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(2)Conciseness
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(3) Courtesy
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Layout of Business Letters
1. The Letter-head:
2. The Date:
12th October, 2005 or 12 October 2005
March 25, 2005
3. Inside Name and Address
The Sales Manager
The Hercules Engineering Co., Ltd.
Brazennose Street
Manchester M60 8AS
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Courtesy titles:
Mr. 先生
Mrs. (for mistress) for a married woman
Miss. for an unmarried woman
Ms. for all women, married or unmarried
Messrs. (abbreviated from the French Messieurs)
as the plural form of Mr. is used only for
companies or firms, the names of which include a
personal element, e.g.
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Messrs. J. Harvey & Co.
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Messrs. MacDonald & Evans
• 1. The Salutation: Dear Sir, or Dear Sirs
• Gentlemen (in USA)
• Dear Madam or Sir
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1. The Message:
(a)
What is your aim in writing this letter?
(b)
What is the best way to go about it?
In a language easily understood:
a.)Write
simply,
clearly,
courteously,
grammatically, and to the point;
• b)Paragraph correctly, confining each paragraph to
one topic;
• c )Avoid stereotyped phrases and commercial
jargon
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1. The Complimentary Close
Yours faithfully
Yours sincerely
Yours truly
Sincerely yours
Best regards!
The Signature
For attention of ….
ATTN.
Postscript: P.S.
• 8. References: Your ref: Our ref:
• Indented/ blocked
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• 1. If a letter is ambiguous , it will cause trouble
to both sides ,and further exchange of letters for
explanation will become inevitable, thus time will
be lost, to avoid ambiguity, it is essential to make
sure that your letter is so clear that it cannot be
misunderstood.
• Key to Exercises:
• 1. The functions of a business letter are(1) to ask
for or to convey information: e.g. enquire (2)to
make or to accept an offer;(3)to deal with matters
concerning negotiation of business;(4)to remind
• 1. No. we use simple words in our letters . Good,
• straightforward, simple English is what is needed
for business letters.
• 2. No. A concise letter is not necessarily a short
one.
• 3. If a letter is ruthlessly concise, it will give the
recipient an impression that the writher is careless
or impolite.
• 1. If conciseness conflicts with courtesy, then I
will make a little sacrifice of concise-ness.
• 2. By careful paragraphing a letter can be made
clearer, easier to read and more attractive to look
at.
• 3. Promptness means punctuality, in other words,
it is a matter of courtesy to answer letters promptly.
• 1. With diplomacy and tact differences can be
overcome and settled without ill will on either
side.
• 2.
No, It is always wrong to criticize or to
contradict a statement made by the other side
without knowing whether it is in good faith or not.
• 3. The semi- indented style and the blocked style.
• 1. A business letter usually consists of seven
principal parts.
• 2. Before writing the letter we must first of all
consider what we want to say ,and then say it in
plain , simple words.
• 3. Messrs, J. B. Peterson & Co.
• 4. Messrs, Jardine , Matheson & CO ., Ltd.
• 754 Craneigh Street
• London S. E . 37
• England
Unit Two
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Printed cotton piece goods
Check
Zebra
Solid
We are importers/exporters/ a manufacturer of ….
conclude some satisfactory business with…
We have a good demand for….
there is a ready market in our city/country…
• write to you in the hope of establishing
business relations
• we should be grateful if you would kindly
do sth.
• so as to enable us to do sth.
• We look forward to …
• We trust that through our mutual
cooperation we shall be able to conclude
some transaction with you in the near future.
• one of the leading importers
• have the pleasure of introducing ourselves
to you as …
• specialize in
• we are so glad to express our desire to enter
into business relations with you
• in order to give you a general idea of our
goods, we are sending you
• We will be ready to send you samples upon
your request.
• The samples will be sent to you upon your
request
• We are looking forward to hearing from you
• Your interest and enquiries will have our
best attention.
• Dear Sirs,
• With reference to your letter of December 2, 2004,
we are glad to learn that you wish to enter into
trade relations with this corporation in the line of
canned goods.
• In compliance with your request, we are sending
you by air a catalogue together with a range of
pamphlets for your reference.
• If any of the items listed in the catalogue meets
your interest, please let us have your specific
enquiry, and our quotation will be forwarded
without delay.
• Dear Sirs
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We have your name and address from the
Commercial Counselor’s Office of the Chinese
Embassy in Ghana. We wish to inform you that we
specialize in both industrial and pharmaceutical
chemicals, and shall be pleased to enter into trade
relations with you.
• To give you a general idea of our products, we
enclose a complete set of leaflets showing various
products being handled by this corporation with
detailed specifications and means of packing.
Quotations and samples will be sent upon receipt
• Business between us will be concluded on the
basis of shipping quality and weight while testing
and inspection will be made by the Shanghai
Commodity Inspection Bureau prior to shipment.
Necessary certificates in regard to the quality and
quantity of the shipment will, of course, be
provided.
• We look forward to your early reply with much
interest.
• Dear Sir,
• We thank you for your letter of 17th January,
asking us details and prices of our electric heaters.
We have pleasure in enclosing our latest price list
and catalogue, together with Model X-4’s details.
• Please don’t hesitate to contact us when you need
further information. Your attention is highly
appreciated.
• fine workmanship, attractive design(patterns)
• enjoy popularity prospect to give you a general
idea of…
• Dear Sir,
• We thank you for your letter of 17th January,
asking us details and prices of our electric heaters.
We have pleasure in enclosing our latest price list
and catalogue, with the details of Model X-4’s.
• Please don’t hesitate to contact us for further
information.
• We are so glad to be of service to you.
Useful expressions
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With reference to
We are glad to learn
Enter into trade relations with…
In the line of…
In compliance with
In the meantime
to furnish us with…
prior to
• 1. Your letter of September 2,1994 has been
received . We are glad to inform you that
the articles required by you fall within the
scope of our business activities.
• 2 . The Bank of China in your city has
informed us that you are importers of
textiles. We specialize in the export of
textiles and are willing to enter into
business relations with you.
• 3. In compliance with your request, we are
sending you a range of cut samples of our
cotton piece goods. We hope they will
arrive in time and be found to your
satisfaction.
• 4 . We have received your letter of
September 4 informing us that your find our
canned meat satisfactory and that you
consider placing a trial order with us.
• 5 . As requested, we enclose a range of
pamphlets together with our price lists for
your reference. If any of the items listed
meets your interest ,please inform us of
your specific requirements. On receipt of
your enquiry ,we shall forward you
quotations without delay.
• 5. Your firm has been recommended to us
by your Embassy in China as a buyer of
Chinese canned goods, We wish to inform
you that we specialize in this line and hope
to enter into trade relations with you on the
basis of equality and mutual benefit.
• 7 . To give you a general idea of the
products we handle, we enclose a complete
set of leaflets showing specifications and
means of packing.
• 8. Prior to shipment , our goods will be
tested and inspected by the Shanghai
Commodity Inspection Bureau ,who will
provide the necessary certificates in regard
to the quality and quantity of the shipment.
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• Dear Sir,
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We learned from the Commercial Counsellor’s
Office of Chinese Embassy in your country that
you are a big buyer of table-cloth, we have been in
this line for many years and we take liberty to
write you , in the hope of entering into business
relationship with you.
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Chinese table-clothes are well known in the
world for their excellent quality, fine workmanship
and attractive designs. They enjoy high popularity
in European market. We trust that though our close
corporation, the business prospect is very good.
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In order to give you a general idea of our tablecloth, we send you herewith a latest catalog for
your reference. We welcome your enquiries.
Letter-writing Guide P.28
• 1. What are your objectives?
• 2. Who is your reader?
• 3. What kind of presentation should you use?
• Will the reader welcome your letter?
• Will the basic message displease your reader?
• Does your letter request action tht your reader is
not willing to take
Unit Three: Status Enquiries
• Useful expressions:
financial and credit standing
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with reference to
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to furnish us with….
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for safety’s sake
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the above-mentioned company
• To be grateful for any information you can obtain
for us
• To enjoy a good reputation
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enquire into
give credit
credit/debit our account
Their credit is good.
credit status
letter of credit
• due: The commission due to you will be
paid this month.
• due to, duly overdue
• reference
• with reference to :
• With reference to payment, we cannot do
otherwise than L/C at sight.
• Private & Confidential
• Dear Sirs
• We have received a letter from the Auto
Engineering Co., ltd. In Nigeria, expressing their
desire to enter into business relations with us on
condition that we allow them a standing credit of
USD5,000 to start business. As stated in their
letter, their reference is the National Bank of
Nigeria, Ibadan.
• It is our principle to have more connections
abroad; however, for safety’s sake, we
should like to know the financial and credit
standing of the above-mentioned (A.M.)
company, especially because they have
requested us for a standing credit, which we
seldom grant to new customers.
• We should be very pleased if you would
assist us in this respect, and we can assure
you that any information you may give us
will be treated in absolute confidence.
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Keep sth. in confidence
Our knowledge of sth. is limited
Sound
We shall be most grateful for any information you
can obtain for us.
• To meet one’s commitments
• to regard their request for credit with caution
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• We are so surprised that the firm mentioned
in your enquiry of May 15 listed our firm as
their reference.
• As far as we know, they are a firm of high
reputation, but we have little knowledge of
their financial status.
• Indeed, in the past two years, they have
placed orders with us for many times, but
the sums involved were smaller than that
you mentioned in your letter. Even though
the sums were small, they could hardly
meet their commitments on time.
• We think that you should treat this matter
with caution. Therefore we suggest that
you’d better refer to a trust company for
further enquiry. We highly appreciate your
assurance to keep the information we
provide you in absolute confidence.
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Useful beginning
• We would like you to enquire into the
financial &
• We should be grateful if…
• We should be obliged if….
• Will you please be so kind as to furnish us with
details……
• We should be obliged if you inform us, in
confidence, whether your business relations with
Messrs, J.A. Hussain & Co. is healthy or not.
treated in confidence by us.
• We would like you to enquire into Nettleton’s
financial standing on our behalf.
Useful ending
• Any information you can furnish as to their
their capital and reputation would be greatly
valued and
We shall be most grateful for any information
you can obtain for us.
Unit Four :Enquiries and Replies
Words and expressions:
dealer/businessman, businesswoman
salesman, saleswoman, seller,
buyer, purchaser, retailer, wholesaler
distributor, importer, exporter
middleman, commission agent
promising, moderately, insurance
freight, enclose, illustrate
irrevocable L/C
place order
prompt shipment
invite discount demand supply
Las Vegas: directory
Brief, specific, courteous and reasonable
moderate in price and excellent in quality
Prices quoted should include insurance and
freight to Liverpool.
Please quote us on CIF Liverpool basis.
We are very pleased to receive your enquiry
of..
Payment will be made by irrevocable L/C.
Delivery is 45 days after receipt of your L/C.
Softness durability
ensure prompt shipment
We invite your attention to our other products
We are interested in…..
genuine leather
synthetic leather
steady demand, ready market
Will you please…
Would you please..
Please kindly….
You are kindly requested….
Useful expressions:
promising market
• ready market
• moderate in price
• terms of payment
• excellent in quality and reasonable in price
Useful expressions
• ensure prompt shipment
• to place an order
• Payment is to be made by irrevocable L/C
at sight.
• a steady demand
• the most selective buyer
• a variety of
Chamois 羚羊皮 doeskin 鹿皮
• Dear Sir
• Thank you for your letter of May 4th enquiring for
our printed cloth and asking for the condition and
requirements for large orders.
• We are so glad to inform you that we’ve today
sent you a full range of designs and material for
your choice . We enclose our price list with
condition and details for large orders.
• We look forward very much to your order.
Please be assured ( rest assured) that your
order will have our prompt attention.
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send, enclose, forward, dispatch, airmail,
by courier: DHL/UPS/Fedex/TNT….
tracking number/register number/tracing number
We are in the market for …
household electric appliances
be in a position to do sth.
meet our requirements
request: at your request, as requested,
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you are kindly requested to do sth.
as you requested in your letter..
quote us your best price
/the lowest price
/very competitive price
/rock-bottom price
favorable price
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This is our target price.
good price
high price
offer sb.
shipment/ delivery
upon( on) receipt of
within 30 days after receipt of your order
• final buyer
• $1.00/pc, 5% discount, US$0.95/pc
• appreciate: We would appreciate it very
much if you will do sth….
• Your prompt reply will be highly
appreciated.
Letter-writing guide
• To make a plan for unity, coherence and
proper emphasis before you start to write.
Unit Five :Sending Pro-forma
Invoice
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important words:
in duplicate/ triplicate/ quadruplicate
licence / expire /expiry/ execute
request/ despatch (dispatch)/ cover
confirm/ obtain/ apply for /
As you requested/At your request/as
requested/
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to make shipment/to effect shipment
Despatched (dispatched)
to make delivery/take delivery
Sales confirmation
expire, expiry, valid, within validity
mature, at maturity, fall due: due date
The payment will not made until maturity.
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Order, to execute the order
Rotate: rotating door
dispatch by courier: DHL, EMS, UPS,Fedex, TNT
to cover insurance, insurance premium
covering: relative
Attached please find the photos of our latest items.
Enclosed please find…
Useful expressions
• to make you an offer
• The goods are being reserved for you.
• We are looking forward to your confirmation of
acceptance of our offer.
• All our imports are subject to approval of our
government. We have submitted your proforma
invoice with our application for an import licence
to the relevant authorities here and will keep you
informed as soon as we have obtained the licence.
Letter-writing Guide
• Use short sentences. Finish with one point
before going on to another.
• Avoid long, involved paragraphs.
• Say what you have to say and say it clearly
and completely.
Unit Six: Telecommunication
Techniques:
1.Begin with contract,S/C or L/C numbers or
commodity names or brands, if any:
S/C 465 SHIPPED SSKOBE 10FEB S/C 789 CANT
ADVANCE SHIPMENT JUNE
2. Omit pronouns of first person and pronouns in
possessive case:
We recommend your acceptance
RECOMMEND ACCEPTANCE
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3. Omit preposition and auxiliary verb
4.Omit article, adjective and linking verb
5.Omit conjunction
6.Combine words and/or figures by using a
hyphen or a stroke to make the meaning
clear
• 7.Use present participle instead of present
progressive tense and future tense
• 8. Use pas participle instead of perfect tense,
passive voice and attributive clause
• 9. Use “able” expressing possibility
• 10. Use “un, in, non,etc.” to express negative
• 11. Use a single word instead of a phrase or a
short sentence
• 12. Change the structure of the original sentence
Some common abbreviations
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EXP / IMP / INV / MAX / MIN / SS /
B/L / CIF / CFR / CIFC /FOB / D/P
D/A / PLS / STG / USD / M/T / KG /
KGS /ETA /ETD /TKS / PCT / ASAP /
EMP /CCPIT /CERT. /DOC / BK / RD /
YD /ATTN / DZ /PC / FCL / GOVT / GW/
HK /HKD / H.O. /I.C.C. / I/O / I.O.P. / LCL
OZ / PICC /…..
Unit Seven: Quotations, offers
and counter-offer
• A. an expression of thanks for the enquiry
• B. details of prices, discounts and terms of
payment
• C. A statement or clear indication of what
the prices cover
• D. date of delivery or time of shipment
The letter of rejection should
cover the following points.
It should :
a. Thank the seller for his offier
b. Express regret at inability to accept
c. Make a counter-offer if, in the
circumstances, it is appropriate.
Useful words and expressions
• Competitive price/rock-bottom price/the
best price/favorable price/the lowest price
Good price/reasonable price
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Medium CIF/ CNF/FOB
repeat order/trial order/first order/regular order
Parcel/ lot 1st lot of shipment
Delivery/ Supply / stock /decline
Profit/the margin of profit/ allowance
Approximate/ exceed
provided/ deliver
An enquiry for…
Place regular order
Letter-writing guide
• To avoid ambiguity, writers should place the
connected parts of a sentence as near to each
other as possible. This is called proximity.
• Only I borrowed five yuan from him.
• I only borrowed five yuan from him.
• I borrowed only five yuan from him.
• I borrowed five yuan only from him (from him
only.)
Use active voice. In most cases, active voice
shows more strength than passive voice.
• Enclosed is our latest catalogue for your
reference.
• We enclose our latest catalogue for your
reference.
• A cable was sent by us to ABC Company
yesterday.
• We sent a cable to ABC Company yesterday.
Additional exercise (P.119)
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Dear Sirs
• We thank you for your enquiry of Oct. 15
and enclose a catalogue and a price list for
bed-sheets. We are confident that these will
give you all the details your required.
•
Our cotton bed-sheets are popular in the world
market, and they sell quite well in your
neighboring districts. We are confident that there
is a ready market in your area.
• We hope you lose no time considering an order to
start business with us. In order to have a close
cooperation with you, we are ready to give you
some discount for large quantities.
• Our payment terms are by L/C at sight.
• Time of delivery will be within 30 days
after receipt of your L/C.
• We look forward to the pleasure of
receiving an order from you.
Unit Eight: Sales Promotion
Letter–writing guide (1)
A good sales letter consists of four essential
elements; it must
a) arouse interest
b) create desire
c) carry conviction, and
d) induce action
Letter-writing guide (2)
a) Keep the letter short, otherwise it may not
be read.
b) Catch the reader’s interest in the opening
paragraph
c) Give the letter an attractive look and make
it as personal as possible
Useful expressions
to note with regret that…
a large quantity of…
to have the pleasure of ..
in substantial quantity
you are well aware that…
to clear stock by allowing you a generous discount
be subject to…
to take advantage of this exceptional offer
Your favorable response is awaited/ will be highly
appreciated.
moderate in price
compare favorably with other makes in
quality
We’d like to have your comments on our
samples we sent you last week.
We are ready/so glad to furnish you with more
details.
in reply to
Up to date/ up to the present writing,
catalog/ booklet/leaflet/pamphlets
preclude sb. from doing sth.
a wide range of…
please do not hesitate to let us know( contact us)
to conclude some satisfactory transactions with you
all over the world
put on the market
allow a special discount of 2% on the order
advertising campaign
after-sale service
moderate in price and compare most favorably
with other makes in quality
Letter-writing guide (3)
Three questions to ask before you begin to
write a persuasive message so as to
change people’s attitudes or influence
their actions.
1. What are you writing about?
2. Whom are you writing to?
3. What do you expect to happen as a
result?
Unit Nine: Orders and their
fulfillment
The essential qualities of an order are accuracy and
clarity. An order or an order letter should:
a) include full details of description, quantities and
prices and quote article numbers, if any,
b) state mode of packing, port of destination and
time of shipment,
c) confirm the terms of payment as agreed upon in
preliminary negotiations
Useful expressions
shipping documents:
Invoice/packing list/ Bill of lading/ Certificate of
origin Form A
Carrier/title to the goods
Letter of credit
collection托收: D/P付款交单,
D/A承兑交单
Remittance 汇款: M/T, T/T, D/D
Attached please find
Article number: /item No.
1 foot: 12 inches
CBM
Useful expressions
We find both quality and prices satisfactory
and are pleased to give you an order.
to be supplied from current stock
We expect to find a good market for …
…hope to place further and larger orders with
you in the near future
Our usual terms of payment are…
be acceptable to you
We are pleased to receive your order for..
we require payment by a confirmed and
irrevocable letter of credit payable by draft
at sight
Please let us know immediately whether you
agree to our terms.
Useful expressions
• to arrange for production/prompt shipment/
• to arrange for despatch of the goods
• We have sent you today the Sales
Confirmation, which please sign and return
to us by fax.
• You may rest assured that we shall effect
shipment upon receipt of the credit.
Letter-writing guide
• Using words your reader understands is
important in making your writing easy to
read. The difficulties of accurate expression
stem partly from the way words pick up
related meanings (connotations 隐含意义,
in addition to their denotation meanings本
意).
• “Politician” has different connotations
from statesman. Here “politician”has a bad
sense (政客).
• Compare the following:
• It is difficult to observe (看到) any
improvement the firm has made since 1993.
• All the terms stipulated in this contract must
be strictly observed.(遵守)
• The subway greatly facilitates (使方便 )
traffic in this city.
• Our proposal will facillitate( 有助于 )
promotion of business between our two
parties.
• Consider the difference between:
• cheap and inexpensive, house and home
• hope and trust
Compare
the following expressions
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on condition that
on the understanding that
provided that
so long as
Unit Ten: Terms of payment
• The procedures for issuing an L/C :
• 1. The buyer and the seller conclude a sales
contract providing for payment by
documentary credit;
• The buyer instructions his bank----the
“issuing” bank to issue a credit in favour of
the seller (beneficiary)
• 3. The issuing bank asks another bank,
usually in the country of the seller, to advise
and perhaps also to add its confirmation to
the documentary credit;
• 4. The advising or confirming bank informs
the seller that the credit has been issured
L/C
• * * * * * * RECEIVED MESSAGE******
NOV 16 2001 13:28
• Status: MESSAGE DELIVERED
• Station: 1
BEGINNING OF MESSAGE
• Own Address
:COMMCNSHAKMG
BANK
OF
COMMUNICATIONS
KUNMING BRANCH
• ISSUE OF A DOCUMENTARY CREDIT
• SENT BY : HONGKONG AND SHAGNHAI
BANKING CORPORATION LIMITED,
• HONG KONG
• 40A: IRREVOCABLE
• 20: DC HKH871659
• 31C: 011116
• 31D: 020215 IN COUNTRY OF BENEFICIARY
• 50: HOBBY LOBBY STORES, INC., 7707
SOUTHWEST 44TH STREET
• OKLAHOMA CITY OKLAHOMA, 79179 U S
A
• 59: YUNNAN KUN TAIHE TRADING CO.,
LTD.
• 9/F., FOREIGN TRADE BLDG.
• 175 BEIJING ROAD, KUNMING, YUNNAN,
CHINA
• 32B: USD50446.03
• 39B: NOT EXCEEDING
• 41D: HSBC BANK BEIJING BY PAYMENT OR
ANY BANK BY NEGOTIATION
• 42C: SIGHT FOR FULL INVOICE VALUE OF
GOODS
• 42D: ISSUING BANK
• 43P: NOT ALLOWED
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44A: SHANGHAI, CHINA
44B: DALLA TEXAS, UNITED STATES
44C:020115
45A: FOB SHANGHAI
P.O.34259,
S/C
KLY1024
WOOD
DECORATIONS
• 46A: + 1 SIGNED COMMERCIAL INVOICE IN
ORIGINAL AND 1 COPY CERTIFYING THAT
ALL MERCHANDISE IS MADE IN “CHINA”
AND
EACH
ITEM
IS
MARKED
INDIVIDUALLY WITH THE COUNTRY OF
ORIGIN.
• +1 PACKING LIST IN ORIGINAL AND 1 COPY.
• +1 COPY OF SEA WAYBILL MARKED
FREIGHT COLLECT AND CONSIGNED TO:
HOBBY LOBBY STORES, INC. 7707 S.W. 44TH
ST., OKLAHOMA CITY, OK 73179 AND
NOTIFY PARTY SAME AS CONSIGNEE ATTN:
CLARK ALSO NOTIFY PARTY EVANS AND
WOOL AND CO., 512 E. DALLAS RD., SUITE
300, GRAPEVINE, TX 76051 ATTN: KAREN
KEELING.
• +1 ORIGINAL FORWARDER’S CARGO
RECEIPT (FCR) ISSUED BY CARGO
SYSTEM
• +1
BENEFICIARY’S
STATEMENT
CERTIFYING THAT ALL ORIGINAL
DOCUMENTS EXCEPT FORWARDER’S
CARGO
RECEIPT
HAVE
BEEN
COLLECTED BY CARGO SYSTEM.
• +SOLID
WOOD
PACKING
DECLARATION OR A NEGATIVE
DECLARATION FOR ALL SHIPMENTS
FROM HONG KONG AND MAINLAND
CHINA OR FUMIGATION CERTIFICATE
FROM THE CHINESE GOVERNMENT.
• +MATERIAL ORIGIN CERTIFICATE.
• 47A: PURCHASE ORDER NUMBER
MUST BE ON ALL DOCUMENTS.
• ALL
SHIPPING
ARRANGEMENTS
MUST BE MADE THROUGH CARGO
SYSTEM.
INSURANCE
TO
BE
COVERED BY APPLICANT.
• SEA WAYBILL /FORWARDER’S CARGO
RECEIPT MUST SPECIFY THE NAME
OF LOADING PORT/PLACE AND
DISCHARGE PORT/PLACE.
• NOTE: DATE OF RECEIPT OF CARGO
ON FORWARDER’S CARGO RECEIPT
IS TO BE CONSIDERED AS SHIPMENT
DATE.
• A USD50. FEE PLUS ALL RELATIVE
CABLE
CHARGES
WILL
BE
DEDUCTED
FROM
THE
REIMBURSEMENT CLAIM FOR EACH
PRESENTATION
OF
DISCREPANT
DOCUMENTS
UNDER
THIS
DOCUMETARY
CREDIT.
ALL
BANKING CHARGES SHALL BE FOR
THE ACCOUNT OF BENEFICIARY.
• NOTWITHSTANDING
THE
PROVISIONS OF UCP 500, IF WE GIVE
NOTICE OF REFUSAL OF DOCUMENS
PRESENTED UNDER THIS CREDIT WE
SHALL HOWEVER RETAIN THE RIGHT
TO
ACCEPT
A
WAIVER
OF
DISCREPANCIES
FROM
THE
APPLICANT AND,
• SUBJECT
TO
SUCH
WAIVER
OF
DISCREPANCIES FROM THE APPLICANT
AND, SUBJECT TO SUCH WAIVER BEING
ACCEPTABLE TO US, TO RELEASE
DOCUMENTS AGAINST THAT WAIVER
WITHOUT REFERENCE TO THE PRESENTER
PROVIDED
THAT
NO
WRITTEN
INSTRUCTIONS TO THE CONTRARY HAVE
BEEN RECEIVED BY US FROM THE
PRESENTER BEFORE THE RELEASE OF THE
DOCUMENTS.
• ANY SUCH RELEASE PRIOR TO
RECEIPT
OF
CONTRARY
INSTRUCTIONS
SHALL
NOT
CONSTITUTE A FAILURE ON OUR
PART TO HOLD THE DOCUMENTS AT
THE
PRESENTER’S
RISK
AND
DISPOSAL, AND WE WILL HAVE NO
LIABILITY TO THE PRESENTER IN
RESPECT OF ANY SUCH RELEASE.
• THIS DC IS PAYABLE AFTER RECEIPT
OF DOCUMENTS CONFORMING TO
THE TERMS OF THIS DOCUMENTARY
CREDIT AT THE COUNTERS OF THE
PAYING OR ISSUING OFFICE.
• WE UNDERTAKE TO REIMBURSE YOU IN
THE CURRENCY OF THIS DOCUMENTARY
CREDIT IN ACCORDANCE WITH YOUR
INSTRUCTIONS AFTER DEDUCTING ALL
RELATIVE REIMBURSING CHARGES AND
PAYMENT/CABLE CHARGES, NEGOTIATING
BANK’S DISCOUNTG AND/OR INTEREST IF
ANY PRIOR TO REIMBURSEMENT BY US
ARE FOR ACCOUNT OF BENEFICIARY.
• DOCUMENTS MAY BE FORWARDED
IN ONE COVER TO THE HONGKONG
AND
SHANGHAI
BANKING
CORPORATION LIMITED, G/F, COFCO
PLAZA, 6 JIANGUOMEN NEI DA JIE,
BEIJING, CHINA WHOLHOLD SPECIAL
REIMBURSEMENT, PRICING AND
DOCUMENT
DISPOSAL
INSTRUCITONS.
• ALTERNATIVELY, DOCUMENTS MAY BE
DESPATCHED IN ONE COVER BY COURIER
SERVICE TO THE HONGKONG AND
SHANGHAI
BANKING CORPORATION
LIMITED, TRADE SERVICES DIV. 7 C/O
TRADE SERVICES CORRESPONDENCE.,
LEVEL 19, 1 QUEEN’S ROAD CENTRAL,
HONG KONG, ALL CHARGES ARE FOR THE
ACCOUNT OF THE BENEFICIARY.
• 48: WITHIN 21 DAYS AFTER THE DATE
OF SHIPMENT BUT WITHIN THE
VALIDITY OF THE CREDIT
• 49: WITHOUT
• 57D: YOUR KUNMING BRANCH, HU
GUO BLDG., HU GUO LU, KUNMING
650032 CHINA
Unit Eleven: Packing
•
•
•
•
•
•
•
inner box, carton, case, bag, poly-bag, sack
Drum, bale, can, bundle, pallet
up to standard
fit for ocean transportation
be well protected against moisture
the packing is light and compact
keep down the packaging cost
•
•
•
•
•
•
•
•
to hold sb. responsible
Packing is a sensitive subject.
to avoid trade dispute
to improve the packing
prove to be
turn out to the satisfaction of our clients
be rest assured, our mutual interest
shall not fail to do sth.
Unit Twelve: Insurance
F.P.A.(Free from Particular Average)
W.A. or W.P.A. (With Averrage or With
Particular Average)
All Risks
T.P.N.D.
S.R.C.C. War risk
Useful expressions
I.O.P. irrespective of percentage 不计免赔率
cover insurance
insure the goods against All risks
rise, raise, arise
draw on…
at sight
please cover insurance on our behalf
reimburse
Useful words and expressions
effect insurance/cover insurance
for your account
insurance policy/insurance certificate
forward
make arrangement for sth.
It was noticed that…..
in the presence of…
were badly damaged
we should be grateful if you would do sth.
take the matter up with sb.
insurance claim
thank you in advance for your cooperation
Reply to the letter on P.207
• Abadulla Bahman Co. Nov.25,19..
• Dear Sirs
•
Your order No. C541
•
We regret to hear that case No. 7 was split
and the goods were badly damaged. Since you are
holding the relative insurance policy, you may
approach the insurance agent at your
• end, whose location is already indicated in the
insurance policy.
• We hope the matter will be solved soon and
you can get compensation without delay.
• As for the replacement receiver, we’ll
arrange for the shipment as soon as possible.
• Your understanding is highly appreciated. If
you need any assistance from our side,
please do not hesitate to contact us and we
are ready to help you.
•
Regarding credit and reputation
as its life and excellent service as its philosophy, the
People’s Insurance Company of China has
branches and networks all over the world. By
using modern management technology and means,
the company provides the domestic and foreign
customers with various services in connection
with insurance, so as to ensure social production
conducted smoothly.
The People’s Insurance Company of China
plays more important roles in the process of
insurance system reform and enabling itself
to more effectively provide proper service
for our country’s economic development.
Unit Thirteen: Shipment
trial order/repeat order/regular order/
With regard to
Shipping advice
porcelain-ware / glass ware / hardware
chinaware…..
as a matter of fact
deceptive manner
you may recall
emphasize the vital importance of punctual shipment
remedy
cause us a heavy loss economically
spoil one’s reputation and image
to be fair
apologize for the delay
fail sb.’s expectation
have not any intention of deceiving the client
to sustain the losses
we believe this is the best solution of the case
for the purpose of doing sth.
agree to your proposal
with regard to
for the sake of
comply with
prompt
reach
expedite shipment
come to us with the request that….
the remainder
in urgent need of sth.
to accommodate sb.
Your accommodation is highly appreciated.
with reference to
we wish to inform you that…
your amendment to the L/C
hasten the production
much to our regret
be not in a position to do sth.
to advance delivery
we are extremely sorry for our inability to …
to give special care to sth.
do everything possible to ensure smooth
shipment
In compliance with/in accordance with
Transshipment
partial shipment 分批出运: incomplete,
allowance
under advice to us
execute your order
trust that the goods will reach you in good
time to meet your urgent need
turn out to your entire satisfaction
Letter-writing guide
How to put matters right when trouble arises.
1.With an eye to goodwill and future business, we
should admit the fault if there is any and propose
practical means of settlement.
e.g. We apologize for the delay and suggest that we
send the goods by air at once.
The goods you ordered will be despatched by air
tomorrow, and they should reach you on or before
July 6.
Unit Fourteen: Agencies
careful /serious consideration
There are good prospects of a very profitable market
for your manufactures.
we are favorably impressed with..
to act as …agent
in treaty with …
come to a decision/an agreement
have good connections throughout the trade
favorable opportunity
further develop the business
hinge upon
to obtain an order
to execute an order
intend doing sth.
the record of transactions
a moderate volume of business
as a matter of fact
be of the opinion
to reach a bigger turnover
justify doing sth.
in view of
postpone this matter until….
agree with sb. on…
to give sb. cooperation
to entrust sb. with the sole agency for..
draw up an agency agreement
for the duration of one year
go over
we shall do all in our power to assist you in ….
enter into
on the basis of equality and mutual benefit
remain in force
Dear Sirs
We regret to find that the business volume
you brought to us last year is not
satisfactory. Since you are the sole agent of
our products in Sydney, you have the
obligation to increase the turnover.
At present we’d like you to render a full
report on the market condition and we’d
like to know what measures you are going
to take to improve the sales. We hope that
you will spare no efforts to strive for more
business as stipulated in the agreement.
For your information, many other firms in
your area wish to act as our agent. So we
should like to reiterate our requirement for
the quality of being our agent. We’ll be
compelled to reconsider our partner if you
continue to be inactive.
We sincerely hope that you understand our
position and however we look forward to
hearing from you favorably.
This is to inform you that….
act as an agent….on commission basis
we specialize in…
our relations have proved mutually
satisfactory
enter into an exclusive arrangement with…
we appreciate the confidence you show in us
you are right in saying
an increasing demand for
Unit Fifteen:
Complaints and Adjustments
1. The genuine complaints, which arises
from one of the following situations:
a) The wrong goods may have been sent
b) The quality may not be satisfactory
c)The goods may have been delivered
damaged or late
d)The prices charges may be excessive, or not
as agreed
Letter-writing guide
1. Begin by regretting the need to complain
2. Mention the date of the order, the date of
delivery and the goods complained about
3. State your reason for being dissatisfied
and ask for an explanation
4. Refer to the inconvenience caused
5. Suggest how the matter should be put
right
Useful expressions
unfortunately, to our surprise
much to our regret
arrange for the dispatch of replacements
your prompt reply is highly appreciated
go into the matter
made a mistake in packing
have arranged for the right goods to be dispatched to
you at once
we were sorry for the trouble caused you
we apologize for the trouble caused you
wish to assure you that care will be taken in
the execution of your further order
we are sorry to hear
after-sale service department
have a thorough investigation of the matter
in regular intervals
from your letter of…, we learn with regret
that
is due to two reasons
as a matter of fact
very shortly
we admit that
without trying to influence you
be of the opinion that…
come to the conclusion
file a claim against …
straighten out the matter in an amicable way
continue doing business with you
we note with regret that
in spite of
prompt
your letter of…has had our attention
we are sorry for the delay
due to circumstances beyond our control
accept our apologies for
make improvement
promise to give us priority in…
to book shipping space
come to the conclusion
at the present time
we are in urgent need of..
factory premises
leave the matter for further consideration
keep in touch
board of directors
have an idea
to be frank with you
it pays to buy
hold oneself (sb.) responsible
a letter of guarantee
make supplements
arrange accommodations
through friendly negotiation
have the right to file a claim against…
cost of machine shall be repaid by…
place order
the machine has been installed and put to use
to settle disputes amicably through friendly
negotiation
Unit Sixteen: Joint Venture
to your advantage
beneficial to both of us
depreciation of machinery
patent
finished products
semi-finished products
be subject to ….
Dear Sir,
The goods of our P.O. 1234 has arrived at our
end and we have taken delivery. But to our
regret, we found the goods are seriously
rustic. We hope you urgently investigate and
put the matter right.
Since we are in urgently need of the complete
shipment, please kindly arrange for the
dispatch of replacement.
Your prompt response is highly appreciated.
Unit Seventeen
Compensation Trade
Useful expressions:
direct product compensation(product buyback)
indirect product compensation (counter
purchase)
deasibility study of the proposed plan
the rights and obligations of both parties
enlarge the factory
tie up one funds
hold yourselves responsible
letter of guarantee
make out a draft agreement
make supplements
arrange accommodations for..
entrust sb. with power
The End
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English for Int’l Business Communication