Nguy6n Trong Dan Gido trinh Thu tin trong Thtking mai Qu6c to Correspondence in International Commerce in English Textbook A V5/z-t 1r NHA XUAT BAN THANH PHO HO CHI MINH 2003 GIAO TRiNH THU' TIN TRONG THICONG MAI QUOC TE Nguyin Trong flan Chiu trash mat han TRAN DINH VILT 13iC-n tap COM; Sn'a han in PHUC DON( Trinh hay NHA XUAT BAN THANH PHO HO CHI MINH 62 Nguyim Thi Minh Kliai Q.net ) nye hien lien doanh : NHA SA CH MINH KHAI In Lin tIM: 1, SO' luvng: 500 cuO-n, Klio : 16 x 24 cm, Tai: XN IN MACHINCO, s0 21 Bid Thi )(win, Q. Ho Chi Minh. OP so : 226-272/XB - QLXB ngfiy 6 - 3 - 2002 In xong va nOp lint chi6n thing 03 naln 2003 Giao trinh that tin trong thudng mai qu6c te. 5 Preface Correspondence is essential in establishing and confirming commercial transactions.
Therefore, what is written and how it is expressed are an indispensable part of commerce study. This book is designed to give the reader, who will live and work in the world of commerce, a basic awareness of commercial correspondence and working skills of commercial writing: W hat to write and how to W rite. The book provides the reader with hundreds of model and modern letters written in a typical commercial English style. The letters cover all the stages of an international commercial transaction: inquiries, quotations, offers, orders and their fulfilment, claims, payment in international commerce, electronic correspondence, routine letters and goodwill letters.
The book includes Standard English-Vietnamese phrases for different kinds of letter as mentioned above. The book is divided into 10 parts with such areas as: 1. The form of the commercial letter This part deals with 3 basic styles of layout a letter and gives examples of British and American layouts. It also gives examples illustrating the way of writing the date, the inside address, the complimentary opening and ending.
Finally, it suggests appropriate ways of addressing the envelopes. Commercial letter writing situations This constitutes the main part of the book. The reader will find in the book samples of letters for different situations ranging from letters of goodwill to letters of very commercial contents and characteristics. Electronic correspondence This part includes telegrams, cables, telexes, faxes, and English-mail.
It also provides key abbreviations commonly found in International commerce. 6 Giao trinh this tin trong thtiOng mai queic to I hope that the student and the reader will find the book useful in their study, and in their communication in international commerce. And I do expect and appreciate their comments, suggestion, and corrections to make the book better in its future editions. I would like to spare my wife, my daughters and sons special thanks for their unusual patience, thorough understanding, and untiring support given to me before and during the making of the book.
Nguyen Trong Dan, PhD Giao trinh that tin trong thddng mai qu6c to 7 RI PART 1 INTRODUCTION TO COMMERCIAL CORRESPONDENCE The commercial letter is, first of all, the principal means used by the company to keep in touch with its customers; and the customers form their impression of the company from the tone and the quality of the letter it sends out. The form of the letter-good quality paper, and an attractive letterhead-play their parts, but what is more important is the message the letter carries. The entire secret of success of good commercial letter writing is to write simply, in an easy and natural style. The Parts of a Commercial Letter While the horizontal placement of letter parts may vary (See the next section for the lay-out styles), the vertical order of these parts is standard.
Refer to the model letter (Figure 1) as you study the following list of the parts of a letter. • Figure 1: The Parts of a Commercial Letter 1 F. Birmingham B3 3 EL UK 2 Birmingham, 24 Sept, 20 3 Out rep: LC I dt Y our ref 4 Toeontap 36 Ba Trieu Str. Hanoi V ietnam 5 A ttn: Mrs Ha Linh 6 Dear sirs, 173 8 Giao trinh this tin trong finking mai quiSc to 7 Re Order No.
TD 5644 8 Please find enclosed our order No: TD 5644 for men's and boy's sweaters in different sizes, colours and designs. W e have decided to accept the 15% trade discount you offered and terms of payment viz DIP, but would like these terms revised in the near future. W ould you please send the shipping documents and your sight draft to Northminster Bank? Deal Street, Birmingham, B3 ISQ. If you do not have any of listed articles in stock, please do not send substitutes in their place.
W e would appreciate delivery within the next six weeks, and look forward to your confirmation. 9 Y ours faithfully, 10 For F. Crane Import Manager 11 Enc: Order No TD 6544 12 C. Quang Huy (1) LETTERHEAD: This, of course, is printed and supplied by your employer.
It is used only for the first page of a letter. (2) DATELINE: The date on which the letter is being prepared is typed a few lines below the letterhead, which includes the place and the date of writing. (3) REFERENCE INITIALS: This consists of the signer's initials in capitals followed by a slash or colon and again followed by the typist's lowercase initials, this item serves as a reminder of who prepared the letter. (4) INSIDE ADDRESS: The address of your reader is typed as it will appear on the envelope.
Remember not to put the word to in front of it. (5) ATTENTION LINE: This is not always required. It should be used when the letter is addressed to a company or organization as a whole, Gido trinh the tin trong thuccng mai queic to 9 mi but you want it to be handled by a specific individual at the company or within the organisation. It should be underlined or typed in capitals.
(6) SALUTATION: while 'Dear Sirs,' Dear Mesdames', and 'Gentlemen' are acceptable in cases of formality; you should otherwise use an individual's name whenever it is known. When the reader's name is not known, the person's title is the next best term in a salutation. (7) SUBJECT LINE: Like the attention line this is often omitted, but its inclusion is a courtesy to your reader. By alerting him to the content of your message, you enable him to decide whether the letter requires immediate attention.
It should be underlined or typed in capitals. (8) BODY: This is the actual message of your letter. (9) COMPLIMENTARY CLOSING: This is a polite, format way to end a letter: standard forms are 'Yours faithfully', 'Yours truly' or 'Sincerely yours' Respectfully yours', etc. Overly familiar closings should be avoided, except in a special situation.
'Best wishes', for example, could be used when the reader is well known to you. Expression such as `Fondly' or 'Love' should, obviously, be reserved for private correspondence. (10) COMPANY SIGNATURE: Another item often omitted from less formal correspondence, •it should be used when the signer of the letter is writing as a spokesperson for the company not as an individual. Since this information appears in the letterhead, some companies omit it altogether.
Sender's name and official position are typed four lines below the previous item to allow space for the signature, this includes the signer's name and any rele v ant titles. (11) ENCLOSURE REMINDER: Consisting of the word 'enclosure' followed by a list of the enclosed items, this is a practical courtesy to prevent your reader from discarding important matter with the envelope. (12) 'CC' NOTATION: This tells the reader who has been sent a carbon copy of the letter. NOTES to keep in touch with somebody: lien lac v(i ai courteous (adj): Itch stt elegant (adj): thanh lick letterhead (n); clAu this attn: attention: Wu 9 M 10 Gido trinh that tin trong thtiong mai qu6c to ref: reference: thorn chi6u Re: Regarding: ye to appreciate: hoan nghenh order: don dat hang to Find enclosed: thy trong tai lieu gai kem trade discount: giam gia thacing mai sight draft: hot phie'u tra tin ngay confirmation: xac nhan low case initials: chit cat clAu ten khong vict hoa attention line: dung lau lowercase initials: chu' cal d5u ten khong vie't hoa extreme formality: hot sac nghiem tra rig subject line: Sing chit de c.
= carbon copy: sao gai 2. The Layout As previously noted, the horizontal placement of letter parts is flexible within the limits of three basis styles. Often, however, a company will have a preferred arrangement style which employees are required to use. Full-blocked (Figure 2): All letter parts begin at the left margin.
It is therefore, the fastest traditional arrangement style to type. Blocked (Figure 3): Like in full-blocked, all letter parts begin at the left margin, except the dateline, complimentary closing, company signature, and writer's identification, which start at the horizontal center of the page. Indented (Figure 4): This is the same as a blocked letter with one change: the beginning of each paragraphs is indented three or five spaces. NOTES full-blocked: ki&I trinh bay vdi t5t cii cac Xing deli vie.t sat le hen trill.
blocked: kie:u trinh hay vdi ta't ca cac (Ring d6u vie.t sat lc hen trai, tra lai chao coat thtt va chit ky ctla nguN vie't tha. indented: kieu trinh hay truyen th6ng vOi mitt tit d dau c5u vie't lni vao trong 3 diYn 5 cha Giao trinh dui tin trong thudng mai qtac te. 11 • Figure 2: Full-Blocked Style F. Birmingham B3 3 EL UK Birmingham, 24 Sept, 20 Out rep: LC I dt Y our ref: Tocontap 36 Ba Trieu Str.
Hanoi V ietnam A ttn: Mrs Ha Linh Dear sirs, Re Order No. TD 5644 Please find enclosed our order No: TD 5644 for men's and boy's sweaters in different sizes, colours and designs. W e have decided to accept the 15% trade discount you offered and terms of payment viz DIP, but would like these ternis revised in the near future. W ould you please send the shipping documents and your sight draft to Northminster Bank.
Deal Street, Birmingham B3 ISQ. If you do not have any of listed articles in stock, please do not send substitutes in their place. W e would appreciate delivery within the next six weeks, and look forward to your confirmation. Y ours faithfully, For F.
Crane Import Manager Enc: Order No TD 6544 C. Quang Huy 12 Giao trinh this tin trong thudng mai quoc to • Figure 3: Blocked Style F. Birmingham B3 3 EL UK Birmingham, 24 Sept, 20 Out rep: LC/dt Y our ref Tocontap 36 Ba Trieu Str. Hanoi-V ietnam A ttn: Mrs Ha Linh Dear sir, Re Order No.
TD 5644 Please find enclosed our order No: TD 5644 for men's and boy's sweaters in different sizes, colours and designs. W e have decided to accept the 15% trade discount you offered and terms of payment viz DIP, but would like these terms revised in the near future. W ould you please send the shipping documents and your sight draft to Northminster Bank. Deal Street, Birmingham B3 ISQ.
If you do not have any of listed articles in stock, please do not send substitutes in their place. W e would appreciate delivery within the next six weeks, and look forward to your confirmation. Y ours faithfully, For F. Crane Import Manager Enc: Order No TD 6544 C.
Quang Huy Giao trinh dui tin trong thtidng mai qu6c te. 13 [M] • Figure 4: Indented Style F. Birmingham B3 3 EL UK Birmingham, 24 Sept, 20 Out rep: LC I dt Y our ref. Tocontap 36 Ba Trieu Str.
Hanoi V ietnam A ttn: Mrs Ha Linh Dear sirs, Re Order No.