国际商务函电：Chapter 1.ppt

 Means of Communication Letter Telephone Fax E-mail Telegram Telex The Seven “Cs” Completeness Concreteness Clarity Conciseness Courtesy Considerateness Correctness 2.1 Completeness A good business letter should be complete, providing all the information and data necessary for a specific issue. Five “Ws” (who, what, where, when and why) and one “h” (how) should be considered to verify the completeness of what you write. Example: An order regarding the name of commodity, specification and quantity Cellulose Tape 1/2x 3yds, with plastic dispenser 700 doz./ditto-but 1/2 x 5 yds, 1 000doz.” “纤素带（幅）宽半英寸，长３码，带塑料包装容器，７0０打；同 上，但（幅）宽宽半英寸，长５码，1 000打。” Problem: the second part of the sentence is not clear. “ditto” here refers to “cellulose tape”, but does it include “with plastic dispenser”? So it is not clear and complete whether “cellulose tape 1/2”x 5yds”includes plastic dispenser. Better： Cellulose Tape 1/2x 3yds, with plastic dispenser 700 doz. Cellulose Tape 1/2 x 5yds，with plastic dispenser 1000 doz. 2.2 Concreteness Concreteness means being specific, definite and vivid rather than vague, general and abstract. Compare the following sentences: (1) Poor: Please send us your catalogues on tools. Better: Please send us your catalogues on hand tools. We are particularly interested in hand tools for use in gardening. Reason：A large company may have several catalogues concerning different kinds of tools and is not likely to send all of them. (2) Poor: All offers by fax are valid for 5 days. Better: All offers by fax are valid for 5 days inclusive of the date of dispatch. Reason：The above sentence does not clearly state or account for specific 5 days. 2.3 Clarity You must express yourself clearly to make sure that the message conveys exactly what you wish to say and is not liable to misunderstanding. Compare the following sentences: Poor: As to the steamer sailing from Shanghai to New Yo