Essentials Of Writing Foreign Trade Correspondence

writing

1. Colloquial

Each letter's correspondence is between you and the receiver.

2, tone of voice

Since the letters you write are purposeful, the tone intonation used in your letter should also be in line with your purpose.

Think carefully before writing. What kind of purpose do you want to achieve in writing this letter? What kind of influence do you want to have on the recipient? It is apology, persuasion, or resolute, demanding sex.

This can be expressed by tone and intonation in the letter.

3, courtesy

What we call politeness here is not simply using some polite expressions such as your kind inquiry, your esteemed order, etc.

Instead, we need to embody a way of thinking for others and being considerate of their feelings and situations.

If you are in such an attitude to communicate with others, even if you refuse your request this time, you will not lose this friend, and will not affect future opportunities for cooperation.

In particular, we must first understand and respect each other's views when our views can not be unified.

If the other party's proposal is unreasonable or unfair to you, please show your high profile, you can argue and explain your point of view, but pay attention to courtesy and courtesy and avoid offensive language.

It is also a reminder that Chinese people have a saying that "too much is too bad".

Once anything is over, the effect is not good.

Too much politeness may turn into flattery, sincerity and innocence.

So the most important thing is to grasp the "degree" in order to achieve the desired effect.

4, concise

As mentioned earlier, you should use simple and simple language to write letters, so that your letters can be read simply, clearly and easily understood.

Use common words to avoid unfamiliar or spelling complex words.

When a word can be expressed, do not use phrases.

Use short sentences because they are easier to understand.

Use the word "and", "but", "however" and "consequently" to make sentences redundant.

Do not use multiple words of the same meaning in the same letter.

For example, you wrote "goods have been sent" in front of you, then don't use other words such as "forward" or "dispatch" when you mention it later.

Because writing like this will mislead your readers to meaninglessly consider whether there are other meanings between these words.

Writing business letters does not require you to use gorgeous words.

All you need to do is to express yourself in a simple and plain language, so that the other side can have a clear understanding of what you want to say.

Around this point, we have summarized several aspects, hoping to draw lessons from your writing business letters.

5. Reply promptly and promptly.

Reply to buyers must be prompt and timely.

Because buyers usually look at the first few replies received and choose the right suppliers from them.

If your reply is not timely enough, you may lose business opportunities because you can't get the chance.

6, heading

This is especially aimed at writing e-mail.

Perhaps many people do not realize that in fact, the title of E-mail is a very important part. The first impression that your email gives to the other person is done through the title.

If the title is not content and looks like mass spam, many buyers will delete it directly.

For example, such a title "How are you?", "Can we work together?", it is recommended that you change to "Proposal: Bright Ideas Imports--Zhejiang Bright" or "", "your" mail "will be more professional.

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7, precise

When it comes to data or specific information, such as time, place, price, number and so on, try to be as accurate as possible.

This will make the content of communication clearer and help speed up the process of affairs.

8, pertinence

Please write the name of the other company in the mail, or directly address the addressee's name on the letter.

This will let the other person know that this mail is specifically for him, rather than the kind of mass circulars, so as to express this importance.

Of course, if you can't confirm the name of the recipient, write "DearSirs" or "DearSirorMadam" in the column of address.

The function of business correspondence is to obtain information or convey information, the two is to deal with matters related to business communication, and the three is to communicate and communicate feelings.

The principle of 7C should be grasped in writing business correspondence, namely:

Complete (complete)

Correct (correctness)

Clear (clearness)

Brevity (concreteness)

Specific (concreteness)

Politeness (courtesy)

Understanding (consideration)

Completeness: business correspondence should fully express what content and meaning are to be expressed, who, when, where, what, how and why.

Correct: the diction and punctuation mark should be correct, because the content of business correspondence mostly involves the rights, obligations and interests of the two parties in business communication. If it is wrong, it will cause unnecessary trouble.

Clear: all words and expressions should be able to express the real intention very clearly and clearly, avoid double meaning or ambiguity.

Use the simplest common words to tell each other directly.

Conciseness: in the premise of no harm to politeness, use the few words to express the true meaning clearly.

Clarity and conciseness often complement each other. Abandoning the cliches and conventions in correspondence and communication can make communication easier and more convenient.

One thing or another will make the letter and telegram clear, easy to read and attractive.

Details: of course, the content should be specific and clear, especially the correspondence that requires the other person to answer or influence subsequent communication.

Politeness: the tone of expression should show a person's professional accomplishment, polite and appropriate.

The most important politeness is to reply to each other in a timely manner. The most touching politeness is never doubting or even calculating the honesty of the other person.

Differences of opinion are bound to occur in business dealings, but politeness and communication may resolve differences without affecting the good relationship between the two sides.

Understanding: for the sake of each other, this is also the principle that has been emphasized in the development of business correspondence: stand on the other side's position.

When drafting business correspondence, we should always look at the problem from the other side's point of view and express ourselves according to the way of thinking of the other side. Only in this way can we communicate with each other.

The types of business correspondence include: letter of correspondence, inquiry letter, reply letter, request letter, notification letter, contact letter.

From business letter

The specific functions of electricity can be divided into: reply letter, order letter, letter of appointment, congratulatory letter, letter of thanks, letter of introduction, invitation letter, letter of contact, letter of apology, letter of condolence, letter of condolence and letter of promotion.