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Chapter One An Introduction to Foreign Trade Correspondence 1

1.1 An Overview of Foreign Trade Correspondence 1

1.2 Criteria for Effective Foreign Trade Correspondence 1

1.2.1 Consideration 2

1.2.2 Clarity 4

1.2.3 Conciseness 5

1.2.4 Concreteness 7

1.2.5 Correctness 7

1.2.6 Completeness 8

1.2.7 Courtesy 9

1.3 Construction of Effective Sentences and Paragraphs 10

1.3.1 Construction of Effective Sentences 10

1.3.2 Construction of Effective Paragraph 17

1.4 Structure of Foreign Trade Correspondence 25

Chapter Two Establishing Business Relations 34

2.1 Correspondence Writing 34

2.1.1 Introduction 34

2.1.2 Request for the Establishment of Business Relations 35

2.1.3 Self-Introduction 37

2.1.4 Transferring Business Relations 39

2.2 Language Handbook 40

2.2.1 Useful Words and Expressions 40

2.2.2 Useful Sentences 41

2.2.3 Writing Exercises 44

Chapter Three Inquiries and Replies 46

3.1 Correspondence Writing 46

3.1.1 Introduction 46

3.1.2 General Inquiry 46

3.1.3 Reply to the General Inquiry 48

3.1.4 Specific Inquiry 49

3.2 Language Handbook 51

3.2.1 Useful Words and Expressions 51

3.2.2 Useful Sentences 52

3.2.3 Writing Exercises 53

Chapter Four Offers 55

4.1 Correspondence Writing 55

4.1.1 Introduction 55

4.1.2 Voluntary Offer 56

4.1.3 Firm Offer 57

4.1.4 Non-Firm Offer 59

4.1.5 Offer as Requested 61

4.2 Language Handbook 63

4.2.1 Useful Words and Expressions 63

4.2.2 Useful Sentences 64

4.2.3 Writing Exercises 65

Chapter Five Counter-Offers and Declining Orders 67

5.1 Correspondence Writing 67

5.1.1 Introduction 67

5.1.2 Making Counter-Offers 67

5.1.3 Advising to Accept the Offer 69

5.1.4 Declining Price Reduction 70

5.1.5 Concession on Price 71

5.1.6 Declining Orders 72

5.2 Language Handbook 73

5.2.1 Useful Words and Expressions 73

5.2.2 Useful Sentences 74

5.2.3 Writing Exercises 75

Chapter Six Conclusion of Business and Declining Orders 77

6.1 Correspondence Writing 77

6.1.1 Introduction 77

6.1.2 Placing an Order 78

6.1.3 Confirming an Order 81

6.1.4 Placing a Repeat Order and Reply 82

6.1.5 Sending a Sales Contract/Confirmation 84

6.1.6 Counter-Signature Letter 87

6.1.7 Declining Orders 88

6.2 Language Handbook 89

6.2.1 Useful Words and Expressions 89

6.2.2 Useful Sentences 91

6.2.3 Writing Exercises 92

Chapter Seven Payment 95

7.1 Correspondence Writing 95

7.1.1 Introduction 95

7.1.2 Asking for Easier Payment Terms 96

7.1.3 Proposing to Pay by D/A 98

7.1.4 Asking for D/P Terms 99

7.1.5 Modifying Terms of Payment 101

7.2 Language Handbook 102

7.2.1 Useful Words and Expressions 102

7.2.2 Useful Sentences 105

7.2.3 Writing Exercises 106

Chapter Eight Establishment of and Amendment to L/C 108

8.1 Correspondence Writing 108

8.1.1 Introduction 108

8.1.2 Urging Establishment of L/C 109

8.1.3 Informing of the Establishment of L/C 111

8.1.4 Asking for L/C Amendment to Comply with S/C 112

8.1.5 Asking for L/C Amendment to Allow Partial Shipment and Transshipment 114

8.1.6 Asking for Extension of L/C 115

8.2 Language Handbook 116

8.2.1 Useful Words and Expressions 116

8.2.2 Useful Sentences 117

8.2.3 Writing Exercises 118

Chapter Nine Packing and Shipment 122

9.1 Correspondence Writing 122

9.1.1 Introduction 122

9.1.2 Packing Requirement 123

9.1.3 Advising Packing Arrangement 124

9.1.4 Modifying Terms of Packing 124

9.1.5 Arrangement of Transport 125

9.1.6 Shipping Marks 126

9.1.7 Shipping Instructions 127

9.1.8 Asking for Transshipment and Partial Shipment 128

9.1.9 Urging Shipment 129

9.1.10 Shipping Advice 129

9.2 Language Handbook 130

9.2.1 Useful Words and Expressions 130

9.2.2 Useful Sentences 134

9.2.3 Writing Exercises 135

Chapter Ten Insurance 137

10.1 Correspondence Writing 137

10.1.1 Introduction 137

10.1.2 Asking the Exporter to Cover Insurance 138

10.1.3 Effecting Insurance for the Importer 139

10.1.4 Asking the Importer to Cover Insurance 140

10.1.5 Request for Additional Insurance 140

10.1.6 The Requirement to Increase the Rate of Insurance 141

10.2 Language Handbook 143

10.2.1 Useful Words and Expressions 143

10.2.2 Useful Sentences 145

10.2.3 Writing Exercises 147

Chapter Eleven Complaints and Claims 149

11.1 Correspondence Writing 149

11.1.1 Introduction 149

11.1.2 Complaints of Wrong Dispatch 150

11.1.3 Complaints of Short Delivery 150

11.1.4 Claim for Improper Packing 151

11.1.5 Caim for Irferior Quality 152

11.1.6 Acceptance of Claim 153

11.1.7 Declining the Claim 155

11.2 Language Handbook 156

11.2.1 Useful Words and Expressions 156

11.2.2 Useful Sentences 157

11.2.3 Writing Exercises 158

Chapter Twelve Modes of Foreign Trade 159

12.1 Correspondence Writing 159

12.1.1 Introduction 159

12.1.2 Agency 160

12.1.3 Invitation to Tender and Bidding 162

12.1.4 Processing Trade 163

12.1.5 Leasing Trade 164

12.1.6 Compensation Trade 166

12.2 Language Handbook 168

12.2.1 Useful Words and Expressions 168

12.2.2 Useful Sentences 169

12.2.3 Writing Exercises 170

Chapter Thirteen International Trade Contracts 171

13.1 Correspondence Writing 171

13.1.1 Introductions 171

13.1.2 Structure of a Contract 172

13.1.3 Sales Contract 176

13.1.4 Purchase Contract 178

13.2 Language Handbook 179

13.2.1 Useful Words and Expressions 179

13.2.2 Useful Sentences 181

13.2.3 Writing Exercises 183

Bibliography 185