Introduction-to-letter---writing

EnglishforAcademicCommunication&Writing学术交流与写作英语教程Contents•Unit1:IntroductiontoLetterWriting•Unit2:WritingEffectiveEmails•Unit3:AbstractWriting•Unit4:HowtoWriteApplicationLetter•Unit5:CurriculumVitae/Resume•Unit6:PersonalStatementUnit1:IntroductiontoLetterWriting•Task1.Readthesampleletterswithcommonformats.Thendiscusswithyourpartnerandanswerthefollowingquestions.•HowmanyformatsarethereinaformalEnglishletter?•HowmanypartsarethereinaformalEnglishletter?Andwhatarethey?Threemainformalletterformats•1)FullBlockStyle•Verymodern,flushleft,aspaceofonelinebetweenparagraphs•2)Semi-blockstyle•Dateandthecomplimentarycloseareneartherightmargin•3)Semi-indentedstyle•Dateandcomplimentarycloseareneartherightmargin.Thefirstlineofeachpara.isindented,withnospaceofonelinebetweenparas.7NecessaryPartsofaformalletter•1)Letterhead:theaddressofthewriter•2)Dateofwriting•3)Insideadd.name&add.oftherecipient•4)Salutation(Prof.,Dr.,Mr.,Ms.)•5)Bodyoftheletter•6)Complimentaryclose•7)SignatureExplanationofnecessaryparts1)Letterhead•Itreferstothefulladdressofthewriter.Postcode,phonenumber,faxnumberandemailaddressmayalsobeincluded.•Itusuallyappearsattheverytopoftheletterintheleftcorner,rightcorneroratthecenter.2)DateLine•Thedatelinewillappearimmediatelybelowtheletterhead.•Thecustomaryorderis“M-D-comma-Y”•Whataboutthefollowingpresentation?•1/3/20113)InsideAddress•Theinsideaddressmustbethesameasthatontheenvelop,givingallnecessaryinformationaboutthereceiptoftheletter,ensuringcorrectdelivery.•Itisplacedtwoormorespacesbelowthedatelineandisputattheleftmargininallformats.•Itcontainsaminimumofthreelines:•A)name,B)numberandstreetC)city,stateandZipcode.4)Salutation•Twospacesbelowtheinsideaddress;•Thefirstwordisusually“Dear”;•Donotgivetheperson’sinitials.•DearSir•DearMadam•DearSirorMadam•Towhomitmayconcern•GentlemenorLadies5)Body•Thefirstparagraphbeginsoneortwospacesbelowthesalutationorsubjectlinedependingontheformatsused.6)ComplimentaryClose•Putthecomplimentarycloseoneortwolinesbelowtheendofthebody.•Thefirstwordiscapitalized.•Themostcommonchoicesare:•Sincerely•Sincerelyyours•Yourssincerely•Trulyyours•Yourstruly•Faithfully•Cordially•Verytruly•“Respectfullyyours”---addressingsomemucholderorofhighrankingovernmentororganization7)Signature•Apen-writtensignature•Atyped-name•Optionaladdition•Sample1•Sincerelyyours•TerryBradley•TerryBradley,Ph.D.•Sample2•Faithfullyyours•JohnSmith•Dr.JohnSmith•Sample3•Trulyyours•LinYinhua•(Ms.)LinYinhua•Ph.D.Candidate•PhilosophyDepartment•NanjingUniversityOptionalPartofaLetter•1)ReferenceNumber•Ref.FH9608•Ref#02-101•Editor:RF•YourRef:MPL0301•OurRef:HD32017OptionalPartofaLetter•2)AttentionLine•Attention:SalesManager•ATTENTION:CREDITMANAGER•Attn:EditorOptionalPartofaLetter•3)SubjectLine----briefandspecific•Ifused,itisplacedtwospacesbelowthesalutationandtwospacesabovethebodyoftheletter.•Thewordsmaybeallcapitalizedoronlythefirstlettersofthewordscapitalizedorunderlined.•Thewords“Subject”or“Re”arefollowedbyacolon.Forexample:ExamplesSample1DearPresidentJohnson,SUBJECT:DEVELOPMENTFUNDSample2Towhomitmayconcern,SixthWorldConferenceonWomenOptionalPartofaLetter•4)EnclosureNotices•Whenadditionalitemsareincludedwithaletter,anenclosurenoticemustappearattheleftmargintwospacesbelowthesignaturesection.•Theword“Enclosures”,“Encl.2”or“Encl.5”indicatesthattwoormoreitemsarepresented.ForexampleExamples•Sample1•Enclosure:Acopyoftheabstract•Sample2•Enclosures:1.Resume•2.ApplicationFormOptionalPartofaLetter•5)Carbon-copyNotation•Putisontheleftmargintwospacesbelowthepreviousnotation.Usethefollowingform:•Cc:Mr.AnthonyCanternsOptionalPartofaLetter•6)Postscript•Apostscriptisintentionallyincludedtoemphasizeorreemphasizeanideathatmighthavebeenoverlookedinthebodyoftheletter.•Usethiselementwiselyandsparingly.•Itshouldbethelastitemtoappearonaletter.•Itisplacedattheleftmargin.•Theinitials“PS”mayormaynotappear.Exercise1•ReadthefollowingletterofinvitationcarefullyandthenwritealetterofacceptanceinthenameofProfessorWangMingchen.•August17,2006•DearProf.WangMingchen,•ItiswithgreatpleasurethatIinviteyoutoEuropeanResearchInstituteasanacademicvisitorforaperiodof6monthsbetweenSeptember2006andMarch2007.•ThisinvitationismadewithinthecontextofthepartnershipthatourtwouniversitieshaveestablishedundertheEU-ChinaEuropeanStudiesCentersProgramthataimstostrengthenthecapacityandthesustainabledevelopmentoftheCenterforEuropeanStudiesinShandongUniversity(CESSDU)whereyouarebased.•YouwillusethisperiodofleavefromCESSDUtocarryoutresearchonEUlawstudies.Iamverypleasedbytheopportunitytocollaboratewithyou.•Ilookforwardtomeetingyou.•YoursSincerely,•(signature)•TheoPapadopoulos•Director,EuropeanResearchInstituteExercise2•Readtheletterofapplication(sample2)andwriteareplyletterinthenameofPeterSmith.