《实用英语写作2》PPT课件.ppt

notes the language is concise and precise. Movie Titanic in the Auditorium Sat. Apr. 5 4:00 - 6:00 Admission le.g.: (1) le.g.:(2) Civil Rights Movement on U.S. Campus Speaker: Prof. Betty Powell Professor of Sociology, Smith College Author of The Other Half of the Sky Date: Friday, 8 May Time: 10 a.m. Place: Rm. 203 All Welcome! lE.g.(3) FOUND A brown leather wallet, in the dining hall on the morning of Sept. 29th. Owner please claim at the Lost and Found Office / Lost Property Office, Rm. 320 on the 3rd floor of the Office Building. Lost and Found Office / Lost Property Office le.g.:(4) BIRTH RICHARDS Elisa and Paul are thrilled to announce the birth of their first son. Gary C. Richards Born on 3rd June 2002. A beautiful brother to Joanne and Sara, third grandchild to David and Julia Richards. Very special thanks to Dr. Chan and staff at St. Marys Hospital, London U.K. le.g.:(5) Aug. 1, 2003 ANNOUNCEMENT The Chairman and the directors of Hong Ye Industrial Co. Limited take the pleasure in announcing the official opening of their Wuhan Han Kou Branch at 134 Luo Yu Road on Friday, August 6th, 2003 and request the pleasure of the company of all friends at a reception to be held on the same day and at the same place from 2:00 to 4:00 p.m. 3. Letters l 3.1 Form A letter has six parts: the heading, the inside address, the salutation, the body, the complimentary close, and the signature. 3.1.1 The heading The heading gives the full address of the writer and the date of the letter. It is usually written or typed in the upper right-hand corner of the first page. e.g. : British American Ms. Jennifer Stone, Ms. Jennifer Stone 20 Fairview Drive, 20 Fairview Drive Eastbourne, BN18 2BU, Eastbourne, BN18 2BU England. England 3.1.2 The inside address The inside address, which is often omitted in personal letters, gives the name and full address of the addressee. It goes above the salutation. As in the heading, the use or nonuse of end punctuation depends on the preference of the writer. 3.1.3 The salutation The salutation is written flush with the left margin two spaces below the inside address. e.g.: Dear Professor /Prof. Smith:/, Dear Mr. /Dr. Stein:/, Dear Ms. Santos:/, ( or Dear Miss Santos:/,) Dear Ms. Singh:/, ( or Dear Mrs. Singh:/,) In letters to organizations, or to persons whose names you do not know, the following greetings are used: Dear Sir: ( or Dear Madam: or Dear Sir or Madam: /if you do not know the gender of your addressee) To whom it may concern: ( only for testimonials and things of that kind) Dear colleague: ( to a person who is of the same profession as the writer, and usually used when you are sending a circular to many people) To Someone Unknown? 3.1.4 The body In the body of the letter, all paragraphs should begin flush with the left margin ( the block style) or begin with an equal indention ( the indented style), and the letter is usually single-spaced within the paragraph and double-spaced between paragraphs. 3.1.5 The complimentary close The conventional complimentary closes in business letters are: “Yours truly,” “Yours Sincerely,” “Sincerely yours,” “Sincerely,” “Cordially yours” or “Yours cordially.” The closes of a personal letter are: “Affectionately,” “Fondly,” “Yours with love,” “With best wishes,” “Love,” “Yours,” “As ever,” etc The closing can be put either on the right-hand side or left-hand side of the page. 3.1.6 The signature In a business letter the handwritten signature is placed between the complimentary close and the typed name of the writer. In a personal letter, you may sign your full name, your first name, or even a nickname in accordance with your relationship with the addressee. If you happen to have something additional to say after you have finished the letter, you may begin with P.S., which stands for “postscript,” and then write what you wish to add. 3.2 Language l Generally speaking, the style and tone of a personal letter differ from those of a business letter the former is casual, whereas the latter is formal. However, for either of them, the language should be clear and direct. 3.3 Addressing an Envelope l Write the full name and the address of the addressee in the middle part of the envelope. l The return address which gives the full name and address of the writer is placed in the upper left- hand corner of the envelope. l The following is an example. Envelope Li Mingxin Dept. of English Beijing Foreign Studies Univ. Beijing, 100081 China Prof. Richard Miller 502 North Olive Avenue West Palm Beach, Florida 33402 U.S.A. Sample Letter English Department Beijing Foreign Studies Univ. Beijing, 100081 China Sept. 5, 1993 Editor Newsweek International 444 Madison Avenue New York, NY 10022 U.S.A. Dear Editor: I read in Newsweek ( September 14, 1987) that an updated second edition of the unabridged Random House Dictionary of the English Language is being published. I would be very grateful if you could give me some information on where and how I can get a copy of the dictionary and if there is a less expensive edition than the one described. Thank you for any help you can give me. Sincerely, Lin Huafeng l Please work out a notice about a lecture that is going to be given by Professor Mundell (Intellectual Father of the Euro ) with the topic Chinas Economy in a Troubled World in BUPT Science Auditorium, at 7:30 P.M., December 30th, saying that all the faculty and students in the School of Economics and Management are welcomed. l 邀请公司一个重要客户 (distinguished customer) 参加12月30号在北京饭店A座二层多功能厅（ The Banquet Room in the 2nd floor in Building A） 举行的新年冷餐招待会（new year buffet ） Memos ) between each address. 2 Type the subject of the e-mail. 3 Give the message a subject/title. Why a subject? fear of viruses; a waste of time. Missing reason? Subject contents: 1. Keep the subject short and clear: avoid certain headings-viruses short but specific subject are needed Subject contents: 1. short and clear: but avoid too general headings; Subject contents: product information vs. Laptop T400 information News about next weeks meeting vs. Next weeks meeting cancelled 3. Greetings: a friendly but business-like tone; choice of the forename versus the surname? Punctuation omission e.g. Dear Miss Lawson e.g. Dear David purpose 1. what the message is about in the first paragraph. 2. full details and discussion in the following paragraphs. 3. the final paragraph indicates what should happen next. E-mail Writing e.g. I will send a message to your office on Tuesday Morning to collect the faulty goods. Please let me have your order by the beginning of the month. Politeness and Tone: Try to be polite- Superior staff: Please Subordinates: Would you or I would be grateful if Attachments: Refer to attachments Include the attachments Use them only when they are really needed clear file name of the attachment E.G. Try not to use an attachment unless you are Sending complicated documents; Sometimes attachments can be annoying. Suppose some customers just want to know A specific information of a product. Instead of Answering the question clearly in the body of The mail, you send them the brochure of the Product which include more than a hundred questions. What will the customers feel? Annoyed or ignored? If you use an attachment, make sure that the file name describe the content, and is not too general. E.G. “The message doc” is bad But “Quality Assurance Report 2006. doc” Is good. Endings: End the message in a polite way. Common endings are the ones in letter writing Names: Include your name E.G. Kind regards Jennifer Ranford Human Resources Manager Be concise and to the point. Do not make an e-mail longer than it needs to be: Hard to read on screen Avoid long sentences a quick medium a maximum of 15-20 words. Answer all questions: If not, further mails regarding the unanswered questions Answer swiftly- Within 24 hours; If too complicated? Do not overuse the high priority option. The boy crying wolf? Avoid using URGENT and IMPORTANT Do not write in CAPITALS. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. Dont leave out the message thread. Do not overuse Reply to All Instead use the Bcc or do a mail merge Do not request delivery and read receipts. Do not forward or copy a message without permission Dont quarrel with others by email, especially in the business mail. Samples Deliver a Report Dear John, What follows is my report entitled “A Proposal for Office Automation“, which I wrote for Mr. Brown at his request. The purpose of this report is to discuss both the advantages and the disadvantages of the so-called “Office automation“ at our office. Mr. Brown was kind enough to compliment me on the report, and instructed me to