博士会议Unit 2.ppt

Unit2KeepingupPre Post conferenceCorrespondence TopicalHighlights Pre conferenceCorrespondence whomtocorrespondwith whattocorrespondabout andhowtocorrespondIssuesforCorrespondence lettersforinquiry lettersforinvitation lettersforacceptanceofinvitation lettersfordeclinationofinvitation etc FinancialApplication possiblesourcesforfinancialsupport tacticsofwritinglettersapplyingforfinancialaidCoverLetters pre printintention revisionrequirement presentationmode delayedsubmission photodelivery etc Post conferenceCorrespondence letterofthanks etc ThemePresentation1 Pre conferenceCorrespondence 1 WhomtoCorrespondwithBeforeaconference whomtocorrespondwithisdependentuponthepurposeandcontentofcorrespondence 2 WhattoCorrespondabout Pre post conferencecorrespondencemayvarygreatlyintermsoftheircontents Theusualcontentsofthecorrespondenceare however notbeyondthescopeofmakinginquiries explainingreasons specifyingrequests seekingpossibilities andthelike 3 HowtoCorrespond Therearemanywaysforpre post conferencecorrespondence Amongvariouskindsofcorrespondencechannelsavailable fromtelephonecallstoE mails letterwritingstillremainsessentialandeffective 2 IssuesforCorrespondence Thegeneralprinciplesforconferenceletterwritingcanbesummedupasthe 5Cs clearness conciseness correctness courtesy andcustomariness 1 LettersforInquiry Togetinformationaboutaconference ortoknowwhatoneparticularlywantstoknow thepotentialparticipantmaywritealetterforinquiry Lettersforinquiryusuallycontainthefollowingelements theformalnameoftheconference ortheinformationsource thespecificinquiresorrequests andtheclosingoftheletter 2 IAletterofinquiryforthedeadlineofsubmissionDearProfessorSmith IamtheDeputyDirectoroftheZhong yuanInstituteofAcousticsinZhengzhou China Sincewehavebeenundertakingresearchesonunderwaterimagingandultrasonicnon destructivetesting formanyyears weareverymuchinterestedinattendingtheTwelfthInternationalSymposiumonAcousticalImaging 2whichistobeheldinLondon dated5 11thJuly thisyear Weshouldbeverymuchobligedifyoucouldkindlygiveusinformationonthedeadlineforthesubmissionofabstracts papers andotherwrittenmaterials Iamlookingforwardtohearingfromyousoon Sincerelyyours signature printedname ex 2 2Aletterof inquiryformeetinginformationdetailsDearMr Jannotta IhavelearnedfromProgressinPhysics No 12 1997thattheInternationalConferenceonThermodynamicswillbeheldinSydney Australia fromDecember4to12 1999 1wouldappreciatereceivingthecallforpapers circularsandotherdetailsoftheconference Ithankyouinanticipationofanearlyreply Yourssincerely signature printedname 2 LettersforInvitation Aletterinvitingsomeonetoattendaconferenceshouldbewrittenwithwarmthandcourtesy Theinviter spurpose thestatusoftheinvitee thespecificarrangementoftheconference etc shouldbeclearlystatedintheletter DearProfessorWang OnbehalfoftheOhioStateUniversityandtheIEEEComputerSociety Iamverypleasedtoinviteyoutoattendandchairasessionoftheforthcoming 98InternationalConferenceonParallelDataProcessingtobeheldinBellaire Michigan fromAugust25toAugust28 1998 Youareaninternationallyacclaimedscholarandeducator Yourparticipationwillbeamongthehighlightsoftheconference Wesincerelyhopethatyoucanacceptourinvitation Asyouknow thisisthe10thanniversaryoftheFirstConferenceonParallelDataProcessingandweplantomakeitatrulyinternationalmeeting Wehaveacceptedmanypapersfromseveralforeigncountries includingtwofromyourcountry Weencloseacopyoftheadvanceprogram4oftheconference Ifyoucancome pleaseletusknowassoonaspossible sincewehavetopreparethefinalprogramsoon Welookforwardtoyouracceptance Sincerelyyours signature printednameandtitle 3 LettersforAcceptanceofInvitation Whetherornottheinvitationisaccepted theinviteeshouldgivetimelyresponse sothattheinvitercangoonwithfurtherarrangements Aletterofacceptanceforinvitationusuallyincludesthefollowing Restatingthemaincontentoftheinvitation andexpressingthankstotheinviter Expressingacceptanceoftheinvitation includingtheinvitee spersonalplans Expressinggoodwishesfortheconference Thefollowingisasampleletterofacceptance DearDr JefVerschueren IhavereceivedyourletterdatedNovember15 1997 invitingmetoattendthe6thInternationalConferenceonPragmaticstobeheldinReims France July19 22 199 8 Thankyouforyourkindinvitation IampleasedtoacceptyourinvitationandwillsendmypaperentitledPragmaticFeaturesonInternationalAcademicConferencestothePaperCommitteebeforetherequireddate Thankyouonceagainforyourkindinvitationandforyoureffortinmakingtheconferenceasuccessfulone IamlookingforwardtomeetingyousooninReims Faithfullyyours signature printedname 4 LettersforDeclinationofInvitation Ifaninvitationcannotbeacceptedduetocertainreason aletterofdeclinationshouldbesentinduetime Aletterofthiskindusuallyshouldinclude Expressingthanksfortheinviter skindinvitation Specifyingthecausesfortheunableattendance andexpressingregret Extendingbestwishesorregardstotheinviter DearProfessorMcCardell Manythanksforyourletterdatedthe15thofNovember 1997 invitingmetoattendandchairasessionoftheforthcoming 98InternationalConferenceonParallelDataProcessingtobeheldinBellaire Michigan fromAugust25to28 1998 Muchtomyregret IshallnotbeabletohonortheinvitationbecauseIhavebeensuffering fromillhealthsincethissummer Iamfirmlyadvisedthatitwouldbeunwisetoundertakeany distanttravelinthenearfuture Ifeelverysorrytomisstheopportunityofmeetingyouandmanyofothercolleaguesinthefieldofcomputerscience Iwishtheconferenceacompletesuccess Respectfullyyours signature printedname 3 FinancialApplication1 PossibleSourcesforFinancialSupport 1 FinancialAssistancebytheConferenceSincealmostallconferenceswillhavechannelsraisingfundsforoperation participantsmaybeprovidedwithanopportunityofapplyingforcertainfinancialassistancefromtheconference 2 FinancialAssistancebyInternationalOrganizationsManyinternationalorganizations includingthoseoftheUnitedNationsanditsspecialagencies regionalset ups andothermulti nationalbodies areveryimportantchannelsforapplyingforfinancialaid 3 FinancialAssistancebyLearnedSocietiesManyresearchinstitutes academicassociationsandsocietiesprovidefinancialaidofvariouskindsforforeignapplicants 4 FinancialAssistancebyOtherFoundationsManyfoundationsandprivatebodiesarealsothechannelsforfinancialassistance 2 TacticsofWritingLettersApplyingforFinancialAid Generallyspeaking aletterofapplicationforfinancialaidshouldincludethenameofthemeeting thespecialreasonsforapplication andthespecificrequests 1 DirectStatement Bydirectstatement itismeantthattheapplicantshowshis herintentionofapplying forfinancialassistanceinastraightforwardway Forexample Insideaddresscomplimentarycloseandsignatureareallomitted DearDr Glatzer ThankyouforyourletterdatedFeb 10 1998 I mwritingtoyouabouttheapplicationformytravelsupporttoattendtheconferenceon Omitted 2 FlanKInquiry Insteadofstraightforwardness flankinquirymeansthattheapplicantexpresseshis herinquirybyunderstatementorindirectness DearProfessorBarrymore Ihavereceivedaninvitationtoattendtheconferenceon butmyparticipationishinderedbysomefinancialreasons I mtryingtogetfundfortheattendancefromdifferentchannels and 3 CitationofOthers Information Bythecitationofothers information itismeantthatwhenwritingtoapplyforfinancialassistance theapplicantmaymentionthespecificinformationproviderorquotetherecommendationorsuggestion ifany toservethespecificpurpose Forexample DearDr Locksmith IhavelearnedfromProfessorHelpsthatrepresentativesfromdevelopingcountrieswillbefinanciallysupportedfortheattendanceaccordingtocircumstances Wouldyoupleasesendustwocopiesofapplicationformsatyourearliestconvenience 4 ByWritingaPostscriptWritingapostscriptintheletterforapplicationsuggeststhattheapplicanthasadoptedatactfullayoutintentionallytomakehis herfinancialrequests ForExample DearDr Cooper Themainbodyoftheletter omitted P S Besidestheformsyoumailtometobefilledoutfortheconference arethereanyotherformstoapplyforreductionorexemptionoftheregistrationfee 4 CoverLetters Acoverletterisusuallyenclosedwhenthepotentialconference goersubmitshis herpapertotheconference Thiskindoflettershouldbebrief usuallyjustafewsentences DearDr Lauinger Enclosedherewithisthefulltextofmypaperentitled Itisexpectedthatitmaybeincludedinthepreprint Sincerelyyours signature printedname DearProfessorLinder Enclosedherewitharethefulltextsofmytwopapers twocopiesforeach Asindicatedinthepapers theoneentitled ispreferredastheonetobeorallypresentedatthepanelmeeting whiletheotherastheonetobedisplayedinthepostersessions Thearrangementofthedisplaysincludinggraphs data pictures etc isshownontheattachedsketch map whichcoversana