《a letter of invitation and replyPPT精选文档》由会员分享，可在线阅读，更多相关《a letter of invitation and replyPPT精选文档（44页珍藏版）》请在金锄头文库上搜索。
1、English for Academic Writing English for Academic Writing (2)(2)n Zhilin HuZhilin Hun404 Administration B 1A letter of Invitation and ReplynAn Invitation LetternA sample Invitation LetternA Letter of Acceptance of InvitationnA sample acceptance of invitationnA Letter of Declining the InvitationnA Sa
2、mple of Declination LetternDetails on how to write an acceptance letter or declination letternWords to Be Used in the Invitation LetternWriting Task2An Invitation Letter nWhen to deliver the invitation letternWho is to deliver the invitation letternHow to deliver the invitation letternTone of the se
3、ndernFormat of an invitation letterncontents of an invitation letter3When to deliver the invitation letternBefore the conference, invitation letter should be written to invite scholars and other participants to attend the conference.nAfter you are fully registered to attend the Conference - - includ
4、ing payment for registration. nAfter you are accepted to present or poster your paper at the conference.4Who is to deliver the invitation letternThe conference host sends the invitation letters to prospective attendees.5How to deliver the invitation letternby fax (with the signature of the inviter)n
5、by courier (e.g. EMS)nby snail mail (formal, but slow)nby email (quick, but informal)non the website6Tone of the sendernOfficial and formalnSincere and hospitable7Format of an invitation letternHeadingnRecipients addressnSalutationnBodynClosingnEnd notations 8Contents of an Invitation LetternThe con
6、ference hosts name, the occasion, name of the attendees, date(s), time and placenUse full names of both the conference host and the attendees, including titles if anynStating the purpose of invitationnIntroducing the conference arrangementnExpressing the wish for the conference.nAt the end of the in
7、vitation, usually at the right corner, place these instructions: R.S.V.PnEnd the invitation with the hosts telephone number, address, and email address, and deadline to reply, if a reply is expected from the invitee9The headingnBeginwithyourfullreturnaddress(unit,street,city,province,countryandzipco
8、de).nTheheadingisalwaysindentedtotherighttopofthepage.nAlwaysincludethedate.Spelloutthenameofmonth.nWithletterheadstationery,includeonlythedatetwolinesbelowthebottomoftheletterhead.10Recipients addressnTwo to four lines below the date, place the following items: nThe recipients title (such as Mr., M
9、s., or Dr.) and full name (address a woman who does not have a professional title as Ms. unless you know she prefers Miss or Mrs.; if the recipient does not have a title and you are unsure of his or her gender, omit the title). nThe recipients job title, if appropriate. nThe name of the company or i
10、nstitution, if appropriate. nThe full address, following the same format as for the address in the heading. nThe recipients address is always aligned on the left margin.11SalutationnPlacethesalutationtwolinesbelowtherecipientsaddress.nBeginwiththewordDear,continuewiththerecipientstitleandlastname,an
11、dendwithacomma.nCapitalizethefirstwordandanynoun.nIfyouareunsureoftherecipientsgenderandtherecipientdoesnothaveaprofessionaltitle,omitthetitleand,instead,useboththefirstandthelastnamesinthesalutation(Dear Leslie Perelman).nIfyoudonotknowthenameoftherecipientoftheletter,refertothedepartmentyouarewrit
12、ingto(Dear Technical Support).AvoidsalutationssuchasDear Sir or Madam.12Body (AKA the Main Text)nStartthelettertwolinesafterthesalutation.nThebeginningofparagraphsisindented.Ifnotindented,besuretoskipaspacebetweenparagraphs.nSkipalineafterthegreetingandbeforetheclose.nIfaletterrequiresmorethanonepag
13、e,makesurethereareatleasttwolinesofbodytextonthefinalpage.Neveruseanentirepageforjusttheclosing.Thesecondpageandallsubsequentpagesmustincludeaheadingwiththerecipientsname,thedate,andthepagenumber.13TheComplimentaryCloseandSignatureLinenWrite a complimentary closing phrase two lines below the final b
14、ody paragraph. Yours truly, Sincerely, or Sincerely yours are common endings for professional letters. Capitalize the first letter of the first word of your complimentary closing, and end the complimentary closing with a comma. nFour lines below the closing phrase, Type or print your full name. The
15、handwritten signature goes above your typed name and below the close. Write your title on the next line. nThe signature line and the handwritten signature are indented to the same column as the close and at the same column as the heading.14End NotationsnWho typed the letter, whether any materials ar
16、eenclosed with the letter, and who is receiving acopyoftheletter.nThetypistsinitials,inlowercaseletters,followtheinitialsoftheauthor,incapitalletters,andacolonorafront-slash(LCP:ecborLCP/ecb).nAnenclosurenotation-Enclosure:,Encl.,orEnc.-alertstherecipientthatadditionalmaterial(suchasatechnicalarticl
17、e)isincludedwiththeletter.nAcopynotation(cc:)letstherecipientoftheletterknowwhoelseisreceivingacopy.Puteachrecipientofacopyonaseparateline.15A Letter of Acceptance of InvitationnA letter of acceptance of invitation is written to inform the conference host of someones acceptance of the invitation and
18、 attending the conference. It usually includes the following:nRestating the main content of the invitation, and expressing thanks to the inviternExpressing acceptance of the invitation, including the invitees personal plans.nExpressing good wishes for the conference16A Letter Declining the Invitatio
19、nnIf an invitation cannot be accepted due to certain reasons, a letter declining the invitation should be sent in due time. A letter of this kind usually should include:nExpressing thanks for the inviters kind invitationnSpecifying the reasons for the unable attendance, and expressing regretnExtendi
20、ng best wishes or regards to the inviter17How to write an acceptance or declination letterBe gracious when accepting a job, promotion, appointment, public office, gift, etc.Thank the person, business, organization, etc. when you begin your letter.Briefly identify what it is that you are accepting. F
21、or example, “This is a wonderful opportunity for me, and I am happy to accept the position as associate director of sales.”Thank those who have helped you, if you feel it is appropriate.Restate the terms as you understand them if you are formally accepting a job position or similar assignment, inclu
22、ding the starting date, job expectations, rate of compensation, health and dental benefits, sick and vacation days, etc.Keep the tone of your letter positive if you are accepting a resignation. Do not say anything that might make you liable for legal action.18Thank the person for the invitation if y
23、ou are accepting an invitation to a social event, and express your anticipation that the event will be a success. Clarify any details about the event, if needed, such as date or time, location, dress, etc.Recheck for errors. For job offers and the like, the acceptance letter may become part of a com
24、panys permanent file for you, so make sure that it is well-worded and free of embarrassing grammatical or other errors.Close your letter by restating your appreciation for being offered the job, award, gift, etc.If you must decline to accept an offer, invitation, or gift, you should:Be gracious, wha
25、tever the reason is that you must decline.Thank the person for the invitation, offer, gift, suggestion, etc.State clearly that you are unable to accept.Briefly state the reason that you are unable to accept, if desired.In closing, restate your appreciation for the persons consideration.19Words to be
26、 used in the invitation letternsubject, theme, topic, issue, matterndiscipline, major, field, subjectnhost, hold, take place, attend, chair, convene, present, submit, enclose, entitle, confirm, covernpresentation, poster, deadlinenon behalf of, look forward to, to ones regret20subjectn(1) something
27、that is being discussed, examined, or otherwise dealt withnThe guest lecturer took as her subject punishment and imprisonment in modern society.n(2) an area of knowledge which is studied in school, college or universitynMAINLY UK Her subject is low-temperature physics.21issuenan important topic for
28、debate or resolutionnNow we invite all the presenters at the symposium to submit a paper to the EPS (Earth, Planets, and Space) special issue. 22matternan affair or situation under consideration; a topic.nThe Chair shall take as an agenda item any matter referred by the Board of Trustees, the Presid
29、ent, or the Chief Executive Officer of the Stanford Management Company.23disciplinena particular area of study, especially a subject studied at a college or universitynTechnical Disciplines reflect foundational areas of scientific study in the field of information technology. 24majornthe most import
30、ant subject that a college or university student is studying, or the student himself or herselfnShe was a philosophy major at an Ivy League college.25fieldnareaofactivity:an activity or subject, especially one that is somebodys particular responsibility, specialty, or interestnThe field of social we
31、lfare provides a second example of the theme under discussion.26holdnmake something, especially a meeting or an election happen nThe University Libraries will hold a spring conference focused on digital resources and budgeting. 27take placenhappennThe symposium will take place in Auditorium H of the
32、 World Bank headquarters in Washington, D.C., on 11-12 October 2006.28attendngo to or be present at an eventnThe meeting is on the fifth and were hoping everyone will attend.29chairnpreside over something such as a committee, board, or meetingnWe cordially invite you to attend and chair a session of
33、 the symposium on May 10, 2006.30convenencall people together for a formal meetingnThe two-day North American Symposium on Understanding the Linkages between Trade and Environment, is being convened by the North American Commission for Environmental Cooperation (CEC) in Washington, D.C., in October.
34、31presentndeliver (a speech, oration, or idea) ; show or demonstrate something to an interested audience nYou are accepted to present your paper to the Conference of the British Sociological Association.32submitnrefer to another person for decision or judgment nFirst, the paper you submit must be or
35、iginal work and not the work of others. 33enclosensend something in the same envelope or parcel as something else nAs Per Your Request, I Am Enclosing A Paper on Environmental Tobacco Smoke That We Recently Submitted for Publication. 34entitlengive a title to something such as a book (usually passiv
36、e ) nThe Societys paper entitled Effectiveness of Imprisonment, 2nd edition, was released in May 1993. 35confirmnmake an arrangement or meeting certain, often by telephone or writing nIf you decide to attend the meeting, please confirm it by April 10.36covernprovide for, includenParticipation fee do
37、esnt cover accommodation and social program (theaters, Hermitage museum, suburbs etc.) 37presentationna formal talk made to a group of people, e.g. on somebodys recent work or some aspect of business, often with handouts, diagrams, or other visual aidsnHe gave a presentation on modern irrigation met
38、hods.38posterna large printed picture, photograph or notice which you stick or pin to a wall or board, usually for decoration or to advertise somethingnEach presenter is provided with a freestanding bulletin board, usually around 3.5 feet high by 3 feet wide, on which to display the poster. 39deadli
39、nena time or day by which something must be donen8.20.2006 is the new deadline of paper submission. 40on behalf ofnrepresenting; instead of nOn behalf of the chairman, I cordially invite you to be a keynote speaker at the symposium.41look forward tonawait something eagerlynIm looking forward to rece
40、iving your confirmation letter as soon as possible.42to ones regretnOne regrets this very muchnMuch to our regret, Professor Ingram will not be able to attend this important meeting because of his full agenda. 43Writing TasknRead the linked invitation and write a reply to it, accepting or declining.44
