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1、Unit 2,Keeping up Pre-/Post-,conference,Correspondence,Topical Highlights,?,Pre-conference Correspondence:whom to,correspond with,what to correspond about,and how to correspond,?,Issues for Correspondence:letters for,inquiry,letters for invitation,letters for,acceptance of invitation,letters for,dec
2、lination of invitation,etc,?,Financial Application:possible sources,for financial support,tactics of writing,letters applying for financial aid,?,Cover Letters:pre-print intention,revision requirement,presentation mode,delayed submission,photo delivery,etc.,?,Post-conference Correspondence:letter,of
3、 thanks,etc.,Theme Presentation,1.Pre-conference,Correspondence,?,1)Whom to Correspond with,?,Before a conference,whom to,correspond with is dependent upon,the purpose and content of,correspondence.,2)What to Correspond about,?,Pre-/post-conference correspondence,may vary greatly in terms of their,c
4、ontents.The usual contents of the,correspondence are,however,not,beyond the scope of making inquiries,explaining reasons,specifying requests,seeking possibilities,and the like.,3)How to Correspond,?,There are many ways for pre-/post-,conference correspondence.Among,various kinds of correspondence,ch
5、annels available,from telephone,calls to E-mails,letter writing still,remains essential and effective.,2.Issues for Correspondence,?,The general principles for,conference letter writing can be,summed up as the Cs:clearness,conciseness,correctness,courtesy,and customariness.,1)Letters for Inquiry,?,T
6、o get information about a conference,or to know what one particularly wants,to know,the potential participant may,write a letter for inquiry.,?,Letters for inquiry usually contain the,following elements:the formal name of,the conference(or the information,source);the specific inquires or,requests;an
7、d the closing of the letter.,?,2-I A letter of inquiry for the deadline of submission,?,Dear Professor Smith,I am the Deputy Director of the Zhong-yuan,Institute of Acoustics in Zhengzhou,China.Since,we have been undertaking researches on,underwater imaging and ultrasonic non-destructive,testing for
8、 many years,we are very much,interested in attending the Twelfth International,Symposium on Acoustical Imaging,2 which is to be,held in London,dated 5,11th July,this year.,We should be very much obliged if you could,kindly give us information on the deadline for the,submission of abstracts,papers,an
9、d other written,materials.I am looking forward to hearing from you,soon.,Sincerely yours,(signature),printed name,?,ex.2-2 A letter,of,inquiry for meeting,information details,?,Dear Mr.Jannotta,I have learned from,Progress in Physics,No.12,1997 that the International Conference,on Thermodynamics wil
10、l be held in Sydney,Australia,from December 4 to 12,1999.1 would,appreciate receiving the call for papers,circulars and other details of the conference.I,thank you in anticipation of an early reply.,Yours sincerely,(signature)printed name,2)Letters for Invitation,?,A letter inviting someone to atten
11、d a,conference should be written with,warmth and courtesy.,?,The inviters purpose,the status of the,invitee,the specific arrangement of the,conference,etc.should be clearly stated,in the letter.,?,Dear Professor Wang,On behalf of the Ohio State University and the IEEE,Computer Society,I am very plea
12、sed to invite you to attend,and chair a session of the forthcoming 98 International,Conference on Parallel Data Processing to be held in,Bellaire,Michigan,from August 25 to August 28,1998.,You are an internationally acclaimed scholar and,educator.Your participation will be among the highlights of,th
13、e conference.,We sincerely hope that you can accept our invitation.,As you know,this is the 10th anniversary of the First,Conference on Parallel Data Processing and we plan to,make it a truly international meeting.We have accepted,many papers from several foreign countries,including two,from your co
14、untry.,We enclose a copy of the advance program 4 of the,conference.If you can come,please let us know as soon as,possible,since we have to prepare the final program soon.,We look forward to your acceptance.,Sincerely yours,(signature),printed name and title,3)Letters for Acceptance of,Invitation,?,
15、Whether or not the invitation is accepted,the invitee should give timely response,so that the inviter can go on with further,arrangements.,A letter of acceptance for invitation,usually includes the following:,?,Restating the main content of the,invitation,and expressing thanks to,the inviter;,?,Expr
16、essing acceptance of the,invitation,including the invitees,personal plans;,?,Expressing good wishes for the,conference.,?,The following is a sample letter of,acceptance.,?,Dear Dr.Jef Verschueren,I have received your letter dated November,15,1997,inviting me to attend the 6th,International Conferenc
17、e on Pragmatics to be,held in Reims,France,July 19,22,199.8.,Thank you for your kind invitation.,I am pleased to accept your invitation and,will send my paper entitled,Pragmatic Features,on International Academic Conferences,to the,Paper Committee before the required date.,Thank you once again for y
18、our kind,invitation and for your effort in making the,conference a successful one.I am looking,forward to meeting you soon in Reims.,Faithfully yours,(signature)printed name,4)Letters for Declination of,Invitation,?,If an invitation can not be accepted due to,certain reason,a letter of declination s
19、hould be,sent in due time.A letter of this kind usually,should include:,?,?Expressing thanks for the inviters kind,invitation;,?,?Specifying the causes for the unable,attendance,and expressing regret;,?,?Extending best wishes or regards to the,inviter.,?,Dear Professor McCardell,Many thanks for your
20、 letter dated the 15th of,November,1997,inviting me to attend and chair a,session of the forthcoming 98 International,Conference on Parallel Data Processing to be held,in Bellaire,Michigan,from August 25 to 28,1998.,Much to my regret,I shall not be able to honor,the invitation because I have been su
21、ffering from,ill health since this summer.I am firmly advised,that it would be unwise to undertake any;distant,travel in the near future.,I feel very sorry to miss the opportunity of,meeting you and many of other colleagues in the,field of computer science.,I wish the conference a complete success.,
22、Respectfully yours,(signature),printed name,3.Financial Application,1)Possible Sources for Financial,Support,?,(1)Financial Assistance by the,Conference,?,Since almost all conferences will,have channels raising funds for,operation,participants may be,provided with an opportunity of,applying for cert
23、ain financial,assistance from the conference.,?,(2)Financial Assistance by,International Organizations,?,Many international organizations,including those of the United,Nations and its special agencies,regional set-ups,and other multi-,national bodies,are very important,channels for applying for fina
24、ncial,aid.,?,(3)Financial Assistance by,Learned Societies,?,Many research institutes,academic,associations and societies provide,financial aid of various kinds for,foreign applicants.,?,(4)Financial Assistance by Other,Foundations,?,Many foundations and private,bodies are also the channels for,finan
25、cial assistance.,2)Tactics of Writing Letters,Applying for Financial Aid,?,Generally speaking,a letter of,application for financial aid should,include the name of the meeting,the,special reasons for application,and,the specific requests.,(1)Direct Statement,?,By direct statement,it is meant that,the
26、 applicant shows his/her,intention of applying,for financial,assistance in a straightforward way.,For example(Inside address,complimentary close and signature,are all omitted):,?,Dear Dr.Glatzer,?,Thank you for your letter dated Feb.,10,1998.Im writing to you about the,application for my travel supp
27、ort to,attend the conference on.(Omitted),(2)FlanK Inquiry,?,Instead of straightforwardness,flank,inquiry means that the applicant,expresses his/her inquiry by,understatement or indirectness.,?,Dear Professor Barrymore,I have received an invitation to,attend the conference on.but my,participation is
28、 hindered by some,financial reasons.Im trying to get,fund for the attendance from,different channels,and.,(3)Citation of Others Information,?,By the citation of others,information,it is meant that when,writing to apply for financial,assistance,the applicant may,mention the specific information,provi
29、der or quote the,recommendation or suggestion(if,any)to serve the specific purpose.,?,For example:,?,Dear,Dr.Locksmith,I have learned from Professor,Helps that representatives from,developing countries will be,financially supported for the,attendance according to,circumstances.Would you please,send
30、us two copies of application,forms at your earliest convenience?,?,(4)By Writing a Postscript,?,Writing a postscript in the letter for,application suggests that the applicant,has adopted a tactful layout intentionally,to make his/her financial requests.For,Example:,?,Dear Dr.Cooper,.(The main body o
31、f the letter:omitted),P.S.Besides the forms you mail to me,to be filled out for the conference,are,there any other forms to apply for,reduction or exemption of the registration,fee?,4.Cover Letters,?,A cover letter is usually enclosed,when the potential conference-goer,submits his/her paper to the,c
32、onference.This kind of letter,should be brief,usually just a few,sentences.,?,Dear Dr.Lauinger,Enclosed herewith is the full,text of my paper entitled.It is,expected that it may be included in,the preprint.,Sincerely yours,(signature),printed name,?,Dear Professor Linder,Enclosed herewith are the fu
33、ll texts of,my two papers,two copies for each.As,indicated in the papers,the one entitled.is,preferred as the one to be orally presented,at the panel meeting,while the other as the,one to be displayed in the poster sessions.,The arrangement of the displays including,graphs,data,pictures,etc.is shown
34、 on the,attached sketch-map,which covers an area,of about 1.2m2.,Sincerely yours,(signature)printed name,5.Post-conference Correspondence:,Letter of Thanks,etc.,?,In order to show courtesy and pave,the way for future contacts,post-,conference letters of thanks should,be sent to organizers of the,con
35、ference.,?,Dear Professor Armstrong,As an extremely learned scholar and chairman of the,symposium,you have enjoyed popular trust and won the,respect and admiration of all the attendants for your,efforts at making the symposium proceed smoothly and,facilitating the academic exchanges among the,profes
36、sionals from different countries.Personally,I am,particularly grateful to you not only for your kind,arrangement for my paper presentation,but also for your,meeting me in person for sparing time from your tight,schedule to meet with me and giving me valuable,instructions in my deliberations.Under the prompting of,this gratefulness I am writing to you in flight,sincerely,hoping that you will visit China in the near future so that I,can have a chance to reciprocate your kindness.,Once again I express my hearty thanks to you.,Respectfully yours,(signature),满意后下载,以到文章底部请认真考虑后在下载“学资学习网”是一个考研资料网押题,
