《实用任务型学术写作》课件Unit 7 Intercommunication Correspondence.pptx

1、Intercommunication CorrespondenceIn this unit you will learn how to write intercommunication correspondence,especially e-mails.通信，顾名思义，主要指人与人之间进行的信息交流与传递。通信对于科学实践是至关重要的，其方式多种多样，包括书信、邮件、备忘录、网络论坛、博客等。目前运用最广的方式即邮件(e-mail)，本单元将着重讲解它的编写。邮件主要包含以下因素：1.主题(Subject line)简短概括本邮件的主要内容2.开头(Beginning)对收件人的称呼3.正文(

2、Body)邮件的主要内容，首段需表明来信人身份、来信目的等4.结尾(Ending)表示感谢并署名，署名后可继续标注出职位、机构、地址、电话号码等联系方式，以方便收件人联络5.附件(Attachment)希望对方查看的各类文件邮件内容多样，根据收件人和内容的不同，邮件中使用的语气、格式亦会不同，一般情况下建议采用正式(formal)的语气编写。需要注意，教授、学校或其他机构每天都会收到许多邮件，因此邮件内容以精简为最佳，表达清楚目的即可。Read the e-mail carefully and fill in the following table using one key sentence

3、.Mercedes structures her e-mail as follows;sheSTEPKEY SENTENCEStep 1explains who is she and how she knows of JansonStep 2Step 3states why she is writing to Janson Step 4Step 5highlights where she could add valueStep 6Step 7says when she is available and that she already has fundingStep 8KEYMercedes

4、structures her e-mail as follows;sheSTEPKEY SENTENCEStep 1explains who is she and how she knows of JansonStep 2Step 3states why she is writing to Janson Step 4Step 5highlights where she could add valueStep 6Step 7says when she is available and that she already has fundingStep 8makes a compliment on

5、Jansons seminargives a short summary of her research area highlighting its similarities with Jansonssuggests that she can send Janson more informationrefers to the possible benefit for Janson and his teamAre the following statements true(T)or false(F)?1.Maria gives a brief overview of what kind of p

6、aper it is and what stage it is at.()2.Maria only outlines the benefit for herself.()3.Maria needs the recipient to pay attention to the whole paper.()4.Maria informs the recipient when she needs the manuscript return.()5.Maria gives the recipient the option not to accept her request.()TTTFFAnswer t

7、he question below.1.What is the purpose of the project?2.What is the key finding of the project?KEY1.What is the purpose of the project?2.What is the key finding of the project?Answer the question below.Their aim is to test the efficiency of short vs.long degree courses.Their key finding is that peo

8、ple on shorter courses will earn up to 15%more during their lifetime.Practice these patterns and expressions often used in writing an e-mail.1.1 Subject lines1)Oct.10 lesson shifted to Oct.17.Usual time and place.EOM.(EOM stands for End of Message and signals to recipient that the complete message i

9、s contained within the subject line and that they dont have to open the e-mail.)2)EU project:first draft of review3)Paper submission:Humor and AgingA Mini-Review4)Request to receive your paper entitled“A Study of Immersion Bilingual Education in a Chinese Kindergarten”5)Permission to quote your pape

10、r entitled Neural Correlates of Humor Detection and Appreciation”6)Request for internship by engineering PhD student from the University of Leeds1.2 Beginning and ending1)Initial salutation:Dear JimDear Jim KingDear Professor KingTo whom It May ConcernDear Mrs.Einstein2)Final salutation:Best regards

11、Best wishesWith kind regardsYours sincerelyYours faithfully1.3 Body1)I very much enjoyed your recent paper in the Journal of Bacteriology.Your results were impressive,and your methods were very solid.2)I have worked with Professor Cong in my Ph.D.research,and I would like to continue working in this

12、 area under your knowledgeable guidance.Would you kindly tell me whether you have any postdoctoral positions available in your highly regarded laboratory?3)I found your name in the references of Bergens paper on mental simulation.4)What I really want to stress here is Maria needs to take book examin

13、ations or write essays on psychology and cognitive neuroscience.1.3 Body5)So basically I am asking you two things.First,could you please send me your CV as soon as possible?And second,could you send the application via air mail to me before next weekend?6)If it wouldnt take up too much of your time

14、then I would be very grateful if you could send me a copy of your Ph.D.thesis“Metalanguage in Swahili.”7)Would it be possible for us to meet next Tuesday morning?8)Id just like to remind you that the IP address of a workstation must always be specified.1.3 Body9)Here is a first version of the manusc

15、ript.Please could you read and check everything?In particular,it would be great if you could complete/revise the introduction and also prepare Figure 1.10)Given that our deadline is the first week of next month,I would be grateful to receive your revisions by the end of this month.11)Thank you so mu

16、ch for your quick reply.I have already read half the paperreally useful.12)Thanks very much for your kind invitation.However,I am afraid that I cannot accept.Read the following tips for writing an e-mailUse a neutral e-mail address.Your e-mail address should be a variation of your real name,not a us

17、ername or nickname.Use periods,hyphens,or underscores to secure an e-mail address thats just your name,without extra numbers or letters,if you can.For instance:Use a short and accurate subject header.Avoid saying too much in the subject header,but make sure it reflects the content of your e-mail to

18、a person unfamiliar with you.If possible,include a keyword that will make the e-mail content easier to remember and/or search for in a crowded inbox.For example,“Meeting on March 12th”is specific enough that the e-mail topic wont be mistaken for anything else but not so specific as to be distracting

19、.To write a formal e-mail,follow these guidelines.Use a proper salutation.Addressing the recipient by name is preferred.Use the persons title(Mr.Mrs.Ms.or Dr.)with their last name,followed by a comma or a colon.Optionally,you can precede the salutation with“Dear.”(but“Hello.”is acceptable as well).U

20、sing a last name is more formal and should be used unless you are on first-name terms with the recipient.If you dont know the name of the person youre writing to(but you really should try and find one)use“Dear Sir/Madam”or“Dear Sir or Madam”followed by a colon.Introduce yourself in the first paragra

21、ph(if necessary).Also include why youre writing,and how you found that persons e-mail address,or the opportunity youre writing about.Example:My name is Earl Rivers.Im contacting you to apply for the administrative assistant position listed on CareerXYZ.com.To write a formal e-mail,follow these guide

22、lines.Write the actual message.Be sure to get your point across without rambling;if its fluffed up,the reader may glance over the important details.Try to break up the message into paragraphs by topic to make your message more logical and digestible.You can use link words in long e-mails to show con

23、nections and to draw attention to important points.Use the correct form of leave-taking.This will depend on your level of intimacy with the recipient.Sign with your full name.If you have a job title,include that in the line after your name,and write the company name or website in the line after that

24、.If you do not have a job title but you have your own blog or website related to the content of the e-mail,include a link to that below your name.If the e-mail is about a job,only include a career-related website or blog,not hobbies or interests.To write a formal e-mail,follow these guidelines.Avoid

25、 PSs and anything under your signature.When recipients see your salutation or name,it is a signal for them to stop reading.If your write a PS or anything under your signature,there is a very good chance it will not be read.When you want to add an attachment,remember to name every attachment simple a

26、nd accurate.Proofread your message for content.Make sure you havent omitted any important details(or repeated yourself).Reading your e-mail aloud or asking someone to proofread it is a great way to get a different perspective on what youve written.To write a formal e-mail,follow these guidelines.Pro

27、ofread your message for spelling and grammar.If your e-mail provider doesnt already provide spelling and grammar options for you,copy and paste your e-mail into a word processor,then revise it if necessary,and copy and paste it back into your e-mail.Regardless of whether you are writing an e-mail fo

28、r a job,a position or a review,remember that your written communication must represent your abilities and character well.Using an appropriate tone is essential:Consider your language carefully so you do not come across as arrogant,overconfident,or too demanding.In virtually all correspondence,focus

29、on being concise and accurate.Present your key points early in e-mails and letters,and format your rsum so that key points stand out from the rest of your text.To write a formal e-mail,follow these guidelines.Before you send an e-mail,ask yourself:Who will read this document,and what tone is appropr

30、iate given your relationship with the reader?Have you been respectful and polite,even when you must describe a problem or decline a job offer?Have you included enough information for your reader to understand the context of your message?These questions ensure that your written communication helps yo

31、u build and maintain a professional relationship with your tutors and colleagues.To write a formal e-mail,follow these guidelines.Source:http:/ the following contents of e-mails carefully and write a proper subject line for each e-mail.1)I inadvertently submitted my manuscript#08CV-0069 for the SAE

32、Magnets Congress,as an“Oral Only Presentation”instead of“Written and Oral Presentation.”Please could you let me know how I can change the status of my paper?I apologize for any inconvenience this may cause.2)When I was setting up the gel box yesterday,I noticed that the leads no longer fit properly.

33、Should I try to fix them,or should we look into other options?1.Read the following contents of e-mails carefully and write a proper subject line for each e-mail.3)My name is Kevin Li,and I am finishing my Ph.D.in Biomedical Engineering at Brown University in May.I heard your presentation at the BMES

34、 Annual Meeting,and my experience in Kinesiology and Mechanical Design overlaps well with your current work on Gait Analysis and Prosthetic Development.Id like to continue working in this area,and I wondered whether you might have any postdoctoral positions available in your laboratory.Are you curre

35、ntly hiring additional researchers?1.Read the following contents of e-mails carefully and write a proper subject line for each e-mail.4)I am a graduate student in Dr.Emily Lenders lab,where I am conducting research on artificial photosynthesis.I will be attending the upcoming AAAS conference,and Emi

36、ly suggested that I contact you about possibly making an appointment to meet.While at the conference,would you be willing to meet with me to discuss my research?5)I was wondering if you had received my e-mail sent 14 September(see below)regarding the submission of my manuscript(1453).Please find att

37、ached a copy of the paper for your convenience.KEY1.Read the following contents of e-mails carefully and write a proper subject line for each e-mail.1)Change the Status of My Paper:Manuscript#08CV-00692)Problems with the Gel Box Leads3)Positions for Postdoctoral Researchers4)Possible Meeting at AAAS

38、 Conference5)Paper Submission Manuscript 14532.The e-mail below is a request for an internship.However,it contains many mistakes in English,spelling,capitalization and layout.Read it carefully and rewrite it.Dear Prof Caroline Smiht,I am student at the department of biology who is working with Profe

39、ssor Ihsan(Vibravoid Project).How You probably remember,I asked to You to have the opportunity of spending a period at the Your lab in Toronto.What Id know is if I can still came to Your lab,in order to confirm the accommodation I have found in Toronto.Waiting for Your reply.Thank you in advance,Bor

40、is Grgurevic PS I have booked my flights to get cheap ones2.The e-mail below is a request for an internship.However,it contains many mistakes in English,spelling,capitalization and layout.Read it carefully and rewrite it.KEYDear Professor Smith,We met last month when you were doing a seminar at the

41、Department of Biology in name of town.I am a student of Professor Ihsan(Vibravoid Project).You mentioned it might be possible for me to work at your lab for two months this summer.I was wondering if the invitation is still open,if so would June to July fit in with your plans?My department will,of co

42、urse,cover all my costs.I would be grateful if you could let me know within the next ten days so that I will still be in time to book cheap flights and get my accommodation organized.I look forward to hearing from you.Best regards,Boris Grgurevic3.When writing an e-mail,you should show your recipien

43、t respect and motivate the recipient to reply.Change the following e-mail into a formal one.Subject:help with cv Hi prof Cong how r u?do u remember me?u said in your lessons that we could send u r cvs for correction.In attachment is mine.pls I need it for tomorrow night if poss.thankx u.Marcia3.When

44、 writing an e-mail,you should show your recipient respect and motivate the recipient to reply.Change the following e-mail into a formal one.KEYSubject:Help with CVDear Professor Cong,I attended your scientific papers course last yearit was really useful and since then I have had two papers published

45、.Thank you!I seem to remember that during your course you offered to correct our CVs for us.So although it is a year later,I was wondering whether you might have time to correct my CV(see attached).Unfortunately,I need it for tomorrowmy professor only told me about it today.I know it is asking a lot

46、 but if you could find 10 minutes to correct it,I would really appreciate it and I am sure it would make a significant difference to my chances of getting the post.Thank you very much in advance.Best wishes,Marcia4.The sentences below are all ambiguous in some way.Try to find the reason for ambiguou

47、sness and revise them.1)Thank you for your e-mail and the attachment which I have forwarded to my colleagues.2)To download the paper,you will need a user name and password.If you dont have one,then please contact.3)Yesterday I spoke to Prof.Jones,and on Tuesday I saw Prof.Smith and one of his Ph.D.s

48、tudents,Vu Quach.If you want,you can write to them directly.You will find their e-mails on the website.4)After a student has been assigned a tutor,he/she shall.4.The sentences below are all ambiguous in some way.Try to find the reason for ambiguousness and revise them.KEYREASON FOR AMBIGUITY1)whiche

49、-mail?attachment?or both?2)oneuser name?password?or both?3)themSmith and Vu?all three people(Jones,Smith,and Vu)?4)he/shethe student?the tutor?4.The sentences below are all ambiguous in some way.Try to find the reason for ambiguousness and revise them.KEY1)Thank you for your e-mail.I have forwarded

50、the attachment to my colleagues.2)To download the paper,you will need a user name and password.If you dont have a password,then please contact.4)After a student has been assigned a tutor,the student shall.3)Yesterday I spoke to Prof Jones,and on Tuesday I saw Prof.Smith and one of his Ph.D.students,