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a letter of invitation and reply


English for Academic Writing (2)
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By Zhilin Hu Office: 0404 Administration Building Office Tel: 84724479 Email: dlmulectures@yahoo.com.cn(交作业使 用) Reference books: 国际学术交流英语,王慧莉,大工出版社, 2010年7月第二版 新时代研究生综合英语(写作部分),罗卫华, 海大出版社

A letter of Invitation and Reply
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An Invitation Letter A sample Invitation Letter A Letter of Acceptance of Invitation A sample acceptance of invitation A Letter of Declining the Invitation A Sample of Declination Letter Details on how to write an acceptance letter or declination letter Words to Be Used in the Invitation Letter Writing Task

An Invitation Letter
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When to deliver the invitation letter Who is to deliver the invitation letter How to deliver the invitation letter Tone of the sender Format of an invitation letter contents of an invitation letter

When to deliver the invitation letter
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Before the conference, invitation letter should be written to invite scholars and other participants to attend the conference. After you are fully registered to attend the Conference - - including payment for registration. After you are accepted to present or poster your paper at the conference.

Who is to deliver the invitation letter
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The conference host sends the invitation letters to prospective attendees.

How to deliver the invitation letter
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by fax (with the signature of the inviter) by courier (e.g. EMS) by snail mail (formal, but slow) by email (quick, but informal) on the website

Tone of the sender
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Official and formal Sincere and hospitable

Format of an invitation letter
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Heading Recipient's address Salutation Body Closing End notations

Contents of an Invitation Letter
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The conference host’s name, the occasion, name of the attendees, date(s), time and place Use full names of both the conference host and the attendees, including titles if any Stating the purpose of invitation Introducing the conference arrangement Expressing the wish for the conference. At the end of the invitation, usually at the right corner, place these instructions: R.S.V.P End the invitation with the host’s telephone number, address, and email address, and deadline to reply, if a reply is expected from the invitee

The heading
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Begin with your full return address (unit, street, city, province, country and zip code) . The heading is always indented to the right top of the page. Always include the date. Spell out the name of month. With letterhead stationery, include only the date two lines below the bottom of the letterhead.

Recipient’s address
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Two to four lines below the date, place the following items: The recipient's title (such as Mr., Ms., 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). The recipient's job title, if appropriate. The name of the company or institution, if appropriate. The full address, following the same format as for the address in the heading. The recipient's address is always aligned on the left margin.

Salutation
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Place the salutation two lines below the recipient's address. Begin with the word Dear, continue with the recipient's title and last name, and end with a comma. Capitalize the first word and any noun. If you are unsure of the recipient's gender and the recipient does not have a professional title, omit the title and, instead, use both the first and the last names in the salutation (Dear Leslie Perelman). If you do not know the name of the recipient of the letter, refer to the department you are writing to (Dear Technical Support). Avoid salutations such as Dear Sir or Madam.

Body (AKA the Main Text)
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Start the letter two lines after the salutation. The beginning of paragraphs is indented. If not indented, be sure to skip a space between paragraphs. Skip a line after the greeting and before the close. If a letter requires more than one page, make sure there are at least two lines of body text on the final page. Never use an entire page for just the closing. The second page and all subsequent pages must include a heading with the recipient's name, the date, and the page number.

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Write a complimentary closing phrase two lines below the final body 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. Four lines below the closing phrase, Type or print your full name. The handwritten signature goes above your typed name and below the close. Write your title on the next line. The signature line and the handwritten signature are indented to the same column as the close and at the same column as the heading.

The Complimentary Close and Signature Line

End Notations
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Who typed the letter, whether any materials are enclosed with the letter, and who is receiving a copy of the letter. The typist's initials, in lowercase letters, follow the initials of the author, in capital letters, and a colon or a front-slash (LCP:ecb or LCP/ecb). An enclosure notation--Enclosure:, Encl., or Enc.-alerts the recipient that additional material (such as a technical article) is included with the letter. A copy notation (cc:) lets the recipient of the letter know who else is receiving a copy. Put each recipient of a copy on a separate line.

A Letter of Acceptance of Invitation
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A letter of acceptance of invitation is written to inform the conference host of someone’s acceptance of the invitation and attending the conference. It usually includes the following: Restating the main content of the invitation, and expressing thanks to the inviter Expressing acceptance of the invitation, including the invitee’s personal plans. Expressing good wishes for the conference

A Letter Declining the Invitation
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If 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: Expressing thanks for the inviter’s kind invitation Specifying the reasons for the unable attendance, and expressing regret Extending best wishes or regards to the inviter

How to write an acceptance or declination letter
? Be 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. For 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, including 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.

? Thank the person for the invitation if you 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 company’s 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, whatever 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 person’s consideration.

Words to be used in the invitation letter
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subject, theme, topic, issue, matter discipline, major, field, subject host, hold, take place, attend, chair, convene, present, submit, enclose, entitle, confirm, cover presentation, poster, deadline on behalf of, look forward to, to one’s regret

subject
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(1) something that is being discussed, examined, or otherwise dealt with The guest lecturer took as her subject 'punishment and imprisonment in modern society'. (2) an area of knowledge which is studied in school, college or university MAINLY UK Her subject is lowtemperature physics.

issue
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an important topic for debate or resolution Now we invite all the presenters at the symposium to submit a paper to the EPS (Earth, Planets, and Space) special issue.

matter
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an affair or situation under consideration; a topic. The Chair shall take as an agenda item any matter referred by the Board of Trustees, the President, or the Chief Executive Officer of the Stanford Management Company.

discipline
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a particular area of study, especially a subject studied at a college or university Technical Disciplines reflect foundational areas of scientific study in the field of information technology.

major
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the most important subject that a college or university student is studying, or the student himself or herself She was a philosophy major at an Ivy League college.

field
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area of activity: an activity or subject, especially one that is somebody's particular responsibility, specialty, or interest The field of social welfare provides a second example of the theme under discussion.

hold
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make something, especially a meeting or an election happen The University Libraries will hold a spring conference focused on digital resources and budgeting.

take place
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happen The symposium will take place in Auditorium H of the World Bank headquarters in Washington, D.C., on 11-12 October 2006.

attend
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go to or be present at an event The meeting is on the fifth and we're hoping everyone will attend.

chair
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preside over something such as a committee, board, or meeting We cordially invite you to attend and chair a session of the symposium on May 10, 2006.

convene
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call people together for a formal meeting The 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.

present
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deliver (a speech, oration, or idea) ; show or demonstrate something to an interested audience You are accepted to present your paper to the Conference of the British Sociological Association.

submit
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refer to another person for decision or judgment First, the paper you submit must be original work and not the work of others.

enclose
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send something in the same envelope or parcel as something else As Per Your Request, I Am Enclosing A Paper on Environmental Tobacco Smoke That We Recently Submitted for Publication.

entitle
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give a title to something such as a book (usually passive ) The Society's paper entitled "Effectiveness of Imprisonment", 2nd edition, was released in May 1993.

confirm
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make an arrangement or meeting certain, often by telephone or writing If you decide to attend the meeting, please confirm it by April 10.

cover
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provide for, include Participation fee doesn't cover accommodation and social program (theaters, Hermitage museum, suburbs etc.)

presentation
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a formal talk made to a group of people, e.g. on somebody's recent work or some aspect of business, often with handouts, diagrams, or other visual aids

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He gave a presentation on modern irrigation methods.

poster
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a large printed picture, photograph or notice which you stick or pin to a wall or board, usually for decoration or to advertise something Each presenter is provided with a freestanding bulletin board, usually around 3.5 feet high by 3 feet wide, on which to display the poster.

deadline
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a time or day by which something must be done 8.20.2006 is the new deadline of paper submission.

on behalf of
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representing; instead of On behalf of the chairman, I cordially invite you to be a keynote speaker at the symposium.

look forward to
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await something eagerly I’m looking forward to receiving your confirmation letter as soon as possible.

to one’s regret
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One regrets this very much Much to our regret, Professor Ingram will not be able to attend this important meeting because of his full agenda.

Writing Task
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Read the linked invitation and write a reply to it, accepting or declining.


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