研究生英语写作篇Postgraduate Writing 1U1Letter Writing

EnglishWritingforGraduateStudents Prof WuXiupingxiuping wu 2011 12 Contents PartIPracticalWritingPartIIWritingResearchPaper PartIPracticalWriting Unit1LettersUnit2ApplicationLettersUnit3RecommendationLettersUnit4InvitationsandRepliesUnit5ResumesUnit6PersonalStatementUnit7MemosandReportsUnit8NotesandNoticesUnit9SummaryandMinutes PartIIResearchPaper Unit10AbstractUnit11IntroductionUnit12ExperimentalSectionUnit13ResultsandDiscussionUnit14Titles author s name s andaffiliation s andAckow ledgementandReference Unit1WritingLetters GeneralIntroductionEnvelopWritingTheFormatofanEnglishLetterTipsforLetterWritingSamplesPractice GeneralIntroduction importantmeansofcommunication twotypesofletters personallettersandbusinessletters Personalletters alsoknownasfriendlyletters addressingafamilymember arelativeorfriend acolleague etc Business businessmeanshereimportantmatterswehavetodiscussordealwith Businessletters allletterswhicharenot personal are business letters e g arecommendation ajob schoolapplication aninquiry ananswer aninvitation acomplaint etc GeneralPrinciplesforEffectiveletters knowwhyyouarewritingaletterunderstandyourreader sneedsandthenclearlywritewhatyouneedtosaybeclear human helpfulandasfriendlyasthetopicallowshaveaconversationaltoneandreadasifyouweretalkingtoyourreaderPutyourselfinthereader sshoesandwriteinafriendly sincereandhelpfultone Showyourinterestinthereader scircumstances Ifheorshehasmentionedsomethingpersonalintheletter refertoitinyourreply Thisbuildsabridgebetweenyouandthereader Readtheoriginallettercarefullyandseeifthereissomethingyoucanputinyourlettertoshowyourinterest GeneralPrinciplesforEffectiveletters Puttingyourreaderfirst Keepyourreadersinmindandusetherighttone appropriatelanguageandincludetherightamountofdetail Knowwhatreaderswant relevantinformation presentedinaclear easy to understandstyle thegistofyourmessageinonereading Sokeepyourreadersinmindandadaptyourstyleandcontenttomeettheirneeds Gettingaclearpictureofyourreadersbeforeyoustarttowritehelpstofocusyourwritingtogetyourmessageacross Questionsthathelpgetaclearpictureofyourreaders Whoaremyreaders Whatdotheyalreadyknowaboutthesubject Whatdotheyneedtoknow Willtheyunderstandtechnicalterms Whatinformationdotheywant WhatdoIwantthemtodo Whatinterestsormotivatesthem Whatprejudicesdotheyhave Whatworriesorreassuresthem Whatwillpersuadethemtomyview WhatotherargumentsdoIneedtopresent HowaretheylikelytoreacttowhatIsay Ifyouimagineyourselfinyourreader sposition you remorelikelytowriteagoodletter BriefSevenCsPrinciples clearconcisecorrectcourteousconversationalconvincingcomplete LayoutofanEnvelope Theaddressoftheaddressee LayoutofanEnvelope 1 ReturnAddress寄信人地址2 Recipient sAddress收信人地址 LayoutofanEnvelope Prof XiupingWu51WangliutangRoad ShenheDistrictShenyang Liaoning110016People sRepublicofChina LayoutofanEnvelope Nowyoutry Writeanenvelopwithyouastheaddresserandyourparentsastheaddressee Writeanenvelopwith Addresser YOUAddressee Dr HenryTaylorAddress P O Box112335Austin Texas78715 FormatStudyofLetters Usually6essentialparts 5 optional 6EssentialParts 1 theheading信头2 theinsideaddress内址3 thesalutation称呼4 thebody正文 信体5 thecomplimentaryclose结束语6 thesignature签名 FormatStudyofLetters Miscellaneous 5optionalparts 7 Theenclosure附件8 SubjectLine主题行9 AttentionLine特别注意行10 Postscript附言11 CarbonCopyNotation抄送 1 Theheading信头 fulladdressofthewriterandthedateoftheletter 写信人的地址和写信日期usuallywrittenortypedintheupperleft right handcornerofthefirstpage 左上角 齐头式 右上角 传统式 eitherblockedorindented顶格写 齐头式 或缩格写 传统式 mayormaynothaveendpunctuation theBritishmayputacommaaftereachlineintheheadingandendtheaddresswithaperiod buttheAmericansdonot每行可有 无标点 英中加逗号 末加句号 美则中间加逗号 行末不加Ifletterheadstationeryisused thedateisoftenenteredtwoorthreespacesbelowtheprintedmatter thoughitmaybewrittenflushrighteithermargin 日期 如用带单位信头的信纸 日期通常空2 3行写 靠左 齐头 现代式 或右页边 缩进式 传统式 写均可 1 Theheading信头 BritishMs JenniferStone 20FairviewDrive Eastbourne BN182BU England May1 2010 May1 2010 AmericanMs JenniferStone20FairviewDriveEastbourne BN182BUEngland 1 Theheading信头 Ifletterheadstationeryisused Thedateisoftencenteredtwoorthreespacesbelowtheprintedmatter thoughitmaybewrittenflushrighteithermargin ShenyangPharmaceuticalUniversityFeb 5 2009 Feb 5 2009 Feb 5 2009 2 3spaces Theheading信头AbouttheDate theyearinthedateThoughthedatemaybewritteninnumbersonly itisbestnottouseonlynumberstoavoidmisunderstandingandconfusionE G 10 1 93withtwointerpretationsOct 1 1993toAmericans butJan 10 1993totheBritishandmostEuropeansALoveStory PartIHeading 信头的位置 信纸的左 齐头式 右上角 缩进式 信头的内容 1 发信人的地址 2 发信的时间 写信头时需要注意的事项 1 发信人的名字可略 2 信头左 右边上下行要对齐 3 在市 州或省之间要用逗号隔开 2 TheInsideAddress信内地址 givesthenameandfulladdressoftheaddresseeoftenomittedinpersonalletterstwospacesbelowthedateortwospacesabovethesalutation Asintheheading theuseornon useofendpunctuationdependsonthepreferenceofthewriter Flushwiththeleftmargininbothindentedorblockstyles左齐 任何形式中均如此 Someofthebusinesslettersarespecialwithwindowenvelopes Thustheinsideaddressesneedtobeplacedproperly 2 TheInsideAddress信内地址 内址的位置 信纸的左上角 比左 右边所写日期的一行再低两行 内址的内容 1 收信人的姓名 2 收信人的地址 写内址时应注意的事项 1写内址时左上下行要对齐 2注意人名前对不同人的称呼的使用 3收信人的姓名与地址不要占同一行 注意 大部分私人信件不需要有信内地址 Sample Block ModernStyleVSIndented TraditionalStyle Room5 54Building3651WangliutangRoadShenheDistrictShenyang PRC110015Tel Fax 024 24824338May10 2010ImmigrationSectionCanadianEmbassy19DongzhimenwaiDajieChaoyangDistrictBeijing P R c DearSirorMadam Room5 54Building3651WangliutangRoadShenheDistrictShenyang PRC110015Tel Fax 024 24824338May10 2010ImmigrationSectionCanadianEmbassy19DongzhimenwaiDajieChaoyangDistrictBeijing P R c DearSirorMadam 3 TheSalutation Agreetingtotheaddressee对收信人的称呼Includes thetitle thefullnameandtheaddressoftheaddresseeWith Dear atthebeginninginmostcasesFlushwiththeleftmargin与左页边齐平Twospacesbelowtheinsideaddress信内地址下空两行TheBritishtendtouseacommaafterthesalutation英国人习惯在称呼后加逗号 TheAmericans acolon especiallyinthebusinessletter美国人习惯在称呼后加冒号 尤其是在商务信函中Thefirstnamemaybeusedinfriendlypersonalletters私人信函中可省略姓Butinthesalutationofabusinessletter thesurnameoftheaddresseeisused商务信函中必须加姓 3 TheSalutation inFormal BusinessLetters Thesurnamesareusu usedDearProfessorSmithDearMr SmithDearMs WashingtonNote useMs whenthemaritalstatusofawomanaddresseeisnotknownorwhenshepreferstheMs Inletterstoorganizations ortopersonswhosenamesyoudonotknow thefollowinggreetingsareused DearSirorMadamTowhomitmayconcernedDearcolleagueinPersonalLetters firstnamesareusedDearJohn MaryorDearMom Dad Uncle Sister Brother 3 TheSalutation 称呼的位置 内址下面空两行处 并与内址的左边上下对齐 称呼的内容 如果对方是男士可称 DearMr Gentleman Sir orDearSir 复数Sirs Gentlemen如果对方是女士可称 DearMadame 已婚女子 DearMiss 未婚女子 DearMs 不论结婚与否都可用 如果不知对方是男还是女可称 DearSirorMadame Towhomitmayconcern 3 TheSalutation 写称呼的注意事项 1在 Gentlemen 一词前不用 Dear 一词 2写称呼要用大写字母开头 3称呼内不能同时使用两个头衔 4 Thebody 1 flushwiththeleftmargin 齐头式 double spacedbetweenparagraphs 段落间空一 两行 2 beginwithanequalindentation 缩进式 single spacedwithintheparagraph 每段首缩进四个字母的空格 4 Thebody 3 theideastobepresentedshouldbede velopedclearlyandconcisely4 oneparagraphforoneideaonly5 Thetoneandwordingmayvaryaccordingtodifferentletters6 presentletterstendtobeconversational especiallyfortheAmericans 5 TheComplimentaryClose结束语 Forbusinessletters Thecloseofabusinessletterconsistsofthreeparts complimentaryclose signature andthetypedname Inthecomplimentaryclose onlythefirstwordiscapitalized Thecloseisfollowedbyacomma Theconventionalcomplimentaryclosesinbusinesslettersare Yourstruly Yourssincerely Sincerely Cordiallyyours or Yourscordially 5 TheComplimentaryClose结束语 Forpersonalletters varygreatly dependingontherelationshipbetweentheaddresserandtheaddresseeCommonlyusedclosings Affectionately Fondly Yourswithlove Withbestwishes Love Yours Asever Yourssincerely Yourstruly etc 5 TheComplimentaryClose结束语 Position Theclosingcanbeputeitherontheright handside 传统式 orleft handsideofthepage 齐头式 Someprefertohaveitinthemiddleone 行中间 ortwospacesbelowthelastlineoftheletter 新正文末行下空2行 5 TheComplimentaryClose结束语 结束语的位置 信的正文的右下方隔两行处 结束语的内容 Yourssincerely 你的忠诚的 Sincerelyyours或Sincerely 忠诚于你的 Yours 你的 Love Withlove 爱你的 BestWishes 祝好 FondRegards 亲切的问候 Affectionatelyyours 你的亲爱的 Your ever lovingson orsisterorcousin 永远 爱你的儿子 或姐 堂表兄弟姐妹 写结束语的注意事项 第一个词用大写字母开头 末尾用逗号 6 Thesignature Inabusinessletter thehandwrittensignatureisplacedbetweenthecomplimentarycloseandthetypednameofthewriter andthewriter sofficialcapacityisindicatedafterthetypedname Inapersonalletter youmaysignyourfullname yourfirstname orevenanicknameinaccordancewithyourrelationshipwiththeaddressee 6 Thesignature 签名的位置 在结束语的下面隔两行或三行 左边与结束语上下对齐 签名的内容 在事物信件中要写全名 同时也可在签名前写上自己的职称或头衔 私人信件中签名可以不写姓 注意的事项 签名要写的工整清楚 如果写信人为女子 并且她与收信人素不相识 她应在签名前 在括号内写明Miss或Mrs 以便对方回信时称呼 Miscellaneous其它7 Enclosure BeginwithEnclosure EnclorEnc placedflushontheleft handsideofthepaperoneortwospacesunderthesignature numberoftheenclosuresshouldbemarkedclearlyiftherearemorethantwo Forexample Enclosure ResumeEncl PersonalStatementEnc 6 SampleofEnclosure encl enclosureIfyouhaveanyotherfilestobeenclosedintheenvelop youmaywritealistunderEncl Sample Encl 1 1copyofmyID2 3ofmy2 inchstandardphotos Miscellaneous其它8 SubjectLine 主题行 usuallyunderlinedwithorwithout Re 2spacesbelowthesalutationflushwiththeleftmarginstatesclearlyandconciselythepurposeoftheletterForexample Re YourApplicationForTeachingPosition Miscellaneous其它9 AttentionLine 注意行 Ifaddressedtoacompany useanattentionlinebetweentheinsideaddressandthesalutationPurpose reachquicklytheproperdepartmentorpersonincharge Forexample ShenyangPharmaceuticalUniversityNo 103WenhuaRoad ShenheDistrictShenyang 110016 P R C AttentionofMr SHENYang Attn Mr SHENYang Miscellaneous其它10 Postscript 附言 Ifthereisadditionalinformationafterthesignature apostscriptmayfunctionwell GenerallyitappearsmainlyinpersonallettersbeginningwithP S flushwiththeleftmarginendwiththeinitialsofthewriter sname Forexample NextPage SampleforP SandInitials Sincerelyyours JohnSmithP S YoumaycallmeonTuesdayafternoonbetween3and4 Thenwecanenterintothedetails S W Miscellaneous其它11 CarbonCopyNotation 抄送 Ifintendedformorethanonereceiver C C orc c maybeaddedattheendoftheletterflushontheleft handsideofthepaperfollowedbythename s oftheaddressee s whoelsetheletterhasbeensentto Forexample C C c c ZHANGJiang PersonnelManagerofKunlunCo Ltd WUChun FurtherInformationIncludes Registered挂号Express快递PrintedMatter印刷品SamplePost样品邮寄WithCompliments敬上PhotoEnclosed内附照片Private私人信函Ifundelivered pleasereturnto 如无法投递 请返给 cc carboncopy抄送encl enclosure Model BlockedStyle IndentedStyle Samples1 9 P8 12Sample1 3Thank youlettersIndentedb p pSample4ReportofGoodNewsBlockedpSample5ReservationblockedBlockedbSample6AppointmentIndentedbSample7ComplaintBlockedbSample8ApologyBlockedbSample9AskingforinformationIndentedbNote b biz formalp personal informal Practice1 3 P12 13Assignment 1 SituationalWriting 22 Pleaseanswertheletter A Sample4 3 Pleasecorrectthemistakesinthefollowingletter TipsaboutBusinessletters followageneralformatMeetspecificrequirementsthatyoumustuse Forinstance acompanymighthaveaparticularwayofpresentingasalutationormayevenuseaspecifictypeofletterhead adoptaformatthatallowsreaderstograspinformationquickly informationshouldstandouttoreadersshowyourprofessionalisminabusinessletter 3 2 TipsaboutBusinessletters KeepingyourbusinessplantothepointPeoplereadtofindoutinformation Themorespecificinformationyougive thebetter Tohelpyoutokeeptothepointofyourletter drawupanoutlinetoplanyourletter Gettingtherighttonetoyourbusinessletter friendly sincere conversationalWritingpowerfulheadingsforyourbusinesslettersWritingastrongopeningtoyourbusinessletterWritingastrongclosetoyourbusinessletterAvoidingoverusedbusinessletterphrasesKeepitShortKeepitStrongKeepitSincere Keepingyourbusinessplantothepoint Thefirststep setdownyouraim Askyourself WhyamIwriting WhatdoIwanttoachieve Thecleareryouareinyourownmindaboutwhatyouwanttoachieve thebetteryourletter Thesequestionshelpyoufocusontheinformationthatsupportsyourcentralaim andtocutinformationthat sirrelevant Bydoingthis you llfindyoukeeptothesubjectandperhapswriteadocumentthatisathirdshorterthanyouwouldotherwisedraft Peoplereadtofindoutinformation saythingsworthknowinglearntopresentthemostrelevantinformationforyourreaders needs stopwhenhavingsaidwhatyouneedtosay bettergivespecificinformationyou cuttingoutthepadding 衬垫 填料 Itjustwastesreaders timeandcloudsyourmessage Stepsthathelpdrawupanoutlinetoplanyourletter Makealistofthetopicsyouwanttocoverbutdon tworryabouttheorder Undereachtopic listkeywords examples argumentsandfacts Revieweachtopicinyouroutlineforrelevancetoyouraimandaudience Cutoutanythingthat snotrelevanttoyouraimoraudience Sorttheinformationintothebestorderforyourreaders Makechangeswhennecessary Donotbelimitedbytheplan Waystobeconversational 1 UseContraction Here s it s we re 2 UsePersonalReferences 3 UseDirectQuestions 1 UseContractions Usecontractions it s doesn t I m you re we re they re isn t here s that sgiveapersonalandhumanfeeltoyourwriting Iftherearenocontractionsinyourwriting putsomein Youdon thavetousecontractionsateveryopportunity 2 UsePersonalReferences UsewordssuchasI we you your my andourinyourwriting Don tbeafraidtoidentifyyourself itmakeswritingmuchmorereadable Thisisausefultricktomakewritinglookandsoundmorelikeface to facetalk UsingI weandyoualsohelpsyoutoavoidusingpassiveverbs Itmakesyourstylemoredirectandclear E G Ouraddressrecordshavebeenamended VSWe vechangedyouraddressinourrecords Thecompanypolicyis VSOurpolicyis Usingactiveverbswithpersonalreferencesisaquickanddramaticwaytomakeyourwritingreadableandmoredirect 3 UseDirectQuestions DirectquestionsgivesyourwritingmuchmoreimpactandacommontechniqueinmarketingandadvertisingmaterialMarketingpeopleusethistechniquetoputinformationacrossclearlyandtogivetheirwritingimpactlivenupyourwriting asthoughyouchangethepitchinyourvoice Veryhelpfulingettingreactionfromyourreader 3 UseDirectQuestions Examples 1 Original Wewouldappreciateyouradvisinguswhetheryouwanttocontinuethisaccountortransferit 1 Redraft Doyouwanttocontinueyouraccountortransferit 2 Original Pleaseinformuswhetherpaymentagainstthesereceiptswillbeinorder 2 Redraft Canwepayagainstthesereceipts payagainstthesereceipts凭收据付款 Writingpowerfulheadingsforyourbusinessletters Headlinesandheadingshelpusfindourwayarounddecidewhattoreadsignalwhat scomingnexthighlightkeypoints Writingpowerfulheadingsforyourbusinessletters learntowritegoodheadingsandsubheadingstransformyourbusinessletterwritingandorganizetheinformationtohelpyourreader Comparetheseheadings Writingpowerfulheadingsforyourbusinessletters Writingpowerfulheadingsforyourbusinessletters Don tsticktoorigidlytothesubjectmatter Useastrongverbandspecificwords Becauseeachheadinghasastrongverb wecalltheseactionheadings OrusedirectquestionsasheadingssincetheyhaveanaddedimpactForexample WhyHaveanAnnualReview年度报告 WhyInvestYourLumpSum一次付款 AreYouPayingTooMuchTax Writingastrongopeningtoyourbusinessletter Startingwithareferencetotheincomingletterisweakandwastesyourreader stime answerthemostimportantquestionorgivethemostrelevantinformationinyourfirstsentence Makeyourfirstparagraphdosomethingotherthanjustreferringtoknowninformation soplungestraightintoyourmessageanddon twasteyourreader stime Forexample youcouldansweraquestionaskaquestionexplainanactiontakenexpresspleasureorregretgiveinformation Writingastrongopeningtoyourbusinessletter Bedirectanduseyourwordspositivelysoyourreaderhasagoodimpressionfromthebeginningofyourletter Decidewhatisthemostimportantinformation andputitintheyourfirstparagraph Don tbeafraidtostartyourletterstrongly Writingastrongclosetoyourbusinessletter Examplesofgoodclosingsentencesforbusinessletters Iwouldagainapologizeforthede