Table Of ContentФЕДЕРАЛЬНО Е АГЕНТСТВО ОБРАЗОВАНИ Я
ВОРОНЕЖСКИ Й ГОСУДАРСТВЕННЫ Й УН ИВЕРСИТЕ Т
АНГЛИЙСКИ Й ЯЗЫ К
УЧЕБНО Е ПОСОБИ Е ПО СПЕЦИАЛЬНОСТИ 020101(011000) ХИМИ Я
(ГС Э . Ф . 01.1) английски яйзык
Technical Correspondence
ВОРОН Е Ж
2005
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Утвержден онаучно-методически мсовет офмакультет аРГ Ф
кафедры английско ягозыка от 31.03.2005г., протокол № 3.
Составите:л Тиимофеева Т.В., Поталуй Л . В.
Учебное пособие подготовле но на кафедре
английско го языка факультета романо-германско й
филологи иВоронежского государственн оугноиверсит.е та
Рекомендуетс ядля студенто вдневно гоотделен итяретье го
курса химического факультета п о специальност 0и20101
(011000).
Пособие состои тиз 2- ух гла,в 1- ая посвящена
оформлению электронн ыпхисем в полуофициальном
стил,е 2- ая содержит пять раздело:в техническ ое
сотрудничест, во поездка за границ,у приглашени е
иностранны хспециалист,о встажировк а за границей и
запрос информации.
В данном пособии в качеств еисходных материало в
используетс япереписка специалист-охвимиков, к ним
разработана серия упражнений на развит иеумения
письменной речи, сопутствующих умения чтени я и
лексическ ниахвыко.в
Цель пособия – знакомств оспециалист-охвимиков с
современны мсиредствам иком муникации, для получения
доступ а к сходным организация мза рубежом , в частност,и с
особенностя мниаписания электронн пыихсем.
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A Layout
Here are some tips on writing effective e-mail.
1. Format: Do use the format provided by the software properly. Include the e-mail
you are sending to on the proper column.
• To is for the individuals the letter is directed to,
• cc for those you want to have a copy and
• bcc to those you want to have a copy but don't want people to know they are in
the list.
And do fill in the subject line.
2. Begin the e-mail with the salutation.
• Always use the name of the individual if you know it.
Dear Amy: (personal friend or close associate)
Dear Mr./ Mrs. /Miss/ Ms./ Dr./ Sir Rider:
1Note: In the US Mr. and Mrs. include a full stop/period e.g. Mr. Winch
Use Ms. If you don’t know the marital status or the preference
2 Note: British people sometimes use a comma after the name: e.g. Dear Janet,
Americans use a comma or a colon (:) e.g. Dear Janet:
• If you don’t know the name of the individual, address it to the individual ’s title
in the company and then use dear Sir or Madam: Here is an example:
Head of Human Resource
ABC Company
123 Sesame Street
Dear Sir or Madam:
But please only use this if you really cannot find out the name of the person. Most
companies will tell you who the person is. All it takes is a phone call.
• If you are addressing to an organization and not an individual, then use the
following:
Ladies and Gentlemen: (AmE)
Dear Sir/Madam (BrE)
3. Contents: Keep it brief.
4. Links: If you are referring to a web site, do provide a link.
5. Don't use ALL CAPS: In the real world, all caps mean that you are stressing a
point. However when online, all caps means that you are YELLING! Bold the word
or put asterisks around it to stress the word.
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6. Don't get too informal: The tendency when it comes to e-mail is to write less
formally, just remember, you are still writing a semi-formal letter only via e-mail.
7. Don't use emoticons and acronyms: There are two reasons for this, first, while
many net-savvy users are familiar with it, there are still a lot of people who don't
understand what the symbols mean. Secondly, emoticons and acronyms are just too
informal. Imagine a letter that reads like this:
WTG Imagine my =:O when I heard your good news. IMHO you earned the
promotion. ;-)
8. Use a closing phrase:
e.g. Please don't hesitate to contact me if you need any more information;
I hope this information will be helpful;
Looking forward to hearing from you.
9. Complimentary close comes next:
e.g. Thanks (more informal)
Best regards(AmE)
Regards (AmE)
Best wishes (BrE)
11. Do use a title (Mr., Miss., Ms.,) to indicate your preference and your gender and
give your First and Last Name and your position if necessary and your e-mail
account to finish your e-mail:
e.g.
Janet
Ms. Janet Smith
Motivation Manager
Dept JFDI
[email protected]
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B 1. Technical Cooperation
Correspondence involving technical cooperation typically includes
exchanging information, seeking technology licensors, paving the way
for technology transfers, proposing how to proceed with technical
cooperation, requesting participation in/or accreditation by an
international body, and reporting the current status of related activities.
• Letter patterns
1. Study the letter patterns below.
Common patterns in correspondence related to technical cooperation include the
following:
a. Stating the organization's intention of seeking cooperation . Simply stating the
organization's desire to form a cooperative relationship with another organization
helps avoid future confusion.
b. Giving background information about the organization (e.g., mission, major
activities, and achievements). Providing background information about the
organization allows the other party to know whether both parties' interests and
expertise are compatible.
c. Providing suggestions on how to initiate cooperation .
d. Describing the achievements and reputation of an organization . Sincerely
acknowledging or commending the other party's success in a particular technology
expresses the organization's intention to contribute toward as well as learn from the
collaborative relationship.
e. Describing the reason(s) for technical cooperation . More than merely attempting
to describe the organization's intentions, the writer should outline specific plans or
describe what has been achieved so far.
2. Look again through the points above and match them with the extracts below.
I'd like to propose a technological information exchange between our two
organizations regarding environmental pollution prevention-waste minimization.
We recognize that the continued success of our work depends on our sharing and
exchanging experience with similar organizations.
One of our missions is to aid the local industrial sector by upgrading technology
levels. One of our strategies is to license technology from abroad.
We are seeking potential licensors of the Autoclaved Lightweight Concrete (ALC)
product technology on behalf of local manufacturers in Taiwan, ROC.
Our organization, Mechanical Industry Research Laboratories (MIRL), is a subsidiary
of the Industrial Technology Research Institute (ITRI) established by the government
of the Republic of China (ROC).
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ABC's Biotechnology Group has developed some interesting products that
we would like to understand in more detail before reaching the licensing stage.
I suggest that ABC Corporation send a technical expert to UCL before the end of July
and give a presentation, regarding the product development of this technology, to our
scientists and technical staff.
3. Read the following extracts and decide their function.
We are anxious to develop long-lasting cooperative relationships with manufacturers
such as yours.
Stat-Rite 2300 is an excellent anti-static polymer that blends well with other
thermoplastics and can be used in ESD applications. We believe that this permanent
anti-static plastic has a strong market potential, especially in light of the emerging
electronics industry in Taiwan.
If you are interested in licensing this technology, please send the above mentioned
information to the above address for evaluation.
The experimental results generated so far in this project have already been most
helpful in Taiwan's environmental protection work.
I am looking forward to hearing your ideas or suggestions regarding this information
exchange opportunity. I would also like to arrange for a ten-day technical visit to
your organization this upcoming May as the initial step of our cooperation.
Further discussion, or a possible visit by members of ITRI to your production facility,
would seem to be the appropriate next step.
Please let me know if there are any areas of common interest you would like to
discuss.
Your corporation has a long tradition of providing outstanding engineering TP (e.g.,
Noryl) that has various properties and excellent quality.
ABC Corporation is recognized as the global leader in developing, producing, and
marketing transdermal drug delivery system.
4. Look through the first sample letter and
a) Identify its composition parts:
Previous contact. Product technology and its' market potential. Invitation to Taiwan.
b) Identify its subject.
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Dear Mr. Smith
Thanks for providing me with such a valuable opportunity to exchange market
information regarding permanent anti-static polymers (e.g., Stat-Rite 2300) during my
brief stay in the United States.
Stat-Rite 2300 is an excellent anti-static polymer that blends with other thermoplastics
can be used in ESD applications in the electronics industry.
We believe that this permanent anti-static plastic has strong market potential,
especially in light of the emerging electronics industry. In Taiwan, as a matter of fact,
we are placing a strong emphasis on the assessment of anti-static agents/plastics.
If you need any further information regarding this topic, please contact me.
P.S. If you are planning a trip to the Far East in the near future, I hope that you will
visit us at UCL and see some of the sights that Taiwan has to offer.
Best regards
John
John Davids
Researcher Assistant
Union Chemical Laboratories
Box 32
Moscow
email: [email protected]
5. Look through the second sample letter and
a) Find and correct the mistakes in the layout
b) Correct the order in the letter pattern.
c) Identify the subject of this letter and its style.
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Union Chemical Laboratories Researcher Assistant
John Davids email: [email protected]
Box 32 Moscow Dear Ms. Smith:
Attached. Please find a document that may give further insight into WEIC.
WEIC is a non-governmental, non-profit organization. Our goal is to assist industries
in the recycling and reuse, before disposal, of their waste materials.
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Since our goals closely match that of your organization, we would like to develop a
partner relationship with you, for information exchange and for possible future
collaboration.
I am a researcher at the Waste Exchange Information Center (WEIC) of Union
Chemical Laboratories, of the Industrial Technology Research Institute, Taiwan,
R.O.C. We have received your publication "Waste Watcher" on a regular basis for
quite some time and have found it to provide valuable information.
Would you please send me introductory information as well as any other relevant
publications which describe your strategies, methodologies, achievements and future
objectives?"
John
Sincerely
6. Compare the two sample letters. What do they have in common and how do
they differ?
-layout -subject
-style -composition parts
• Language work
1. Think of Russian equivalents to the following words and expressions ( pay
attention to the context of their usage in the sample letters )
application our goals closely match
to give further insight into further information
reuse, disposal permanent anti-static polymers
to assist industries achievements and future objectives a
relevant publications non-governmental, non-profit
introductory information organization
future collaboration
to provide with such a valuable opportunity/information
2. Fill in the table according to the function of the words and expressions below:
Linking devices Letter organizers Specific terms Cliches
especially attached to blend to develop a
partner
relationship
to blend; recycling; to have strong market potential; regarding; to place a strong
emphasis on; especially; on a regular basis; to develop a partner relationship;
as a matter of fact; please contact me; best regards; dear Mr. Smith;
attached; waste materials; we would like to; sincerely; would you please
send me.
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• Writing
Imagine you are a researcher at Russian's Waste Exchange Information Center. You
need to join the British Research Institute working group and to establish open
information exchange of your related experiences. This organization is considered the
leader in the sphere. Dr. Ivanov recommended you to get in touch with Professor
Brown.
Write a letter to Mr. Brown asking to send a flyer and a membership application
in order to participate in a joint project and giving background information
about your organization. Write about 120 words.
Your organization's missions, major activities, and achievements
- RWEIC - non-governmental, non-profit organization, a subsidiary of Union
Chemical Laboratories;
- currently involved in a long-term project - the "Industrial Waste Minimization
Information Service ” goal -to provide relevant information on the practice of
industrial waste minimization;
- free of charge service to the public;
- major work- the publication of a waste minimization bimonthly magazine, the
facilitation of waste exchange, and the transfer and dissemination of commercialized
waste minimization technologies;
- project experimental results proved helpful in Russians environmental protection
efforts.
• Writing procedure
1. Read the instructions carefully and highlight the key points:
• the purpose of the letter • the style (formal /semi-formal /
• the results you want to achieve informal)
2. Consider whether the letter should include the following points and put the
ones you’ve chosen in the order of appearance in your letter.
• giving background information • inquiry of the forms to fill in
about your organization • inquiry of the information about
• commending the achievements the organization
and reputation of an organization • previous contact
• introduction of yourself and your • reference to mutual
interests acquaintances
• describing the reason for
technical cooperation
3. Organize the remaining points in three paragraphs.
4. Write the letter keeping in mind its format (consult pp. 3-4).
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B 2. Technical Visits Abroad
Correspondence involving technical visits overseas typically includes proposals for
technical visits, topics of discussion, confirmation reminders, changing
dates or itineraries, hotel accommodations and transportation, expressing
appreciation for hospitality during stay, accepting invitations, and
declining invitations.
• Letter patterns
1. Study the letter patterns below.
Common patterns in correspondence related to technical visits overseas include the
following:
a. Proposing the visit and outlining preliminary details . A technical visit should
be viewed as a way of satisfying an organization's need (e.g., information exchange,
short training courses, or general understanding of their operations). Details such as
time and discussion topics should also be included.
b. Explaining the purpose of the visit. A direct statement of what the writer expects
during the technical visit may prevent confusion about what the other party is able or
willing to provide.
c. Describing the organization's achievements . Complementing another
organization on its achievements is not only good public relations. It also gives the
organization a clearer idea of what your expectations will be when and if you pay a
visit to their facilities.
d. Emphasizing the cooperative nature of the visit. The technical visit should be
described in terms of a specific perspective. It is not only your organization that
stands to benefit. A technical visit can also clarify the common interests and
capabilities of both organizations. This may pave the way for future collaborative
activities.
2. Look again through the points above and match them with the extracts below.
I also suggest that we extend the visit through March 24.
We need to enhance our knowledge of carbon black in terms of the chemistry,
characterization, and processing application (e.g., ESD protection, wire and cable,
coating and UV protection). Such knowledge would also benefit our customers, many
of whom are manufacturers.
It would be much appreciated if you could arrange for me to observe your production
line during my stay at ABC on March 19, 1993.
Professor Liu from the Virginia Institute of Technology recommended that we visit
your renowned institute and find time to discuss our needs with you, as well as to
learn of your own related experiences.
