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Unit 4. In-house Correspondence Lesson 15 E-mails. Section 2 Sample Study. Section 1 Getting Started. Section 3 Composing Your Message. Section 4 Writing Your Message. Section 5 E-mail Practice. Section 6 Supplementary Materials. 返回. Contents. SEC 2. SEC 3. SEC 4. SEC 5.

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Unit 4


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    1. Unit 4 In-house Correspondence Lesson 15 E-mails

    2. Section 2 Sample Study • Section 1 Getting Started • Section 3 Composing Your Message • Section 4 Writing Your Message • Section 5 E-mail Practice • Section 6 Supplementary Materials 返回 Contents

    3. SEC 2 SEC 3 SEC 4 SEC 5 SEC 1 SEC 6 返回 Section 1 Getting Started 1 Read the following story and answer the question. A jobless man applied for the position of “office boy” at Microsoft. The HR manager interviewed him and then watched him cleaning the floor as a test. “You are employed.” he said. “Give me your e-mail address and I’ll send you the application to fill in, as well as the date when you may start.” The man replied, “But I don’t have a computer or an e-mail.” “I’m sorry,” said the HR manager, “If you don’t have an e-mail, that means you do not exist. And the one who doesn’t exist cannot have the job.” Question: Do you agree with the HR manager? Why or why not?

    4. SEC 2 SEC 3 SEC 4 SEC 5 SEC 1 SEC 6 返回 Section 1 Getting Started 2 Work in groups and try to figure out the meaning of the letters or signs. _________________________________ 普通的笑脸,表示开玩笑或者微笑 __________________________ 悲伤或生气 __________________________ 瞪着充满疑惑的眼睛,茫然 __________________________ 大声哭,用力哭 __________________________ I Don’t Know __________________________ Forever __________________________ All My Best Wishes __________________________ As Soon As Possible __________________________ In Other Words __________________________ No Problem

    5. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 1 (1) To: “Andrews” andrews@yahoo.com From: “Peter W.” menermandn@hotmail.com Date: Tue, 18 Jan. 2004 16:53:31 <GMT> Subject: Greetings Cc: Bcc: Hi, I’m the fellow who talked to you about a possible position in your company. 嗨,我是曾跟你谈论关于在贵公司谋求一职位的人. I’m not sure if what I have to offer meets your current needs, but please take a look at the attached résumé and see for yourself. 我不确定所提供的材料是否符合您目前的需求,烦请您亲自看一下附件中我的简历。

    6. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 1 (2) , I do spread sheet and have good skills at creating applications for computer use. I will be out of town for one or two days, so if you wish to reach me, write to me at my e-mail address as I check my e-mail a few times a day. Best regards, Peter W. Mener Basically 基本上,主要地 Translate

    7. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 1 Translate 收件人:“Andrews” andrews@yahoo.com 发件人:“Peter W.” menermandn@hotmail.com 日期:2004年1月18日(星期二) 16:53:31 <GMT> 主题:问候 抄送: 密送: 嗨,我是曾跟你谈论关于在贵公司谋求一职位的人。我不确定所提供的材料是否符合您目前的需求,烦请您亲自看一下附件中我的简历。主要来讲,我在做总分析表和创建计算机用应用方面有良好的技能。我最近一两天将到外市去,如想与我联系,请直接给我发电子邮件,我一天会查看几次邮件。 祝好! 彼得·W·麦纳

    8. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 2 (1) To: davidgreen@abc.com From: Johnliu@sohu.com Date: June 12, 2007 Subject: Letter of Application Mr. Green: I have seen your advertisement in China Daily today and I would like to apply for the post of sales manager.

    9. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 2 (2) As you can see from my enclosed curriculum vitae, I am very interested in this field and hope to develop my career in your company. I would be grateful if you could interview me at your convenience. I look forward to meeting you. Yours sincerely, John Liu Enc. CV I have been working as a sales assistant for a large international company for more than ten years. 我在一家大型国际公司担任销售助理十几年。 Translate

    10. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 2 Sample Study Sample 2 Translate 收件人:davidgreen@abc.com 发件人:johnliu@sohu.com 日期:2007年6月12日 主题:申请信 格林先生: 我今天在《中国日报》上看到贵公司刊登的广告,想应聘销售经理一职。 如您从我随信所附履历看到的,我在一家大型国际公司担任销售助理十几年。 我对这个领域非常感兴趣并且希望能到贵公司发展。 如能您方便之时给予面谈,将不胜感激。 盼望早日见到您 约翰·刘 附件:简历

    11. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 3 Composing your Messages Template To: ________________________________ From: ______________________________ Date: ______________________________ Subject: ____________________________ Cc: ________________________________ Bcc: _______________________________ (E-mail message) _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ (Signature) __________________________

    12. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 3 Composing your Messages Practice 1 (1) Complete the following chart according to the information given in the samples. ___________________ Letter of Application _______________________ Peter W. Mener ___________________ John Liu _______________________ menermandn@hotmail.com ___________________ johnliu@sohu.com _______________________ _______________________ Andrew (To “Andrews” andrews@yahoo.com) ___________________ davidgreen@abc.com

    13. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 3 Composing your Messages Practice 1 (2) _____________________ _____________________ Tue, 18 Jan. 2004 16:53:31 <GMT> ___________________ ___________________ I look forward to meeting you. _____________________ Best regards ___________________ Yours sincerely _____________________ No attachment ___________________ CV

    14. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 3 Composing your Messages Practice 2 (1) The following e-mail is the second e-mail by John Liu, the same person that wrote the e-mail in Sample 2. Compare them and answer the questions. To: davidgreen@abc.com From: Johnliu@sohu.com Date: June 19, 2002 Subject: Greetings Cc: Bcc: Hi, I’m the fellow who wrote to you applying for the post of sales manager in your company. I was told the interview would be given sometime next week. Unfortunately, I happen to be out of town for one or two days, so if you wish to reach me, write to me at my e-mail address as I check my e-mail a few times a day. Best regards, John Liu

    15. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 3 Composing your Messages Practice 2 (2) Questions: 1. In the two e-mails, the subject lines are different. What does the change imply? ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ In Sample 2, the purpose is to apply for the job, so the subject line is “Letter of Application”, while in the email above, the purpose is to inform the recipient how he can be reached. The sender tries to sound more familiar like friends by using “Greetings” as the subject line. 2. In the second e-mail, message begins with “Hi” instead of giving the salutation “Mr. Green” first. What can you learn from this change? ____________________________________________________________ ____________________________________________________________ Using “Hi” to begin the e-mail, John Liu tries to be conversational, and informal to draw close the relationship, like friends.

    16. SEC 2 SEC 5 SEC 3 SEC 4 SEC 1 SEC 6 返回 Section 3 Composing your Messages Practice 2 (3) 3. Could John Liu use complimentary close “Sincerely yours” in the second e-mail? Why? ____________________________________________________________ ____________________________________________________________ No. It would be inconsistent with the above in style, for “Sincerely yours” sounds formal. 4. What else can you find in the second e-mail that indicates it is informal but friendly? “Best regards”. ____________________________________________________________ 5. In both of the e-mails, there is hardly any grammar or spelling error. Why? In what situation such errors are bearable? John Liu is applying for a job. He must try to avoid errors to give an impression he was well educated so that he might be given the job. Grammar and spelling errors are bearable among friends or on other informal occasions. ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

    17. SEC 2 SEC 5 SEC 6 SEC 3 SEC 4 SEC 1 返回 Section 4 Writing Your Message Practice 3 (1) Rewrite the following sentences with the active voice of the verbs. The subjects have been given. 1. One large room and three smaller break-out rooms will be needed. (we) We will need one large room and three smaller break-out rooms. ____________________________________________________________ 2. A list of questions in the report have been given to me. (they) ____________________________________________________________ They have given me a list of questions in the report. 3. In our telephone conversation this morning, plans to conduct our training seminar at your conference center were discussed. (we) In our telephone conversation this morning, we discussed plans to conduct our training seminar at your conference center. ____________________________________________________________ ____________________________________________________________

    18. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 3 (2) 4. The announcement about Kay Jens’s promotion needs to be sent out. (we) We need to send out the announcement about Kay Jens’s promotion.. ____________________________________________________________ 5. The annual meeting is being held and I would like to get information about your facilities. (we) ____________________________________________________________ ____________________________________________________________ We are holding the annual meeting and I would like to get information about your facilities. 6. The latest version of our products has not been put into the systems. (the clerk) ____________________________________________________________ The clerk has not put the latest versions of our products into the systems. 7. A buffet lunch will be provided. (we) ____________________________________________________________ We will provide a buffet lunch.

    19. SEC 2 SEC 5 SEC 3 SEC 4 SEC 1 SEC 6 返回 Section 4 Writing Your Message Practice 3 (3) 8. As always, quality goods, competitive prices and professional service are offered to you. (we) As always, we offer you quality goods, competitive prices and professional service. ____________________________________________________________ ____________________________________________________________ 9. Our dedicated staff will be given an additional weekend off per month. (the new policy) ____________________________________________________________ ____________________________________________________________ The new policy will give our dedicated staff an additional weekend off per month. 10. Your year-end report has not been received. (the manager) ___________________________________________________________ The manager has not received your year-end report.

    20. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 4 Message A Read the following two messages and rewrite them a bit more formally. … Regarding your order No. J891, we got it this morning, but you have not filled in the sections on size and color. What are your exact requirements? These products are hot, and we have to advise you that the medium size is temporarily out of stock. However, we will have more supplies in the near future. I will e-mail you when they arrive. … Answer ... With reference to your order No. J891, we received it this morning, but you have not filled in the sections on size and color. Please let us know your exact requirements. These products are selling very well at the moment, and we regret to advise you that the medium size is temporarily out of stock. However, we are expecting more supplies in the near future. I will e-mail you when they arrive. ...

    21. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 4 Message B … Possibly not able to attend the meeting on Friday. :-(As I will miss the meeting, I want to know if you could send me a copy of the minutes. I will write to Anita as well, to tell her that I will not be there. Once again, sorry for this, and I can assure you that I will be at the next meeting. … Answer ... I am afraid I will not be able to attend the meeting on Friday. As I will miss the meeting, I was wondering if you could send me a copy of the minutes. I will write to Anita as well, to inform her that I will not be present. Once again, please accept my apologies for this, and I can assure you that I will be at the next meeting. ...

    22. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 5 (1) Read the following e-mail message and then answer the questions below. David, I’d like you to look into the health and safety issues relating to smoking in the company’s office, specifically: 1. What are the current regulations regarding smoking in the workplace? 2. What are other companies like ours doing regarding smoking? 3. Can we introduce a ban on smoking in this company? 4. If we can, what procedure do we need to follow? Could you please get back to me before next week’s Senior Management meeting on Monday, July 23, 2007? Cheers! Sally

    23. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 5 (2) Questions 1. Do you think Sally is senior, junior or approximately equal to David? Why? Sally is senior to David. The following words show that Sally is senior to David: ·“David” ( A junior or equal would use “Dear David” instead.) ·“I’d like you to...” (This is not a request, it is a polite order. A junior or equal would have to use a more polite request, such as “I would be grateful if...” or “Would you mind...?”) ·“Could you please get back to me...” is another polite order. It means the deadline is only 7 days away. ·Sally will be attending the Senior Management meeting, so she is probably a senior manager. ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

    24. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 5 (3) 2. Although it is not necessary for names to be included in an e-mail (since they are written at the top), Sally has done this. Why? Sally includes her name in the e-mail because: ·Names in e-mail address can be hard to understand. ·The formality of names in e-mail address is fixed, but if she uses names in the e-mail message she can select the name she think is correct for this situation. ·Leaving out the name would make the message too impersonal, which would not be good for Sally and David’s inter-personal relationship. ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ________________________________________________________________________________________________________________________ ____________________________________________________________ ____________________________________________________________

    25. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 4 Writing Your Message Practice 5 (4) 3. Why has Sally used numbered points in this e-mail? Sally has used numbered points in the e-mail to: ·make the organization of the e-mail clearer ·give David an organizational structure for his report ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ 3. Why has Sally used numbered points in this e-mail? Other informal language includes: ·“look into” (This is informal because it is a phrasal verb.) ·“Cheers” ( an informal version of “Thank you.”) ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

    26. SEC 5 SEC 2 SEC 6 SEC 3 SEC 4 SEC 1 返回 Section 5 E-mail Practice Practice 6 Read the following message and correct 10 errors in it. It was very to speak with you today about the assistant account executive position at the Smith . The job an excellent match for my skills and . The creative approach to account management that you described my desire to work with you. enthusiasm, I will bring to the position strong writing skills, assertiveness, and to encourage others to work with the department. I appreciate the time you took to me. I am very interested in working for you and look forward to from you regarding this position. enjoy enjoyable Agency Agency seems be interesting seems to be interests confirm confirmed I not only have In addition to my able the ability cooperatively cooperation interviewing interview hear hearing

    27. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 5 E-mail Practice Practice 7 (1) Fill in the missing words. Dear Julie, Thank you (1) sending me the report so quickly. I have read through it carefully, and (2) I pass it on to the regional office, I just need you to clarify certain things (3) are not clear enough in the report yet. Could you (4) me know exactly what your growth estimates for the next year are? I need some figures here. Also, I was (5) if you could explain in more detail the stages of the project and (6) these stages are to be implemented. Would it also be possible (7) you to tell me who in your view is suitable to lead the project? ___________ for ___________ before ___________ that ___________ let ____________ wondering ___________ how ___________ for

    28. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 5 E-mail Practice Practice 7 (2) I would like the whole team at the regional office to see this, (8) could you please make 15 copies? And would it also be possible for you to have the report translated (9) Chinese, Japanese and Spanish? I’ll need the copies and the translations (10) the end of this week. Many thanks for your hard work. Tim __________ so __________ into ___________ by

    29. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 5 E-mail Practice Practice 8 (1) Use the note and diary below to write a short e-mail to all staff in the Marketing Department. Pierre, Can you organize a meeting with all marketing staff, and e-mail everyone to tell them the following details? ●Date—May 14 (Tuesday) ●Time—look at my diary for the best time—we’ll need 2 hours ●Subject—to discuss our new brochure ●Venue—conference room Thanks! See you when I get back from Amsterdam. Hank

    30. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 5 E-mail Practice Practice 8 (2) May 14 09:00 Meeting with Jacques until 11:00 10:00 11:00 12:00 Lunch with Nicole—until 14:00 14:00 16:00 Taxi to airport 18:00 Flight KL1058 Amsterdam

    31. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 6 Supplementary Materials Useful Expressions (1) 常用缩略语 AAMOF as a matter of fact 事实上 AFAIK as far as I know 就我所知 AFK away from keyboard 离键 ASAP as soon as possible 尽快 BBL be back later 稍后 BTW by the way 顺便说 CUL see you later 再见 F2F/FTF face to face 面对面 FAQ frequently asked questions 常问问题

    32. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 6 Supplementary Materials Useful Expressions (2) FWIW for what it’s worth 值得 FYI for your information 您需要的信息 HHOK Ha ha, only kidding 哈哈,不过是个玩笑 HHOJ Ha ha, only joking 哈哈,只不过开个玩笑 IAC in any case 无论何时/何事 IDGI I don’t get it 我未得到 IMHO in my humble opinion 以我之愚见 IMO in my opinion 依我之见 IOW in other words 换言之 IRL in real life 实际生活中

    33. SEC 3 SEC 4 SEC 1 SEC 6 SEC 5 SEC 2 返回 Section 6 Supplementary Materials Useful Expressions (3) LOL laugh out loud 放声大笑 NC no comment 不做评价 OIC Oh, I see 哦,我明白了 OTOH on the other hand 另一方面讲 TFS thanks for sharing 多谢与我分享 THX thanks 谢谢 TIA thanks in advance 先谢谢您

    34. 返回 Thank You !