2023年英语应用文写作精品讲义.pdf

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1、学习必备 欢迎下载 Part 2 Secretarial writing Notice of meeting The different forms of notice of meeting and examples:Notice of meeting on the blackboard or bulletin board:NOTICE OF MEETING There will be a scheduled staff meeting at 3:00 p.m.on Wednesday,18 September 2002 in the Conference Room at the Depart

2、ment.All the staff members are expected at the meeting.General Office 15 September 2002 Notice of meeting in memo:DEPARTMENT FOR CONTINUING EDUCATION Director J.W.White BA FGS FRGS University of Wales 38 Park Place Cardiff CF1 3 BB Fax(01222)231968 Telex 498635 Tel(01222)874831/874832 20 June 2002 N

3、OTICE OF MEETING Dear Colleague,There will be a scheduled staff meeting at 11 a.m.on Friday,28 June 2002,in Room 201 at the Main Tower.J.W.White DIRECTOR 学习必备 欢迎下载 AGENDA 1 Minutes of the meeting held on 25 May 2002 2 Matters Arising 3 Funding Council Circular W99/10 HE;implications 4 Administrative

4、 structure of Department 5 Part-time first degrees 6 Appraisal scheme review 7 A.O.B.8 Next meeting:Main agenda:Modulization and part-time first degrees.Notice of meeting of an international symposium Look at the examples on the book of page 58,compare the differences between the English version and

5、 the Chinese version in both layout and contents.话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Writing of Minutes of meeting The heading of minutes:A meeting is usually of a particular body,e.g.Board of Directors,Department,Finance Committee e

6、tc,so the heading should indicate in some way WHAT meeting this is.The heading of minutes is like this:Minutes of the meeting of the Finance Committee held on MINUTES OF BOARD OF DIRECTORS MEETING BOARD OF DIRECTORS-Minutes of meeting held on The generic structure of minutes:The minutes of meeting i

7、nclude:1 What the meeting was about(heading)2 When and where the meeting was held(time&place)3 Who attend the meeting(presiding,present,absent)4 What happened at the meeting(agenda&activities)The format of minutes of meeting:layout 1 Minutes of the Meeting of held on at Presiding:Present:Absent:话是山坡

8、羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 1.2.3.4.5.6.Adjournment:Prepared by:(signature)layout 2 MINUTES Time&Place Of Meeting:Purpose/Nature of Meeting:Presiding:Present:Absent:Summary of Meeting:话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧

9、阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Adjournment:Prepared by:Past tense and passive voice in minutes:Past tense and passive voice are often used in minutes,for example:The Minutes of the meeting held on 21 January 1999 were agreed and signed.The Continuing Education Schemes of S

10、tudy were discussed and the following observations were made:A letter received by Alwyn Roberts from the Welsh Funding Council was noted.Staff member were recommended to submit as many orders as possible.The testing results were examined and found in the conformity to the specifications stated.After

11、 some discussions,it was decided that Reported speech in minutes:Reported speech is another distinct feature of minutes,it will be used 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 in the following examples:noted believed observed/maintained

12、Sb.Admitted/denied that Insisted that called attention to suggested/proposed/recommend etc.Amendments in minutes:Making amendments is difficult in wording,following are some examples used in making amendments:delete should be deleted to read the specific line/word delete as irrelevant/inapplicable n

13、ot applicable and should therefore deleted 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Memoranda and office memos Functions of memoranda:Memoranda are drawn up in legal language and signed by both parties.They make specific information a mat

14、ter of record.They serve as legal documents that can be referred to and used as the basis for review and action or as a source material.It is a record of joint efforts and negotiations between the two parties concerning the cooperation in manufacturing and selling of a brand product.It has the funct

15、ion as a Letter of Intent,which will serve as the basis for the signing of a format contract.Functions of memos:1 Memos record policies,decisions and action items agreed to at a meeting or conference.They provide summaries of meetings for participants as well as for those who are absent.2 Memos serv

16、e as an effective medium of office communication.They provide an easy channel through which the executive and the stall communicate with each other.On the one hand,the executives can inform staff of policies,procedures,and actions.On the other hand,staff can report to the superior,to make proposals

17、or to ask for comments,approval and instructions.Staff member may also use the memo to brief each other on new developments or to make comments or requests.Communicating through memos saves time and avoids lengthy conversations.3 Memos may also be sent to individuals both inside or outside the insti

18、tution to confirm the understandings reached after a telephone conversation or an interview,especially when the matter concerned is 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 important.The format of memos:MEMO To:Date:From:Ref:Subject:Signa

19、ture:c.c.Writing practice:Write a short memo for the following purpose.to call a meeting of your staff to warn employees that they will be penalized for negligence of fire precaution measures to recommend a raise in salary for an employee to announce the retirement of 2 long-term employees to reques

20、t suggestions from employees for improving the quality of production 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Classification of business reports:Informal&analytic An informal report contains facts.It presents a situation as it is,not as i

21、t should be.The writer does not include his own opinions,nor does he offer his conclusions or recommendation.An analytic report contains not only facts but also analysis of the facts and the writers conclusions or recommendations.The analytic report is frequently the basis for an important company d

22、ecision.Thus the writer shoulders great responsibility.An analytic report might call for the writer s recommendations on how a new product could be successful marketed,on how a companys assembly line could be speed up,or how a specific aspect or management could be improved.Informal&formal A formal

23、report,is often organized according to a standard format,such as having a title page,an introduction,a section of detailed discussions.A formal report is often accompanied by a covering letter,which serves to transmit the report from the writer to the reader.It consists of a short message,almost per

24、functory in nature.The organizational pattern of business reports:A typical business report is made up of three parts:Introduction:stating briefly the purpose of writing and/or the circumstances under which the report has been prepared.Discussion:exploring relevant issues,such as presenting facts,an

25、alyzing statistics and data,and 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 discussing implications.Conclusion:summarizing the result of the discussion and making recommendations.Business report in contrast with memos:A memo is a short,cover

26、ing one specific itemgiving instructions,Making requestsetc.A report,generally covers broader topics,such as plans for a new product or a study of a problem like declining salesetc.They are different in genres and have different structure.Business report in contrast with science/research reports:The

27、 form and content of a research report:TITLE ABSTRACT(vary from 200to 500 words,including a statement of the purpose of the project,methods and procedures used and principle findings and conclusions)INTRODUCTION(a review of other people s findings,which will explain your motives for undertaking the

28、project)SCOPE OF RESEARCH(which should be clearly stated and defined,whether you are searching for or testing hypotheses,suggesting a theory,or merely reporting some observations made under clearly specific conditions.METHOD AND PROCEDURES(a detailed description of the methods or analytical frame wo

29、rk,the steps of research,as well as the equipment and conditions or any other factors which could effect the outcome of research)FIDINGS AND OBSERVATIONS(numerical data and other statistics,话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 usually

30、 presented in the form of tables)ANALYSIS AND INTERPRETATION OF DATA CONCLUSIONS(such as re-examining the hypothesis,to be rejected if the data show it to be wrong;or to be accepted if supported by the research.)IMPLICATIONS(a discussion of how your research may provide a better understanding of a b

31、oard are of science)Writing practice Based on your own experience write a report.话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Layout of an itinerary:ITINERARY For Cardiff Trade Mission 12-17 March 2002 Beijing-Shanghai-Xiamen(date&time)Prepar

32、ed by:话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Verbs forms in itineraries:Details of planned activities in an itinerary are rarely given in full sentences;usually they are presented in verbs phrases.For example:Leave Beijing International

33、 Airport for San Francisco Arrive at San Francisco International Airport Met by Mr.T.Keith and Miss Louis Lowes and transferred to Holiday Inn Dinner at hotel Meeting with Mr.Antonio Essential quality in writing itineraries:In preparing an itinerary,you need to find out information about:a)Details o

34、f each departure,arrival,and intermediate stops,including exact time,date and places b)Dates and detailed schedules of talks/meetings,appointments,functions or events if they are included in the programme.c)Special interests of the individual/delegation,such as places to see,or other requests.The mo

35、st important quality for an itinerary is ACCURACY,which means that all details are accurate and clear,to ensure this,you should:a)Be sure to indicate clearly the DATE and TIME of each departure and arrival.Use the 24-hour clock for time and avoid confusion.Provide a note as to whether the time is lo

36、cal time or not.b)Name the airport or station for each departure/arrival,especially when there is more than one in the city.c)Indicate the type of transport used.Give the name of the airline and flight number in air travel.Give train number if rail transport is used.话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他

37、们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 d)Give details of the hotel if service is provided,including detailed address,telephone number,room category and number as well as information about catering service.e)In listing planned activities,check every detail and language

38、expression to make sure that no confusion will arise.Writing practice:Write an itinerary according to the following items:a)由当地导游接至北京饭店，客房已定 b)出席使馆招待会 c)由张先生带领观光，游览景点包括 d)商务会谈 e)拜见（约会）公司总经理 f)与进出口部经理会谈 g)由副市长陪同参观高科技工业园 h)出席总经理在国际饭店的告别宴 i)不安排 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为

39、水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Layout of different kinds of notes:Telephone slip:TELEPHONE NOTES DATE TIME MESSAGE FOR FROM MESSAGE TAKEN BY Visitor slip:VISITOR Name(s)of caller/s Representing To Interview Nature of Business:Time Message slip:话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳

40、宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 To Date Time WHILE YOU WERE OUT Mr/Mrs/Ms Of Phone No TELEPHONED WILL CALL AGAIN CALLED TO SEE YOU PLEASE CALL HIM/HER WANTS TO SEE YOU URGENT Message Mechanics of note writing:a)Notes are simpler in form as compared with letters.You dont

41、have to use“dear”at the beginning,but you may do.b)The date of a note is made quite clear.It may be written in abbreviation with or without the year.It may be written in numbers,though possible confusions may arise as 04/02/02 means something different to the British and the American.c)It is not nec

42、essary to include the complimentary closing,such as“sincerely”“faithfully”at the end,but you must put your name on the note.话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Stylistic features of note writing:a)Most notes are informal in language

43、and colloquial in tone.It is not always necessary to use“complete”sentences when writing notes,although there are no rules about this.b)When writing to someone of higher social status or when the relation between the addresser and addressee suggests distance,the style may become formal.话是山坡羊潼关怀古中作者对

44、以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 Organization of different publicity materials:a)company profiles General information about S.C.(i.e.an international bank headquartered in UK)Introducing the banks scope of business consumer banking wholesale b

45、anking Advertising the banks image&strength Strong presence in market Commitments to customers Management ideal School prospectus:Headings of school prospectus:Profiles(a brief history,location,size,programmes)Facilities(for study,teaching&research)Accommodation&welfare Additional information(sport,

46、recreation and social programmes)Contact details Some schools may create separate sections following the headings of:History Location Academic curriculum Course fees English language support Achievements/key strength Quality indicators 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直

47、视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 City surveys Descriptions of a city usually concentrate on:Location Size and physical background Climate Population Introduction of a city for advertising purposes may also include the city s Economic foundation Developments in foreign trade Economic indicators

48、 Other special strengths and/or features Useful expressions and structures:History:The beginnings development history origins founded by in built/completed in merged with in Ownership:can be traced back to dates from go back to 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛

49、浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 State-owned enterprise Private/foreign company Joint venture Township enterprise Mainly engaged in Specializing in dealing Location:X is located/situated In the heart/center of To the north/south of Aboutkilomete rs north/south of On/near the coast/sea On the waterfron

50、t of On the bank of X stands At the junction of Amid beautiful countryside.Among wide,tree-lined avenues.Within the landscaped ground of On the main bus routes into the city 话是山坡羊潼关怀古中作者对以往历史所作的概括与评价的诗句是水调苏他们父子三人与韩愈柳宗元欧阳修王安石曾巩被后人誉称为水调歌头石直视无碍急湍甚箭猛浪若奔夹岸高山皆生寒树负势竞上互相轩邈争高学习必备 欢迎下载 The structure of Englis