Part 2 Secretarial writingNotice of meetingThe different forms of notice of meeting and examples: Notice of meeting on the blackboard or bulletin board:Notice of meeting in memo:Notice of meeting of an international symposiumLook at the examples on the book of page 58, compare the differences between the English version and the Chinese version in both layout and contents.Writing of Minutes of meetingThe heading of minutes:A meeting is usually of a particular body, e.g. Board of Directors, Department, Finance Committee etc, 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 MEETINGBOARD OF DIRECTORS--Minutes of meeting held on…The generic structure of minutes:The minutes of meeting include: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][layout 2]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 andsigned.◆ The Continuing Education Schemes of Study were discussed and thefollowing observations were made:◆ A letter received by Alwyn Roberts from the Welsh Funding Councilwas noted.◆ Staff member were recommended to submit as many orders as possible.◆ The testing results were examined and found in the conformity tothe specifications stated.◆ After some discussions, it was decided that…Reported speech in minutes:Reported speech is another distinct feature of minutes, it will be usedin the following examples:notedbelievedobserved/ maintainedSb. 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:deleteshould be deleted to read……the specific line/word delete as irrelevant/inapplicablenot applicable and should therefore deletedMemoranda and office memosFunctions of memoranda:Memoranda are drawn up in legal language and signed by both parties. They make specific information a matter 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 function 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 serve 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 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 institution to confirm the understandings reached after a telephone conversation or an interview, especially when the matter concerned isimportant.The format of memos:Writing practice:Write a short memo for the following purpose.to call a meeting of your staffto warn employees that they will be penalized for negligence of fire precaution measuresto recommend a raise in salary for an employeeto announce the retirement of 2 long-term employeesto request suggestions from employees for improving the quality of productionClassification of business reports:Informal & analyticAn informal report contains facts. It presents a situation as it is, not as it 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 writer’s conclusions or recommendations. The analytic report is frequently the basis for an important company decision. 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 company’s assembly line could be speed up, or how a specific aspect or management could be improved. Informal & formalA formal 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 perfunctory 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 thecircumstances under which the report has beenprepared.Discussion: exploring relevant issues, such as presentingfacts, analyzing statistics and data, anddiscussing implications.Conclusion: summarizing the result of the discussion and makingrecommendations.Business report in contrast with memos:A memo is a short, covering one specific item—giving instructions, Making requests…etc.A report, generally covers broader topics, such as plans for a new product or a study of a problem like declining sales…etc. They are different in genres and have different structure.Business report in contrast with science/ research reports:The form and content of a research report:◆TITLE◆ABSTRACT (vary from 200to 500 words, including a statement of thepurpose of the project, methods and procedures used and principle findings and conclusions)◆INTRODUCTION( a review of other people’s findings, which willexplain your motives for undertaking the project)◆SCOPE OF RESEARCH(which should be clearly stated and defined, whetheryou 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 oranalytical frame work, 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,usually presented in the form of tables)◆ANALYSIS AND INTERPRETATION OF DATA◆CONCLUSIONS(such as re-examining the hypothesis, to be rejected ifthe 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 betterunderstanding of a board are of science)Writing practiceBased on your own experience write a report.Layout of an itinerary: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 Airport for San FranciscoArrive at San Francisco International AirportMet by Mr. T. Keith and Miss Louis Lowes and transferred to Holiday Inn Dinner at hotelMeeting with Mr. Antonio…Essential quality in writing itineraries:In preparing an itinerary, you need to find out information about: a)Details of each departure, arrival, and intermediate stops,including exact time, date and placesb)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 tosee, or other requests.The most 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 andarrival. Use the 24-hour clock for time and avoid confusion. Providea note as to whether the time is local time or not.b)Name the airport or station for each departure/arrival, especiallywhen there is more than one in the city.c)Indicate the type of transport used. Give the name of the airlineand flight number in air travel. Give train number if rail transport is used.d)Give details of the hotel if service is provided, including detailedaddress, telephone number, room category and number as well as information about catering service.e)In listing planned activities, check every detail and languageexpression 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Layout of different kinds of notes: Telephone slip:Visitor slip:Message slip:Mechanics of note writing:a)Notes are simpler in form as compared with letters. You don’t haveto use “dear” at the beginning, but you may do.b)The date of a note is made quite clear. It may be written inabbreviation with or without the year. It may be written in numbers,though possible confusions may arise as 04/02/02 means somethingdifferent to the British and the American.c)It is not necessary to include the complimentary closing, such as“sincerely”“faithfully”at the end, but you must put your name on the note.Stylistic features of note writing:a)Most notes are informal in language and colloquial in tone. It isnot 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 relationbetween the addresser and addressee suggests distance, the style may become formal.Organization of different publicity materials:a)company profilesGeneral information about S.C.(i.e. an international bank headquartered in UK)Introducing the bank’s scope of businessconsumer bankingwholesale bankingAdvertising the bank’s image & strengthStrong presence in marketCommitments to customersManagement idealSchool prospectus:Headings of school prospectus:Profiles( a brief history, location, size, programmes…)Facilities ( for study, teaching & research)Accommodation & welfareAdditional information(sport, recreation and social programmes) Contact detailsSome schools may create separate sections following the headings of: HistoryLocationAcademic curriculumCourse feesEnglish language supportAchievements/ key strengthQuality indicatorsCity surveysDescriptions of a city usually concentrate on:LocationSize and physical backgroundClimatePopulationIntroduction of a city for advertising purposes may also include the city’sEconomic foundationDevelopments in foreign tradeEconomic indicatorsOther special strengths and / or featuresUseful expressions and structures:History:Ownership:Location:X is located /situatedX standsThe structure of English letters Traditional layout of English letters: indented styleStructure of business letter:Layout of letters1 Heading 信头If you are writing business letter, the heading should include your full address, for personal letter the address can be used in simplified form.2 Date 日期The date can be written in a number of acceptable ways: 3 September 2001,3 Sept.2001, September 3 2001, 3/09/01. but in business letter, the date should notabbreviated, use 3 September 2001 instead of 3 Sept.2001 or 3/09/01.The British put the day first, followed by the month and year, but the American put the month first, followed by the day and the year. For the British 3/09/01 is 3 September 2001 and for the American is 9 March 20013 reference number 编号The form of this part is usually Your ref: 贵方文件号Our ref:我方文件号4 inside address 封内地址The inside address is the receiver’s name and address, for example:(1)Mr. John Smith(address)(2)Personal Manager(address)(3)Mr. John SmithPersonal Manager(address)5 salutation 称呼Different salutations are used according to how well you know the receiver, for example:Dear + Mr./ Mrs./ Ms./ Miss+ Surname when you know the sex of the person who you are writing toDear Sir or Madam, or Dear Sir/Madam, if you do not know the name or sex of the personDear Sir, if you are writing to a man whose name you do not knowDear Sirs, if you are writing to an institution not an individualDear + given name, if you write a personal letter6 Body of the letter 正文The purposes of the body of the letter:(1)the opening paragraph makes a start(2)the middle part stated the main points(3)the ending part concludes the letter7 complimentary closing 信尾敬语The closing for business letters are:Yours faithfully, if you are writing to someone whose name you don not know Yours sincerely, if you know the receiver’s name,For personal letter usually put “Best whishes” before “Yours sincerely”8 Signature 签名For business letter, always print your name below your signature, including the official title and courtesy title. For example:Yours faithfully,M. BrownSales ManagerCriteria of good correspondence:( ABC)Accuracy (A)No careless mistake: spelling, punctuation, grammar, your detail in names, titles, addresses, or figures.Brief (B)Contains no unnecessary paragraphs and words, leave out the unnecessary words and expressions.Clear ( C)Understand your own idea and render it in clear, orderly and readable prose. Avoid old-fashioned, high sounding phrases that complicate the message and confuse the reader.Differences between British and American conventionsAmerican BritishDate August 12 th 2001 12 August 2001 Complimentary closing Truly yours, Yours faithfully,Sincerely yours, Yours sincerely, Terminology President ChairmanInc. Ltd.Chief Executive Managing DirectorResume Curriculum Vitae Spelling program programmeinquiry enquiryCovering letter writing:The organization of a covering letterA covering letter is often organized in a three section patterns1 the introductory paragraphWHY I am writingWHAT specific post I am applying forWHERE I got the information to make the application2 the body paragrapheducationwork experienceother relevant experience3 the concluding paragraphrequest a prompt replyrefer to enclosuresoffer further contactsask for an interviewExpressions for writing a covering letter1 to make an openingI am writing to apply for the post of … advertised in …In answer to your advertisement in … for the post of…, I would like to apply for…With reference to your advertisement in…(place) on… (date), I would like to apply for the post/position of…I have learned from…(sb)of your opening /vacancy for…(job), and am therefore writing to apply for the post.2 to present qualifications and experienceI am now a fourth year student in …(department) of ( university) and I expect tograduate in…(date) with a degree in…(displine)I received my …(degree) in…(subject) from…(name of university) in…(date) Since graduation, I have been working with…(name of company) as…(job title) After graduation, I joined…(name of company) and work as…For the past three years, I have been employed by…(name of company)At present, I am working with…(name of company)3 to mention awardsI was awarded the prize of…(title) in…(month/year) for…I won/received the prize/award of…(title)in…(date)4 to refer to enclosuresPlease find enclosed my CV for your reference.Please refer to my enclosed CV for details.5 to ask an interviewI shall be glad to come for an interview.I look forward to meeting you in the interview.I should very much appreciate the chance to talk with you.I should be happy to tell you more about my experience in an interview.6 to request a prompt replyI look forward to your prompt reply.I would be very much obliged if you can give me an early reply.I would be grateful if you can let me know the result of my application in due course.The layout of a CVThe curriculum vitae is a short account in a clear form of the details of your life, it mainly includes:Personal details:name in fulldate of birthplace of birthnationalitymarital statusaddresstelephone numberE-mail address(if any)Education:a precise record of schools and colleges attendeddegree awardsWork experience:a precise record of employment positions held, including part-time work References:Names, profession titles and detailed address of people who will write a reference for you approached.Impressing aspects in applying for jobs:Professional training in their major area of study, i.e. EnglishUsable knowledge in related areas, e.g. business, trade, politics…etc.Relevant work experience, e.g. internship, assistantship, tutorship…etc.Working skills, in interpreting/translation, secretarial writing, computer operation, second foreign languages…etc.Qualifications in standard examinations, e.g. CET-4/6, TOEFL, IELTS,BEC Awards and prizesSpecial personal attributes, e.g. cooperative, interpersonal communication skills, etc.Application procedures for university admission:1 contact the university to obtain an application form and prospects, or download the application form from the internet.2 read the prospects carefully to get guidance on how to complete the form3 fill in the application form and post it to the university’s admission office4 receive from the university the letter of acceptanceContents of a personal statement1 your reasons for choosing the course/award2 the background to your interest in the subject( academic qualifications & professional training)3 the work experiences( employment, working shadowing, voluntary work…etc) and/or personal developments which have been most important to you and which are relevant to your application4 research( experience, skills, scope of study, achievements, etc) to demonstrate your potential5 future career plans6 interests and activitiesEssential qualities of a good personal statement1 The officers look for motivation and character. They want to know whether you have good academic reasons for wanting to study in their institution and whether you have had enough training/qualification to ensure the success of your further academic pursuit.2 the secret of a good personal statement is, a natural and unpretentious style. No need of flowery language, or flatter of the university. Avoid emotive language like “ excellent”“remarkable”“great”“wonderful” etc. such high-sounding modifiers would only produce a negative effect-being insincere or conceited.Writing practice:Write a letter of application to a university in Britain or in the USA, applying for admission into your chosen program. Write your personal statement so as to apply for a scholarship.Fill in application formsStandard headings in university application formsNameThe alternative expressions for the Chinese 姓and 名姓surname family name last name名forename first name Christian name given nameother names in fullOther terms in full may include:full name 姓名any previous family name( which may refer to maiden name, or name in a previous marriage, or to a change of name, as of an immigrant who wants to have a more English name) 曾用名maiden name（a wife’s surname before the marriage）婚前姓氏initials( the first letter or letters of the words of a person’s name or names) 姓名开头字母AddressThe alternative expressions for addressHome addressPermanent addressPostal addressMailing addressPresent/current addressSome forms may require you to provide:Future addressTerm-time addressDatespay attention to the different expression of date between British and American conventions.Programme of study & mode of studyProgrammes of study at higher education are:PhD( Doctor of Philosiphy)MPhil( Master of Philosiphy)MLitt( Master of Letters)MA/MSc(Master of Arts/Sciences)MEd( Master of Education)Diploma/CertificateMode of studyFull-time (research)Full-time (taught)Part-time (research)Part-time(taught)Qualificationsthe details information you should provide about qualifications are:the overall title of each qualification/awardthe awarding authoritythe date the qualification was takenthe individual subjects with any marks obtained and the overall result of the examination, if appropriateresults of school-leaving exams and bridging and access coursesvocational and professional qualificationsdates and results of any recent English languages tests, together with the examination title and awarding board (usually with copies of exam certificateattached)any exams you are about to takethe tests taken by many Chinese applicants to access their level of English include: International English Language Testing System(IELTS), offered on demand at British Council offices and other approved centers throughout the world.Test of English as a Foreign Language(TOEFL), offered monthly at approved testing centers throughout the world.FinanceYou’ll be asked to give the name and address of the person who will be paying for the fees. You may have to provide details of how the fees are to be met. ReferencesYou will be asked to list the name, title and address of two to three people who can comment on your academic abilities and potential. Normally your referee would be one of the following: dean of your college/department, course tutor of your present or last course of studies. If you have been out of education for some time, you may wish to consider one of the following: your current or last employer, or training officer, or a senior collegue.SignatureAny offer of a place you may receive is made on the understanding that in accepting it you agree to abide by the rules and regulations of the university, and by signing the application form you are confirming your agreement to this. By signing the application form, you are also declaring that the information you have provided in the application is true and complete.。
