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The Body of the Letter should begin two spaces below the salutation.
The body of a letter is the main part because it contains the message for the
recipient and should fulfill some requirements. The first paragraph of the
letter should introduce the subject matter and either state or imply your
purpose in writing. If there is more than one paragraph, each paragraph
should focus on a separate aspect of the subject matter and there should be
clear links between paragraphs. The final paragraph should leave the reader in
no doubt about your attitude towards the subject of the letter. It should be
positive and unambiguous. Regardless of format, skip a line between paragraphs
or indent them. Short letters are usually double-spaced (two-lines); longer
letters are single-spaced (one line) with double spaces between the paragraphs.
The Complimentary Close follows the body of the letter, about two
or three spaces below it. Only the first word should be capitalized and a
comma is placed at the end.
The traditional rule of etiquette in Britain is that a formal letter starting
“Dear Sir or Madam” must end ‘Yours faithfully/ Faithfully yours”, while
a letter starting “Dear Mr. Brown “ must end “Yours truly/Yours sincerely /
Truly yours/ Sincerely yours”. It is customary for colleagues, especially
among scientists, to write “Yours sincerely” rather than “Yours truly” or
“Yours faithfully”.
The complimentary close of a letter may begin as follows:
– I look forward to hearing from you.
– I look forward to hearing from you in the nearest future.
– We look forward to a successful working relationship in the future.
– Thank you for your time/ effort/ help/ consideration.
– Please, contact me if you require further details.
– I trust that you will give this matter your urgent attention.
The Signature is written directly beneath the complimentary close. It
is indented a little to the right. You should sign your first and last names.
The first name can be written in full or with an initial. The signature line
may include a second line for a title, if appropriate.
The Enclosure. If you include other material in the letter, put
“Enclosure”,” ‘Enc.”, or “Encs”.
61
Layout of a Formal Letter
The Letterhead
(The Sender’s address)
the name of the institution/organization
the name, position, title
and the address of the sender
Phone/Fax number
E-mail (optional)
(2 blank lines after letterhead)
The Date
(4blank lines)
The Inside address
(The Recipient's address)
The recipient's name, title
Address
City, Zip
Country
(2 blank lines)
The Salutation
(1 blank line if there is a subject; 2 blank
lines if there is no subject)
The Subject Line (optional):
(1 blank line)
The Body of the letter
Body Paragraph 1: Explain who you are
and why you are writing this
letter……………………………….
(1blank line)
Body Paragraph 2: Use facts, details and
experiences to support your opinion or
request……………
(1 blank line)
Journal of Guidance,
Control and Dynamics
Dr. George T. Schmidt, Editor
MS 57
The Charles Stark Draper Laboratory
555 Technology Square
Cambridge, MA 02139-3563
(phone) 617-258-3841
(fax) 617-258-2333
(e-mail) m.a.lugaro@uu.nl
7 May, 2011
Prof. V.P. Ivanov
Department of Physics,
Southern Federal University
5 Zorge St.,
Rostov-on-Don, 344090
Russia
Dear Prof. Smith,
International Conference on Vacuum
Ultraviolet Radiation Physics
We are pleased to invite you to participate
in the International Conference on Vacuum
Ultraviolet Radiation Physics to be held
August 3-7, 2011, San Francisco, California,
USA
This high-level International Conference
offers a forum for the professional exchange
of knowledge and skills related to this topic.
62
Body Paragraph 3: Tell the recipient what
In particular, we would like to invite you to
register for the conference by sending your
form and an abstract of your
Looking forward to seeing you in San
you want him to do or what you will do for
him........................................
(1 blank line)
Short sentence: End your letter by saying
something courteous to your recipient.
(2 blank lines)
The Complimentary close
The Signature
(3/4 blank lines) ---> Your
handwritten signature
The Name and the title of the Sender
(2 blank lines)
The Enclosure
Sample of an envelope
STAMP
writer’s full name
writer’s street address
writer’s city/sate/zip code
writer’s country
(title) recipient’s full name
recipient’s street address
recipient’s city/sate/zip code
recipient’s country
application
request via email by 30 June, 2011.
Francisco.
Yours sincerely,
(sign here)
Dr. David F. Johnson
Enc.: Application Form
Prof. Manfred R.G. Wuttig
Dept. of Materials and Nuclear
Engineering
University of Maryland
College Park, Md. 20742-2111 USA
Robert S. Canster
36 North St.
London, S.W. 10 2DB
UK
STAMP
TASK:
1. Write the following dates which are placed below the sender’s address:
the second of June, nineteen ninety-eight
the nineteenth of September, two thousand and two
the twenty-fifth of October, nineteen eighty-one
the third of January, two thousand and three
63
2. Correct the errors in the following dates:
23, February, 2008 November, 2, 2009
20th of July, 2000 August 12 2004
10.02.1998 1976, January 12
3. Complete the following sentences by indicating the dates:
I have received your letter of …
Further information will be sent to you on …
In your letter of …
I will attend the conference in Moscow on …
The conference will last from … to ….
Professor Jones is arriving in Rostov on …
4. Supply the letter below with your address, the date, some suitable
complimentary close and your signature:
Dear Sir,
I would be grateful if you could forward me a copy of your reprint entitled
“Synaptic Transmitter,” which was published in the Journal of Biological
Chemistry, vol. 2, № 3, 2002, pp. 290-300.
COMMUNICATIVE PRACTICE
TASK: Read the letter below. Make all the necessary changes to correct its
layout:
Feb. 21, 2007
Assoc. Prof. Smirnov
Department of Physics
Southern Federal University
5 Zorge St.
344090 Rostov-on-Don
Russia
Dear Dr. Johnson
I wish to acknowledge the receipt of your letter of April 6 and to
thank you for sending me the reprints.
I am now completing my experimental investigation and as soon as I
obtain final results I will prepare another contribution and send it to
you for publication.
Looking forward to further cooperation.
Yours sincerely
V. Smirnov
(signature)
64
Unit 2. Letters of Invitation
TASK: Read the samples of invitation letters and highlight the phrases,
commonly used in such letters:
Letter 1
Dear Colleague,
On behalf of the Organizing Committee may I invite you to be the Closing
Keynote Speaker at the upcoming 2010 NEERI Conference. The theme of
this conference is “Global Warming - a Major Environmental Problem”. It
will be held at the Oceanfront Conference Center, San Antonio, from
December 3 to 5, 2010.
For your information, Susan Mcleen will be the opening Keynote Speaker.
The provisional title of her presentation is “Factors Contributing to Global
Warming”. We will forward a complete draft speaker program to you in a
couple of weeks to give you an idea of the specific subjects that will be
covered by the other speakers.
We expect attendance this year to be the highest ever; in the area of
2,000 delegates and 150 speakers. This includes a large contingent from
our new European Branch that is based in Geneva.
In closing, we would be pleased and honored if you would consent to
be our closing speaker at the 2010 NEERI Conference.
I will call you in a week or so to follow up on this.
Sincerely yours,
(Signature)
Name, Conference Chair
Name, Local Committee Chair
Letter 2
Dear Dr. Angela Doe,
We are pleased to invite you to participate in the International Conference
“New Information and Communication Technologies. Review and Perspectives”
to be held on October 24-30, 2011 in Toronto, Ontario, Canada. This highlevel
International Conference offers a forum for the professional exchange of
knowledge and skills related to this topic. Over 2000 people are expected to
be in attendance from over 50 countries. They will have the opportunity to
learn from 1300 speakers via over 450 presentations including workshops,
panels, and paper sessions.
65
The contributions of international attendees such as Dr. Doe enrich
the program through enhancing the diversity of perspectives and content
represented.
The working languages of the Conference are English and French.
We would highly appreciate your participation in this event.
If you have any questions or concerns, or if I may be of assistance in
any way, please do not hesitate to contact me.
Sincerely yours,
(Signature)
Name
Program Committee Chairman
Letter 3
Dear …,
We would like to invite you to attend the workshop on
“The Origin of the Elements Heavier than Fe”
in honor of the 70th birthday of Roberto Gallino
25th – 27th September 2008
in Torino, Italy
The aim of the workshop is to review the progress made on our knowledge
of the origin of elements heavier than Fe in the past 50 years, and to indicate
future research directions. At the same time, we will celebrate the 70th birthday
of Roberto Gallino and acknowledge his contribution to the field of nuclear
astrophysics.
The workshop will be held in the Torino’s hills at the new Planetarium
of Torino - Museum of Astronomy and Space.
In particular, we would like to invite you to register for the conference
by sending via email to m.a.lugaro@uu.nl by 30 June, 2008:
– your name and affiliation,
– if you wish to give an oral presentation or a poster, and
– a title and an abstract for your presentation.
There will not be proceedings, but contributions will be available on
the web after the workshop.
Accommodations options and some travel information can be found
below and will be posted soon on the workshop website: www.fisica.unipg.it/
gallino70
We will send more information on this in the near future.
66
Looking forward to seeing you in Torino.
Sincerely yours,
(Signature)
Name
Letter 4
Dear …,
It is a pleasure for me to invite you to collaborate in my Laboratory of
Computational Cell Biology at The Scripps Research Institute (TSRI)
between 08 November, 2010 and 23 December, 2010. As a guest researcher
in my lab, it is my understanding you will focus on software development
related to the modelling of metastasis in cancer. There will be no salary
paid to you from TSRI. However, provided you have entered the country in
WB (or B-1) status, we will reimburse you for your travel expenses and
some incidental costs associated with your stay in La Jolla.
I am looking forward to hosting you.
Sincerely yours,
(Signature)
Name
How many phrases have you highlighted? Which of them do you find
most helpful in letter writing?
Here are some more phrases used in letters of invitation:
– It gives me a great pleasure to invite you to attend the Jubilee celebration
of …
– On behalf of the Organizing Committee may I invite you to participate in … .
– The Institute of Physics officially invites you to deliver a series of
lectures on …
– It’s my great pleasure to invite you to present a poster at the 17th
International Conference in Hamburg … .
– I am writing to ask whether you would be willing to present a talk at
the conference…
TASKS:
1. Write a letter on behalf of the Organizing Committee inviting Prof. … to
attend the 3rd International Congress on … to be held in Rostov-on-Don
… July 4–9 of the next year.
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2. Write a letter inviting a team of 3 PhD students to cooperate with your
laboratory in carrying out joint research on …
3. Write a letter inviting your colleague from Glasgow University to
participate in the workshop on…
2.1. Letters of Acceptance
TASK: Now read the samples of a favourable reply to an invitation letter
and highlight the phrases that express acceptance of invitations.
Letter 1
Dear Prof. ...,
Thank you for your invitation to be the Keynote speaker at the Renewable
Energy Conference which will be held in Tokyo on 4 December, 2010.
I feel honoured and privileged to have been chosen as the Keynote
speaker and I am pleased to inform you that I accept your invitation with
great pleasure.
Sincerely yours,
Dr.
Letter 2
Dear Dr. …,
It is a pleasure to receive your letter dated March 17 from which I am
happy to learn that you have established a new journal. I suppose it will be
of great importance and value in developing branches of science.
It is very kind of you to invite me to cooperate with your journal and
submit my papers for publication. I shall be very glad to comply with your
request and send articles for your consideration. I have also asked some
other researchers in this country to contribute papers to your journal, and
I trust you will hear from them soon. They are interested in your journal
and wish you every success. I would also like to add my personal best wishes.
I look forward to hearing from you again.
Sincerely yours,
Name
Letter 3
Dear Dr. …,
I am pleased to submit herewith my letter of interest to participate in the
work of the 3rd International Congress on … to be held in … July 3–9, 2010.
68
From the list of topics enclosed in your letter I have chosen the a paper
under the title “…”.
Thank you for giving us the opportunity to participate.
Sincerely yours,
Name
How many phrases have you highlighted? Which of them do you find
most helpful in letter writing?
Here are some more examples how to accept an invitation:
– I am delighted to accept the invitation of the American Physical Society
to participate in the conference on space research.
– I am pleased to accept the invitation to present my paper at the Congress
on Hot Plasma and would like to contribute to the session on plasma
instabilities.
– Thank you very much for your kind invitation to the symposium on Optic
Fibers.
– I accept your invitation with great pleasure.
– I am pleased to receive your invitation to … .
– I appreciate very much your invitation to … .
TASKS:
1. Write a letter in which you:
a) thank the Organizing Committee for inviting you to participate in the
conference on ...;
b) give the title of your poster presentation;
c) ask about the program and the deadline for submitting abstracts.
2. Write a letter in which you:
a) acknowledge the receipt of an invitation to submit your paper for
publication in the Journal of…;
b) express gratitude for the opportunity to publish the paper
c) provide the title of your paper.
2.2. Letters of Refusals
TASK: Read the samples of an unfavourable reply to an invitation letter
and highlight the phrases that decline the invitation.
69
Letter 1
Dear …,
I wish to express my deep gratitude to you for your invitation to participate
in the XIX International Symposium on … to be held in … in early June
2011.
I very much regret to inform you, though, that I have to decline your
invitation because our experiment is in full swing and it cannot be delayed.
I am sure you can understand this.
Looking forward to further cooperation.
Sincerely yours,
Name
Letter 2
Dear Prof. …,
I very much appreciate your kind invitation to the VII Conference on … to
be held in Oxford. Unfortunately, I will be unable to attend.
Had your invitation reached me a little earlier, I would have been able to
attend the Conference and meet my colleagues. But I am now committed to
giving a series of lectures to graduate students and cannot change these plans.
All best wishes for a successful conference,
Sincerely yours,
Name
Letter 3
Dear Dr. …,
I was very glad to receive your letter of March 17, 2009, and to learn
of your intension to establish a new journal. May I wish you good luck in
your undertaking and great success for your journal. I am grateful to you
for your kind invitation to cooperate with your journal, but I am very sorry
to disappoint you. I am not able to submit any papers as my field of activity
has nothing in common with the issues being raised in your journal.
However, as you requested, I have contacted some researchers who are
involved in these problems. They have informed me of their willingness to
submit their papers to your journal.
Attached you will find a list of names and addresses. If I can be of any
further help to you, please contact me.
Yours sincerely,
Name
Enclosure: list of names and addresses
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